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2 Park & Recreation CommissionThe Park and Recreation Commission prepared the following responses to questions posed by the City Council as discussion points for the joint meeting on March 17t~. WHAT IS WORKING? · The Commission does provide a good public forum for citizens to discuss Park and Recreation issues. Good meaning, informative and approachable. · The Commission possesses the abih'ty to make "reasoned" recommendations to the City Council. · The relationship between the Commission and staff is seen as a positive. · The Commissioners represent a broad geographic area of the Community. · Commissioners bring with them diverse bac~unds, as well as personal and professional experiences that help to ensure open mindedness. WHAT IS NOT WORKING? Not being given the lead (or being "left out of the loop") on high profile Park and Recreation projects, i.e.; Highway 101 North Trail, City Center Commons. Using park dedication receipts to pay for projects that could or should be funded from another source. · Not receiving clear and defined direction from the City Council on the priorities for investing capital park dollars. HOW CAN WE IMPROVE WHAT IS NOT WORKING? Grant permission to develop a comprehensive plan for the future maintenance of our park and trail infimtrucmre. Hear from the City Council what they consider the role of the Park and Recreation Commission. · Make sure the Park and Recreation Commission is the first stop for all Park and Recreation issues before the City. EXPECTATIONS OF TFIE CITY COUNCIL · Commission needs to be enmmted to advise the City Council on all Park and Recreation matters. · Include the Park and Recreation Commission as part of the City "team". · Provide the "whole story" when passing items down for advisement. · Provide specifics into the pammetcu's under which items are to be viewed. RECOMMENDATIONS FOR ~ FUTURE Have a Park and Rexu~ation Commissioner attend City Council work sessions on a quarterly basis to provide a report on the Commissions activity. The Commission believes this form of communication would be very beneficial to both the Council and Commission. DltO'r BYLAWS PARK AND RECREATION COMMISSION CITY OF CHANItASSEN The following bylaws are adopted by the Chanhassen 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 me~, to consider such matters pertaining to parks and public recreation programs in the City as shall be refen~ to the Commission by the Council, or as the members of the Commission themselves deem proper. 1.2 To prepare a comprehensive plan for the furore 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: Meetines: 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 wifl 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 chairperson or in his/her absence, by the Vice-Chairperson, 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 without prior approval of the chairperson. Failure to meet this minimum attendance requirement shall be cause for removal from the commission by action of the City Council. · . Section 3 Commi~l_ on Com.nosition~ Tern~ 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 members 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 term. Every appointed member shall, before entering upon the charge of his/her duties, take an oath that he/she will faithfully discharge the duties of this office. All members shall serve without compensation. 3.3 Quorum: Four Park and Recreation Commission members shall constitute a quorum for the transaction of business. Whenever a quorum is not present, no final or official action shall be taken at such meeting. ~lection 40reanization: 4.1 Election of Officers: At the first meeting in April of each year, the Park and Recreation Commission shall hold an organizational meeting. At this meeting, the commission shall elect from its membership a Chairperson and Vice-Chairpemon. Each member shall cast its vote for the member he/she wishes to be chosen for Chairperson. If no one rec~ves a majority, voting shall continue until one member receives the majority support. Vice-Chairperson shall be elected from the remaining numbers of the same proceeding. 4.2 Duties of the Chairperson and Vice-C~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 me~, wimesses, and petitioners to preserve order and deconan and to keep comments to the subject at hand. The Chairperson shall not move for action but may second motions. Section 5 Procedure: 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 Hearing: 6.1 Purpose of Hearings: 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 proced~ shall be followed in each case: a. The Chairperson shall state the case to be heard. b. 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 heard. 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 order to clarify a fact, but any statement by a member of any other purpose than to question may be ruled out of order.) g. 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 Chairperson shall have the restxmsibility to inform all of the patties 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 hemfng 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 a~ on the agenda shall be added to the agenda immediately following roll call. b. Matters which are added shall be discussed at an appropri~ 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 made 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 re. ad and adopted by the Park and Recreation Commission. Chairperson: