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CITY OF LAKEVILLE
DAKOTA COUNTY, MINNESOTA
RESOLUTION
Date ____________________________ Resolution __________________________
Motion By _______________________ Seconded By ________________________
RESOLUTION ADOPTING POLICIES AND PROCEDURE FOR THE
LAKEVILLE AREA ACTIVE ADULTS ADVISORY COMMITTEE
WHEREAS, the Active Adults Advisory Committee is in a period of transition; and
WHEREAS, policies and procedures are needed to guide the appointment, makeup and
duties of the Committee.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Lakeville
that the Lakeville Area Active Adults Advisory Committee Policies and Procedures dated April 1,
2015 are adopted.
ADOPTED this _______ day of _____________, 2015, by the City Council of the City of
Lakeville.
CITY OF LAKEVILLE
BY: _______________________________
Matt Little, Mayor
ATTEST:
______________________________
Charlene Friedges, City Clerk
Lakeville Area Active Adults Advisory Committee
Policies & Procedures
April 1, 2015
The duties and responsibilities of the Lakeville Area Active Adults Advisory Committee shall be to:
1. Act as a voluntary advisory committee to provide input and support to Recreation Program
Coordinator
2. Raise awareness and promote the value of Active Adult programming in the community
3. Work with Recreation Program Coordinator to assist in the identification of programming in the
community
4. Work with Recreation Program Coordinator to plan, implement and evaluate Active Adult
programming and events
5. Stimulate participation in active adult programs and events, including volunteer participation
6. By a majority vote of all members (in-person and by proxy), approve expenditures from the
Active Adults account that will benefit the Active Adults and/or its programs
Meetings - The Committee shall hold a regular monthly meeting at a mutually agreed upon date/time.
Special meetings for the purpose of event planning may be held as necessary. All meetings will be held
at the Heritage Center and minutes will be recorded.
Order of Business - The order of business will be conducted by “Robert’s Rule of Order, Revised”. The
Committee year shall be from May 1 through April 30.
City Staff - Recreation Program Coordinator will attend meetings and provide Committee members with
meeting agendas and other pertinent information. Attendance of Recreation Supervisor and Parks
Director may be requested periodically.
Committee Members – Interested parties will submit an application. Two Co-chairs will be appointed by
a majority vote of Committee members. One Co-chair will preside over each meeting. Recording of
minutes will be assigned to one Committee member; if no one is willing to record minutes, the duty will
rotate among Committee members. Minutes will serve as a permanent record of all meetings of the
Committee. There will be a limit of seven members on Committee at any given time. Committee
members will commit to a volunteer position (staggered) 2-year term beginning in May. If there are
vacancies on the Committee, interested parties may apply to join the Committee at any time.
Sub-Committees -May be formed as needs arise. Each sub-committee will report its activities and/or
written recommendations to the full Committee.
Membership Attendance – Meetings will be open to any current Active Adult member as an observer at
any meeting. If a member has a topic they would like addressed, they will provide that information prior
to the meeting or, if not possible, presentation to the Committee for discussion at that time or at a
future meeting.
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Voting - All motions presented for a vote of the Committee shall be decided by a majority vote if there is
a quorum. Committee members absent from a meeting may sign a proxy form in order to cast their vote
on financial decisions or other major decisions impacting the Active Adult membership, provided that
committee member is aware the details of what they are voting on.
Attendance – Attendance is expected at monthly meetings. However, if there are extenuating
circumstances, let Recreation Program Coordinator know of your absence prior to the meeting.
Unexcused absences in excess of three meetings in a Committee year will result in a decision of whether
the Committee member should continue.
Fundraising – A percentage or dollar amount from mutually agreed upon fundraisers/events will be
earmarked for use by Lakeville Area Active Adults programs (to be negotiated by City Staff and
Committee members prior to start of planning of fundraiser/event). All fundraisers must be overseen by
Recreation Program Coordinator or other City staff and have an adequate participation by Active Adult
volunteers.
Payment of Expenditures – All expenditures by the Lakeville Area Active Adults will be voted on and
approved expenditures requested via Request for Reimbursement, signed by Claimant, Recreation
Program Coordinator and Recreation Supervisor. Recreation Program Coordinator will provide
Committee members with printed balance sheet with revenues and disbursements as necessary, on a
monthly or quarterly basis. (Exhibits A & B)
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EXHIBIT A
REQUEST FOR REIMBURSEMENT (SAMPLE)
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EXHIBIT B
BALANCE SHEET (SAMPLE)
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