Loading...
HomeMy WebLinkAbout4B - PAC Bylaws CITY COUNCIL AGENDA REPORT June 3, 2002 4B Susan Walsh, Assistant City Manager AGENDA ITEM: CONSIDER APPROVAL OF AMENDMENTS TO PARKS ADVISORY COMMITTEE BYLAWS DISCUSSION: History: On May 16, 1994, the City Council adopted the current Bylaws for the Parks Advisory Committee. Since that time four amendments have been made to the Bylaws. Article 5 of the Bylaws calls for the Parks Advisory Committee to annually review the Bylaws and recommend any proposed changes to the City Council for their approval. . Current Circumstances: At the May 13, 2002 joint meeting of the City Council and the Parks Advisory Committee, the Parks Advisory Committee approved the following changes to the Bylaws: 1. Article 2, Section B, Chair: Change the word terms to term. This is a correction to a typographical error. 2. Article 2, Section E, Appointment: Change term of office from September to August to November 1 to October 31. This is a housekeeping change since the current terms run from November through October. 3. Article 3, Section A, Regular meetings: Change the starting time of the regular meeting from 6:30 p.m, to 6:00 p.m, and remove the word, both, from the last sentence. The word, both, is incongruous with the context of the sentence. 4. Article 3, Section B, Notification: The day designated to receive agenda and packet information was changed from Wednesday to Friday. ISSUES: The City Council should consider the recommended changes as discussed at the joint City Council and Parks Advisory Committee meeting on May 13, 2002. ALTERNATIVES: (1) Motion to approve the recommended changes to the Parks Advisory Committee Bylaws as outlined above and indicated in the legislative format of the attached Bylaws. (2) Deny the proposed amendments and provide direction to the Parks Advisory Committee and city staff RECOMMENDED MOTION: APPROVED BY: 16200 Eagle Creek Ave. S.E., Prior Lake. Minnesota 55372-1714 / Ph. (952) 447-4230 / Fax (952) 447-4245 I:\ASSTCM\PAC\BYLAWS CC AGENDA REPQ~lc:JdQ.COPPORTUNITY EMPLOYER BYLAWS OF PRIOR LAKE PARKS ADVISORY COMMITTEE Adopted May 16, 1994 Amended January 2, 1996 Amended January 6, 1997 Amended February 16, 1999 Amended December 4, 2000 Amended June 3, 2002 PREAMBLE The Prior Lake Parks Advisory Committee (PAC) was created in July, 1989 by an act of the Prior Lake City Council to: (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) to assist city government in setting open space, land acquisition and development policies, (4) to serve as a body to make recommendations to the city council relating to specific parks and open space development, and, (5) to assist city council in researching a variety of funding sources for the Capital Improvement Program and related park development. ARTICLE 1. NAME Section A. Name - The legal name of the organization is the "Prior Lake Parks Advisory Committee". Section B. Office - The Office of the Prior Lake Parks Advisory Committee is at 16200 Eagle Creek Avenue, S.E., Prior Lake, Minnesota 55372. ARTICLE 2. OFFICERS Section A. Officers - The Officers of the Prior Lake Parks Advisory Committee shall be a Chair, Vice-Chair and a Secretary. The City Manager or his/her designee shall serve as Secretary of the Committee. Section B. Chair - The Chair of the Committee shall be appointed from among the Committee's membership for a two year terrne- in November, by majority vote of the Parks Advisory Committee. The duties of the Chair include: 1. Review and approval of meeting agendas. 2. Presiding at meetings. 3. Participating with the City Council in the selection of Committee members. 4. Semiannual reporting to the City Council. 5. Representation of the Committee as appropriate. Section C. Vice Chair - The Vice-Chair shall be selected annually by the Committee and shall perform the duties of the Chair in his/her absence. The Vice-Chair shall assume such other duties as assigned by the Chair. Section D. Secretary - The City Manager or his/her designee shall act as the Secretary and shall I :\advbodys \pac\bylaws, doc be responsible for recording and compiling a written summary of all official activities of the Committee. Section E. Appointment - The Committee shall consist of five (5) members, appointed by the Prior Lake City Council for a term of three (3) years from September November 1 to /\ugust October 31. The Committee shall be representative of the 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. Section F. Vacancies - If the office of Chair becomes vacant the Parks Advisory Committee shall appoint a replacement in accordance with Article 2, Section B. If the Office of Vice- Chair becomes vacant, the Committee shall elect a successor from its membership at the next regular meeting, and such election shall be for the unexpired term of said office. Should a member resign, or otherwise vacate a seat on the Committee, Prior Lake City Council shall appoint a replacement to complete the term. The selection of the Chair or Committee member will be filled in accordance with City Council Bylaws. Section G. Performance Criteria - Annually the Committee shall perform a written self-evaluation on the following: 1) Implementation of the preamble. 2) Achievement of goals and objectives. 3) Compliance with bylaws. 4) Formulation of proposals and recommendations and overall accomplishments. 5) Visitation of subject sites as applicable. 6) Members personal attendance record. The Committee shall forward this evaluation to a review committee comprised of the staff member assigned to the Committee, City Manager, Mayor, and one member of the City Council. The review Committee shall present this report and any additional comments to the Council by the first week of December for action and recommendation at the annual meeting in accordance with the Council Bylaws. Section H. Term Limit - It is the policy of the Prior Lake City Council to impose a two term (or 6 year) service limitation for all appointed positions within the committees and commission. Partial terms do not count toward the term limitation. The purpose of the term limit policy is to encourage resident participation on City advisory bodies and provide community members with the opportunity to participate in their local government. Section I. Conflict of Interest - Members with a financial or vested interest with an applicant, application, proposal, policy, or other committee issue shall disclose the relationship before participating in discussion about the issue. If the conflict is deemed to be significant, the member shall refrain from discussion and voting on such issue. If the conflict involves the presiding officer, he/she shall disqualify him/herself from discussion and pass the gavel to the Vice-Chair or a member who has no conflict. He/she may resume the chair once the issue has been dispatched. I :\advbodys\pac\bylaws.doc Section J. Code of Conduct - Committee members will adhere to the following: 1. Committee member's opinion pertaining to a function, organization or specific application or issue shall not be given to the public or media unless there is a clear qualification that the opinion is that of the member and not the official opinion of the committee or the City, If a Committee member gives or represents the opinions of the Committee, he/she shall do so only after receiving the official direction from the Committee. 2. The conduct of Committee members shall reflect positively upon the Committee, individual member and city. 3. Committee members shall avoid any actual or apparent impropriety. ARTICLE 3. MEETINGS Section A. Reqular Meetinqs - In conformance with the Minnesota Open Meeting Lawall meetings of the committee are open to the public. Regular meetings shall be held on the second Monday of each month at e.;..W6:00p.m. at Prior Lake Maintenance Center, 17073 Adelmann Street, 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 OOtR-the Chair and/or Vice- Chair. Section B. 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 Fridav prior to the Monday meeting and in no case later than two (2) days prior to a special meeting. Section C. Special Meetinqs - 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. Section D. Quorum for Reqular and Special Meetinqs - 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. Section E. Conduct of Business at Meetinqs - The agenda for a regularly scheduled meeting shall include the following in order of business: I :\advbodys\pac\bylaws. doc 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 Section F. VotinQ - All members of the Committee have equal voting authority. ARTICLE 4. SCOPE OF POWERS AND DUTIES Section A. 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 the preamble or as assigned to the committee. Semiannually, or as otherwise required by the Council, 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. Section B. Subcommittees - The Committee may divide its membership into Subcommittees as it deems necessary to implement its goals and objectives. ARTICLE 5. AMENDMENTS Section A. Amendments - These bylaws shall be reviewed by the Committee annually. The Committee may recommend revised bylaws to the City Council for final approval. I :\advbodys\pac\bylaws,doc