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4646 Dakota Street S.E.
Prior Lake, MN 55372-1714
CITY COUNCIL AGENDA REPORT
MEETING DATE: NOVEMBER 17, 2008
AGENDA #: 9 A
PREPARED BY: JANE KANSIER, BUILDING AND TRANSPORTATION SERVICES DIRECTOR
AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION UPDATING THE BYLAWS FOR
THE CITY COUNCIL, THE COMMUNICATIONS AND TECHNOLOGY
ADVISORY COMMITTEE, THE COMMUNITY SAFETY ADVISORY
COMMITTEE (CSAC), THE ECONOMIC DEVELOPMENT ADVISORY
COMMITTEE (EDAC), THE LAKES ADVISORY COMMITTEE (LAC), THE
PARKS ADVISORY COMMITTEE (PAC) AND THE PLANNING COMMISSION
DISCUSSION: Introduction
The purpose of this agenda report is to consider amendments to the City Council
bylaws, as well as bylaws for the Communications and Technology Advisory
Committee, the Community Safety Advisory Committee, the Economic
Development Advisory Committee (EDAC), the Lakes Advisory Committee
(LAC), the Parks Advisory Committee (PAC) and the Planning Commission. The
Economic Development Authority bylaws will be revised to be consistent as well,
and will be scheduled for EDA approval in the next month or two.
History
Over the last several months, staff has been working on updates to City bylaws.
The purpose of this update is to ensure consistency between committees and to
include a code of ethics in the bylaws.
The proposed changes to the various bylaws were considered by the LAC, the
PAC and the Planning Commission at regular meetings in May and June. The
Community Safety Advisory Committee considered bylaws at their first meeting.
The EDAC considered the bylaws revisions on October 1, 2008. The City
Council's Bylaws and Compensation subcommittee considered the changes on
November 14, 2008.
The City Council considered the first draft of the bylaws on August 18, 2008.
The Councilors expressed concern that, as written, the conflict of interest
provisions would eliminate those with business interests in the community from
serving on future City Councils. The last thing City government wants to do is
limit the possibility of participating in the process. The Council also expressed
concern about the details of the disclosure form and which committees should be
required to sign the form. The Council referred this item back to the City Council
Bylaws and Compensation Committee.
The subcommittee, consisting of Councilors Erickson and Millar, the City
Manager, the City Attorney and I met on September 2, 2008. The discussion
focused on the ethics provision in the bylaws. The subcommittee concluded the
code of ethics provisions could be equally effective with modifications. The
www. cityofpriorlake. com
phone 952.447.9800 /Fax 952.447.4245
subcommittee directed the staff to revise the bylaws to reference State statutes
and case law in the ethics provisions.
Current Circumstances
The changes to the bylaws include:
• A statement of ethics;
• An increase in term limits to nine years for all advisory bodies rather
than nine years for the Planning Commission and six years for all
others;
• Addition of a format for public hearings in all advisory committee
bylaws;
A clear distinction between City Council subcommittees, research
work groups and advisory committees; and
• Format changes.
The Statement of Ethics begins with a policy statement and an implementation
statement. The conflict of interest provisions reference State Statute and case
law. These areas are in Section 1300 of the City Council bylaws, and are
incorporated into Section 300 (Statement of Ethics) of the advisory committee
bylaws. These provisions include practices and procedures to avoid unethical
conduct, including recusal from acting on decisions where the Council,
Commission or Committee member has a disqualifying conflict of interest. State
statutes govern financial and other reporting requirements for City Council
members or other individuals running for office. The proposed Statement of
Ethics is the same for the City Council and all appointed committees.
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The second change is an increase in term limits to nine years for all advisory
bodies rather than nine years for the Planning Commission and six years for all
others. This change recognizes the business of the committees and
commissions is growing more complex and the longer term limits will help keep
qualified members in place.
The advisory committee bylaws have also been amended to include a public
hearing process similar to the process in the Planning Commission bylaws. The
LAC will be taking on the public hearing responsibilities for the Stormwater
Pollution Prevention Plan (SWPP), so including this process was necessary.
The staff suggests including the process in the other advisory committee bylaws
in the event the Council chose to use these groups for other public hearing or
information gathering meetings.
Section 1001 of the City Council bylaws has been amended to provide a clear
distinction between the different types of committees. Special City Council
subcommittees are generally established to deal with a single transaction or
project. The membership of the committee does not extend beyond the City
Council members and staff liaisons. Examples of these subcommittees include
the Bylaws and Compensation Committee and the Special Assessment
Committee.
Research work groups are established by the City Council to study, research,
analyze and make recommendations to the Council on a particular issue or
subject matter. The work groups may consist of as many members and perform
such duties as the City Cd~ncil may require. Generally, members of the work
groups include up to two Council members, City staff, and members of the
public. An example of a work group is the Tree Preservation Task Force. The
bylaws have been amended to state the Council will establish an end date for
these groups. Only action by the City Council may extend the life of a Research
Work Group, and the Council must determine a new end date for the group. In
some cases, the City Council may choose to continue the work of the research
work group on a permanent basis. In those cases, the research work group
must evolve into either (1) an Advisory committee, or (2) a Special City Council
Subcommittee.
Advisory committees are established to monitor significant issues in the
community of on-going concern or, in the case of the Planning Commission, in
compliance with Minnesota Statutes. Advisory Committees are the only groups
to adopt bylaws to govern the conduct of the Committee. Advisory Committees
are composed of citizen volunteers appointed by the City Council and one City
Council member appointed annually as a liaison to the Committee. The Advisory
Committees currently established by the Council include the Communications
and Technology Advisory Committee, the Community Safety Advisory
Committee, the Economic Development Advisory Committee (EDAC), the Lakes
Advisory Committee (LAC), the Parks Advisory Committee (PAC) and the
Planning Commission. To be consistent with this designation, the bylaws of the
Communications and Technology Advisory Committee, the Community Safety
Advisory Committee, the Economic Development Advisory Committee have been
amended to state the membership includes only one City Council liaison.
Finally, the format for all the bylaws has been revised so it is consistent across
the board. The format is modeled after the original City Council bylaws.
ISSUES: The bylaws have been discussed by the committees affected and by the Bylaws
and Compensation subcommittee. The bylaws now reflect current practices and
contain provisions regarding public hearings and a Statement of Ethics. The
bylaws are also more consistent now than before.
FINANCIAL There is no financial impact to the City as a result of these changes.
IMPACT:
ALTERNATIVES: 1. Adopt a resolution approving the amendments to the bylaws as written or
with changes recommended by the City Council.
2. Defer this item and provide staff with further direction..
RECOMMENDED A motion and second adopting a resolution approving the amendments to the
MOTION: bylaws as written or with changes recommended by the City Council.
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4646 Dakota Street S.E.
Prior Lake, MN 55372-1714
RESOLUTION 08-xxx
A RESOLUTION UPDATING THE BYLAWS FOR THE CITY COUNCIL, THE COMMUNICATIONS
AND TECHNOLOGY ADVISORY COMMITTEE (CTAC), THE COMMUNITY SAFETY ADVISORY
COMMITTEE (CSAC), THE ECONOMIC DEVELOPMENT ADVISORY COMMITTEE (EDAC), THE
LAKES ADVISORY COMMITTEE (LAC), THE PARKS ADVISORY COMMITTEE (PAC) AND THE
PLANNING COMMISSION.
Motion By:
Second By:
WHEREAS, The City Council adopts bylaws to provide a set of operating procedures for the City
Council, the Communications and Technology Advisory Committee (CTAC), the
Community Safety Advisory Committee (CSAC), the Economic Development Advisory
Committee (EDAC), the Lakes Advisory Committee (LAC), the Parks Advisory
Committee (PAC) and the Planning Commission; and
WHEREAS, The Bylaws are updated on a regular basis to reflect changing conditions; and
WHEREAS, The current updates include a statement of ethics and a change in term limits.
NOW THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE,
MINNESOTA as follows:
1. The recitals set forth above are incorporated herein.
2. The City Council hereby approves the amendments to the bylaws for the City Council, the
Communications and Technology Advisory Committee (CTAC), the Community Safety Advisory
Committee (CSAC), the Economic Development Advisory Committee (EDAC), the Lakes Advisory
Committee (LAC), the Parks Advisory Committee (PAC) and the Planning Commission.
PASSED AND ADOPTED THIS 17T" DAY OF NOVEMBER, 2008.
YES
NO
Haugen Haugen
Erickson Erickson
Hedberg Hedberg
LeMair LeMair
Millar Millar
Frank Boyles, City Manager
www. cityofpriorlake. com
Phone 952.447.9800 /Fax 952.447.4245
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CITY OF PRIOR LAKE, MINNESOTA
Mayor and City Council
BYLAWS
Adopted on May 27, 1986
Revised:
January 1991
January 1993
May 1993
January 1994
January 1995
January 1996
January 1997
May 1997
January 1998
March 1998
January 1999
April 2000
October 2002
March 2006
May 2006
June 2007
November 2008
FRANK BOYLES
CITY MANAGER
TABLE OF CONTENTS
Section # Topic _ Page #
Section 100 Purpose
Section 200 Regular, Special and Emergency Meetings and Work
Sessions
Section 300 Annual Meeting
_ _
Section 400 Meeting Agenda Format and Consent Agenda
Section 500 Quorum and Voting Procedures
Section 600 Minute Preparation
Section 700 Roles at Meeting 10
Section 800 Motions, Resolutions, Ordinances 12
Section 900 Public Hearing Format 13
Section 1000 Committee Structure 14
Section 1100 Suspension of Rules 16
Section 1200 Reimbursement for Expenses 16
Section 1300 Bede-Statement of Ethicsz~~ 18
Section 1400 City Council Recognition 18
Appendix A Types of Motions. 20
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SECTION 100:
PURPOSE
101: PURPOSE: The purpose of the Prior Lake City Council Bylaws is to provide the
members of the City Council with a set of operation procedures designed to guide them
during the Council meetings, and to establish a code of ethics and conduct.
102: The Bylaws shall be considered and adopted at the Annual Meeting of the Prior Lake
City Council. The Annual Meeting is the first regular meeting in January. Bylaws can be
reviewed and amended at any meeting other than the Annual Meeting. Any changes or
amendments to the Bylaws shall follow this procedure:
102.1 A motion to amend a specific section, subsection, paragraph, sentence, or line +s
~repesedis proposed.
102.2 A second to the motion is required.
102.3 Discussion on the Bylaws amendment occurs.
102.4 The vote is taken. A simple majority is required to pass the Bylaws at the annual
meeting. A super majority is required at any meeting other than the annual
meeting.
103: These Bylaws shall govern the procedures of the Prior Lake Citv Council immediate)
upon adoption. If an issue is raised which is not covered in the Bvlaws, the procedures
to respond to the issue shall be governed by Robert's Rules of Order Revised. Failure to
comgly with these Bvlaws or Robert's Rules of Order shall not invalidate Council action
unless at the time the action is taken or promptly thereafter a member of the Council
raises a parliamentary objection and advises the Council of the particular rule which was
not observed.
SECTION 200:
REGULAR, SPECIAL AND EMERGENCY MEETINGS, AND WORK SESSIONS
201: Except as otherwise provided in the Minnesota Open Meeting Law, M.S.A., Section
471.705, all meetings of the City Council, including regular, special, emergency, work
sessions, and adjourned meetings shall be open to the public.
202: REGULAR MEETINGS: The Prior Lake City Council regular meeting shall be held on the
first and third Mondays of each month commencing at 6:00 p.m. All regular meetings
shall be held in the designated City Council Chambers.'
Comment [7K1]: Moved to Section J
~ 207
When a regular meeting is projected to fall on an official holiday, the City Council shall
reschedule the meeting for the following business day. The City Council may consult
with the City Manager to determine the amount of business pending and decide by
majority vote to reschedule or cancel a meeting. The City Manager shall post notice and
J.'~Jzm\Resaarcn' 6glaa~s;C;y Courail\City Council Bylaws Revisetl November 2008.tloc
publish in the paper the decision of the City Council to reschedule or cancel the meeting
pursuant to the Open Meeting Law. A City Council member shall inform the City
Manager when an absence is planned or pending prior to the meeting. The City
Manager shall inform the members of the City Council at the meeting that the member
cannot be in attendance at the meeting.
203: SPECIAL MEETINGS: Special Meetings may be called by any two (2) members of the
City Council. Written notice shall be given to each member of the City Council of the
time, place and purpose of the meeting. The notice shall be delivered to the member or
a responsible person at the member's residence at least three days in advance of the
meeting. (See City Code Section 105.200) Notice shall be posted at City Hall and
provided to any member of the public or news media who have requested notification in
writing.
204: The agenda for a regular meeting will be prepared by the City Manager and shall be
available the Wednesday before the following Monday meeting, except in the event of a
holiday during agenda preparation week in which case the agenda will be available on
Thursday. The agenda shall include the items set forth in Section 400 -Meeting Agenda
Format and Consent Agenda. Copies of the agenda, supporting documentation and
minutes from the previous meeting shall be made available to the public:
204.1 Once the materials have been delivered to the Councilmembers.
204.2 A copy of the agenda materials will be available in the Council Chambers for
public inspection at the time of the meeting.
204.3 Agenda materials will also be available online through the City's website on the
Thursday preceding the City Council regular meeting.
205: EMERGENCY MEETINGS: The Mayor or City Manager may call an emergency
meeting. Notice of the emergency meeting shall be given by either telephone, fax or
written notice to members of the City Council. Notice shall be provided to each news
medium and individual that has filed a written request for notice. Posted or published
notice of an emergency meeting shall not be required. An "emergency" meeting is a
special meeting called because of circumstances that require immediate consideration
by the City Council.
206: WORK SESSIONS: The City Manager may schedule work sessions subject to Council
approval. The purpose of the work session is to afford the City Council, City Manager
and City staff the opportunity to discuss policy matters in a more informal environment.
Public input will not be allowed unless specifically scheduled in the agenda. The work
session may be canceled at the discretion of the City Manager.
207: CITY COUNCIL FORUM: A City Council "Forum" shall be scheduled at 6 p.m. as part of
each City Council meeting. The Public Forum will be no lonoer than 30 minutes in length
and each_presenter will have no more than ten (10) minutes to saeak. T"° ~^.,,m c"^~~
. To be recognized, individuals who
desire to participate in the Forum shall use the sign-up sheet provided outside the City
Council Chambers. The sign-up sheet shall be available at 5 p.m.
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The Public Forum is intended to afford the public an opportunity to address concerns to the City
Council and ,
to address the City Council on any subject that is of
community interest, provides information required by the Council to complete its duties,
or is provided by agencies representing citizens of Prior Lake.
207.1 Every individual who addresses the Council at the Forum must first be
recognized by the presiding officer and then shall state his/her name and
address before beginning any comments. The city manager shall be the
timekeeper for the Forum so that each speaker receives an appropriate amount
of time.
207.2 No Council action may take place during the Forum. However, Councilmembers
may express their views or reaction to a presentation and may ask questions of
the presenter.
207.3 At the conclusion of the Forum, the Council may, by motion and majority vote,
indicate its interest that the subject matter of a Forum presentation be placed on
a subsequent City Council agenda.
207.4 Items to be considered on the agenda may be addressed at the Public Forum
unless they are the subject of a public hearing or public information hearing.
Forum items are also restricted to City governmental topics rather than as a
platform for private agendas.
207.5 If any Councilmember deems that the comments are not germane to issues
within the purview of the City Council, the Councilmember may request the
presiding officer to request the speaker to yield the podium. Further, any
Councilmember may object to the request of the presiding officer to ask a
speaker to yield the podium, in which case, the presiding officer shall put the
matter to a vote of the Council.
207.6 Public Forums are included as part of the regular meeting minutes and cablecast
live.
207.7 As the presiding officer, the Mayor shall have the authority to adjourn the public
forum, censure the speaker or take other action as deemed appropriate if there is
a breach of decorum.
SECTION 300:
ANNUAL MEETING
301: The first regularly scheduled meeting in January shall be referred to as the annual
meeting. Regular business may be conducted at this meeting and the following
organizational business is required unless deferred by the Council for a specific reason.
301.1 Swear in newly elected officials, if applicable.
301.2 Elect As#+r~gDeauty Mayor. At its first meeting each year the Council shall
choose aaaa ~+n9-deputy mayor from the Council members. The ast++~-deputy
mayor shall perform the duties of mayor during the disability or absence of the
mayor from the City or, in case of vacancy in the office of mayor, until a
successor has been appointed and qualifies. MN Stat. 412.121.
301.3 Appoint the Official newspaper.
301.4 Designate the Official bank.
301.5 Designate the Equalization Committee.
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301.6~Appoint an Auditing Firm.
301.73Appoint a Fiscal Consultant.
301.&9 Designate a Civil Defense Director
301.9-9 Designate a Health Officer
301.104 Appoint Council Members to serve as Liaisons to the various City A~+sery
Geri~tteesAdvisory Committees
301.112 Approval of City Council Appointed Committee Bylaws and Procedures.
301.123 Approve City Council Bylaws.
301.134 Designate an Animal Control Officer.
301.145 Adopt the Yearly Fee Schedule.
301.16 Appoint the Special Assessment Committee.
301.17 Other appointments as may be appropriate.
302. Items normally scheduled for the annual meeting may be considered at an earlier
meeting at the discretion of the City Council.
SECTION 400:
MEETING AGENDA FORMAT AND CONSENT AGENDA
401: Business of the meeting will be conducted according to the agenda prepared by the City
Manager. The City Manager will prepare an agenda that follows this order:
401.1 Call to Order and Pledge of Allegiance
401.2 Public Forum
• The City Council Agenda sheet shall include the following statement: "The
Public Forum is intended to afford the public an opportunity to address
concerns to the City Council. The Public Forum will be no longer than 30
minutes in length and each presenter will have no more than ten (10) minutes
to speak. Topics of discussion are restricted to Citv Governmental topics
rather than private or political agendas. Topics may be addressed at the
Public Forum that are on the agenda except those topics that are part of a
public hearing or public information hearing. The City Council will not take
formal action on Public Forum presentations."
401.3 Approval of Agenda
• The City Council may, by motion, change the order an item is to be
considered on the agenda except these-it may not begin a public hearing
before the time specified in the public notice.
401.4 Approval of Minutes
401.5 Consent Agenda
• With the adoption of these Bylaws, a Consent Agenda is created. The
purpose of the "Consent Agenda" is to group items of a routine and non-
controversial nature for consideration under one motion. There will be no
separate discussion of items placed on the "Consent Agenda". If discussion
of an item on the "Consent Agenda" is desired, any member of the Council
can request t#a~the item asst-be removed from the Consent Agenda and
considered separately.
• The City Manager shall determine what items may be considered routine and
non-controversial; and therefore appropriate for inclusion as a Consent
Agenda item. To provide the City Manager with guidance, the following types
J.'Jan-,R ,earcn,Bylac;slCiry CouncT\Ciry Council Byla~as Revis2tl November 2008.dcc
of items tend to be routine and non-controversial: grant deeds, grants of
easements, adoption of ordinances and resolutions previously considered by
the city council, investment report, quarterly budget report, treasurer's report,
animal control report, building inspection report, non-controversial license
requests, standard development contracts, calls for bid, reports of
administrative actions and proposals, leases and agreements previously
approved in principle, reports for filing or setting dates for public hearings,
approval of payment of contracts, approval or denial of claims, award of bids,
or any other item the City Manager considers routine and non-controversial.
• The City Council Agenda sheet shall include the following statement: ""Those
items on the Council Agenda which are considered routine and non-
controversial are included as part of the Consent Aaenda. Unless the Mavor,
a Councilmember, or member of the public specifically requests that an item
on the Consent Agenda be removed and considered separately, Items on the
Consent Agenda are considered under one motion, second and a roll call
vote. Anv item removed from the Consent Aaenda shall be placed on the
City Council Agenda as a separate category'
401.6 Removed Consent Agenda Items
401.7 Presentations
• The City Manager may schedule presentations before the City Council giving
preference to presenters and topics that relate to City governmental
business. Presentations are not action items.
401.8 Public Hearings /Town Meetings
401.9 Old Business
401.10 New Business.
401.11 Other Business -Including Community Events and Councilmember Reports
• Members of the City Council and staff may present items under Other
Business that will be discussed and deliberated for the first time. These items
should, for the most part, be informational. The City Council has the authority
to request action or take a formal position on the item(s); however, this shall
be done on an item-by-item basis.
401.12 Adjournment
402: CITY MANAGER TO DETERMINE AGENDA: It shall be the responsibility of the City
Manager to prepare and decide the City Council agenda. The City Manager shall be
responsible for overseeing and reviewing the preparation of all agenda items.
402.1 If a member of the public requests to appear before the City Council or requests
an item to be placed on the Council agenda, the City Manager shall determine
whether the item should appropriately be considered by the City Council at a
regular meeting.
402.2 If the City Manager determines that an item should not be placed on a City
Council agenda, the City Manager may recommend that the individual appear at
a City Council Forum.
402.3 The City Manager shall maintain a list of items scheduled to appear on meeting
agendas. The City Manager shall endeavor to manage the anticipated length of
Council meetings in order to assure each matter receives full and fair
consideration, and that the meeting can be concluded by 11 p.m.
Comment [7K2]: Consistent with i
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402.4 The City Council maintains final authority to approve, disapprove or modify the
agenda.
403: The presiding officer may call a recess at any time during the meeting. Except for
recesses for executive sessions, the presiding officer shall announce the length of the
recess. The purpose of the recess is to provide the City Council, City staff and the public
attending the meeting with a short rest period from the Council business.
404: Unless waived by motion, second and majority vote, no agenda item shall be initiated
after 11 p.m. If a motion to extend the meeting is tendered, it shall include the time the
meeting is to be adjourned. A meeting, once extended, must be adjourned at the time
specified in the approved motion to extend.
SECTION 500:
OUORUM AND VOTING PROCEDURES
501: At each meeting, a majority of all the members elected (3 out of 5) shall constitute a
quorum for the transaction of business.
502: The voting options available to the City Council when a vote has been initiated are: aye
- an affirmative vote; nay - a negative vote. A Councilmember may abstain only when
they have a disqualifying conflict of interest as determined by the City Attorney.
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503: Three votes shall be necessary for approval of any ordinance unless a larger number is
required by statute. A majority vote of a quorum is necessary for the approval of all
general motions and resolutions.
5049: When a question is put by the presiding officer, every member present shall vote:;
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voting based upon a conflict of interest, the Councilmember must advise the presiding
officer of the nature of the conflict.
. Otherwise, any
Councilmember, who being present when his or her name is called faits to vote upon any
then pending proposition, shall be recorded as having voted in the affirmative.
5059: VOTING PROCEDURE: An agenda item shall be put before the City Council for its
consideration and vote in the following manner:
5059.1 The City Manager introduces the agenda item and provides the City
Council with a description of the item and the action requested of the Council.
5059.2 The City Manager or any Councilmember may call upon City staff to
describe an agenda item or to provide additional information.
5059.3 Discussion of the agenda item by the Council requires a motion and
second to formally put the matter before the Council.
5059.4 Councilmembers may, at this point, ask questions of staff, present their
views and engage in a dialogue with other members of the Council.
5095.5 After discussion concludes, the presiding officer shall call for a vote on
the matter pending.
505.7 When a vote is to be taken, the presidinq officer shall first call for the eves then
the navs. The votes of each member shall be recorded in the Minutes. If a
member of the Citv Council is absent during a vote, the member's vote for the
official Minutes shall read as "absent".
SECTION 600:
MINUTE PREPARATION
601: The City Manager is responsible for the preparation of the minutes of the Meeting. The
meeting proceedings will be audio-recorded and recorded on
a DVD and ~steEi-a written record will be prepared by the Administrative Assistant. The
written minutes of the meeting as approved by the City Council are the official record of
the meeting. The ape-audio recording is intended to supplement the minutes for the
purpose of an "on the record review" in a judicial proceeding. The following two
requirements for "Minute" preparation shall be adhered to:
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601.1 All motions typed in capital letters.
601.2 List the names of the City Council after their vote on each motion.
602: The official Minutes shall be prepared and presented to the City Council at the next
regularly scheduled meeting as part of the agenda packet. The text of the minutes shall
consist of official Council business conducted while the Council is in session. Any
comments made at a meeting that are made prior to the start of or after adjournment of
the meeting, or during any recess, shall not be made part of the minutes. The City
Council shall review the minutes and the presiding officer shall call for any additions or
corrections. If an addition or correction is presented, the change must be specific as to
place, paragraph, and sentence, if applicable. The official minutes shall be corrected to
reflect the change.
603: Approval of the minutes requires a motion, second and a majority vote of the members
present at the meeting. Councilmembers who were not present at the meeting for which
the minutes are being approved shall abstain from voting on the action to approve the
minutes.
604: The City Manager is responsible for the maintenance and filing of the Minutes.
604.1 Written minutes will be retained as a permanent record either in paper, on
microfilm, or in a digital format available online through the City's Website.
604.2 All audio and u+dee-#a~eDVD ~eseedir~s-recordings will be retained in
accordance with the City's data retention schedule.
604.3 Verbatim copies of audio t~esrecordings, if available, may be obtained from the
City for a fee consisting of actual costs incurred (materials /labor).
605: A verbatim transcript request of all or any part of a meeting may be requested by a
member of the general public. A fee for the transcript shall consist of the actual costs for
preparing such transcript, e.g., hourly wage, fringe benefits, copying and mailing costs
unless the City has, for its own purposes, previously prepared a verbatim transcript, in
which case the individual requesting a copy of the transcript shall pay the City's standard
photocopy charge.
SECTION 700:
ROLES AT MEETING
701: All meetings of the City Council shall comply with the Minnesota Open Meeting law,
which requires meetings (with few exceptions) of all municipal bodies to be open to the
public. The City Council of Prior Lake encourages citizen attendance. Public attendance
at meetings of the Council helps to develop a more enlightened, interested and
participatory citizenry.
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702: OBJECTIONS TO RECESSING THE REGULAR MEETING INTO EXECUTIVE
SESSION. Any individual desiring to object to the Council's adjournment into an
executive session shall do so in the following manner. This process is included in the
bylaws to give individuals or organizations standing without disruption of any regular
meeting. Any comments made at a meeting that are ruled out of order by the presiding
officer shall not appear in the minutes.
702.1 The objection shall be made in writing providing the basis or legal authority for
the objection, together with the name, address and phone number of the
objector.
702.2 The written objection must be tendered to the City Manager within one business
day of the alleged violation.
703: Any Councilmember may recognize a member of the public for the purpose of asking
question(s) relating to the matter under consideration by the Council. Members of the
City Council must use judgment and discretion when recognizing members of the public
to answer a question during the time they have the floor.
704: Members of the Council may also ask questions of Staff in order to clarify their
understanding of the relevant information necessary to make an informed judgment. In
preparation for Council meetings, Councilmembers may want to consider contacting the
City Manager, in sufficient time prior to the meeting, to advise the question they intend to
ask in order for the City Manager to attempt to bring the additional information to the
Council meeting.
705: Members of the general public, interested parties or their authorized representatives
may address the City Council by written communications in regard to matters under
discussion. Written communications may be read aloud at the meeting at the discretion
of the presiding officer, if so requested by the author or a member of the City Council. In
any case, the written communication shall become part of the record. The
communication(s) may be read by the presiding officer or his/her designee. If the
communication is lengthy, the presiding officer may summarize the content and advise
that the full text of the communication will be part of the record and available to the
public for review.
706: The presiding officer has the same voting powers as do the Councilmembers. The
presiding officer may vote whenever a vote is taken and he/she does not have any extra
voting powers if the vote results in a tie, except as may be authorized by state statute.
707: The Mayor shall be the presiding officer at all meetings. If the Mayor is absent, the
Deputy Mayor shall preside at the meeting. If in the event the Mayor and Ast+~
f~ayerDeputy Mayor are absent, the City Manager shall call the meeting to order and
preside until such time the City Council elects among itself a member to preside at the
meeting. The presiding officer, at all times, shall be allowed to vote in the same manner
as all other Councilmembers.
708: The presiding officer has two unique powers: (1) interpreting and applying the rules of
procedure; and (2) recognizing speakers from the audience.
709: The presiding officer is responsible for maintaining order at the meetings.
J ,Jane\Nesearch\BylawslCiDj Council\Ciry Counc+I Bylava Revisetl November 2008.tloc ~ 1
710: The presiding officer shall recognize all speakers from the audience, except when a
member of the Council has the floor and they expressly recognize a member of the
audience to answer questions relating to the issue under consideration.
711: The presiding officer has the responsibility to facilitate discussion by the City Council.
This may occur in a variety of ways, including:
711.1 Interpret and apply rules of procedure.
711.2 Decide whether motions are properly made.
711.3 Decide whether motions are in order.
711.4 Decide whether questions of special privilege ought to be granted.
711.5 Decide when to recognize speakers.
711.6 Call for motions or recommend motions.
711.7 Expel disorderly persons from the meeting.
711.8 Enforce speaking procedures.
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7123: All members of the City Council may make and second motions, participate in
discussions and vote whenever a vote is taken.
7134: As individuals, Councilmembers have no administrative authority. When acting as a
Council, however, the legislative body has authority over the appointed City Manager.
7145: The City Manager shall attend all meetings of the City Council with the right to take part
in the discussions, but not to vote. In the absence of the City Manager, the Assistant #e
ttiaCity Manager or designated department head shall serve as the City Manager's
representative at the meeting.
7156: Department Heads may attend all meetings. Department Heads shall attend the
meetings when directed by the City Manager.
7167: A memorandum report or brief explanation of each agenda item shall be included in the
materials that accompany the agenda. The information provided by Staff should serve to
inform the City Council on the subject matter under discussion. The information should
explain in detail the Staff comments or work, or state that Staff will present the
necessary details and comments at the meeting. If an agenda item requires more than a
majority vote, the agenda report shall specify the votes needed to pass the matter under
consideration.
SECTION 800:
MOTIONS, RESOLUTIONS, ORDINANCES
801: The City Council may take formal action in any of three methods -motions, resolutions
or ordinances. All motions in any form require a second unless otherwise stated below.
J9JanelResearch',Bylzws\Ciry CouncihCiry Council Byla~ms Revised ~lovember 2008.tloc l Q
All votes of the City Council in any of the three methods require a majority vote for
approval unless otherwise specified below or prescribed by statute.
802: MOTIONS: A motion is a matter of parliamentary procedure. Motions are a formal
method of bringing business before the Council and for stating propositions on which a
decision will have to be made. It also can be used in the form of a proposal so that the
City Council can act by resolution or by ordinance. Motions may be used to introduce
resolutions and ordinances, to amend them, and to take any other actions concerning
them. Motions may also be used for action on simple administrative acts, such as
approving the monthly department reports, or directing the City Manager.
803: Every motion shall be stated in full and be reasonably understood, to the extent
practical, before it is submitted to a vote by the presiding officer.
804: RESOLUTIONS: Resolutions are normally used to reflect the City Council position on
items of business that do not require or warrant an ordinance. Resolutions may be
enacted on a motion, which has been duly seconded, and received majority vote. The
City Manager will maintain a record of all resolutions and will be responsible for the
proper numbering and execution of each resolution adopted by the City Council.
804.1 Notwithstanding other instances where resolutions may be needed, resolutions
are required to authorize the execution of any contract exceeding $25,000 or as
otherwise specified in the City's Purchasing Policy.
805: ORDINANCES: An ordinance is a law governing or regulating some activity that is
properly within the power of the Council to regulate. Ordinances shall be used when the
City Council action regulates or governs people or property. All police regulations for
public health, morals, economic well-being, welfare and safety must be passed in
ordinance form. Ordinances may also be used to provide permanent rules for the
organization and operation of the City Council. Ordinances may be enacted upon a
motion and a second and must receive at least three favorable votes to be passed,
unless a larger vote is required by State law or these Bylaws.
806: An ordinance shall become effective upon passage and publication unless otherwise
specified in the ordinance. Consistent with State Statute the Council may authorize
publication of a summary of the ordinance rather than its full text. The Council, by
motion, must approve and authorize the proposed summary. Proof of publication shall
be attached to and filed with every ordinance.
807: All ordinances shall be reviewed by the City Attorney prior to presentation to the Council.
The ordinance format includes: title; number; enacting clause; the contents or body; the
penalty; the closing; the attestation, publication date and the effective date. The City
Manager will maintain a record of all ordinances and will be responsible for the Prior
Lake City Code and codification requirements. The Council may authorize the City
Manager to contract for codification services.
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Comment []K3]: Moved to Section
103 ~
SECTION 900:
PUBLIC HEARING FORMAT
901: Public Hearings shall be conducted in the following manner:
901.1 The presiding officer announces the public hearing.
901.2 It is the intent of the City Council to open all public hearings at ~9--pr~-the time
indicated in the hearing notice, or as soon as possible thereafter. From a
practical standpoint, not all hearings can be opened at their designated time. The
presiding officer may delay the start of a hearing until the business at hand is
acted upon, in any manner, by the City Council. However in no circumstances
can a hearing be opened prior to the predetermined and published time.
901.3 Staff and/or a consultant make a presentation or report on the subject matter for
the hearing.
901.4 The presiding officer asks City Council members if they have questions of the
staff or consultant, if any.
901.5 The presiding officer requests a motion and second to open the public hearing-,
901.6 The presiding officer asks for citizen input, comments and questions.
901.7 After all persons have been heard, the presiding officer requests a motion to
• Close the public hearing and the Council votes on the motion. Once the vote
is taken, the hearing is closed for the record, or
• Continue a public hearing. If the City Council votes to continue the hearing,
the presiding officer, in consultation with the City Manager and City Council,
shall select and announce a time and date certain for the continued public
hearing. No additional publication or notice requirements are needed if a
hearing is continued to a later date. However, no public hearing may be
continued more than once without re-notice and publishing the time, date and
location of the hearing.
901.8 The City Council addresses the subject matter through deliberation, questions to
citizens and Staff, and reactions and statement of position on the subject.
901.9 If the public hearing is closed, the City Council may take action on the subject
matter.
SECTION 1000:
COMMITTEE STRUCTURE
1001: TYPES OF COMMITTEES
1001.1 Special Citv Council Subcommittee. The Council may from time to time establish
special Council subcommittees by designating two Council members to a specific
issue. Council members will be appointed on an annual basis. Special
committees appointed by the Council are generally established to deal with a
single transaction or project. The membership of the committee does not extend
beyond the City Council members and staff liaisons. The work of a special
subcommittee should be limited to special policy problems. The committee shall
J'Jans`Research`,Bylavr~slCiry Courcil\Ciry Council Byia~NS Revised i~ovember 2008.dec 14
make recommendations to the Council, but may not make decisions on behalf of
the Council. The Council's final decision, not the committee's recommendation,
binds the City. A special City Council subcommittee will be required to provide
status reports to the Council as requested. These committees may include, for
example:
• Bylaws & Compensation Committee
• City Manager Evaluation Committee
• Annexation Task Force
• Special Assessment Committee
• Downtown Redevelopment Committee
1001.2 Research Work Groups. The City Council may establish from time to time
temporary research work groups to study, research, analyze and make
recommendations to the Council on a particular issue or subject matter on or
before the end date for the Research Work Group as determined by the Council.
The work groups shall consist of as many members and perform such duties as
the City Council may require. Generally, members of the work groups include up
to two Council members, City staff, and members of the public. Work groups may
only exercise those duties assigned to them by the City Council (conduct
investigations, make reports on facts, interview individuals, gather information
and/or public input). The work groups may not make decisions delegated to the
City Council by statutory authority. Work groups will be required to make periodic
reports to the City Council on their progress. Work groups shall be established by
the City Council by motion, resolution or ordinance. These committees may
include, for example:
• Water Treatment Plant
• Tree Preservation ~~,~t~Task Force
• Heritage Committee
• County Road 21 Advisory Committee
Research work groups are expected to short-term in nature and to disband upon
completion of the specific assigned task, but no later than the assigned end date
of the Research Work Group as determined by the City Council. Only action by
the City Council may extend the life of a Research Work Group and the Council
must determine a new end date for the group. In some cases, the City Council
may choose to continue the work of the research work group on a permanent
basis. In those cases. the research work group must evolve into either (1) an
Advisory committee and function as outlined in Section 1001.3 of these bylaws
or (2) a Special City Council Subcommittee and function as outlined in Section
1001.1 of these bylaws.
1001.3 Advisory ^".-Committees. The City Council may also establish advisory
at~tlaeritaescommittees to monitor significant issues in the community of on-going
concern. Advisory a"*, .~°~Committees shall adopt bylaws to govern the
conduct of the ~yCommittee. Advisory Aer+tiesCommittees are
composed of citizen volunteers appointed by the City Council, or a combination
of citizen volunteers and City Council members appointed annually as liaisons to
Formatted: Bullets and Numbering ~
Formatted: Indent: Left: 0"
J:`Jcre\R~search'Syla;aslCibj CouncihCiiy Council Bylawvs Flevised plovemoer 2008.doc 15
the Committee.
. Bylaws shall be forwarded to
the City Council for its approval or amendment at its first meeting of each year.
After the Council adopts an Advisory A~#erities-Committee's bylaws, the City
Council on its own initiative may adopt further changes to an Advisory At~er+ties
Committee's bylaws at any time; however, such amendments shall not take
effect until sixty (60) days after their passage. At any time during the year, the
Advisory ~-Authority can propose amendments to its bylaws. The Council
shall act on the proposed amendment.
Advisory-~ ~+, Committees s#at4-may meet a~-with the City Council in
a workshop to discuss goals and objectives, mutual concerns or questions and
other business as appropriate.
Advisory Committees may include= for example:
• Planning Commission. (The Planning Commission has been established by
statutory authority and the structural composition and Commission rules are
set forth in the City Code.
• Park Advisory Committee
• Lakes Advisory Committee
• Communications and Technoloay Advisory Committee Formatted: Bullets and Numbering I
• Economic Development Advisory Committee
• Community Safety Advisory Committee
1002: CITY COUNCIL LIAISONS TO CERTAIN ADVISORY ^I Iruncrn-IGeCOMMITTEES:
Annually, the City Council shall appoint a City Councilmember to be a liaison to the
Advisory Committees listed in
Section 1001.3. Normally, no Council member shall serve as a liaison to the same
Advisory Committee for more than one consecutive year. Council members appointed as
liaisons to an aAdvisory aut~teri#~Committee shall not have voting privileges on the
aAdvisory ^^^~~++^++^ Committee.
1003: COMMITTEE VACANCIES: An incumbent member of any committee identified in
Section 1001 whose term is expirinq, who has not achieved their term limit, and who has
met or exceeded the advisory committee's performance standards may be considered
for reappointment by the Council but only after followinq the steps set forth in this
section. A vacant position on any committee identified in Section 1001 shall be filled
followinq the procedures set forth below::: itic_:'. ~~°^^^_?cG :^ ±h r•+ C.,„..,,;!'„ R,,,, .,,,,!-;
.,
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1003.1 Applications are solicited. A Notice of the vacancy is made public and individuals
may be encouraged to consider the position.
1003.2 The City Manager or his designee, the City Council member who has been
appointed as the liaison to the advisef~-#er+~yadvisory committee, or who has
been appointed to serve on the work group, and the committee chair (unless the
appointment is the committee chair appointment or re-appointment, or in the
case where the work group is newly established and no chair has been
determined) shall interview all candidates and make a recommendation to the full
City Council. No person will sit on any adv+se~-au~er+~yadvisorv committee,
J'JamlResearch~BylawslCiry CounciACiy Council Bylaws Revisetl November 2008.tloc 16
work group or committee charged with the selection of the successor for that
person.
1003.3 The recommendation of the interview panel shall be presented to the City
Council and the Council may accept or reject the recommendation. If the
recommendation is rejected, the City Council shall appoint another individual or
decide to reopen the vacancy to the public for new candidates.
1004: CITY COUNCIL ROLE ON OTHER COMMITTEES OR AUTHORITIES: There are
certain authorities, committees and commissions where a Council member is appointed
and serves as a representative of the Prior Lake City Council. A
Councilmember appointed to serve on a committee, commission or authority shall
provide the City Council with periodic reports on the activities of the committee,
commission or authority. The Councilmember shall exercise judgment as to whether
more frequent reporting is necessary. The authority, committee or commission shall
determine if the appointed Councilmember has voting authority in connection with its
governing authority. Other Committees or Authorities on which Councilmembers
currently sit, include for example:
' ~ Formatted: Bullets and Numbering
• Orderly Annexation Board
• Transit Review Board
• Economic Development Authority
• League of Minnesota Cities. Metro Cities. or National League of Cities
SECTION 1100:
SUSPENSION OF RULES
1101: Such other rules that the City Council deems appropriate may be enacted. All matters of
procedure not specified herein shall be governed by the City Code, State Statutes, or
Federal Laws, whichever is applicable to the procedure in question. The rules herein
may be suspended upon a motion, second and debate, and afour-fifths (4/5~ {39°~~}vote
of the members for a specific meeting only.
SECTION 1200:
TRAVEL & REIMBURSEMENT FOR EXPENSES
1201: The City of Prior Lake recognizes the need for and value in attending workshops,
conferences, public and private events, and meetings in the conduct of City business.
Such events may take place in the Minneapolis-St. Paul metropolitan area, in out-state
Minnesota, or out-of-state. The purpose of this section is to set forth the guidelines for
participating in such events, as well as reimbursement of expenses incurred as a result
of attendance.
12021`: GENERAL CONDITIONS:
12021-.1 All expenses incurred by a Council member in connection with fulfilling
their duties to the City shall be reimbursable. Reimbursement of such expenses
shall be in accordance with these City Council Bylaws, City Code Section 105.300,
and state statute.
J:1Jane\Research'.Bylaws\Ciry Council\City Council Bylaws Revisstl Plovember 2008.tloc ~ 7
1202-.2 Attendance at and reimbursement for events, workshops, conferences or
meetings within the Minneapolis-St. Paul metropolitan area and Greater
Minnesota do not require advance approval by the City Council as long as the
costs for attendance are within the approved City Council budget.
1202.3 Attendance at and the traveling budgets for events, workshops,
conferences or meetings conducted out-of-state, or
not within the approved City Council budget, must be authorized
in advance by the City Council at an open meeting.
1202-.4 In evaluating travel requests for approval, the purpose for attendance
must meet one of the following criteria:
• The elected official will be receiving training on issues relevant to the City or
to his/her role as the Mayor or as a Council member.
• The elected official will be meeting and networking with other elected officials
from around the country to exchange ideas on topics of relevance to the City
or on the official roles of local elected officials.
• The elected official will be viewing a city facility or function that is similar in
nature to one that is currently operating at, or under consideration by, the City
where the purpose for the trip is to study the facility or function to bring back
ideas for the consideration of the full Council.
• The elected official has been specifically assigned by the Council to testify on
behalf of the City at the United States Congress or to otherwise meet with
federal officials on behalf of the City.
1202.5 Council members attending events at City expense are expected to
provide the Council with a summary of the meeting.
1202.6 No reimbursements will be made for attendance at events sponsored by
or affiliated with political parties.
1202-.7 The City must have sufficient funding available in the budget to pay the
traveling expenses for the event.
1202-1-.8 The City may make payments in advance for airfare, lodging and
registration if specifically approved by the Council. Otherwise, all payments will
be made as reimbursements to the elected official.
1202.9 Reimbursement of expenses is intended to refund the actual costs
incurred and must be in accordance with the provisions of section -#-2-91203
herein.
12032: REIMBURSEMENT REQUIREMENTS: The City will reimburse for transportation,
lodging, meals, registrations and incidental costs if attendance at the event, conference,
workshop, or meeting is authorized in accordance with the above General Guidelines. A
receipt must be submitted for reimbursement of all costs.
12032.1 Meals. Daily or event specific reimbursable meal costs are limited to
$~-:9920.00 per meal. In the case of out-of-state or overnight travel,
reimbursable meal costs shall not exceed $60.00 per day. Alcoholic beverages
and meal expenses included in the cost of registration are not reimbursable
expenses.
12032.2 Lodging• Reimbursable lodging costs for travel within the Midwest are
limited to $200 per night. For travel outside the Midwest, reimbursable lodging
costs are limited to those that are reasonable and necessary, and as pre-
approved by the City Council when authorizing the out-of-state travel budget.
J:'JanelBesearch`.Bylaws\Ciry Council\City Council Bylaws Revised November 2008.tlec ~ $
12032.3 Milea e. Mileage will be reimbursed at the IRS rate. If two or more
Council members are traveling together by car, only the d~+ue~vehicle owner will
receive reimbursement. The City will reimburse for the cost of renting an
automobile, if necessary, to conduct City business. City vehicles should be used
for City Council business in lieu of rental when available.
12032.4 TjpS. Tips paid as part of meal service shall not exceed 20% of the total
bill and are reimbursable in addition to the cost limits set for reimbursable meals
above. Tips and gratuities for services such as ta~i~taxis are only reimbursable if
a receipt is provided, and in no case should exceed 20% of the cost of the
service. Tips for non-documented services, such as baggage handling or
housekeeping, are reimbursable in an amount not to exceed $10 per day.
12032.5 Airfare. Airfare shall be reimbursed at the coach rate. The elected official
shall use the most cost-effective mode of travel taking into consideration
reasonable time constraints.
12032.6 Non-Reimbursable Expenses. The City will not reimburse for personal
telephone calls, rental of luxury vehicles, recreational expenses such as movies,
golf, shows, or concerts, or the costs associated with the attendance of a family
member or person unauthorized to attend the event on the City's behalf.
12043: EXCEPTIONS TO POLICY: Any exceptions to this policy must be approved by the City
Council at an open meeting.
12054: AMENDMENTS TO POLICY: This policy will be reviewed annually consistent with the
review by the City Council Bylaws & Compensation Committee of the City Council
Bylaws. Any amendment to this policy will be consistent with the procedure for amending
the City Council Bylaws.
SECTION 1300:
STATEMENT OF ETHICS
1301: POLICY STATEMENT: The Citv of Prior Lake recognizes our system of democratic
representative government is dependent in large measure upon people having trust and
confidence in their public officials. The public rightfully expects governmental officials
will conduct City of Prior Lake business in ways which benefit the public generally and
public office will not be used chiefly or improperly to advance personal interest. The Citv
of Prior Lake has pledged the goals of fair, efficient and honest government will be
fostered and that it will strive for integrity and objectivity from all of its officials.
1301.1 The City of Prior Lake finds that the proper operation of democratic
r~resentative government requires:
• Elected and appointed officials be independent, impartial and responsible to
the people;
• Governmental decisions and policy be made in the proper channels of the
governmental structure;
• Public office and position not be used for personal gain and
• The public have confidence in the integrity of its government.
1301.2 The Citv of Prior Lake shall adhere to the highest ethical standards that enhance
the_public trust in local government bv:
J:~JaneAResearchl8ylaw,Ciry CoueciP.Cibf council Bylaws Re~~isetl vo~iember 2008.dcc ~ 9
• Creating transparency in its actions through honest and open communication;
• Basing decisions and adopting public policies based on what is in the best
interest of the public and the overall community;
• Supporting the public's right to know the public's business; and
• Exercising fairness, optimism, responsiveness and respect in communicating
with the public.
Providing a forum and periodic training for public officials and employees to
discuss organizational values that reflect high standards and current
conditions and concerns.
1301.3 This Statement of Ethics shall be liberally construed in favor of protecting the
public's interest in full disclosure of conflicts of interest and promoting ethical
standards of conduct.
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~_ _____ _. ____. _.._ _.._._ _. _ ...__...r ~_._._ ..._.. _.._ ~___...__.____ ~. .. ..~ ~..~, .,.. .... .,.~
G+tjF:
1302: ETHICS IN GOVERNMENT: Minnesota Statutes, Chapter 10A, Ethics in Government,
is incorporated herein by reference. This policy shall be construed and interpreted in
consultation with the City Attorney according to Minnesota Statutes and case law.
1303: GIFTS AND FAVORS: No public official shall accept any valuable gift, favor or thing of
value, regardless of amount whether in the form of money, service, loan, thing or
promise from any person which to the official's knowledge is concerned, directly or
indirectly in any manner whatsoever in business dealings with the City.
1304: USE OF EQUIPMENT AND FACILITIES: No public official shall request or permit the
unauthorized use of City-owned vehicles, equipment, materials, property, labor or
services for personal convenience or profit.
1305: CONFLICT OF INTEREST: Except as authorized in Minn. Stat. 471.88, a public officer
who is authorized to take part in any manner in making any sale, lease, or contract in
official capacity shall not voluntarily have a personal financial interest in that sale, lease
or contract or personally benefit financially therefrom. (Minn. Stat. Section 471.87)
1306 A public official or local official elected to or appointed by a metropolitan governmental
unit who in the discharge of official duties would be required to take an action or make a
decision that would substantially affect the official's financial interests or those of an
associated business, unless the effect on the official is no greater than on other
members of the official's business classification, profession or occupation must take the
following actions:
1306.1 Advise the City Attorney of the potential conflict of interest as soon as possible
preferably before the meeting; and
42searc o a:a,City CouncillCity Council Byla~r.~s Revisetl November 2008.doc 20
1306.2 The City Attorney shall determine whether a disqualifying conflict of interest
exists.
1306.3 Any Councilmember shall orally inform the City Council of the potential conflict
and abstain from any participation in that agenda item.
1307: The purpose behind the creation of a rule. which would disaualifv public officials from
participating in proceedings in adecision-making capacity when they have a direct
conflict of interest in its outcome, is to insure that their decision will not be an arbitrary
reflection of their own selfish interests. There is no settled general rule as to whether
such an interest will disqualify an official. Each case must be decided on the basis of the
particular facts present. Among the relevant factors that should be considered in making
this determination are: (1) nature of the decision being made; (2) the nature of the
pecuniary interest; (3) the number of officials making the decision who are interested: (4)
the need, if any, to have interested persons make the decision; and (5) the other means
available, if any, such as the opportunity for review, that serve to insure that the officials
will not act arbitrarily to further their selfish interests.
SECTION 1400:
CITY COUNCIL RECOGNITION
1401: COMMENDATION AND CENSURE: To the extent allowed by law, the City Council
desires to encourage appropriate behavior and discourage inappropriate behavior
among its members. The City Council, as a body, may by motion and afour-fifths
~4/5~t#s vote, commend or censure one of its own. If the act involves two members of
the Council, a majority vote is required.
1401.1 Commendation: A member may receive public commendation for the exercise of
positive leadership, community vision or other actions considered meritorious by
the City Council.
1401.2 Censure: A member may receive a public admonishment for failure to conform
with any provisions of these bylaws, state statute, violation of confidentiality or
attorney-client privilege, or other acts considered to merit reprimand by the City
Council.
J:~JaoelResearcn'Byfa~,vs;City Council\City Ccuncil 3ylaws aevisad NovemSer 20C8.da; 21
APPENDIX A: TYPES OF MOTIONS AND PROCEDURES
The following motions will be available for use by the members:
1. Main Motion: An act to bring substantive proposals before the City Council for
consideration and action. After the motion is stated and seconded, the subject of the
motion may be deliberated and voted upon. Deliberation may take place by the Mayor,
Council, Staff or the general public as long as the procedures for citizen input are
followed pursuant to Section 7.B of these Bylaws.
2. Amend Main Motion: A main motion that is being deliberated and has not been voted
upon may be changed or modified by a motion, a second, deliberation and a subsequent
vote. The only motion that may be amended is the main motion.
3. Postpone Definitely Motion: A motion to put off consideration or discontinue discussion
of any motion on the floor and that which established a definite time for the motion to be
reconsidered. A motion to postpone definitely requires a second, deliberation and a
subsequent vote.
4. Vote Immediately Motion (Previous Question): A motion to prevent or stop deliberation
on a pending motion and to bring the pending motion to an immediate vote. A motion to
the "Previous Question" requires a second and atwo-thirds majority vote to pass,
however, no discussion is allowed on the motion. Two votes are required when a
Previous Question motion is seconded. The first vote is to close the debate (requires two
thirds majority vote) and, if that passes, the second vote is then on the original motion
being deliberated prior to the Previous Question being called. If the close the debate
motion fails, then deliberation on the original motion continues.
5. Substitute Motion: This is a motion that replaces the motion being considered with
another motion on the same subject. A motion to substitute may be made for either a
main motion or an amendment to a main motion. A substitute motion requires a motion
and second. The Council then votes on the substitute motion and if that passes, the
original motion dies. If the substitute motion fails, the deliberation on the original motion
continues.
6. Withdraw a Motion: Any member of the City Council who has made an allowable
motion has the authority to remove the motion from consideration by the total body. If a
member desires to remove a motion that has been seconded, but not yet voted upon,
the member who has seconded the motion must consent to the request of the member
to remove the motion from consideration. If the motion has not been seconded, the
member may remove the motion from consideration by his/her own request.
7. Division of Motion: A motion that is composed of two or more independent sections or
ideas may be deliberated, considered and voted on separately. Each section or idea that
is to be voted on separately must be acted upon through a separate motion, second,
discussion and subsequent vote. Any member of the City Council may request a motion
to be divided into two or more individual motions.
8. Eligibility of Motion: The presiding officer may rule on the eligibility of a motion that has
been requested to be divided into two or more individual motions.
J:1Jan°'~esearch'~Byla:vslCiry Council'~CJty Council Bylaws Revisetl DJovember 2008.tloc Qp
9. Privileged Motion: These motions do not relate to pending business, but have to do
with special matters of immediate and overriding importance, which without any debate,
shall be allowed to interrupt the consideration of anything else. These motions can be
made at any time, even if another motion is being considered at the time, and they must
be settled or voted upon immediately. Motions to adjourn the meeting or take a recess
cannot interrupt a speaker, while a motion on a question of privilege or point of vote can
interrupt a speaker.
Privileged motions include:
Point of Order: Whenever a member thinks that the rules of the City Council are
being violated, he/she can make a Point of Order. Whenever a question of the order
is called, the presiding officer shall make a ruling on whether the City Council rules
have been violated. If a Point of Order is to be raised, it must be raised promptly at
the time the violation occurs. This procedure does not require a second, is not
debatable and can be used to interrupt a speaker.
Appeal Decision of Chair: The presiding officer will be called on to rule on
questions of City Council procedure as set forth in these Bylaws. The decisions of
the presiding officer may be appealed by the City Council. A statement of appeal
constitutes a motion that, in turn, requires a second and the opportunity for
discussion.
Motion to Reconsider: A motion to reconsider any action taken by the Council may
be made at the meeting at which such action was taken or the regular meeting
following. Such motion must be made by one of the prevailing side, but may be
seconded by any member and may be made at any time and have precedence over
all other motions or while a member has the floor; it shall be debatable. A motion for
reconsideration requires only a majority vote regardless of the vote necessary to
adopt the motion reconsidered.
Notwithstanding Robert's Rules of Order, a motion to "lay on the table" shall be debatable.
J:~JareAResezrch\Bylaaas\Ciry Councif~Cirj Coancil B91a~rrs Ravisetl ^icvemaer 2008.d~c Q3
COMMUNICATIONS AND TECHNOLOGY ADVISORY COMMITTEE BYLAWS
Adopted February 6, 2006
Amended November 5, 2007
Amended November 17, 2008
SECTION 100:
PURPOSE
101: The purpose of the Communications and Technology Advisory Committee bylaws is to
provide a set of operating procedures for the Committee, and to establish a code of
ethics and conduct.
102: The Bylaws shall be reviewed annually by the Communications and Technology
Committee, and any changes or amendments agreed to by a majority vote of the
Committee shall be recommended to the City Council for adoption at its annual
meeting. The City Council conducts is annual meeting as the first meeting in January
of each year.
SECTION 200:
STRUCTURE OF COMMITTEE
201: COMMITTEE CREATED: The Prior Lake Communications and Technology Advisory
Committee is created for the City, its purpose to be of an advisory nature to the City
Council and staff on issues related to communications and technology.
The members of the Communication and Technology Advisory Committee shall elect
officers in accordance with the procedures of paragraph 205 herein.
202: DUTIES OF THE COMMITTEE: The duties of the Communications and Technology
Advisory Committee are as follows:
1. Review and comment on communications and technology plan and budget.
2. Monitor progress of implementation of the communications and technology plan.
3. Provide suggestions for enhancements of communication and technology tools to
be used.
4. Make recommendations for enhancing technology to improve the City's relationship
and communication with the public in day-to-day business affairs.
5. Make suggestions for ways to promote community pride, identity and image.
6. Suggest modifications to cable television guidelines.
203: APPOINTMENT: The Committee shall consist of no more than seven and no less
than five (5) members appointed by the Prior Lake City Council. Only residents of the
City who are at least 18 years old shall be considered for appointment. The members
shall serve terms of three (3) years from November 1 to October 31. f^~,~,-~;~
. The Committee shall consist of
J:\Jane\Research\Bylaws\Communications\Communications bylaws -revised November 08.DOC 1
one (1) City Council liason, and at least three (3) and no more than
five 5 citizens who live in Prior Lake. Committee members may serve based upon
attendance and participation, continued residence in Prior Lake and in accordance with
the term limit policy established by the City Council. The Assistant City Manager and
the Communications Coordinator will provide staff support services to the Committee.
204: VACANCIES: If the office of Chair becomes vacant the Communications and
Technology Advisory Committee shall appoint a replacement as set forth in paragraph
205 herein. If the Office of Vice-Chair becomes vacant, the Committee shall elect a
successor from its membership at the next regular meeting, and such election shall be
for the unexpired term of said office.
Should a member resign, or otherwise vacate a seat on the Committee, Prior Lake City
Council shall appoint a replacement to complete the term in the following manner:
1. Applications are solicited. A Notice of the vacancy is made public and individuals
may be encouraged to consider the position.
2. The City Manager or his designee, the City Council member who has been
appointed as the liaison to the aAdvisory aAuthority,
and the committee chair (unless the appointment is the
committee chair appointment or re-appointment, 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 advisory authority charged with the
selection of the successor for that person.
3. The recommendation of the interview panel shall be presented to the City Council
and the Council may accept or reject the recommendation. If the recommendation
is rejected, the City Council shall appoint another individual or decide to reopen the
vacancy to the public for new candidates.
205: OFFICERS: The Officers of the Prior Lake Communications and Technology Advisory
Committee shall be a Chair, Vice-Chair and a Secretary. The City Manager or his/her
designee shall serve as Secretary of the Committee.
Chair: The Chair of the Committee shall be appointed from among the Committee's
membership for atwo-year term in November by majority vote of the Communications
and Technology Advisory Committee. The duties of the Chair include: (1) Review and
approval of meeting agendas; (2) Presiding at meetings; (3) Participating with the City
Council in the selection of Committee members; and (4) Representation of the
Committee as appropriate.
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 assigned by the Chair.
Secretary: The City Manager or his/her designee shall act as the Secretary and shall
be responsible for recording and compiling 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 athree-term
(nine-year) service limitation for all appointed positions within the committees and
J:\Jane\Research\Bylaws\Communications\Communications bylaws -revised November 08.DOC 2
commission. Partial terms do not count toward the term limitation. The purpose of the
term limit policy is to encourage resident participation on City advisory bodies and
provide community members with the opportunity to participate in their local
government.
' Formatted: Bullets and Numbering
2075: REMOVAL OF MEMBER: Any member of the Communications and Technology
Advisory Committee may be removed from office for just cause by a #~vve-tgi~ds-
{~}four-fifths (4/5) vote of the entire City Council. Such member shall be entitled to a
public hearing before such a vote is taken. In addition, any member may be removed
for nonattendance at Communications and Technology Advisory Committee meetings
by action of the City Council.
SECTION 300:
STATEMENT OF ETHICS
301: POLICY STATEMENT: The City of Prior Lake recognizes that our system of
democratic representative government is dependent in large measure upon people
having trust and confidence in their public officials. The public rightfully expects that
governmental officials will conduct City of Prior Lake. business in ways which benefit
the public generally and that public office will not be used chiefly or improperly to
advance personal interest. The City of Prior Lake has pledged that the goals of fair,
efficient and honest government will be fostered and that it will strive for integrity and
objectivity from all of its officials.
The City of Prior Lake finds that the proper operation of democratic representative
government requires that:
• Elected and appointed officials be independent, impartial and responsible to the
people;
• Governmental decisions and policy be made in the proper channels of the
governmental structure;
• Public office not be used for personal gain;
• The public have confidence in the integrity of its government.
2. The City of Prior Lake shall adhere to the highest ethical standards that enhance
the public trust in its local government by:
• Creating transparency in its actions through honest and open communication;
and
• Basing decisions and adopting public policies on what is in the best interests of
the public and the overall community;
I Comment [)Kl]: Duplicated in
Section 500
J:\Jane\Research\Bylaws\Communications\Communications bylaws -revised November 08.DOC
• Supporting the public's rightto know the public's business
• Exercising fairness,. optimism,. responsiveness and respect in communicating
with the public.
• Providing a forum and periodic training for public officials and staff to discuss
organizational values that reflect high standards and current conditions and
concerns.
3. The City's Statement of Ethics shall be liberally construed in favor or protecting the
public's interest in full disclosure. of conflicts of interest and promoting ethical
standards of conduct.
302: GIFTS AND FAVORS: No public official shall accept any valuable gift, favor or thing of
value, regardless. of amount whether in the form of money, service, loan, thing or
promise from any person which to the official's knowledge is concerned, directly or
indirectly in any manner whatsoever in business dealings with the City.
303: USE OF EQUIPMENT AND FACILITIES:. No public official shall request or permit the
unauthorized use of City-owned vehicles, equipment, materials, property, labor or
services for personal convenience or profit.
304: CONFLICT OF INTEREST: Except as authorized in Minn. Stat. 471.88, a public
officer who is authorized to take part in any manner in making any sale, lease, or
contract in official capacity shall not voluntarily have a personal financial interest in that
sale, lease, or contract or personally benefit financially therefrom. (Minn. Stat. Section
471.87)
305: A public official or local official elected to or appointed by a metropolitan governmental
unit who in the discharge of official duties would be required to take an action or make
a decision that would substantially affect the official's financial interests or those of an
associated business, unless the effect on the official is no greater than on other
members of the official's business classification, profession or occupation, must take
the following actions:
1. Advise the City Attorney of the potential conflict of interest as soon as possible,
preferably before the meeting; and
2. The City Attorney shall determine whether a disqualifying conflict of interest exists.
3. Orally inform the committee of the potential conflict and abstain from any
participation in that agenda item.
306: The purpose behind the creation of a rule, which would disqualify public officials from
participating in proceedings in adecision-making capacity when they have a direct conflict of
interest in its outcome, is to insure that their decision will not be an arbitrary reflection of their
own selfish interests. There is no settled general rule as to whether such an interest will
disqualify an official. Each case must be decided on the. basis of the particular facts present.
Among the relevant factors that should be considered in making this determination are: (1)
nature of the decision being made; (2) the nature of the pecuniary interest; (3) the number of
officials making the decision who are interested; (4) the need, if any, to have interested
persons make the decision; and (5} the other means available, if any, such as the opportunity
for review, that serve to insure that the officials will not act arbitrarily to further their selfish
interests.
J:\Jane\Research\Bylaws\Communications\Communications bylaws -revised November 08.DOC 4
307: MISUSE OF OFFICIAL POSITION: No elected or appointed official may use his or her official
position for a purpose that is, or would to a reasonableperson appear to be primarily for the
private benefit of the official.
SECTION 400:
CONDUCTING MEETINGS
401: REGULAR MEETINGS: In conformance with the Minnesota Open Meeting Law all
meetings of the committee are open to the public. Regular meetings shall be held as
needed at Prior Lake City Hall, 4646 Dakota Street SE, Prior Lake, Minnesota. In the
event that such a date shall fall on a legal holiday, the meeting shall be held on the
next succeeding day. Regular meetings may be rescheduled, canceled or changed
depending upon unique circumstances and subject to the approval and consent of
both the Chair and/or Vice-Chair.
402: NOTIFICATION: All regular meetings of the Committee shall be noticed by:
1. Posting at city hall for at least two (2) days prior to the meeting.
2. A copy of the notice, agenda and accompanying. materials shall be received by the
Committee, City Council, staff. and others designated by the City Council, no later
than the Wednesday prior to the Monday meeting and in no case later than two (2)
days prior to a special meeting.
403: SPECIAL MEETINGS: Special Meetings of the Committee may be called by the Chair,
or two (2) members of the Committee for the purpose of transacting any business
designated in the call.. Staff may recommend calling a special meeting, but must
receive approval from either the chair or two members of the Committee. The call for
a special meeting may be delivered prior to the time of the. proposed .meeting to each
Committee member of the Committee at least two (2) days prior to the special
meeting. At such meetings, no business shall be considered other than as designated
in the call. The notification provisions of Section B of the article shall be followed.
404: QUORUM FOR REGULAR AND SPECIAL MEETINGS: A majority of Committee
members shall constitute a quorum for the purpose of cohducting its business, but a
smaller number may adjourn from time to time until a quorum is obtained. When a
quorum is in attendance, action may be taken by the Committee upon a vote of a
majority of the Committee present.
405: CONDUCT OF BUSINESS AT MEETINGS: The agenda for a regularly scheduled
meeting shall include the following in order of business:.
1. Call to Order
2. Approval of minutes of previous meeting(s)
3. Old Business
4. Other Business
5. Staff Update
6. New Business
7. Adjournment
406: PUBLIC HEARING FORMAT: Public hearings shall be conducted in the following
manner:
J:\Jane\Research\Bylaws\Communications\Communications bylaws -revised November 08.DOC
1 The presiding officer calls the. public .hearing to order and declares. the time of
opening.
2 It is the intent of the Communication and Technology Advisory Committee to open
all public hearings at the predetermined and published time. From a practical
standpoint, not. all hearings can be opened at their designated time. The presiding
officer may delay the start of a hearing until the business at hand is acted upon, in
any manner, by the Lakes Advisory Commission. However, in no circumstances
can a hearing be opened prior to the predetermined and published time.
3 The presiding officer shall read, from the hearing notice, the details on the hearing
sufficient to provide the public a general understanding of the purpose and
procedures for the hearing and the fact that the hearing is their exclusive or
primary opportunity to provide input to the city on the subject.
4 Staff and/or a consultant make a presentation. or report on the subject matter for
the hearing.
5 The presiding officer asks Communication and Technology Advisory Committee
members if they have questions of the staff or consultant, if any..
6 The presiding officer requests a motion ahd second to open the public hearing.
7 The presiding officer announces. that input will be received from the citizens.
Formal input includes the name and address of the. speaker delivered from the
podium.
8 After all persons have been heard, the presiding officer requests a motion to:
• Close the public hearing and the Communication and Technology Advisory
Committee votes on the motion. Once the vote is taken, the hearing is closed
for the record, or
• Continue a public hearing. If the Communication and Technology Advisory
Committee votes to continue the hearing, the presiding officer, in consultation
with the Communication and Technology Advisory Committee, shall select and
announce a time and date certain .for the continued public hearing. No
additional publication or notice requirements are needed if a hearing is
continued to a .later date. However, no public hearing may be continued more
than once without re-notice and publishing the time, date and location of the
hearing.
9 The Communication and Technology Advisory Committee addresses the subject
matter through deliberation, questions to citizens and staff, and reactions and
statement of position on the subject.
10 If the public hearing is closed, the Communication and Technology Advisory
Committee should take action on the application before them in the form of a
motion by resolution. However, the Committee may formulate a recommendation
which outlines the parameters under which an approval would be granted. 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 Technology Advisory
Committee shall delineate the missing information before continuing the item.
407: VOTING: All members of the Committee have equal voting authority.comment pKZ): ~rEwsECr-o*rs
SECTION 500:
SCOPE OF POWERS AND DUTIES
J:\Jane\Research\Bylaws\Communications\Communications bylaws -revised November 08.DOC
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 technology
matters identified in Section 200 or as assigned to the committee. ,
The Committee Chair shall give an accounting of
the Committee's activities with respect to its goals and objectives before the City
Council. Additionally, specific powers, duties and responsibilities may be assigned to
the Committee upon approval of the City Council.
502: SUBCOMMITTEES: The Committee may divide its membership into Subcommittees
as it deems necessary to implement its goals and objectives.
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.
J:\Jane\Research\Bylaws\Communications\Communications bylaws -revised November 08.DOC
COMMUNITY SAFETY ADVISORY COMMITTEE BYLAWS
Adopted 9ste~ex-ONovember 17, 2008
SECTION 100:
PURPOSE
101: The purpose of the Community Safety Advisory Committee bylaws is to provide a set
of operating procedures for the Community Safety Advisory Committee, and to
establish a code of ethics and conduct.
102: The Bylaws shall be reviewed annually by the Community Safety Advisory Committee,
and any changes or amendments agreed to by a majority vote of the Committee shall
be recommended to the City Council for adoption at its annual meeting. The City
Council conducts is annual meeting as the first meeting in January of each year.
SECTION 200:
STRUCTURE OF COMMITTEE
201: COMMITTEE CREATED: A Community Safety Advisory Committee is hereby created
for the City, its purpose to be of an advisory nature to the City Council and staff on
issues related to making Prior Lake a safe and healthy community.
Said Community Safety Advisory Committee shall be composed of one (1) City Council
liaison and of at least five 5~ and no more than seven 7Z members, appointed by the
City-:,Council. Only residents of the City who are at least 18 years old shall be
considered for appointment. Said members shall serve ##ree-{3~)one 1 year-terms
beginning November 1'` and ending October 31S`
The members of the Committee shall annually elect officers in accordance with the
procedures of paragraph 205 herein.
202: DUTIES OF THE COMMITTEE: The duties of the Community Safety Advisory
Committee are as follows:
1. Periodically review and recommend revisions to these bylaws.
2. Recommend safety activities and policies to the Council for implementation.
3. Act as experts to assist staff in the interpretation and implementation of community
safety matters.
4. Periodically reconstitute the Task Force to establish priorities for incorporation into
the 2030 Vision and Strategic Plan.
5. Promote the objectives of community safety in the most appropriate venues.
203: APPOINTMENT: The Committee shall consist of members appointed by the Prior Lake
City Council for a term of tk~ee-{~}one 1 years. The Committee shall be
representative of the citizens who live in Prior Lake. Committee members may serve
additional terms upon approval by the Prior Lake City Council, based upon satisfactory
Comment []K3]: The CSAC
i recommended one year terms instead of i
three year terms. Staff believes it should '
be 3 years in order to be consistent with
other advisory authorities.
J:',Jane\R2search`,Bylaw~s`CSAC\Draft 2 CSAC Bylaws-November 2008.DGG
attendance and participation, continued residence within the corporate limits of the City
of Prior Lake, and in accordance with the term limit policy established herein.
204: VACANCIES: If the office of Chair becomes vacant, the Community Safety Advisory
Committee shall appoint a replacement as set forth in paragraph 205 herein. If the
office of vice-chair becomes vacant, the Community Safety Advisory Committee shall
elect a successor from its membership at the next regular meeting, and such election
shall be for the unexpired term of said office.
If an appointed member of the Community Safety Advisory Committee resigns, is
terminated, reaches a term limit, or otherwise vacates a seat of the
Commission/Committee, the Prior Lake City Council shall appoint a replacement in the
following manner:
1. Applications are solicited. A Notice of .the vacancy is made public and individuals
may be encouraged to consider the position.
2. The City Manager or his designee, the City Council member who has been
appointed as the liaison to the advisory authority, or who has been appointed to
serve on the work group, and the committee chair (unless the appointment is the
committee chair appointment or re-appointment, 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 advisory authority charged with the
selection of the successor for that person.
3. The recommendation of the interview panel shall be presented to the City Council
and the Council may accept or reject the recommendation. If the recommendation
is rejected. the City Council shall appoint another individual or decide to reopen the
vacancy to the public for new candidates.
205: OFFICERS: The Community Safety Advisory Committee shall elect from among its
membership a chair, and vice-chair.
Chair: The Chair shall be elected by majority vote of the Community Safety
Advisory Committee prior to the first meeting in November. The term of the
chair shall begin in November and run for three years. The duties of the chair
shall include approval of meeting agendas, presiding at meetings, participating
with the City Council in the selection of Committee members, semi-annual
reporting to the City Council on all information collected under paragraph 202
and shall give an accounting of its activities and any information the Committee
may consider relevant before the City Council annually or as directed
otherwise.
Vice-Chair: The vice-chair shall be selected annually by the Committee and
shalt perform the duties of the Chair in his/her absence. The vice-chair shall
assume such other duties as assigned by the chair.
Secretary: The City Manager or his/her designee shall act as the Secretary and shall
be responsible for recording and compiling a written summary of all official activities of
the Community Safety Advisory Committee. The City Manager shall also appoint a
staff member to provide administrative support for the Committee.
206: TERM LIMIT: It is the policy of the Prior Lake City Council to impose a three term (9-3
year) service limitation for all appointed positions to the Community Safety Advisory
Committee and providing administrative support. Partial terms do not count toward the
Ji~Jane\Researd ~~B}~Ia~ws1CSAC~Draft 2 CSNC Bylaws-Noaember 2008DOC
term limitation. The purpose of the term limit policy is to encourage resident
participation on City advisory bodies and provide community members with the
opportunity to participate in their local government.
207: REMOVAL OF MEMBER: Any member of the Communitv Safety Advisorv Committee
may be removed from office for iust cause by afour-fifths (4/5) vote of the entire City
Council. Such member shall be entitled to a public hearing before such a vote is taken.
In addition, any member may be removed for nonattendance at Communitv Safetv
Advisorv Committee meetings by action of the City Council:,
i ImrJ^m^n+~+~..,, ..f +h^ ~..~„~„~++,,.,~^ ., ~ Formatted: Bullets and Numbering
O A..h:e~. ~c~m~.~+..f .,n.+lo ~nr! nhia~.+i.m~
f ~+ lox+ 7~0%
Th., (`...,~..,~,'++.~.. ^h~ll fl. n.,.. rA +hi~ n oTt^ ~ m.++..n ^~ ^f +h.,
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-the first-o-reek of BESe,,,ne,=fern
`~~,^~
2073: REMOVAL OF MEMBER: Any member of the Community Safety Advisory Committee
may be removed from office for just cause by a twa-++"~;~`,four-fifths (4/5) vote of
the entire City Council. Such member shall be entitled to a public hearing before such
a vote is taken. In addition, any member may be removed for nonattendance at
Community Safety Advisory Committee meetings by action of the City Council.
SECTION $00:
STATEMENT OF ETHICS
301: POLICY STATEMENT: The City of Prior Lake recognizes that our system of
.democratic representative government is dependent in large measure upon people
having trust and confidence in their public officials. The public rightfully expects that
governmental officials will conduct City of Prior Lake business in ways which benefit
the public generally and that public office will not be used chiefly or improperly to
advance'personal interest. The City of Prior Lake has pledged that the goals of fair,
efficient ahd honest government will be fostered and that it will strive for integrity and
objectivity from all of its officials.
The City of Prior Lake finds that the proper operation of democratic representative
government requires that:
• Elected and appointed officials be independent, impartial and responsible to the
people;
• Governmental decisions and policy be made in the proper channels of the
governmental structure;
• Public office not be used for personal gain;
• The public have confidence in the integrity of its government.
J:`JanalResearchlBy?as~s1CSAC\Draft 2 CSAC Bylaws-November 2008.DOC
2. The City of Prior Lake shall adhere to the highest ethical standards that enhance
the public trust in its local government by:
• Creating transparency in its actions through honest and open communication;
and
• Basing decisions and adopting public policies on what is in the best interests of
the public and the overall community;
• Supporting the public's right to know the public's business
• Exercising fairness, optimism, responsiveness and respect in communicating
with the public.
• Providing a forum and Periodic training for public officials and staff to discuss
organizational values that reflect high standards and current conditions and
concerns.
3. The City's Statement of Ethics shall be liberally construed in favor or protecting the
public's interest in full disclosure of conflicts of interest and promoting ethical
standards of conduct.
302: GIFTS AND FAVORS: No public official shall accept any valuable gift, favor or thing of
value, regardless of amount whether in the form of money, service, loan, thing or
promise from any person which to the official's knowledge is concerned, directly or
indirectly in any manner whatsoever in business dealings with the City.
303: USE OF EQUIPMENT AND FACILITIES: No public official shall request or permit the
unauthorized use of City-owned vehicles, equipment, materials, property, labor or
services for personal convenience or profit.
304: CONFLICT OF INTEREST: Except as authorized in Minn. Stat. 471.88, a public
officer who is authorized to take part in any manner in making any sale, lease, or
contracf`in official capacity shall not voluntarily have a personal financial interest in that
sale, lease, or contract or personally benefit financially therefrom. (Minn. Stat. Section
471.87)
305: A public official or local official elected to or appointed by a metropolitan governmental
unit who in the discharge of official duties would be required to take an action or make
a decision that would substantially affect the official's financial interests or those of an
associated business, unless the effect on the official is no greater than on other
' : members of the official's business classification, profession or occupation, must take
the following actions:
1. Advise the City Attorney of the potential conflict of interest as soon as possible,
preferably before the meeting; and
2. The'Cty Attorney shall determine whether a disqualifying conflict of interest exists.
3. Orally inform the committee of the potential conflict and abstain from any
participation in that agenda item.
306: The purpose behind the creation of a rule, which would disqualify public officials from
participating in proceedings in adecision-making capacity when they have a direct conflict of
interest in its outcome, is to insure that their decision will not be an arbitrary reflection of their
own selfish interests. There is no settled general rule as to whether such an interest will
disqualify an official. Each case must be decided on the basis of the particular facts present.
Among the relevant factors that should be considered in making this determination are: (1)
nature of the decision being made; (2) the nature of the pecuniary interest; (3) the number of
officials making the decision who are interested; (4) the need, if any, to have interested
J.`'JaneAResearcnA6;la~ws\CSAC'~DraY2 CSAC Bylaws-November 2G08.DOC 4
persons make the decision; and (5) the other means available, if any, such as the opportunity
for review, that serve to insure that the officials will not act arbitrarily to further their selfish
interests.
307: Misuse of Official Position: No elected or appointed official may use his or her official position
for a purpose that is, or would to a reasonable person appear to be primarily for the private
benefit of the official.
SECTION 400:
CONDUCTING MEETINGS
401: REGULAR MEETINGS: In conformance with the Minnesota Open Meeting Law all
meetings of the committee are open to the public. Regular meetings shall be held as
needed at Prior Lake City Hall, 4646 Dakota Street SE, Prior Lake, Minnesota. In the
event that such a date shall fall on a legal holiday, the meeting shall be held on the
next succeeding day. Regular meetings may be rescheduled, canceled or changed
depending upon unique circumstances and subject to the approval and consent of
both the Chair and/or Vice-Chair.
402: NOTIFICATION: All regular meetings of the Committee shall be noticed by:
1. Posting at city hall for at least two (2) days prior to the meeting.
2. A copy of the notice, agenda and accompanying materials shall be received by the
Committee, City Council, staff and others designated by the City Council, no later
than two (2) days prior to a meeting.
403: SPECIAL MEETINGS: Special Meetings of the Committee may be called by the Chair,
or two (2) members of the Committee for the purpose of transacting any business
designated in the call. Staff may recommend calling a special meeting, but must
receive approval from either the chair or two members of the Committee. The call for
a special meeting may be de{ivered prior to the time of the proposed meeting to each
Committee member of the Committee at least two (2) days prior to the special
;>' meeting. At such meetings, no business shall be considered other than as designated
in the call. The notification provisions of 402 shall be followed.
404: QUORUM FOR REGULAR AND SPECIAL MEETINGS: A majority of Committee
members shall constitute a quorum for the purpose of conducting its business, but a
smaller number may adjourn from time to time until a quorum is obtained. When a
quorum is in attendance, action may be taken by the Committee upon a vote of a
majority of the Committee present.
405: CONDUCT OF BUSINESS AT MEETINGS: The agenda for a regularly scheduled
meeting shall include the following in order of business:
1. Call to Order
2. Approval of minutes of previous meeting(s)
3. Old Business
4. Other Business
5. Staff Update
6. New Business
7. Adjournment
J9Jane`Beseuch',B;Aa~.vs',CSAC~Draft 2 CSAC Bylaws-November 2008.DOC
406: PUBLIC HEARING FORMAT: Public hearings shall be conducted in the following
manner:
1. The presiding officer calls the public hearing to order and declares the time of
opening.
2. It is the intent of the Community Safety Advisory Committee to open all public
hearings at the predetermined and published time. From a practical standpoint, not
all hearings can be opened at their designated time. The presiding officer may
delay the start of a hearing until the business at hand is acted upon, in any
manner, by the Community Safety Advisory Committee. However, in no
circumstances can a hearing be opened prior to the predetermined and published
time.
3. The presiding officer shall read, from the hearing notice, the details on the hearing
sufficient to provide the public a general understanding of the purpose and
procedures for the hearing and the fact that;the hearing is their exclusive or
primary opportunity to provide input to the city on the subject.
4. Staff and/or a consultant make a presentation or report on the subject matter for
the hearing.
5. The presiding officer asks Community Safety Advisory Committee members if they
have questions of the staff or consultant, if any.
6. The presiding officer requests a motion and second to open the public hearing.
7. The presiding officer announces that input will be received from the citizens.
Formal input includes the name and address of the speaker delivered from the
podium.
8. After all persons have been heard, the presiding officer requests a motion to:
• Close the public hearing and the Community Safety Advisory Committee votes
on the motion. Once the vote is taken, the hearing is closed for the record, or
• Continue a public hearing. If the Community Safety Advisory Committee votes
to continue the hearing, the presiding officer, in consultation with the
Community Safety Advisory Commi#tee, shall select and announce a time and
date certain for the continued public hearing. No additional publication or notice
requirements are needed if a hearing is continued to a later date. However, no
public hearing may be continued more than once without re-notice and
publishing the time, date and location of the hearing.
9. The Community Safety Advisory Committee addresses the subject matter through
deliberation, questions to citizens and staff, and reactions and statement of
position on the subject.
`' . 10. If the public hearing is closed, the Community Safety Advisory Committee should
take action on the application before them in the form of a motion by resolution.
`However, the Committee may formulate a recommendation which outlines the
parameters under which an approval would be granted. 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 Community Safety Advisory Committee shall delineate the
missing information before continuing the item.
407: VOTING: All members of the Committee have equal voting authority.
SECTION 500:
SCOPE OF POWERS AND DUTIES
J `.JaneAResearoh'.Byla~ws\CSACVDraft 2 CSAC 8ylam~s-November 2008.DOC
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 matters identified in Section 202
or as assigned to the committee. ,
Oeaasi4; tThe Committee Chair shall give an accounting of the Committee's activities
with respect to its goals and objectives before the City Council. Additionally, specific
powers, duties and responsibilities may be assigned to the Committee upon approval
of the City Council.
502: SUBCOMMITTEES: The Committee may divide its membership into Subcommittees
as it deems necessary to implement its goals and objectives.
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.
J:!Jane.Aesea;chl5yla,+s\CSAC`,Draft 2 CSAC Byla~r,~s-November 200~.DOC
CITY OF PRIOR LAKE ECONOMIC DEVELOPMENT ADVISORY COMMITTEE BYLAWS
Adopted
Amended May 1, 2006
Amended November 17. 2008
SECTION 100
PURPOSE
101. The purpose of the City of Prior Lake Economic Development Advisory Committee
Bylaws is to provide a set of operating procedures for the Economic Development
Advisory Committee, and to establish a code of ethics and conduct.
102: The Bylaws shall be reviewed annually by the Economic Development Advisory
Committee, and any changes or amendments agreed to by a majority vote of the
Committee shall be recommended to the City Council for adoption at its annual
meeting. The City Council conducts is annual meeting as the first meeting in January
of each year.
SECTION 200
STRUCTURE OF COMMITTEE
201. COMMITTEE CREATED: l-he City Council has established anA-n Economic
Development Advisory Committee. The Committee is advisory and its purpose is to
study and provide reports, analysis and recommendations to the '
the-Prior Lake City Council and Economic Development Authority
ad~ir~-bst-h on economic development matters ~~'^^+"'^~'^ +"^ ^~~•^^ ^r-as assigned
to the Ceommittee by the City Council or Economic Development Authority.
laid-Members to the Economic Development Advisory Committee ,
~^;~'. shall be appointed by the Citv Council. Only residents of the City who are at
least_18 years old shall be considered for appointment. M~aad-r~eembers shall serve
three (3) year-terms beginning November 15 and ending October 315.
The members of the Economic Development Advisory Committee shall annually elect
officers in accordance with the procedures of paragraph 205 herein.
202. DUTIES OF THE COMMITTEE:
,The duties and responsibilities of
the Committee include:
1. Serve as a liaison between city government and the community;
2. In conjunction with the City Council, Economic Development Authority and
staff, facilitate economic growth and redevelopment activities for the City of
Prior Lake;
3. Work with citizens, City staff, business owners, property owners, prospective
developers, the Chamber of Commerce, and other economic development
J:\Jane\Research\Bylaws\EDAC\Prior Lake ED Advisory Committee Bylaws REVISED-November 08.doc 1
stakeholders on a variety of economic development and redevelopment
activities;
4. As requested, provide review and comment on economic development and
redevelopment policies to the City Council and Economic Development
Authority.
5. Make recommendations to the City Council and Economic Development
Authority regarding economic development issues, strategy development and
implementation and other initiatives that can be undertaken by the City to
expand and strengthen its economy, inclusive but not limited to business
retention & expansion, targeted business attraction /recruitment, new business
/ entrepreneurial development, and redevelopment; and
6. Assist the City Council and Economic Development Authority to identifv+n-
#i+adx~ funfunding sources for economic development and redevelopment.
203. APPOINTEMENT: The Committee shall consist of a number of members as may be
determined and 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 twe-one City Council
abersliaison, the City Manager or designee, and a number of residents and/or
business persons as may be determined and appointed by the City Council, at least
the majority of which must reside in Prior Lake. Committee members may serve
based upon attendance and participation, continued residence in Prior Lake and in
accordance with the term limit policy established by the City Council.
204. VACANCIES. If the office of Chair becomes vacant, the Economic Development
Advisory Committee shall appoint a replacement in accordance with ^~~~~, Section
X204. If the Office of Vice-Chair becomes vacant, the Committee shall elect a
successor from its membership at the next regular meeting, and such election shall be
~,yn
for the unexpired term of said office. c"oa'^' ~; nw.h^r ~ „+h,,,,.,;~ .,+
.,I.,+n +h., +.,rw,
If an appointed member of the Economic Development Advisory Committee resigns is
terminated, reaches a term limit, or otherwise vacates a seat of the Committee the
Prior Lake City Council shall appoint a replacement in the following manner:
1. Applications are solicited. A Notice of the vacancy_ is made public and individuals
may be encouraged to consider the position.
2. The City Manager or his designee, the City Council member who has been
appointed as the liaison to the Economic Development Advisory Committee or
who has been appointed to serve on the work group and the committee chair
(uniess the appointment is the committee chair appointment or re-appointment 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 advisory
authority charged with the selection of the successor for that person
3. The recommendation of the interview panel shall be presented to the City Council
and the Council may accept or reject the recommendation. If the recommendation
is rejected, the Citv Council shall appoint another individual or decide to reopen the
vacancy to the public for new candidates.
205. OFFICERS: The Officers of the Prior Lake Economic Development Advisory
Committee shall be a Chair, Vice-Chair and a Secretary. The City Manager or his/her
J:\Jane\Research\Bylaavs\EDAC\Prior Lake ED Advisory Committee Bylaws REVISED-November O8.doc 2
designee shall serve as Secretary of the Committee. The selection of the Chair or
Committee members will be filled in accordance with City Council Bylaws.
Chair: The Chair of the Committee shall be appointed from among the Committee's
membership for atwo-year term in November by majority vote of the Economic
Development Advisory Committee. The duties of the Chair include:
1. Review and approve meeting agendas.
2. Preside at meetings.
3. Participate with the City Council in the selection of Committee members.
4. Represent the Committee as appropriate.
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 assigned by the Chair.
Secretary: The City Manager or his/her designee shall act as the Secretary and shall
be responsible for recording and compiling 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 #wa-three term
(or ~9 year) 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 encourage resident participation on City advisory bodies and
provide community members with the opportunity to participate in their local
government.
207: REMOVAL OF MEMBER: Any member of the Economic Development Advisory
Committee may be removed from office for iust cause by afour-fifths (4/51 vote of the
entire City Council. Such member shall be entitled to a public hearing before such a
vote is taken. In addition, any member may be removed for nonattendance at
Economic Development Advisory Committee meetinas by action of the Citv Council
• ' Formatted: Bullets and Numbering
SECTION 300
STATEMENT OF ETHICS
301: POLICY STATEMENT: The Citv of Prior Lake recognizes our system of democratic
representative government is dependent in large measure upon people having trust
and confidence in their public officials The public rightfully expects governmental
officials will conduct City of Prior Lake business'in ways which benefit the public
generally and public office will not be used chiefly or improperly to advance personal
J:\Jane\Research\Bylaws\EDAC\Prior Lake ED Advisory Committee Bylaws REVISED-November 08.doc
interest. The Citv of Prior Lake has pledged the goals of fair, efficient and honest
government will be fostered and that it will strive for integrity and objectivity from all of
its officials.
1. The City of Prior Lake finds that the proper operation of democratic representative
government requires that:
• Elected and appointed officials be independent, impartial and responsible to the
ep ople;
• Governmental decisions and policy be made in the proper channels of the
governmental structure:
• Public office not be used for personal gain; and
• The public have confidence in the integrity of its government.
2. The Citv of Prior Lake shall adhere to the highest ethical standards that enhance
public trust in local government bv:
• Creating transparency in its actions through honest and open communication•
and
• Basing decisions and adopting public policies based on what is in the best
interest of the public and overall community;
• Supporting the public's right to know the public's business:
• Exercising fairness, optimism, responsiveness and respect in communicating
with the public.
• Providing a forum and periodic training for public officials and staff to discuss
organizational values that reflect high standards and current conditions and
concerns.
3. The City's Statement of Ethics shall be liberally construed in favor of protecting the
public's interest in full disclosure of conflicts of interest and promoting ethical
standards of conduct.
302: GIFTS AND FAVORS: No public official shall accept any valuable gift favor or thing of
value, regardless of amount whether in the form of money service loan thing or
promise from any person which to the official's knowledge is concerned directly or
indirectly in any manner whatsoever in business dealings with the City.
303: USE OF EQUIPMENT AND FACILITIES: No public official shall request or permit the
unauthorized use of City-owned vehicles, equipment, materials property labor or
services for personal convenience or profit.
304: CONFLICT OF INTEREST: Except as authorized in Minn. Stat. 471 88 a public
officer who is authorized to take part in any manner in makinp any sale lease or
contract in official capacity shall not voluntarily have a personal financial interest in that
sale, lease, or contract or personally benefit financially therefrom. (Minn. Stat. Section
471.87
305: A public official or local official elected to or appointed by a metropolitan governmental
unit who in the discharge of official duties would be required to take an action or make
a decision that would substantially affect the official's financial interests or those of an
associated business, unless the effect on the official is no greater than on other
members of the official's business classification profession or occupation must take
the following actions:
1. Advise the Citv Attorney of the potential conflict of interest as soon as possible
preferably before the meeting; and
J1Jane\Research\Bylaws\EDAC\Prior Lake ED Advisory Committee Bylaws REVISED-November 08.doc
2. The Citv Attorney shall determine whether a disqualifying conflict of interest exists.
3. Orally inform the Committee of the potential conflict and abstain from any
participation in that agenda item.
306: The purpose behind the creation of a rule, which would disqualifv public officials from
participating in proceedings in adecision-making capacity when they have a direct
conflict of interest in its outcome, is to insure that their decision will not be an arbitrary
reflection of their own selfish interests. There is no settled general rule as to whether
such an interest will disqualifv an official. Each case must be decided on the basis of
the particular facts present. Among the relevant factors that should be considered in
making this determination are: (1) nature of the decision being made (21 the nature of
the pecuniary interest; (3) the number of officials making the decision who are
interested: (4) the need, if any, to have interested persons make the decision and (5)
the other means available, if any. such as the opportunity for review that serve to
insure that the officials will not act arbitrarily to further their selfish interests.
307: MISUSE OF OFFICIAL POSITION: No elected or appointed official may use his or her
official position for a purpose that is or would to a reasonable person appear to be
primarily for the private benefit of the official.
SECTION 400:
CONDUCTING MEETINGS
401: REGULAR MEETINGS: In conformance with the Minnesota Open Meeting Law all
meetings of the Committee are open to the public. Regular meetings shall be held
quarterly at +;~ °~ --~ c~ e+ +' i GR7R C' h D ~ + Q ~ ~~Prior Lake City Hall,
4646 Dakota Street SE, Prior Lake, Minnesota. In the event that such a date shall fall
on a legal holiday, the meeting shall be held on the next succeeding day. Regular
meetings may be rescheduled, canceled or changed depending upon unique
circumstances and subject to the approval and consent of both the Chair and/or Vice-
Chair. In the event that such a date shall fall on a legal holiday, the meeting shall be
held on the next succeeding day. Regular meetings may be rescheduled, canceled or
changed depending upon unique circumstances and subject to the approval and
consent of both the Chair and/or Vice-Chair.
402: NOTIFICATION: All regular meetings of the Committee shall be noticed bv'
1. Posting at City Hall for at least two (2) days prior to the meeting_
2. A copy of the notice, agenda and accompanying materials shall be received by the
Committee. City Council, staff and others designated by the Citv Council no later
than the Wednesday prior to the Monday meeting and in no case later than two (2)
days prior to a special meeting.
403: SPECIAL MEETINGS: Special Meetings of the Committee may be called by the Chair,
or two (2) members of the Committee for the purpose of transacting any business
designated in the call. Staff may recommend calling a special meeting, but must
receive approval from either the chair or two members of the Committee. The call for
a special meeting may be delivered prior to the time of the proposed meeting to each
Committee member of the Committee at least two (2) days prior to the special
meeting. At such meetings, no business shall be considered other than as designated
in the call.-
J:\Jane\Research\Byla~,vs\EDAC\Prior Lake ED Advisory Committee Bylaws REVISED-November 08.doc 5
404: QUORUM FOR REGULAR AND SPECIAL MEETINGS: A majority of Committee
members shall constitute a quorum for the purpose of conducting its business, but a
smaller number may adjourn from time to time until a quorum is obtained. When a
quorum is in attendance, action may be taken by the Committee upon a vote of a
majority of the Committee present.
405: CONDUCT OF BUSINESS AT MEETINGS: The agenda for a regularly scheduled
meeting shall include the following in order of business:
1. Call to Order
2. Approval of minutes of previous meeting(s)
3. Old Business
4. Other Business
5. Staff Update
6. New Business
7. Adjournment
406: PUBLIC HEARING FORMAT: Public hearings shall be conducted in the following
manner:
1. The presiding officer calls the public hearing to order and declares the time of
opening.
2. tt is the intent of the Economic Development Advisory Committee to open all public
hearings at the predetermined and published time From a practical standpoint not
all hearings can be opened at their designated time The presiding officer may
delay the start of a hearing until the business at hand is acted upon in any
manner, by the Lakes Advisory Commission. However in no circumstances can a
hearing be opened prior to the predetermined and published time.
3. The presiding officer shall read, from the hearing notice the details on the hearing
sufficient to provide the public a general understanding of the purpose and
procedures for the hearing and the fact that the hearing is their exclusive or
primary opportunity to provide input to the city on the subiect.
4. Staff and/or a consultant make a presentation or report on the subiect matter for
the hearing.
5. The presiding officer asks Economic Development Advisory Committee members if
they have questions of the staff or consultant, if any.
6. The presiding officer requests a motion and second to open the public hearing
7. The presiding officer announces that input will be received from the citizens
Formal input includes the name and address of the speaker delivered from the
odium.
8. After all persons have been heard, the presiding officer requests a motion to'
• Close the public hearing and the Economic Development Advisory Committee
votes on the motion. Once the vote is taken, the hearing is closed for the
record, or
• Continue a public hearing. If the Economic Development Advisory Committee
votes to continue the hearing, the presiding officer, in consultation with the
Economic Development Advisory Committee shall select and announce a time
and date certain for the continued public hearing. No additional publication or
notice requirements are needed if a hearing is continued to a later date
However, no public hearing may be continued more than once without re-notice
and publishing the time, date and location of the hearing
J:\Jane\Research\Bylaws\EDAC\Prior Lake ED Advisory Committee ByLa~r~s REVISED-November 08.doc
9. The Economic Development Advisory Committee addresses the subiect matter
through deliberation. questions to citizens and staff, and reactions and statement
of position on the subiect.
10. If the public hearing is closed. the Economic Development Advisory Committee
should take action on the application before them in the form of a motion by
resolution. However. the Committee may formulate a recommendation which
outlines the parameters under which an approval would be granted. 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 Economic Development Advisory Committee shall
delineate the missing information before continuing the item.
407: VOTING: All members of the Committee have equal voting authority.
Comment []Kl]: NEW SECTIONS
SECTION 500
SCOPE OF POWERS AND DUTIES
501: POWERS AND DUTIES: The Committee shall act in an advisory capacity to the Prior
Lake City Council and Economic Development Authority and shall Prev+de-advise both
on eEconomic dDevelopment matters identified in tlae-eseSection 100 or as
assigned to the committee by the City Council or Economic Development Authority.
v . ~.,, ..... ~ ) .,...v ,
~"'°"" ^ ^+"^^^~~°^ ~ ^"~~^~' "~r +...".~ Cc '! +.The Committee Chair shall give an
accounting of the Committee's activities with respect to its purposes, goals and
objectives. Additionally specific powers duties and responsibilities may be assigned
to the Committee upon approval of the Citv Council.
502: SUBCOMMITTEES: The Committee may divide its membership into Subcommittees
as it deems necessary to implement its goals and objectives.
SECTION 600
AMENDMENTS
601: AMENDMENTS: 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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J:\Jane\Research\Bylaws\EDAC\Prior Lahe ED Advisory Committee Bylaws REVISED-November 08.doc
CITY OF PRIOR LAKE LAKES ADVISORY COMMITTEE BYLAWS
Adopted May 16, 1994
Amended January 3, 1995
Amended January 2, 1996
Amended February 16, 1999
Amended June 7, 1999
Amended December 4, 2000
Amended June 17, 2002
Amended January 3, 2006
Amended November 17, 2008
SECTION 100:
PURPOSE
101: The purpose of the Lakes Advisory Committee bylaws is to provide a set
of operating procedures for the Lakes Advisory Committee, and to
establish a code of ethics and conduct.
102: The Bylaws shall be reviewed annually by the Lakes Advisory Committee,
and any changes or amendments agreed to by a majority vote of the
Commission shall be recommended to the City Council for adoption at its
annual meeting. The City Council conducts is annual meeting as the first
meeting in January of each year.
SECTION 200
STRUCTURE OF COMMITTEE
201: COMMITTEE CREATED: A Lakes Advisory Committee is hereby created
for the City, its purpose to be of an advisory nature to the City Council
and staff on issues related to lakes and other water resources within the
City of Prior Lake.
~-1-~-
The members of the Lakes Advisory Committee shall annually elect
officers in accordance with the procedures of paragraph 205 herein.
202: DUTIES OF THE COMMITTEE: The duties of the Lakes Advisory
Committee are as follows:
J:\Jane\Research\Bylaws\LAC\LAC Byla~r~s revised November 2008.doc
1. Research, study and make recommendations to the City Council on
the information contained within the "Comprehensive Lake
Management Plan."
2. Research, study and make recommendations to the City Council on
the information contained within the "Storm Water Pollution
Prevention Plan," including conducting required public hearings.
203: APPOINTMENT: The Committee shall consist of one (1) City Council
liaison and at least five (5) members and no more than seven (7)
members appointed by the City Council. Onlv residents of the Citv who
are at least 18 years old shall be considered for appointment. Said
members shall serve three (3) year-terms beginning November 1S` and
ending October 31 S`. The Committee shall be representative of the
citizens who live in Prior Lake. Committee members may serve additional
terms upon approval by the Prior Lake City Council, based upon
satisfactory attendance and participation, continued residence within the
corporate limits of the City of Prior Lake, and in accordance with the term
limit policy established herein.
1. To the extent possible, the membership of the Lakes Advisory Formatted: Bullets and Numbering
Committee will include the following representatives:
• An owner of property on Prior Lake;
• An owner of property on Spring Lake:
• An owner of property on one of the other lakes within the Citv
limits; and
• An owner of anon-riparian lot.
204: VACANCIES: If the office of Chair becomes vacant, the Lakes Advisory
Committee shall appoint a replacement as set forth in paragraph 205
herein. If the Office of Vice-Chair becomes vacant, the Committee shall
elect a successor from its membership at the next regular meeting, and
such election shall be for the unexpired term of said office.
If an appointed member of the Lakes Advisory Committee resigns, is
terminated, reaches a term limit, or otherwise vacates a seat of the
Committee, the Prior Lake City Council shall appoint a replacement in the
following manner:
1. Applications are solicited. A Notice of the vacancy is made public and
individuals may be encouraged to consider the position.
The City Manager or his designee, the City Council member who has
been appointed as the liaison to the Lakes Advisory Committee, or
who has been appointed to serve on the work group, and the
committee chair (unless the appointment is the committee chair
appointment or re-appointment, 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
advisory authority charged with the selection of the successor for that
person.
J.'~Jan2\Research\Byla~,vs\LAC\LAC ByIa~NS revised November 2008.doc
3. The recommendation of the interview panel shall be presented to the
City Council and the Council may accept or reject the
recommendation. If the recommendation is rejected, the City Council
shall appoint another individual or decide to reopen the vacancy to the
public for new candidates.
205: Officers: The Lakes Advisory Committee shall elect from among its
members a Chair, and aVice-Chair. The City Manager or his/her
designee shall serve as Secretary of the Committee.
1. Chair: The Chair of the Committee shall be elected by a majority vote
of the Lakes Advisory Committee prior to the first meeting in
November. The term of the chair shall begin in November and run for
two years. The duties of the Chair shall include review and approval
of meeting agendas, presiding at meetings, participating with the City
Council in the selection of Committee members, semiannual reporting
to the City Council, and representation of the Committee as
appropriate.
2. 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 assigned
by the Chair.
3. Secretarv: The City Manager or his/her designee shall act as the
Secretary and shall be responsible for recording and compiling 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 (9 year) service limitation for all appointed positions to the
Lakes Advisory Committee. Partial terms do not count toward the term
limitation. The purpose of the term limit policy is to encourage resident
participation on City advisory bodies and provide community members
with the opportunity to participate in their local government.
207: REMOVAL OF MEMBER: Anv member of the Lakes Advisory Committee
may be removed from office for iust cause by afour-fifths (4/5) vote of the
entire City Council. Such member shall be entitled to a public hearing
before such a vote is taken. In addition, any member may be removed for
nonattendance at Planning Commission meetings by action of the City
Crn incil
Formatted: Bullets and Numbering
J:\Jane\Research`~Bylaws\LAC~LAC Bylaws revised November 2008.doc
SECTION 300:
STATEMENT OF ETHICS
301: POLICY STATEMENT: The City of Prior Lake recognizes that our
system of democratic representative government is dependent in large
measure upon people having trust and confidence in their public officials..
The public rightfully expects that governmental officials will conduct City
of Prior Lake business in ways which benefit the publicgenerallyand that
public office will not be used chiefly or improperly to advance personal
interest. The City of Prior Lake has pledged that the goals of fair, efficient
and honest government will be fostered and that it will strive for integrity
and objectivity from all of its officials.
The City of Prior Lake finds that the proper operation of democratic
representative government requires that:
• Elected and appointed officials be independent, impartial and
responsible to the people;
• Governmental decisions and policy be made in the proper
channels of the governmental structure;
• Public office not be used for personal gain;
• The public have confidence in the integrity of its government.
2. The City of Prior Lake shall adhere to the highest ethical standards
that enhance the public trust in its local government by:
• Creating transparency in its actions through honest and open
communication; and
• Basing decisions and adopting public policies on what is in the
best interests of the public and the overall community;
• Supporting the public's right to know the public's business
• Exercising fairness, optimism, responsiveness and respect in
communicating with the public.
• Providing a forum and periodic training for public officials and staff
to discuss organizational values that reflect high standards and
current conditions and concerns.
3. The City's Statement of Ethics shall be liberally construed in favorer
of protecting the public's interest in full disclosure of conflicts of
interest and promoting ethical standards of conduct.
302: GIFTS AND FAVORS: No public official shall accept any valuable gift,
favor or thing of value, regardless of amount whether in the form of
J:\Jane\Research\Bylaws\LAC\LAC Bylaws revised November 2008.doc
money, service, loan, thing or promise from any person which to the
official's knowledge is concerned, directly or indirectly in any manner
whatsoever in business dealings. with the City.
303: USE OF EQUIPMENT AND FACILITIES: No public official shall request
or permit the unauthorized use of City-owned vehicles, .equipment,
materials, property, labor or services for personal convenience or profit.
304: CONFLICT OF INTEREST: Except as authorized in Minn. Stat. 471.88, a
public officer who is authorized to take part. in any manner in making any
sale, lease, or contract in official capacity shall not voluntarily have a
personal financial interest in that sale, lease, or contract or personally
benefit financially therefrom. (Minn. Stat. Section 471.87)
305: A public official or local official elected to or appointed by a metropolitan
governmental unit who in the discharge of official duties would be
required to take an action or make a decision that would substantially
affect the official's financial interests or those of an associated business,
unless the effect on the official is no greater than on other members of the
official's business classification, profession or occupation, must take the
following actions:.
1. Advise the City Attorney of the potential conflict of interest as soon as
possible, preferably before the meeting; and
2. The City Attorney shall determine whether a disqualifying conflict of
interest exists.
3. Orally inform the committee of the potential conflict and abstain from
any participation in that agenda item.
306: The purpose behind. the creation of a rule, which would disqualify public
officials from participating in proceedings in adecision-making capacity
when they have a direct conflict of interest in its outcome, is to insure that
their decision will not be an arbitrary reflection of their own selfish
interests. There is no settled general rule as to whether such an interest
will disqualify an official. Each case must be decided on the basis of the
particular facts present. Among the relevant factors that should be
considered in making this determination are: (1) nature of the decision
being made; (2) the nature of the pecuniary interest; (3) the number of
officials making the decision who are interested; (4) the need, if any, to
have interested persons make the decision; and (5) the other means
available, if any, such as the opportunity for review, that serve to insure
that the officials will not act arbitrarily to further their selfish interests.
307: MISUSE OF OFFICIAL POSITION: No elected or appointed official may
use his or her official position for a purpose that is, or would to a
reasonable person appear to be primarily for the private benefit of the
official
SECTION 400
CONDUCTING MEETINGS
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401 MEETING SCHEDULE: In conformance with the Minnesota Open
Meeting Law all .meetings of the Committee are open to the public.
Regular meetings shall be held on the third: Tuesday of each month at
4:30 p.m. at the Prior Lake City Hall, 4646 Dakota Street S.E., Prior Lake,
Minnesota. In the event that such a date shall fall orr a legal holiday, the
meeting .shall be held on the next succeeding day. Regular meetings
may be rescheduled, cancelled or changed depending upon unique
circumstances and subject to the approval. and consent of both the Chair
and/or Vice-Chair. Regular and special meetings of the Lakes Advisory
Committee shall be televised on cable television.
402: NOTIFICATION: All regular meetings of the Committee shall be noticed
by:
1. Posting at City Hall for at least two (2) days prior to the meeting.
2. A copy of the notice, agenda and accompanying material shall be
prepared by staff and received by the Committee, City Council,
staff and others designated by the City Council, no later than the
Thursday prior to the Tuesday meeting and in no case later than
two (2) days prior to a special meeting.
403: SPECIAL MEETINGS: Special Meetings of the Committee may be called
by the Chair, or two (2) members of the Committee for the purpose of
transacting any business designated in the call. Staff may recommend
calling a special meeting, but must receive approval from either the Chair
or two members of the Committee. The call for a special meeting may be
delivered prior to the time of the proposed meeting to each Committee
member of the Committee at least two (2) days prior to the special
meeting. At such meetings, no business shall be considered other than
as designated in the call. The notification provisions of Section 402 shall
be followed.
404: QUORUM FOR REGULAR AND SPECIAL MEETINGS: A majority of
Committee members shall constitute a quorum for the purpose of
conducting its business, but a smaller number may adjourn from time to
time until a quorum is obtained. When a quorum is in attendance, action
may be taken by the Committee upon a vote of a majority of the
Committee present.
405: Conduct of Business at Meetings -The agenda for a regularly scheduled
meeting shall include the following in order of business:
1. Call to Order
2. Approval of minutes of previous meeting(s)
3. Old Business
4. Other Business
5. Staff Update
6. New Business
7. Adjournment
J ,Jane\Research\Bylaws\LAC\LAC Bylaws revised November 2008.doc
406: PUBLIC HEARING FORMAT: Public hearings. shall be conducted in the
following manner:
1 The presiding officer calls the public hearing to order and declares the
time. of opening.
2 It is the intent of the Lakes Advisory Committee to open all public
hearings at the predetermined and published time. From a practical
standpoint, not all hearings can be opened at their designated time.
The presiding officer may .delay the start of `a hearing until the
business at hand is acted upon, in any manner, by the Lakes Advisory
Commission. However, in no circumstances can a hearing be opened
prior to the predetermined and published time.
3 The presiding officer shall read, from the hearing notice, the details on
the hearing sufficient to provide the public a general understanding of
the purpose and procedures for the hearing and the fact that the
hearing is their exclusive or primary opportunity to provide input to the
city on the subject.
4 Staff and/or a consultant make a presentation or report on the subject
matter for the hearing.
5 The presiding .officer asks Lakes Advisory Committee members if they
have questions of the staff or consultant, if any.
6 The presiding officer requests a motion and second to open the public
hearing.
7 The presiding officer announces that input will be received from the
citizens. Formal input includes the name and address of the speaker
delivered from the podium.
8 After all persons have been heard, the presiding officer requests a
motion to:
• Close the public hearing and the Lakes Advisory Committee votes
on the motion. Once the vote is taken, the hearing is closed for the
record, or
• Continue a public hearing. If the Lakes Advisory Committee votes
to continue the hearing, the presiding officer, in consultation with
the Lakes Advisory Committee, shall select and announce a time
and date certain for the continued public hearing. No additional
publication or notice requirements are needed if a hearing is
continued to a later date. However, no public hearing may be
continued more than once without re-notice and publishing the
time, date and location of the hearing.
9 The Lakes Advisory Committee addresses the subject matter through
deliberation, questions to citizens and staff, and reactions and
statement of position on the subject.
10 If the public hearing is closed, the Lakes Advisory Committee should
take action on the application before them in the form of a motion by
resolution. However, the Committee may formulate a recommendation
which outlines the parameters under which an approval would be
granted. 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
Lakes Advisory Committee shall delineate the missing information
before continuing the item.
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407: VOTING: All members of the Committee have equal,voting authority. ' `comment pKi1: NEW sECTroNS
SECTION 500
SCOPE OF POWERS AND DUTIES
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 matters identified in Section 100 or as assigned to the Committee.
The Committee
Chair shall give an accounting of the Committee's activities with respect
to its goals and objectives before the City Council. Additionally, specific
powers, duties and responsibilities may be assigned to the Committee
upon approval of the City Council.
502: SUBCOMMITTEES: The Committee may divide its membership into
subcommittee, as it deems necessary to implement its goals and
objectives.
SECTION 600
AMENDMENTS
601: AMENDMENTS: These bylaws shall be reviewed by the Committee
annually. The Committee may recommend revised Bylaws to the City
Council for final approval.
J:1Jane`Researcb\Bylaws\LAC\LAC Byla:+~s revised November 2008.doc
CITY OF PRIOR LAKE PARKS ADVISORY COMMITTEE BYLAWS
Adopted May 16, 1994
Amended January 2, 1996
Amended January 6, 1997
Amended February 16, 1999
Amended December 4, 2000
Amended June 3, 2002
Amended January 5, 2004
Amended October 18, 2004
Amended January, 2006
Amended November 17, 2008
SECTION 100
PURPOSE
101. The purpose of the City of Prior Lake Parks Advisory Committee bylaws is to provide a
set of operating procedures for the Parks Advisory Committee, and to establish a code
of ethics and conduct.
102: The Bylaws shall be reviewed annually by the Parks Advisory Committee, and any
changes or amendments agreed to by a majority vote of the Commission shall be
recommended to the City Council for adoption at its annual meeting. The City Council
conducts is annual meeting as the first meeting in January of each year.
SECTION 200
STRUCTURE OF COMMITTEE
201: COMMITTEE CREATED: A Parks Advisory Committee is hereby created for the City,
its purpose to be of an advisory nature to the City Council and staff on issues related
to park and open space development, land acquisition and development policies.
Said Parks Advisory Committee shall be composed of no more than seven (7) and no
less than five (5) members, appointed by the City Council. Only residents of the City
who are at least 18 years old shall be considered for appointment. Said members
shall serve three (3) year-terms beginning November 1S and ending October 31S'.
The members of the Parks Advisory Committee shall annually elect officers in
accordance with the procedures of paragraph 205 herein.
202: DUTIES OF THE COMMITTEE: The duties of the Parks Advisory Committee are as
follows:
1. Serve as a liaison between city government and the community.
2. Serve as a resource for a new and existing neighborhoods, groups, and civic
organizations seeking information concerning the Prior Lake park system.
3. Assist the City in setting open space, land acquisition and development
policies.
4. Make recommendations to the City Council relating to specific parks and open
space development.
5. Assist the City Council in researching a variety of funding sources for the
Capital Improvement Program and related park development.
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203: APPOINTMENT: The Committee shall consist of one (1) City Council liaison and no
more than seven (7) and no less than five (5) members appointed by the Prior Lake
City Council for a term of three (3) years. The Committee shall be representative of the
citizens who live in Prior Lake. Committee members may serve additional terms upon
approval by the Prior Lake City Council, based upon satisfactory attendance and
participation, continued residence within the corporate limits of the City of Prior Lake,
and in accordance with the term limit policy established herein. Committee members
may serve additional terms upon approval of the City Council.
204: VACANCIES: If the office of Chair becomes vacant, the Parks Advisory Committee
shall appoint a replacement as set forth in paragraph 205 herein. If the Office of Vice-
Chairbecomes vacant, the Committee shall elect a successor from its membership at
the next regular meeting, and such election shall be for the unexpired term of said
office.
If an appointed member of the Parks Advisory Committee resigns, is terminated,
reaches a term limit, or otherwise vacates a seat of the Committee, the Prior Lake City
Council shall appoint a replacement in the following manner:
1. Applications are solicited. A Notice of the vacancy is made public and individuals
may be encouraged to consider the position.
2. The City Manager or his designee, the City Council member who has been
appointed as the liaison to the P Advisory Committee, or who has been appointed
to serve on the work group, and the committee chair (unless the appointment is the
committee chair appointment or re-appointment, 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 advisory authority charged with the
selection of the successor for that person.
3. The recommendation of the interview panel shall be presented to the City Council
and the Council may accept or reject the recommendation. If the recommendation
is rejected, the City Council shall appoint another individual or decide to reopen the
vacancy to the public for new candidates.
205: OFFICERS: The Officers of the Prior Lake Parks Advisory Committee shall be a
Chair, Vice-Chair and a Secretary. The City Manager or his/her designee shall serve
as Secretary of the Committee.
Chair: The Chair of the Committee shall be appointed from among the
Committee's membership for a two year terms in November, by majority vote of the
Parks Advisory Committee. The duties of the Chair include:
• Review and approval of meeting agendas.
• Presiding at meetings.
• Participating with the City Council in the selection of Committee members.
• Annual reporting to the City Council.
• Representation of the Committee as appropriate.
2. 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 assigned by the Chair.
j:\jane\research\bylaws\pac\pac bylaws revised november 2008.doc 2
3. Secretary -The City Manager or his/her designee shall act as the Secretary and
shall be responsible for recording and compiling 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 (9
year) 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 encourage resident. participation on City advisory bodies and
provide community members with the opportunity to participate in their local
government.
207: REMOVAL OF MEMBER: Anv member of the Parks Advisorv Committee may be
removed from office for iust cause by afour-fifths (4/5} vote of the entire Citv Council.
Such member shall be entitled to a public hearing before such a vote is taken. In
addition, any member may be removed for nonattendance at Parks Advisorv
Committee meetings by action of the Citv Council.
• ~ Formatted: Bullets and Numbering
7 Anhiovomon+ of ~. ~~ n.J .,hion+ivo
0
SECTION 300:
STATEMENT OF ETHICS
301: POLICY STATEMENT: The City of Prior Lake recognizes that our system of
democratic representative government is dependent in large measure upon people
having trust and confidence in their public officials. The public rightfully expects that
governmental officials will conduct City of Prior Lake business in ways which benefit
the public generally and that public office will not be used chiefly or improperly to
advance personal interest. The City of Prior Lake has pledged that the goals of fair,
efficient and honest government will be fostered and that it will strive for integrity and
objectivity from all of its officials;
1. The City of Prior Lake finds that the proper operation of democratic representative
government requires that:
• Elected and appointed officials be independent, impartial and responsible to the
people;
• Governmental decisions and policy be made in the proper channels of the
governmental structure;
j:\jane\research\bylaws\pac\pac bylaws revised november 2008.doc 3
• Public office not be used for personal gain;:
• The public have. confidence in the integrity of its government..
2. The City of Prior Lake shall adhere to the highest ethical standards that enhance
the public trust in its local government by:
• Creating transparency in its actions through honest and open communication;
and
• Basing decisions and adopting public policies on what is in the best interests of
the public and the overall community;
• Supporting the public's right to know the public's business
• Exercising fairness, optimism; responsiveness and respect in communicating
with the public.
• Providing a forum and periodic training for public officials and staff to discuss
organizational values that reflect high standards and current conditions and
concerns.
3. The City's Statement of Ethics shall be liberally construed in favor e~of protecting
the public's interest in full disclosure of conflicts of interest and promoting ethical
standards of conduct.
302: GIFTS AND FAVORS: No public official shall accept any valuable gift, favor or thing of
value, regardless of amount whether in the form of money, service, loan, thing or
promise from any person which to the official's knowledge is concerned, directly or
indirectly in any manner whatsoever in business dealings with the City..
303: USE OF EQUIPMENT AND FACILITIES: No public official shall request or permit the
unauthorized use of City-owned vehicles; equipment, materials, property, labor or
services for personal convenience or profit.
304: CONFLICT OF INTEREST: Except as authorized in Minn. Stat. 471.88, a public
officer who is authorized to take part in any manner in making any sale, lease, or
contract in official capacity shall not voluntarily have a personal financial interest in that
sale, lease, or contract or personally benefit financially therefrom. (Minn. Stat. Section
471.87)
305: A public official or local official elected to or appointed by a metropolitan governmental
unit who in the discharge of official duties would be required to take an action or make
a decision that would substantially affect the official's financial interests or those of an
associated business, unless the effect on the official is no greater than on other
members of the official's business classification, profession or occupation, must take
the following actions:
1. Advise the City Attorney of the potential conflict of interest as soon as possible,
preferably before the meeting; and
2. The City Attorney shall determine whether a disqualifying conflict of interest exists.
3. Orally inform the committee of the potential conflict and abstain from any
participation in that agenda item.
306: The purpose behind the creation of a rule, which would disqualify public officials from
participating in proceedings in adecision-making capacity when they have a direct
conflict of interest in its outcome, is to insure that their decision will not be an arbitrary
reflection of their own selfish interests. There is no settled general rule as to whether
j:\jane\research\bylaws\pac\pac bylaws revised november 2008.doc 4
such an interest will disqualify an official. Each case must be decided on the basis of
the particular facts present. Among the relevant factors that should be considered in
making this determination are:. (i) nature of the decision being made; (2) the nature of
the pecuniary interest; (3) the number of officials making the decision who are
interested; (4) the need, if any, to have interested persons make the decision; and (5)
the other means available, if any, such as the opportunity for review, that serve to
insure that the officials will not act arbitrarily to further their selfish interests.
307: MISUSE OF OFFICIAL POSITION: No elected or appointed official may use his or her
official position for a purpose that is, or would to a reasonable person appear to be
primarily for the private benefit. of the official
SECTION 400:
CONDUCTING MEETINGS
401: REGULAR MEETINGS: In conformance. with the Minnesota Open Meeting Law all
meetings of the committee are open to the public. Regular meetings shall be held as
needed at Prior Lake City Hall, 4646 Dakota Street SE, Prior Lake, Minnesota. In the
event that such a date shall fall on a legal holiday, the meeting shall be held on the
next succeeding day. Regular meetings may be rescheduled, canceled or changed
depending upon unique circumstances and subject to the. approval and consent of
both the Chair and/or Vice-Chair.
402: NOTIFICATION: All regular meetings of the Committee shall be noticed by:
1. Posting at city hall for at least two (2) days prior to the meeting.
2. A copy of the notice, agenda and accompanying materials shall be received by the
Committee, City Council, staff and others designated by the City Council, no later
than the Wednesday prior to the Monday meeting and in no case later than two (2)
days prior to a special meeting.
403: SPECIAL MEETINGS: Special Meetings of the Committee may be called by the Chair,
or two (2) members of the Committee for the purpose of transacting any business
designated in the call. Staff may recommend calling a special meeting, but must
receive approval from either the chair or two members of the Committee. The call for
a special meeting may be delivered prior to the time of the proposed meeting to each
Committee member of the Committee at least two (2) days prior to the special
meeting. At such meetings, no business shall be considered other than as designated
in the call. The notification provisions of Section B of the article shall be followed.
404: QUORUM FOR REGULAR AND SPECIAL MEETINGS: A majority of Committee
members shall constitute a quorum for the purpose of conducting its business, but a
smaller number may adjourn from time to time until a quorum is obtained. When a
quorum is in attendance, action may be taken by the Committee upon a vote of a
majority of the Committee present.
405: CONDUCT OF BUSINESS AT MEETINGS: The agenda for a regularly scheduled
meeting shall include the following in order of business:
1. Call to Order
2. Approval of minutes of previous meeting(s)
j:\jane\research\bylaws\pac\pac bylaws revised november 2008.doc 5
3. Old Business
4. Other Business
5. Staff Update
6. New Business
7. Adjournment
406: PUBLIC HEARING FORMAT: Public hearings shall be conducted in the following
manner:
1. The presiding officer calls the. public hearing #o order and declares the time of
opening.
2. It is the intent of the Community Safety Advisory Committee to open. all public
hearings at the predetermined and published time. From a practical standpoint, not
all hearings can be opened at their designated time. The presiding officer may.
delay the start of a hearing until the business at hand is acted upon, in any
manner, by the Lakes.Advisory Commission. However, in no circumstances can a
hearing be opened prior to the predetermined and published time.
3. The presiding officer shall read, from the hearing notice, the details on the hearing
sufficient to provide the public a general understanding of the purpose and
procedures for the hearing and the fact that the hearing is their exclusive or
primary opportunity to provide input to the city on the subject.
4. Staff and/or a consultant make a presentation or report on the subject matter for
the hearing.
5. The presiding officer asks Community Safety Advisory Committee members if they
have questions of the staff or consultant, if any.
6. The presiding officer requests a motion and second to open the public hearing.
7. The presiding officer announces that input will be received from the citizens.
Formal input includes the name and address of the speaker delivered from the
podium.
8. After all persons have been heard,. the presiding officer requests a motion to:
• Close the public hearing and the Community Safety Advisory Committee votes
on the motion. Once the vote is taken, the hearing is closed for the record, or
• Continue a public hearing. If the Community Safety Advisory Committee votes
to continue the hearing, the presiding officer, in consultation with the
Community Safety Advisory Committee,.shall select and announce a time and
date certain for the continued. public hearing.. No additional publication or notice
requirements are needed if a hearing is continued to a later date. However, no
public hearing may be continued more than once without re-notice and
publishing the time, date and location of the hearing..
9. The Community Safety Advisory Committee addresses the subject matter through
deliberation, questions to citizens and staff, and reactions and statement of
position on the subject.:
10. If the public hearing inclosed, the Community Safety Advisory Committee should
take action on the application before them in the form of a motion by resolution.
However, the Committee may formulate a recommendation which outlines the
parameters under which an approval would be granted. 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 Community Safety Advisory Committee shall delineate the
missing information before continuing the item..
407: VOTING: All members of the Committee have equal voting authority.. ' I comment pKi7: NEw SECTIONS
j:\jane\research\bylaws\pac\pac bylaws revised november 2008.doc g
SECTION 500
SCOPE OF POWERS AND DUTIES
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 Park matters identified in
Section 100 or as assigned to the committee. c,...,,..~.,,,..u., ,. „+~,.~,.,,~„ ~_ r~~
The Committee Chair shall give an accounting of the Committee's
activities with respect to its goals and objectives before the city council. Additionally,
specific powers, duties and responsibilities may be assigned to the Committee upon
approval of the City Council.
502: SUBCOMMITTEES: The Committee may divide its membership into Subcommittees
as it deems necessary to implement its goals and objectives.
SECTION 600
AMENDMENTS
601: AMENDMENTS: These bylaws shall be reviewed by the Committee annually. The
Committee may recommend revised bylaws to the City Council for final approval.
j:\jane\research\bylawslpac\pac bylaws revised november 2008.doc 7
PLANNING COMMISSION BYLAWS
ADOPTED MAY 16, 1994
Amended January 3, 1995
Amended June 19, 1995
Amended January 2, 1996
Amended January 6, 1997
Amended February 16, 1999
Amended June 7, 1999
Amended June 26, 2006
Amended November 17. 2008
SECTION 100:
PURPOSE
101: The purpose of the Planning Commission bylaws is to provide a set of operating
procedures for the Planning Commission, and to establish a code of ethics and
conduct.
102: The Bylaws shall be reviewed annually by the Planning Commission, and any changes
or amendments agreed to by a majority vote of the Commission shall be
recommended to the City Council for adoption at its annual meeting. The City Council
conducts is annual meeting as the first meeting in January of each year.
SECTION 200:
STRUCTURE OF COMMISSION
201: COMMISSION CREATED: A Planning Commission is hereby created for the City, its
purpose to be of an advisory nature to the City Council and staff on issues related to
zoning and development, except as provided by State Statute.
~In„nmF.nr i~ ~
The members of the Planning Commission shall annually elect officers in accordance
with the procedures of paragraph 205 herein.
202: DUTIES OF THE COMMISSION: The duties of the Planning Commission are as
follows:
1. To acquire and maintain in current form such basic information and background
data that is necessary to an understanding of past trends, present conditions and
forces at work to cause changes in these conditions.
J:\Jane\Research\Bylaws\Planning Commission\Planning Commission Bylaws -revised November 08.DOC
2. To prepare, draft and recommend amendments to the Comprehensive Plan for
review by the City Council on the advice of the City Community
Development/Natural Resources Director.
3. To recommend policies to the City Council for guiding action affecting
development.
4. To determine whether specific proposed developments conform to the principles
and requirements for the Comprehensive Plan and City ordinances.
5. To keep the City Council and the general public informed and advised as to all
planning and development matters.
6. To review and make recommendations to the City Council on planned unit
development and subdivision proposals.
7. To hold public hearings for subdivision, planned unit developments and rezoning
applications and furnish the City Council with information and recommendations of
such hearings.
8. To prepare and submit to the City Council within sixth (60) days after the end of the
calendar year, a summary report of all variances granted to applicants from
January 1 through December 31 of that calendar year. The summary report shall
contain such information as deemed necessary and requested by the Council.
203: APPOINTMENT: The Planning Commission shall be composed of one (1) City Council
liaison and five (5) members, appointed by the City Council. Only residents of the Citv
who are at least 18 years old shall be considered for appointment. Said members
shall serve three (3) year-terms beginning November 1S` and ending October 31S` ~e
+,,..,, „f +h.,.,, r~~ .,,,,r~_ The Commission shall be representative of the citizens who
live in Prior Lake. Commission members may serve additional terms upon approval by
the Prior Lake City Council, based upon satisfactory attendance and participation,
continued residence within the corporate limits of the City of Prior Lake, and in
accordance with the term limit policy established herein.
204: VACANCIES: If the office of Chair becomes vacant, the Planning Commission shall
appoint a replacement as set forth in paragraph 205 herein. If the office of vice-chair
becomes vacant, the Planning Commission shall elect a successor from its
membership at the next regular meeting, and such election shall be for the unexpired
term of said office.
If an appointed member of the Planning Commission resigns, is terminated, reaches a
term limit, or otherwise vacates a seat of the Commission, the Prior Lake City Council
shall appoint a replacement in the following manner:
1. Applications are solicited. A Notice of the vacancy is made public and individuals
may be encouraged to consider the position.
2. The City Manager or his designee, the City Council member who has been
appointed as the liaison to the advisory authority, or who has been appointed to
serve on the work group, and the sen~+tteecommission chair (unless the
appointment is the semmitteecommission chair appointment or re-appointment, 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 advisory
authority charged with the selection of the successor for that person.
3. The recommendation of the interview panel shall be presented to the City Council
and the Council may accept or reject the recommendation. If the recommendation
J:\Jane\Research\Bylaws\Planning Commission\Planning Commission Bylaws -revised November 08.DOC
is rejected, the City Council shall appoint another individual or decide to reopen the
vacancy to the public for new candidates.
205: OFFICERS: The Planning Commission shall elect from among its membership a chair,
and vice-chair. It shall also appoint a Community Development/Natural Resources staff
member to serve as secretary of the Commission.
Chair: The Chair shall be elected by majority vote of the Planning Commission prior
to the first meeting in November. The term of the chair shall begin in November
and run for three years. The duties of the chair shall include approval of meeting
agendas, presiding at meetings, participating with the City Council in the selection
of Commission members, semi-annual reporting to the City Council on all
information collected under paragraph 202 and shall give an accounting of its
activities and any information the Commission may consider relevant before the
City Council annually or as directed otherwise.
2. Vice-Chair: The vice-chair shall be selected annually by the Commission and shall
perform the duties of the Chair in his/her absence. The vice-chair shall assume
such other duties as assigned by the chair.
3. Secretary: The Community Development/Natural Resources Director or his/her
designee shall act as the Secretary and shall be responsible for recording and
compiling a written summary of all official activities of the Planning Commission.
206: TERM LIMIT: It is the policy of the Prior Lake City Council to impose a three term (9
year) service limitation for all appointed positions to the Planning Commission. Partial
terms do not count toward the term limitation. The purpose of the term limit policy is to
encourage resident participation on City advisory bodies and provide community
members with the opportunity to participate in their local government.
• Formatted: Bullets and Numbering
0
207: REMOVAL OF MEMBER: Any member of the Planning Commission may be removed
from office for just cause by a twe-tb+r~sfour-fifths (4/5) vote of the entire City
Council. Such member shall be entitled to a public hearing before such a vote is taken.
In addition, any member may be removed for nonattendance at Planning Commission
meetings by action of the City Council.
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SECTION 300:
STATEMENT OF ETHICS
301: POLICY STATEMENT: The City of Prior Lake recognizes that oursystem of
democratic representative government is dependent in large measure upon people
having trust and confidence in their public officials. The public rightfully expects that
governmental officials will conduct City. of Prior Lake business in ways which benefit
the public generally and that public office will not be used chiefly. or improperly to
advance personal interest. The City of Prior Lake has pledged that the goals of fair,
efficient and honest government will be fostered and that it will strive for integrity and
objectivity from all of its officials.
The City of Prior Lake finds that the proper operation of democratic representative
government requires that:
• Elected and appointed officials be independent, impartial and responsible to the
people;
• Governmental decisions and policy be made in the proper channels of the
governmental structure;
• Public office not be used for personal gain;
• The public have confidence in the integrity of its government.
2. The City of Prior Lake shall adhere to the highest ethical standards that enhance
the public trust in its local government by:
• Creating transparency in its actions through honest and open communication;
and
• Basing decisions and adopting public policies on what is in the best interests of
the public and the overall community;
• Supporting the public's right to know the public's business
• Exercising fairness, optimism, responsiveness and respect in communicating
with the public.
• Providing a forum and periodic training for. public officials and staff to discuss
organizational values that. reflect high standards and current conditions and
concerns.
3. The City's Statement of Ethics shall be liberally construed in favor e~o_protecting
the public's interest in full disclosure of conflicts of interest and promoting ethical
standards of conduct.
302: GIFTS AND FAVORS: No public official shall accept any valuable gift, favor or thing of
value, regardless of amount whether in the form of money, service, loan, thing or
promise from any person which to the official's knowledge is concerned, directly or
indirectly in any manner whatsoever in business dealings with the City.
303: USE OF EQUIPMENT AND FACILITIES: No public official shall request or permit the
unauthorized use of City-owned. vehicles, equipment, materials, property, labor or
services for personal convenience or profit.
304: CONFLICT OF INTEREST: Except as authorized in Minn. Stat. 471.88, a public
officer who is authorized to take part in any manner in making any sale, lease, or
contract in official capacity shall not voluntarily have a personal financial interest in that
sale, lease, or contract or personally benefit financially therefrom.. (Minn. Stat. Section
471.87)
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305: A public official or local official elected to or appointed by ametropolitan governmental
unit who in the discharge of official duties would be required to take an action or make
a decision that would substantially affect the official's financial interests or those of an
associated business, unless4he effect on the official is no greater than on other
members of the official's. business classification, profession or occupation, must take
the following actions:
1. Advise the City Attorney of the potential conflict of interest as soon as possible,
preferably before the meeting; and
2. The City Attorney shall determine whether a disqualifying conflict of interest exists.
3. Orally inform the sea~itieecommission of the potential conflict and abstain from
any participation in that`agenda item.
306: The purpose behind the creation of a rule, which would disqualify public officials from
participating in proceedings in adecision-making capacity when they have a direct
conflict of interest in its outcome, is to insure that their decision will not be an arbitrary
reflection of their own selfish interests. There is no settled general rule as to whether
such an interest will disqualify an official. Each case must be decided on the basis of
the particular facts present. Among the relevant factors that should be considered in
making this determination are: (1) nature of the decision being made; (2) the nature of
the pecuniary interest; (3) the number of officials making the decision who are
interested; (4) the need, if any, to have interested persons make the decision; and (5)
the other means available, if any, such as the opportunity for review, that serve to
insure that the officials will not act arbitrarily to further their selfish. interests.
307: MISUSE OF OFFICIAL POSITION: No elected or appointed official may use his or her
official position for a purpose that is, or would to a reasonable person appear to be
primarily for the private benefit of the official.
SECTION 400:
CONDUCTING MEETINGS
401: MEETING SCHEDULE: The Planning Commission will meet on the second and fourth
Monday of each month, or at such other time as may be deemed necessary, providing
adequate notice is furnished of the public meeting. Regular and special meetings of
the Planning Commission shall be televised on cable television.
402: AGENDA AND MEETING FORMAT: Business of the meeting will be conducted
according to the Agenda prepared by the Community Development/Natural Resources
Department Director. Unless extreme circumstances exist, the Community
Development/Natural Resources Department Director shall deliver the completed
agenda packets by Thursday prior to the meeting date. To meet this schedule the
Community Development/Natural Resources Department Director shall adhere to the
submittal deadlines established by staff at the beginning of each year. A memo, report,
or brief explanation of each agenda item shall be included in the Planning Commission
agenda packet. The information provided by staff should serve to inform the Planning
Commission of the subject matter under discussion. The information should explain in
detail the staff comments or work, or state that the staff will present the necessary
details and comments at the meeting. The meeting agenda will be prepared according
to the following:
1. Call to Order
2. Roll Call
Formatted: Normal, Indent: Left:
0", Hanging: 1"
i Comment []Ki]: NEW SECTION
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3. Approval of Minutes
4. Hearings
5. Old Business
6. New Business
7. Announcements /Correspondence
8. Adjournment
403: MINUTE PREPARATION: The Community Development/Natural Resources Director,
or his/her designee, is responsible for the minutes of the meeting. The meeting
proceedings will be taped, recorded and transcribed by the Recording Secretary or a
designated representative from staff. The following two requirements for minute
preparation will be adhered to:
1. All motions will be typed in capital letters
2. Names of the commissioners will be listed after their vote on the motion.
The official minutes shall be prepared and presented to the Planning Commission at
the next regularly scheduled meeting. The minutes shall be reviewed by the Planning
Commission and the presiding officer shall call for any additions or corrections. If an
addition or correction is presented, the change must be specific as to place,
paragraph, and sentence. Approval of the minutes so modified requires a motion,
second and a majority vote of the members present at the meeting. If there are no
corrections, the presiding officer shall state "the minutes are approved as read."
The Community Development/Natural Resources Director is responsible for the
maintenance and filing of the minutes. The following procedure will be used in filing of
the minutes:
1. All minutes of the Planning Commission will be kept on file in the office of the City
Community Development/Natural Resources Department in a hard copy, on
microfilm, or in digital format. Written meeting minutes adopted by the Planning
Commission are permanent records.
2. All the audio taped proceedings, excluding public hearings, must be kept for a
minimum of one year from the date of recording.
3. All audio taped proceedings that include public hearings must be kept for seven
years from the date of recording.
4. All meetings video taped for the purposes of re-broadcast on the City's local cable
channel will not be retained outside of their use for re-broadcasts.
A copy of the minutes of the meeting shall be distributed together with the agenda for
the upcoming meeting. The minutes and Planning Commission Agenda will be
distributed to the Mayor and City Council members, Planning Commission members,
selected City staff, and selected residents and individuals indicated on the mailing list
kept by the Community Development/Natural Resources Department Secretary.
Remarks made by a member of the Planning Commission may be entered into the
minutes by stating that he/she desires to go on the record. These remarks shall be
entered into the minutes by the Recording Secretary by way of synopsis or verbatim
record, if required by a member.
404: ROLES AT MEETING:
1 On the majority of agenda items, if not all items, the time for direct citizen input,
comments and questions will be immediately after the City Staff report and/or
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presentation. During this time period, every member of the public desiring to speak
shall address the presiding officer (by raising a hand or standing up) and upon
recognition, shall confine their remarks to the issue under consideration. The
presiding officer shall let all present speak once before permitting persons to speak
again on the same subject.
2 Immediately after citizen input is finished on the issue, the members of the
Planning Commission take turns addressing the issue. Any Planning Commission
member may recognize a member of the public for the purpose of asking
question(s) relating to the matter under consideration by the Council. Members of
the Planning Commission must use judgment and discretion when recognizing
members of the public to answer a question during the time they have the floor.
3 Members of the general public, interested parties or their authorized
representatives may address the Planning Commission by written communications
in regard to matters under discussion. Written communications may be read aloud
at the meeting if so requested by the author and will become part of the record.
The communication(s) shall be read by the presiding officer or her/his designee.
4 One member of the Planning Commission shall serve as the Chair and one as
Vice-Chair. The Vice-Chair shall preside at all meetings when the Chair is absent
from the meeting. When the Vice-Chair is presiding at the meeting he/she shall
assume the authority and responsibility of the presiding officer at the meeting.
5 If in the event the Chair and Vice-Chair are absent, the Director of Community
Development/Natural Resources shall call the meeting to order and preside until
such a time that the Planning Commission elects among itself a member to preside
at the meeting. After a member of the Planning Commission has been selected to
preside over the meeting, the Community Development/Natural Resources Director
shall step down. The presiding officer, at all times, shall be allowed to vote in the
same manner as all other Commissioners.
6 The presiding officer has two unique powers: interpreting and applying the rules of
procedure; and recognizing speakers from the audience. That official shall have
the obligation to be impartial and objective in conducting the meeting.
7 The presiding officer shall open all public hearings at the predetermined time and
date. The presiding officer shall, for informational purposes, state the purpose of
the hearing or read the public notice calling for the hearing into the record of the
meeting proceedings.
8 The presiding officer shall recognize all speakers from the audience, except when
a member of the Planning Commission has the floor and they expressly recognize
a member of the audience who desires to speak on the issue under consideration.
9 The presiding officer has the responsibility to facilitate discussion by the Planning
Commission. This may occur in a variety of ways, including:
• Interpret and apply rules of procedure
• Decide whether motions are properly made.
• Decide whether motions are in order.
• Decide whether questions of special privilege ought to be granted.
• Decide when to recognize speakers.
• Call for motions or recommend motions.
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• Expel disorderly persons from the meeting.
• Enforce speaking procedures.
10 If a motion is unnecessary, unsuitable for consideration, and/or proposed at an
inopportune time for the purpose of delaying or embarrassing other, the presiding
officer may rule the motion out of order on her/his own initiative.
11 The presiding officer is responsible for maintaining order at the meetings. Although
meetings must be open to the public, no person who is noisy or unruly has a right
to remain in the Council Chambers. When individuals abuse their rights to be
present, the presiding officer, subject to overrule by the Planning Commission, can
order their removal from the room.
405: PUBLIC HEARING FORMAT: Public hearings shall be conducted in the following
manner:
1 The presiding officer calls the public hearing to order and declares the time of
opening.
2 It is the intent of the Planning Commission to open all public hearings at the
predetermined and published time. From a practical standpoint, not all hearings
can be opened at their designated time. The presiding officer may delay the start of
a hearing until the business at hand is acted upon, in any manner, by the Planning
Commission. However, in no circumstances can a hearing be opened prior to the
predetermined and published time.
3 The presiding officer shall read, from the hearing notice, the details on the hearing
sufficient to provide the public a general understanding of the purpose and
procedures for the hearing and the fact that the hearing is their exclusive or
primary opportunity to provide input to the city on the subject.
4 Staff and/or a consultant make a presentation or report on the subject matter for
the hearing.
5 The presiding officer asks Planning Commission members if they have questions
of the staff or consultant, if any.
6 The presiding officer requests a motion and second to open the public hearing.
7 The presiding officer announces that input will be received from the citizens.
Formal input includes the name and address of the speaker delivered from the
podium.
8 After all persons have been heard, the presiding officer requests a motion to:
• Close the public hearing and the Planning Commission votes on the motion.
Once the vote is taken, the hearing is closed for the record, or
• Continue a public hearing. If the Planning Commission votes to continue the
hearing, the presiding officer, in consultation with the Community
Development/Natural Resources Director and Planning Commission, shall
select and announce a time and date certain for the continued public hearing.
No additional publication or notice requirements are needed if a hearing is
continued to a later date. However, no public hearing may be continued more
than once without re-notice and publishing the time, date and location of the
hearing.
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9 The Planning Commission addresses the subject matter through deliberation,
questions to citizens and staff, and reactions and statement of position on the
subject.
10 If the public hearing is closed, the Planning Commission should take action on the
application before them in the form of a motion by resolution. However, the
Commission may formulate a recommendation which outlines the parameters
under which an approval would be granted. 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
Planning Commission shall delineate the missing information before continuing the
item.
406: QUORUM AND VOTING: At each meeting a majority of all the members appointed, at
least three out of five, shall constitute a quorum for the transaction of business.
The voting options available to the Planning Commission when a vote has been
initiated are: aye (affirmative); nay (negafive vote); and a qualified abstention. When a
vote is to be taken, the presiding officer shall first call for the ayes, then the nays, and
if applicable, shall call for abstentions. The votes of each member shall be recorded in
the minutes. If a member of the Planning Commission is absent during a vote, the
member's vote for the official minutes shall read as "absent".
SECTION 500:
MOTIONS AND RESOLUTIONS
501: The Planning Commission may take formal action in one or two methods -motions, or
resolutions. All motions in any form require a second unless otherwise stated below.
All votes of the Planning Commission in any of the two methods require a majority vote
for approval unless otherwise specified below or prescribed by statute.
502: MOTIONS: A motion is a matter of parliamentary procedure. Motions are a formal
method of bringing business before the Commission and for stating propositions on
which a decision will have to be made. It also can be used in the form of a proposal so
that the Planning Commission can act by resolution. Motions may be used to introduce
resolutions, to amend them, and to take any other actions concerning them. Motions
may also be used for action on simple administrative acts, such as approving the
monthly department reports, or directing the Community Development/Natural
Resources staff.
Every motion shall be stated in full and be reasonably understood, to the extent
practical, before it is submitted to a vote by the presiding officer.
503: RESOLUTIONS: Resolutions are normally used to reflect the Planning Commission
position on items of business that do not require or warrant an ordinance.
Resolutions may be enacted on a motion, which has been duly seconded, and
received majority vote. The Community Development/Natural Resources Director will
maintain a record of all resolutions and will be responsible for the proper
numbering and execution of each resolution adopted by the Planning Commission.
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SECTION 600:
SCOPE OF POWERS AND DUTIES
601: POWERS AND DUTIES: The Commission shall act in an advisory capacity to the
Prior Lake Citv Council and shall advise the City Council on issues related to zoning
and development identified in Section 200. except as provided by State Statute, or as
assigned to the commission. The Commission Chair shall give an accounting of the
Commission's activities with respect to its goals and obiectives before the Citv Council.
Additionally, specific powers, duties and responsibilities may be assigned to the
Commission upon approval of the City Council.
502: SUBCOMMITTEES: The Commission may divide its membership into Subcommittees
as it deems necessary to implement its goals and obiectives.
SECTION 5700
AMENDMENTS:
5701: AMENDMENTS: These bylaws shall be reviewed by the Commission
annually. The wmmm,,,tte~Commission may recommend revised Bylaws to the City
Council for final approval.
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