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The following items were discussed at the regularly scheduled November Parks and Recreation <br />Committee meeting. They are included here and were used at this special meeting of the <br />committee as a departure point, so as to build upon rather than repeating what had transpired at <br /> <br />previous meetings. <br /> <br /> <br />Who do we contact if we know we can’t make an upcoming Park and Recreation <br /> <br />meeting? <br /> <br />How will the rest of the committee be informed if there will not be a quorum <br /> <br />present? Or that the meeting is to be cancelled? <br /> <br />Will there be a staff person who can research previous decisions, motions and <br /> <br />historical data? <br /> <br />Who do we contact for legal requirements? (Posting for quorums and additional <br /> <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 /> <br /> <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 /> <br /> <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 /> <br /> <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 /> <br /> <br />indicated they would like the City Council to address these concerns. <br /> <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 /> <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 /> <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 /> <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 /> <br />