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1c Park & Rec Commission BylawsC O? CI II EN Box 147 Chan~assen, MN 55317 AdmlnlstraUon Phone: 952.227.1100 Fax: 952.227.1110 Building Inspedlons Phone: 952.227.1180 Fax: 952.227.1190 Engineering Phorm: 952.227.1160 Fax: 952.227.1170 Finance Phone: 952.227.1140 Fax: 952.227.1110 Park & Recreation Phone: 952.221.1120 Fax: 952.227.1110 Ftecreati~ ~ 2310 Coulter B~xJlevard Phone: 952.227.1400 Fax: 952.227.1404 Planning & Natural Resources Phone: 952.227.1130 Fax: 952.227.1110 Public Works 1591 Park Road Phone: 952.227.1300 Fax: 952.227.1310 Senior Center Phone: 952.227.1125 Fax: 952.227.1110 Web Site www. ci.chanhassen.mn.us Todd C,-crhar(:h:, City Manager FROM: Todd Hoffman, Director of Parks and Recreation DATE: March 17, 2003 SUBJ: Approval of Park and Recreation Commission Bylaws Attached is a final copy of the proposed Park and Recreation Commissions Bylaws. The Commission's operations for the past 15 years have generally followed guidelines similar to these formal bylaws. Adoption of these bylaws is being proposed simply to formalize these guidelines. In doing, so any confusion over the future roles and responsibilities of the Commission will be avoided. RECOMMENDATION It is recommended that the City Council approve the Park and R~on Commission bylaws as presented The City of Chanhassen * A growing community wilh clean lakes, quality schools, a ctmm~lng dovmtovm, Ulrlvlng businesses, winding trails, and beautiful parks. A gmat place to live, work, and play. BYLAWS PARK AND RECRFATION COMMI,qSION CITY OF CHANHASSEN The following bylaws are adopted by the Chanha~en Park and Recreation Commission to facilitate the performance of its duties and the exercising of its functions as a commission established by the City Council. Section 1: Duties And Responsibilities: 1.1 To hold meetings of its members, to consi~ such matters peCmining to parks and public recreation programs in the City as shall be referred to the Commission by the Council, or as the members of the Commission themselves deem pmtm~. 1.2 To prepare a comprehensive plan for the future development of the City park and recreation system, to be submitted to the City Council for implementation, and to maintain said plan, and recommend amendments to the plan to the City Council, as may become necessary or desirable.. 1.3 To act in an advisory capacity to the Council in all matters relating to a park and recreation program in the City. 1.4 Establishment of Subcommittees: The Park and Recreation Commission may, as they deem appropriate, establish special subcommittees comprised solely of their own members. Section 2: Meetings: 2.1 Time: Regular meetings of the Commission shall be held on the fourth Tuesday of each month.. at 7:30 p.m. in the City Council Chambers, 7700 Market Blvd., unless otherwise directed by the Chairperson, in which case at least 24 hours notice will be given to all members. Regular meetings shall have a curfew of 10:30 p.m., which may be waived at the discretion of the chairperson. All unfinished business will be carried over to the next regular Park and Recreation Commission meeting. 2.2 Special meetings: Special meetings shall be held upon call by the chairpemon or in his/her absence, by the Vice-Chairpomon, or any other member with the concurrence of four other members of the commission, and with at least 48 hours notice to all members. Notice of all special meetings shall also be posted on the official city bulletin board. 2.3 Attendance: Park and Recreation Commission members shall attend not less than seventy-five (75%) percent of all regular and special meetings held during a given (calendar) year, and shall not be absent from three (3) consecutive meetings. Failure to meet this minimum attendance requirement shall result in removal from the commission. Section 3 Commiasion Composiflon~ Terma and Vacancies: 3.1 Composition: The commission shall consist of seven (7) voting members. Seven members shall be appointed by the Council and may be removed by the Council. 3.2 Terms and Vacancies: The council shall appoint seven merrn~ to the commission for staggered terms of three (3) years. Vacancies during the term shall be filled by the council for the unexpired portion of the tenn. Every appointed member shall, before entering upon the charge of his/her duties, take an oath that he/she will faithfiJlly discharge the duties of this office. All members shall serve without compensation. 3.3 Quorum: Four Park and Recreation Commission members shall constitt~ a quorum for the transaction of business. Whenever a quorum is not lxesent~ no final or official action shall be taken at such meeting. ~ection 40rl~nization: 4.1 Election of Offi~: At the first meeting in April of each year, the Park and Recreation Commission shall hold an organizati~ meeting. At this meeting, the commission shall elect from its membership a Chairpemon and Vice-Omirpemon. Each member shall cast its vote for the member he/she wishes to be chosen for Chairpomon. If no one receives a majority, voting shall continue until one member receives the majority support. Vice-Chairpemon shall be elected from the remaining numbers of the same proceeding. 4.2 Duties of the Chairperson and Vice-~n: The Chairperson, or in his/her absence the Vice-Chairperson, shall preside at meetings, appoint committees from its own membership, and perform other such duties as ordered by the commission. The Chairperson shall conduct the meeting so as to keep it moving as rapidly and efficiently as possible and shall remind members, witnesses, and petitioners to preserve order and decorum and to keep comments to the subject at hand. The Chairperson shall not move for action but may second motions. Section 5 ~ure: 5.1 Parliamentary Procedure: Parliamentary Procedure, governed by Roberts Rules of Order Revised, shall be followed at all regular meetings. At special work session meetings, and when appropriate, the commission may hold group discussions not following any set parliamentary procedures except when motions are before the commission. Section 6- Public Hearings: 6.1 Purpose of Hearing: The purpose of a hearing is to collect information and facts in order for the commission to develop a rational recommendation for the City Council. 6.2 Hearing Procedure: At hearings, the following procedure shall be followed in each case: a. The Chairperson shall state the case to be heard. The Chairperson shall call upon staff to present the staff report. Required reports from each city department shall be submitted to the Park and Recreation Commission before each case is he~L c. The Chairperson shall ask the applicant to present his case. d. Interested persons may address the commission, giving information regarding the particular proposal. e. Petitioners and the public are to address the Chairperson only, not staff or other commissioners. f. There shall be no dialogue among the commissioners giving information regarding the particular proposal. (The Park and Recreation Commission members may ask questions of persons addressing the commission in or~r m clarify a fact, but any statement by a member of any other purpose than to question may be ruled out of order.) After all new facts and information have been brought forth, the hearing shall be closed and interested persons shall not be heard again. Upon completion of the hearing on each case, the Park and Recreation Commission shall discuss the item at hand and render a decision. The Park and Recreation Commission, if it so desires, may leave the public record open for written comments for a specified period of time. h. The Chairpemon shall have the responsibility to inform all of the parties of their rights of appeal on any decision or recommendation of the Park and Recreation Commission. 6.3 Schedule: At meetings where more than one hearing is scheduled, every effort shall be made to begin each case at the time set on the agenda, but in no case may an item be called for hearing prior to the advertised time listed on the agenda. Section 7 Miscellaneous: 7.1 Park and Recreation Commission Discussion: a. Matters for discussion which do not appear on the agenda shall be added to the agenda immediately following roll call. b. Matters which are added shall be discussed at an appropriate time in the agenda as assigned by the chairperson. 7.2 Suspension of Rules: The commission may suspend any of these rules by a unanimous vote of the members present. 7.3 Amendments: Amendment of these bylaws may be msde at any regular or special meeting of the Park and Recreation Commission but only if scheduled on the meeting agenda in advance of the meeting. 7.4 Review: At the first meeting in April of each year, these bylaws shall be read and adopted by the Park and Recreation Commission. Chairperson: Date: