HomeMy WebLinkAbout10A 2. - Communications/Technology Advisory Committee
EiYlAWS
OF
COMMUNICATIONS ADVISORY COMMITTEE
Ad9pted Febryary 6,-2006
Amended N9vember ~;, 200+
COMMUNICATIONS AND TECHNOLOGY ADVISORY COMMITTEE BYLAWS
Adooted Februarv 6. 2006
Amended November 5. 2007
Amended Auaust 18. 2008
SECTION 100:
PURPOSE
101 :
102:
The ouroose of the Communications and TEfchnoloav Advisorv Committee bvlaws is to.
orovide a set of ooeratina orocedures for the Committee. and to establish a code of.
ethics and conduct.
The Bvlaws shall be reviewed annuallv bv the Communications and Technoloav
Committee. and any chanaes or amendments aareed to bv a maioritv vote of the
Committee shall be recommended to the City Council for adootion at its annual
meetina. The City Council conducts is annual meetina as the first meetina in Januarv
of each Year.
SECTION 200:
STRUCTURE OF COMMITTEE
201:
202:
.
COMMITTEE CREATED: The Prior Lake Communications and Technoloav Advisorv .
Committee is created for the City. its ouroOSl3 to be of an advisory nature to the City
Council and staff on issues related to communications and technoloav.
The Committee shall consist of two Councilrnembers. and three citizens aooointed bv .
the City Council. Onlv residents of the City who are at least 18 years old shall be
considered for aooointment. The members shall serve terms of three (3) years from
November 1 to October 31.
The members of the Communication and Technoloav Advisorv Committee shall elect
officers in accordance with the orocedures 01 oaraaraoh 205 herein.
DUTIES OF THE COMMITTEE: The duties of the Communications and Technoloav
Advisorv Committee are as follows:
1. Review and comment on communications and technoloav olan and budaet.
2. Monitor oroaress of imolementation of the communications and technoloav olan.
3. Provide suaaestions for enhancements of communication and technoloav tools to
be used.
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4. Make recommendations for enhancina te!chnoloay to improye the City's relationshio
and communication with the public in dav-to-day business affairs.
5. Make suaaestions for ways to oromote community oride. identity and imaae.
6. Suaaest modifications to cable television auidelines.
203:
APPOINTMENT:. .The Committee shall consist of five (5) members appointed by the
Prior Lake City Council for a term of three (3) years from November 1 to October 31.
The Committee shall consist of two Councilmembers. and three citizens who live in
Prior Lake. Committee members may serye based upon attendance and particioation.
continued residence in Prior Lake and in accordance with the term limit oolicv
established by the City Council. The City Manaaer and Communication Coordinator
will provide staff suooort services to the Committee.
204:
VACANCIES: If the office of Chair becomes vacant the Communications and
Technoloav Advisorv Committee shall aoooint a reolacement as set forth in oaraaraoh
205 herein. If the Office of Vice-Chair becomes vacant. the Committee shall elect a
successor from its membership at the next maular meetina. and such election shall be
for the unexpired term of said office.
Should a member resian. or otherwise vacate a seat on the Committee. Prior Lake City.
Council shall aoooint a replacement to complete the term in the followina manner:
1. Apolications are solicited. A Notice of the vacancy is made oublic and individuals.
may be encouraaed to consider the oosition.
2. The City Manaaer or his desianee. the City Council member who has been'
aooointed as the liaison to the advisorv authority. or who has been aooointed to
serve on the work aroup. and the committee chair (unless the aopointment is the
committee chair aooointment or re-appo,intment. or in the case where no chair has
been determined) shall interview all candidates and make a recommendation to the
full City Council. No person will sit on any advisorv authority charaed with the
selection of the successor for that oerson.
3. The recommendation of the interview oanel shall be oresented to the City Council'
and the Council may acceot or reiect the recommendation. If the recommendation
is reiected. the City Council shall aoooinl another individual or decide to reooen the
vacancy to the oublic for new candidates.
205:
OFFICERS: The Officers of the Prior Lake Communications and Technoloav Advisorv'
Committee shall be a Chair. Vice-Chair and a Secretary. The City Manaaer or his/her
desianee shall serve as Secretarv of the Committee.
Chair: The Chair of the Committee shall be appointed from amona the Committee's
membershio for a two-year term in November bv maioritv vote of the Communications
Advisorv Committee. The duties of the Chair include: (1) Review and aporoval of
meetina aaendas: (2) Presidina at meetinas: (3) Particioatina with the City Council in
the selection of Committee members: and (4) Reoresentation of the Committee as
aporopriate.
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Vice Chair:. The Vice-Chair shall be selected annually by the Committee and shall
perform the duties of the Chair in his/her absence. The Vice-Chair shall assume such
other duties as assianed bv the Chair.
Secretary:. The City Manaaer or his/her desianee shall act as the Secretary and shall.
be responsible for recordina and compilinq a written summary of all official activities of
the Committee.
206:
TERM LIMIT: It is the policy of the Prior Lake City Council to impose a three-term
(nine-vear) service limitation for all appointed positions within the committees and
commission. Partial terms do not count toward the term limitation. The purpose of the
term limit policy is to encouraae resident participation on City advisory bodies and
provide community members with the opportunity to participate in their local
aovernment.
,207:
PERFORMANCE CRITERIA: Annuallv the Committee shall perform a written self-
evaluation on the followina:
1. Implementation of the preamble.
2. Member's personal attendance and participation.
The Committee shall forward this evaluation to a review committee comorised of the
staff member assianed to the Committee. City Manaaer and one member of the City
Council. The review Committee shall present this report and any additional comments
to the Council bv the first week of December for action and recommendation at the
annual meetina in accordance with the Council Bvlaws.
208:
REMOVAL OF MEMBER: Any member of the Communications and Technoloav
Advisorv Committee may be removed from office for iust cause bv a two-thirds (2/3)
vote of the entire City Council. Such membm shall be entitled to a public hearina
before such a vote is taken. In addition, any member may be removed for
nonattendance at Communications and Technoloav Advisorv Committee meetinas by
action of the City Council.
SECTION 300:
CODE OF ETHICS
.
301:
POLICY STATEMENT: The City of Prior Lake recoanizes that our system of
democratic representative aovernment is dependent in larae measure upon people
havina trust and confidence in their oublic officials. OFFlflloVO:3 :;:~-J-aeeR.t&. The public
riahtfullv expects that aovernmental officials. omolovoo€: Gnd aoont€:. will conduct City of
Prior Lake business in ways which benefit the public aenerallv and that public office
and oo€:ition€: will not be used chieflv or improperlv to advance personal interest. The
City of Prior Lake has pledaed that the aoals of fair. efficient and honest aovernment
will be fostered and that it will strive for inteGrity and obiectivitv from all of its officials..
omoloveoE:. aEJEJeinto?,:: ?n-j vell,jntgerE:.
The City of Prior Lake finds that the proper operation of democratic representative
aovernment reauires that:
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1. P\,jglic offic?"z ::~j or:T-1glo\'oosElected and appointed officials :-be:>.< independent.
impartial and responsible to the people;
2. Governmental decisions and policv be made in the proper channels of the
aovernmental structure:
3. Public office and position not be used for personal aain: and
4. The ,l2p.ublic have confidence in the inteclrity of its aovernment.
This Code shall be liberally construed in favor or protectina the public's interest in full
disclosure of conflicts of interest and promotina ethical standards of conduct.
302:
PURPOSE: The purpose of this Code is to:
1. Establish standards of ethical conduct for sCitv elected and appointed officials,-
omplovoo:. :.::J9ime:s :.~:l volllntoors in dealina with conflicts between oersonal
interests. . and thosointerests of the sCitv and interests of those who do business
with the Citv of Prior Lake:
2. Reauire disclosure of private financial or other interests in matters affectina the
City of Prior Lake:
3. Provide clear auidance with respect to such standards bv c1arifvina which acts are .
allowed and which are not:
4. Promote public confidence in the intearitv of the aovernance and adrr;~;st<atiGA-of .
the City of Prior Lake:
5. Provide for the consideration of potentiall ethical problems before they arise. to
minimize unwarranted suspicion and to enhance the accountability of the City of
Prior Lake's aovernment to sC.itv residents: and
6. Provide for the fair and effective administration and enforcement of this Code.
Nothina in this eafag~:.::":section should be construed to impair the abilitv of City of
Prior Lake's elected and appointed officials GUiG'?"S ?~j omplovoos to participate in
ceremonial. representational. or informational functions in the pursuit of their official
duties.
303:
CONFLICT OF INTEREST: An elected or apPointedofficial..:~~'')voo. 3poointoe and
voluntoor may not use his or her oosition or office or take or fail to take any action. or
influence others to take or fail to take any action. in a manner which he or she knows.
or has reason to believe. mav result in a personal or financial benefit not shared with a
substantial seament of the City of Prior LakE!'s population. for any of the followina
persons or entities:
1. hHimself or herself:
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2. aA member of his or her household, includinq his or her spouse or domestic
partner and his or her dependents, or the employer or business of any of these.
oeoole-Hste~ :~ :;:'l':::::xn::r:.:::~::3 ~:
3. aA siblina or steD-siblina. steD-child. Darent or steD-Darent. niece or neDhew. uncle'
or aunt. or arandparent or arandchild of 13ither himself or herself. or of his or her
soouse or domestic oartner. or the emplover or business of anv of these oeoole:
4. aAn outsido employer or business of his or herS,ef-:f ~i: aH:I:~ :;:JUSO or
domostic p3rtnor, or comoono who work!:: for cuch :>~~~s;jo omplovor or bucinocc:
5. aA customer or client (or former customm or client within the precedina 12
months):
6. aA oerson or entitv from whom the elected or appointed .official Gf-:",,("9>,tee-has
received an election campaian contribution of more than $200 in the aaareaate
durina the past election cycle:.
7. aA substantial debtor or creditor of his or hers. or of his or her spouse or domestic .
partner: and
8. A nonaovernmental civic moup. union. social. charitable. or reliaious oraanization .
of which he or she (or his or her soouse or domestic partner) is an officer or
director.
304:
GIFTS AND SPECIAL CONSIDERATION: An elected or appointed .official. omplovoo.
3poointoo 3nd voluntoor. mav not use his or her pocitionoffice. to directly or indirectly.
solicit anv aift or special consideration from anv person. business or oraanization
havina known business. administrative. leaislative or financial relationship with the Citv
of Prior Lake for himself. herself or anv relative or individual identified within 303. that
could be reasonablv perceived to influence actions or decisions related to City of Prior
Lake business.
The term aift shall be defined broadlv to include but not be exclusivelv limited to meaA-
monev. a loan. tanaible or intanaible personal property. a promise. services. travel.
entertainment. hospitalitv. food or beveraae. Special consideration means any
.privileaes. benefits. exemptions. treatment or advantaae bevond what is aenerallv
available to Citv of Prior Lake residents.
Nothina within this paraaraph shall prohibit contributions which are solicited or received
and reported in accordance with Minnesota law.
305:
NEPOTISM AND PATRONAGE: No oobIiEr-elected or appointed .official or emplovee
mav appoint or hire. supervise or be in a dimct line of supervision. inoludina bv
oontr30t. anv relative or individual identified in 303. unless such situation arises throuah
the competitive bid process.
No oobIiEr-elected or appointed official or employee may promise an appointment or
use his or her influence to obtain an appointment to anv position as a reward for anv
political activitv or contribution.
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306:
MISUSE OF OFFICIAL POSITION: No f*ffiIi6-elected or appointed official Gf-
emolo'/oe may use his or her official position for a pUrPose that is. or would to a
reasonable person appear to be primarilv for the private benefit of the eu9li6-official~
ornolo'/oe) or r::'::~j':e-or an individual identified in 303.
307:
MISUSE OF CITY PROPERTY: An elected or appointed official. omplovo::. ::::::::00ltee-
or voluntoor must refrain from allowina the use q~ C3~~:t t~9-Y&8-of any oerson. funds.
or property under his or her official control. direction. or custody. or of any City of Prior
lake funds or oropertv. for a pUrPose which is. or to a reasonable oerson would
appear to be. for other than a City of Prior lake pUrPose.
Nothina in this paraaraph shall prevent the private use of City of Prior lake property
which is available on eaual terms to the public aenerallv (such as the use of librarv
books or tennis courts) or the use of City of Prior lake oropertv in accordance with
municipal oolicv for conductina official City of Prior lake business (such as the use of
a City of Prior lake automobile).
308:
DISCLOSURE OF INFORMATION: An elected or appointed official. emplo'/oo.
aooointoo or voluntoor who has not obtained oroper leaal authorization shall not
knowinalv disclose. use or allow the disclosure or use of any confidential. orivileaed. Gf-
proprietary or non-public .information aained bv reason of his or her official position for
a pUrPose which is not for the benefit of the City of Prior lake.
Nothina in this paraaraph shall prohibit the disclosure or use of information which is a
matter of public knowledae or which is available to the public on reauest.
309:
EMPLOYMENT AND INVESTMENT: No elected or appointed official omplovoo or
apoointoo shall enaaae in or accept orivate emplovment. or render services for. any
private interest when such emplovment or sEirvice is incompatible with the proper
discharae of official duties or would tend to impair independence of iudament or action
in the performance of official duties.
An elected or appointed official. omolo'loo or aopointoo shall not invest or hold any
investment. directlv or indirectlv. in any financial. business. commercial or other orivate
transaction which creates a conflict with his or her official duties.
310:
RECUSAl: An elected or appointed officiak-omplo'loo. :mpointeo. or voluntoor must
refrain from actina on or discussina. formallv or informallv. a matter before the GCitv. if
actina on the matter~ mav oersonallv or financiallv benefit that official or any Gf-.tRe-
otheroerson or entities listed in section ~:303. of this Code or would to a reasonable
oerson aooear to imoair the individual's indeoendence of iudament or action in the
oerformance of official duties. An elected or appointed official or appointeo who in the
discharae of official duties would be reauired to take an action or make a decision that
would substantiallv affect the official's financllal interest or the interest of those
individuals identified in section 303. must advise the City Attornev of the potential
conflict of interest as soon as possible and oreferablv in advance of the meetina at
which the action or decision is to be made. If the City Attornev determines that a
potential conflict of interest exists. the elected or aooointed official Gf-a9l::n::--t.::3-shall
inform the presidina body of the potential conflict and abstain from any particioation on
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that aaenda item. An omolo'too or yoluntoor should bir. th'J public if rO:'JS2'-GG~:,[rs 3t
3 public mootina or 103'10 tho room if it i: r.'Jt a public mootina.
This oaraaraoh shall not aoolv to any contract awarded throuah the oublic bid orocess
in accordance with aoolicable law.
311 :
DUTY TO REPORT: An elected or aooointed .official. ::~'Jintoo. omolovoo or
voluntoor who is aware or who has a substantiallv reason to believe that an individual.
is in violation of this Code is obliaated to reoort the susoected violation of this Code to
the City Manaaer. City Attornev or his or her desianee.
312:
PROHIBITION AGAINST RETALIATION: The City of Prior Lake. oo9Ii6-and its elected
or aooointed officials. 3ooointo:::s. :::1d omolo'looc shall not harass. attack. take or
threaten to take. directlv or indirectlv. official or personal action. includina but not
limited to termination. discioline. chanae of iob duties. or chanae in salarv because an.
individual. in aood faith. has:
1.-fa.kReoorted a violation of this Code:
2. -tb+-f-Files a complaint reaardina an alleaed violation of anv law or Citv of Prior Lake
ordinance or policv: or~
3. .i1s reauested to oarticioate in an investiaation. hearina or inauirv related to the
alleaed violation.
The City of Prior Lake may take aooropriate discipline UP to includina tsrr.:irr'~
aIW-Gffi:i::1. acoointee. omoloveo or voluntoor aaainst any individual who files a Code
of ethics violation in bad faith.
313:
ENFORCEMENT: Anv oo9Ii6-elected or aODointedeUi::21. 3~::Jinteo. emplovee or
\I9Itim::~ t~&official who is found to have enaaaed in action or inaction that violates.
any orovision of this code may be sanctioned. reorimanded. susoended or removed
from office or emplovment in accordance with Federal law. State law. applicable Citv ot
Prior Lake ordinances. contracts. labor aareE~ments and oolicies..
3-M:
.""""_'.\!... ~'2C:LOSURE ST/\TEME"T D"BLlC OFFICI.^.!....~. =r.wwv==~ :\PPOINTEES.
Af\ID....lJ~!...'J~JT==!:)~: .^" ::.:'Jlic officialE:. aoooint9oE:. omoIO'J9:2. :~':l vol~nto9", ,:,h:" ':"T :~a-
HI? 2- ::nm131 9iscleE:~ro E:tat9men~. D:.:t':3-GUiGia'2 ~:.::~ ,,~~:~ ~ 5'" of each ',oar. or. .
within thirty (dOl davE; aft2~ : :7.E.Jll;}e in tho information contained in hic or her mOE:t recentl... filod
;1nnl.ll)llji~Q[QgJr: :~:.~~ment. .'\9plicante for a9pointmont "h'i\lI complot9 a dicclos~ro etatomont
Ge part o' ~~:'~ ::1Pplication omcees for tho oeE:ition.
+M-a~~U:::), :liscloeure ctatem:~t E~Z.~~ :~~
Tho IOElation of an... real omoortv in the Cit... of Prior Lake or within ?~2 ~"3 of the boundary of
tl:le-Gitv-af Pri3r Lake in which the oercon diccloein::. :~ ~:: or her relGliv9. t":E.S : ~-iAaAGiaI--
iAt:~::~. :1"::1 the t"89 of "~2~:::' '~tefe&t;
Tho nam:. :'.dl!~~ I:"oe of ontit'!. and the relGliom;hi9 to an't business or om91over to which tho:' .
9llGIiG-e''':'::} ":'" a081iElant for aoooi~~~:~t raceives any tvo~ :' :3Rsfit: z.oo
T~: ~E.~es and addressee of all relativec em910ved b', tho Citv Ge emolovees. contn:lGtors. .
coneultanls. includina relative!:: 'Nhe work for or are !::ubcontraclor!:: or contractor!:: or
Gom;ultanls.
SECTION 400:
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Comment [lKl]: As recommendedb;'1
and Compensatio~~mmjttee J
0",
401:
CONDUCTING MEETINGS
.402:
403:
.404:
405:
406:
406.1
406.2
REGULAR MEETINGS: In conformance with the Minnesota Open Meetina Lawall
meetinos of the committee are open to the public. Reoular meetinos shall be held as
needed at Prior Lake Citv Hall. 4646 Dakota Street SE. Prior Lake. Minnesota. In the
event that such a date shall fall on a leqal holiday. the meetinq shall be held on the
next succeedina day. Reaular meetinas mav be rescheduled. canceled or chanaed
deoendino upon uni~ue circumstances and subiect to the approval and consent of
both the Chair and/or Vice-Chair.
NOTIFICATION: All reoular meetinos of the Committee shall be noticed bv:
1. Postina at city hall for at least two (2) days prior to the meetina.
2. A COpy of the notice, aqenda and accompanyina materials shall be received by the
Committee. City Council. staff and others desianated by the City Council. no later
than the Wednesdav orior to the Mondav meetina and in no case later than two (2)
days orior to a soecial meetina.
SPECIAL MEETINGS: Soecial Meetinas of the Committee mav be called bv the Chair.
or two (2) members of the Committee for the ouroose of transactina anv business
desianated in the call. Staff may recommend callina a special meetina. but must
receive aooroval from either the chair or two members of the Committee. The call for
a special meetina may be delivered prior to the time of the oroposed meetina to each
Committee member of the Committee at least two (2) days prior to the special
meetina. At such meetinas. no business shall be considered other than as desianated
in the call. The notification provisions of Section B of the article shall be followed.
QUORUM FOR REGULAR AND SPECIAL MEETINGS: A maiority of Committee
members shall constitute a auorum for the ouroose of conductina its business. but a
smaller number mav adiourn from time to time until a ouorum is obtained. When a
auorum is in attendance, action may be taken by the Committee upon a vote of a
maiority of the Committee oresent.
CONDUCT OF BUSINESS AT MEETINGS: The aoenda for a reoularlv scheduled
meetino shall include the followina in order of business:
1. Call to Order
2. Aooroval of minutes of orevious meetino/s)
3. Old Business
4. Other Business
5. Staff Update
6. New Business
7. Adiournment
PUBLIC HEARING FORMAT: Public hearinas shall be conducted in the followino
manner:
The presidino officer calls the public hearino to order and declares the time of openina.-
It is the intent of the Communication and Technoloov Advisory Committee to ooen all-
oublic hearinas at the oredetermined and oublished time. From a practical standpoint.
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406.3
406.4
406.5
406.6
406.7
406.8
406.9
406.10
407.:
not all hearinos can be opened at their desionated time. The presidino officer may
delav the start of a hearino until the business at hand is acted upon. in any manner. bv
the Lakes Advisorv Commission. However. in no circumstances can a hearina be
opened prior to the predetermined and published time.
The presidino officer shall read, from the Ihearino notice, the details on the hearinq-
sufficient to provide the public a oeneral understandina of the puroose and procedures
for the hearina and the fact that the hearina is their exclusive or primary opportunity to
provide input to the city on the subiect.
Staff and/or a consultant make a presentation or report on the subiect matter for the-
hearino.
The presidina officer asks Communication and Technoloav Advisorv Committee-
members if they have auestions of the staff or consultant. if any.
The presidina officer reauests a motion and second to open the public hearina.
The presidina officer announces that input will be received from the citizens. Formal-
input includes the name and address of the speaker delivered from the podium.
After all persons have been heard. the presidina officer reauests a motion to:
1. Close the public hearina and the Communication and Technoloav Advisorv
Committee votes on the motion. Once the vote is taken. the hearina is closed for
the record, or
2. Continue a public hearino. If the Communication and Technoloav Advisorv
Committee votes to continue the hearinn. the oresidina officer. in consultation with
the Communication and Technoloav Advisorv Committee. shall select and
announce a time and date certain for the continued public hearina. No additional
publication or notice reauirements are needed if a hearina is continued to a later
date. However, no public hearina may be continued more than once without re-
notice and publishina the time. date and location of the hearina..
The Communication and Technoloav Advisorv Committee addresses the subiect-
matter throuah deliberation, auestions to citizens and staff. and reactions and
statement of position on the subiect.
If the public hearina is closed. the Communication and Technoloav Advisorv-
Committee should take action on the application before them in the form of a motion
bv resolution. However. the Committee may formulate a recommendation which
outlines the parameters under which an apDroval would be aranted. The reasons and
conditions shall be stated in the motion or resolution for approval or denial.
Continuation of an action may occur in the event insufficient information is present to
make a decision. The Communication and T echnoloav Advisorv Committee shall
delineate the missina information before continuina the item.
VOTING: All members of the Committee have eaual votina authority.
SECTION 500:
SCOPE OF POWERS AND DUTIES
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501:
POWERS AND DUTIES: The Committee shall act in an advisory capacity to the Prior
Lake City Council and shall advise the City Council on communication and technoloay
matters identified in Section 200 or as assianed to the committee. Semiannuallv. or as
otherwise reauired bv the Council. the Committee Chair shall aive an accountina of the
Committee's activities with respect to its ooals and obiectives before the Citv Council.
Additionally. specific powers. duties and resDonsibilities may be assioned to the
Committee upon approval of the City Council.
502:
SUBCOMMITTEES: The Committee mav divide its membership into Subcommittees
as it deems necessary to implement its ooals and obiectives.
SECTION 600:
AMENDMENTS
601:
These bylaws shall be reviewed by the Committee annually. The Committee may
recommend revised bylaws to the City Council for final approval.,
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