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The following items are extracted from the regularly scheduled November Parks and <br /> Recreation Committee meeting. They are included here and were used at this special meeting <br /> of the committee as a departure point, so as to build upon rather than repeating what had <br /> transpired at previous meetings. <br /> • Who do we contact if we know we can't make an upcoming Park and Recreation <br /> meeting? <br /> • How will the rest of the committee be informed if there will not be a quorum <br /> present? Or that the meeting is to be cancelled? <br /> • Will there be a staff person who can research previous decisions, motions and <br /> historical data? <br /> • Who do we contact for legal requirements? (Posting for quorums and additional <br /> meetings, coordination of committee email communications, forwarding legal <br /> questions or issues for input from the city lawyer, etc.) <br /> • Removing a committee member to record meeting minutes does not work well. <br /> Essentially, one of our members is removed from discussions, brain - storming and <br /> the group interactions. Overall our meeting is less effective. <br /> • Park and Recreation Committee members did not volunteer to be minute takers. <br /> We may lose members who do not type well or who feel it is a poor use of three <br /> hours of their time. <br /> • The Park and Recreation Committee will have a more difficult time recruiting <br /> volunteers with more of our volunteer hours going to "support issues" and less to <br /> offering our community park related programs. <br /> • These issues will be difficult to overcome. All committee members present <br /> indicated they would like the City Council to address these concerns. <br /> VI. Issues: <br /> 1. Taking meeting minutes and preparation of meeting packets: <br /> Taking and preparing meeting minutes is a burden on the committee. Committee members are <br /> volunteers interested is maintaining and improving the City's parks. Committee members did not <br /> volunteer to do secretarial work and lack the required skills. Because of our limited skills, taking <br /> minutes removes one committee member each month from full participation in the meeting <br /> discussions. <br /> 2. Consistency of staff support from the City: <br /> Parks and Recreation has gone from having a dedicated full time City staff assistance to (in the <br /> perception of the committee) no staff assistance. <br /> 3. Legality of Committee actions: <br /> There are certain State statues, such as the open meeting and record keeping, that the committee <br /> must follow. In addition, the committee members are volunteers; not elect officials nor city <br /> employees. There are limits to what volunteers can do. Actions that obligate the City should be <br /> done by either City staff or elected officials/ <br /> 4. Access to Parks and Rec History <br /> There is a frequent need to research or to know the past history of committee and council actions. <br /> Consistency of actions or decisions from one year to the next is an important aspect of <br /> management. Membership on this committee has been rather stable, but as individuals are record <br />