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HomeMy WebLinkAboutPAC Bylaws 051694 ~ 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. Office - 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. Officers - The Officers of the Prior Lake Parks 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. 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: Section C. 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. 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. Secretm:y- 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 D. 5/94 PACBY2 1 .___~-".".._.,>~.~_."--..,~_...._-,~,._--~._.-.~.~,.__~"_~.~'_"~__''''_''_'__'~_'.m'___~ Section E. Section F. Section G. Section H. Section I. 5/94 PACBY2 Appointment - The Committee shall consist of seven (7) 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. (\ 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. Performance Criteria - Annually the Committee shall perform a written self-evaluation on the following: 1) 2) 3) 4) 5) 6) Implementation of the preamble. Achievement of goals and objectives. Compliance with bylaws. Formulation of proposals and recommendations and overall accomplishments. Visitation of subject sites as applicable. 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. 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. Conflict of Interest - Members with a fmancial 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 him/herself 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. f\ 2 Section J. ,- Section A. t~A. V~ 'JJ-;'J- Section B. Section C. Section D. 5/94 PACBY2 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. The conduct of Committee members shall reflect positively upon the Committee, individual member and city. Committee members shall avoid any actual or apparent impropriety. 2. 3. ARTICLE 3. MEETINGS Re~lar Meetinis - In conformance with the Minnesota Open Meeting Law all meetings of the Committee are open to the public. Regular mee~ngs shall ~ held on the ~econd ~sda~~ eac~ mnnthJU ?:OO n !!1~>, at Prior Lake CIty Hall, 4629 Dakom treet . ., Prior Lake, Mmnesota. 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 b6 ~ ~ty Council, no later than the Friday prior to the Tuesda_~eeting 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 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. Ouorum for Re~lar 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 3 Section E. Section F. Section A. Section B. Section A. PACBY2 5/94 PACBY2 Conduct of Business at Meetinis - The agenda for a regularly scheduled meeting shall include the following in order of business: 1. 2. 3. 4. 5. 6. 7. Call to Order Approval of minutes of previous meeting(s) Old Business Other Business Staff Update New Business 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. 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. '--, 4