2011-12-07 P & R Set Agenda w/Handouts

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keeping is not. There is a continuing need to have access to minute or general knowledge of past actions. 5. Projects requiring research and follow -up during normal business hours: In prior years the Parks and Rec staff assistant handle all committee business that had to be done during normal business hours. The majority of committee members are not available to do business during the normal work week. VII. Proposed Solutions 1. Hire a Scribe: See the recommendation below. The committee has tried to have a committee member take the minutes. That is not a satisfactory solution. The committee strongly feels that a dedicated and skilled person is needed to take and maintain the minutes. See actions items 2. Increased Assistance from the Staff: The general perception of the committee members is that the committee has gone from excellent staff support to no staff support. The City Administrator needs to take action to provide the committee the needed support. This support may come from multiple staff members rather than one dedicated member. See City Administrators e-mail message to his staff dated Nov. 30, 2011. 3. User friendly Special Events application: The City has a Special Permit form. That form is a one size fits all form that covers the complexity of major events. A simple one page form is need for those who come in and request the use of a city park for a single event or for use of sports facilities on a regularly scheduled basis. This would simplify the process and ensure the required minimum information is available. 4. Add an "Action Item" section to the routine meeting minutes: To make it easier to track action items, a new section will be added to the standard meeting minutes. See section X below. 5. Recruit volunteers to take on specific projects: It may be helpful to recruit a series of volunteers to work specific projects for the city. Examples of these project may include: Music -in -the- Parks, Fete de Lacs sporting events, maintenance of city gardens, city historian. VIII. Recommendations: 1.1. The following motion was made by Committee Member Seeley, seconded by Committee Member Haiden. The motion carried unanimously. "Request City Council approve funding to hire a committee scribe. The requirement is for five to six hours per month to transcribe meeting minutes at an estimated cost of $900 per year." IX. Adjournment: Motion was made by Committee Member Grahek. Seconded by Committee Member Peterson, to adjourn the November 29 special meeting of the Parks and Recreation Committee at 7:35 p.m. All in favor. Motion carried unanimously. X. Action Items: