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Home My WebLink AboutA001 - Agreement for Establishment and Organization of the Office of the Director of Parks and Recreation AGPE'EMENT FOR THE ESTALt_r_ISHM'ENT I;ND ORGANIZATION OF -THE OFFICE OF THU, DIRECTOR OF PARKS AND RECREATION. The Park Board of the City of Ames , Iowa, hereinafter referred to as the "Board ' and the Recreation Commission of the City of Ames, Iowa, hereinafter referred to as the "Commission with the approval of the City Council of the City of Ames, Iowa, hereinafter_ referred to as the City Council, under the general powers and authority of each of the three bodies, in order to (! effect greater and efficiency in the operation of the I reater econo i parks and the recreation facilities of the City of Ames, do I I hereby agree to consolidate, operate, and function as a joint commission, in accordance with the following organization and conditions: 1. Department of Parks and Recreation: a. The Department of Parks and Recreation of the City of Ames is hereby created effective January 1, 1970. b. The Department of Parks and- Recreation shall include: (1) A Director of Parks and Recreation, herein- after referred to as the Director, and such assistants and cleric El ° personnel as may be approved by the joint Park and Recreation Commission. (2) A Department of Parks to operate the park system of the City of Ames. (3) A Department of Recreation to operate the recreation facilities and to plan and adniint,:;ter the recreation program for the City of Ames. C. The Director shall be appointed from a certified I list approved by the Civil Service Commission by the Board and the Commission meeting as a joint commission. d. All employees of. the Park and Recreation Departme t shall be employees of the City of Ames and shall be under Civil Service provisions of the Ames Municipal Code. I -2-- . 2 . Joint_ Coi-snission Meetings a. Meetings of the joint commission may be held when called by the two chairmen at such times as they deem such a session is -warranted and shall, in any case, be called for the following purposes : (1) Consid-ering applications for the position of Director of Parks and Recreation. I k2) Considering the discharge of the, Director of Parks and Recreation for cause. i (3) Annually, to review and approve the proposed budget for the Department of Parks and Recreation in time to be submitted to the City Manager for incorporation into his' . proposed budget for the City of Ames. (4) Consider and approve recommendations of the Director concerning any plans, operations or activities of the Park and Recreation Department which must be submitted to the City Council for approval. b. A quorum of the Park Board members and of the Recreation Commission members shall be necessary to. constitute a quorum for the joint commission. C. The chairman of the Park Board, if present, shall preside at meetings of the joint commission held during the period January through June of each year and the chairman of the Recreation Commission, if present, shall preside during the remaining period of the year. In the absence of the chairman whose duty it is to preside, the other chairman, if present, shall preside. if neither chairman is present, a chairman pro , tem shall be elected by a majority vote of those present. d. I.n voting on all questions the Board and the Commission shall each have one vote. A Director will not be hired except by unanimous vote. If there should be disagreement as to the discharge of the Director, the question will be referr.e !� --3- �i t.o and determined by a majority vote of the City Council at a regular meeting. Other questions as to which there is a divided vote may be submitted to the City Council for determination, if the two Chairmen agree that an impass has been reached on i a question which must be resolved. (I� 3. Responsibilities of the Park Board: fl { The Park Board, in accordance with the provisions �I of the Municipal Code and Chapter 370, Code of Iowa, 1966, shall retain and exercise its responsibility for: I a. Reviewing and approving recommendations to i the City Council, prepared by the Director, for the acquisition or disposition of park land and facilities. b. The establishment of general policies and guidelines for the Director for the operation of the park system. C. The review and approval of the budget prepare f by the Director for the operation of the park system before it is made a part of the budget of the Parl:.0 and Recreation Department i and submitted to the City Manager. 4. Responsibilities of the Recreation Commission: The recreation Commission, in accordance with the provisions of the Municipal Code and Chapter 377 , Code of Iowa, 1966, shall retain and exercise its responsibilities for: a. Reviewing and approving recommendations to the City Council prepared, by the Director, - for the acquisition or i disposition of recreational facilities . ib. The establishment of general policies and guideli es i i for the Director in the operation of the Department of Recreation. C. The review and approval of the budget prepared t by the Director for the operation of the recreation program before it is made a part of the budget of the Parks and Recreation Department and submitted to the City Manager. i I I� i I I I i i 5 . Responsibilities of the Director: E _ The Director shall be a civil service employee of the City of Ames, Iowa, and shall be charged with the following duties. and responsibilities : a. He shall hire and discharge all employees in the Department of Parks and Recreation, in accordance with Civil Service rules and procedures and regv-lations . �. He shall prepare a proposed annual_ budget for the Park Department, the Recreation Department and the Parks and Recreation Department and submit the first two budgets to the responsible board or commission and the third to the joint commission for consideration and approval before the combined budget is submitted to the City Manager in accordance with his announced schedule. C. He shall operate the Park system to the best of i his ability in accordance with the policies established by the Park Board. C. He shall operate the Recreation program to the best of his ability in accordance with the policies established by the Recreation Commission. e. He shall prepare and submit to the appropriate board or commission or the joint commission, plans and recommend- ations for the improvement of the organization of the Park.-land Recreation system, including the consolidation of operations and activities or the transfer of an activity from the responsibility of either the board or commission to the other or to the joint commission. f. He shall make all purchases of supplies and materials for his department through the Department of Purchasing for the Citv of Ames. _ I j s, I jg. He shall use the services of the Finance Departm t of the City of Ames. All accounting proceedures, payroll_ and financial reports and other financial operations shall be in accord with the directions and instructions of the Director of Finance. All monies collected by his departments or any of its activities shall be turned in tothe Finance Department and all disbursements will be made through such department. h. He shall call upon any and all other departments of { 1 I the City of Ames for such assistance as he requires. He in turn will cooperate with other departments of the City insofar as practicable in order to improve and enhance the efficiency and effectiveness of the city administration. i. He shall, at the end of the fiscal year, prepare a report for the Department of Parks and Recreation to be sub- mitted to the City Council after approval in pertinent part by the responsible board or commission and the joint commission. 6. Amendment or termination of. this Agreement: This Agreement. may be amended or terminated only by the City Council upon the unanimous recommendation of the joint commission, where the Park Board and the Recreation Commission each had one vote, or by the City Council after a public hearing is set and announced ten days in advance. Dated this day of 1969. 4" City Clerk Mayor Clerk-Park Board Park Board Chairman Secretary-Recreation Chairman-Recreation ComxAssion Commission I