HomeMy WebLinkAboutCSAC Bylaws Revised 2012
COMMUNITY SAFETY ADVISORY COMMITTEE BYLAWS
Adopted November 17 , 2008
Amended October 19, 2009
Amended January 3, 2011
Amended January 17, 2012
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 majorit y vote of the Commi ttee 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 shal l 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 -
term s beginning November 1 and ending October 31.
The members of the Committee shall annually elect officers in accordance with the
procedures of parag raph 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 informat ion by an d
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 Commi ttee , 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 shal l never use this occasion as an opportunity to
communicate their personal position regarding the matter under consideration.
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A Liaison may always testify or submit written comments at a Public Hearing in their
capacity as a private citizen so long as th ey 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 Community Safety Advisory
Committee are as follows:
1. P eriodically review and recommend revisions to these bylaws.
2. Recommend safety activities and policies to the Council for implementation.
3. Act as experts to assist staff in the interpretation and implementation of
community safety matters.
4. Periodically re cons titute the Task Force to establish priorities for incorporation into
the 2030 Vision and Strategic Plan.
5. Promote the objectives of community safety in the most appropriate venues.
20 4 :
APPOINTMENT : The Committee shall consist of members appointed by the P rior
Lake City Council for a term of three (3) years. 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 satisfactory attendanc e
and participation, continued residence within the corporate limits of the City of Prior
Lake, and in accordance with the term limit policy established herein.
205 :
VACANCIES : If the office of Chair becomes vacant, the Community Safety Advisory
Committee shall appoint a replacement as set forth in paragraph 205 herein. If the
office of vice - chair becomes vacant, the Community Safety Advisory Committee shall
elect a successor from its membership at the next regular meeting, and such election
shall be for t he unexpired term of said office.
If an appointed member of the Community Safety Advisory Committee resigns, is
terminated, reaches a term limit, or otherwise vacates a seat of the Community Safety
Advisory Committee , the Prior Lake City Council shall ap point a replacement in the
following manner:
1. 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 authority, or who has been appointed to
serve on the work group, and the committee chair (unless the appointment is the
committee chair appointment or re - appointment, or in the case where no chair has
been determined) shall int erview all candidates and make a recommendation to
the full City Council. No person will sit on any advisory authority charged with the
selection of the successor for that person.
3. The recommendation of the interview panel shall be presented to the City Cou ncil
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 Community Safety Adviso ry Committee shall elect from among its
membership a chair, and vice - chair.
Chair: The Chair shall be elected by majority vote of the Community Safety
Advisory Committee prior to the first meeting in November. The term of the
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chair shall begin in Novemb er and run for three years. The duties of the chair
shall include approval of meeting agendas, presiding at meetings, participating
with the City Council in the selection of Committee members, semi - annual
reporting to the City Council on all information co llected under paragraph 202
and shall give an accounting of its activities and any information the
Committee may consider relevant before the City Council annually or as
directed otherwise.
Vice - Chair: The vice - chair shall be selected annually by the Co mmittee 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 City Manager or his/her designee shall act as the Secretary and shall
be responsible for recordi ng and compiling a written summary of all official activities of
the Community Safety Advisory Committee. The City Manager shall also appoint a
staff member to provide administrative support for the Committee.
207 :
TERM LIMIT : It is the policy of the Pri or Lake City Council to impose a three term (9
year) service limitation for all appointed positions to the Community Safety Advisory
Committee and providing administrative support . Partial terms do not count toward the
term limitation. The purpose of the t erm limit policy is to encourage resident
participation on City advisory bodies and provide community members with the
opportunity to participate in their local government.
20 8 :
REMOVAL OF MEMBER : Any member of the Community Safety Advisory Committee
may be removed from office for just cause by a four - fifths (4/5) vote of the entire City
Council. Such member shall be entitled to a public hearing before such a vote is
taken. In addition, any member may be removed for nonattendance at Community
Safety Advis ory Committee meetings by action of the City Council.
SECTION 300: STATEMENT OF ETHICS
301:
POLICY STATEMENT: The City of Prior Lake recognizes that our system of
democratic representative government is dependent in large measure upon people
having tru st and confidence in their public officials. The public rightfully expects that
governmental officials will conduct City of Prior Lake business in ways which benefit
the public generally and that public office will not be used chiefly or improperly to
adv ance personal interest. The City of Prior Lake has pledged that the goals of fair,
efficient and honest government will be fostered and that it will strive for integrity and
objectivity from all of its officials .
1. The City of Prior Lake finds that the pro per operation of democratic representative
government requires that:
Elected and appointed officials be independent, impartial and responsible to
the people;
Governmental decisions and policy be made in the proper channels of the
governmental structure;
Public office not be used for personal gain;
The public have confidence in the integrity of its government.
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2. The City of Prior Lake shall adhere to the high est ethical standards that enhance
the public trust in its local government by:
Creating transparenc y in its actions through honest and open communication;
and
Basing decisions and adopting public policies on what is in the best interests
of the public and the overall community;
Supporting the public’s right to know the public’s business
Exercising fairn ess, optimism, responsiveness and respect in communicating
with the public.
Providing a forum and Periodic training for public officials and staff to discuss
organizational values that reflect high standards and current conditions and
concerns.
3. Th e City’s Statement of Ethics shall be liberally construed in favor of protecting the
public’s interest in full disclosure of conflicts of interest and promoting ethical
standards of conduct.
302:
GIFTS AND FAVORS: No public official shall accept any valuable gif t, favor or thing
of value, regardless of amount whether in the form of money, service, loan, thing or
promise from any person which to the official's knowledge is concerned, directly or
indirectly in any manner whatsoever in business dealings with the Cit y.
303:
USE OF EQUIPMENT AND FACILITIES: No public official shall request or permit the
unauthorized use of City - owned vehicles, equipment, materials, property, labor or
services for personal convenience or profit.
304:
CONFLICT OF INTEREST: Except as authorized in Minn. Stat. 471.88, a public
officer who is authorized to take part in any manner in making any sale, lease, or
contract in official capacity shall not voluntarily have a personal financial interest in
that sale, lease, or contract or persona lly benefit financially therefrom. (Minn. Stat.
Section 471.87)
305:
A public official or local official elected to or appointed by a metropolitan governmental
unit who in the discharge of official duties would be required to take an action or make
a deci sion that would substantially affect the official's financial interests or those of an
associated business, unless the effect on the official is no greater than on other
members of the official's business classification, profession or occupation, must take
the following actions:
1. A dvise the City Attorney of the potential conflict o f interest as soon as possible,
pre ferably before the meeting; and
2. The City Attorney shall determine whether a disqualifying conflict of intere st exists.
3. O rally inform the committ ee of the potential conflict and abstain from any
participation in that agenda item.
306:
The purpose behind the creation of a rule, which would d isqualify public officials from
participating in proceedings in a decision - making capacity when they have a d irect conflict of
interest in its outcome, is to insure that their decision will not be an arbitrary reflection of their
own selfish interests. There is no settled general rule as to whether such an interest will
disqualify an official. Each case must be d ecided on the basis o f the particular facts present.
Among the relevant factors that should be considered in mak ing this determination are: (1)
nature of the decision being made; (2) the nature of the pecuniar y interest; (3) the number of
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officials making the decision who are interested; (4) the n eed, if any, to have interested
persons make the decision; and (5) the other means available, if any, such as the opportunity
for review, that serve to insure that the officials will not act arbit rarily to further their selfish
interests.
307 :
Misuse of Official Position: No elected or appointed official may use his or her official
position for a purpose that is, or would to a reasonable person appear to be primarily for the
private benefit of the official.
SEC TION 400: CONDUCTING MEETINGS
401:
REGULAR MEETINGS : In conformance with the Minnesota Open Meeting Law all
meetings of the committee are open to the public. Regular meetings shall be held as
needed at Prior Lake City Hall, 4646 Dakota Street 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 a nd consent of
both the Chair and/or Vice - Chair.
402:
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 sh all be received by
the Committee, City Council, staff and others designated by t he City Council, no
later than two (2) days prior to a meeting.
403:
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 o f 402 shall be followed.
404:
QUORUM FOR REGULAR A ND 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. W hen a
quorum is in attendance, action may be taken by the Committee upon a vote of a
majority of the Committee present.
405:
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
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406:
PUBLIC HEARING FORMAT : Public hearings shall be conducted in the following
manner:
1 The presiding officer announces the agen da item that is the subject of the public
hearing.
2 It is the intent of the Community Safety Advisory Committee to open all public
hearings at the time indicated in the public hearing notice, or as soon as possible
thereafter. From a practical standpoint , not all hearings can be opened at their
designated time The Community Safety Advisory Committee may delay the start
of a hearing until the pending business is acted upon. However under no
circumstances may a public hearing be opened prior to the time spe cified in the
notice and published in the official newspaper.
3 Staff and/or a consultant make a presentation or report on the subject matter of
the public hearing.
4 At the conclusion of any presentation or remarks by Staff and/or a consultant, the
pr esiding officer asks the Community Safety Advisory Committee members if they
have questions of the Staff or consultant.
5 The presiding officer requests a motion and second from a member of the
Community Safety Advisory Committee to open the public heari ng and calls for a
vote.
6 The presiding officer declares the public hearing opened, announces the time and
then proceeds to ask for citizen input, comments and questions.
6.1 Members of the public, interested parties or their authorized representatives
may address the Community Safety Advisory Committee orally. If the
speaker intends to present written or hard copy materials to support their
presentation to the Community Safety Advisory Committee, they must
provide the Staff, at the time of their prese ntation or before, copies of the
original for distribution to Community Safety Advisory Committee, City Staff
and the Recording Secretary. The materials will be included in the public
record. If the speaker intends to present audio or video materials to support
their presentation to the Community Safety Advisory Committee, such
materials must be in an electronic format that is compatible with the City’s
existing equipment. An audio or video presentation may not introduce
testimony from any person other t han the author. The electronic materials
must be submitted to the Staff by 12:00 noon of the day of the meeting.
6.2 If unable to attend the meeting, members of the public, interested parties or
their authorized representatives may submit written comment s and
supporting materials. Nine (9) copies of the comments and materials must
be submitted to the City Staff prior to the Community Safety Advisory
Committee meeting. The comments and materials will be distributed to
Community Safety Advisory Committee members, City Staff, and the
Recording Secretary. The written comments and materials will become part
of the record, but will not be read aloud at the meeting
6.3 Recorded testimony if unable to attend a meeting. Members of the public,
interested partie s or their authorized representatives may submit testimony
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to the Community Safety Advisory Committee using a prerecorded audio or
video communication . An audio or video communication must be in an
electronic format that is compatible with the City’s exis ting equipment. An
audio or video presentation may not introduce testimony from any person
other than the author. The author of the recorded testimony must provide
nine (9) copies to the City Staff at least seven calendar days prior to the
meeting in orde r to allow Staff an opportunity to view the presentation on the
City’s equipment to make certain there are no technical difficulties with the
equipment. It is the responsibility of the individual using an audio or video
format to consult with the City to determine compatibility. The City
Department responsible for the agenda item will also prepare a brief
summary of the audio or video presentation. The presentation and the
summary will be provided to the Community Safety Advisory Committee as
part of the agenda package. The presentation and the summary will become
a part of the public record. Generally, agenda packages are distributed to
members of the Community Safety Advisory Committee on the Wednesday
preceding the meeting.
7 After all persons ha ve been heard, the presiding officer will ask twice whether
there are any other persons in attendance who want to be heard on the matter
pending. If there is no other testimony, the presiding officer requests a motion.
There are two possible motions, sec onds and votes:
A motion and second to close the public hearing. Once the vote is taken, the
public hearing is closed. The presiding officer announces, for the record, the
time the public hearing is closed: or
A motion and second to continue the public hearing to a date certain. The
presiding officer, in consultation with the City Staff and Community Safety
Advisory Committee, shall select and announce a time and date certain for the
continued public hearing. No additional publication or notice require ments are
needed if a hearing is continued to a later specified date. No public hearing
may be continued more than once without re - notice, publishing the time, date,
location and subject of the public hearing.
8 The Community Safety Advisory Committee ad dresses the subject matter through
deliberation. The Community Safety Advisory Committee may ask questions of
the Staff. If the public hearing has been closed Community Safety Advisory
Committee should refrain from calling upon a member of the public exc ept for the
sole purpose of asking a question that can be answered by a “yes” or “no”
response.
The presiding officer will call upon each member of the Community Safety
Advisory Committee for their comments and reaction to information received from
the Staff presentation or public hearing comments.
9 If the public hearing has been closed, rather than continued until a date certain,
the Community Safety Advisory Committee may take action on the subject matter.
40 7 :
VOTING : All members of the Committe e have equal voting authority.
SECTION 500: SCOPE OF POWERS AND DUTIES
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501:
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 identified in Section
20 2 or as a ssigned to the committee. T he 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 Commi ttee upon approval of the City Council.
502:
SUBCOMMITTEES : The Committee may divide its membership into Subcommittees
as it deems necessary to implement its goals and objectives.
SECTION 600: AMENDMENTS
601:
These bylaws shall be reviewed by the Comm ittee annually. The Committee may
recommend revised bylaws to the City Council for final approval.
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