Board Member Orientation

1. Board Member Orientation

2. Overview • Introduction and Welcome • Mission • Things you need to know • Responsibilities • Residents/Constituents/Customers • Pitfalls • Staff • Partners/Friends/Resources • When your term ends…

3. Mission • District Mission Statement • The mission of the South Whidbey Parks & Recreation District is to provide all residents and visitors in the district a variety of recreational activities and facilities. This should be fun and safe and be well integrated into our island community and environment. It should also be educational and healthful, providing opportunities for individuals and our community to play well together. It is our mission to best achieve this through community participation. • Suggested Commissioner Mission Statement • “Providing the Best Park and Recreation Services in the USA for Your Residents.”

4. Things you need to know • Revised Code of Washington (RCW) • Govern the creation of special districts, elections, terms, and levies for maintenance and operations • Copy of specific RCW that applies only to Park and Recreation Districts included in your packet (Appendix A) • SWPRD Bylaws • Govern the board set up and operation, meetings, committees, and relationships of board members. • Based on RCW • Copy in your packet (Appendix B) • Insurance • $10,000,000 each wrongful act and $10,000,000 aggregate for acts committed in their role as a commissioner

5. Responsibilities • Commissioner’s Authority • Part of a group • 20% of the action the third Wednesday of every month • No authority any other time • Policy vs. Administration • Board decides what to do/staff decides how to do it

6. Responsibilities • Board Meetings • It’s a Job-Requires Work • Packet Friday Before-read it • Be Present and Punctual • Length of Board Meetings • Stick to the Agenda • Meeting Discussions • Be Brief • Repetition weakens your position • Something that needs to heard or something you need to say? • Don’t restate another commissioner’s points • Write out your thoughts before the meeting • Define how the action will benefit the residents

7. Responsibilities • Board Meetings • Learn by Asking • Exaggeration in Speech • The Chair • The Chair’s problems • Learn to Count • One of Five/need two others to agree with you • Devils advocate • “The staff proposes and the Board disposes” • Question Proposals • Never forget who the customers are

8. Residents/Constituents/Customers • Residents view of Parks and Rec • Pleasant, Fun and Interesting • Daily Contact with Customers • Never argue with the residents-put them in touch with Director • Home Telephone Calls • Rule of Ten • Always get the person’s name • Listen to the question or complaint • Obtain specific information • Operational/Program Issues – Either provide the party with the Director’s phone number or provide the party’s phone number to the Director. Trying to solve these issues as an individual Board member may create problems and/or additional issues. Learn to say those issues are not Board decisions, but I will have the appropriate staff contact you. • Policy Issues – Either share the issue with the Director or the Board Chair. Determination then can be made if it needs to be addressed at a formal Board meeting.

9. Pitfalls • Thou Shalt Not Sin • NRPA Code of Ethics (Appendix C) • Conflict of Interest • Legal Aspects • Perception/Preferential Treatment • Nepotism • Perks and Freebies • The Media • Free speech • Chair or designated contact

10. Pitfalls • Dirty Linen • Board or Director first • Meeting Surprises • Study both sides of an issue before acting • Single Issue Commissioner • Provide broad base knowledge at meetings to what the community desires (no personal issues or being a “Board of One”) • Crusaders • Talking About Money

11. Relationship with Staff • Conduit for Questions and Ideas – Information, questions, inquires and concerns should flow to and from the Board through the Director. This allows for all to know what is going on. The Director may instruct staff to respond directly back to a Commissioner and discuss details as they relate to their particular department. • Director will share a Commissioner’s inquiry or request with the entire Board to keep communication equal with all Board members. • Staff is expected to keep a formal relationship with the Board members at official Park District functions.

12. Relationship with Staff • Commissioners receive a monthly board meeting packet link via e-mail. Included is Board packet materials, miscellaneous memos, articles etc… • Commissioners will receive e-mail alert items and general reminders as necessary. • Commissioners will receive calls if the issue is an emergency, is really important or to provide a verbal brief of a Board meeting item.

13. Staff • Director • District’s administrator-runs the operation • Only staff member hired by board • Executes policies set by the board • Other Staff • Report to Director • Hired by Director to implement policies • Talk to them: Ask them questions • Do not give instructions or ask them to do something • Give your thoughts to the director

14. Board Vision “The Big Picture” • Establish the elements of a good park system; Board sets the broad base and staff carries out the details. • Ideas & Recommendations – Need to be shared with the Director. If you feel strongly ask that the item be placed on an upcoming agenda

15. Overview Organizational Chart

16. Partners • South Whidbey School District-Inter-local Agreement • Washington Department of Fish and Wildlife (WDFW)-Operations Agreement • South Whidbey Parks and Aquatics Foundation • Athletic Committees/Organizations • Falcon Youth Cheerleading • Falcon Youth Football • Island Rowing Association • South Whidbey Little League • South Whidbey Youth Soccer Club • South Whidbey Yacht Club • Contractual Programs • Baseball Jazz • Challenger British Soccer • Clancy’s Ski School & GRO • Club Volleyball • Coupeville Community Ed. • Everyone Can Dance • Family Resource Center • The Hub • Island Athletic Club • Island Strings • Jack’dSkimboards • Maxwelton Outdoor Classroom & Whidbey Watershed Stewards • Music in the Classrooms • Northwest Language Academy • Outdoors for all • REI Outreach • Skyhawks • South Whidbey Children’s Center • South Whidbey Commons • Supang Skills Training Academy • Swim South Whidbey • Tiger Martial Arts • Whidbey Institute • Whidbey Island Kayaking Company • WSU Beachwatchers • WSU Island County Ext.

17. Partners/Friends Partners • Other Community Organizations • Bayview Community Hall • City of Langley • Equestrian Crossings • Friends of Goss Lake • Island County • Keepers of the Game (Golf) • Open Water Swim Group • Scatchet Head Community Club • Senior Services of Island County • Whidbey Island Center for the Arts (WICA) • Whidbey Island Children’s Theater • Whidbey General Paramedics & EMS Friends • All Three Chamber of Commerce Organizations • Both Rotary Groups • Lions Club • Kiwanis Club

18. Resources • Washington Recreation and Park Association • The National Recreation & Park Association (NRPA) • Enduris • Municipal Research and Services Center of Washington (MRSC)

19. Public Relations • Program Guides • Website • www.swparks.org • Social Media • Facebook • Twitter • @SWParksAndRec

20. When your term ends • Communicate with the director your intentions • Run Again? • Get off the Merry-go-round?

21. Questions • There will be questions, now or later, don’t hesitate, ask. • The existing Board members will assume that you have the same base knowledge that they have and will unintentionally gloss over things they assume that you know. Ask. • If you run into something you are unsure of and need some clarification. ASK! The only stupid question is the one not asked.