Policy Statement 148

Parks, Recreation and Cultural Resources Committee Structure

Prepared by: Dwayne Jones, Parks, Recreation and Cultural Resources Department

Adopted by Council: 2/12/2009

Supersedes: 11/10/2005

Effective: 2/12/2009

Purpose

This policy provides the structure and appointment process of the Parks, Recreation and Cultural Resources Department’s advisory committees: Greenways Committee, Cultural Arts Committee, and Athletics Committee. 

Coverage

This policy shall be applicable to the Greenways Committee, Cultural Arts Committee, and Athletics Committee until such time that the policy statement is altered, modified or rescinded by the Town Council.

Policy

The Town Council of the Town of Cary hereby establishes the following policy:

Advisory Committees: Greenways Committee, Cultural Arts Committee, Athletics Committee.

1. Purpose. The Greenways Committee, Cultural Arts Committee, and Athletics Committee shall be established to advise the town staff and Town Council through the Parks, Recreation and Cultural Resources Advisory Board. Recognizing that the Parks, Recreation and Cultural Resources Advisory Board focuses on broad areas of planning for parks, facilities and overall policies and procedures, it is important to establish committees that focus on specific program areas as well. The Town of Cary values citizen input thus these committees of citizen volunteers provide a significant resource to the Parks, Recreation and Cultural Resources Department’s staff. 

1. Membership and Terms of Parks, Recreation and Cultural Resources Department’s Committees. The Greenways Committee, Cultural Arts Committee, and Athletics Committee are advisory committees. The chairperson of each of these committees shall be a member of the Parks, Recreation and Cultural Resources Advisory Board and shall be appointed in this capacity by the Board as outlined in Chapter 2, Article V, Sec. 2-166 of the Code of Ordinances. All other advisory committee members shall be appointed by the Parks, Recreation and Cultural Resources Advisory Board.

1. The Greenways Committee shall consist of eleven members in addition to the chairperson, one of which will be a Teen Councilmember.
2. The Cultural Arts Committee shall consist of eleven members in addition to the chairperson, one of which will be a Teen Councilmember and one of which shall be the Friends of the Page-Walker President or his/her designee.
3. The Athletics Committee shall consist of eleven members in addition to the chairperson, one of which will be a Teen Councilmember.
4. The Teen Council president will attend the Parks, Recreation and Cultural Resources Advisory Board meetings. Teen Councilmembers will serve on the Greenways Committee, the Cultural Arts Committee and the Athletics Committee. These teens will be voting members and serve one year terms. The Teen Council president will present recommendations to the advisory board for appointees to the the Greenways Committee, the Cultural Arts Committee and the Athletics Committee. The Parks, Recreation and Cultural Resources Advisory Board will make the final appointments.
5. All members of the committees shall reside within the Town. Unless otherwise specified, all members shall be appointed for a term of three years. Terms on all committees with the exception of teen members, shall be staggered. Committee terms begin in December of each year. A person shall normally serve no more than two consecutive full terms; however, the Parks Recreation & Cultural Resources Advisory Board may waive this requirement on a case by case basis. Vacancies occurring for reasons other than the expiration of a term shall be filled by the Board, with the exception of the chairperson, as they occur, for the period of the unexpired term. Members of the committee other than the chairperson may be removed by the Board for inefficiency, neglect of duty or malfeasance, in the office.

1. Appointment Procedure.

1. Application. In order to be eligible for appointment to a committee, a person must permanently reside inside town limits, unless otherwise expressly provided by law or ordinance, and file an application on a form provided by the Parks, Recreation and Cultural Resources Department, setting forth name, address, the name of the committee to which appointment is desired, the qualifications of the applicant for the appointment and such other information as may be requested. In order to be considered, an application must be filed annually with the Parks, Recreation and Cultural Resources Department. This shall not apply to appointments to fill unexpired portions of terms to fill vacancies. For reappointment procedures, see item #3. c. Notification. No town employee shall be appointed to any committee.
2. Publication; posting. The Parks, Recreation and Cultural Resources Department shall advertise, send out at a News Release and post on the Town’s website during the recruitment period. This advertisement shall specify the vacancies which will exist on committees, and will set forth the details of item (1) Application under Appointment Procedure regarding the application procedure and the deadline for receipt of applications for appointment.
3. Notification. During the recruitment period, the Parks, Recreation and Cultural Resources Department shall notify all members of all committees whose terms expire December 1 of the following year, informing them that they must complete an application if they wish to be considered for reappointment.
4. Distribution of applications. Copies of all applications received by the Parks, Recreation and Cultural Resources Department in a year shall be distributed during the application period to each committee chairperson and staff liaison. The committee chairperson and staff liaison shall consider all applications received for appointment to their specific committee, and shall make recommendations to the Parks, Recreation and Cultural Resources Advisory Board for final approval of all appointments. These appointments shall be made in November with terms beginning in December of each year. Applications received after the deadline will be kept on file for the remainder of the calendar year and will be considered when vacancies arise during the year.

1. Meetings including attendance. Meetings of the committees shall be held at such times as the committees deem necessary to conduct the business before them. All meetings of the committees shall be open to the public.

Although recognizing and appreciating the fact that members of the committees are citizen volunteers, the Town Council deems it essential that members of all town committees attend meetings regularly for the prompt and efficient transaction of town affairs. The staff liaison of each committee shall maintain attendance records. Following the committee meeting in the month of May, the Parks, Recreation and Cultural Resources Department shall notify members of all committees who have missed three or more meetings during the previous 12 month period. These Committee members must follow the reappointment process described in #3. c. Notification, to be considered for reappointment. The Parks, Recreation and Cultural Resources Department will then provide each committee chairperson and staff liaison with a list of applicants for consideration. The committee chairperson will bring name(s) of the committee members for reappointment with their committee’s recommendation before the Parks, Recreation and Cultural Resources Advisory Board, and the board will then vote to either allow these members to continue service or to replace them with other applicants. 

1. Rules and records. The committees shall formulate and adopt the rules of procedure under which each will operate. The committees shall keep minutes of proceedings and discussions, showing the vote of each member upon every question, or his or her absence or failure to vote, and shall keep records of resolutions, findings, recommendations, and other official actions.

1. Cooperation with Other Agencies. The committees shall cooperate in all respects with the appropriate Town boards, commissions, offices and employees. Specifically, the committees shall be closely associated with the Department of Parks, Recreation and Cultural Resources.