[1]
Editor's note-Former division 2 pertaining to the Park Board, was amended by Ordinance 2025-06 adopted 2/11/2025. Prior to the replacement this division derived from the following: 1990 Code, secs. 11-101, 11-106; Ordinance 2013-47 adopted 10/22/13; Ordinance 2015-21 adopted 10/13/15.
(a) 
Purpose and scope.
(1) 
The parks department direction is driven by the comprehensive parks master plan approved and updated periodically/continuously by the city council.
(2) 
The parks advisory board (board) is a city council appointed citizen's advisory board created to provide recommendations to the city council.
(3) 
The board is neither over nor under the parks department and will work with the director of the department, who is responsible to the city manager's office (CMO) for the management of the department and its resources.
(b) 
Duties.
The "Midlothian Parks Advisory board," hereinafter referred to as the board, shall have the following duties:
(1) 
Advise and recommend to the city council on matters related to the establishment and improvement of parks and recreation facilities and programs for the city and its inhabitants. Make recommendations to the city council regarding the adoption or subsequent amendments to the city's currently adopted parks, recreation and open space master plan, a component of the city's comprehensive plan.
(2) 
Recommend acquisition and development of additional land and sites for recreational facilities.
(3) 
Recommend the adoption of fees, ordinances, and standards for recreational areas, facilities, and programs.
(4) 
Interface with and advocate for citizens involving parks and recreation and communicate any requests, needs, or petitions at a board meeting.
(5) 
Support parks department events, as available.
(6) 
Attend the annual tour of the parks and participate in a workshop to identify and prioritize needs.
(7) 
Carry out other duties as may be assigned by the city council.
(c) 
Appointment and tenure.
(1) 
The board is composed of seven members appointed by the city council.
(2) 
A member serves at the pleasure of and under the guidance of the city council.
(3) 
Board members serve for a term of two (2) years beginning with the first scheduled meeting in January of the year of appointment. Board and commission member term limits are set at six (6) consecutive years with a mandatory one (1) year off between each six-year term limit on any board or commission.
(4) 
Board members must reside within the city limits.
(5) 
An individual board member may not act in an official capacity except through the action of the board.
(6) 
Board members must be present in order to vote at any meeting. Regular attendance at the board meetings is required of all board members. The following number of absences shall constitute the basis for replacement of a member. Three (3) consecutive absences from meetings of the board shall cause the position to be considered vacant. In addition, the position of any board member who has four (4) absences in a twelve-month period shall also be considered vacant.
(7) 
A board member who seeks to resign from the board shall submit a written resignation to the chair of the board, the staff liaison, or the city secretary. If possible, the resignation should allow for a thirty-day notice so the city council can appoint a replacement.
(d) 
Organization.
Said board is authorized to establish its own bylaws as may be deemed proper, not inconsistent with the ordinances and the charter of the city and laws of the state; and shall provide for regular and special meetings necessary to carry on its own business, separate and apart from the city, except as herein provided.
(e) 
Limitations.
The board shall not be authorized to incur on behalf of the city any expense incident to the operation of said parks and recreation programs, unless expressly authorized to do so by city council. The board shall not knowingly conduct business that has been assigned by ordinance to any other governing or advisory body of the city.
(Ordinance 2025-06 adopted 2/11/2025)
(a) 
Regular meetings.
The regular meeting shall be held on the second Monday of each month, at the hour of 6:00 P.M. at a place designated on the agenda.
(b) 
Notice of meetings.
(1) 
Notice of all regular board meetings shall be emailed, hand delivered, or deposited in the mail to each member of the board at least seventy-two (72) hours prior to each meeting.
(2) 
Notice of all meetings shall be posted at city hall, in compliance with state and local laws.
(c) 
Special meetings.
Special meetings may be called at any time by the chair of the board or by three (3) board members.
(d) 
Place of meeting.
The place of regular meetings shall be at city hall unless otherwise stated in the call.
(e) 
Quorum.
A quorum is a majority of the entire voting membership of the board (being four (4) voting board members). A quorum shall be present for the conduct of official business of the board. The act of four or more board members at a meeting at which a quorum is in attendance shall constitute the act of the board.
(f) 
Rules of order.
Roberts's Rules of Order Newly Revised shall be observed as a general guide for parliamentary procedure.
(g) 
Order of business.
The following shall be the order of business of the board, but the rules of order may be suspended and any matters considered or postponed by the action of the board.
(1) 
Call to order.
(2) 
Updates, presentations and recognitions.
(3) 
Citizens to be heard.
(4) 
Consideration of minutes of last regular meeting and any special meeting held subsequently and their approval or amendment.
(5) 
Discussion and action items.
(6) 
Staff liaison report.
(7) 
Board member comments.
(8) 
Adjournment.
(h) 
Agendas.
The chair or any three or more board members may place an item on the agenda by written request to the staff liaison, council liaison and board chair at least seven days before the meeting. Agenda items requested by an individual board member must be submitted and approved by the chair before being submitted.
(Ordinance 2025-06 adopted 2/11/2025)
(a) 
Appointment of officers.
The board shall elect from its members a chair and vice-chair from among its membership and each officer shall hold office for one (1) year beginning the first scheduled meeting in January or until replaced by a simple majority vote of the board.
(b) 
Duties of chair of the board.
The chair of the board shall preside at the meetings of the board, appoint sub-committees, represent the board at ceremonial functions, support preparation of the meeting agenda and shall perform the other duties ordinarily performed by that officer.
(c) 
Duties of the vice-chair.
The vice-chair of the board, in the absence of the chair, shall perform all duties of the chair of the board. In the absence of both the chair and vice-chair, the most senior member of the board shall perform the duties as chair.
(d) 
Duties of the staff liaison.
The staff liaison shall not be a member of the board. The liaison shall attend all regular meetings and will be responsible for preparing the agenda and minutes for regular and special meetings.
(Ordinance 2025-06 adopted 2/11/2025)
(a) 
Appointment of special sub-committees.
(1) 
Special sub-committees shall be appointed by the chair in a board meeting for consideration and study of any matter not covered by the board during regular and special meetings.
(2) 
The number of board members serving on the special sub-committee must be less than a quorum of the board and shall be fixed at three members.
(3) 
The special sub-committee shall report their findings to the board.
(4) 
Sub-committees will be dissolved upon completion of the charge or task.
(Ordinance 2025-06 adopted 2/11/2025)
The bylaws may be amended at any regular meeting of the board by a majority vote of the members present, provided previous notice of the nature of any proposed amendment shall have been given at least one regular meeting before the action thereon shall be taken. Amendments shall not become effective until approved by the city council. The city council may request recommendations from the board; however, bylaws may be amended at any time without the board's prior approval. The bylaws shall be automatically amended by any future ordinances passed by the city council dealing with matters relating to or applicable to the parks advisory board.
(Ordinance 2025-06 adopted 2/11/2025)