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Home My WebLink About9A - Bylaws for Advisory Committees MEETING DATE: AGENDA #: PREPARED BY: AGENDA ITEM: DISCUSSION: f: 4646 Dakota Street S.E. Prior Lake, MN 55372-1714 CITY COUNCIL AGENDA REPORT OCTOBER 19, 2009 9A JANE KANSIER, BUILDING AND TRANSPORTATION SERVICES DIRECTOR CONSIDER APPROVAL OF A RESOLUTION UPDATING THE BYLAWS FOR 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), THE PLANNING COMMISSION AND THE TRAFFIC SAFETY ADVISORY COMMITTEE (TSAC) Introduction The purpose of this agenda report is to allow the City Council to consider amendments to the 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), the Planning Commission and the Traffic Safety Advisory Committee. The changes to the bylaws mirror the recent amendment to the City Council bylaws as they relate to public hearings. Historv On September 8, 2009, the City Council amended its bylaws to address the issue of recorded testimony in lieu of attending the public hearing. The purpose of this update is to ensure consistency between committees and the City Council bylaws. Technology has become an issue as it relates to public input. At a recent Planning Commission meeting, recorded testimony was submitted in lieu of a live presentation. Until recently, the City Council bylaws were silent on recorded testimony. While the Council has amended its bylaws, the various committee bylaws remain silent on the issue. Current Circumstances Section 406 of the bylaws addresses testimony during the public hearing process. While the section contemplates oral and written testimony, it does not address pre-recorded audio or video testimony. The proposed amendment, which is consistent with the recent amendment to the City Council bylaws, includes the following: Audio and video communications are treated like written testimony. The audio or video presentation must be supplied seven calendar days before the meeting in a sufficient number of copies to send to committee members. The staff will summarize the content of the audio or video communication and both the written summary and the electronic presentation will be distributed to the committee with www.cityofpriorlake.com ! iBq.q~iQp,~dW7:<:i~&R:Al,{oR~~q~b:t4 7.4245 the agenda materials. The summary and the submitted audio/video communication will become part of the hearing record. Written, audio and video testimony will not be read aloud or played at the public meetings. ISSUES: With this amendment, the bylaws of the various Committees and Commissions appointed by the City Council will be consistent with those of the City Council. FINANCIAL IMPACT: There is no financial impact to the City as a result of these changes. 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. Reviewedft ' .tJ ~,I-- Frank Boyles, Ciu,a+r r<' \C~oUric,il\2CJ.J-;j 4646 Dakota Street S.E. Prior Lake, MN 55372-1714 RESOLUTION 09-xxx A RESOLUTION AMENDING THE BYLAWS FOR 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), THE PLANNING COMMISSION AND THE TRAFFIC SAFETY ADVISORY COMMITTEE. Motion By: Second By: WHEREAS, The City Council adopts bylaws to provide a set of operating procedures for 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), the Planning Commission and the Traffic Safety Advisory Committee; and WHEREAS, The Bylaws are updated on a regular basis to reflect changing conditions; and WHEREAS, The current amendment addresses videotaped and electronic testimony. 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 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), the Planning Commission and the Traffic Safety Advisory Committee. PASSED AND ADOPTED THIS 19TH DAY OF OCTOBER, 2009. YES NO I Haul;Ien I Erickson I Hedberg I LeMair I Millar Haugen Erickson Hedberg LeMair Millar Frank Boyles, City Manager www.cityofpriorlake.com ~ f"' ',., n;-., r',.~',< ;--. Phone 952.447.9800 / Fax 952.447.4245 COMMUNICATIONS AND TECHNOLOGY ADVISORY COMMITTEE BYLAWS Adopted February 6, 2006 Amended November 5, 2007 Amended November 17, 2008 Amended October 19, 2009 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. The Committee shall consist of one City Council liaison, 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. R\Council\2009 Agenda Reports\10 19 09\Bylaws Communications and Technology draft Oct 2009.DOC 1 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) 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 oresidina officer announces the aaenda item that is the subiect of the oublic hearina. 2 It is the intent of the Communications and Technoloav Advisorv Committee to ooen all oublic hearinas at the time indicated in the oublic hearina notice. or as soon as oossible thereafter. From a oractical standooint. not all hearinas can be ooened at their desianated time The Communications and Technoloav Advisorv Committee may delav the start of a hearina until the oendina business is acted uoon. However under no circumstances may a oublic hearina be ooened orior to the time soecified in the notice and oublished in the official newsoaoer. 3 Staff and/or a consultant make a oresentation or reoort on the subiect matter of the oublic hearina. 4 At the conclusion of any oresentation or remarks bv Staff and/or a consultant. the .oresidina officer asks the Communications and Technoloav Advisorv Committee members if they have auestions of the Staff or consultant. R:\Council\2009 Agenda Reports\10 19 09\Bylaws Communications and Technology draft Oct 2009.DOC 5 5 The oresidina officer reauests a motion and second from a member of the Communications and Technoloav Advisorv Committee to ooen the oublic hearina and calls for a vote. 6 The oresidina officer declares the oublic hearina ooened. announces the time and then oroceeds to ask for citizen inout. comments and auestions. 6.1 Members of the oublic. interested oarties or their authorized reoresentatives may address the Communications and Technoloav Advisorv Committee orally. If the soeaker intends to oresent written or hard coov materials to suooort their oresentation to the Communications and Technoloav Advisorv Committee. they must orovide the Staff. at the time of their oresentation or before. cooies of the oriainal for distribution to Committee members. City Staff and the Recordina Secretarv. The materials will be included in the oublic record. If the soeaker intends to oresent audio or video materials to suooort their oresentation to the Communications and Technoloav Advisorv Committee. such materials must be in an electronic format that is comoatible with the City's existina eauioment. An audio or video oresentation may not introduce testimonv from any oerson other than the author. The electronic materials must be submitted to the Staff bv 12:00 noon of the dav of the meetina. 6.2 If unable to attend the meetina. members of the oublic. interested oarties or their authorized reoresentatives mav submit written comments and suooortina materials. Nine (9) cooies of the comments and materials must be submitted to the Citv Staff orior to the Communications and Technoloav Advisorv Committee meetina. The comments and materials will be distributed to Committee members. Citv Staff. and the Recordina Secretarv. The written comments and materials will become oart of the record. but will not be read aloud at the meetinq 6.3 Recorded testimony if unable to attend a meetina. Members of the public. interested oarties or their authorized reoresentatives may submit testimony to the Communications and Technoloay Advisorv Committee usina a orerecorded audio or video communication. An audio or video communication must be in an electronic format that is comoatible with the City's existina eauipment. An audio or video oresentation may not introduce testimony from any person other than the author. The author of the recorded testimonv must orovide nine (9) cooies to the City Staff at least seven calendar davs orior to the meetina in order to allow Staff an opoortunity to view the oresentation on the Citv's eauioment to make certain there are no technical difficulties with the eauioment. It is the resoonsibility of the individual usina an audio or video format to consult with the City to determine comoatibility. The City Department responsible for the aaenda item will also oreoare a brief summarv of the audio or video oresentation. The presentation ~nc;j t,he summarv will be orovided to the Communications and Technoloay Advisorv Committee as part of the aaenda packaae. The presentation and the summarv will become a oart of the oublic record. Generallv. aaenda oackaaes are distributed to members of the Communications and Technoloay Advisorv Committee on the Wednesday precedina the meetina. R:\Council\2009 Agenda Reports\10 19 09\Bylaws Communications and Technology draft Oct 2009.DOC 6 7 After all oersons have been heard. the oresidina officer will ask twice whether there are any other oersons in attendance who want to be heard on the matter oendina. If there is no other testimony. the oresidina officer reauests a motion. There are two oossible motions. seconds and votes: . A motion and second to close the oublic hearina. Once the vote is taken. the oublic hearina is closed. The oresidina officer announces. for the record. the time the oublic hearina is closed: or . A motion and second to continue the oublic hearina to a date certain. The oresidina officer. in consultation with the Citv Staff and Commissioners. shall select and announce a time and date certain for the continued oublic hearina. No additional oublication or notice reauirements are needed if a hearina is continued to a later soecified date. No oublic hearina may be continued more than once without re-notice. oublishina the time. date. location and subiect of the oublic hearina. 8 The Communications and Technoloav Advisorv Committee addresses the subiect matter throuah deliberation. The Communications and Technoloav Advisorv Committee mav ask auestions of the Staff. If the oublic hearina has been closed Commissioners should refrain from callina uoon a member of the oublic exceot for the sole ouroose of askina a auestion that can be answered bv a "ves" or "no" resoonse. The oresidina officer will call uoon each member of the Communications and Technoloav Advisorv Committee for their comments and reaction to information received from the Staff oresentation or oublic hearina comments. 9 If the oublic hearina has been closed. rather than continued until a date certain. the Communications and Technoloav Advisorv Committee may take action on the subiect matter. 1 The presiding officer c311s ~he ~I::~is r.caring ~9---Gf€Ior =r:d decl3res ~hs tir.:::e-ef Gpsr.ins-=- 21t is tRc in~ent of the Ccr.:::r.:::l::nisatbl'1 2nd Technology Advisory Committee to open 311 nuhLi h' ~ ~h €I t ',.1 ,.I .....I.~.....~,.I~. [: ~~~;~~I ~S eaRRgS at . :: ~ro e ermme... 2n.. ;:1::;"'i10'H0tl .Ir.1€-. . fCr.1 2 ~~ G~a:-'Hi~ci~t, ~ct ell r.3arin~s=~ se openes 2t ~l=leif-.Ges~rrated time. The presiding effioo:- ::r.ay del3Y the stc::rt ::f 2 hecring--tlntiI thc !:l::siRe:c at hg~g i: a~ted upcn, in aRJ' rn2nner, !:y the Communic3ti0,'1 aRs Technology Advisory Cor.::mi~tee-:- Howev::r, in no cirsur.1stmses ::ar. a REaring be openes ;:rief-t:: ~he predetermined and published time. ~The- J:rssiding offi:er :h211 read, frcr.1 t!=le-AEarir.g notic€-, the det3il: ~'1 ~he-Ae=:-i:-:~ &tIffiGi.er:t tc ~:-avfae t~= ;:I::!:lic 2 geRs:-al b:1gef.s~ar:ding of tt::s ~UfPGS:: c:na procedures 13:- the he3ring ans ths fc:st thc:~ the-llea:-il18 ic tt.eir exclusive ar jXimary opportunity to providE in;:ut to the city cn the :ul:jeGh 4 ~tc::~.f....aAd,l~ c: scnsl::l~an~ make c: ~e&en~..ation or report on the :ul:jest mc:~~er for the hearing. 5The presiding officer asks Communic3tb'1 2r.:;j Technology Advisory Ccrn:;-:i~~ members if they hc::'.'e questions of the Et=ff.-eH7s.'1:l:Ilt2n~, if a~ &+Ae ;:residing officer requests z motion and second to open the ~I::blic he:Jring. R:\Council\2009 Agenda Reports\10 19 09\Bylaws Communications and Technology draft Oct 2009.DOC 7 7The presiding offic:x ::nr.OORG::: ~ha~ in;:ut will be received frc:r. the citizen:. !=err.::al ffipu~ in~ludes th€ F1Cr.1€ ::nrl address ef ~ha s-pe3ker delivered frem ~he--pesib:rn; 8Afte:- =" ;:SfSGP.~ hC:'.!8-ge~F: r.e3rd, the presiding officer requeGt~ c: motion to: .Close th€ ;:b:=lic heariRg cmd the C~~~b:nisatien ::nj Technology Advisory GeP.1mittee votes CF: the :r.OOSF:. Once the votei: t~ken, the he3ring is sleseG for tr.e record, or .Continu:: ~ ;:b:I:W:: hearing. If ~he Communic3tisn ~ns Technology Advisory Committee 'lotas t9-S~1~iml€ ~he-R€;::ring, the presiding offic€r, ir. consult3tion with the-Gsmr.1b:nisatfsr. ~nd Technology Advisory Co~mittee, sr.&!I select ~r.a 3nnOUnC€ ~ ~ime and date cer.ain fer the continues ;:b:~lis---Aearing. Ns aGGiti~1~1 ~ublicatien or notice requiremeF:tc ~re F:eeded if ~ hearin~ G~nt1m.:eG-ts ~ leteHiata-. !-!sweve:", ns ;:b:!JHG--t:l::c:ring m~y be continues r.1sre th~n once withSb:t ra notice and ;:b:9HsJ:HRg ~he t1:r.e,-Gat:: ar.d location sf the he3ring. 9The C~~rn~n ~ns Tashn::>logy Advisory Csmrnittee addressee t~e subject r.la~{€r through delibe:-atieF:, questions to citizenc ::F:S etcff, ~:-:d reactisns ~na t t t f .~. ~l.. 1-,;"",..+ S a em en 0 pe:l.I3A--e:-:...8 Sb:~ -tmf the ;:b:=lis hearing :c sleses, ~Re--Ger.1rnb:nisati~1 ~ns Technology Advisory Gsmmi~~:: ~h9Wd t~ke action on the =;:;:liGatien =efore the:r. i:-: tt:Hsr:r. s}.....a mOOsn ~y resolutisn. !-!3WeVer, tha--Gammittea t:'ray....krr.l~la~:: a recommendation v..hich sb:tlin€s the ;:::rameters b:nder whb~ ~n appro'/31 would be grantes. The re3sons 3nd conditions :hall I:e stated in the motion or resolution f::r a;:proval or denial. Csn~inb:a~i9R--Gf an ~stfeF: :r.::y-oosl.:r i:-: ~t:e-ev~:-:t i:-:sufficient iF:f::-:r....aOOR--is Pf8Sen~ ~s r.lakc ~ decision. The Communicatisn ~nd Technology Advisory Committee shall delineate th:: ~ie:sing inforr.la~ion before :sntinl:ling the item. 407: VOTING: All members of the Committee have equal voting authority. 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 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. R:\Council\2009 Agenda Reports\10 19 09\Bylaws Communications and Technology draft Oct 2009.DOC 8 COMMUNITY SAFETY ADVISORY COMMITTEE BYLAWS Adopted November 17,2008 Amended October 19, 2009 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 (7) 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 1st and ending October 31st. 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 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 RICouncil\2009 Agenda Reports\10 19 09\Bylaws Community Safety draft Oct 2009.DOC 1 402: 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 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 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 406: PUBLIC HEARING FORMAT: Public hearings shall be conducted in the following manner: 1 The oresidina officer announces the aaenda item that is the subiect of the oublic hearina. 2 It is the intent of the Community Safety Advisorv Committee to ooen all oublic hearinas at the time indicated in the oublic hearina notice. or as soon as oossible thereafter. From a oractical standooint. not all hearinas can be ooened at their desionated time The Communitv Safetv Advisorv Committee may delav the start of a hearino until the oendina business is acted uoon. However under no circumstances may a oublic hearino be ooened orior to the time soecified in the notice and oublished in the official newsoaoer. 3 Staff and/or a consultant make a oresentation or reoort on the subiect matter of the oublic hearina. 4 At the conclusion of anv oresentation or remarks bv Staff and/or a consultant. the oresidina officer asks the Communitv Safetv Advisorv Committee members if they have auestions of the Staff or consultant. RICouncil\2009 Agenda Reports\10 19 09\Bylaws Community Safely draft Oct 2009DOC 5 5 The oresidina officer reauests a motion and second from a member of the Communitv Safetv Advisorv Committee to ooen the oublic hearina and calls for a vote. 6 The oresidina officer declares the oublic hearina ooened. announces the time and then oroceeds to ask for citizen inout. comments and auestions. 6.1 Members of the oublic. interested oarties or their authorized reoresentatives may address the Community Safetv Advisorv Committee orallv. If the soeaker intends to oresent written or hard cooy materials to suooort their presentation to the Community Safety Advisorv Committee. they must orovide the Staff. at the time of their oresentation or before. cooies of the oriainal for distribution to Communitv Safety Advisorv Committee. City Staff and the Recordina Secretarv. The materials will be included in the oublic record. If the soeaker intends to oresent audio or video materials to suooort their presentation to the Community Safety Advisorv Committee. such materials must be in an electronic format that is comoatible with the City's existina eauioment. An audio or video oresentation mav not introduce testimonv from anv oerson other than the author. The electronic materials must be submitted to the Staff by 12:00 noon of the day of the meetina. 6.2 If unable to attend the meetina. members of the oublic. interested oarties or their authorized reoresentatives may submit written comments and suooortinq materials. Nine (9) cooies of the comments and materials must be submitted to the Citv Staff orior to the Communitv Safetv Advisorv Committee meetina. The comments and materials will be distributed to Communitv Safetv Advisorv Committee members. Citv Staff. and the Recordina Secretarv. The written comments and materials will become oart of the record. but will not be read aloud at the m~~t,ina. 6.3 Recorded testimonv if unable to attend a meetina. Members of the oublic. interested oarties or their authorized reoresentatives mav submit testimony to the Community Safety Adyisorv Committee usina a orerecorded audio or video communication. An audio or video communication must be in an electronic format that is comoatible with the Citv's existina eauioment. An gwdio or video oresentation mav not introduce testimonv from any oerson other than the author. The author of the recorded testimonv must orovide nine (9) cooies to the City Staff at least seven calendar days orior to the meetina in order to allow Staff an oooortunitv to view the oresentation on the Citv's eauioment to make certain there are no technical difficulties with the eauioment. It is the resoonsibilitv of the individual usina an audio or video format to consult with the City to determine comoatibility. The City Deoartment resoonsible for the aaenda item will also oreoare a brief summarv of the audio or video oresentation. The oresentation and the summarv will be orovided to the Community Safetv Advisorv Committee as oart of the aaenda oackaae. The oresentation and the summary will become a oart of the oublic record. Generallv. aaenda oackaaes are distributed to members of the Community Safety Advisory Committee on the Wednesday orecedina the meetina. 7 After all oersons have been heard. the oresidina officer will ask twice whether there are any other oersons in attendance who want to be heard on the matter oendina. If there is no other testimony. the oresidina officer reauests a motion. There are two oossible motions. seconds and votes: RICouncil12009 Agenda Reportsl10 19 091Bylaws Community Safety draft Oct 2009.DOC 6 . A motion and second to close the oublic hearina. Once the vote is taken. the oublic hearina is closed. The oresidina officer announces. for the record. the time the oublic hearina is closed: or . A motion and second to continue the oublic hearina to a date certain. The oresidina officer. in consultation with the City Staff and Community Safety Advisorv Committee. shall select and announce a time and date certain for the continued oublic hearina. No additional oublication or notice reauirements are needed if a hearina is continued to a later soecified date. No oublic hearina , mav be continued more than once without re-notice. oublishina the time. date. location and subiect of the oublic hearina. 8 The Communitv Safety Advisory Committee addresses the subiect matter throuah deliberation. The Community Safety Advisory Committee may ask auestions of the Staff. If the oublic hearina has been closed Community Safety Advisorv Committee should refrain from callina uoon a member of the oublic exceot for the sole ouroose of askina a auestion that can be answered bv a "ves" or "no" resoonse. The oresidina officer will call uoon each member of the Communitv Safety Advisorv Committee for their comments and reaction to information received from the Staff oresentation or oublic hearina comments. 9 If the oublic hearina has been closed. rather than continued until a date certain. the Community Safety Advisorv Committee mav take action on the subiect matter. 1.Th€ ~residing officer ~alls the public hearing to order a:-:a--ae31Y."x ~h€ time of opening. 2.lt is the intent ~f ~he Community ~af€~y Advisory C::r.::mittee to open ::11 ~l::=1iG- he::rings at ~h:: ~redetermined ar.a-pu=lis:neG-time-. !=r~m a ;:mwtk:al :t~OOp~int, nat- ell hearings san =e openes at their desi~rrateG-tim::.. The presiding officer ma~L delay the st~rt ::f e h€~rir.g ~n~il ~he business a~ r.ar:a is ::cted upen, in en~L manner, by the C~~r.ll:Jflit;. ~af-ety Advisory C::ffi.~i1te::.. !-!9We\'cr, ia-AG- sirsl::r.ls:tanses-san a hearing be opened prior to the preEleter:r.ined and published time,- d.The presiding office:- ::~:::II :-eat:!, f:-om the hearir:g notice, tr.e--G€tails ::n the hearing sufficient to provide the publ:s e general unders~::::-:ding of the purpose ::::1G- procedur€s fe; the he:lring end the f:lct tr.at ~I":e hearing is their ex~lu:i'.te-ef- primary e:~~ortunity to provide input to the city on the subject. ~. ~~aff..aRG,lsr :: OORCl::lt:::r:t ::F'i'::~e a presen~.a1ion or rep~~ e:r. the s~st met1eH:::- t~e- Re:::-:~ B.The presiding offic::- :::s-xs Gc:r.:r.:.,;~' ~af.ety .'\dvisory Committee memb::-s i~-tAey- have questisns af..-tRa staff 9F-:~n:l:IUent, if ar.~t,- 6.The presiding officer requect: a ~9tJ.sn end second to open th: ~\;lblic hearing. {'.The presiding officer a~F'.cb:ns:: tr.~~ in~ut will be received frsrn ~he si~~ns. !=srm::1 fnpb't includes th: nar.::e =:na-aaGfs:c of the speaker delivered frsr.1 the podium. &Aft:r aIl138f8~~rS rra\'8-bee:-: ~eafEl, t~: ~:"esiding officer requce:~e: ::: ~s~i~., ~97 .Close the pb:~e~ring sno the C::mmb:nity Saf€ty Advisory CSr.1mittee votes on the motion. Once the 'lots :s ~.aken, the hearinG i: olosed f::r ~he record, or .Continu::: a I3l:::blfG-Ae::::-i:-:g. If the Com~b:ni1;, ~af-ety Ad\'i:~r/ Committee votes to continue the hearind' ~h:: ~residing officer, in cS:-:Ei-'Jltation with the--Gsr.1n:H:ffiity- Safety Advisory Cc:r.:r.ittee, shall select and announc:: a ~ir.le and date ce~ai~ R\Council\2009 Agenda Reports\ 10 19 09\Bylaws Community Safety draft Oct 2009.DOC 7 for the c~n~inued public hearina. No :3dditio~::1 ;:l::slic:3tion or notice requireme~ts :::-e needed if e heafiflg is continued te :: lateHlats. ~awevsr, n9- j:l::~ic he:3rina rnay-be-G€ntinlled more tt.c:r. once witr.€b.'t fe notics ana- ;:l::~ishing th~ ~:~e;-aatg and location of the hs-arir.3-:" Q.The CommURit;' Sefety Advisory C€mmittee :3ddressss tr.g s:..:tject met1er through deliber:3tion, questicns ~9-€{tj::sr.s anEl staff, ar.d re:3ctb'l:: ::nEl statement of position =n ~he subject. 4-Q.lf ~hs ;:l::~jc he:3ring is sIese€, tt.e Community Safety Advisory Ce:r.F:.ittee :~9tHG- take action on the applic:3tif}.~ !Jefore thc:r. i~ ~he-f::;r:r. sf a :r.atien !:Y-Fe&elut:9A7- However, t~e Committee m:3Y forml::le~s e :-ecommendation which outline: ~~e- parar.1etsr: :.Jnder which :3n :3pprov:31 would be gr::ntes. The re:3sons and conditior.c shall be st:3ted in tho motion or resolution for a;:;Jroval or dgn~al. Goo~inl::a~ion of an actiE:F: :r.ey-ee::;l:::- i~ 1he event insufficient infEXr.1::ti€n k: ;:xesem- to m:3ke :3 decisi€n. The Community Safety Advisory Ce:r.::r.ittee s~::1I delineate the missing inf~rr.1ation before cont1n:..Jir.g the item. ' 407: VOTING: All members of the Committee have equal voting authority. 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 202 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. RICouncil\2009 Agenda Reports\10 19 091Bylaws Community Safety draft Oct 2009.DOC 8 CITY OF PRIOR LAKE ECONOMIC DEVELOPMENT ADVISORY COMMITTEE BYLAWS Adopted Amended May 1, 2006 Amended November 17, 2008 Amended October 19, 2009 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: The City Council has established an Economic Development Advisory Committee. The Committee is advisory and its purpose is to study and provide reports, analysis and recommendations to the Prior Lake City Council and Economic Development Authority on economic development matters assigned to the Committee by the City Council or Economic Development Authority. Members to the Economic Development Advisory Committee shall be appointed by the City Council. Only residents of the City who are at least 18 years old shall be considered for appointment. Members shall serve three (3) year-terms beginning November 1st and ending October 31st. 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 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. R:\Council\2009 Agenda Reports\10 19 09\Bylaws Economic Development draft Oct 2009.doc 406: PUBLIC HEARING FORMAT: Public hearings shall be conducted in the following manner: 1 The oresidina officer announces the aaenda item that is the subiect of the oublic hearina. 2 It is the intent of the Economic Oevelooment Advisorv Committee to ooen all oublic hearinas at the time indicated in the oublic hearina notice. or as soon as oossible thereafter. From a oractical standooint. not all hearinas can be ooened at their desianated time The Economic Oevelooment Advisorv Committee may delav the start of a hearina until the oendina business is acted uoon. However under no circumstances may a oublic hearina be ooened orior to the time soecified in the notice and oublished in the official newsoaoer. 3 Staff and/or a consultant make a oresentation or reoort on the subiect matter of the public hearina. 4 At the conclusion of any oresentation or remarks bv Staff and/or a consultant. the presidina officer asks the Economic Oevelooment Advisorv Committee members if thev have auestions of the Staff or consultant. 5 The oresidina officer reauests a motion and second from a member of the Economic Oevelooment Advisorv Committee to ooen the oublic hearina and calls for a vote. 6 The oresidina officer declares the oublic hearina ooened. announces the time and then oroceeds to ask for citizen inout. comments and auestions. 6.1 Members of the oublic. interested oarties or their authorized reoresentatives mav address the Economic Oevelooment Advisorv Committee orallv. If the soeaker intends to oresent written or hard coov materials to suooort their oresentation to the Economic Oevelooment Advisorv Committee. thev must orovide the Staff. at the time of their oresentation or before. cooies of the oriainal for distribution to Committee members. Citv Staff and the Recordina Secretary. The materials will be included in the oublic record. If the soeaker intends to oresent audio or video materials to suooort their oresentation to the Economic Oevelooment Advisorv Committee. such materials must be in an electronic format that is comoatible with the City's existina eauioment. An audio or video oresentation may not introduce testimony from any oerson other than the author. The electronic materials must be submitted to the Staff bv 12:00 noon of the day of the meetina.. 6.2 If unable to attend the meetina. members of the oublic. interested oarties or their authorized reoresentatives may submit written comments and suooortinq materials. Nine (9) cooies of the comments and materials must be submitted to the City Staff orior to the Economic Oevelooment Advisorv Committee meetina. The comments and materials will be distributed to Committee members. City Staff. and the Recordina Secretary. The written comments and materials will become oart of the record. but will not be read aloud at the meetinq R:\Council\2009 Agenda Reports\10 19 09\Bylaws Economic Development draft Oct 2009.doc 6 6.3 Recorded testimonv if unable to attend a meetina. Members of the oublic. interested oarties or their authorized reoresentatives mav submit testimonv to the Economic Develooment Advisorv Committee usina a orerecorded audio or video communication. An audio or video communication must be in an electronic format that is comoatible with the City's existina eauioment. An audio or video oresentation mav not introduce testimonv from anv oerson other than the author. The author of the recorded testimony must orovide nine (9) cooies to the Citv Staff at least seven calendar davs orior to the meetina in order to allow Staff an oooortunitv to view the oresentation on the Citv's eauioment to make certain there are no technical difficulties with the eauioment. It is the resoonsibilitv of the individual usina an audio or video format to consult with the Citv to determine compatibilitv. The City Department resoonsible for the aaenda item will also oreoare a brief summarv of the audio or video presentation. The presentation and the summarv will be provided to the Economic Development Advisorv Committee as part of the aaenda packaae. The presentation and the summarv will become a part of the public record. Generallv. aaenda packaaes are distributed to members of the Economic Development Advisorv Committee on the Wednesday precedina the meetina. 7 After all persons have been heard. the oresidina officer will ask twice whether there are any other persons in attendance who want to be heard on the matter pendina. If there is no other testimonv. the oresidina officer reauests a motion. There are two oossible motions. seconds and votes: . A motion and second to close the public hearina. Once the vote is taken. the public hearina is closed. The presidina officer announces. for the record. the time the public hearina is closed: or . A motion and second to continue the public hearina to a date certain. The presidina officer. in consultation with the City Staff and Committee members. shall select and announce a time and date certain for the continued public hearina. No additional publication or notice reauirements are needed if a hearina is continued to a later specified date. No public hearina may be continued more than once without re-notice. publishina the time. date. location and subiect of the public hearina. 8 The Economic Development Advisorv Committee addresses the subiect matter throuah deliberation. The Economic Development Advisorv Committee may ask auestions of the Staff. If the oublic hearina has been closed Committee members should refrain from callina uoon a member of the public except for the sole purpose of askina a auestion that can be answered bv a "ves" or "no" response. The presidina officer will call upon each member of the Economic Development Advisorv Committee for their comments and reaction to information received from the Staff presentation or public hearina comments. 9 If the public hearina has been closed. rather than continued until a date certain. the Economic Develooment Advisorv Committee may take action on the subiect matter. R\Council\2009 Agenda Reports\10 19 09\Bylaws Economic Development draft Oct 2009.doc 7 1.The ~residing officer calls the I3b13lis-Reafing t~=r and declares the time of ep=:-:i:-:g,. 2.1~ i: ~he i:-:~SRt-d ~b3 Eoonomic Developmen~ .'\dvisory Commi~tee to open ell ;:b~liG- h33r~ at the predetermine€! ::r.€! ;:b9lisAe€! ~ir.1S:-. !=reoo;:: e ;x::€ti=al st::napsint, net- aU-Ae::riF:~s e:::-: be opene€! et their designc::te3 tir.1~. The ;:residing offioEr r.1a~L delay the s~mt-Gf a h=aring-tl-~ti1 the ~bsffiess a~ rr3m:l is acted upe.'1, ir. ::n~L maRMr, by-tR= ~akes Advisory C=r.1missien. !-!aweve{, ir. r.a-sir=b::r.staAGe&-=an a hearing be openes j::-ior to the predetermine€J..-a!:ls ;:b~lished time. ~e l'X"esiding officer =rrall--Feas, fr~~ the--t:learing notice, ~he details eo'1 the hearing sbffiGfent to provide the public a gen=ral understanding sf the ;:br~ose and procedures f=r ~he-R=aring and the fast ~ha~ ~he--t:le::ri:-:~ is tl=:eiJ:-e}E~I::.Isi'.~ ;:rimc::rY-ew~1bnity4: 1'X"aviGe-tr.j:-:Jt to the oity on th= s:,(~ 'I. ~~.a~ and/or a seo~sbl~ant r.-:eke a ;:res3n~-atisn sr re;:srt 9A-t!q3 s:.:l:ject matter fs:- the- t:le2ring:. 5.Th: ;xesiding offic=r ::sr.c E€onomic Development Advisory ~sffi.~ittee membe::: i~ they have questions cl' tr.e staff or consL:l~an~, if alW:- a.The ;:residing officer requg:~ a r.1otion and second to open the public hearing. ?The presiding offic=r c::r.nOORG€S that in;:l,:t will be received frsm ~he citizens. Fsrmel input includes the name and address of the s;:eaker delivered from the podium. 8Aftcr alll3ersons have been hears, ~he presiding officer reque:~: :: ::F.otion to: eGlGss trrS-pl,:~i€ !:ls~rind cmd the Economic Development Advisory Csmmittee-- votes on the motion. Once the vote is ~ake~, the hearing is slGses fsr ~r.e- record, or eGs:n~ir.ue c:: ;:ublio hearing. If tt.s Economic Development Advisory C=r.-::mi~tee- votes to continue tt~e ~e::Rn~, t~e presiding officer, in consultation with the Economic Development Advisory Committee, :~::II select and announce a ~ime- and date cert:::in f9f--tRe.-ssntifH::IeG ;:l,:~li::; hearing. No additional publication or notioe requirements are needed if e I=:earing is continued ts: e later date. However, ns ~l,:blic hearind mey be continued mor= tl=:an once 'Nith=ut re notice aRS ;:l,:bldling the time, date :::-:d location sf ~he--tlearing: 9.The Economic Development Advisory Com:r.i1tee addresses the subjest r.-::at~ through deliberation, questis:--IC to citizens c::r.9-staff, ar.d reactiGns ar.d statement of position s:n ~he subject. ~~.If ~he public hearing is closes, the Economio Devels;:ment Advisory COr.1mittee- should take action on the a;:~ication before them in the form of a m9ti=n !:~L resolutisn. !-!owever, the Committee ::r.ay-fe:"::F.blatc :: :-soommendation which outlines the parameters under whis:h an approval would 13= grantes. The reasons and conditis:ns s!:laU-be st3te€l in ~hg ::r.etion or resolution kr C::;Jproval or deniel. Gs:n~inb::tion of an action may OC€l,:r in the even~ i:-:sbffiGient infsrmati:~ is present ts: r."r3ke a decisisn. The Economic Development Advisory Csmmitte: s~::1l- delineate the :::1i::ing inf-ormatieo'1 ~efore continuing the item. 407: VOTING: All members of the Committee have equal voting authority. 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 advise both on Economic Development matters identified in Section 100 or as assigned to the committee by the City Councilor Economic Development Authority. The Committee R\Council\2009 Agenda Reports\10 19 09\Bylaws Economic Development draft Oct 2009.doc 8 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 Amended October 19, 2009 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. 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: 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. R\Council\2009 Agenda Reports\10 19 09\Bylaws Lakes Advisory Bylaws draft Oct 2009.doc 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 Meetinos - 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 oresidino officer announces the aoenda item that is the subiect of the oublic hearina. 2 It is the intent of the Lakes Advisorv Committee to ooen all oublic hearinas at the time indicated in the oublic hearina notice. or as soon as oossible thereafter. From a oractical standooint. not all hearinas can be ooened at their desianated time The Lakes Advisorv Committee mav delav the start of a hearina until the oendino business is acted uoon. However under no circumstances mav a oublic hearina be ooened orior to the time soecified in the notice and oublished in the official newsoaoer. 3 Staff and/or a consultant make a oresentation or reoort on the subiect matter of the oublic hearino. 4 At the conclusion of anv oresentation or remarks bv Staff and/or a consultant. the oresidina officer asks the Lakes Advisorv Committee members if they have auestions of the Staff or consultant. R:\Council\2009 Agenda Reports\10 19 09\Bylaws Lakes Advisory Bylaws draft Oct 2009.doc 5 The oresidina officer reauests a motion and second from a member of the Lakes Advisorv Committee to ooen the oublic hearina and calls for a vote. 6 The oresidina officer declares the oublic hearina ooened. announces the time and then oroceeds to ask for citizen inout. comments and auestions. 6.1 Members of the oublic. interested oarties or their authorized reoresentatives mav address the Lakes Advisorv Committee orallv. If the soeaker intends to oresent written or hard cooy materials to suooort their oresentation to the Lakes Advisorv Committee. they must orovide the Staff. at the time of their oresentation or before. cooies of the oriainal for distribution to Committee members. City Staff and the Recordina Secretarv. The materials will be included in the oublic record. If the soeaker intends to oresent audio or video materials to suooort their oresentation to the Lakes Advisorv Committee. such materials must be in an electronic format that is comoatible with the Citv's existina eauioment. An audio or video oresentation may not introduce testimony from any oerson other than the author. The electronic materials must be submitted to the Staff bv 12:00 noon of the day of the meetina. 6.2 If unable to attend the meetina. members of the oublic. interested oarties or their authorized reoresentatives mav submit written comments and suooortina materials. Nine (9) copies of the comments and materials must be submitted to the City Staff orior to the Lakes Advisorv Committee meetina. The comments and materials will be distributed to Committee members. City Staff. and the Recordina Secretarv. The written comments and materials will become part of the record. but will not be read aloud at the meetinq 6.3 Recorded testimonv if unable to attend a meetina. Members of the oublic. interested oarties or their authorized representatives mav submit testimonv to the Lakes Advisorv Committee usina a orerecorded audio or video communication. An audio or video communication must be in an electronic format that is comoatible with the City's existina eauipment. An audio or video oresentation mav not introduce testimony from any person other than the author. The author of the recorded testimonv must provide nine (9) copies to the Citv Staff at least seven calendar days orior to the meetina in order to allow Staff an oooortunitv to view the oresentation on the City's eauipment to make certain there are no technical difficulties with the eauioment. It is the resoonsibilitv of the individual usina an audio or video format to consult with the Citv to determine compatibility. The City Deoartment resoonsible for the aaenda item will also oreoare a brief summarv of the audio or video presentation. The oresentation and the summarv will be provided to the Lakes R\Council\2009 Agenda Reports\ 10 19 09\Bylaws Lakes Advisory Bylaws draft Oct 2009.doc Advisorv Committee as part of the aaenda packaae. The oresentation and the summarv will become a part of the public record. Generallv. aaenda packaaes are distributed to members of the Lakes Advisorv Committee on the Wednesday precedina the meetina. 7 After all persons have been heard. the presidina officer will ask twice whether there are anv other persons in attendance who want to be heard on the matter pendina. If there is no other testimony. the presidina officer reauests a motion. There are two possible motions. seconds and votes: . A motion and second to close the public hearina. Once the vote is taken. the public hearina is closed. The presidina officer announces. for the record. the time the public hearina is closed: or . A motion and second to continue the public hearina to a date certain. The presidina officer. in consultation with the City Staff and Commissioners. shall select and announce a time and date certain for the continued public hearina. No additional publication or notice reauirements are needed if a hearina is continued to a later specified date. No public hearina may be continued more than once without re-notice. publishina the time. date. location and. subiect of the public hearina. 8 The Lakes Advisorv Committee addresses the subiect matter throuah deliberation. The Lakes Advisorv Committee mav ask auestions of !he Staff. If the public hearina has been closed Commissioners should refrain from callina upon a member of the public except for the sole puroose of askina a auestion that can be answered bv a "ves" or "no" response. The presidina officer will call upon each member of the Lakes Advisorv Committee for their comments and reaction to information received from the Staff presentation or public hearina comments. 9 If the public hearina has been closed. rather than continued until a date certain. the Lakes Advisorv Committee may take action on the subiect matter. 4+J::le ;;residing officer calls the ;:!;:!:JiG.-.A.sf:ring to ordsr ar.rl declars: the time of opening. 2lt is the in~eflt sf the Lakes Advisory Cs-.-:r.::r.ittee to open sll ;:!;:!:)oo RS:a~~~g6 at the ;:redetermineG ::na ;:!;:!:Iishes tir.1€. Fro-:n a ;:rastiGat standpoint, net sll hearings san be opened a~ ~heir designated ti:T:8-:- +he JXesiding officer r.1sy delay ths :~,aFt-sf s hearing until the cl:.lCiness t:t bar.El i: asres !;:;:E)n, in any r.::allner, by the ~=Kes Advisor)' G&mr.':i:c~:n. However, iF: F:O circurr:-stt:nces can s hearing be opened prior to the l3:-edetermines snrl publishes tir.18-:- 3The presiding offic:r :hall read, from tr.e-Asaring notice., the details on tRs hs3fi.R~ suffisi~'l~ ~: ;:rovide the publis s ~rc:l l:ffiderstar:rling of R:\Council\2009 Agenda Reports\10 19 09\Bylaws Lakes Advisory Bylaws draft Oct 2009.doc tAe: f':b:FpeSe: ans ;:xocedure:c for the h~~ring ans tr.e: fast----th::t the Reafffi8 is thoir exclusive cr ;:rimary opportunity te ;:re'lide input to the Gity-sn ths ::J~jeGt:- 12taff =~ater = soo::..:lta:-:t make: = ;:ressn~.a1ion or report on ths €:.JbjeGt matteHer tr.e-R~~rins-:- 5The presiding officer :lskc ~akes Advisory Committee me:T.~ers if they have questions of the st3ff or consu!ta~, if any,. e+Ae j:residing officer requeGts = mooen snd second to op~" the ~u~lis hearing. 7+Re ;:xesiding offic:r e:np.OORGeS thst il1f*;lt---wm =e received frc:T. tr.e ~s. FaFmal ir.j:b.~ includes ths :-'.-3me and addrec€ of the spe3ker delivered frsm the-pesib:m. 8Aft~ all ;:efS:r.~ ha'.l&---geen l1e3rd, the presiding officer requests a motion to: .Close th: f'::J~liG--Ae=rin~ ana-tR: ~::kes Advisory Csmr.1ittee votes on tAe :l:e1ion. Once: the-vets is ~.~ken, the-fls~~~~s is closed fcr the record, or .Continue :: ;:b:3HG-Aearing. If the Lakes Advisory Committee votes to continue the hs;;:ring, the presiding officer, ir. sE:ns'J~~.~tiGfl....lA'itt:: tl:te Lakes Advisory CommitteE-, :-hall setest snd 3nnounce a ~ime ap.a Gate-ssr.:.~:n fcr the--Gentinb:ed public hearing. Ne a€!dition31 public3tion er notice requirems:-:ts are needed if e t:::a:"k~d is oon~:nue€l---t: a ~3teF-Gab. ~awever, no public he3ring may be GCF:ti:1t;leS m9Fe: them e:nce without re notice: 3ns f':b:blishing the time, date and location E:f the hearing. 9+Ac ~=l<es .^,dvisory Committee addresssc the sb:=je:t m:ltter thr~ deliber:ltisn, q.uestisns to citizens an€! s~, and reactisns ana st3tement of position :r. the subject. 10lf th: ;:u~:aring is sleses, the ~akes Advisory Csrn-.~t~ee shGtltG take action en the: ~;:pliGatisn ~efore them in the-rorr.'l ef a motion by resolutio~. ~o':lever, the Ca:l:P.1ittse: MaY-fe:rr.-....Jbte: :: recommendation which outlinss tl=l: ;:ar~r.1eters b:nder 'I.'his," an aWfG\'al would be gran~ee. The reaSO:1S and conditione s~all =e: s~.::ted in the ~ctisn sr FeSe!b:tien f:r e:;:~1 e:r a:nial. Continu:ltion sf an astisn may...esE:b:r iF: t~e event insufficient infa;":T.=tie~ is j:resent to m3ke a decisien. The bak'3S .l\dvisory Committee G~ell delineate: th: ?1:cciFlg inf:rrr.-:moo before centinuing the item. 407: VOTING: All members of the Committee have equal voting authority. 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. R:\Council\2009 Agenda Reports\10 19 09\Bylaws Lakes Advisory Bylaws draft Oct 2009.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 Amended October 19, 2009 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 1 s and ending October 31 st. 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. r:\council\2009 agenda reports\10 19 09\bylaws parks advisory draft oct 2009.doc 1 SECTION 400: CONDUCTING MEETINGS 401: REGULAR MEETINGS: In conformance with the Minnesota Open Meeting Lawall 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) 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 oresidina officer announces the aaenda item that is the subiect of the oublic hearina. - - r:\council\2009 agenda reports\10 19 09\bylaws parks advisory draft oct 2009.doc 5 2 It is the intent of the Parks Advisorv Committee to ooen all oublic hearinas at the time indicated in the oublic hearina notice. or as soon as oossible thereafter. From a oractical standooint. not all hearinas can be ooened at their desianated time The Parks Advisorv Committee mav delav the start of a hearina until the oendina business is acted uoon. However under no circumstances may a oublic hearina be ooened orior to the time soecified in the notice and oublished in the official newsoaoer. 3 Staff and/or a consultant make a oresentation or reoort on the subiect matter of the oublic hearina. 4 At the conclusion of any oresentation or remarks bv Staff and/or a consultant. the oresidina officer asks the Parks Advisorv Committee members if thev have auestions of the Staff or consultant. 5 The oresidina officer reauests a motion and second from a member of the Parks Advisorv Committee to ooen the oublic hearina and calls for a vote. 6 The oresidina officer declares the oublic hearina ooened. announces the time and then oroceeds to ask for citizen inout. comments and auestions. 6.1 Members of the oublic. interested oarties or their authorized reoresentatives mav address the Parks Advisorv Committee orallv. If the soeaker intends to oresent written or hard coov materials to suooort their oresentation to the Parks Advisorv Committee. thev must orovide the Staff. at the time of their oresentation or before. cooies of the oriainal for distribution to Committee members. City Staff and the Recordina Secretarv. The materials will be included in the oublic record. If the soeaker intends to oresent audio or video materials to suooort their oresentation to the Parks Advisorv Committee. such materials must be in an electronic format that is comoatible with the Citv's existina eauioment. An audio or video oresentation mav not introduce testimony from any oerson other than the author. The electronic materials must be submitted to the Staff bv 12:00 noon of the day of the meetina.. 6.2 If unable to attend the meetina. members of the oublic. interested oarties or their authorized reoresentatives may submit written comments and suooortina materials. Nine (9) cooies of the comments and materials must be submitted to the Citv Staff orior to the Parks Advisorv Committee meetina. The comments and materials will be distributed to Committee members. Citv Staff. and the Recordino Secretary. The written comments and materials will become oart of the record. but will not be read aloud at the meetinq 6.3 Recorded testimonv if unable to attend a meetino. Members of the oublic. interested oarties or their authorized reoresentatives mav submit testimony to the Parks Advisorv Committee usina a orerecorded audio or video s;ommunication. An audio or video communication must be in an electronic format that is comoatible with the City's existina eauioment. An audio or video oresentation mav not introduce testimony from any oerson other than the author. The author of the recorded testimonv must orovide nine (9) cooies to the City Staff at least seven calendar days orior to the meetina in order to allow Staff an oooortunitv to view the oresentation on the City's eauioment to r:\council\2009 agenda reports\10 19 09\bylaws parks advisory draft oct 2009.doc 6 make certain there are no technical difficulties with the eauioment. It is the resoonsibilitv of the individual usina an audio or video format to consult with ~he City to determine comoatibilitv. The Citv Deoartment resoonsible for the. aaenda item will also oreoare a brief summarv of the audio or video presentation. The oresentation and the summarv will be orovided to the. Parks Advisorv Committee as Dart of the aaenda oackaae. The oresentation and the summarv will become a Dart of the oublic record. Generallv. aaenda packaaes are distributed to members of the Parks Advisorv Committee on. the Wednesdav orecedina the meetina. 7 After all oersons have been heard. the oresidina officer will ask twice whether there are any other oersons in attendance who want to be heard on the matter oendinq. If there is no other testimonv. the oresidina officer reauests a motion. There are two oossible motions. seconds and votes: . A motion and second to close the oublic hearina. Once the vote is taken. the oublic hearina is closed. The oresidina officer announces. for the record. the time the oublic hearina is closed: or . A motion and second to continue the oublic hearina to a date certain. The presidina officer. in consultation with the Citv Staff and Commissioners. shall select and announce a time and date certain for the continued oublic hearinq. No additional oublication or notice reauirements are needed if a hearina is. continued to a later soecified date. No oublic hearina may be continued more than once without re-notice. oublishina the time. date. location and subiect of the oublic hearina. 8 The Parks Advisorv Committee addresses the subiect matter throuah deliberation. The Parks Advisorv Committee mav ask auestions of the Staff. If the oublic . hearina has been closed Commissioners should refrain from callina uoon a. member of the oublic exceot for the sole ouroose of askina a auestion that can be answered bv a "ves" or "no" resoonse. The oresidina officer will call uoon each member of the Parks Advisol'J Committee for their comments and reaction to information received from the Staff oresentation or oublic hearina comments. 9 If the oublic hearina has been closed. rather than continued until a date certain. the Parks Advisorv Committee mav take action on the subiect matter. .1.Tr.€ ;:residing officer c31~s th= ;:ublic hearing to ord€:" and declares the ti::r::e--ef.- opening. 2-J.t--:€ ~h€ in~ent of the CS:11::r::ur:it:; S::fety Advisory ~=rnmittee to ope~ all ;:U9HG- hearing: a~ tl"..c pFe€ieterrni:lsi c:nj ;:utlisRed ~irne-. ~rOO1 :: ;xaati:al :t3~in~, nat- ::11 h=c::rings can be openes c:t ~heir desi~F'....::~e€I--tim€. Th: ;xesiding officer l":la~L delay the €tart sf c: hearing l;:n~il ~he busines€ ::~ r,:md is acted ups:-:, ir: e.:"iY- .;-:"',ann€:", ~y-tR€ ~akes Advisory Com::r::i:sion. !-!awever, in no circums~"a~ces can a hearing be opened prior to the predete:"::r::iAei anEl ;::J!:)1ished time. ~€ ;:residing officer 51::::11 reaG,--fFsm the-R3arir.g notice, the details on the hearing 8tl.fffGb1~ ts ;:rovide th€ ;:u!:lic :3 general URGers~"ar.ding of the ;:ur~98C :::-:li- procedures fc:- the hearing and the fact tha~ ~he-R-earir:g is ~heir exclusive or ~il":lar}-Gwsrtl;:ni~y-ts ;:rovide input to the city sn ~he subject. r:\council\2009 agenda reports\10 19 09\bylaws parks advisory draft oct 2009.doc 7 ~. g}a~..f-aflak;r = seflSl;:lt=::R ::F:=ke = J3resentc:tie-.'1 :x r~J>~"t ::n the subjest r.1c:ttef-fer the- R3-ari~s-:- 5.The presiding officer as!\s Ge-.~r.1l;:nity ~af-ety Advisory Committee-mEr.1I:~r: if tMy...- have questions of thE s~e:~f =:- se-.'1sl::ltc:nt, i~ G.The presiding officer requests = ~9tiGn and second to oper. th:: ;:ublic hearing. 7.The presiding officer ann9UflGES thc:t input will be received frsm the-sitizens. Formal f:1J>l;:t inetOOEc thE F'rame =~d address af t!":e speaker delivered from the podium. 8-:Afte:- =11 f)efS~'1S have been hears, the presiding officer requEs~s a r::otion to: -Close the ;:l;:l;;1-iG-fl.3-aring =na.-t.Ae--be:r.,T.I::~ty ~af-ety I\dvisory CS::F:::F:ittee '.'otes on the motion. Once the vote is taken, the hearing is closed for the record, or -Gsntim:€ c: ;:I::!:lic hearing. If the b=r.1ml::nity S~f-ety I\dvisory Corr.mittee votes to GGF:tinl::e the heariF:d' tt:e ~residing officer, in s~'1s~ltati9A-\\'i~r. tl=le-Gsmm~ Safety Advisory CommitteE-, :rrall setest c:ns c:nnGtlflG:: e: ~irnE and d:3te cer.ai:1 for the cO:1tim.:ed ;:1::!:lis-REarir.g. No additisnc:1 ~1::9I-::il~i9R--er natfGe-. requiremEnk are needes if = hEaring ~ continued te a lateF-Gate-. !-!o'A'ever, no public hEllring r.1c:y-ee-ssntin~ed morE tr.an once withSlo.:t re notice and publishing the time, d:3t~ a~d location of tho hEarins-:- 9.The Se;:T.:nl.:~ity ~c:fety Advisory Committee address:s ~h: su:jeGt ::F:atter thr~ GeHb:rati::m, questions to sitizens :3nd stdf, an3-F3llstlsns ans :~a~ement of position on the subject. 1 O.lf the public he:3rins is sleses, tr.e Commlo.:nity Safety Advisory bsmmitteE shootG- t:3ke :3ction sn the applicatisn l;;efore thEm in the-ferm ::f = ~atJ.e;~ !:y resolution. However, the-Geff:mitte: :r.a}Lfsrml::lc:tE a recommendation which outlines the pe:re:rr.eters under which on appro'l:31 would be grantes. The-Fea&snc aAG- conditisns s,.....rall !:: :~a~es in the motion or r3s:l~tiEm-fsr a;:;:roval or denial. Ge-.'1tir.uation of or. =stb'1 t.:=Y-eGSI:::- in the eve:-:t i:1SuffisfEnt inkrr::a~isn is ;:reseAt- ts r.1c:l<e a decisie-.'1. The Community ~c::fety Advisory Ce::F::ntttee :hc:1I geHfl=::t= t!":e- missing infoomme-.'1 refer€ continuing the item. 407: VOTING: All members of the Committee have equal voting authority. 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. 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. r:\council\2009 agenda reports\10 19 09\bylaws parks advisory draft oct 2009.doc 8 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 Amended October 19. 2009 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. 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. 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. R:\Council\2009 Agenda Reports\10 19 09\Bylaws Planning Commission draft Oct 2009.DOC 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 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. A DVD recordina mav also be oreoared for the ouroose of rebroadcast of the meetina on the Citv's oublic access cable channel. 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, R:\Council\2009 Agenda Reports\10 19 09\Bylaws Planning Commission draft Oct 2009.DOC 5 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 DevelopmenUNatural 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 DevelopmenUNatural 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. . 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 Dresidina officer announces the aaenda item that is the subiect of the Dublic hearina. 2 It is the intent of the Plannina Commission to ODen all Dublic hearinas at the time indicated in the Dublic hearina notice. or as soon as Dossible thereafter. From a R:\Council\2009 Agenda Reports\10 19 09\Bylaws Planning Commission draft Oct 2009.DOC 7 oractical standooint. not all hearinas can be ooened at their desianated time The Plannina Commission mav delav the start of a hearina until the oendina business is acted uoon. However under no circumstances mav a oublic hearina be ooened prior to the time soecified in the notice and oublished in the official newsoaoer. 3 Staff and/or a consultant make a oresentation or reoort on the subiect matter of the public hearina. 4 At the conclusion of anv oresentation or remarks bv Staff and/or a consultant. the presidina officer asks the Plannina Commission members if they have auestions of the Staff or consultant. 5 The oresidina officer reauests a motion and second from a member of the Plannina Commission to ooen the oublic hearina and calls for a vote. 6 The oresidina officer declares the oublic hearina ooened. announces the time and then oroceeds to ask for citizen inout. comments and auestions. 6.1 Members of the oublic. interested oarties or their authorized reoresentatives mav address the Plannina Commission orallv. If the soeaker intends to oresent written or hard coov materials to suooort their oresentation to the Plannina Commission. thev must orovide the Staff. at the time of their oresentation or before. cooies of the oriainal for distribution to Commissioners: Citv Staff and the Recordina Secretarv. The materials will be included in the oublic record. If the soeaker intends to oresent audio or video materials to suooort their oresentation to the Plannina Commission. . such materials must be in an electronic format that is comoatible with the City's existina eauioment. An audio or video oresentation may not introduce testimonv from any oerson other than the author. The electronic materials must be submitted to the Staff bv 12:00 noon of the dav of the meetina. 6.2 If unable to attend the meetina. members of the oublic. interested oarties or. their authorized reoresentatives mav submit written comments and suooortinq materials. Nine (9) cooies of the comments and materials must be submitted to the Citv Staff orior to the Plannina Commission meetina. The comments and materials will be distributed to Commissioners. Citv Staff. and the Recordina Secretarv. The written comments and materials will become oart of the record. but will not be read aloud at the meetinq 6.3 Recorded testimony if unable to attend a meetina. Members of the oublic. interested oarties or their authorized reoresentatives mav submit testimony to the Plannina Commission usina a orerecorded audio or video communication. An audio or video communication must be in an electronic format that is comoatible with the Citv's existina eauioment. An audio or video oresentation m~v not introduce testimonv from anv oerson other than the author. The author of the recorded testimonv must orovide nine (9) cooies to the Citv Staff at least seven calendar davs orior to the meetina in order to allow Staff an oooortunitv to view the oresentation on the City's eauioment to make certain there are no technical difficulties with the eauioment. It is the resoonsibilitv of the individual usina an audio or video format to consult with the City to determine comoatibility. The City Oeoartment resoonsible for the aaenda item will also oreoare a brief summarv of the audio or video presentation. The oresentation and the summarv will be orovided to the Plannina Commission as oart of the aaenda oackaae. The oresentation and R:\Council\2009 Agenda Reports\10 19 09\Bylaws Planning Commission draft Oct 2009.DOC 8 the summarv will become a Dart of the oublic record. Generallv. aaenda oackaaes are distributed to members of the Plannina Commission on the Wednesdav orecedina the meetina. 7 After all oersons have been heard. the oresidina officer will ask twice whether there are anv other oersons in attendance who want to be heard on the matter oendina. If there is no other testimonv. the oresidina officer reauests a motion. There are two oossible motions. seconds and votes: . A motion and second to close the oublic hearina. Once the vote is taken. the oublic hearina is closed. The oresidina officer announces. for the record. the time the oublic hearina is closed: or . A motion and second to continue the oublic hearina to a date certain. The oresidina officer. in consultation with the Citv Staff and Commissioners. shall select and announce a time and date certain for the continued oublic hearina. No additional oublication or notice reauirements are needed if a hearina is continued to a later soecified date. No oublic hearina mav be continued more than once without re-notice. oublishina the time. date. location and subiect of the oublic hearina. 8 The Plannina Commission addresses the subiect matter throuah deliberation. The Plannina Commission mav ask auestions of the Staff. If the oublic hearina has been closed Commissioners should refrain from callina uoon a member of the oublic exceot for the sole ouroose of askina a auestion that can be answered bv a "ves" or "no" resoonse. The oresidina officer will call uoon each member of the Plannina Commission for their comments and reaction to information received from the Staff oresentation or oublic hearina comments. 9 If the oublic hearina has been closed. rather than continued until a date certain. the Plannina Commission mav take action on the subiect matter. 1 The ;:residing officer €e:I~s tr.e public h::a:-i:-:g to ordc:- ::::-:0 declares tr.e time of ~sning.:. 21t is the---iffie-..,t sf th= Pk::;ning Comni:sisn t9--Gpsr. ::11 public hearings ::t tAa predetermined er.d publishes time. !=r=m e ;:ra:ti:ul s~mla~e:nt, n~ ell hearings c:m be openeG ::t their designated tim~. The presiding officsr May delay the stalt-ef a hearing ~ntU-tAe :~siness :::t ~::::-:El ic :::steG ~~sn, in :my-Me:nner, :y-tAe-P~anniR9 Commissisn. !-!awever, in n9-GiF~~r.1:taAGe&-€ar. e he=ri:;g be openes f":rior to the predet::rrninea ar.o published time. 3The presiding officer shell reas, from the hsaring notics, ~he details on the hearing Stl#iGfsnt ts ;:rovide the ;:~!:)H.s a geAeral ~MefG~aF:~cf tt::: j:~= ana procedurss fsr the hearing anEl---tAe fast-tha~ Yle-A::ariF:g je tt:sir exclu:ivs sr pRmary opportunity to provide input to the city on the subject. 4S~aff anatsr e SEffis~l~an~ r.1ako t:: ~res::-:ta1ion or report sn the subjest matter for the hearing. 5The presiding officer 3C~S Planning C=Mr.1iscisn members if they r.ave questisns sf #le star: or conG-'Jlt::::-:t, i~ R:\Council\2009 Agenda Reports\10 19 09\Bylaws Planning Commission draft Oct 2009.DOC 9 6The presiding officer requests e rnatisn end second to open the 13l.:=\.iG...I:=lf:3rin~ ++A-e presiding offioer ennounces txt i~j)ut will be received from the citiz:x~s. F:X-r.lel in~bo.t insHffies the-nerne and address sf ~he :~eaker delivered frsm t~e-peaib:n-: 8After all ~8f&:ns r.::'Je been heora, tr.e I3residing offioer request::: :: ::F:otion to: .Close the public hs=:ring and the Planning Commission votes en ~he motion. Once the vote is ~al<e-:1, ~he heorina is :Iosed fer tr.e recors, S1= .Continue :: j)ublic hearing. I! the Pk:nning Commissis,~ \tGtes t9-Gerninue the ReaMS), t~€ ~l=eSi8+AS) e!..fiGer, in :::onsultotis,'1 with t~e---Cs,%-;':bnity De...elopmentlNe~bral Resources ~ifeGt.er and Planning Cemmissi-en, she!! sete:t and announce e tim: ar.d date c~1ein fer the continued public hearing. No additisnal ~b~::atioo-er netice requireme:1ts ere needed if e r.e::ri~g--fs continued te e latef--Gate, ~owe'ler, ne ~b~earing mey be continued more tr.en once with~bo.t re notice e~~ ~u=~s..."in~::: tiMe, date and location of the R:ari:1~ 9The P~er.r.ir.a Commission eddresses the subjeet rne~1er thrsb;h geHbsratioo, ~r.-s ts siti=8R: ans steff, en:! re~snc ::nd stotemen~ sf ~osition s,'1 ~l:le CbSjeGh 4-01f tr.a j:l.:=lic hearin; i3 closed, the PI::nnina Commissis,'1 sr.ould take action sn tl:le opplicatbn =efefa ther.l in ~he ferm a-f :: :natisn =~. resolutisn. ~awever, tl:le Commissier. ~. fe:o-:r.i:Hate :: resemmendoticn which outlines t!=\e ~::remeters under whish an el3~roval would be arerned. The reasons and conditions s~::1I =e stated in the rnetion or resolution fsr ::~~rovol or de:li::l. Ce~tip.u::~i9R--9f ::r. ::stKm may OCSbr in the-event insbfficient inferr.latiGR--is ;xesen~ ~o make a decisien. The Planning Commissi~;-: 5r.::1I deline3te the missing inferr.l::tion before cont1nbing--tAe 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 (negative 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 R:\Council\2009 Agenda Reports\10 19 09\Bylaws Planning Commission draft Oct 2009.DOC 10 TRAFFIC SAFETY ADVISORY COMMITTEE BYLAWS Adopted January 5, 2009 Amended October 19, 2009 SECTION 100: PURPOSE 101: The purpose of the Traffic Safety 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 Traffic 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: The Prior Lake Traffic Safety 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 traffic safety. 202: DUTIES OF THE COMMITTEE: The duties of the Traffic Safety Advisory Committee are as follows: 1. Review community traffic safety issues and proposed solutions in accordance with Minnesota statutes. 2. Provide guidance to City staff on traffic safety issues. 3. Advise the City Council on traffic safety issues. 4. Conduct public meetings on traffic safety issues as directed by the City Council. 203: APPOINTMENT: The Committee shall consist of no more than five (5) and no less than three (3) resident members appointed by the Prior Lake City Council, the City Engineer and the Police Chief. One City Council member shall be appointed annually to serve as liaison to the committee. Only residents of the City who are at least 18 years old shall be considered for appointment. The resident members shall serve terms of three (3) years from November 1 to October 31. Committee resident 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 Engineer will provide staff support services to the Committee. 204: VACANCIES: Should a resident 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. R:\Council\2009 Agenda Reports\10 19 09\Bylaws Traffic Safety draft Oct 2009.DOC 1 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 oresidina officer announces the aaenda item that is the subiect of the oublic hearina. 2 It is the intent of the Traffic Safetv Advisorv Committee to ooen all oublic hearinas at the time indicated in the oublic hearina notice. or as soon as oossible thereafter. From a oractical standooint. not all hearinas can be ooened at their desianated time The Traffic Safetv Advisorv Committee may delay the start of a hearina until the oendina business is acted uoon. However under no circumstances mav a oublic hearina be ooened orior to the time soecified in the notice and oublished in the official newsoaoer. 3 Staff and/or a consultant make a oresentation or reoort on the subiect matter of the oublic hearina.. 4 At the conclusion of anv oresentation or remarks by Staff and/or a consultant. the oresidina officer asks the Traffic Safety Advisorv Committee members if they have auestions of the Staff or consultant. 5 The oresidina officer reauests a motion and second from a member of the Traffic Safetv Advisorv Committee to ooen the oublic hearina and calls for a vote. 6 The oresidina officer declares the oublic hearina ooened. announces the time and then oroceeds to ask for citizen inout. comments and auestions. 6.1 Members of the oublic. interested oarties or their authorized reoresentatives mav address the Traffic Safety Advisorv Committee orally. If the soeaker intends to oresent written or hard cooy materials to suooort their oresentation to the Traffic Safety Advisorv Committee. thev must orovide the Staff. at the time of their oresentation or before. cooies of the oriainal for distribution to Committee Members. City Staff and the Recordina Secretarv. The materials will be included in the oublic record. If the soeaker intends to oresent audio or video materials to suooort their oresentation to the Traffic Safetv Advisory Committee. such materials must be in an electronic format that is comoatible with the City's existina eauioment. An audio or video oresentation mav not_ introduce testimonv from any oerson other than the author. The electronic materials must be submitted to the Staff by 12:00 noon of the dav of the meetina. 6.2 If unable to attend the meetina. members of the oublic. interested oarties or their authorized reoresentatives mav submit written comments and suooortinq materials. Nine (9) cooies of the comments and materials must be submitted to the City Staff orior to the Traffic Safety Advisorv Committee meetina. The comments and materials will be distributed to Committee members. Citv RICouncil12009 Agenda Reportsl1 0 19 091Bylaws Traffic Safety draft Oct 2009.DOC 5 Staff. and the Recordina Secretary. The written comments and materials will become oart of the record. but will not be read aloud at the meetina 6.3 Recorded testimonv if unable to attend a meetina. Members of the oublic. interested oarties or their authorized reoresentatives may submit testimony to the Traffic Safety Advisorv Committee usina a orerecorded audio or video communication. An audio or video communication must be in an electronic format that is comoatible with the Citv's existina eauioment. An audio or video oresentation may not introduce testimonv from anv oerson other than the author. The author of the recorded testimony must orovide nine (9) cooies to the City Staff at least seven calendar davs orior to the meetina in order to allow Staff an oooortunitv to view the oresentation on the Citv's eauioment to make certain there are no technical difficulties with the eauioment. It is the resoonsibilitv of the individual usina an audio or video format to consult with the City to determine comoatibilitv. The City Oeoartment resoonsible for the aaenda item will also oreoare a brief summarv of the audio or video oresentation. The oresentation and the summarv will be orovided to the Traffic Safety Advisorv Committee as oart of the aaenda oackaae. The oresentation and the summarv will become a Dart of the oublic record. Generallv. aaenda oackaaes are distributed to members of the Traffic Safety Advisorv Committee on the Wednesday orecedina the meetina. 7 After all oersons have been heard. the oresidina officer will ask twice whether there are any other oersons in attendance who want to be heard on the matter oendina. If there is no other testimonv. the oresidina officer reauests a motion. There are two oossible motions. seconds and votes: · A motion and second to close the oublic hearina. Once the vote is taken. the oublic hearina is closed. The oresidina officer announces. for the record. the time the oublic hearina is closed: or . A motion and second to continue the oublic hearina to a date certain. The oresidina officer. in consultation with the Citv Staff and Commissioners. shall select and announce a time and date certain for the continued oublic hearina. No additional oublication or notice reauirements are needed if a hearina is continued to a later soecified date. No oublic hearina mav be continued more than once without re-notice. oublishina the time. date. location and subiect of the oublic hearina. 8 The Traffic Safetv Advisorv Committee addresses the subiect matter throuah deliberation. The Traffic Safetv Advisorv Committee may ask auestions of the Staff. If the oublic hearina has been closed Commissioners should refrain from callina uoon a member of the oublic exceot for the sole ouroose of askina a auestion that can be answered bv a "ves" or "no" resoonse. The oresidina officer will call uoon each member of the Traffic Safety Adyisorv Committee for their comments and reaction to information received from the Staff oresentation or oublic hearina comments. 9 If the oublic hearina has been closed. rather than continued until a date certain. the Traffic Safety Advisorv Committee may take action on the subiect matter. R:\Council\2009 Agenda Reports\10 19 09\Bylaws Traffic Safety draft Oct 2009.DOC 6 1 The presiding officer colis the public heoring to order cmd declores thE: time-ef opening. 21t ic t~e,'1t sf 1he Traffis ~afety Advisory CSr.1r.1ittoo to open 011 pl::slic heorings at the predetermined and ;:I::=lished time. Frsr.': c: ~c:stis=1 staMpoint, nst c:1I hearings san be openeEl ::t t~eir dosignate€l--time-. The presiding officE:r ::r.::y deloy the :t::Ft af a hearing I::ntil the !:i::lS~t.3SS ::t ~aR:! is a:teEl l::~s~J iF: any m:::mnu, =y-tRe Tr::fflG Safety Advisory Csm:r.ittae. HowevE:r, in no circumst::mces sc:n a heaMg :e epeAe3 ~ior to the predetE::miRe:! ::~d publishea tir.1~ 2Tr.e ;::-esiding officsr :r.all rsaa,-.fFcm the heoring notice-, tr.e det::lils sn the he::lring sufficient ts ;:x-o'lide thc ;:u=li: :: ~ual I::nEleFctaF:ding of the ~1:::-~9Se c:na procedures fsr t~e--R~cring-aREl t~3 fast that t~e--RB2rit.g is t~eir eX31::1s~'_'8---ef J*1r.::ary~rtl::nit:'4s ;:rovide inpb't ts tr.e-Gity-s~ tl=ie SI:::jeGh 1~t~ff anEltsr a SEffiSUltc:nt maks c: ~es~ntation or report ~'1 ths sd:jeet :r.attef-fe:- the hearing. a+Ac ;::-esiding officBr 2sl~s TraF.~s ~afety Advisory Csmmittee membo:-c if tt:ey hc:ve ~ens sf the :t.aff-GF.-G0>'1sl::ltant, if an}t.,- 6The presiding officer requBsts a r.100an c:nd second t:: open the public hearing. 7The presiding officu a:mounces thc:t in;:b't will be received frsr.1 the citizens. Ferr.1C:! kl;:ut i~cludes the F:C::-:13 ~nd address sf thB :f:eaker deli'/ered frsm the podium. 81\ftor all persons haye be::n hean:l, tt:e presiding officer requ~sts :) :r:etisF: te:- -Close the public hearing ::lna the Trc:ffis ~c:fety Advisory Committee votes s-.'1 t~e motion. Once the vote is taken, the-Aearit.g is closed for the record, or -ContinUE: c: ;:I::blic hearing. If..--tAe Tra~.fis ~af-ety Advisory Comr.1ittee votBS to continue the he::lring, the ;:residing officsr, in :::onsultotisn with the Trc:mG Sa~-sty Advisory Committee, :r.a!l-selest ans c:nn9\ffiGS a tims c:nd d::lte certain fsr the continued ~I::slk: r.e~ring. Ns c:ElffitiGA::1 ~lffil:.Gatis-.'1 9:- ~atiGe requirements are needed if 0 hearing is continued t~ c: lateF-Gats.. !-!o'l/ever, no public hearing r.1c:y be continued r.19fE: thaF: once without re notice aM publishing tho time, date and location of the heari~ 9+AE: Trc:ffis Safety Advisory bsmmitte~ addresses the subjest m::ltter through deliberation, ~1.IeSti0>~.c m-sitb~R: an3 staff, C:Fld reactionG an3 statement of position on the subject. 10lf thE: ;:b=li: ~earing it sls:es, the T:-effis ~c:fety Advisory Committee should take action 0>'1 #l3 a;:~0>'1 =€f:rE: th::m in the ferr.1 sf :: :notion by rese!b'tiGR-:- HO'Neve:-, the Committee :r.ay formul3te c: recommendatisn wmsh sutlines the ;:arar.1eters bnder whis,'l c:n =~;:m\'c:1 \VGl::HS Ee grantee=!. The reoss~s aF:a conditisF:s shc:1I be states in thE: matiGR-sr rBssl:.Jtisn fsr =;:;:rovaI--e:- e:le~i=1. GeAt~nl::ati9R-sf =n c:stiGn r.1C:Y-eGSb'{' in th&-eYent insl::ffisient infermc:tioo is ~resem tc r.1akE: e decisio~. T:,e Traffis ~c:fety P.dvisory CSr.1r.1ittee sr.::1I delineatE: the mi:sing infsrmaHsn !:)efore continuing the item. 407: VOTING: All members of the Committee have equal voting authority. 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 traffic safety 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. R:\Council\2009 Agenda Reports\ 10 19 09\Bylaws Traffic Safety draft Oct 2009.DOC 7