HomeMy WebLinkAbout7A - Committee Bylaws Revision
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AGENDA #:
PREPARED BY:
SUBJECT:
DATE:
BACKGROUND:
DISCUSSION:
STAFF AGENDA REPORT
~~K BOYLES, CITY MANAGER1 ~
CONSIDER APPROVAL OF R~~ISIONS TO COMMITTEE AND
COMMISSION BYLAWS
MAY 16,1994
At its January workshop, the City Council discussed what steps might be
taken to support city committees and commissions in accomplishing the
important role they play in our community. At the workshop Council
reviewed proposed goals and objectives for each advisory body. Existing
bylaws were also reviewed and the Council concluded that the bylaws
should be updated to provide for greater consistency, and to promote a
stronger relationship between the City Council and each
Committee/Commission. Since then, steps have been taken to revise the
bylaws for each body. The proposed revisions are attached to this report
for Council consideration.
At the workshop, Council directed that Councilmember Greenfield work
with me to draft revisions to the bylaws which would be reviewed by the
respective commission/committee members and, ultimately, approved by
the City Council. The proposed bylaw revisions fall into the following
categories:
2. Advisory Body Name - In the case of the Economic
Development Committee, the proposed bylaws suggest a
name change from Economic Development Committee to
Business Development Committee to emphasize the role
which this body plays in the arena of business development.
2. Change in Advisory Body Size- In some cases, bylaws
provide for reduced advisory body membership. In hopes of
facilitating greater participation by advisory body members,
Council directed that five members would be the most
appropriate number of committee members unless evidence
could be provided which supports a larger committee. The
attached bylaws revise the size of the Lake Advisory
Committee from seven to five, the Parks Advisory
Committee from seven to five and the Business
Development Committee from eleven to seven.
3. Role of the Chair - The revised bylaws attempt to enhance
the accountability and responsibility of committee chairs.
The Chair participates in selecting new committee members,
oversees the annual advisory body self-evaluation process
and would now be appointed by the City Council rather than
the advisory body (but with the recommendation of the
Advisory Body considered by the Council).
4629 Dakota St. S.E., Prior Lake, Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245
AN EQUAL OPPORTUNIlY EMPLOYER
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4. Meeting Dates - Because the Council chambers will be
moved to the fire station later this year, and to facilitate the
flow of business, the meeting dates for some committees
have been revised. In the case of the Planning Commission,
meeting dates were moved from the first and third Thursday
to the second and fourth Monday. The purpose of this
revision is to help the planning staff complete agenda
preparation, research and reports and minimize delays in
processing petitions between the Planning Commission and
City Council. Thursday is also a night which will no longer
be available once meetings are changed to the fire station.
Because the Park Advisory Committee normally meets on
the second Monday of each month, it is necessary to revise
their meeting date to the second Tuesday of each month so
there is no conflict with the Planning Commission meeting.
The Lake Advisory Committee normally meet the second
Tuesday of the month. The revised bylaws would change
the meeting date to the third Wednesday. The Business
Development Committee meeting date and time remain the
same.
6. Agenda Packet Distribution - Bylaws have been revised to
provide that packets are received by advisory body
members by at least Friday of the week preceding the
meeting. The intent is to provide at least the weekend for
each advisory body member to review the packet, visit the
site, etc.
7. Self Evaluation - Annually, each committee is to evaluate its
success by six criteria, including:
a. Implementation of preamble or duties.
b. Achievement of Goals and Objectives.
c. Compliance with Bylaws.
d. Formulation of proposals and recommendations and
overall accomplishments.
e. Visitation of sites.
f. Member personal attendance records.
As a body, the committee fills out a review form (attached) and
forwards it to the review committee consisting of staff and
councilmembers. See attached form.
8. Housekeeping Additions and Revisions- Sections regarding
conflict of interest, the preamble, expectations of committee
and commission members, and a number of other sections
have been added to all bylaws for consistency and to
improve their comprehensiveness.
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ISSUES:
A draft of the revised bylaws have been reviewed by the
committees/commission. Attached for Council information are
memorandums and excerpts from minutes which reflect committee
recommendations. In general terms, committees were most concerned
about the following aspects of the revised bylaws:
1. Committee Size - The Lake Advisory Committee believes
they should continue to be a seven member body. Similarly,
the Park Advisory Committee believes it too should remain
at seven members. The Economic Development Committee
believes that they should remain at nine members. The
rationale most commonly offered for retaining larger
committees was the distribution of responsibilities over as
larger segment of the population and greater ability to reach
a quorum. Members of the Council have periodically
indicated that they would prefer fewer, more highly active
commission members than a larger number of less active
members.
2. Appointment of the Chair - Committees would prefer to
appoint their own chair. Failing this, the committees would at
least like to have the Council consider their recommendation
before making the appointment.
3. Advisory Body Name - The Economic Development
Committee in particular has asked that their name be
retained as Economic Development Committee rather than
Business Development Committee as this is most consistent
with other municipalities.
4. Performance Evaluation - Committee members have asked
that the annual performance evaluation be eliminated or
substantially softened. In response to this, the evaluation
process has become a committee-wide process rather than
a one on one chair to committee member activity.
Questions have been raised with respect to transition of these new
bylaws. I anticipate that each committee would transfer to the new
bylaws in one to three months following adoption. Committee meeting
dates and times for example can be revised during the next few months
on a schedule that is most convenient for the committee. The reduction
of committee size can be accomplished over time as attrition takes place.
For example, the LAC through attrition is already at five members. The
PAC is at seven members, the EDC is at eight members. There would be
no reduction in size of the Planning Commission.
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ALTERNATIVES:
RECOMMENDATION:
ACTION REQUIRED:
AGNBYLWRT
I expect that Chairs from the various committees/commission will be
present to discuss their concerns with the City Council. After hearing
these concerns, it would be appropriate for the City Council to take one of
the following actions:
1. Adopt bylaw revisions as submitted.
2. Amend bylaws as the Council deems appropriate based
upon input received.
3. Defer action on the bylaws until further study can be
conducted.
Alternate 1 or 2. The Council should receive input from the chairs of the
advisory bodies and decided whether they wish to make amendments to
the bylaws as proposed.
A motion to approve each set of bylaws as submitted, or specifying the
amendments desired would be appropriate.
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ABPERF2
ADVISORY COMMITTEE/COMMISSION
EVALUATION FORM
DATE:
A. Committee/Commission Reviewed:
4.
5.
6.
B.
Reviewers:
1.
2.
3.
7.
C. Performance Criteria:
1. How successful has the body been in implementing the bylaw preamble and
accomplishing their duties? (Give examples):
2. How well has the Committee/Copmmission done in accomplishing each of its
goals and objectives for this year? (Please attach a copy with your comments
with respect to the status of each.)
3. Have the Committee's/Commission's activities been accomplished in
accordance with the bylaws?
4. How would you rate the Committee's/Commission's formulation of proposals
and recommendations to the City Council? (Give examples.)
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5. Do Committee/Commission members regularly visit the site which is the subject
of discussion before the meeting?
6. Do members of the body attend at least 80% of all meetings?
D. Commissioner, Committee member feed back:
1. What could be done to improve the committee?
2. What improvements are needed in the conduct of committee meetings?
3. How could the staff perform its function better?
4. What additional training do committee members need?
5. How could the City Council better assist the committee?
6. Are their other suggestions you have about Prior Lake City Government?
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MEMO
FROM: Robert N. Barsness, EDC Chairman
TO: City Council
SUBJECT: EDC Bylaw changes
By now you have received a copy of the EDC recommendations to the
bylaw changes. Our logic has been expressed to staff and 15
reiterated in the m1nutes.
It appears that the council seems somehow threatened by the EDC.
Let me assure you that each member of the EDC has the best interest
of the community at heart, as I am sure the council does. We have
disagreed with the council in the past. however, the d1versification
of ideas and interests 1s healthy for the community and will foster
a greater discussion of alternatives.
The council has the ultimate power to do what 1t deems best for the
entire community. as it should be, but any attempt to stifle the
input of an advisory committee would, in the long term, be counter-
productive to serving their const1tuents.
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Robert N. Barsness
EDC Chairman
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NUNUTES OF ECONONUCDEVELOPMENT COMNDTTEE
APRIL 12, 1994
I. ROLL CALL
Present: Bob Barsness, Dar Fosse, Ray Lemley, Larry Greenfield, Wes
Mader, Mike Sweeney, Jeannie Robbins, Nat Wisser, Carrie Nelson, Bonnie
Carlson and Roger Guenette.
II. NDNUTES
Motion by Larry Greenfield, seconded by Jeanne Robins to approve the EDC
minutes of March 22, 1994 as corrected. Motion carried.
III. UPDATE ON BUSINESS OFFICE PARK DEVELOPMENT - PROSPECTS
Roger Guenette updated members on the proposed multi tenant building.
IV. REVIEW AND COMMEND ON PROPOSED BUSINESS DEVELOPMENT
COMMITTEE BYLAWS.
After discussing the proposed Business Development Committee bylaws, the
Committee made several recommendations to the City Council.
A motion by Nat Wisser, seconded by Mike Sweeney, that the committee name
of Economic Development Committee be retained because most cities use
Economic Development Committees to advise the City Council on business
development issues. Wes Mader abstained. The motion carried.
The Committee also asked for clarification on whether changing the name was
in essence creating a new committee, with new terms and board members.
Motion by Nat Wisser, seconded by Jeannie Robbins that the Chair be appointed
by the Committee and/or that the Committee recommend the chair appointment
to the City Council. Wes Mader abstained. The motion carried.
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Motion by Jeannie Robbins, seconded by Larry Greenfield, that the Committee
consist of nine members in order to be able to reach a quorum at meetings. Six
yeas (Jeannie Robbins, Larry Greenfield, Nat Wisser, Mike Sweeney and Dar
Fosse) and one nay (Wes Mader). The motion carried.
Motion by Jeannie Robbins, seconded by Wes Mader, that the last paragraph of
Article II, Section B, be stricken. The Committee expressed concern that a
formal review of volunteer committee members may inhibit citizen participation
on boards and commissions. The motion included a recommendation that the
Chair forward performance evaluations informally to the Mayor or the Mayor's
designee as appropriate. The motion carried.
V. 1994 GOALS AND OBJECTIVES
The Committee approved the proposed evaluation form for Advanced
Resources. Committee members will complete the form and forward to Bonnie
Carlson by April 15, 1994.
VI. 2010 COMPREHENSIVE PLAN BUSINESS AND INDUSTRIAL ZONES
The Committee was apprised of the study commissioned by the City Council on
Potential Business and Industrial Zones to be conducted by Blair Tremere of
Public Affairs Consulting. Mr. Tremere will review his draft report with the
Planning Commission and EDC prior to completing the final report.
VII. DEVELOPMENT AND REDEVELOPMENT CONTACTS:
The EDC reviewed the memo from staff on recent development contacts.
Committee members suggested that since Prior Lake doesn't offer the railroad
spur required by Rainbow Play Systems, the City and Rainbow Play System
issue a joint press release when Rainbow announces their plan to relocate. Chair
Bob Barsness will coordinate this effort with Rainbow.
VIII. CHAMBER UPDATE
Carrie Nelson, Chamber Director, updated the EDC on new memberships and
Lakefront Days.
IX. ADJO~NT
There being no further business, Dar Fosse moved, seconded by Jeannie
Robbins, to adjourn the meeting. The motion carried.
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INTEROFFICE MEMORANDUM
TO:
FROM:
SUBJECT:
DATE:
FRANK BOYLES, CITY MANAGER AND CITY COUNCIL
LARRY J. ANDERSON, DIRECTOR OF PUBLIC WORKS #~
(lAc BYLAWS --=::,
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APRIL 21, 1994
The LAC at their April 20, 1994, meeting reviewed the Bylaws. The LAC requested 3
changes.
1. The meeting dates be changed from the second Tuesday to the third Wednesday
of the month.
The Prior Lake/Spring Lake Watershed District meets on the second Tuesday of
the month and this change will allow John Wingard (LAC liaison to Watershed
District) to attend Watershed meetings. .
2. The LAC believes that 7 members would provide a more diverse representation
of the community and make it easier to provide a quorum.
3. The LAC believes that the LAC should appoint the Chair rather than the City
Council.
Jody Stroh, LAC Chair, plans on attending the May 2,1994, Council meeting to address
these points.
LMEM45.ENG
4629 Dakota St. S.E., Prior Lake, Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245
AN EQUAL OPPORTUNITY EMPLOYER
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2.
3.
4.
5.
6.
ICNIC SHELTERS @ $5,000 EACH AT VARIOUS LOCATIONS.
3- IGHBORHOOD PARKS DEVELOPED AT $10,000 EACH.
GRA WOOD CROSSING PARK ($25,000).
BANG OPERTY (ACQUISITION AND DEVELOPMENT).
PAVED T ILS AT THE WILDS @ $50,000.
PAVING OF KEFRONT PARK ROADS AND PARKING - $150
There was some discussion fro oug Beren d Art Schoot, suggesting that #6 be
amended (under 429 Bonding with a . 0 indicate that this project should be held
off until Lakefront is fully develope roject is contingent on the 429 Improvement
Project.
THE CO EE VOTED ON THE ABOVE AMENDMENT
CARRIED UNANIMOUSLY.
The next item of business was the discussion and recommendation on proposed bylaws
as proposed by Councilmember Greenfield and City Manager Frank Boyles.
Committee decided to go through bylaws and the following changes were requested to
be made:
Article 2. Officers (Section B).
1. Change City Council to read Parks Advisory Committee
2. September 1 to read January 1
3. Eliminate #3.
4. #5 - Annual reporting rather than semiannual
(Section E)
5.
6.
Seven (7) members rather than five
satisfactory attendance and participation rather than annual performance
evaluation
(Section F)
7. If the office of Chair becomes vacant the committee rather than City
Council shall select a replacement
(Section G)
8. Eliminate Annually the Chair will meet with each committee member to
discuss among other things
9. Eliminate #1 as stated
10. #1 should read: Quarterly review of Goals & Objectives
11. Eliminate second paragraph entirely.
Article 3. Meetings. (Section A)
12. Starting time of meetings to read 7:00 PM
(Section B)
13. Change Tuesday to read Monday
Article 4. Scope of Powers and Duties (Section A)
14. Change Semiannually to Annually
Pat Heaney left the meeting at 9:12 PM.
Parks Advisorv Committee Minutes - Aori111. 1994 - Paoe 3
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MINUTES
ONOMIC DEVELOPMENT COMMlTrEE
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I. ROLL CALL
Present: Bob Barsness, Dar Fosse, Ray Lemle Greenfield, Mike
Sweeney, Jeannie Robbins, Nat Wisser, C' elson, Bonnie Carlson and
Roger Guenette.
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Motion by Larry nfield, seconded by Jeanne Robins to approve the EDC
22, 1994 as corrected. Motion carried.
n. MINUTES
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Roger Guenette updated members on the proposed multi tenant building.
REVIEW AND COMMEND ON PROPOSED BUSINE.~~ DEVELOPMRNT
COMMITTEE BYLAWS.
IV.
After discussing the proposed Business Development Committee bylaws, the
Committee made several recommendations to the City Council.
A motion by Nat Wisser, seconded by Mike Sweeney, that the committee name
of Economic Development Committee be retained because most cities use
Economic Development Committees to advise the City Council on business
development issues. Wes Mader abstained. The motion carried.
The Committee also asked for clarification on whether changing the name was
in essence creating a new committee, with new terms and board members.
Motion by Nat Wisser, seconded by Jeannie Robbins that the Chair be appointed
by the Committee and/or that the Committee recommend the chair appointment
to the City Council. Wes Mader abstained. The motion carried.
4629 Dakota St. S.E., Prior lake, MiMesota 55372.1714 / Ph. (612) 447-4230 / Fax (612) 447-4245
AN EQUAL OPPORTUNITY EMPlOYER
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Motion by Jeannie Robbins. seconded by Lany Greenfield. that the Committee
consist of nine members in order to be able to reach I quorum It meetln... Six
yeas (Jeannie Robbins, Larry Greenfield, Nit Wisser, Mike Sweeney and Dar
Fosse) and one nay (Wes Mader). The motion carried.
Motion by Jeannie Robbins, seconded by Wes Mader, that the last paragraph of
Article n, Section B, be stricken. The Committee expressed concern that a
fonnal review of volunteer committee members may inhibit citizen participation
on boards and commissions. The motion included a recommendation that the
Chair forward performance evaluations infonnally to the Mayor or the Mayor's
nee as appropriate. The motion canied.
v.
e Committee approved the proposed evaluation form for Advanced
R ources. Committee members will complete the form and forward to Bonnie
Car n by April IS, 1994.
VI.
The COl11l1ll ee was apprised of the study commissioned by the City Council on
Potential BUSI ss and Industrial Zones to be conducted by Blair Tremere of
Public Affairs suIting. Mr. Tremere will review his draft report with the
Planning Commiss n and EDC prior to completing the final report.
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1be EDC reviewed the mo from staff OD recent development contacts.
Committee members suggest that since Prior Lake doesn't offer the railroad
spur required by Rainbow PIa Systems, the City and Rainbow Play System
issue a joint press release when R bow announces their plan to relocate. Chair
Bob Barsness will coordinate this e with Rainbow.
Carrie Nelson, Chamber Director, updated the
Lakefront Days.
VIn. CHAMBER UPDATE
IX. ADJOURNMENT
There being no further business. Dar Fosse moved,
Robbins. to adjourn the meeting. The motion carried.
EDCM4.WKT
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MEMORANDUM
TO:
FROM:
RE:
DATE:
FRANK BOYLES, CITY MANAGER
HORST W. GRASER, DIRECTOR OF PLANNING
PLANNING COMMISSION COMMENTS AND REVIEW
APRIL 25, 1994
The Planning Commission reviewed the document titled uPlanning Commission
By-Laws Adopted March 21, 199411, on April 21, 1994, with recommendations outlined
below. The facts in this memorandum are based on my notes of the discussion. The
minutes of the meeting were not completed at the time this memo was written.
Section 2-3-1: Second paragraph, last sentence: Should be stricken since it is repeated
in Section 7, Paragraph E.
Section 2-3-3: Meeting dates should remain on the 1 st and 3rd Thursday. A second
choice for meeting dates would be 2nd and 4th Mondays of the month. The
Commission felt that public hearings should be taken as early as possible in the
evenings and reserve some Staff discussion time later in the evening.
Section 2: Provide the opportunity for a consent agenda.
Section 7(B}: Continue the present way of selecting the chairperson. The Commission
stated the current way of selecting the chairperson gives everyone good experience in
running the meetings. Also, the Council may choose a commissioner that is not
interested in being the chair. Directed Staff to survey other communities procedure of
selecting a chairperson and the reason for it.
Section 7(D}: Should be stricken, appears redundant. Recording duties found in
Section 3(A}.
Section 7(E}: The Commission suggested staggered tenns and the start and
concluding day of the tenn (July 1 to June 3D). Delete the second sentence. Remove
business ownership as a qualification of residency to serve on the Commission.
Change committee to commission where referenced.
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BYLAWS
OF
PRIOR LAKE PARKS ADVISORY COMMITTEE
Adopted May 16, 1994
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 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.
~- The legal name of the organization is the "Prior Lake Parks
Advisory Committee".
Section B.
~ _ The Office of the Prior Lake Parks Advisory Committee is at
4629 Dakota Street S.E., Prior Lake, Minnesota 55372.
ARTICLE 2. OFFICERS
Section A.
Offis::ers - The Officers of the Prior Lake Parks Advisory Committee shall
be a Chair, Vice-Chair and a Secretary. The City Manager or hislher
designee shall serve as Secretary of the Committee.
Section B.
Chair - The Chair of the Committee shall be appointed annually on
September 1, by majority vote of the City Council after considering the
recommendation 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.
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 hislher absence. The
Vice-Chair shall assume such other duties as assigned by the Chair.
Section D.
Secretaty- The City Manager or hislher designee shall act as the Secretary
and shall be responsible for recording and compiling a written summary of
all official activities of the Committee.
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Section E.
Appointment - The Committee shall consist of five (5) members,
appointed by the Prior Lake City Council for a term of two (2) years from
September 1 to August 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 City Council shall
appoint a replacement after considering the recommendations of the
Committee. 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:
I) 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 Limits - It is the policy of the Prior Lake City Council to impose a
three 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 himlherself 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.
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Section 1.
Section A.
Section B.
Section C.
Section D.
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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
Regular Meetinis - 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 Tuesday of each month at 7:00 p.m.
at Prior Lake City Hall, 4629 Dakota Street S.E., 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,
cancelled or changed depending upon unique circumstances and subject to
the approval and consent of both the Chair and/or Vice-Chair.
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
Friday prior to the Tuesday meeting and in no case later
than two (2) days prior to a special meeting.
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.
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.
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Section E.
Section F.
Section A.
Section B.
Section A.
PACBY2
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Conduct of Business at Meetinas - 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
Votini - All members of the Committee have equal voting authority.
ARTICLE 4. SCOPE OF POWERS AND DUTIES
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.
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Sub~mmittees - The Committee may divide its membership into
Subcommittees as it deems necessary to implement its goals and
objectives.
ARTICLE 5. AMENDMENTS
Amendments - These bylaws shall be reviewed by the Committee
annually. The Committee may recommend revised bylaws to the City
Council for final approval.
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2-3-1 :
2-3-3:
2-3-4:
PLANNING COMMISSION BYLAWS
ADOPTED MAY 16. 1994
SECTION 1 - CITY CODE CHAPTER 3
COMMISSION CREATED, COMPOSITION: A Planning Advisory
Commission is hereby created for the City, its purpose to be of an advisory lfi-
nature to the City Council and staff. pol:- /.J/
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Said Planning Advisory Commission shall be composed of five (5)
members, appointed by the City Council. Only residents of the City shall
be considered for appointment. Said members shall serve for two (2) year
terms from July 1 to June 30.
MEETINGS, RULES: The Planning Advisory Commission will meet on the
second and fourth Monday of each month at 7:30 p.m. in the Prior Lake
City Council Chambers, or at such other time as may be deemed
necessary, providing adequate notice is fumished of the public meeting.
DUTIES OF COMMISSION: The duties of said Planning Advisory
Commission are as follows:
A.
!
'I B.
C.
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5194 BYLAW
To keep the City Council and the general public informed and
advised as to all planning and development matters and make
recommendations to the City Council with respect to any current or
future planning.
To prepare and keep current, in conjunction with the City Planner,
the Comprehensive Plan. (MS 462.355 Subd. 2)
To monitor zoning and planning changes affecting Prior Lake and
local communities and identify factors and reasons for changes and
how they apply to or affect Prior Lake.
D. To research and present any information from public newspapers,
public forums/workshops or publications indicating changing trends
or conditions.
E. X To establish principles and policies for guiding action affecting
development in the City and its environs.
F. To determine whether specific proposed developments conform to
the principles and requirements for the comprehensive plan and the
City ordinances.
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G. To review and make recommendations to the Council on planned
unit development and subdivision proposals.
H. To hold public hearings for subdivisions, planned unit developments
and rezoning applications and furnish the Council with information
and recommendations of such hearings.
I. To consider variances and home occupation permits. Make
recommendations to the City Council on rezoning applications,
amendments to the Zoning and Subdivision Ordinances and
conditional use permits.
J. To prepare and submit to the City Council within sixty (60) days
after the end of the calendar year a summary report of all variances
granted to applicants from January 1 through December 31 of that
calendar year. The summary report shall contain such information
as deemed necessary and requested by the City Council.
SECTION 2 - PLANNING COMMISSION AGENDA AND MEETING FORMAT:
Business of the meeting will be conducted according to the Agenda prepared by the
Director of Planning. Unless extreme circumstances exist, the Director of Planning shall
deliver the completed agenda packets by Wednesday prior to the meeting date. To meet
this schedule the Planning 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 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. Approval of Minutes
3. New Business including Public Hearings
4. Other Business
5. Announcements and Correspondence
6. Adjournment
SECTION 3 - MINUTE PREPARATION:
A. The Director of Planning is responsible for the minutes of the meeting. The
meeting proceedings will be tape recorded and transcribed by the Recording
Secretary or a designated representative from staff.
The following two requirements for minute preparation will be adhered to:
1 . All motions will be typed in capital letters.
2. Names of the commissioners will be listed after their vote on the motion.
B. 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.
5194 BYLAW 2
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If an addition or correction is presented, the change must be specific as to place,
paragraph, and sentence.
Approval of the minutes requires a motion, second and a majority vote of the
members present at the meeting.
C. The Director of Planning is responsible for the maintenance and filing of the
minutes. The following procedure will be used in filing of the minutes:
1 . All minutes of the Planning Commission will be kept on file in the office of
the City Planner in hard copy or on microfilm.
2. All taped proceedings, excluding public hearings, must be kept for a
minimum of one year from the date of recording.
3. All taped proceedings that include public hearings must be kept for seven
years from the date of recording.
D. A copy of the minutes of the meeting shall be distributed together with the
agenda for the upcoming meeting. The minutes and Planning Commission
Agenda will be distributed to:
1. Mayor and City Council members
2. Planning Commission Members
3. Selected Staff members
4. Selected residents and individuals indicated on the mailing list kept by the
Planning Department Secretary.
E. Remarks made by a member of the Planning Commission may be entered into
the minutes by stating that he/she desires to go on the record. These remarks
shall be entered into the minutes by the Recording Secretary by way of synopsis
or verbatim record, if requested by a member.
SECTION 4 - QUORUM AND VOTING PROCEDURES:
A. 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.
B. The voting options available to the Planning Commission when a vote has been
initiated are: aye - an affirmative vote; nay - a negative vote; and abstain - a
neutral vote, neither affirmative nor negative.
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
lIabsentll .
SECTION 5 - ROLES AT MEETING:
A. On the majority of agenda items, if not all items, the time for direct citizen input,
comments and questions will be immediately after the City Staff report and/or
presentation. During this time period, every member of the public desiring to
speak shall address the presiding officer (by raising a hand or standing up) and
5I!M BYLAW 3
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upon recognition, shall confine their remarks to the issue under consideration.
Let all present speak once before entertaining a second. The presiding officer
may use herlhis discretion when an individual member of the public requests to
speak more than once on a single issue.
B. Immediately after citizen input is finished on the issue, the members of the
Planning Commission take turns addressing the issue. Each individual member
of the Planning Commission may recognize a member of the public when the
member has been recognized to speak by the presiding officer. Members of the
Planning Commission must use judgment and discretion when recognizing
members of the public to speak during the time they have the floor.
C. Members of the general public, interested parties or their authorized
representatives may address the Planning Commission by written
communications in regard to matters under discussion. Written communications
may be read aloud at the meeting if so requested by the author. The
communication(s) shall be read by the presiding officer or her/his designee.
D. One member of the Planning Commission shall serve as the Chair and one as
Vice-Chair. The Vice-Chair shall preside at all meetings when the Chair is absent
from the meeting. When the Vice-Chair is presiding at the meeting, he/she shall
assume the authority and responsibility of the presiding officer at the meeting.
If in the event the Chair and Vice-Chair are absent, the Director of Planning 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 Planning Director shall step down. The presiding officer, at all
times, shall be allowed to vote in the same manner as all other Commissioners.
The presiding officer has two unique powers: Interpreting and applying the rules
of procedure; and recognizing speakers from the autlience. That official shall
have the obligation to be impartial and objective in conducting the meeting.
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.
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.
The presiding officer has the responsibility to facilitate discussion by the Planning
Commission. This may occur in a variety of ways, including:
1.
2.
3.
4.
5.
6.
7.
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.
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8. Enforce speaking procedures.
If a motion is unnecessary, unsuitable for consideration, and/or proposed at an
inopportune time for the purpose of delaying or embarrassing others, the
presiding officer may rule the motion out of order on her/his own initiative.
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.
SECTION 6 - PUBLIC HEARING FORMAT:
A. Public hearings shall be conducted in the following manner:
1 . The Chair calls the public hearing to order and declares the time of
opening. It is the intent of the Planning Commission to open all public
hearings at the predetermined and published time. From a practical
standpoint, not all hearings can be opened at their designated time. The
presiding officer may delay the start of a hearing until the business at hand
is acted upon, in any manner, by the Planning Commission. In no
circumstances can a hearing be opened prior to the predetermined and
published time.
2. The presiding officer shall read, from the hearing notice, the details on the
hearing sufficient to provide the public a general understanding of the
purpose of the hearing.
3. The Recording Secretary shall pass out to the audience a sign up sheet
with columns for name, address and phone number. This sheet shall
become part of the public hearing record.
4. The presiding officer should announce the type of input that may be
received by the citizens. Formal input includes the name and address of
the speaker delivered from the podium.
5. The procedure for public hearings shall be as follows:
5194 BYLAW
a.
If applicable, the applicant makes a presentation or report on the
subject matter.
Staff shall make a presentation or report on the subject matter.
The presiding officer shall ask for citizen input, comments and
questions. The presiding officer shall facilitate this portion of the
meeting.
The Planning Commission shall address the subject matter through
deliberation, questions to citizens and staff, and reactions and
statements of position on the subject. Any Planning Commission
member who has the floor may recognize members of the audience
for additional comments.
b.
c.
d.
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6. The Planning Commission should take action on the application before
them in the form of a motion. However, the Commission may formulate a
recommendation which outlines the parameters under which an approval
would be granted. The reasons and conditions shall be stated in the
motion for approval or denial. Continuation of an action may occur in the
event insufficient information is present to make a decision. The Planning
Commission shall delineate the missing information before continuing the
item.
7. The presiding officer shall close the public hearing and state the time the
hearing is closed.
a. If the Planning Commission decides to continue the deliberation on
the subject matter of a hearing, the presiding officer in consultation
with the Director of Planning shall select a time and date during a
future regularly scheduled meeting to reopen the hearing for further
deliberation and possible action.
b. No additional publication or notice requirements are needed if a
hearing is continued to a later date.
c. In the event that an issue is denied, the applicant has the option to
appeal the decision of the Planning Commission to the City
Council. The process of appeal begins when the applicant contacts
the Director of Planning during regular office hours, to schedule the
appeal before the City Council.
SECTION 7 - OFFICERS:
A. Officers - The officers of the Prior Lake Planning Commission shall be a Chair
and Vice-Chair. The City Planning staff shall serve as secretary of the
Commission.
B. Chair - The Chair of the Commission shall be appointed annually by majority vote
of the City Council after considering the recommendation of the Commission.
The duties of the Chair include:
1 . Approval of meeting agendas.
2. Presiding at meetings.
3. Participating with the City Council in the selection of Commission
members.
4. Semiannual reporting to the City Council on all information collected under
Sec. 2-3-4 and shall give an accounting of its activities and any
information the Commission may consider relevant before the City Council
or as directed otherwise.
5. Representation of the Commission as appropriate.
C. Vice-Chair - The Vice-Chair shall be selected annually by the Commission and
shall perform the duties of the Chair in hislher absence. The Vice-Chair shall
assume such other duties as assigned by the Chair.
D. Secretary - The City Manager or his/her designee shall act as the Secretary and
shall be responsible for recording and compiling a written summary of all official
activities of the Commission.
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E. Appointment - The Commission shall consist of members, appointed by the Prior
Lake City Council for a terms of two (2) years. The Commission shall be
representative of the citizens who live in Prior Lake. Commission members may
serve additional terms upon approval by the Prior Lake City Council, based upon
satisfactory attendance and participation, continued residence in Prior Lake and
in accordance with the term limits policy established by the City Council.
F. Vacancies- If the office of Chair becomes vacant the City Council shall appoint a
replacement, after considering the recommendation of the Commission. If the
Office of Vice-Chair becomes vacant, the Commission shall elect a successor
from its membership at the next regular meeting, and such election shall be for
the unexpired term of said office. Should a member resign, or otherwise vacate a
seat on the Commission, Prior Lake City Council shall appoint a replacement to
complete the term.
The selection of the Chair or Commission member will be filled in accordance
with City Council Bylaws.
G. Performance Criteria. Annually, Commission members shall perform a written
self-evaluation on the following:
1 . Successful implementation of duties.
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 Commission shall forward this evaluation to a review committee comprised
of the staff member assigned to the Commission, 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.
H. Term Limits - It is the policy of the Prior Lake City Council to impose a three 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.
I. Conflict of Interest - Members with a financial or vested interest with an applicant,
application, proposal, policy, or other Commission 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
himlherself 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.
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J. Code of Conduct - Commission members will adhere to the following:
1. Commission 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 Commission or the City. If a Commission
member gives or represents the opinions of the Commission to the media,
he/she shall do so only after receiving the official direction from the
Commission.
2. The conduct of Commission members shall reflect positively upon the
Commission, individual member and city.
3. Commission members shall avoid any actual or apparent impropriety.
BYLAW. WAT PLAN
!iI94 BYLAW
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BYLAWS
OF
PRIOR LAKE LAKE ADVISORY COMMITTEE
Adopted May 16, 1994
PREAMBLE
The Prior Lake Lake Advisory Committee (LAC) was created in November 1991 by an act of the
Prior Lake City Council to: (I) research, study and make recommendations to the City Council
on the information contained within the report entitled "Water Resource Management - A Guide
For Balanced Future", (2) research, study and make recommendations to the City Council on the
Lake Review Committee Report Work Program, approved by the City Council on June 17, 1991
and, (3) serve as an advisory body to City staff and City Council on the many lake management
related issues being addressed by the various jurisdictions within the watershed.
ARTICLE I. NAME
Section A.
~ - The legal name of the organization is the "Prior Lake Lake
Advisory Committee".
Section B.
~ - The Office of the Prior Lake Lake Advisory Committee is at 4629
Dakota Street S.E., Prior Lake, Minnesota 55372.
ARTICLE 2. OFFICERS
Section A.
Officers - The Officers of the Prior Lake Lake Advisory Committee shall
be a Chair, Vice-Chair and a Secretary. The City Manager or hislher
designee shall serve as Secretary of the Committee.
Section B.
Chair - The Chair of the Committee shall be appointed annually on
October I, by majority vote of the City Council, after considering the
recommendation 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.
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 hislher 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 be responsible for recording and compiling a written summary of
all official activities of the Committee.
5/94 LACBY
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Section E.
Section F.
Section G.
Section H.
Section 1.
5/94 LACBY
Appointment - The Committee shall consist of five (5) members,
appointed by the Prior Lake City Council for a term of two (2) years from
October 1 to September 31. The Committee shall be representative of the
citizens who live in Prior Lake. Committee members may serve based
upon satisfactory attendance and participation, continued residence in
Prior Lake and in accordance with the term limit policy established by the
City Council.
yacancies - If the office of Chair becomes vacant the City Council shall
appoint a replacement after considering the recommendation of the
Committee. 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.
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 a the annual meeting in
accordance with the Council Bylaws.
J'erm Limits - It is the policy of the Prior Lake City Council to impose a
three 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.
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 himlherself 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.
2
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Section J.
Section A.
Section B.
Section C.
Section D.
5/94 LACBY
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
Regular Meetings - In conformance with the Minnesota Open Meeting
Lawall meetings of the Committee are open to the public. Regular
meetings shall be held on the third Wednesday of each month at 6:30 p.m.
at Prior Lake City Hall, 4629 Dakota Street S.E., 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,
cancelled or changed depending upon unique circumstances and subject to
the approval and consent of both the Chair and/or Vice-Chair.
Notification - All regular meetings of the Committee shall be noticed by:
1) Posting at city hall for at least two (2) days prior to the
meeting.
2) A copy of the notice, agenda and accompanying material
shall be prepared by staff and received by the Committee,
City Council, staff and others designated by the City
Council, no later than the Friday prior to the Wednesday
meeting and in no case later than two (2) days prior to a
special meeting.
Special Meetin&s - 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.
Quorum for Re&ular and Special Meetin&s - 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
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Section E.
Section F.
Section A.
Section B.
Section A.
LACBY
5/94 LACBY
by the Committee upon a vote of a majority of the Committee present.
Conduct of Business at Meetin~s - 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
Votin~ - All members of the Committee have equal voting authority.
ARTICLE 4. SCOPE OF POWERS AND DUTIES
Powers and Duties - The Committee shall act in an advisory capacity to
the Prior Lake City Council and shall advise the City Council on lake
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.
Subcommittees - The Committee may divide its membership into
subcommittees as it deems necessary to implement its goals and
objectives.
ARTICLE 5. AMENDMENTS
Amendments - These bylaws shall be reviewed by the Committee
annually. The Committee may recommend revised Bylaws to the City
Council for final approval.
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BYLAWS
OF
PRIOR LAKE BUSINESS DEVELOPMENT COMMITTEE
Adopted May 16, 1994
PREAMBLE
The Prior Lake Business Development Committee (BDC) was created in February, 1994 by an
act of the Prior Lake City Council to: (1) serve as a liaison between City Government and the
Business Community, (2) support and encourage improvement and development of existing
businesses, (3) attract prospective and identify future potential businesses and to serve as a
contact/resource providing assistance and information on Prior Lake and, (4) to serve as a body
to make recommendations to the City Council relating to specific development. ?
\ ' / tv'1rt
ARTICLE 1. NAME ~'
Section A.
~ - The legal name of the organization is the "Prior Lake Business
Development Committee".
Section B.
~ - The Office of the Prior Lake Business Development Committee is
at 4629 Dakota Street S.E., Prior Lake, Minnesota 55372.
ARTICLE2.0FACERS
Section A.
Officers - The Officers of the Prior Lake Business Development
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.
CbiW: - The Chair of the Committee shall be appointed annually on July 1,
by majority vote of the City Council, after considering the recomendation
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.
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 be responsible for recording and compiling a written summary of
all official activities of the Committee.
Section E.
Appointment - The Committee shall consist of seven (7) members,
appointed by the Prior Lake City Council for a term of two (2) years from
5/94 BYLAW)
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.
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Section F.
Section G.
Section H.
Section I.
5/94 BYLAW3
July 1 to June 30. 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 attendance and
participation, continued residence, and/or business ownership in Prior
Lake and in accordance with the term limits policy established by the City
Council.
With Council approval ex-officio members may be appointed to the
Committee as recommended by the School District. The person shall be
the official representative of the Prior Lake - Savage School District #719
and provide direct communication of the Committee's activities to the
School Board. The ex-officio member shall not exercise voting privileges,
serve as Chair or Vice-Chair or be included as a member for purposes of
Committee size and calculating a quorum.
Vacancies - If the office of Chair becomes vacant the City Council shall
appoint a replacement after considering the recommendation of the
Committee. 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.
Performance Criteria - Annually the Committee shall perform a written
self-evaluation on the following:
1) Implementation of the Preamble and duties.
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 a the annual meeting in
accordance with the Council Bylaws.
(,
\
Term Limits - It is the policy of the Prior Lake City Council to impose a
three 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.
Conflict of Interest - Members with a financial or vested interest with an
applicant, application, proposal, policy, or other Committee issue shall
2
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Section J.
Section A.
Section B.
Section C.
5/94 BYLAW3
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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 himlherself 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.
Code of Conduct - Committee members will adhere to the following:
I. 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
Reiular Meetinis - 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 and fourth Tuesday of each month at
7:15 a.m. at Prior Lake City Hall, 4629 Dakota Street S.E., 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, cancelled or changed depending upon unique
circumstances and subject to the approval and consent of both the Chair
and/or Vice-Chair.
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 prepared by the staff and received by the
Committee, City Council, staff and others designated by the
City Council no later than the Friday prior to the Tuesday
meeting, and in no case later than two (2) days prior to a
special meeting.
Special Meetinis - 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 must 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
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Section D.
Section E.
Section F.
Section A.
Section B.
Section A.
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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.
Quorum for Reiular and Special Meetinis - 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.
Conduct of Business at Meetinis. 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
Votini - All members of the Committee except ex- officio members have
equal voting authority.
ARTICLE 4. SCOPE OF POWERS AND DUTIES
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
of business development 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.
Subcommittees - The Committee may divide its membership into
subcommittees as it deems necessary to implement its goals and
objectives.
ARTICLE 5. AMENDMENTS
Amendments - These bylaws shall be reviewed by the Committee
annually. The Committee may recommend revised Bylaws to the City
Council for final approval.
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