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HomeMy WebLinkAboutBylaws - amended Jan 1996 BYLAWS OF PRIOR LAKE BUSINESS DEVELOPMENT COMMITTEE Adopted May 16, 1994 Amended January 3, 1995 Amended January 2, 1996 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 business/commercial development. ARTICLE 1. NAME Section A. Name - The legal name of the organization is the "Prior Lake Business Development Committee". Section B. Office - The Office of the Prior Lake Business Development Committee is at 16200 Eagle Creek Avenue S.E., Prior Lake, Minnesota 55372. ARTICLE 2. OFFICERS Section A. Officers - The Officers of the Prior Lake 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. Chair - The Chair of the Committee shall be appointed annually on July 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. BDCBYLAW.DOC - 2 - 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 July 1 to June 30. Committee members may serve additional terms upon approval by the Prior Lake City Council, based upon attendance and participation, continued residence, and/or business person in Prior Lake and in accordance with the term limits policy established by the City Council. With Council approval ex-officio members who 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. Section F. 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 Bylaws. Section C). 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) Annual personal attendance record of at least 75%. BDCBYLAW.DOC - 3 - 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 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. Section H. Term Limit - 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 - A member shall refrain from discussing, voting on, or in any manner taking part in an action or decision of the BDC if: 1) The member has, or reasonably 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 laws 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. This section shall be construed and interpreted according to Minnesota statues and case law. Section J. Code of Conduct - Committee members will adhere to the following: BDCBYLAW.DOC - 4 - 1. Committee member's opinion pertaining to a function, organization or specific application or issue shall not be given to public or media unless there is a clear qualification that the opinion is that of the member and not the official opinion of the Committee or the city. If a Committee member gives or represents the opinions of the Committee, he/she shall do so only after receiving the official direction from the Committee. 2. The conduct of Committee members shall reflect positively upon the Committee, individual member and city. 3. Committee members shall avoid any actual or apparent impropriety . ARTICLE 3. MEETINGS Section A. 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 second Tuesday of each month at 7:00 a.m. in the Prior Lake Council Chambers at Fire Station #1, 16200 Eagle Creek Avenue SE, Prior Lake, Minnesota 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. 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. Section C. 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 BDCBYLAW.DOC - 5 - 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 meeting. At such meetings, no business shall be considered other than as designated in the call. The notification provisions of Section B of the article shall be followed. Section D. Quorum for 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. Section E. Conduct of Business at Meetings. The agenda for a regularly scheduled meeting shall include the following in order of business: 1. Call to Order 2. Approval of minutes of previous meeting(s) 3. Old Business 4. Other Business 5. Staff Update 6. New Business 7. Adjournment Section F. Voting - All members of the Committee except ex-officio members have equal voting authority. ARTICLE 4. SCOPE OF POWERS AND DUTIES Section A. Powers and Duties - The Committee shall act in an advisory capacity to the Prior Lake City Council and shall advise the City Council on matters of business development identified in the preamble or as assigned by the Council to the Committee. Semiannually, or as otherwise required by the Council, the Committee Chair shall give an accounting of the Committee's activities with respect to its goals and objectives before the City Council. Additionally, specific powers, duties and responsibilities may be assigned to the Committee upon approval of the City Council. Section B. Subcommittees - The Committee may divide its membership into subcommittees as it deems necessary to implement its goals and objectives subject to state open meeting law requirements. BDCBYLA W.DOC - 6 - ARTICLE 5. AMENDMENTS Section A. Amendments - These bylaws shall be reviewed by the Committee annually. The Committee may recommend revised Bylaws to the City Council for final approval. BDCBYLAW.DOC - 7 -