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2003-R-17 .... ....", , RESOLUTION NO. 2003-R-17 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF EDGEWATER, FLORIDA; APPROVING THE RECREATION/CULTURAL SERVICES BOARD BY-LAWS; REPEALING RESOLUTIONS IN CONFLICT HEREWITH; AND ESTABLISHING AN EFFECTIVE DATE. WHEREAS, the City of Edgewater, Florida, has made the following determinations: 1. Upon review and in an effort of consistency, it has been determined that the By-Laws for various Boards and/or Committees should be modified to create a uniform set of procedures to be utilized throughout the City; and 2. The Recreation/Cultural Services Board approved the By-Laws during their June 12, 2003 meeting. NOW, THEREFORE, be it resolved by the City Council ofthe City of Edge water, Florida: Section 1. The City of Edgewater hereby approves the Recreation/Cultural Services Board By-Laws which are attached hereto and incorporated herein as Exhibit "A". Section 2. All resolutions or parts of resolutions in conflict herewith be and same are hereby repealed. Section 3. This resolution shall take effect upon adoption. 2003-R-17 1 ARerMotionby Councilwoman Lichter and SecondbyCouncilwoman Rhodes the vote on this resolution was as follows: AYE NAY Mayor Donald A. Schmidt x Councilman James P. Brown x Councilman Myron F. Hammond x Councilwoman Harriet E. Rhodes . x Councilwoman Judy Lichter x PASSED AND DULY ADOPTED this 4th day of August, 2003. For the use and reliance only by the City of Edgewater, Florida. Approved as to form and legality by: Scott A. Cookson, Esquire City Attorney Foley & Lardner 2003-R-17 2 CITY COUNCIL OF THE CITY OF EDGEWATER, FLORIDA Br Donald A. Schmidt Mayor Ro is L. Matusick Legal Assistant/Paralegal Approved by the City Council of the City of Edgewater at a meeting held on this 4th day of August, 2003 under Agenda Item No-6 F . '-' 'wi CITY OF EDGEWATER RECREATION/CULTURAL SERVICES BOARD BY-LAWS ARTICLE I: Official Name The official name of the this Board shall be the Recreation/Cultural Services Board of the City of Edge water, Florida, hereinafter referred to as "RCB." ARTICLE II: Purpose and Intent The purpose and intent of these By-Laws is to set forth a uniform set of procedures whereby the City of Edge water Recreation/Cultural Services Board may regulate the manner in which it elects officers, conducts meetings, and otherwise carries out its functions. The By-Laws will serve as a guideline in handling all affairs pertaining to the Edgewater Recreation/Cultural Services Board. ARTICLE III: Membership 1. Voting Members and Appointments 1. The RCB shall have seven (7) voting members. Each member shall be appointed by the City Council for a term of three (3) years and shall be subject to removal as set forth by the City Council. The terms of appointment shall be staggered. 2. A quorum shall consist of four (4) members. All recommendations and actions of the Board shall require an affirmative vote of a majority of the members present. 3. Prior to appointment, prospective members shall submit a City application, stating therein a brief synopsis of their education, experience and reason for their interest in serving on the RCB. 4. To be eligible for appointment, a prospective member shall be a resident of the City of Edgewater. 5. No member of the RCB shall receive compensation for their service, provided, however, that members may be reimbursed for out-of-pocket expenses as approved by the City. B. Vacancies 1. During the term of appointment, should a member of the RCB change residence to the extent he or she would not be eligible for appointment to the RCB, the member shall forfeit the office and it shall be deemed vacant. 2. If a RCB member is absent for three (3) consecutive regular meetings, or is absent for 25% of the four (4) total meetings during any calendar year, said member shall forfeit the office and it shall be deemed vacant. RCB By-Laws 3 """ ..,.; 3. City Council may remove any member of the RCB from office foI e,ause, pIO v idcd the membeI is notified ill WItting of the, e,hatgcs and afteI an opportunity fol the, membel to be he-aId by Council at any time. 4. Any vacancy occurring during the unexpired term of office of any member shall be filled by City Council. The vacancy shall be filled as soon as practical after it occurs. 2. Voting Conflicts 1. No member of the RCB shall vote upon any matter which would inure to his or her special private gain or loss, or any principle by whom he or she is retained, or by any relative or business associate. 2. No member of the RCB shall appear for or represent any person in any matter before the RCB other than him or herself. No past member shall appear before the RCB except when representing him or herself for a period of twelve (12) calendar months after his or her service has ended. ARTICLE IV: Election of Officers A. Chairman 1. The Chairman shall serve as the presiding officer at all meetings and hearings of the RCB and appoint any committees from the RCB membership that are deemed necessary . 2. The Chairman shall be elected by a majority of the voting membership at the regular meeting in January each year. The Chairman shall be eligible for re-election. B. Vice Chairman 1. The Vice Chairman shall be elected by the RCB from among its regular members in the same manner as the Chairman and shall be eligible for re-election. 2. The Vice Chairman shall serve as acting Chairman in the absence of the Chairman and at such times shall have the same powers and duties of the Chairman. 3. In the event of death, resignation, or removal from office of the Chairman, the V ice Chairman shall perform the various duties until such time the RCB shall elect a new Chairman and Vice Chairman. C. Other Presiding Officers The members of the RCB may select an additional member to preside over the meeting( s) in the absence of the Chairman and Vice Chairman. D. Board Coordinator 1. The board coordinator shall be provided by the City and be a City employee. RCB By-Laws 4 ~ """'" 2. The board coordinator shall prepare and distribute agendas, correspondence and minutes and shall establish and maintain files to ensure they are properly kept. All recorded meeting tapes shall be provided to the City Clerk for safe keeping. 3. Any correspondence prepared by a member of the RCB shall be provided to the board coordinator for distribution to the RCB members. E. Professional Support The City shall provide professional support to the RCB as may be necessary. ARTICLE V: MeetingslHearings A. Regular Meetings Regularly scheduled meetings of the RCB shall be held the second Thursday of each month. B. Special Meetings Special meetings or hearings of the RCB may be called by the Chairman. C. Requirements All meetings shall be open to the public, provide due public notice, follow Roberts Rule of Order and the Florida Sunshine Laws. ARTICLE VI: Powers and Duties A. The RCB shall exercise the following powers and duties: 1. The Board shall be utilized in review of general service needs as well as planning and development of specific projects involving parks and recreational activities and facilities, beautification of the city and historical preservation. 2. Upon request, the Board shall make recommendations to the Director and City Council concerning the following areas: a. The Board shall study recreational needs for persons of all ages in the City, and recommend the acquisition and utilization of land and facilities for this purpose. b. The Board shall study existing recreation activities in the City, assess future needs and recommend changes or additions to various activities and programs. c. The Board may coordinate with organized groups on matters or programs that affect recreation within the City. d. Study in depth and make recommendations on projects or programs assigned by the Board. RCB By-Laws 5 ~ ...,; 3. In addition to the duties defined herein the RCB shall seek to accomplish the following relating to Historic Preservation: a. Continuing the survey and inventory of historic buildings and areas and Archeological sites and plan for their preservation. b. Recommending designations of historic districts and individual landmarks and landmark sites. c. Regulating alteration, demolitions, relocations, and new construction to designated property. d. Adopting guidelines for changes to designated property. e. Coordinating historic preservation work by working with and advising the federal, state and county governments and other city departments or advisory boards. f. Advising and assisting property owners and other persons who are interested in historic preservation. g. Initiating plans for preservation and/or rehabilitation of individual historic buildings or landmarks. h. Undertaking educational programs including the preparations of publications and placing of historic markers. 1. Review all nominations oflocal property to the National Register of Historic Places following the regulations of the State Historic Preservation Office. B. Appeals Any person aggrieved by the decision of the RCB shall appeal such decision to the City Council. VII: Amendments The By-Laws may be amended at a regular or special meeting of the RCB, provided that a written notice shall have been sent to each member at least thirty (30) days in advance of the vote, which notice shall contain the proposed amendment. RCB By-Laws 6 Attest: ~ Adopted by the Board this day of Barbara Kowall, Board Coordinator RCB By-Laws 7 ...." , 2003. Thomas Tipton, Jr., Chairman