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6D - Public hearing and consideration of motion approving changes to the Parks & Recreation AdvisoryCITY OF BOULDER ~... PARKS AND RECREATION ADVISORY BOARD AGENDA ITEM ~... MEETING DATE: July 24, 2000 (Agenda Item Preparation Date: June 29, 2000) AGENDA TITLE: Public hearing and considera[ion of a motion approving changes to the Parks and Recreation Advisory Board's Procedural Rules II REQLTESTED BY: Chris Dropinski, Director, Pazks and Recreation Sazah DeSouza, Assistant to the Director II FISCAL IMPACT: None PURPOSE: To obtain Pazks and Recreation Advisory Board's approval to make changes to the Boazd's Procedural Rules. BACKGROUND: ~ At the May 6, 2000 Parks and Recreation Advisory Boazd Retreat, the Boazd proposed that changes be made to the order of Board agenda items. Specifically, the Boazd requested that "Items from the Director" and "Items from the Boazd" be moved to follow Citizen Participation on the agenda. ANALYSIS: Staff has provided a"red-lined" copy of the Boazd's Procedural Rules to reflect [he aforementioned changes proposed by the Boazd. STAFF RECOMMENDATION: Staff recommends that the Parks and Recreation Advisory Boazd approve the changes to the Procedural Rules. ATTACHMENTS: A. Pazks and Recreation Advisory Boazd Procedural Rules AGENDA ITEM # Paee Attachment A PROCEDURAL RULES r• OF THE ~..., PARKS AND RECREATION ADVISORY BOARD OF THE CITY OF BOULDER, COLORADO Adopted on April 8,1996 Pursuant to the provision of Section 159 of the Charter of the City of Boulder and Section 2-3-1, B.R.C. 1981, the Pazks and Recreation Advisory Boazd of the City of Boulder adopts the following rules goveming the general conduct of its business. In handling routine business the Boazd may, by general consent, use more informal procedure than that set forth in these rules. Any rule may be suspended at any time by an affirmative vote of four members of the Board taken at a meeting open to the public. I. SCOPE OF RULES A. PROCEDURES GOVERNED. These rules govern the procedures of the Pazks and Recreation Advisory Boazd of the City of Boulder, Colorado, with respect to all matters entrusted to the Boazd by the City Charter, the City Council, or by ordinance or resolution of the City of Boulder. These matters include, but aze not limited to, ,..~ recommendations to City Council concerning disposal of park land, expenditures or `"' appropriations from the Permanent Pazks and Recreation Fund, grant or denial of any license or permit in or on park lands, protection and maintenance of park lands, the pazks and recreation proposed budget, and any additional pazks and recreation matters upon which our Boazd's advice or approval is requested. Sec. 162 and 163 of the Charter of the City of Boulder address more specifically the binding nature of the Parks and Recreation Advisory Board's recommendation regazding disposal and acquisition of pazk properties. B. EFFECTNE DATE. These rules shall take effect on ~pri~996 July 5, 2000, and thereafter all prior rules or regulations of the Board in conflict therewith shall be repealed and of no further force or effect. A copy of these rules shall be placed on file in the cenual file of the City and shall be available to the public. ,~"° `'rrr HIPRAB~Board Policies\Proc_Rules.wpd II. OFFICERS OF THE BOARD A. OFFICERS. The Boazd shall select a Chair and a Vice Chair from among its ~ ~ members to serve for one yeaz. The Director or the Director's designee shall be Secretary to the Board. B. DUTIES OF THE CHAII2. The Chair is responsible for conducting the Board's meetings in an orderly and fair manner and assuring that minority opinion may be expressed and that the majority is allowed to rule. The Chair shall decide all points of order or issues of procedure unless otherwise directed by a majority of the Board in session at that time. The Chair shall determine items to be placed on the agenda of any regular meeting after consultation with the Director. C. DUTIES OF THE VICE CHAIIt. The Vice Chair shall preside in the absence of the Chair and shall assume all the duties of the Chair. In the event that both the Chair and the Vice Chair aze absent at a meeting, an acting Chair shall be selected by a majority vote of those members present at the meeting. D. DUTIES OF THE PARKS AND RECREATION DIRECTOR. The Pazks and Recreation Director or designee shall serve as Secretary to the Board and shall be the „~ regulat technical advisor of the Boazd and shall present all agenda items to the Boazd, ""'~ and shall generally supervise the clerical work of the Boazd. The Secretary shall prepare the Agenda, keep or cause to be kept a full and true record of ail meetings of the Board; shall be the custodian of all documents and written materials belonging to the Boazd, and shall issue notices of ineetings and calls for special meetings as previously provided. E. NOMINATIONS AND ELECTIONS. Nominations for Chair and Vice Chair aze made each year at the first meeting following City Council appointments to the Board. The Chair will be elected prior to nominations for Vice Chair. Nominations aze made orally. No second is required, but the consent of the nominee shall have been obtained in advance. Any person so nominated may withdraw his or her name from nomination. Silence by a nominee shall be interpreted as acceptance of candidacy. A motion shall be made and seconded to close the nominations and acted upon as any motion. The voting is accomplished by the raising of hands unless there is only one nomination and a unanimous vote for the candidate. The names shall be ~ 2 H:\PRAB~Board Policies~Proc_Rules.wpd called in alphabetical order or reverse alphabetical order depending upon a flip of a 'r' coin by the Secretary, who shall thereafter alternate the order for all further election ~ ballots during the same meeting. The first candidate for each position receiving four or more votes is elected. In case a vacancy shall occur in any of the offices, an election.to fill the vacancy may be held at the next regular meeting. CONDUCT OF BOARD MEETINGS A. REGULAR MEETING. The regular meeting shall be held monthly at a publicized time and place. Additional meetings to be scheduled are boazd tours, study sessions and subcommittee mee[ings. Any meeting involving three or more boazd members must be publicized in advance. B. SPECIAL MEETINGS. Special meetings may be called at any time by three members of the Boazd. This is done by submitting a written request to the Director F,,.~ stating the reason for the special meeting at least 48 hours in advance of the proposed °"~' meeting. The Director will notify the Boazd members, giving [hem the 24-hour notice required in the Charter and will provide as much public notice as practicable under the circumstances. C. OUORUM. A quorum shall be four members of the Boazd. AGENDA The printed agenda is distributed to Boazd members no later than four days preceding the Board meetings, whether regular, special or continued meetings. Notice shall be given of all agenda items by publication of the title or a general description thereof in the Boulder Daily Camera on the weekend preceding the Board meeting. Notice shall not be necessary when items are adopted by emergency. A majority of the Board present at a meeting by motion and vote may determine that an item qualifies as an emergency. Items for the Board agenda may be submitted by Boud members, City Council members, the City Manager's office, depaRment heads of the City and by citizens. ~ Items to be considered must be submitted in writing to the office of the Direcror by noon Monday ~... 3 H:\PRAB~Board Pohcies\Proc_Rules.wpd no later than two weeks prior to the regular meeting. The Chair shall deternune the items to be placed on [he Agenda of any regulaz meeting after consulta[ion with the Director. The Agendas of ~ special meetings shall be set by those members of the Boazd calling the meeting. Additionally, by ~ concurrence of four or more members of the Boazd, the Boazd may direct prepazation of a ma[ter for Ihe Agenda or may request staff [o expend subs[antial time on any matter. The Chair sets the order of the Agenda, which shall generally be as follows: I. APPROVAL OF THE AGENDA. (6:00 p.m.). Items will generally not be added but may be added or deleted with the consent of the Chair. II. APPROVAL OF MINUTES. Minutes of the previous meeting must either be read and approved or approved as made available beforehand. Opportunity must be given in either case to correct the minutes before approval, and the approval is then as corrected. III. CTI'IZEN PARTICIPATION. The Boazd's goal is to start Citizen Participation at 6:05 p.m. sharp. In any event Citizen Participation will not be closed prior to 6:15 p.m. This portion of the meeting is provided for citizens to communicate ideas or concerns to the Boazd regarding pazks and recreation issues which aze not related to Items for Action. N. TTEMS FROM THE DIItECTOR ,,~ V. ITEMS FROM THE BOARD '"" VI. TTEMS FOR ACTION VII. RECESS. At any time during the Agenda, the Chair may declaze a recess until a speci5ed time. VIII. ITEMS FOR DiSCUSSION/INFORMATION. No final decision may be made under this item, or under A or B below until after an allowance for citizen participation is made. Proposed decisions are announced by the Chair prior to opening Citizen Participation to allow for public testimony, boazd questions, staff response, boazd motion, consideration and debate and a~ informed final decision. IX. UPCOMING BOARD MEETINGS AND DATES X. NEXT BOARD MEETING XI. ADJOURNMENT. The Boazd's goal is that all meetings be adjourned by 10:30 p.m. An agenda check will be conducted at or about 10 p.m., and generally, absert a deadline which the Boazd cannot affect, no new substantial item will be addressed after 10:30 p.m. ~"~+ 4 N:\PRAB~Board Policies~Pruc_Rules.wpd ' III. RULES OF SPEAKING ~.~., A. To obtain the floor, a Board member or staff inember shall address the Chair. ~"" B. To assign the floor, the Chair recognizes by calling out the persod s name. Only one person may have the floor at a time. A person shall not speak while another has the floor. The Chair generally next recognizes the person who first asks for the floor after it has been relinquished. C. During citizen participation or public hearings, members of the public are recognized by the Chair. No person shall make a presentation (not including Boazd questions) of more than three minutes, unless given perrnission by the Chair before beginning to speak. D. Each speaker is requested to direct remazks to the Boazd action which is being requested. The Chair shall have the authority to interrupt any speaker digressing from the subject and may ask that points already presented not be repeated. IV. PROCEDURE IN HANDLING MOTIONS A. A Board member, afrer obtaining the floor, makes a motion. (If long or involved, it ~.~ should be in writing). The Board member may state reasons briefly before making ~ the motion; but may argue the motion only after it has been seconded; and having spoken once may no[ speak again until everyone who wishes to be heard has had the opportunity to speak, except to answer questions asked by other Boazd members. Having made a motion, a Boazd member may neither speak against it nor vote against it. B. Another Board member seconds the motion. All mo[ions require a second, to indicate that more than one member is interested discussing the question. The seconder does not, however, have to favor the motion in order to second it, and may bo[h speak and vote against it. If there is no second, the Chair shall not recognize the motion. C. The Chair states the mo[ion and asks for discussion. D. General debate and discussion follow, if desired. Boazd members and the Director, when wishing to speak, shall follow the rules of speaking outlined above. The ,,.,., speaker's position on the motion should be stated directly: "I favor this motion ~... 5 H:~PRAB~Board Po6cies~Proc_Rules.wpd because...", "I am opposed to the motion because..", etc. Remazks should be addressed to the Chair. E. The Chair res[ates [he mo[ion and puts the question. Negative as well as affirmative votes are taken. 1. If the Chair is in doubt of the result of a voice vote, the Chair may call for raising of hands or a roll call vote. 2. If any Boazd member is in doubt of the result of a voice vote, the Board member may obtain a vote by raising of hands or by roll call by calling for it (without need to be recognized by the Chair). 3. In case of a tie vote, the motion is lost. F. The Chair announces the result. The motion is not completed until the result is announced. V. VOTING Voting ultimately decides all questions. A roll call vote is required for any matter relating to the acquisition or disposal of land and the adoption of the Capital Itnprovements Program budget. ~ For other items, the Boazd may use any one of the following ways of voting: A. Voice Vote. All in favor say "aye", and all opposed say "no". The Chair rules on ~ whether the "ayes" or the "nos" predominate, and the question is so decided. B. RaisinQ of Hands. All in favor raise their hands, and then all opposed raise their hands. The Chair decides which predominates and notes dissents for the record. C. Roll Call. The Secretary calls the roll of the Boazd members, arid each member present votes "aye" and "no" as each name is called. The roll is called in alphabetical order, with the following special provision: on the first roll call vote for the meeting, the Secretary shall begin with the first name on the list; on the second vote, the Secretary shall begin with the second and end with the first; and so on, continuing thus to rotate [he otder. This rotation shall continue from meeting to meeting. VI. STUDY SESSIONS Materials for study sessions generally will be made available to the Board and the public at least ten days before the date of the study session. Notice will be given as for other Board meetings. Written comments received by staff prior to study sessions will be forwarded to all Board members ~^+ 6 H:~PRAB~Board Policies~Proc_Rules.wpd ' at the study session. Testimony of persons other than staff is not permitted at study sessions unless ,,,.,, a majority of inembers present vote to suspend this mle. The Board shall give direction to s[aff at °w' study sessions for the presentation of action items at future regulaz Board meetings. In regard to public notice and minutes of the study session, they shall be handled in the same manner as regular meetings. VII. PARLIAMENTARY PROCEDURE Except as otherwise provided herein, all matters of procedure are govemed by Robert's Rules of Order Newly Revised (1981). r'^ ~ H:~PRAB~Board Policies~Proc_Rules.wpd