Title
a. Receive a report on changing the Parks Commission meeting frequency from every other month to quarterly; and
b. Support staff recommendation of moving to quarterly meetings.
Report
RECOMMENDATION:
It is recommended that the Parks Commission:
a. Receive a report on changing the Parks Commission meeting frequency from every other month to quarterly; and
b. Support staff recommendation of moving to quarterly meetings.
SUMMARY:
The County of Monterey Parks Commission currently meets every other month, on the first Thursday of the month based on the by-law requirement of meeting at least four times per year. Staff recommend changing the meeting frequency from every other month to quarterly.
DISCUSSION:
On April 26, 1966, the County of Monterey Parks Commission (Commission) was established via Resolution 66-185. Over the next sixty years, the Commission and Board of Supervisors have approved various resolutions redefining, adding and deleting various duties, rules and regulations. One regulation that has not changed is the meeting frequency, which is at a minimum four times per year on the first Thursday of the respective month.
For various reasons, meeting frequency has changed from time to time from quarterly, monthly and every other month. The Commission currently meets every other month, beginning in February of each year. Given that there have been dramatic cuts and changes to departmental budgets, including the Public Works, Facilities and Parks Department’s, Parks and Lakes Division budget, staff is seeking to reduce costs wherever possible. One way to reduce staff costs is by reducing the meeting frequency of the Commission. By doing so, staff costs would be reduced with regard to meetings, agenda and scheduled item preparation in addition to staff participation at the meeting.
The staff’s time to prepare a Commission meeting is five to ten hours depending on the items being presented. When significant research is required for scheduled items, staff time can greatly increase. The approximate cost to prepare and attend a meeting is approximately between $1,500 to $3,000 plus. Over the course of a year with meetings every other month, annual costs can range from $9,000 to $18,000.
Changing to quarterly meetings, should not impact the work that the Parks Commissioners undertakes and if the need arises, a special meeting can always be scheduled to address time sensitive matters.
Staff requests the Parks Commission change to quarterly meetings rather than every other month.
OTHER AGENCY INVOLVEMENT/COMMITTEE ACTIONS:
None.
FINANCING:
No financing for this action but it will reduce staff costs associated with preparing agenda and scheduled items.
Prepared by: Bryan Flores, Chief of Parks, (831) 796-6425
Approved by: Randell Ishii, MS, PE, TE, PTOE, Director of Public Works, Facilities and Parks
Attachments:
Attachment A - Parks Commission Bylaws