[HISTORY: Adopted by the Town Board of the Town of Berne 11-14-2018 by L.L. No. 7-2018. Amendments noted where applicable.]
The Town Board of the Town of Berne hereby creates a council which shall be known as the "Switzkill Farm Board."
The Switzkill Farm Board shall consist of nine members who shall be appointed by the Town Board for terms of two or three years. One member shall be appointed by the Town Board to serve as the Chairperson. Five members shall be appointed to three-year terms, and four members shall be appointed for two years. Vacancies on the Switzkill Farm Board shall be filled in the same manner as the original appointment, except that a vacancy occurring other than by the expiration of term of office shall be filled only for the remainder of the unexpired term.
Officers of the Switzkill Farm Board shall consist of a Chairperson and a Vice Chairperson to be appointed by the Town Board. The Switzkill Farm Board shall make a recommendation for each position to the Town Board. Each year, at the first meeting of the Switzkill Farm Board, committees shall be established, and the chairperson of those committees shall be appointed with the consensus of the majority of the Switzkill Farm Board members. The Switzkill Farm Board shall appoint a recording secretary to keep meeting minutes at this first meeting.
The Switzkill Farm Board shall meet monthly, at a regularly scheduled time and place, with additional meetings scheduled as needed. Emergency meetings should be conducted with a forty-eight-hour notice when possible, but with never less than two hours' notification. The Town Clerk must be notified of changes to the meeting, including emergency or special meetings. Special meetings may be called at the discretion of the Chairperson, or may be called at the written request of five members, for purposes stated in the call for the meeting.
Meeting agendas and notices shall indicate the time, date, and place of the meeting, and indicate all subject matters intended for discussion. A period of public comment may be made available to attendees. Accurate records of Switzkill Farm Board meetings, including Board members present, all motions enacted and by whom, and the proceedings of the meeting, shall be kept by the recording secretary and filed with the Town Clerk within five days.
A quorum of five members is necessary for the transaction of business. All Board member shall attend a minimum of nine meetings annually unless excused by the Chairperson for exceptional reasons. Failure to attend the minimum number of meetings without Chair approval will result in dismissal from the Board.
Powers and duties of the Board are as follows:
Strategic planning, including but not limited to the following:
Update the comprehensive plan for the property every three years.
Consider and recommend ideas for capital improvements to the Town Board.
Foster strategic partnerships, working cooperatively with those partners to enhance programming and usage.
Recommend policies and regulations that enhance park use and promote safety to the Town Board.
Identify and define the design of programs and services.
Facilitate relationships with Switzkill Farm support groups to align their support with Switzkill Farm needs.
Suggest needed funding through budget requests to the Town Board.
Guide the development, growth and uses of Switzkill Farm and its facilities, including but not limited to the following:
Establish committees such as education, program, land and publicity committees to structure events and activities, and to enhance use of the Farm.
Refine, develop, and implement quality programs designed to engage the public.
Monitor strengths, weaknesses and contributions of programs.
Suggest and implement options for strengthening programs and services.
Foster diverse uses of the park such as stargazing, birding, drama productions, geocaching, concerts, guided hikes, cross-country races, etc.
Identify and write grants that support and enhance programs and services provided by Switzkill Farm.
Submit grants requiring matching funds to the Town Board for approval prior to application.
Develop resources such as picnic and camping areas, an amphitheater, maps, and information boards that enhance use of Switzkill Farm.
Identify and help solve day-to-day problems.
Obtain Town Board approval for any significant changes to landscape, buildings, trails, rules or regulations that pertain to park use and function.
Obtain Town Board approval for any programs involving children unaccompanied by parents, legal guardians, or other parent-authorized adults. This would include but is not limited to bus trips and overnight excursions.
Serve as an advocate for Switzkill Farm, including but not limited to the following:
Inform the public of facilities and programs available at Switzkill Farm.
Advertise relevant information of upcoming events to the public through various media outlets, ads, and online resources.
Enlist residents to join in projects and scheduled activities.
Seek to engage and elicit input from the public.
Provide the Town Board with feedback from the public.
Develop relationships with local civic groups to foster use of Switzkill Farm's resources.
Powers and duties of the Chairperson are as follows:
Set the agenda for Switzkill Farm Board meetings, accepting input from Switzkill Farm Board members.
Act as the Chairperson for all Switzkill Farm Board meetings.
Authorize special meetings.
Approve, supervise and evaluate programs and activities with other Switzkill Farm Board members.
Be responsible for all required reports and documentation.
Ensure materials and supplies are ordered pursuant to the Town of Berne procurement policy.
Sign, approve, and oversee grants to ensure compliance with grant guidelines.
Inform the Vice Chairperson in the event of a necessary absence, providing information for him/her to successfully chair the meeting.
Approve the spending of funds authorized under the Town of Berne procurement policy.
Powers and duties of the Vice Chairperson are as follows:
The Vice Chairperson shall assume and perform the duties of the Chairperson in the event of the absence or disability of the Chairperson, or if a vacancy of that office occurs.
The Vice Chairperson shall assume delegated duties and functions of the Chairperson in his/her absence, or in the event of excessive demand on the Chairperson.
The Vice Chairperson shall represent the Switzkill Farm Board in circumstances when the Chair is not available.
Yearly appropriations will be determined by the Town Board.
The Switzkill Farm Board may not conduct fundraising campaigns.
The Switzkill Farm Board may accept donations. All monetary funds must be turned in to the Town Clerk for deposit in the Town's General Fund.
The Switzkill Farm Board Chair must sign and approve all grant requests, submitting any requiring matching funds to the Town Board for approval before applications are submitted.
The Chairperson of the Switzkill Farm Board shall submit an annual report to the Town Board, outlining the activities, programs, and work of the Switzkill Farm Board throughout the year. It shall include any recommendations that will foster the development and growth of the park. Other reports and recommendations the Switzkill Farm Board deems necessary or advisable, or are requested by the Town Board, shall be submitted by the Chairperson.
The members of the Switzkill Farm Board shall receive no compensation for their services as members thereof.