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HomeMy WebLinkAboutAG RPTS 2007 0507 PR REG �°°- City ofiMooipar4 PARKS,RECREATION AND COMMUNITY SERVICES DEPARTMENT e�917 799 Moorpark Avenue, Moorpark,California 93021 (805)517-6200 fax(805)529-8270 PARKS AND RECREATION COMMISSION AGENDA May 7, 2007 6:30 p.m. Moorpark Community Center 799 Moorpark Avenue 1. CALL TO ORDER: 2. PLEDGE OF ALLEGIANCE: 3. ROLL CALL: Commissioners Joseph Catrambone, Scott Krutilek, Richard Stratton, Sandra Thompson, and Chair Julie Weisberger. 4. PROCLAMATIONS, COMMENDATIONS, AND SPECIAL PRESENTATIONS: A. Staff's Monthly Report. 5. REORDERING OF, AND ADDITIONS TO, THE AGENDA: 6. PUBLIC COMMENTS: 7. CONSENT CALENDAR: A. Approval of Minutes for the Parks and Recreation Commission Meeting of April 1, 2007. Staff Recommendation: Approve as presented. B. Parks Quarterly Report. Staff Recommendation: Receive and file report. C Recreation Programming Quarterly Report. Staff Recommendation: Receive and file report. D. Egg Hunt Event Report. Staff Recommendation: Receive and file report. 8. DISCUSSION/ACTION ITEMS: A. Consider Park Rules and Regulations. Staff Recommendation: Accept the proposed changes outlined in the report for consideration by the City Council Parks and Recreation Commission Agenda May 7, 2007 Page 2 • B. Consider Parks and Recreation Commission's Rules of Procedures. Staff Recommendation: Adopt the Parks and Recreation Commission Rules of Procedure as presented in Attachment A. 9. ANNOUNCEMENTS/FUTURE AGENDA ITEMS: 10. ADJOURNMENT: Any member of the public may address the Commission during the Public Comment portion of the agenda. Speaker Cards must be received by the Recording Secretary prior to the Public Comments portion of the meeting. Speakers will be heard in the order that their Speaker Cards are received.A limitation of three(3)minutes shall be imposed upon each speaker.Copies of the reports or other written documentation relating to each item of business on the Agenda are on file in the office of the Administrative Secretary of the Community Services Department and are available for public review. Any questions concerning any Agenda item may be directed to the Community Services Department Secretary, 799 Moorpark Avenue, Moorpark, CA 93021 (805) 517-6227. In compliance with the Americans with Disabilities Act,if you need special assistance to review an agenda or participate In this meeting, including auxiliary aids or services,please contact the Community Services' Department at(805)517- 6227. Upon request,the agenda can be made available in appropriate alternative formats to persons with a disability. Any request for disability-related modification or accommodation should be made at least 48 hours prior to the scheduled meeting to assist the City staff in assuring reasonable arrangements can be made to provide accessibility to the meeting (28 CFR 35.102-35.104; ADA Title II). ITEM 7 PARKS AND RECREATION COMMISSION MINUTES OF THE PARKS AND RECREATION COMMISSION PARK TOUR Moorpark, California April 1, 2007 1. CALL TO ORDER: The meeting was called to order at 10:05 a.m. 2. ROLL CALL: Present: Commissioners Joseph Catrambone, Scott Krutilek, Richard Stratton, Sandra Thompson, and Chair Julie Weisberger. Staff present: Mary Lindley, Parks, Recreation & Community Services Director; Roger Blais, Parks and Landscape Manager; Mike Atkin, Recreation and Community Services Manager; Luis Gonzalez, Landscape/Parks Maintenance Superintendent; and Patty Lemcke, Administrative Assistant. 3. PARK TOUR: The Commission and staff toured the following parks: 1. Poindexter Park Mary Lindley reviewed the proposed expansion plans and stated that replacement picnic tables are scheduled for this fiscal year. 2. Tierra Rejada Park: Mary Lindley stated that the walls of the restrooms were recently upgraded. Chair Weisberger stated that she feels a public art piece would go well in the northwest corner of the park. 3. Mountain Meadows Park: Mary Lindley stated that lighting the two basketball courts is a proposed improvement for FY 2007/08. She stated that staff is also currently discussing parking lot improvements that will allow easier access in and out of the lot. P&R Commission Meeting Park Tour April 1, 2007 Page 2 4. Monte Vista Park: Mary Lindley stated that an interpretive center and lights for the parking lot are being proposed for FY 2007/08 budget. Chair Weisberger stated that she thinks this park would be a good location for a dog park. 5. Miller Park: Mary Lindley stated that lighting for the basketball court is proposed for next fiscal year. Adding swings to the tot lot was discussed, as well as ways to enlarge the parking lot. 6. College View Park: The Commission and staff agreed that this park is in a good location for the placement of a water feature, as well as an electronic marquee. They also discussed the replacement of the tot lot equipment. Following the Park Tour, the Commission continued their meeting in the Conference Room of the Community Center and discussed the following items: 4. CONSENT CALENDAR: A. Approval of Minutes for the Parks and Recreation Commission Meeting of March 5. 2007. Staff Recommendation: Approve as presented. MOTION: Commissioner Thompson moved to approve the Consent Calendar as presented. Commissioner Catrambone seconded. The motion was carded 5-0. 5. DISCUSSION ACTION ITEMS: A. Consider Park Improvements for FY 2007/08. Staff Recommendation: Develop a list of potential park improvement projects for FY 2007/08 for City Council consideration. The Commission and staff discussed the placement of a splash park at College View Park, as well as the replacement of the tot lot. P&R Commission Meeting Park Tour April 1, 2007 Page 3 Chair Weisberger stated that she is not in favor of the proposed interpretive center at Monte Vista Park. It was agreed that this item would be brought back to the Commission for discussion prior to any work. MOTION: Commissioner Thompson moved to approve staff's recommendations for City Council consideration for potential park improvement projects for FY 2007/08, with the addition of a new tot lot equipment at College View Park and tot swings at Miller Park. Commissioner Krutilek seconded. The motion was carried 5-0. B. Review of the City's Goals and Objectives for FY 2007/08. Staff Recommendation: Recommend Goals and Objectives for FY 2007/08. The Commission and staffed reviewed the current Goals and Objectives. It was recommended that number F.14 be changed by eliminating "lighting a skatepark" It was also agreed upon that College View Park is in a good location for a proposed water feature. MOTION: Commissioner Krutilek moved to recommend the following additions and changes to the existing Goals and Objectives for City Council consideration: Consider a park location for recycling cans; consider the placement of outdoor fitness/circuit training equipment at one or more parks; specify College View Park on G.29 — (water spray attraction); and eliminate "lighting a skatepark" on F.14. Commissioner Thompson seconded. The motion was carried 5-0. 6. ADJOURNMENT: The meeting was adjourned at 12:45 p.m. APPROVED: JULIE WEISBERGER, CHAIRMAN Respectfully submitted: Patty Lemcke, Administrative Assistant ITEM 7 AGENDA REPORT PARKS AND RECREATION COMMISSION CITY OF MOORPARK TO: The Parks and Recreation Commission FROM: Mary Lindley Parks, Recreation, and Community Services Director Prepared By: Allen Walter, Parks and Facilities Superintendent DATE: April 15, 2007 (Meeting of May 7, 2007) SUBJECT: Parks Quarterly Report January, February, and March 2007 • Tierra Rejada Park Playground: City Council will be asked to approve and award bid for construction of new modular playground system. Low responsible bidder was Premium Construction Company. Tentative date of the pre construction meeting is scheduled for Wednesday, May 9th. Total construction period for new playground installation is 15 days. • Magnolia Park Construction Project: The City Council approved the plans and specifications for Magnolia Park. A mandatory bidders' conference is scheduled for Tuesday, April 24th. Project is anticipated for completion by August 29`h. • Mammoth Highlands Park(Pardee Construction): 90% Construction Drawings have been approved. Final plans and specifications are due from Pardee Homes for staff review by April 20th. • Poindexter Park: The conceptual plan for Poindexter Park has been completed and the City Council will be asked to consider approval on April 1891-The conceptual plan includes a 14.000 square foot skatepark. • Arroyo Vista Recreation Center and Gym Expansion: City Council will be asked to consider approval of the completed construction plans and specifications for facility improvements on April 18th. • Mountain Meadows Park: Staff will meet with Building and Safety to determine best approach for ADA access at the south end of the park, adjacent to the school parking area. Parks Quarterly Report Page2 • Monte Vista Nature Park: Staff is working with a lighting consultant, who is under contract with the City, to propose a parking lot lighting plan with recommendation anticipated in May. • Electronic Park Marquees: Underground electrical construction drawings have been completed by Lundeen & Arnold Electrical Engineers. Staff will now proceed with proposals for installation of marquees at College View and Glenwood Park facilities. • Glenwood Park Restroom: Staff is currently working with CVE Engineering, Inc. (Civil Engineers) to obtain engineering cost estimates for Sanitary Sewer and Water construction drawings. Electrical design drawings are currently in progress.All structural and architectural drawings are completed, approved by Building and Safety and ready for construction. ITEM 7 G CITY OF MOORPARK AGENDA REPORT PARKS AND RECREATION COMMISSION TO: The Parks and Recreation Commission FROM: Mary Lindley, Parks, Recreation, and Community Services Director Prepared By: Stephanie Shaw and Marty Hall, Recreation Coordinators II DATE: April 15, 2007 (Meeting of May 7, 2007) SUBJECT: Quarterly Report on Recreation Programming January, February, and March 2007 WINTER EVENTS No special events were held during this period. WINTER CLASSES Winter class enrollments continue to increase.The Away We Grow Preschool's Lunch Bunch program accounts for the majority of this increased enrollment. New classes offered this winter included Pet First Aid, Street Smart Self Defense, and a Basketball Clinic. Babysitting and First Aid/CPR classes were reinstated. The majority of class programs ran smoothly with steady enrollments.The guitar program instructor's contract was terminated mid-season. Staff is in the process of securing a new instructor in order to reinstate guitar classes in the fall. Winter Classes 2007 2006 2005 Participation 844 787 545 Revenue $44,080 $44,237 $34,285 Direct Costs $29,311 $27,669 $21,183 Indirect Costs F/T Staff $5,077 $3,937 $1,969 Overhead Costs $4,841 $4,025 $2,810 Total Costs $39,229 $35,651 $25,962 Gross Profit/ (Loss) $14,769 $16,548 $13,102 Net Profit/(Loss) $4,851 $8,588 $8,323 Net Profit/(Loss) Per Participant $5.75 $10.93 $15.27 JUNIOR BASKETBALL LEAGUE 'Recreation promotes good sportsmanship" The JBL season remained steady in overall registrations. During the winter season, the league is divided into two age divisions of 5-6 and 7-8 year olds. Moorpark Basketball Association was also conducting its main season during the reporting period. All costs were recovered and this program continues to be popular with both children and their parents. Each participant received a trophy, team photo, and each team had a pizza party at West Coast Pizza. Junior Basketball League 2007 2006 2005 Participation 91 79 116 Revenue $5,369 $4•424 $8,032 Direct Costs $2,120 $1,800 $2,484 Indirect Costs FIT Staff $925 $925 $878 Overhead Costs $504 $504 $644 Total Costs $3,549 $3,229 $3,458 Gross Profit /(Loss) $3,249 $448 $304 Net Profit l (Loss) 81,820 $1,429 $1,522 Net Profit/ (Loss) Per Participant , $20.00 $18.08 $13.12 TEEN PROGRAMS 'Recreation reduces negative activity in youth" Teen Programs recovered nicely from a slow 2006,winter.Attendance rose at the skate park from winter quarter, 2006 and at After Dark Dances. The Teen Council continues to meet twice monthly (including new televised once per month)and was active in assisting staff with development of teen programming for the winter. Skate Park 2007 2006` 2005 Participation 556 314 N/A Revenue N/A N/A N/A Direct Costs $770 $986 N/A — Indirect Costs F/T Staff $150 $235 N/A Overhead Costs $30 N/A Total Costs $950 $1,221 N/A Gross Profit/ (Loss) ($770) ($986) N/A Net Profit/ (Loss) 1$950) ($1,221) N/A Net Profit I (Loss) Per Participant ($1.71) ($3.89) N/A 'Indicates information from fall, 2005 as no records were kept in winter, 2006 AFTER DARK Monthly After Dark dances were held on January 12 and March 2 at the Arroyo Vista Recreation Center and on February 2 at the Boys&Girls Club of Moorpark. Event attendance increased greatly from 2006, up approximately 73%. The January 12 dance had 375 teens in attendance. 100 teens attended the February 2 dance (held at Moorpark Boys and Girls Club), and the March 2 dance had 450 teens in attendance, for a total attendance of 925 for the quarter. The participation, cost and revenue numbers below only reflect the dances held at AVRC. The City does not receive any revenue from the dances held at the Boys and Girls Club but does incur expenses for staff time. This program also covered all direct and indirect costs for the quarter. After Dark 2007 2006 2005 Participation (2 dances) _ 825 476 810 Revenue 54,849 $0,380 $4,050 Direct Costs $1884 $2,100 $3,409 _ Indirect Costs F/T Staff $650.00 $1,110 $1,480 Overhead Costs $51 $51 $51 Total Costs $Z534 $$,361 $4,490 _ Gross Profit/ (Loss) $2,965 $280 $641 Net Profit/ (Loss) $2,315 $(881) $(890) Net Profit/ (Loss) Per Participant $2.80 ($1.85) ($1.09) PARKS AND FACILITY USE "Recreation reduces tension and isolation" The Division continues to handle administration and processing of rentals for Arroyo Vista Recreation Center and all other City parks. Use and revenue has increased yearly due to long term facility rentals (church groups) and the rental of additional fields at Arroyo Vista Community Park for tournaments. While recreation staff manages park and facility rentals, costs and revenues incurred by this activity are changed to the Facilities and Park Maintenance budgets. Parks and Facilities 2007 2006 2005 Participation 36,833 35,454 32,792 Revenue $84,350 $25,330 $25,138 Direct Costs $732 $4,524 $495 Indirect Costs FIT Staff $2,520 $2,590 $2,405 Overhead Costs $1,041 $896 $896 Total Costs $4,293 $4,010 $3,796 Gross Profit/(Loss) $33,618 $27,806 $24,643 Net Profit/(Loss) $30,057 _ $24,320 $21,342 Net Profit / (Loss) Per Participant $0.81 $0.69 $0.65 S.\Community Services1ADMINISTRATIVE\Reports to City Manager\Recreation Quarterly Reports\2007\Winter 2007 Recreation Quarterly_doc ITEM 7 PARKS & RECREATION COMMISSION AGENDA REPORT CITY OF MOORPARK TO: The Parks & Recreation Commission FROM: Stephanie Shaw, Recreation Coordinator II DATE: April 21, 2007 (Meeting of May 7, 2007) SUBJECT: Easter Egg Hunt Event Report BACKGROUND The City of Moorpark sponsors an annual Easter Egg Hunt the Saturday before Easter. Since 1995, the Egg Hunt has been held at the Arroyo Vista Community Park. Traditionally, the event has featured egg hunts for various age groups and other special activities and attractions. DISCUSSION The Easter Egg Hunt was held on Saturday, April 7, 2007 at the Arroyo Vista Community Park beginning at 10:00 a.m. The event featured the egg hunts, attractions, carnival games, a food booth, and a visit from the Easter bunny. Logistical modifications incorporated last year were successful and were utilized again this year. Despite cloudy skies, the event was well attended and all activities ran smoothly. Egg hunts were the main event feature. The egg hunts were held on ballfield #2. Seven egg hunts were scheduled throughout the day. The first hunt was at 10:15 a.m. for ages 7 and up. Two hunts were held for the 3 and under age group, at 10:45 a.m. and 11:45 a.m. Two hunts were also held for the 4 to 6 age group, at 10:30 a.m. and 11:30 a.m. The last hunt of the day was the family hunt for children of all ages, held at noon. The Easter Bunny mingled with children before the hunts, and assisted staff in starting each hunt. For safety reasons, strollers and pets were not allowed in the egg hunts, and parents were welcome to participate in the 3 and under and family hunts only. As is typically the case, the first three hunts filled to capacity. Volunteers held signs at the end of the line indicating when the hunts were full and provided information on the other available hunt times. Excess prizes from prior egg hunts were used this year, and included coloring books, spring beach balls, and plush bunnies. In addition to the egg hunts, the event featured several other activities. Attractions were located on ballfield #1, and included pony rides, a petting zoo, face painting, and a set for photos with the bunny. The pony rides and petting farm were provided and staffed by Tawni's Ponies, with volunteers assisting. The face painting booth was run by City staff. A City staff person dressed in costume as the Easter Bunny. When not assisting with the egg hunts, the bunny was available for photo opportunities at the "Bunny's House" set. The attractions were very popular, with most having significant lines. Staff recommends adding additional attractions in the future. Carnival games were located in the picnic pavilion. Six spring and Easter themed games were offered. Small, medium, and large candy prizes were distributed from each game. The games were run by volunteers from the Teen Council and Moorpark High School, with supervision by City staff. The Kiwanis Club of Moorpark hosted a food and game booth. The Kiwanis sold nachos, churros, hot dogs, and various hot and cold beverages. They also provided a spinning wheel game, with spring-themed prizes. The Kiwanis reported that their booth did very well this year. Admission to the activities again required a wristband. Extra tickets were available upon request, but none were sold. With positive feedback from staff and the public regarding wristbands, ticket sales will be discontinued entirely next year. Two wristbands were available for purchase at the event. A general admission wristband was offered at $5.00, and included egg hunt admission, one carnival game, and one special attraction. An all-access wristband was offered at $10.00, and included admission to the egg hunt, plus an admission to all three attractions and all six carnival games. Wristbands were also sold at the Arroyo Vista Recreation Center prior to the event, using the POS feature in Safari. The event was well attended this year. Based on wristband sales, just over 500 children participated in the event. Overall attendance is estimated at 1,250. Twenty seven teen volunteers assisted with the event. Teen volunteers were assigned to help with the egg hunts, attractions, and carnival games. Three Park and Recreation Commissioners also assisted at the event, helping to staff the admission booth. The event was able to cover 100% of its direct costs, but did not realize a net profit when overhead is included. Revenue for the event was higher this year than any prior year. Expenditures were kept low through use of surplus prizes and supplies from prior years. A budget summary is attached. Staff Recommendation Staff recommends that the Commission receive and file this report. EASTER EGG HUNT BUDGET SUMMARY 2007 EVENT 2006 EVENT 2005 EVENT Participants 1,250 Participants 700 Participants 1.500 GROSS REVENUE $3,906.00 GROSS REVENUE $2,375.50 GROSS REVENUE $3,190.00 DIRECT COSTS $1.667.17 DIRECT COSTS $2,547A7 DIRECT COSTS $2,196.69 Prizes $0 00 Prizes 3535.58 Przes $347 95 Attractions $80000 Attractions $700 00 Attractions $92916 Advertising $142 50 Advertising $170.67 Advertising $124 00 Equipment $239.67 Equipment $661 12 Equipment $27758 Part-time Staff Costs $385.00 Part-time Staff Costs $480.00 Part-time Staff Costs $518 00 INDIRECT COSTS $ 3,913.00 INDIRECT COSTS $5,140.00 INDIRECT COSTS $3,808.24 Full-Time Staff Costs $ 3,446.00 Full-Time Staff Casts $4.344 00 Full-Time Staff Costs $ 3,231 00 Oiernead Costs $ 467.0D Overhead Costs $ 796.00 Overhead Costs $ 577 24 TOTAL COST $5,480.17 TOTAL COST $7,687.47 TOTAL COST $5,004.93 Gross Profit I(Loss) $2,338.83 Gross Profit/(Loss) ($171.97) Gross Profit/(Loss) $993.31 Net Profit/(Loss) ($1,574.17) Net Profit I(Loss) ($5,311.97) Net Profit/(Loss) ($2,814.93) Net ProfitllLonnparticipant ($1.26) Net PrOln/(LosspPa rticipant ($7.59) Net Profit t(LassWPartItwa in ($1.76) ITEM 8 . A MOORPARK PARKS AND RECREATION COMMISSION AGENDA REPORT TO: Parks and Recreation Commission FROM: Michael Atkin, Recreation/Community Services Manager DATE: May 2, 2007 (Commission Meeting of May 7) SUBJECT: Recommend Changes to the Moorpark Municipal Code Related to Parks and Resolution No. 2006-2442 Establishing Park Rules SUMMARY Staff is asking that The Parks, Recreation and Community Services Commission recommend to City Council that it amends Municipal Code 12.16.-Parks and rescinds the resolution establishing park facility use and reservation fees and related rules and replace it with a new resolution. Attachments A and 8, are copies of the proposed Ordinance and Resolution revisions shown in legislative format, illustrating the existing language and the changes being recommended. DISCUSSION The City's parks are open for public use between the hours of 6:00 a.m.to 10:00 p.m.;park restrooms are closed at dusk(except when City sponsored and organized sports activities are scheduled). While the public can use the parks after dusk, the City's current policy restricts the reservation of park amenities to between the hours of 8:00 a.m. and 6:00 p.m. or dusk, whichever occurs earlier (again with the exception of organized sports activities). There have been a growing number of concerns from citizens and staff about activity in unlighted parks after dusk. Staff is of the opinion that there is no need or reason for anyone to be in unlit parks after dusk. Staff is proposing that the city amend the municipal code changing closing time at parks. In addition it has been noted that the current ordinance states that "No person or group shall hold a gathering at a city park which exceeds seventy-five(75) people in attendance without first obtaining a permit for such gathering from the City."This provision is currently not included in the resolution establishing park rules. Staff is recommending that this ordinance be "in-line" with the Parks, Recreation and Community Services Department current practice of requiring a permit for groups of fifty (50) or more people. Amend Municipal Code and Resolution Regarding Parks Usage Page 2 Finally, staff is recommending that the City also prohibit for-profit activities being conducted in City maintained parks and open spaces without first obtaining a permit from the City. RECOMMENDATION Accept the proposed changes outlined in report for consideration by the City Council. Attachments:A - Ordinance Nos. 1116.010 and 12.16.140 B - Resolution No. 2006-2442 M:\MAtkin\Staff Report&Ammend Park Ordinance-PR&CS Comm.doc Amend Municipal Code and Resolution Regarding Parks Usage Page 3 Attachment "A"-Current Ordinances with Proposed Changes 12.16.010 Hours of operation. No person shall enter or remain in any public park, public open space or public recreation grounds from dusk to six (6:00) a.m. except at such parks that have lighted sports amenities without the authorization of the city manager or his/her designee. (Ord. 248 § 1 (pad), 1998: Ord. 81 § 1 (part), 1986) 12.16.140 Requirement and enforcement of park rental permits. The city rents portions of its parks and park facilities. The city has the ability to deny and enforce park and facility rental permits. No person shall interfere with an authorized permitted rental of a city park or park facility. No person or group shall hold a gathering at a city park which exceeds seventy-five-U-5; fifty (50) people in attendance without first obtaining a permit for such gathering from the City. No person or entity shall engage in any for-profit activity in any City Park without first obtaining a permit from the City. (Ord. 248 § 1 (part), 1998) Amend Municipal Code and Resolution Regarding Parks Usage Page 4 "Attachment B"-Resolution No 2006-2442 with Proposed Changes RESOLUTION NO. 2006-2442 A RESOLUTION OF THE CITY OF COUNCIL OF THE CITY OF MOORPARK, CALIFORNIA, RESCINDING RESOLUTION NO.2002- 2006 AND ESTABLISHING PARK FACILITY USE AND RESERVATION FEES AND RELATED RULES WHEREAS, a Parks and Recreation Commission has recommended revisions to the rules and fees governing the park facility use and reservations. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MOORPARK DOES HEREBY RESOLVE AS FOLLOWS: SECTION 1. City Council Resolution No. 2002-2006 (Park Reservation Fee Schedule) is hereby rescinded and replaced with the Resolution herein. SECTION 2. The general provisions of the Park Facility Reservation Fees and Rules Policy shall read as follows: Section 2.1 Purpose The purpose and intent of the City Council in adopting the Park Facility Use and Reservation Fees and Related Rules (Rules) is to provide direction to staff and the public relating to the use and rental of City park facilities. In the event of non-compliance with, or violation of, any provision herein, such shall not be deemed to affect the validity of any action taken, unless otherwise specifically provided by law. Section 2.2 Definitions "Director"shall mean the Parks, Recreation, and Community Services Director or his/her designee. "Park Permit" shall mean an approved rental application, signed by the Director or his/her designee. "Rental Application" shall mean the City's rental application form. Section 2.3 Enforcement The City Manager or his/her designee is hereby authorized to implement and administer the Policy contained herein. Amend Municipal Code and Resolution Regarding Parks Usage Page 5 Section 2.4 Hours All parks and park facilities operated by the City are available for public use from 6:00 a.m. to 10:00-pa dusk with exception of lighted sports amenities at certain parks. The parks(with the exception of lighted sports amenities at certain parks) are closed from- 10:00-p-.m. dusk to 6:00 a.m.(MMC 12.16.010). Unless otherwise noted, park restrooms and unlighted tennis courts are closed at dusk. The Director may authorize changes to the closing time for restrooms to accommodate City programs or events of community benefit. Parks and park facilities are available for rent for a two-hour minimum; all rental time will be rounded to the nearest hour. Parks and park facilities are generally available for rentals between the hours of 8:00 a.m. to dusk. However, certain park facilities may be available for extended rental hours up to 10:00 p.m., or for more restrictive hours depending on the availability of lighting, proximity of the facility to residential units, staff availability, and the type of rental. Standard park facility rental hours are as follows: Lighted Recreational Amenities at Arroyo Vista Community Park, Peach Hill Park, College View Park, and Miller Park (tennis courts, softball fields, and basketball courts)_- 8:00 a.m. to 10:00 p.m. All other City Parks and Park Amenities- 8:00 a.m. to dusk. Any deviations from referenced hours must be approved in writing by the Director in the form of a Park Permit. Section 2.5 Terms of Rental Park facilities are available for private or personal reservation and use by individuals or groups subject to the issuance of an agreement, payment of all required fees, and any other conditions that may be imposed at the City's discretion. All rental applications must be signed by an adult of 21 years or older who shall agree to be responsible for said use. Rental applications submitted by organizations and businesses, must be signed by an authorized representative. Said groups may be required to show proof of signature authority Park Permits are immediately revocable if false statements have been made in reserving a facility or if an individual or group willfully violates any rule or regulation established by the City. Fees shall be retained in the event the activity is terminated due to the violation of any rule or regulation, or the falsification of the rental application. Any individual or group wishing to include a vendor selling merchandise or Amend Municipal Code and Resolution Regarding Parks Usage Page 6 food for their rental activity must include the request on their rental application and secure a vending permit through the Community Development Department, if applicable. There is an additional rental fee for vendors. if the approved park permit does not include authorization for a vendor who is subsequently on site at the request of the permittee, the subject Park Permit will be cancelled and any fees collected will be retained by the City. Groups of more than fifty (50) persons will be required to obtain a permit before using any City park facility. No person or entity shall engage in any for-profit activity in any City Park without first obtaining a permit from the City. Section 2.6 Application Window Moorpark City residents and City of Moorpark non-profit organizations may submit rental applications nine (9) months in advance; all other groups may submit rental applications six (6) months prior to the requested rental date. Individuals and groups submitting rental applications more than six (6) months in advance, must provide proof of their City of Moorpark residency. Applications for use submitted any earlier than nine months (9), must be approved by the Director. A non-refundable reservation deposit of $25.00 or an amount equal to the total rental fee, whichever is less, will be charged to secure requested park facility rentals. Reservation will not be processed without the required deposit. Said deposit will be applied toward use fees, which must be paid in full thirty(30)calendar days prior to the rental date. If fees are not paid in full by the specified date, the reservation may be cancelled at the City's discretion. All rental requests are handled on a first come, first served basis in accordance with the resident/non-resident status rule. Requests received less than thirty(30) calendar days may be considered if staff scheduling can be accommodated and all fees paid in full. Rental applications submitted fourteen (14) calendar days prior to the requested date, if approved by the City, must be paid in full with cash, money order, cashier's check, or valid/acceptable credit card. No personal checks will be accepted. All rentals are subject to cancellation by the City in the event of inclement weather, as determined by the Director, or scheduling conflict with a City or City co-sponsored event with no less than 30-days notice. In such cases, all fees paid will be refunded. Section 2.7 Security Deposits Amend Municipal Code and Resolution Regarding Parks Usage Page 7 A refundable deposit may be required for an activity to be held in a public park facility. All or a portion of the deposit may be retained for clean up of facilities, any damage to the premises, and any additional staffing not included in the fees paid. Should damage or cleanup expenses exceed the amount of the deposit, the permittee shall be billed for the difference. Section 2.8 Additional Charges Additional charges may be levied beyond the basic rental rate if, in the opinion of the Director, additional security deposit is needed, or staff is needed to set up or clean up, supervise activities, or if the rental request contains unusual activity or accommodation requests. Such determination shall be made by the Director or his/her designee. Section 2.9 Refunds and Credits Park permit fees are non-refundable except under the following conditions: A. Cancellations due to inclement weather, at the City's discretion, or such conditions making the facility unusable. In such cases, the permittee is entitled to a full refund. B. If a cancellation is made 30 days in advance of the rental date, the permittee is entitled to a full refund, less $25. C. In the event of illness, permittee is eligible for a credit for a future rental up to the amount paid, if the City is notified 72 hours in advance. Said credit is only good for six (6) months from the original rental date and subject to availability. It is the responsibility of the permittee to contact the City of Moorpark to cancel the reservation and request a credit before the rental date. Failure to do so will negate any consideration for a credit or rescheduling. Section 2.10 Requesting a Reduction or a Waiver Of Fees City of Moorpark based, Group 2, non-profit organizations may request a reduction or a waiver of fees for the use of a City park facility one time per calendar year. Reduced or waived fees will not include City direct costs, including, but not limited to, lights, staff time, excessive trash removal, or repairs to damaged facilities. Such requests must be made in writing to the Director. Such requests must include, but not limited to, the following information: Amend Municipal Code and Resolution Regarding Parks Usage Page 8 name of the organization; organization's non-profit number; purpose of the gathering; expected attendance; requested facility(ies); time and date. All requests will be considered on a case by case and a first-come/first-served basis and depend upon facility availability. For one-day events involving 3 or less hours, such as year-end school parties or similar activities, Moorpark Unified School District (MUSD) may request a wavier of rental fees provided a park rental application is submitted and signed, and MUSD provides a signed hold harmless and indemnification agreement in a form approved by the City. Additionally, MUSD must ensure that supervision in a ratio of no less than 1 adult to 30 students is provided at all times during the rental and that the rented facility is cleaned after use. MUSD will be charged for City direct costs associated with the rental. including, but not limited to, lights and electricity, staff time if needed, excessive trash removal, or repair to damaged facilities. Section 2.11 Right of Appeal A permittee has the right to appeal the decision by City staff to revoke or deny a permit, levy additional charges, and/or deduct a portion of a deposit. An appeal must be filed in writing to the City of Moorpark, 799 Moorpark Avenue, within five (5)days of receiving your notification. The City Manager or his/her designee will affirm or deny the appeal in five (5)days.Any further appeal must be made in writing to the City Council within ten (10) days upon notification of the decision on the appeal to the City Manager. Section 2.12 Liability In order to rent a City facility, the permittee must agree in writing to hold the City harmless and indemnify the City from liability for injury or death to persons or property occurring as a result of the rental. The permittee also agrees to be liable to the City for damage to the park, equipment, buildings, or facilities arising from its rental activity. If determined necessary by the Director, certain rentals may be required to provide general liability or special event insurance, naming the City as an additionally insured on the policy. The City may choose to provide necessary insurance on behalf of the permittee, at the permittee's expense. Section 2.13 Use of Special Attractions Activities that create loud or distracting noises are not permitted. Amplified sound is not permitted without an approved Amplified Sound Permit. Such a permit will only be issued for City sponsored or co-sponsored events or events deemed, in the opinion of the Director, to provide a community Amend Municipal Code and Resolution Regarding Parks Usage Page 9 benefit. Persons permitted to use sound amplification equipment shall do so consistent with the Moorpark Municipal Code. Use of amplified sound without the appropriate permit will be cause to terminate the rental event. In such cases, all fees collected for the subject rental will be retained by the City and the renter will be assessed for any costs incurred to close down the rental activity, including but not limited to City staff and law enforcement personnel. No attractions, machines, or equipment, including, but not limited to: inflatables, other than the allowed inflatables addressed in this resolution: trampolines; pony rides; dunk tanks; pitching machines; carnival rides: remote controlled airplanes and rockets and any other similar devices and projectiles; may be brought into, or used at a City park. Inflatable attractions (example— bounce tent) may be permitted in specified parks under certain conditions. Inflatable devices may only be used in conjunction with the rental of a park pavilion and they must be set-up within 50 (fifty)feet of said pavilion. Inflatable attractions permitted for use cannot exceed 15' x 15' in size and must be enclosed to users for safety purposes. Said attractions may only be supplied by a City authorized vendor(a vendor who has signed an agreement with the City, indemnifying and holding the City harmless, provides required insurance naming the City as an additionally insured, as well as maintaining a damage deposit in the amount of$500 on file at all times with the City). Renters requesting the use of an inflatable attraction must identify the specifications of the inflatable attraction (dimensions and design) and the name of the authorized vendor on their rental application.The inflatable device must be self-contained(inflated by a generator)and transported to the park site by a handcart. Vehicles cannot be used to transport or set up special attractions on park turf. Renters in violation of this section may be cited for violation of the Moorpark Municipal Code in addition to being required to pay for damage to landscaping, sprinklers, and/or turf as applicable. Inflatable attractions are only allowed at Campus Canyon Park, Mountain Meadows Park, Arroyo Vista Community Park, Peach Hill Park, College View Park, Tierra Rejada Park, and Poindexter Park. The use of unauthorized attractions, machines, or equipment and the like, in a City park will result in the cancellation of the park permit. In such cases, all fees collected for the subject rental will be retained by the City and the renter will be assessed for any costs incurred to close down the rental activity including but not limited to City staff and law enforcement personnel. Section 2.14 Decorations All decorations must be approved by the City and must comply with Section 13-143 of the Health and Safety Code of the State of California as to flame Amend Municipal Code and Resolution Regarding Parks Usage Page 10 proofing of all decorations and materials. The City shall also pre-approve location and method of installation. Section 2.15 Clean Up It is the responsibility of the permittee, to clean up decorations and debris from their event. In the event that excessive debris is left after the rental, a fee will be deducted from the security/clean up deposit at a rate of no less than the City's direct cost as identified in the applicable fee schedule. The Director shall make the final decision whether the security/clean up deposit will be returned. In the event the damage resulting from permittee's activity exceeds the security deposit, the City reserves the right to bill permittee for outstanding expenses. Permittee shall reimburse the City the amount due within 10 days of receipt of invoice. Section 2.16 Responsibility for Damages to the Facility and Equipment The use of nails, staples, screws, etc. on park walls, lights, or other facilities is prohibited. If the facility or any portion thereof, or any equipment shall be damaged, marred or defaced by the act, default or negligence of the permittee, his/her employee or employees, patron, guests, or any person admitted to the event by the renting party, the permittee will pay to the City from the cleaning/damage deposit such sums as the City shall determine to be necessary to restore the facility or such equipment to its condition prior to such damage. Should charges exceed the amount on deposit, the renting party shall be billed for the difference and allowed fifteen (15) calendar days in which to make payment. Section 2.17 Park Rules The permittee, his/her employee or employees,patron,guests or any person admitted to the event by the renting party, is responsible to comply with the Moorpark Municipal Code governing use of parks. Park permits are immediately revocable if any individual or group willfully violates any rule or regulation established by the City. If a park permit is revoked for a said violation, all fees collected for the subject rental will be retained by the City and the renter will be assessed for any costs incurred to close down the rental activity including but not limited to City staff and law enforcement personnel. Amend Municipal Code and Resolution Regarding Parks Usage Page 11 Section 2.18 Complaints Complaints and comments should be sent to the Director at: City of Moorpark Parks, Recreation & Community Services Department 799 Moorpark Avenue Moorpark, CA 93021 SECTION 3- The Park Rental Group Classifications Section 3.1 Group Classification Definition GROUP 1 City co-sponsored programs. When deemed a community benefit, the City, at its discretion, may co-sponsor an activity or event. Fees may involve the City's direct costs including, but not limited to: City and law enforcement personnel costs, lights and utilities, excess trash collection, security, damage to park property, or any other out-of-pocket cost incurred by the City. GROUP 2 City of Moorpark residents and organizations that are tax exempt under Section 501 (C) (3) of the U.S. Revenue Code chartered within the City limits of the City of Moorpark and other non-profit tax exempt organizations chartered within the City limits of the City of Moorpark, such as recreation/youth serving organizations, homeowners association meetings, service groups, and churches. Other governmental agencies (the County of Ventura, Moorpark Unified School District, Water Works District I, in which City of Moorpark residents are within the jurisdictional boundaries of those agencies), and their commissions, boards, or departments. GROUP 3 Residents of the Moorpark Unified School District boundaries that reside outside of the City limits; non-profit service organizations not covered under Group 2; and City of Moorpark businesses and commercial for profit organizations for activities where no admission fee is charged and no product is sold (i.e.: for recreational purposes). GROUP 4 Rentals involving City of Moorpark businesses and for profit Amend Municipal Code and Resolution Regarding Parks Usage Page 12 organizations conducting business, non City residents not included in Group 3, non Moorpark organizations or businesses. SECTION 4. The Park Rental/Use Fee Schedule shall read as follows: Section 4A Fees The City reserves the right to make adjustments or impose additional fees on a case-by-case basis to address rental activities that, in the opinion of the City, could potentially create unusual,extraordinary, or burdensome expense to the City based on the rentals size or nature. Section 4.2 Park Facility Permit Fees A. Ball field (Softbal/Baseball): Group 1: Direct Costs Group 2: $10 per hour Group 3: $15 per hour Group 4: $25 per hour B. Ball field (Softball/Baseball) Preparation - flat fee: Group 1: Direct Costs Group 2: $25 Group 3: $35 Group 4: $45 C. Softball/Baseball Base Rental—flat fee: Group 1: Direct Costs Group 2: $10' Group 3: $15* Group 4: $25" 'deposit required D. Ball field (Softball/Baseball) Lights: Group 1: Direct Costs Group 2: $20 per hour Group 3: $25 per hour Group 4: $35 per hour E. Athletic (Soccer/Football) Field: Group 1: No Charge Group 2: $10 per hour Group 3: $15 per hour Group 4: $25 per hour Amend Municipal Code and Resolution Regarding Parks Usage Page 13 F. Outdoor Basketball Court: • Group 1: Direct Costs Group 2: $10 per hour Group 3: $15 per hour Group 4: $25 per hour G. Tennis Court: Group 1: Direct Cost Group2: $10 per hour Group 3: $15 per hour Group 4: $25 per hour H. Multipurpose Court (AVCP): Group 1: Direct Costs Group 2: $10 per hour Group 3: $15 per hour Group 4: $25 per hour I. Horseshoe Pit: Group 1: Direct Costs Group 2: $5 per hour Group 3: $10 per hour Group 4: $20 per hour J. Horseshoes: Group 1: Direct Costs —flat fee Group 2: $10* Group 3: $15* Group 4: $20* *Deposit required K. Picnic Pavilion (Small —50 people max): Group 1: No Charge Group 2: $10 per hour* Group 3: $15 per hour* Group 4: $25 per hour * Deposit required L. Picnic Pavilion (Large—AVCP Pepper Tree, Poindexter Park): Group 1: Direct Costs Group 2: $30 per hour* Group 3: $55 per hour* Group 4: $80 per hour * Deposit required Amend Municipal Code and Resolution Regarding Parks Usage Page 14 M. Gazebo: Group 1: Direct Costs Group 2: $10 per hour Group 3: $15 per hour* Group 4: $25 per hour* * Deposit required N. Open Area: Group 1: Direct Costs Group 2: $10 per hour Group 3: $15 per hour Group 4: $25 per hour 0. Snack Bar: Group 1: Direct Costs Group 2: $15 per hour Group 3: $25 per hour Group 4: $35 per hour" *Deposit required P. Electricity (electrical use other than ball field lights): Group 1: Direct Costs Group 2: $5 per hour Group 3: $10 per hour* Group 4: $20 per hour* 'Electricity charge shall be based on the duration of the rental agreement. Q. Inflatable Attractions (must be rented in conjunction with a pavilion): Group 1: Direct Costs Group 2: $10 flat fee Group 3: $15 flat fee Group 4: $25 flat fee Section 4.3 Refundable Security Deposit A. Softball/Baseball Bases Rental: $100 deposit B. Horseshoes: $50 deposit C. Small Pavilion and Gazebo Deposit: $100 D. Large Pavilion Deposit: $200 Amend Municipal Code and Resolution Regarding Parks Usage Page 15 E. Snack Bar: $500 deposit F. Groups of 200 or more, including sports tournaments: $500 to $1,000 depending on the size of the group, activity, and rental facility. Section 4.4 Additional Fees A. An additional staffing and deposit fee may be assessed for events of 200 people or more and/or for rentals that, in the opinion of the Director, require staff assistance or coverage, and/or in the opinion of the Police Chief, law enforcement officers. In determining whether or not additional security fees, staff or law enforcement officers are necessary, the City will consider, but not limited to, the following: size of area for rental use, anticipated attendance, nature of the event, time of day, and location of the rental and its compatibility to the surrounding area. Fee for additional City staff and law enforcement (hourly): Group 2: Direct Costs Group 2: Cost plus 15 percent Group 3: Cost plus 20 percent Group 4: Cost plus 50 percent B. A vending fee will be assessed at the rate of $50.00 per day per approved vendor. C. An administration fee of$5.00 is required to be paid at the time the park use permit is filed for groups 2, 3, and 4. SECTION 5. The City Clerk shall certify to the adoption of the resolution and shall cause a certified resolution to be filed in the book of original resolutions. PASSED AND ADOPTED this 151" day of February, 2006 Patrick Hunter, Mayor ATTEST: Deborah S. Traffenstedt, City Clerk ITEM MOORPARK PARKS AND RECREATION COMMISSION AGENDA REPORT TO: Parks and Recreation Commission FROM: Mary K. Lindley, Parks, Recreation & Community Services Director DATE: April 30, 2007 (Meeting of May 7, 2007) SUBJECT: Consider Parks and Recreation Commission's Rules of Procedure DISCUSSION Section 2.04.040 of the Moorpark Municipal Code requires that the City Council adopt Rules of Procedure to govern the conduct of its meetings and any of its other functions and activities. In turn, the City Council has directed that the Parks and Recreation Commission also adopt Rules of Procedure that are consistent with those adopted by the Council. Attachment A is the proposed Rules of Procedure for the Parks and Recreation Commission recommended by staff. The document identifies the content of the Commission's monthly meeting agenda, including a description of the business to take place under each agenda topic. It also goes into great detail about how the Commission's meetings shall be conducted and the role of the Chair, Vice Chair, and Commissioners. The only significant change to the Commission's current procedures concerns the order of business for Commission meetings. Consistent with the order of business for City Council meetings, it is recommended that the topic of "Consent Calendar" be moved to after Presentation/Action /Discussion Items. If a commissioner wishes to pull a Consent Calendar report, they should make such a request under the topic of "Reordering of, and Additions to, the Agenda." STAFF RECOMMENDATION Adopt the Parks and Recreation Commission Rules of Procedure as presented in Attachment A. S\Community Services\ADMINISTRATIVE\P&R Commission\Agenda Reports\5-7-07 (Rules for Procedure).doc nrpcHMEtir 8 RULES OF PROCEDURE FOR THE PARKS AND RECREATION COMMISSION OF THE CITY OF MOORPARK FOR MEETINGS AND RELATED FUNCTIONS. SECTION 1. Revised Rules of Procedure for Parks and Recreation Commission Meetings and Related Functions and Activities are as follows: 1. GENERAL PROVISIONS 1.1 Purpose: The purpose and intent of the Parks and Recreation Commission in adopting the rules within shall be to provide directory guidelines relating to the conduct of the public business by the Commission. In the event of any non-compliance with, or violation of, any provision herein, such shall not be deemed to affect the validity of any action taken, unless otherwise specifically provided by law. 1.2 Procedures in Absence of Rules: In the absence of a rule herein to govern a point or procedure, Robert's Rules of Order, Newly Revised, shall be used as a guide. 2. ORDER OF BUSINESS 2.1 Agenda: The Order of Business of each meeting shall be as contained in the Agenda prepared by the Records Secretary. The Agenda shall be a listing by topic of the items of business which shall be transacted or discussed in the following order: 1. Call to Order 2. Pledge of Allegiance 3. Roll Call 4. Proclamations and Commendations 5. Public Comments 6. Reordering of, and Additions to, the Agenda (Items to be pulled from the Consent Calendar shall be identified under this section.) 7. Announcements, Future Agenda Items and Reports on Meetings/Conferences Attended by the Commission Parks and Recreation Commission Rules of Procedure Page 2 8. Public Hearings 9. Presentations/Action/Discussion 10. Consent Calendar 11. Adjournment 2.2 Special Meeting Agenda Format: The order of business of special meeting agendas shall generally be consistent with the order of business of regular meeting agendas, although not all regular items of business must be included. Public Comments shall be included on all special meeting agendas. 2.3 Delivery of Agenda Packet: Barring insurmountable difficulties, the Agenda for regular meetings shall be delivered ordinarily to Commissioners on or before each Wednesday preceding the meeting to which it pertains. The Agenda shall also be available to the general public after it is posted. Agenda reports will be available to the general public after distribution to the Commission. 2.4 Call to Order: The meeting of the Commission shall be called to order by the Chair or, in his/her absence, by the Vice-Chair who shall serve until the arrival of the Chair. In the absence of both the Chair and the Vice-Chair, the meeting shall be called to order by the Records Secretary. The Records Secretary shall immediately call for the selection of a temporary Presiding Officer who shall serve until the arrival of the Chair or Vice-Chair or until adjournment. 2.5 Roll Call/Quorum: Before proceeding with the business of the Commission, the Records Secretary shall call the roll of the Commission and the names of those present shall be entered in the minutes. The order of roll call shall be alphabetical with the Chair called last. Unless otherwise provided for by law, a majority of the Commission shall constitute a quorum sufficient to do business. 2.6 Proclamations and Commendations Proclamations and Commendations shall be limited to regular Commission s:ACommuni ty Sertees\ADMI N!STPkT:vE\P&P ConrassionN Sul es of Procedure (5-7-07) .dot Parks and Recreation Commission Rules of Procedure Page 3 meetings. 2.7 Public Comments: Any member of the public may address the Commission on any item within the subject matter jurisdiction of the Commission which is not listed on the Agenda as a Public Hearing or Presentations/Action/Discussion item. Speakers will be heard in the order that their speaker cards are received by the Records Secretary. All speaker cards for Public Comments must be received prior to the Chair's call for speaker cards for the Public Comments agenda item. A limitation of 3 minutes shall be imposed upon each speaker. Speaker cards must be presented in person by the person wishing to speak. The passing of time from one speaker to another or speaking in place of another speaker is not allowed. No speaker will be allowed to speak after all speaker cards are called. By majority vote of the Commission present and voting, the number of speakers and time permitted for comments may be limited at any single meeting. The speaker shall be governed by the rules of Sections 6.1, 6.2 and 6.3. Commissioners shall reserve their comments and responses until the end of the public comments period. Speakers may be heard at greater length at the end of the agenda by majority vote of the Commissioners present and voting. The Records Secretary shall hold over to the next adjourned regular or regular meeting, timely submitted speaker cards of speakers who were not heard during the public comments period, and those speakers shall be given priority in the order that their speaker cards were originally received during the public comments period of the next meeting. Speakers at a regular meeting shall not be allowed to address the same subject at an adjourned meeting of the regular meeting at which they spoke, except by a four-fifth's majority vote of the Commission. 2.8 Reordering of, and Additions to, the Agenda: Except with majority consent of the Commissioners present and voting, items may not be taken out of order. At this time, Commissioners, the Parks, Recreation and Community Services Director, Parks Manager, Recreation and Community Services Manager or Records Secretary may request that any item on the Consent Calendar be withdrawn for separate consideration. Items withdrawn from the Consent Calendar shall be considered immediately after action on the balance of the Consent Calendar in the order that they were withdrawn. Any Commissioner, the Parks, Recreation and Community Services Director, Parks Manager, Recreation and Community Services Manager or the Records Secretary may bring to the attention of the Commission new items of business for discussion and S:\Community ServaceS\ADMINl STRATI V_AP&R Commiss ion A Ru:es of ?rocecure 1`_—t-0]I .doc Parks and Recreation Commission Rules of Procedure Page 4 • action in the event of an emergency situation or when the need to take immediate action comes to the attention of the City subsequent to the posting of the agenda, as specified in Government Code Section 54954.2. A two-thirds vote of the Commission, or if less than two-thirds are present, a unanimous vote of those who are present, is required to add an item to the agenda. In addition to having the opportunity to reorder the agenda as order of business number 6, the Chair shall suspend the item under discussion at 10:30 p.m. in order that the agenda may be reordered by majority vote of the Commissioners present and voting. The Records Secretary will notify the Chair that the time for reordering the agenda has arrived. 2.9 Announcements, Future Agenda Items, and Reports on Meetinqs/Conferences Attended by Commissioners and Chair: At this time, Commissioners and the Chair may make an announcement, request to have an item placed on a future agenda, and provide a brief report on meetings attended at City expense in compliance with Section 53232.3(d) of the Government Code. 2.10 Public Hearings: Items shall be placed under this topic if (i) a public hearing is required by law; (ii) the item is the consideration of an application or an appeal; or (iii) the item has been set for public hearing by the Commission. Public hearings shall be conducted in the following order: Staff report Questions of Staff by Commission Hearing Opened by Chair Testimony by Applicant Other Public Testimony Rebuttal by Applicant Questions by Commission Hearing Closed by Chair S:\Coddruputy Services AA`MI N:STRVT'VSN P&P Ca:m._ss icn .av_es of Procedure L5-7-07) doc Parks and Recreation Commission Rules of Procedure Page 5 Discussion by Commission Action by Commission Any public hearing which is continued from one meeting to another shall be placed first on the Agenda under Public Hearings, and if more than one, shall appear in the same order as shown on the previous Agenda. The order of the Agenda under Public Hearings may not be changed, except with the unanimous consent of the Commissioners present. Questions or comments from the public shall be limited to the item under consideration and the speaker shall be governed by the provisions of Sections 6.1 and 6.2. A limitation of five (5) minutes shall be imposed upon each speaker at the initial public hearing. Depending upon the extent of the Agenda and the number of persons desiring to speak on an item, the Chair may, at the beginning of a continued public hearing, limit testimony, but in no event to less than 3 minutes per individual. All speaker cards for a public hearing must be presented to the Records Secretary by the person wishing to speak prior to the opening of the public hearing by the Chair or beginning of public testimony at a continued open public hearing. The passing of time from one speaker to another or speaking in place of another speaker is not allowed. An applicant's initial presentation shall be limited to twenty (20) minutes, with consultant participation. Subsequent presentations by an applicant shall be limited to ten (10) minutes. Written statement cards may be submitted in lieu of addressing the Commission. The number of cards received in favor of, or in opposition to, a public hearing item under consideration shall be verbally reported to the Commission by the Records Secretary along with a brief summary of specific concerns/comments listed on each card. The verbal report shall be given following the last public speaker for the public hearing and prior to the rebuttal by the applicant. The total number of written statement cards received in favor of or in opposition to an item shall be recorded in the minutes of the meeting and the written statement cards will become a part of the official record. 2.11 Presentations/Action/Discussion Items: Items that involve the consideration of city policy and items of a non-routine nature shall be placed under this topic. Presentations to the Commission by other public agencies or groups and appointments will be listed first under the Presentations/Action/Discussion heading. Continued Presentations/Action/Discussion items will appear in the order they previously appeared, following presentations and appointments. Discussion/Action items shall be conducted in the following order: S:\Coremunety Services\ArMI NI STRAT:VE'\P&P comet ssicu NRules of Procedure I5-7-07 .doc Parks and Recreation Commission Rules of Procedure Page 6 Staff Report Questions of Staff by Commission Testimony by Applicant Public Comment Discussion by Commission Action by Commission Questions or comments from the public shall be limited to the item under consideration and the speaker shall be governed by the provisions of Sections 6.1 and 6.2. Speakers will be heard in the order that their speaker cards are received by the Records Secretary for the item during which the speaker wishes to address the Commission. However, a proponent/applicant may be heard first during the public comment for a Presentations/Action/Discussion item, if so determined by the Chair, but no rebuttal by the proponent/applicant shall be allowed. All speaker cards for each agenda item must be received prior to the Chair's announcement of the public comment for each Presentations/Action/Discussion item and call for speaker cards. A limitation of three (3) minutes shall be imposed upon each speaker. Speaker cards must be presented to the Records Secretary by the person wishing to speak. The passing of time from one speaker to another or speaking in place of another speaker is not allowed. Written statement cards may be submitted in lieu of addressing the Commission. The number of cards received in favor of or in opposition to an item being considered will be verbally reported to the Commission by the Records Secretary following the last public speaker for an item. The total number of written statement cards received in favor of or in opposition to an item will be recorded in the minutes of the meeting, and the written statement cards will become a part of the official record. 2.12 Consent Calendar: Minutes of previous Parks and Recreation Commission meetings, items of a routine nature and items recommended to be received and filed shall be placed on the Consent Calendar. All items may be approved by one blanket motion by unanimous vote of those present and voting. Prior to a motion on the Consent Calendar, any Commissioner may request that any item be withdrawn from the Consent Calendar for individual consideration. Items withdrawn from the Consent Calendar shall be considered immediately after action on the Consent Calendar in the order that they were withdrawn, including any items requested to be withdrawn under Section 2.9 (Reordering of, and Additions to, the Agenda). f.vCoem c c_ e_vices\ADDM?Ni STRATI VE\2&R Cot_'ti__sennARu Ics of Procedure 15-7-071.coc Parks and Recreation Commission Rules of Procedure Page 7 2.13 Adjournment: It is the policy of the Parks and Recreation Commission that upon reaching 12:00 midnight, the Parks and Recreation Commission will not address any new agenda items. Should the Parks and Recreation Commission decide to continue to address an in- progress non-closed session agenda item past 12:00 midnight, the following motion is in order: Move that the Parks and Recreation Commission meeting tonight may extend beyond the 12:00 midnight deadline to conclude the item in progress. 3. PRESIDING OFFICER 3.1 Selection and Term: The Chair shall be the Presiding Officer at all meetings of the Commission, except as otherwise provided in Section 2.6 (Call to Order). At its first regular meeting of the year, the Commission shall elect a Chair and Vice-Chair from among the appointed members, to serve for that year. Each selection shall be by three (3) or more affirmative votes, and a failure to achieve such total of affirmative votes shall be deemed a selection of the incumbent to remain in office. Each person so selected shall serve until the end of the year or until a successor is chosen (at any time) by three (3) or more affirmative votes, whichever first occurs. If a vacancy in the position of Chair occurs for any reason except for removal of the Chair pursuant to this Section, the Vice-Chair shall assume the position of Chair until a successor is chosen. 3.2 Participation of Presiding Officer: The Presiding Officer may move, second and debate from the chair, subject only to such limitations of debate as are imposed on all Commissioners. He/she shall be accorded all of the rights and privileges of a Commissioner. 3.3 Maintenance of Order: The Presiding Officer is responsible for the maintenance of order and decorum at all times. The head of the City's police agency or his/her designee shall be ex-officio sergeant-at-arms of the Commission. He/she shall carry out all orders and instructions given him/her by the Presiding Officer for the purpose of maintaining order and decorum at the Commission meeting. S:\COmmunctrd Services VADMINISTPAT IVEAP&R Comma;s:onAP.0 es of Procedure 1i-7-01; .doc Parks and Recreation Commission Rules of Procedure Page 8 3.4 Rulings Final Unless Overruled: The Presiding Officer shall decide all questions of interpretation of these rules, points of order, maintenance of order or other questions of procedure requiring rulings. Any such decision shall be final and binding and (even if clearly erroneous) for purposes of the item under consideration, unless overridden by a majority vote of the Commissioners present and voting. Any Commissioner may seek to have the Presiding Officer's decision overridden by moving the question "Shall the decision of the Presiding Officer be sustained?" 4. CONDUCT OF COMMISSIONERS 4.1 Decorum and Order: (a) Any Commissioner desiring to speak shall address the Presiding Officer and, upon recognition by the Presiding Officer, shall confine himself/herself to the item under debate. (b) A Commissioner desiring to question the staff shall address his/her question to the Parks, Recreation and Community Services Director, as appropriate, who shall be entitled either to answer the inquiry or to designate some member of his/her staff for that purpose. (c) A Commissioner, once recognized, shall not be interrupted while speaking unless called to order by the Presiding Officer, a point of order is raised by another Commissioner pursuant to Section 3.4 or the speaker chooses to yield to questions from another Commissioner. (d) Any Commissioner called to order while he/she is speaking shall cease speaking immediately until the question of order is determined. If ruled to be in order he/she shall be permitted to proceed. If ruled out of order he/she shall remain silent or shall alter his/her remarks so as to comply with the rules. (e) Commissioners shall accord the utmost courtesy to each other, to City employees, and to the public appearing before the Commission. They shall refrain at all times from rude and derogatory remarks, abusive comments and statements as to integrity, motives or personalities. (f) The right of a Commissioner to address the Commission on a question of personal privilege shall be limited to cases in which his/her integrity, character, or motives are assailed, questioned or impugned. (g) Any Commissioner may move to require the Presiding Officer to enforce the rules. The affirmative vote of a majority of the Commission present and voting shall StACOtr..unity Services VAC[-0I➢ISTP TIVENP&H Corrssico.ARVles of Procedure (f-d-CT: .coc Parks and Recreation Commission Rules of Procedure Page 9 require him/her to so act. 4.2 Limitation of Debate: A Commissioner should not speak more than once upon any one item until every other member choosing to speak thereon has spoken. No member shall speak for a longer time than 5 minutes each time he/she has the floor, without the approval of a majority vote of the Commission present and voting. 4.3 Dissents and Protests: Any Commissioner shall have the right to express dissent from, or protest to, any action of the Commission and to have the reason entered in the minutes. If such dissent or protest is desired to be entered in the minutes, this should be made clear by language such as, "I would like the minutes to show that I am opposed to this action for the following reasons. . . . 4.4 Conflict of Interest: Section 87105 of the Government Code describes the procedure to be followed if an official has a conflict of interest on a matter and cannot participate in a decision. Section 87105 shall apply to the Parks and Recreation Commission. The official must publicly identify the financial interest (not including the address of a personal residence), recuse himself or herself from voting, and leave the room until after the discussion, vote and other disposition of the matter is concluded. If the matter is on the consent calendar, the official need not leave the room, but must still make the required disclosure on the record and abstain from voting. The official also may speak on the issue as a member of the general public, during the public comment period on that matter, solely to represent himself or herself on a matter related to his or her personal interest. Section 87105 of the Government Code, any statutes amendatory or supplementary thereto, and any applicable regulations of the California Fair Political Practices Commission are hereby incorporated by reference. 5. CONDUCT OF EMPLOYEES 5.1 Decorum and Order: (a) Members of the staff and employees of the City shall observe the same rules of procedure and decorum applicable to members of the Commission. (b) The City Manager or assigned Department Head shall insure that all staff members and employees observe such decorum. (c) Any staff member or employee, including the City Manager, desiring to S:ACOmmunrty Services\ADMINISTRATIVEAPER Comrt._ssronAR,ies of Procedure is -o. .»c Parks and Recreation Commission Rules of Procedure Page 10 address the Commission or members of the public shall first be recognized by the Chair. All remarks shall be addressed to the Chair and not to any one individual Commissioner or member of the public. 6. CONDUCT OF THE PUBLIC 6.1 Decorum and Order: (a) Members of the public attending Commission meetings shall observe the same rules of order and decorum applicable to the Commission pursuant to Section 4.1. (b) Willful conduct that is disruptive, including but not limited to, unauthorized remarks from the audience, stamping of feet, whistles, yells and similar demonstrations shall be prohibited by the Presiding Officer. Any person who becomes willfully disruptive while addressing the Commission or while attending the Commission meeting shall be removed from the room if the sergeant-at-arms is so directed by the Presiding Officer. Aggravated cases shall be prosecuted on appropriate complaint signed by the Presiding Officer. 6.2 Manner of Addressing the Commission: No person shall address the Commission without being recognized by the Presiding Officer. After being recognized by the Presiding Officer, any member of the public desiring to address the Commission shall proceed to the podium. The speaker shall state his/her name for the record. All remarks and questions shall be addressed to the Presiding Officer and not to any individual Commissioner, staff member or other person. 6.3 Limitations on Addressing the Commission: The making of oral communications to the Commission by any member of the public during the "Public Comments" portion of the Agenda shall be subject to the following limitations: (a) No speaker shall be permitted to address the Commission on a public hearing item which is not on the Agenda but which has been scheduled or is under submission for a public hearing before the Parks and Recreation Commission. (b) No speaker shall be permitted to address the Commission on an item which is currently before or is under submission for consideration by a Commission, board, committee or officer before which the speaker should make his/her presentation, until that body has completed its deliberations and taken its final action. In case the speaker should have followed an otherwise available appeal procedure, the Presiding Officer shall not allow oral communication to the Commission outside that procedure. S:OComo.ini Cy Seervices\AEMIN=STRATIVENE;R Commiss lon ARuIes of _r_ce0ure (5-7-07).doc Parks and Recreation Commission Rules of Procedure Page 11 (c) A speaker that verbally complains about an employee of the City, or any employee of a private firm or public agency providing a contract service to the City, will be directed to contact the city's Human Resources/Risk Management Division for assistance in documenting and resolving their complaint.. (d) If it appears that several speakers desire to speak regarding any item on the Agenda, the Presiding Officer may reasonably limit the number of speakers on each side of the issue. In this regard, preference may be given to speakers who represent groups of persons who have designated a spokesperson. 6.4 Video, Audiotape, PowerPoint, Slide or Similar Presentation. Video, audiotape, PowerPoint, slide or similar presentation will be disallowed unless relative to an item on the agenda, and the Records Secretary has been provided with no less than 24-hours notice of the video, audiotape, PowerPoint, slide or similar presentation, and has determined the City has the appropriate equipment to view and broadcast the presentation. The video, audiotape, PowerPoint, slide or similar presentation must be made by the person or agency making the presentation. The Commission may limit the total amount of time allocated for presentations or particular issues and for each speaker. The same limitations that govern speakers under Sections 2.8, 2.11 and 2.12shall apply. Presentations shall be limited to the subject matter jurisdiction of the Commission. Those items not germane to the agenda will be disallowed. 7. MOTIONS 7.1 Processing of Motions: When a motion is made and seconded, it shall be stated by the Presiding Officer or, at the request of the Presiding Officer, by the Records Secretary before debate. A motion so stated shall not be withdrawn by the mover without the consent of the person seconding it. 7.2 Division of Motion: If the motion contains two or more divisible propositions, the Presiding Officer may, and upon request of any Commissioner shall, divide the same, unless a majority of the Commissioners present and voting, votes not to do so. 7.3 Precedence of Motions: When a motion is before the Commission, no motion shall be entertained except the following, which shall have precedence in the following order. S:\ComMunIty Se rvices\ADMINI STRATIVEOP&R Commission`,su_=_s of Procedure (5-I-07) .c.._ Parks and Recreation Commission Rules of Procedure Page 12 • The ordinary motions rank as follows, and any of them (except to amend) can be made while one of a lower order is pending, but none can supersede one of a higher order. Motions to limit discussion, to call the question and to suspend the rules require a two-thirds vote; all other motions require only a majority vote: Not Debatable: To Fix the Time of Adjournment ) To Adjourn (when unqualified) ) Cannot To Table ) be To Limit Discussion (2/3 vote) ) Amended To Call the Question (2/3 vote) ) To Suspend the Rules (2/3 vote) ) Debatable: To Postpone to a Certain Time ) To Commit or Refer to Committee ) Can be To Amend ) Amended To Postpone Indefinitely ) The Motion to Reconsider: the motion can be made when any other motion is before the Commission, but cannot be acted upon until the business then before the Commission is disposed of; when called up, it takes precedence over all other motions, except to adjourn, and to fix the time to which to adjourn. Motions incidental to those before the Commission take precedence over them and shall be acted upon first. 7.4 Motion to Fix Hour of Adjournment: Such a motion shall be to set a definite time at which to adjourn and may be amended by unanimous vote. 7.5 Motion to Adiourn: Such a motion shall be in order at any time, except as follows: S VConmcnitV Services\AENIN-STRAT r yEN PSR Commi ss i ondfules Of Procedure (5-,-07).dcc Parks and Recreation Commission Rules of Procedure Page 13 (a) When repeated without intervening business or discussion; (b) When made as an interruption of another Commissioner while speaking; (c) When discussion has been ended and vote on the motion is pending; or (d) While a vote is being taken. A motion to adjourn "to another time" shall be debatable, but only as to the time to which the meeting is adjourned. 7.6 Motion to Table: Such a motion shall be used to temporarily bypass the subject and shall preclude all amendments or debate of the subject under consideration. If the motion prevails, the item may be "taken from the table at any time prior to the end of the next regular meeting. 7.7 Motion to Limit Discussion: Such a motion shall be used to limit the time allowed each Commissioner to speak to, or to appoint a time at which discussion shall close on, the question of the main motion and any previously made amendment to the main motion. If a motion to limit the time allowed each member to speak passes, no member shall thereafter speak more than two times to the question or longer than the time allowed at either time and no member shall speak the second time until every member choosing to speak has spoken. 7.8 Motion to Call the Question: Such a motion shall be used to close debate on, and further amendment to, the main motion, If the motion fails, debate shall be reopened; if the motion passes, a vote shall next be taken on any previously made amendments to the main motion and finally on the main motion. 7.9 Motion to Suspend the Rules: Such a motion shall be used to suspend these rules of procedure and shall include a statement of the purpose of the suspension. If the motion fails, the motion shall not be renewed for the same purpose at the same meeting, but it may be renewed for the same purpose at an adjourned meeting of that meeting. 7.10 Motion to Postpone to a Certain Time: Such a motion shall be amendable and debatable only as to propriety of S:ACoamunity Se_s_ces\ADMEN GTRAT IVEVP&R Commis s_orYRufe s of Procedure G-'-07) .doc Parks and Recreation Commission Rules of Procedure Page 14 postponement and time set. 7.11 Motion to Amend: Such a motion shall be debatable only as to the amendment. A motion to amend an amendment shall be in order, but a motion to amend an amendment to an amendment shall not be in order. An amendment modifying the intention of a motion shall be in order, but an amendment relating to a different matter shall not be in order. A substitute motion on the same subject shall be acceptable, and voted on before a vote on the amendment. Amendments shall be voted first, then the main motion as amended. 7.12 Motion for Reconsideration: Any Commissioner who voted with the majority may move a reconsideration of any vote at the same meeting or request an agenda item on at the next regular meeting or request a special meeting called to be held prior to the next regular meeting to consider reconsideration of any vote. The agenda item shall appear on Presentation/Action/Discussion as a two-part item, e.g.: .. Consider Reconsideration of Reconsideration of vote on After a motion for reconsideration has once been acted upon, no other motion for a reconsideration thereof shall be made without unanimous consent of the Commission 8. VOTING 8.1 Restatement of the Motion: Upon the request of any Commissioner, the Presiding Officer shall verbally restate each motion immediately prior to calling for the vote. 8.2 Voting Procedure: In acting upon every motion, the vote shall be taken by voice, roll call or any other method by which the vote of each Commissioner present can be clearly ascertained. The vote on each motion shall then be entered in full upon the record. The order of voting shall be the maker of the motion, the second and then the remaining Commissioners alphabetically, with the Chair called last. The Records Secretary shall call the names of all members seated when a roll call vote is ordered. Members shall respond 'aye', 'no' or 'abstain', provided that when a vote is collectively taken by voice or when a method of voting other than by voice or roll call is used, any Commissioner not audibly and clearly responding 'no' or 'abstain' or otherwise registering an objection shall have his/her vote S:\Ccramunity Se r✓Ices\ADMIN I STRAT LV5V P&P Cocmdssio-.ARu'_es of Procedure (5-7-57) dec Parks and Recreation Commission Rules of Procedure Page 15 recorded as 'aye'. Following the vote, the Presiding Officer shall verbally announce whether the motion carried or was defeated. The Presiding Officer may also publicly state the effect of the vote for the benefit of the audience before proceeding to the next item of business. Any member may change his/her vote before the next item of business is called. 8.3 Voting: A roll call vote shall not be used for any item before the Commission unless demanded by any Commissioner. It shall not be in order for members to explain their vote during roll call. 8.4 Failure to Vote: Every Commissioner should vote unless disqualified for cause. A Commissioner who abstains from voting on an item because of being disqualified shall be considered as if absent. 8.5 Tie Votes: When no Commissioner abstains from voting, the motion shall be lost on a tie vote. Any member who abstains and is not considered absent shall be deemed to have acquiesced to the motion and the motion shall be passed on a tie vote. If a tie vote results at a time when less than all members of the Commission are present, the matter shall automatically be continued to the agenda of the next regular meeting of the Commission, unless otherwise ordered by the Commission. 9. RESOLUTIONS 9.1 Definition: Routine business and administrative matters (usually more temporary and transitory in nature) are accomplished by "resolution," "minute order" or "motion' (thereafter recorded by minute entry). Technically, all three are equally as legally effective and binding; they just vary in the formality of respective memorialization. The most formal is referred to as a "resolution," which will be recorded by a separate document, numbered in sequence and preserved in a separate set of books, in addition to being referenced in the minutes. Such "resolutions" are used for various reasons, such as when specifically required by law, when needed as a separate evidentiary document to be transmitted to another governmental agency, or where the frequency or future reference back to its contents warrants a separate document. The "motion" or "minute S:\Community Se_rcices\ACMIN I STRATI yE\26R Coxniss ionN u_es of Procedure 5-N-091 .4oc Parks and Recreation Commission Rules of Procedure Page 16 order" is a Commission action which is recorded simply by an item entry in the minutes of the meeting at which it was accomplished, and no separate document is made to memorialize it. The Records Secretary is empowered by State law to furnish certified excerpts of the minutes in order to facilitate the administrative process to which a particular action pertains. 9.2 When Prepared in Advance: When a resolution has been prepared in advance, it need not be read in full or by title, except to identify it. A majority vote of the Commission present and voting will require that the resolution be read in full. 9.3 When Not Prepared in Advance: When a resolution has not been prepared in advance, the Commission, by majority vote of the members present and voting, shall instruct the Director of Community Development to prepare it for presentation at a specified later time in the same meeting or at a future Commission meeting. 9.4 Urgency Resolutions: A resolution may be presented verbally in motion form, together with instructions for written preparation for later execution, in an emergency situation or when the need to take immediate action came to the attention of the City subsequent to the posting of the agenda, as specified in Government Code Section 54954.2. A two-thirds vote of the Commission, or, if less than two-thirds are present, a unanimous vote of those who are present, is required to add a resolution to the agenda. Such resolutions shall not be presented when resolutions are required by law, in improvement acts, zoning matters, or force account work on public projects. 10. COMMUNICATIONS 10.1 Addressed to Commission as a Whole: The Parks, Recreation and Community Services Director or his/her designee is authorized to receive and open all written communications, including e-mails, addressed to the Commission as a whole and give it immediate attention to the end that all administrative business referred to in said communications, and not necessarily requiring Commission action, may be disposed of between Commission meetings. The Parks, Recreation and Community Services Director or his/her designee shall cause a copy of such communication to be sent to each Commissioner. S:AComnunity ServicesVADMINISTRATIVE\P&R Co:r_missionAROles of Procedure (5-7-OT).doc Parks and Recreation Commission Rules of Procedure Page 17 10.2 All Other Written Communications: Any written communication, including e-mails, received at City Hall addressed to the Chair and/or an individual Commissioner shall be opened by the Parks, Recreation and Community Services Director or his/her designee. A copy of such communication shall be provided to each of the other Commissioners, unless such communication is personal and/or confidential and not related to the business of the City. Any Commissioner who receives any written communication, including e-mails, on any subject related to the business of the City, whether or not received at City Hall, shall cause a copy to be provided to the Records Secretary who shall cause a copy of such communication to be sent to each of the other members.. All outgoing Parks and Recreation Commissioner correspondence will be copied to the Commission reading file unless the Commission is listed as receiving a copy, in which case each Commissioner will be provided an individual copy. Any Commissioner who generates any written communication related to the business of the City, other than at City Hall, shall cause a copy to be provided to the Parks, Recreation and Community Services Director for distribution. Letters produced by city staff for Parks and Recreation Commissioners will be created on official city letterhead, only. 10.3 Agenda Item Communications: Any such communication which relates to an item pending or to be brought before the Commission and has been received prior to agenda distribution, shall be included in the agenda packet for the meeting at which such item is to be considered and shall become part of the public record for that item. If a Commissioner generates an agenda item, the Commissioner will prepare a brief, written explanation including action/recommendation to the full Commission or provide direction to the Parks, Recreation and Community Services Director for preparation of agenda report. All agenda staff reports will be provided to the full Commission with the distribution of the agenda. Agenda item communications (including e-mails) received from the public after agenda distribution will be forwarded to the Commission by the Records Secretary by e-mail or regular mail delivery up until the close of the business day prior to the Parks and Recreation Commission meeting. The Parks and Recreation Commission will be informed during the staff presentation at the Commission meeting of agenda item communications received from the public, including a project applicant, on the day of the meeting. Regardless of the source, it will take a four-fifth's majority vote (four affirmative votes) of the Commission to accept additional agenda material on the day of the Commission meeting at which the item is to be considered. 5:AComnuniry Se rviCe=_AACMINI ST.AT:vsVP63 ConmissoonARules cP Procedure 154-GTHdoc Parks and Recreation Commission Rules of Procedure Page 18 All materials distributed by any person during a public meeting related to the subject matter being discussed or considered will be made available for public inspection at the meeting if prepared by City staff or a member of the Commission, or after the meeting, if the materials were prepared by some other person in accordance with Section 54957.5(b) of the Brown Act. To avoid a Ralph M. Brown Act violation, Parks and Recreation Commissioners should not read or send e-mail or cellular telephone text messages during a Commission meeting. Written communication for a non-public hearing agenda item presented at the meeting for reading will be acknowledged by the Parks, Recreation and Community Services Director , but not read. The Parks, Recreation and Community Services Director will note general content, and whether the content of the communication is in opposition or support of an agenda item Written communication relative to a public hearing item, if presented prior to the close of the business day prior to the Commission meeting, will be copies for the Commission, applicant, and the public agenda binder. The public shall tender a written request to the Parks, Recreation and Community Services Director and/or the Chair regarding the placement on the agenda of any items. The Parks, Recreation and Community Services Director and Chair will then discuss and determine the appropriateness of the requested item being placed on a future agenda. Letters of appeal from administrative or commission decisions shall be processed under the applicable provisions of the Municipal Code or other ordinance. A Parks and Recreation Commissioner or Commissioners may be requested to meet, outside of the public hearing process, with an applicant, the applicant representative(s), proponents and opponents to a development application to discuss aspects of the development. While meeting with these representatives is at the discretion of the individual Commissioner, disclosure of the meeting(s), and the effects upon the Commissioner's review of the application is required prior to the opening of the hearing on the development application. The Commissioner shall disclose the nature of the contact and what effect, if any, it had on he/she in the review of the development application. 10.4 Research: Any research requested by an individual Parks and Recreation Commissioner that results in a written response from staff will be copied to all Parks and Recreation Commissioners. This is not meant to include copies of documents on file. 10.5 Attendance at City Council Meetings: The Parks and Recreation Commission recognizes that there are circumstances S:ACOmmmity Services NAEMIN_STMrI VEVP&P ComsassaonARules of Procedure ( C7) -doc Parks and Recreation Commission Rules of Procedure Page 19 where the City Council could benefit from the attendance of a Parks and Recreation Commissioner at City Council meetings. When those circumstances arise, the Parks and Recreation Commission will offer a spokesperson to attend the City Council meetings. The Parks and Recreation Commission also recognizes that the City Council, or one of its members, may at any time request the presence of one or more Commissioners to attend one of its meetings. When such a request is made, the Parks and Recreation Commission will respond. 11. COMMITTEES 11.1 Committees: Committees may be appointed by the Chair, as needed, with the approval of the majority of the members of the Commission. 12. COMMISSION MEETINGS 12.1 Meeting Time and Schedule:1jfrOf L''heL` /' 30 The regular meetings of the Par and Recreation hAmmission shall begin at the hour of-7.700"p.m. on the fakuth-;Ttpaselerrof each month or as determined by the Commission at its first regular meeting of each year, such determination to include the dates, time and place of such meetings as set forth in Chapter 2.36 of the Municipal Code. Should the need arise during the year, the Commission may, by a majority vote, revise the regular meeting schedule, including dates, time and place of such meetings. 13. MINUTES: 13.1 Action Minutes: The Records Secretary shall be responsible for preparing action minutes to record all the actions of the Parks and Recreation Commission (motions, votes, and consensus decisions) at regular and special meetings, consistent with Municipal Section 2.16.030, and shall schedule the completed minutes on the Consent Calendar consistent with Section 2.13 of this resolution. Parks and Recreation Commission meeting action minutes shall include documentation for each agenda item, including but not limited to the following: Date, hour, and place of meeting; Identification of regular, adjourned regular or special meeting (and special meeting notice language); Names of Parks and Recreation Commissioners and staff in attendance; S:AConmu.^.ity Services\AEMI NSTR4TI VEV P35 Comviis-onARules of Procedure 15-7-071.doc Parks and Recreation Commission Rules of Procedure Page 20 Parks and Recreation Commission announcements, requested future agenda items, and reports on meetings/conferences attended by Parks and Recreation Commissioners; Agenda titles, staff recommendations and record of action taken (motions, votes, and consensus decisions); Name(s) of staff providing the verbal staff report and documentation of verbal and written corrections to the agenda report; Public hearing compliance documentation; Public speaker names, identification of support or opposition, and/or other brief summary of comments as determined necessary by the Parks, Recreation and Community Services Director ; Written statement card documentation, consistent with Sections 2.11 and 2.12 of this resolution; Adjournment time; and Parks, Recreation and Community Services Director and Chair signatures. S:\COOnoolff Services VADMiNISTRATIVE\P&R C000n>S SionARules of Procedure (5-7-07),tloc