3b Park & Recreation CommissionPark & Recreation Commission
September 15, 2003
The Park and Recreation Commission prepared the following responses to questions posed by
the City Council as discussion points for the joint meeting on September [5th.
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 ability 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 backgrounds, as well as personal and
professional experiences that help to ensure open mindedness.
WHAT IS NOT WORKING?
· The City Council does not fully understand the Commission's recommendations.
· 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.
· Not having the availability to fund needed capital projects.
HOW CAN WE IMPROVE WHAT IS NOT WORKING?
· Provide clearer recommendations to City Council.
· Grant permission to develop a comprehensive plan for the future maintenance of our park
and trail infrastructure and how to fund it.
· 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 THE CITY COUNCIL
· Commission needs to be entrusted 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 parameters under which items are to be viewed.
RECOMMENDATIONS FOR THE FUTURE
Have a Park and Recreation Commissioner attend City Council work sessions on a
quarterly basis to provide a report on the commission's activity. The Commission
believes this form of communication would be very beneficial to both the Council and
Commission.
· Have City Council send back to the Commission items that are unclear.
· Develop funding stream for capital projects.
G:\park\th\worksession answers
BYLAWS
PARK AND RECREATION COMMISSION
CITY OF CHANHASSEN
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 members, to consider such matters pertaining 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 proper.
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 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. Failure to meet this minimum attendance
requirement shall result in removal from the commission.
Section 3 Commission Composition, Terms 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.
Section 4 Organization:
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-Chairperson. Each member shall cast its vote for
the member he/she wishes to be chosen for Chairperson. If no one receives 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-Chairperson: 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 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 Hearinlzs:
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 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 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.
fo
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.)
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 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 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 read and adopted by the
Park and Recreation Commission.
Chairperson: Date:
Updated 3/10/03