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HomeMy WebLinkAbout10D - Comm. Adv. Com. Bylaws 16200 Eagle Creek Avenue S.E. Prior Lake, MN 55372-1714 MEETING DATE: AGENDA #: PREPARED BY: CITY COUNCIL AGENDA REPORT February 6, 2006 r\..~ j 1 OD ~_A. ... · Frank Boyles, City Manager AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION ESTABLISHING BYLAWS FOR THE COMMUNICATION ADVISORY COMMITTEE DISCUSSION: Introduction The purpose of this agenda item is to request Council adoption of bylaws for the Communication Advisory Committee. History At the onset of 2006, the City Council has proposed numerous additional committees to address various local issues. Councilmember Millar, at the January 3,2006, meeting, suggested the formation of a communication committee. His observation was that the City has done a workman-like job in delivering one-way communication. The purpose of the communication committee is to improve two-way communication with our citizens; and make suggestions regarding ways to foster community pride, identity and image. Current Circumstances Attached are draft bylaws for the Communication Advisory Committee. They are based upon the Park Advisory Committee bylaws. The purpose of the committee is to comment, oversee and support the implementation of the communication plan set out in the 2030 Vision and Strategic Plan and budget. Specific attention is focused upon two-way communication with the public; and to make suggestions for ways to promote community pride, identity and image. The five-member committee is to be composed of two council members, the City Manager or designee, and two community residents who would select a Chair, Vice-chair, and Secretary. The committee members would be selected for three years with a six-year term limit. The committee would meet quarterly or as necessary for the conduct of its business. ISSUES: The Council should determine if the purpose of the Communication Advisory Committee is consistent with the 2030 Vision and Strategic Plan. If so, comments could be offered regarding the purpose of the committee as well as the structure or operation of the committee. If the Council deems the bylaws to be satisfactory, it would be appropriate to consider which council members should be appointed. Councilmember Millar was appointed at the annual City Council meeting in January and it is recommended that Council member LeMair also be appointed. FINANCIAL IMPACT: www.cityofpriorlake.com ! :\(jjU!\lCIL\Ali!\JKr'! 0\LVUO\ULi)\yj() LOfTliTlUi1ICanOn nuvlsory OyI8WS.UVC Phone 952.447.4230 / Fax 952.447.4245 ALTERNATIVES: RECOMMENDED MOTION: 1. Approve the bylaws as submitted or with amendments. 2. Appoint Council member and the City Manager to serve on the committee in addition to Councilmember Millar who was already appointed. 3. Take no action. Alternatives 1 and 2. I\COU N C I LV\CN RPTS\2006\020G06 CommUi1 ication 16200 Eagle Creek Avenue S.E. Prior Lake, MN 55372-1714 RESOLUTION 06-xx A RESOLUTION APPROVING THE BYLAWS CREATING THE COMMUNICATION ADVISORY COMMITTEE AND APPOINTING REPRESENTATIVES THERETO. Motion By: Second By: WHEREAS, The City Council believes pursuant to the 2030 Vision and Strategic Plan that communication is important; and WHEREAS, The City Council desires to take action to improve the City's communication; and WHEREAS, The City Council believes that the creation of a Communication Advisory Committee will facilitate better communication. 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 Bylaws dated February 6, 2006, are hereby approved. 3. The appointment of Councilmember Steve Millar and Councilmember Chad LeMair are hereby confirmed. PASSED AND ADOPTED THIS 6th DAY OF FEBRUARY 2006. Hauaen Haugen Dornbush Dornbush Erickson Erickson leMair leMair Millar Millar YES NO Frank Boyles, City Manager CA.' ':!fJi/VJW'.CitYofpnorIaReCc<5m DC) C Phone 952.447.4230 / Fax 952.447.4245 BYLAWS OF PRIOR LAKE COMMUNICATIONS ADVISORY COMMITTEE Adopted February 6, 2006 PURPOSE The Committee shall act in an advisory capacity to the Prior Lake City Council and shall advise the City Council on communication matters identified in the purpose or as assigned to the committee. Annually, or as otherwise required by the Council, the Committee Chair shall give an accounting of the Committee's activities with respect to its purposes, goals and objectives before the City Council. Specific powers, duties and responsibilities of the Committee include: 1. Review and comment on communications plan and budget. 2. Monitor progress of implementation of the communications plan. 3. Provide suggestions for enhancements of communication tools to be used. 4. Make recommendations for enhancing 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. ARTICLE 1. NAME Section A. Name - The legal name of the organization is the "Prior Lake Communications Advisory Committee." Section B. Office - The Office of the Prior Lake Communications Advisory Committee is at 16776 Fish Point Road S.E., Prior Lake, Minnesota 55372. ARTICLE 2. OFFICERS Section A. Appointment - The Committee shall consist of five (5) members appointed by the Prior Lake City Council for a term of three (3) years from November1 to October 31. The Committee shall consist of two Councilmembers, the City Manager and two 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 B. Officers - The Officers of the Prior Lake Communications 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. The selection of the Chair or Committee members will be filled in accordance with City Council Bylaws. Section C. Chair - The Chair of the Committee shall be appointed from among the Committee's membership for a two- year term in November by majority vote of the Communications Advisory Committee. The duties of the Chair include: 1. Review and approve meeting agendas. 2. Preside at meetings. 3. Participate with the City Council in the selection of Committee members. 4. Represent the Committee as appropriate. Section D. 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. R:\Advisory Committees\Communicatlons Advisory Committce\Cormnunications bylaws 2006draft.DOC Section E. Section F. Section F. Section G. Section H. 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. Subcommittees - The Committee may divide its membership into Subcommittees as it deems necessary to implement its goals and objectives. Vacancies - If the office of Chair becomes vacant, the Communications 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. Performance Criteria - Annually the Committee shall perform a written self-evaluation on the following: 1. Implementation of the purpose. 2. Member's personal attendance and participation. 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. 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. ARTICLE 3. MEETINGS Section A. Reqular Meetinqs - Regular meetings shall be held quarterly on the fourth Tuesday of January, April, July and October at 6:00 p.m. at the Prior Lake Fire Station, 16676 Fish Point Road 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. Section B. 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. Section C. 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 D. Conduct of Business at MeetinQs - The agenda for a regularly scheduled meeting shall include the following in order of business: R:\Advisory Cornrnittees\Communications Advisory Committee\Communications byiaws 2006draftDOC 2 Section E. 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 Votinq - All members of the Committee have equal voting authority. ARTICLE 4. CONFLICT OF INTEREST Section A. Conflict of Interest - A member shall refrain from discussing, voting on, or in any manner taking part in an action or decision of the CAC if: 1. The member has, or reasonable expects to have during the member's term of office, a direct interest in the outcome of the action or decision, unless the effect of the action or decision on the member's interests would be no greater than its effect on other persons or property similarly situated; or 2. The member has a direct or indirect interest in any sale, lease, or contract that is the subject of the action or decision, except as expressly permitted under state lows governing municipal contracts. If a conflict involves the presiding officer, in addition to refraining from participation in the action or decision as provided in this section, the presiding officer shall disqualify him/herself from the duties of presiding officer and shall pass the gavel to the Vice-Chair or to any member who has no conflict. The presiding officer may resume the chair once the issue has been dispatched. ARTICLE 5. CODE OF CONDUCT Section A. 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, 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 6. 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. R:\Advisory Committees\Communications Advisory Committee\Communications bylaws 2006draft.DOC 3