#10 Action on dissolution of Ice Skating Center Advisory Committee and Cable Advisory CommitteeCITY MANAGER’S OFFICE MEMORANDUM
January 13, 2012
TO: City Council
FROM:Rebecca Smith, Management Assistant
SUBJECT: Action on dissolution of the Ice Skating Center Advisory Committee and
the Cable Advisory Committee
Request
The Acting Recreation Director requests the Council approve the dissolution of the Ice
Skating Center Advisory Committee. The Library Director requests the Council approve
the dissolution of the Cable Advisory Committee.
Staff Recommendation
Considering the difficulty in obtaining quorums for these committees and the other
options available for garnering feedback, staff recommends the Council dissolve the Ice
Skating Center Advisory Committee and the Cable Advisory Committee.
City Manager Recommendation
If the Council determines it best not to dissolve one or both committees, I recommend
that we may want to look at the structure and mission of the committees and determine
any necessary changes.
Recreation Recommendation
The Acting Recreation Director recommends the Council approve the dissolution of the
Ice Skating Center Advisory Committee.
Library Recommendation
The Library Director recommends the Council approve the dissolution of the Cable
Advisory Committee.
Suggestion Motion
I move to dissolve the Ice Skating Center Advisory Committee and the Cable Advisory
Committee.
Ice Skating Center Advisory Committee Background
The Ice Skating Center Advisory Committee was established in 1979 and was modified
in 1997. This committee was very helpful when the operations of the ice skating center
were managed by an outside company; however, with city staff managing the center,
the operations are stable. In April 2008 the committee was dissolved due to lack of
attendance, thus leading to an inability to meet because there was not a quorum for
meetings. When the committee was dissolved, the Council approved staff’s
recommendation to add an additional member to the Leisure Services Advisory
Committee (LSAC) to represent the ice skating community.
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In August of 2009 the Council chose to reinstate the advisory committee; however, the
ice skating community representative remained on the Leisure Services Advisory
Committee. Since reinstating the committee, staff has experienced significant difficulties
in obtaining a quorum for meetings of the Ice Skating Center Advisory Committee. In
2011, staff scheduled 6 meetings; 2 of those were held with a quorum of members
present, while the remaining 4 were cancelled due to lack of attendees. Leisure
Services sent a letter to committee members in December 2011 indicating staff’s intent
to bring the dissolution forward and to date has received no comments.
Should the council approve staff’s recommendation to dissolve the Ice Skating Center
Committee, staff would take items requiring feedback to the Leisure Services Advisory
Committee and in fact, has already done so in at least one occasion already.
Cable Advisory Committee Background
The Cable Advisory Committee was established in August 1993 and four years later
public access television began broadcasting. While the Committee was very helpful
during the infancy stages of the public access channel, the operations are now very
stable. In addition, local franchises lost much of their control to the state when the Video
Competition Act (known as Act #42) took effect in 2008. This diminished the role and
responsibility of the Cable Advisory Committee. Since then it has been difficult to find
dedicated members to serve on the committee, and the situation is not unique to
Janesville as many cities throughout the state have disbanded their Cable Advisory
Committees. In addition, those that are most interested in the station prefer to volunteer
as a camera operator or as a Friends member, rather than serve on a committee. The
Committee has met twice in the last year, in comparison to the typical six meetings per
year, due to an inability to obtain interest and a quorum for meetings.
The Library Director discussed this subject with the Hedberg Public Library Board of
Trustees and they welcome the opportunity to serve as a policy making and oversight
board for JATV. JATV and library staff can be assured that if a topic requires feedback,
the Library Board would be meeting in a timely fashion to provide the necessary review.
Pros & Cons to Dissolving these Committees
Pros
1. Saves staff time in trying to administer committees where quorums are routinely
difficult to obtain
2. There are other mechanisms in place that can be counted on for garnering
feedback – Leisure Services Advisory Committee for the Ice Center and the
Library Board for JATV
3. Being part of a committee that can’t be depended on to meet regularly may over
time disenfranchise interested members from wishing to attend future meetings
or to volunteer with the City in general
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Cons
1. Any members that are willing to attend meetings would no longer be able to
continue their service on the committee being dissolved
Analysis
These committees are not functioning properly due to a lack of interest/attendance and,
thus, an inability to obtain a quorum. There are other mechanisms in place to obtain
citizen feedback - Leisure Services Advisory Committee for the Ice Center and the
Library Board for JATV thus, continuing to provide an outlet garner feedback when
necessary.
There are also ways for any existing committee members to be involved in the future if
they so desire, such as volunteering with the Leisure Services Department, becoming a
‘Friend’ of JATV or completing a Volunteer Interest Form. Existing committee members
would also be able to volunteer to serve on any other city boards, commissions or
committees of interest to them.
CC: Eric Levitt, City Manager
Jacob J. Winzenz, Assistant City Manager
Bryan McCormick, Library Director
Shelley Slapak, Acting Recreation Director
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