Board Member Orientation
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Transcript of Board Member Orientation
Board Member Orientation
OverviewIntroduction and WelcomeMissionThings you need to knowResponsibilitiesResidents/Constituents/CustomersPitfallsStaffPartners/Friends/ResourcesWhen your term ends…
Mission District Mission Statement
The mission of the South Whidbey Parks & Recreation District is to provide all residents and visitors in the district a variety of recreational activities and facilities. This should be fun and safe and be well integrated into our island community and environment. It should also be educational and healthful, providing opportunities for individuals and our community to play well together. It is our mission to best achieve this through community participation.
Suggested Commissioner Mission Statement“Providing the Best Park and Recreation Services in
the USA for Your Residents.”
Things you need to knowRevised Code of Washington (RCW)
Govern the creation of special districts, elections, terms, and levies for maintenance and operations
Copy of specific RCW that applies only to Park and Recreation Districts included in your packet (Appendix A)
SWPRD BylawsGovern the board set up and operation, meetings,
committees, and relationships of board members.Based on RCW Copy in your packet (Appendix B)
Insurance$10,000,000 each wrongful act and $10,000,000 aggregate
for acts committed in their role as a commissioner
Commissioner’s Authority Part of a group 20% of the action the third Wednesday of every
month No authority any other time
Policy vs. Administration Board decides what to do/staff decides how to do it
Responsibilities
ResponsibilitiesBoard Meetings
It’s a Job-Requires Work Packet Friday Before-read it
Be Present and Punctual Length of Board Meetings Stick to the Agenda Meeting Discussions
Be Brief Repetition weakens your position Something that needs to heard or something you need to
say? Don’t restate another commissioner’s points Write out your thoughts before the meeting Define how the action will benefit the residents
ResponsibilitiesBoard Meetings
Learn by Asking Exaggeration in Speech The Chair
The Chair’s problems Learn to Count
One of Five/need two others to agree with you Devils advocate
“The staff proposes and the Board disposes” Question Proposals
Never forget who the customers are
Residents/Constituents/Customers Residents view of Parks and Rec
Pleasant, Fun and Interesting Daily Contact with Customers
Never argue with the residents-put them in touch with Director Home Telephone Calls
Rule of Ten Always get the person’s name Listen to the question or complaint Obtain specific information
Operational/Program Issues – Either provide the party with the Director’s phone number or provide the party’s phone number to the Director. Trying to solve these issues as an individual Board member may create problems and/or additional issues. Learn to say those issues are not Board decisions, but I will have the appropriate staff contact you.
Policy Issues – Either share the issue with the Director or the Board Chair. Determination then can be made if it needs to be addressed at a formal Board meeting.
PitfallsThou Shalt Not Sin
NRPA Code of Ethics (Appendix C)Conflict of Interest
Legal AspectsPerception/Preferential Treatment
NepotismPerks and FreebiesThe Media
Free speechChair or designated contact
PitfallsDirty Linen
Board or Director firstMeeting Surprises
Study both sides of an issue before actingSingle Issue Commissioner
Provide broad base knowledge at meetings to what the community desires (no personal issues or being a “Board of One”)
CrusadersTalking About Money
Relationship with StaffConduit for Questions and Ideas – Information,
questions, inquires and concerns should flow to and from the Board through the Director. This allows for all to know what is going on. The Director may instruct staff to respond directly back to a Commissioner and discuss details as they relate to their particular department.
Director will share a Commissioner’s inquiry or request with the entire Board to keep communication equal with all Board members.
Staff is expected to keep a formal relationship with the Board members at official Park District functions.
Relationship with StaffCommissioners receive a monthly board meeting
packet link via e-mail. Included is Board packet materials, miscellaneous memos, articles etc…
Commissioners will receive e-mail alert items and general reminders as necessary.
Commissioners will receive calls if the issue is an emergency, is really important or to provide a verbal brief of a Board meeting item.
StaffDirector
District’s administrator-runs the operationOnly staff member hired by boardExecutes policies set by the board
Other StaffReport to DirectorHired by Director to implement policiesTalk to them: Ask them questionsDo not give instructions or ask them to do
somethingGive your thoughts to the director
Board Vision “The Big Picture”
Establish the elements of a good park system; Board sets the broad base and staff carries out the details.
Ideas & Recommendations – Need to be shared with the Director. If you feel strongly ask that the item be placed on an upcoming agenda
Residents
Board of Commissioners
Parks and Recreation
Director
Administrative Assistant/Office
Manager
Facility and Grounds
Supervisor
Maintenance/Laborer 1
Maintenance/Laborer 2
Program Coordinator
Standing/Advisory Committees
Attorney
OverviewOrganizational Chart
Partners South Whidbey School District-Inter-
local Agreement Washington Department of Fish and
Wildlife (WDFW)-Operations Agreement
South Whidbey Parks and Aquatics Foundation
Athletic Committees/Organizations Falcon Youth Cheerleading Falcon Youth Football Island Rowing Association South Whidbey Little League South Whidbey Youth Soccer Club South Whidbey Yacht Club
Contractual Programs Baseball Jazz Challenger British Soccer Clancy’s Ski School & GRO Club Volleyball Coupeville Community Ed. Everyone Can Dance Family Resource Center
The Hub Island Athletic Club Island Strings Jack’d Skimboards Maxwelton Outdoor Classroom &
Whidbey Watershed Stewards Music in the Classrooms Northwest Language Academy Outdoors for all REI Outreach Skyhawks South Whidbey Children’s Center South Whidbey Commons Supang Skills Training Academy Swim South Whidbey Tiger Martial Arts Whidbey Institute Whidbey Island Kayaking
Company WSU Beachwatchers WSU Island County Ext.
Partners/FriendsPartners Other Community
Organizations Bayview Community Hall City of Langley Equestrian Crossings Friends of Goss Lake Island County Keepers of the Game
(Golf) Open Water Swim Group Scatchet Head
Community Club Senior Services of Island
County
Whidbey Island Center for the Arts (WICA)
Whidbey Island Children’s Theater
Whidbey General Paramedics & EMS
Friends All Three Chamber of
Commerce Organizations
Both Rotary Groups Lions Club Kiwanis Club
ResourcesWashington Recreation and Park
AssociationThe National Recreation & Park
Association (NRPA)EndurisMunicipal Research and Services Center
of Washington (MRSC)
•Program Guides•Website•www.swparks.org•Social Media•Facebook•Twitter•@SWParksAndRec
Public Relations
When your term endsCommunicate with the director your
intentionsRun Again?Get off the Merry-go-round?
QuestionsThere will be questions, now or later, don’t
hesitate, ask. The existing Board members will assume that
you have the same base knowledge that they have and will unintentionally gloss over things they assume that you know. Ask.
If you run into something you are unsure of and need some clarification. ASK!The only stupid question is the one not
asked.