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.