Loading...
HomeMy WebLinkAbout5G Revisions to Advisory Committee BylawsPRio� ti U try \IN aso 4646 Dakota Street SE Prior Lake_ MN 55372 CITY COUNCIL AGENDA REPORT MEETING DATE: January 17, 2012 AGENDA M 5G PREPARED BY: Frank Boyles, City Manager PRESENTED BY: Frank Boyles AGENDA ITEM: CONSIDER APPROVAL OF REVISIONS TO ADVISORY COMMITTEE BY- LAWS DISCUSSION: Introduction The purpose of this agenda item is to request Council approval of modifications to advisory committee bylaws. History Each year, advisory bodies are asked to review their bylaws to determine if changes are necessary. If they are, the proposed changes are submitted to the City Council for action. Both the Traffic Safety and Community Safety Advisory Committees have requested changes to their bylaws. Current Circumstances Two advisory committees have requested changes to their bylaws. Traffic Safety Advisory Committee The TSAC believes that its membership should also include the Fire Chief. This has been added to Section 203. As a housekeeping matter, the last sentence of the paragraph has also been deleted which advises that the Assistant City Engi- neer will provide staff services since this position no longer exists. Community Safety Advisory Committee The CSAC would like to be able to select a member of their committee who would serve as a youth member. The language has been amended accordingly, but the total membership left at seven maximum. Conclusion The City Council should determine if it concurs with the proposed bylaws amend- ments. ISSUES: The purpose for adding the Fire Chief to the TSAC is to assure that the unique needs of large emergency equipment is appreciated and considered in their rec- ommendations. By the same token the CSAC believes that one member should be focused upon the safety needs of youth. There are presently six members on the committee so this addition would not cause disruption to the current body. Proposed changes to both committees are intended to make them more repre- sentative of the entire community. A copy of the proposed language is attached. FINANCIAL There is no appreciable increase in cost due to these proposed changes as the IMPACT: Fire Chief is overtime exempt and members of both committees serve voluntarily with no per diem paid. ALTERNATIVES: 1. Approve the bylaws amendments as recommended. 2. Take no action and provide the staff with additional direction. RECOMMENDED Alternative #1. MOTION: COMMUNITY SAFETY ADVISORY COMMITTEE BYLAWS Adopted November 17, 2008 Amended October 19, 2009 Amended January 3, 2011 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 provided however, that one member may be a resident who is less than 18 years of age Said members shall serve three (3) year -terms beginning November land ending October 31. The members of the Committee shall annually elect officers in accordance with the procedures of paragraph 205 herein. 202: COUNCIL LIASION Annually the City Council will appoint a Councilmember to serve as a Liaison between the Council and the Community Safety Advisory Committee. The role of the Liaison is to act as a conduit and resource for information by and between the Council and the Community Safety Advisory Committee and the Community Safety Advisory Committee and the Council. The Liaison shall make periodic reports to the Council on the activities of the Community Safety Advisory Committee. The Liaison shall communicate any Council input on a particular issue to the Community Safety Advisory Committee. The Liaison shall not participate in the discussion or deliberation of any matter pending before the Committee, except where the Community Safety Advisory Committee is meeting in a study or work session. The Community Safety Advisory Committee, at its discretion, may ask the Liaison whether the Council has discussed the subject under consideration and the nature of the discussion. The Liaison shall never use this occasion as an opportunity to communicate their personal position regarding the matter under consideration. cAdocuments and settingslcgreenhy documentslsharepoint draftstylaws csac -jan 2012 draft.doc TRAFFIC SAFETY ADVISORY COMMITTEE BYLAWS Adopted January 5, 2009 Amended October 19, 2009 Amended January 3, 2011 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: COUNCIL LIASION Annually the City Council will appoint a Councilmember to serve as a Liaison between the Council and the Traffic Safety Advisory Committee. The role of the Liaison is to act as a conduit and resource for information by and between the Council and the Traffic Safety Advisory Committee and the Traffic Safety Advisory Committee and the Council. The Liaison shall make periodic reports to the Council on the activities of the Traffic Safety Advisory Committee. The Liaison shall communicate any Council input on a particular issue to the Traffic Safety Advisory Committee. The Liaison shall not participate in the discussion or deliberation of any matter pending before the Committee, except where the Traffic Safety Advisory Committee is meeting in a study or work session. The Traffic Safety Advisory Committee, at its discretion, may ask the Liaison whether the Council has discussed the subject under consideration and the nature of the discussion. The Liaison shall never use this occasion as an opportunity to communicate their personal position regarding the matter under consideration. A Liaison may always testify or submit written comments at a Public Hearing in their capacity as a private citizen so long as they make clear at the beginning of their testimony or their written comments that they are speaking on their own behalf and not on behalf of the Council. 203: 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. CADocuments and Settingslcgreen\My Documents\SharePoint DraftslBylaws TSAC Jan 2012 draft.doc 204: 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, the Fire Chief 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 Gity Cng will nrevide st aff suppeFt seniines to the Co mw+ m i�c 205: 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: Applications are solicited. A Notice of the vacancy is made public and individuals may be encouraged to consider the position. 2. The City Manager or his designee, the City Council member who has been appointed as the liaison to the Advisory Committee, and the City Engineer shall interview all candidates and make a recommendation to the full City Council. No person will sit on any advisory committee charged with the selection of the successor for that person. 3. The recommendation of the interview panel shall be presented to the City Council and the Council may accept or reject the recommendation. If the recommendation is rejected, the City Council shall appoint another individual or decide to reopen the vacancy to the public for new candidates. 206: OFFICERS: The Officers of the Prior Lake Traffic Safety Advisory Committee shall be a Chair, Vice -Chair and a Secretary. The Assistant City Engineer or his /her designee shall serve as Secretary of the Committee. Chair: The City Engineer shall serve as the Chair of the Committee. The duties of the Chair include: (1) Review and approval of meeting agendas; (2) Presiding at meetings; (3) Participating with the City Council in the selection of Committee members; and (4) Representation of the Committee as appropriate. Vice Chair: The Police Chief shall serve as the Vice -Chair and shall perform the duties of the Chair in his /her absence. The Vice -Chair shall assume such other duties as assigned by the Chair. Secretary: The Assistant City Engineer or his /her designee shall act as the Secretary and shall be responsible for recording and compiling a written summary of all official activities of the Committee. 207: TERM LIMIT: It is the policy of the Prior Lake City Council to impose a three -term (nine -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. CADocuments and SettingslcgreenWy DocumentslSharePoint Drafts\Bylaws TSAC Jan 2012 draft.doc 2