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News: Amherst Recreation Commission Bylaws

Date Published Author
4/15/2008 12:00:00 AM  Recreation Commission 

Town of Amherst Recreation Commission By Laws Name Amherst Recreation Commission Mission To enhance the quality of life for all Amherst residents  Offer a diverse cultural community and special event activities for all family members  Offer a full array of informational services of all leisure activities and organizations  Provide environmental education and leisure opportunities  Provide professional leisure department assistance to all community groups  Provide quality leisure opportunities in a safe and healthy atmosphere  Provide a well maintained park system and recreational facilities to be used in an optimal, fair and equitable manner  Provide a comprehensive master plan for growth and development Membership Voting Members: The Amherst Recreation Commission shall consist of seven voting members appointed by the Amherst Board of Selectmen. Non- Voting Members: Ex-officio members shall be appointed by their respective Board as follows: Board of Selectmen Representative, Souhegan School Board Representative, and Amherst School Board Representative The Recreation Director shall be a non-voting member. Terms Voting members shall be appointed for a three year term. By adoption of these bylaws (July 1, 2008) the initial term shall be as follows: 3 members-3 year term 2 members-2 year term 2 members-1 year team Members may serve a limit of two (2) consecutive three (3) year terms. The Recreation Director shall serve during tenure with the Amherst Recreation Department. Qualifications Voting members shall be residents of Amherst and have a broad interest in parks, recreation and leisure activities for all residents. Members need not be associated with a particular sport, activity or age group to be considered for appointment. Officers The officers of the Amherst Recreation Commission shall be Chairperson, Vice Chairperson, and Secretary. Election of Officers The Amherst Recreation Commission shall elect one voting member to fill each of the officer positions at the first meeting in accordance with the Town of Amherst fiscal calendar. Meetings The Amherst Recreation Commission shall meet monthly at the Amherst Recreation Department office, 4 Cross Road, Amherst, NH. Meetings will be generally conducted according to Robert’s Rules of Order. Quorum A quorum will be established when a simple majority of voting members are present. Attendance Members must notify the Chair or the Recreation Department in advance of a scheduled meeting if they are unable to attend. The Amherst Recreation Commission will make a recommendation to the Amherst Board of Selectman to replace any member who misses three (3) consecutive meetings or more than fifty percent (50%) a year. Members may request a leave of absence from the Amherst Board of Selectmen when an extenuating circumstance arises. A leave of absence may be granted for a period of no longer than six months at which time the Amherst Board of Selectmen will excuse the member and appoint a replacement. The Amherst Recreation Commission may recommend a replacement candidate to the Amherst Board of Selectmen in the event a vacancy occurs. Responsibilities Duties of Officers Chairperson: Call and preside over all regular and special meetings of the Amherst Recreation Commission. Serve as ex-officio member of all committees and attend any or all meetings upon notification and provide necessary resources. Set agenda for all regular and special meetings of the Amherst Recreation Commission with the Recreation Director. Provide special instructions to subcommittee chairperson. Serve as the official and public spokesperson of the Amherst Recreation Commission. The Chair may designate another voting member of the Amherst Recreation Commission to act as the official Amherst Recreation Commission spokespersons to address specific topics or issues as appropriate. No policy position or vote shall be represented as being the position or vote of the Amherst Recreation Commission unless the Amherst Recreation Commission has formally approved such policy position or has formally taken such vote. The Chair may execute documents or correspondence on behalf of the Amherst Recreation Commission, in concurrence with the Recreation Director, provided that the requirements of the above paragraph are not violated Vice Chairperson In the absence of the Chairperson from any meeting or in case of disability of the Chairperson, the Vice-Chairperson shall assume the duties of the Chairperson. Secretary In the absence of the Chairperson and the Vice Chairperson from any meeting, the Secretary shall assume the duties of the Chairperson for the duration of that meeting. Record and publish the minutes of all meeting of the Amherst Recreation Commission. Duties of Amherst Recreation Commission Represent the general public with regard to Amherst recreational services. Become informed about parks and recreation programs and issues at the local, state, and national level and advocate which will positively or adversely affect recreation for Amherst residents. Foster awareness of the social, cultural, economic, environmental and personal benefits of a comprehensive public recreation program for the residents of Amherst. Identify the recreational needs for the Town of Amherst by assessing and evaluating existing services, i.e. adult population, special needs population, non-profit groups, athletic venues, etc. Evaluate policy issues and make recommendations to the Amherst Board of Selectmen on facility and recreation program policies. Administer policies and procedures as directed by the Amherst Board of Selectmen Adopt a strategic recreation master plan and through periodic review, update and make recommendations to the Amherst Board of Selectmen. Adopt a community improvement plan and through periodic review, update and make recommendations to the Amherst Board of Selectmen. Adopt a capital cost assessment structure to help pay for the capital improvement plan and make a recommendation to the Amherst Board of Selectmen. Advise the Amherst Board of Selectmen on the acceptance of any gift, grant, bequest, or donation for the recreation program. Provide clear purpose to any sub-committee or groups as defined by the Amherst Recreation Commission. Hear appeals and input from with regard to recreation programs and/or policies. Committees The Amherst Recreation Commission shall be comprised of the following committees: Administration, Facility, Program and Peabody Mill Environmental Center (PMEC). Committees will meet outside of the regular monthly meeting. Members shall commit to serving on one (1) committee of the Amherst Recreation Commission during their term. The Amherst Recreation Commission may establish ad-hoc sub-committees or working groups to conduct special assignments as required. Non commissioned members may be named by Amherst Recreation Commission to its standing or ad hoc committees, as needed. Relationship with Recreation Director The Director serves as non-voting ex-officio member with the right to contribute to the meeting discussions. The Director should make reasonable effort to be present at all meetings of the Amherst Recreation Commission, as an advisory officer. The Director is responsible to keep Amherst Recreation Commission members informed on department projects and activities; shall furnish copies of all pertinent documents, make regular reports, maintain permanent records and serves as the communication link between the Recreation Department, Amherst Recreation Commission and the Amherst Board of Selectmen. The Amherst Recreation Commission may offer suggestions and comments on the performance of the Recreation Director to the Town Administrator for potential inclusion in any performance evaluation of the Recreation Director by the Town Administrator. As the Amherst Recreation Commission professional advisor, the Director is expected to keep them abreast of technical advances, as well as park and recreation techniques. To be successful in this task it is anticipated that the Director will participate in professional park and recreation organizations and to attend conventions and meetings of said organization as approved by the Amherst Board of Selectmen. Amendments These By-Laws may be amended or restated from time to time by the Amherst Recreation Commission at any regular or special meeting thereof; provided, however, the proposed amendment, addition, alteration or repeal is stated in the notice of such meeting and approved by the Board of Selectmen. Any such changes will not be considered final until adopted by the Amherst Board of Selectmen. Policy and Procedures Communication Guidelines These guidelines are to assist the Amherst Recreation Commission members to interact with each other and with the Department staff. They are intended to promote a positive relationship between the Amherst Recreation Commission and the Department staff and create a professional atmosphere of mutual respect and cooperation. Be open and honest while always remembering to respect the point of view of other members and staff even though it may be different than your own. Actively support department programs and initiatives wherever possible. The Recreation Director is responsible to manage the department’s operation and staff. Any communication directed to the staff should be communicated by the Director or Town Administrator in the Director’s absence. The following policies and standard operating guidelines are available at the Amherst Recreation Department’s web site www.amherstrec.org or may be obtained at the Amherst Recreation Department’s office. Program Scholarship Policy Zero Tolerance Policy Facility Use Fee Policy Registration Policy & Late Fee Policy Cancellation Policy Refund Policy Photo Policy Approved 4/15/2008