Preparing a Parks and Recreation Commission and Board Member Handbook

1. Preparing a Parks and RecreationCommission and Board MemberHandbook Craig W. Kelsey California State University, Bakersfield PlaySafe, LLCPlaySafe, LLC

2. Commission and board members are: • Highly Committed and well informed citizens that provide: • Needed citizen insight • Procedural and regulatory compliance • More effective governance • Decision Making • Example of democracy in action PlaySafe, LLC

3. Commission and board member handbook consists of seven sections including: • Introduction: • An invitation and overview of serving as a parks and recreation department commission and board member. PlaySafe, LLC

4. Government Structure • An overview of the community’s form of government, elected and appointed officials and other departments • Department Organization • An overview of each of the parks and recreation units with responsibilities, staff, office location and organizational chart • Commission and Board Member Overview • An overview of the empowerment, roles and CBM functions PlaySafe, LLC

5. Commission and Board Member Procedures • An overview of conducting CBM meetings, legal mandates, agendas, announcements, and procedures • Commission and Board Member Basic Guidelines • An overview of conflicts of interest, representing the community and interaction with professional staff, other citizens and the media • Examples • Sample of announcement of meetings, agendas, minutes and review of decisions PlaySafe, LLC

6. Section 1: Introduction • Statement from governing authority of appreciation for service • Describes purposes of CBM service • Philosophy of CBM service • An outline of the CBM handbook PlaySafe, LLC

7. Purpose of CBM Service • CBM is an open public environment • CBM has the opportunity/responsibility to voice opinions • Help to form public policy • Provide critical and important reflection • Review policies, programs and services • Makes recommendations on key items PlaySafe, LLC

8. Philosophy of CBM Service • Service is Voluntary • A position of trust • Offer guidance/advice in a dignified manner • Open process that requires patience and understanding of others PlaySafe, LLC

9. Section 2: Government Structure • Community’s form of government • Description of elected officials • Description of appointed officials • Detail of all departments PlaySafe, LLC

10. Form of Government • Form of government • Empowering laws • CBM ordinances PlaySafe, LLC

11. Elected Officials • Title of elected official • Name of current office holder • Terms of election • Office location (if any) • Contact information • Duties of that office PlaySafe, LLC

12. Appointed Officials • Title of appointed position • Name of current employer in that position • Office location • Contact information • Duties of that position PlaySafe, LLC

13. Departments • Departments by name • Current department head • Office location • Contact information • Functions of department PlaySafe, LLC

14. Section 3: Department Organization • Overview, mission, vision of parks and recreation department • Overview of each unit within department • Detail of positions, facilities, resources • Organizational chart PlaySafe, LLC

15. Department Overview • Vision • Mission • Goals • Philosophy PlaySafe, LLC

16. Department Units • Such as community centers, golf courses, parks, aquatics, adult sports, youth clinics, etc. • Physical resource locations and descriptions • Program descriptions • Amount of detail should be significant PlaySafe, LLC

17. Department Positions • Title of position • Name of person in position • Office location • Contact information • Duties and responsibilities of position • Perhaps photo and short bio PlaySafe, LLC

18. Organization Chart • Standard organization chart • Positions • Employee name • Reporting/authority lines • Perhaps photo PlaySafe, LLC

19. Section 4: CBM Overview • Description of ordinance, policy or resolution that established the commission • The CMB charge, purposes, goals • Functions of the CB • Rules of the CB PlaySafe, LLC

20. Enabling Ordinance • Resolution # • Date of enactment • Specific language • Legal updates PlaySafe, LLC

21. CB Charge • Long term planning • Review of plans, policies, facilities, programs, services • Receive public input • Promote inter-government cooperation • Review periodic reports • Continued evaluation of master plan • Generate community support • Assist in fundraising • Executive director evaluations PlaySafe, LLC

22. CB Functions • CB is advisory in nature • Provides advice • Receive public input • Evaluate operations • Make recommendations • Attend regularly scheduled meetings PlaySafe, LLC

23. CB Rules • Number of members on CB • How appointed • Length of term(s) • How chair is elected • If resident status is necessary • Responsibilities to attend meetings/functions/training PlaySafe, LLC

24. Section 5: CBM Procedures • Announcement of meetings • Name of board • Date, time and location of meeting • Agenda • Date of announcement • Certification of posting • Agenda • Approval of minutes • Invitation for public comment • Specific agenda items • Discussion items/action items • Adjournment PlaySafe, LLC

25. Section 6: CBM Basic Guidelines • Conflict of interest • Representing the community • Interactions with staff and citizens • Interaction with media PlaySafe, LLC

26. CBM Procedures continued… • Minutes • Video • Audio • Written • Record of Decisions • Constitution of quorum • Duties of chair • Making motions • Voting procedures PlaySafe, LLC

27. Conflict of Interest • Informed of conflict code • Conditions that constitute conflict • Reporting conflict PlaySafe, LLC

28. Representing the CB • CBM represents the community therefore public expression should accurately represent the board • CBM should be careful when expressing individual views versus commission views • CBM has the right to express personal views but clarify when it represents the CB • Official CB public expressions must be careful and deliberate representing the board as a whole PlaySafe, LLC

29. CBM Interaction with others • Professional Staff • Advising not direct line authority • Professional staff assistance • Professional staff time commitments • Individual favor • Other board members • Cooperation • Differences reconciled kindly • Show respect • Fair PlaySafe, LLC

30. CBM Interaction with Other Continued… • Citizens • Good relationships • Open forums • Sense of welcome PlaySafe, LLC

31. Section 7: Examples • Announcements • Agendas • Minutes • Record of decisions • Robert’s Rules of Order • Parliamentary procedures • Press releases PlaySafe, LLC

32. Section 8: Questions & Answers PlaySafe, LLC