Parks and Recreation Advisory Board

PARKS AND RECREATION ADVISORY BOARD MEETING CITY OF DAVENPORT, IOWA Thursday, May 15, 2025; 12:00 AM City Hall | 226 West 4th Street | Council Chambers I. Roll Call II. Approval of Minutes 04.17.2025 Meeting Minutes III. Public Comment IV. Old Business A. Advisory Board By-Law Approval V. New Business VI. Staff Reports A. Director's Report B. Written Staff Report C. Riverfront Improvement Commission Report VII. Advisory Time VIII. Next Meeting Date and Location A. Friday June 20, 2025 at 4:30pm in City Hall Council Chambers IX. Adjournment • • • • • • • • • • • • • • • • • • • • • • • • • o • • • • • o o o o o ▪ ▪ • o o • • • o  o • • • • • • • • o • • • • • • • • • • • • • │ │ • │ │ • │ │ • • • • • • • • • • ▪  City of Davenport Department: Parks and Recreation Action / Date Contact Info: Chad Dyson | 563-328-7275 5/15/2025 Subject: Advisory Board By-Law Approval Recommendation: Background: Attachments: 1. By-laws revised 05.13.2025  BY-LAWS AND RULES OF PROCEDURE DAVENPORT PARKS AND RECREATION ADVISORY BOARD Revised 10/10/2024 STATEMENT OF PURPOSE: The purpose of the Davenport Parks and Recreation Advisory Board is to provide a forum for Davenport citizen input into matters involving the Davenport Parks and Recreation Department. The Advisory Board (referred to as the Board below) will assist with planning and advocacy, give feedback and offer advice to the Director of Davenport Parks and Recreation. SECTION 1.0 OFFICERS 1.1 Officers 1.1a Chairperson 1. The position of Chairperson is hereby established. 2. The Chairperson presides at all regular and special Board meetings. 3. The Chairperson shall have general charge of the business of the Board. 4. The Chairperson shall appoint all Committees. 1.1b Vice Chairperson 1. The position of Vice Chairperson is hereby established. 2. The Vice Chairperson shall act in the capacity of the Chairperson or Secretary in the absence of these membersthe Chairperson. 3. In the event the office of the Chairperson becomes vacant, the Vice Formatted: Highlight Chairperson shall perform the duties of the Chairperson until such a time as Formatted: Highlight the board designates a new chair.accede to the office for the unexpired term, and the Board shall elect a successor to the office of Vice Chairperson for the unexpired term.perform the duties of the Chairperson until such a time as the board Formatted: Indent: Left: 0" designates a new chair. Formatted: Condensed by 0.1 pt 1.1c Secretary 1. The position of Secretary is hereby established. 2. The Secretary shall attend all regular and special meetings. 3. . The Secretary shall call role roll and record all action items during the Formatted: Condensed by 0.25 pt meeting. Formatted: Not Highlight 4. In the event of an absent secretary, the chair shall appoint a secretary. Formatted: Font: 7 pt Formatted: Indent: Left: 0.7" Formatted: Highlight 1.2 Board Elections Formatted: Highlight 1.2a The Chairperson of the Board shall be elected at the annual meeting of the Board and shall hold office for one year. 1.2b The Vice Chairperson shall be elected at the annual meeting of the Board immediately after the Chairperson and shall hold office for one year. Page 2 1.2c The Secretary shall be elected at the annual meeting of the Board immediately after the Vice Chairperson and shall hold office for one year. 1.2d Any vacancy in the office of Chairperson, Vice Chairperson or Secretary of the Board may be filled at any regular or special meeting after such vacancy. Page 3  1.2e The Board shall elect a liaison to attend the meetings of the Riverfront Improvement Commission and shall serve in this capacity for one year. The liaison shall report to the Board at the regular monthly meetings. SECTION 2.0 MEETINGS 2.1 Regular Meetings 2.1a The annual meeting for the election of officers of the Board shall be held at the September board meeting each year. 2.1 b The monthly meetings of the Board will be held on the third Thursday each month at 4:30pm; Additional meetings shall be scheduled as needed with board consent. 2.1 c All regular monthly meetings shall be held in the Davenport City Hall Council Chambers 2.1 d The Board shall meet jointly as needed with the Riverfront Improvement Commission to discuss future opportunities, projects, and amenities in an effort to create a coordinated vision and effort. The chairs of these bodies shall preside at any joint meetings. 2.2 Special Meetings 2.2 a Special meetings of the Board may be called by the Chairperson and held at City Hall Council Chambers 2.2 b The Chairperson shall call a special meeting of the Board at the request, in writing, of any three or more members of the Board. And if he or she fails to comply with such request, said members so requesting shall call such meeting with all signing such notice. 2.3 Notice of Meetings 2.3 a The staff shall file with the Deputy City Clerk the time and place of all Board meetings, and must post a copy of the agenda and previous minutes on the City of Davenport webpage at davenportiowa.com at least 24 hours in advance of the meeting. A link to the agenda packet and minutes shall be emailed to each Board member at least 24 hours in advance of the meeting as well. 2.3 b Notice of special meetings shall name the time and place and business to be transacted, and shall be given to each member of the board at least 24 hours before the start of the meeting. Page 4 2.4 Quorum 2.4 a The Chair shall determine the presence of a quorum, or lack thereof, and announce such to start each Board meeting. A majority of the filled appointed membership shall constitute a quorum for the transaction of business. A quorum shall be 50% of the current Board plus one. Roll call shall confirm official attendance at each meeting. 2.4 b The affirmative vote of a majority of those members present shall be required for the exercise of powers, but less than a quorum of the members may meet and adjourn until a quorum is present. 2.4c Without a quorum, no official action on any matter can take place. 2.5 Order of Business: Agenda 1. Call to Order - The Chair shall determine the presence of a quorum, or lack thereof, and announce such to start each Board meeting. 2. Roll Call 3. Approval of Minutes 4. Public Comment a. Individual public comment shall not last longer than 5 minutes at the beginning of the meeting. It can be continued at the end of the meeting after the scheduled business of the meeting has been completed. b. Longer presentations may be submitted as agenda items prior to the actual meeting. 5. Old Business 6. New Business 7. Reports a. Directors Report b. Written Staff Report c. Verbal Riverfront Improvement Commission Report 8. Advisory time- 9. Adjournment 10. Next Meeting Date and Location Page 5  2.6 Voting 2.6a Voting will be by voice roll call, called by the secretary, and will be recorded by yea or nay or abstaining. 2.6b A member may abstain if the member believes there is a conflict of interest. 2.6c Members must be present at the meeting, in person or by call in option, to vote. 2.7 Conflict of Interest A member of the Board must abstain from participating in a matter before the Board when the member has a conflict of interest as defined by state law. A member of the Board shall declare their conflict as soon as the matter comes before the Board. Thereafter the member shall take no part in the discussion or vote on the motion. SECTION 3.0 MEETING ATTENDANCE 3.1 Any Members of the board shall attend at least two-thirds of all regularly scheduled Formatted: Highlight and held meetings within any twelve-month period. The failure of a member to attend the prescribed number of meetings shall constitute grounds for the removal of the member by the City Council.Board member who does not attend Davenport Municipal Code 2.54.070 three meetings without just cause in any calendar year may be removed as a member of this Board. Just cause shall include, but not be limited to, death, illness or being out of town. The Board members shall determine if just cause exists for the absence. 3.2 Open Meetings Law, Iowa Code chapter 21. Section 21.8 of the Code now requires governmental bodies to accommodate virtual attendance by members of the governmental body at official public meetings. The Director of Davenport Parks and Recreation designated representative shall send board members login information each year, or as requested. SECTION 4.0 COMMUNICATION 4.1 All media releases from the Board are to be cleared through the Chairperson and the Director or Community Relations supervisor prior to the release of any information as well as provide a copy, as approved, to the Board. The right of a member of the Board as a citizen to his or her personal opinion, written or spoken, is not hereby denied. 4.2 Any board member commenting or communicating publicly, via social media, traditional news outlets, radio, etc. or meeting with public or private business, government agencies or the general public as a representative of the Advisory Board member must do the following: 1. Submit talking points and meeting agenda to the board Chair and the Director or Community Relations supervisor for prior approval. Page 6 2. Make all board members and the Parks director aware of the meeting details and/or communications. Page 7  3. Hold all meetings in an open and public manner so that any person(s) may attend. 4. Provide board members and Parks staff with a meeting/communication summary report. 4.3 Members are advised not to attend private meetings with fellow board members where the principle purpose is to discuss business that is before the Board, unless such attendance is approved by the Board prior to the meeting. SECTION 5.0 COMMITTEES 5.1 Special committees as deemed necessary or advisable by the Board may be created by motion of the Board at any regular meeting. Participation in the committee will not be limited to Advisory Board members. Subcommittees shall have no more than five Board members. SECTION 6.0 STAFF 6.1 The Director of Davenport Parks and Recreation and/or a designated representative of Formatted: Tab stops: Not at 1.61" the department shall serve as staff for the Board. 6.2 The staff shall be responsible for the preparation of the agenda and the provision of all staff support and reports to the Board and its committees. 6.3 The staff shall be responsible for maintenance of all records, reports, and correspondence. 6.4 The Director of Davenport Parks and Recreation designated representative shall record, Formatted: Right, Indent: Left: 1.06", Hanging: 0.56", prepare, and submit meeting minutes to the board at the next regularly scheduled Tab stops: 1.44", Left meeting, as part of the agenda package. SECTION 7.0 ORGANIZATION 7.1 The Board was created by the City Council in 1997 under Section 2.54.080. The board is comprised of 11 (eleven) persons; one to be selected by the Mayor, and one selected by each member of the Council. All appointments are to be confirmed by the City Council. Appointments are made for 3 (three) year terms and shall continue to serve in their full capacity until a successor has been duly appointed. That person can be reappointed. The City Administrator, or a designated representative, shall be an ex-officio member without voting rights. Page 8 SECTION 8.0 ORIENTATIONS 8.1 Newly appointed Board members shall meet with the Director of Parks and Recreation at least one week prior to the first monthly meeting date. He or she will be given a copy of the Ordinance, copy of the By-Laws and rules of procedure, a loose leaf binder (outgoing members are expected to return their binders to the Director) containing park budget, and material under discussion. SECTION 9.0 AMENDMENTS 9.1 The By-Laws, or any part thereof, may be amended at any regular meeting of the Advisory Board when not less than three days’ notice has been given to all members and a copy of the proposed amendment sent with the notice. It shall require a vote of not less than six members to make any amendment or change in these By-Laws. 9.2 Issues brought before the Advisory Board for recommendation shall be considered in a timely manner. Any issue that has been tabled, postponed, or returned for more information shall be considered at the next monthly meeting unless otherwise specified in the motion. SECTION 10.0 TERM REAPPOINTMENT 10.1 End of term notifications are sent by City Administration staff to the board member and the elected official for whom they represent. The elected official will provide feedback to city staff as to who they wish to appoint to the board. If reappointment of the current representative is requested, City Administration staff will contact the board member via email, requesting they complete an application. Reappointment is not guaranteed. 10.2 A completed application is required, for council representative consideration, prior to being appointed or reappointed to the board. All board and commission applications can be found on the City’s website: https://www.davenportiowa.com/government/boards_commissions and can be completed by any Davenport residents wishing to sever. 10.3 Board appointment or reappointment require council action and will take place at a Davenport City Council meeting. Board representatives will be notified by email as to the meeting date and time, members are welcome but not required to attend. Page 9  City of Davenport Department: Parks and Recreation Action / Date Contact Info: | 5/15/2025 Subject: Director's Report Recommendation: Background: Attachments: None  City of Davenport Department: Parks and Recreation Action / Date Contact Info: | 5/15/2025 Subject: Written Staff Report Recommendation: Background: Attachments: 1. 05.2025 Staff Report • • • • • • • • • • • • • • • • • • • • • • • • • o • • • • • o o o o o ▪ ▪ • o o • • • o  o • • • • • • • • o • • • • • • • • • • • • • │ │ • │ │ • │ │ • • • • • • • • • • ▪  City of Davenport Department: Parks and Recreation Action / Date Contact Info: | 5/15/2025 Subject: Riverfront Improvement Commission Report Recommendation: Background: Attachments: None