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B Park & Rec Com Youth Rep InterviewsCITY of CHANHASSEN 7700 Market Boulevard PO Box 147 Chanhassen, AN 55317 Administration Phone: 952.227.1100 Fax: 952.227.1110 Building Inspections Phone: 952.227.1180 Fax: 952.227.1190 Engineering Phone: 952.227.1160 Fax: 952.227.1170 Finance Phone: 952.227.1140 Fax: 952.227.1110 Park & Recreation Phone: 952.227.1120 Fax: 952.227.1110 Recreation Center 2310 Coulter Boulevard Phone: 952.227.1400 Fax: 952.2271404 Planning & Natural Resources Phone: 952.227.1130 Fax: 952.227.1110 Public Works 7901 Park Place 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 MEMORANDUM TO: Mayor & City Council FROM: Todd Hoffinan, Park and Recreation Director �N DATE: June 10, 2013 SUBJ: Park and Recreation Commission —Youth Representative Interviews On April 22, the City Council amended city code to allow the appointment of one or two youth representatives to the Park & Recreation Commission. Youth representatives will be voting members and serve one -year terms. On April 23, the Park and Recreation Commission modified their by -laws to reflect this change. A press release announcing the new youth position(s) was distributed and letters were sent to area high school principals describing this new opportunity for area youth to become involved in park and recreation activities. Additional notifications were posted on the city's web site and Facebook page. Applications were accepted through Friday, May 17 and two students applied. During tonight's work session, the council will interview the following applicants: 5:50 p.m. — Jacob Stolar 6:05 p.m. — Ryan Lynch Upon completion of the interviews, it is recommended that the City Council appoint one or both individuals to the Park and Recreation Commission. The first regularly scheduled meeting with youth representatives will be June 25 at 5:30 p.m. ATTACHMENTS 1. Applications 2. Press Release 3. Letters to Area Principals 4. Modified Park and Recreation Commission By -Laws g: \park \th\commission \youth commission memo.doc Chanhassen is a Community for Life - Providing for Today and Planning for Tomorrow I Press Release City of Chanhassen Seeks Youth Members for Park and Recreation Commission April 22, 2013 The City of Chanhassen is seeking applicants for one or two youth commissioners on the Chanhassen Park and Recreation Commission. Applicants must be 16 to 18 years of age and reside in Chanhassen. Youth member terms will be for one year, serving from April to March annually. The Park and Recreation Commission is an advisory body that provides recommendations and advice to the City Council regarding parks, recreation and leisure services. Youth membership includes voting privileges on issues that come before the Park and Recreation Commission. The Park & Recreation Commission is responsible for: The preparation and maintenance of a comprehensive Parks and Open Space Plan for the future development of the city park and recreation system that is submitted to the City Council for implementation. • The preparation of an annual 5 -year Park and Trail Acquisition and Development Capital Improvement Plan (CIP) for delivery to the City Council. Evaluation and guidance regarding the city's annual special event series and recreation program offerings. Visit the City of Chanhassen's website to find and complete an on -line application to be considered for a youth position on the City of Chanhassen Park and Recreation Commission. Contact Todd Hoffman, Park and Recreation Director at 952- 227 -1129 or at thoffinan@ci.chanhassen.mn.us/commissions for additional information. g:\park \th \commission \press release youth commissioner.doc My OF CBAIfBaSSEN 7700 Market Boulevard PO Box 147 Chanhassen, MN 55317 Administration Phone: 952.2271100 Fax: 952.227.1110 Building Inspections Phone: 952.2271180 Fax: 952.227.1190 Engineering Phone: 952.227.1160 Fax: 952.227.1170 Finance Phone: 952.227.1140 Fax: 952.2271110 Park & Recreation Phone: 952.227.1120 Fax: 952.227.1110 Recreation Center 2310 Coulter Boulevard Phone: 952.227.1400 Fax: 952.227.1404 Planning & Natural Resources Phone: 952.2271130 Fax: 952.2271110 Public Works 7901 Park Place 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 April 25, 2013 Dan Beckering, Head of School Southwest Christian High School 1981 Bavaria Road Chaska, MN 55318 Dear Dan: Please find enclosed a press release concerning a new program seeking youth members on the Chanhassen Park and Recreation Commission. This initiative, put forth by the Chanhassen City Council, is intended to provide an opportunity for young people to engage in local governance. Young people serving on the commission will provide recommendations and advice to the City Council regarding parks, recreation and leisure services. Membership also includes voting privileges on issues that come before the Park and Recreation Commission. Please forward the press release describing this new opportunity to serve the Chanhassen community to the appropriate staff member(s). Interested candidates may apply online at www.ci.chanhassen.mn.us /commissions Sincerely, i Todd Hoffman Park and Recreation Director TH:k gapark \ih \commission \letter seeking youth commimionets.doc Chanhassen is a Community for life - Providing for Today and Planning for Tomorrow 0 My OF 7700 Market Boulevard PO Box 147 Chanhassen, MN 55317 Administration Phone: 952.227.1100 Fax: 952.227.1110 Building Inspections Phone: 952.227.1180 Fax: 952.227.1190 Engineering Phone: 952.227.1160 Fax: 952.227.1170 Finance Phone: 952.227.1140 Fax: 952.227.1110 Park & Recreation Phone: 952.227.1120 Fax: 952.227.1110 Recreation Center 2310 Coulter Boulevard Phone: 952.2271400 Fax: 952.227.1404 Planning & Natural Resources Phone: 952.227.1130 Fax: 952.227.1110 Public Works 7901 Park Place 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 April 25, 2013 Tim Dorway, Principal Chanhassen High School 2200 Lyman Blvd. Chanhassen, MN 55317 Dear Tim: Please find enclosed a press release concerning a new program seeking youth members on the Chanhassen Park and Recreation Commission. This initiative, put forth by the Chanhassen City Council, is intended to provide an opportunity for young people to engage in local governance. Young people serving on the commission will provide recommendations and advice to the City Council regarding parks, recreation and leisure services. Membership also includes voting privileges on issues that come before the Park and Recreation Commission. Please forward the press release describing this new opportunity to serve the Chanhassen community to the appropriate staff member(s). Interested candidates may apply online at www. ci.chanhassen.mn.us/commissions Sincerely, Todd Hoffman Park and Recreation Director WIN g:\perk \th \commission\letter seeking youth commissioners.doe Chanhassen is a Community for Life - Providing for Today and Planning for Tomorrow CrfYOF CEMHhSSEN 7700 Market Boulevard PO Box 147 Chanhassen, MN 55317 Administration Phone: 952.227.1100 Fax: 952.227.1110 Building Inspections Phone: 952.227.1180 Fax: 952.227.1190 Engineering Phone: 952.227.1160 Fax: 952.227.1170 Finance Phone: 952.227.1140 Fax: 952.227.1110 Park & Recreation Phone: 952.227.1120 Fax: 952.227.1110 Recreation Center 2310 Coulter Boulevard Phone: 952.227.1400 Fax: 952.227.1404 Planning & Natural Resources Phone: 952.227.1130 Fax: 952.227.1110 Public Works 7901 Park Place 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 April 25, 2013 Dave Adney, Principal Minnetonka High School 18301 Highway 7 Minnetonka, MN 55345 Dear Dave: Please find enclosed a press release concerning a new program seeking youth members on the Chanhassen Park and Recreation Commission. This initiative, put forth by the Chanhassen City Council, is intended to provide an opportunity for young people to engage in local governance. Young people serving on the commission will provide recommendations and advice to the City Council regarding parks, recreation and leisure services. Membership also includes voting privileges on issues that come before the Park and Recreation Commission. Please forward the press release describing this new opportunity to serve the Chanhassen community to the appropriate staff member(s). Interested candidates may apply online at www. ci.chanhassen.mn.us/commissions Sincerely, Todd Hoffman Park and Recreation Director Iflai7 gApark\tMeommissionkletter seeking youth commissioners.doe Chanhassen is a Community for Life - Providing for Today and Planning for Tomorrow 0 Cliff OF April 25, 2013 7700 Market Boulevard Kathie Brown Principal p PO Box 147 � Chanhassen, MN 55317 Holy Family Catholic High School Phone: 952.227.1160 8101 Kochia Lane Fax: 952.227.1170 Victoria, MN 55386 Administration regarding parks, recreation and leisure services. Membership also includes Phone: 952.227.1100 voting privileges on issues that come before the Park and Recreation Fax: 952.227.1110 Commission. Fax: 952.227.1110 Dear Kathie: Building Inspections Phone: 952.227.1180 Please find enclosed a press release concerning a new seeking Fax: 952.227.1190 program youth members on the Chanhassen Park and Recreation Commission. This initiative, Engineering put forth by the Chanhassen City Council, is intended to provide an opportunity Phone: 952.227.1160 for young people to engage in local governance. Young people p serving on the Fax: 952.227.1170 commission will provide recommendations and advice to the City Council regarding parks, recreation and leisure services. Membership also includes Finance voting privileges on issues that come before the Park and Recreation Phone: 952.227.1140 Commission. Fax: 952.227.1110 Park & Recreation Please forward the press release describing this new opportunity to serve the Phone: 952.227.11 20 Chanhassen community to the appropriate staff member(s). Interested Fax:952.227.1110 candidates may apply online at www.ci.chanlmsen.mn.us/commissions Recreation Center 2310 Coulter Boulevard Sincerely, Phone: 952.227.1400 Fax: 952.227.1404 y9fJ Planning& 400� Natural Resources Todd Hoffman Phone: 952.227.1130 Park and Recreation Director Fax: 952.227.1110 TH:k Public Works 7901 Park Place 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 g:\Park \th \commission \letter seeking youth commissioners.doc Chanhassen is a Community for Life - Providing for Today and Planning for Tomorrow 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. Additionally, the commission may also have one or two Youth representatives who shall also be voting members. Seven- membersCommissioners shall be appointed by the Council and may be removed by the Council. 3.2 Terms and Vacancies: The council shall appoint sever - members to the commission for staggered terms of three (3) years however, youth commissioners shall serve one year terms. Vacancies during the term shall be filled by the council for the unexpired portion of the tern. Every appeinted fflembef shall, before elitef ing upon the eharge ef hisAieF duties, take an eatli _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: Generally, or as appropriate, 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 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. 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. Formatted: Font: Times New Roman, 8 pt ark'nHcommission`. a�b s z k`. h: ,tfli. .xel i cos _0 {3.,km .•' 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. Formatted: SUlketh=gh p (The Paflk and Reefeaden Commission members Fnay ask questiens of persons addfessing peppese than to ilaestien may be Fuled out of erder-.) g_f. 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. hg. 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: Every Five Years, a the first meeting in April elleaeh -year or as deemed aplvignriate, these bylaws shall be read and adopted by the Park and Recreation Commission. Formatted: PonC limes New Roman, 8 Dt _0 --- - - - - -- --- _------------- ••- Date: Updated BNOlBa4MO Forn tted: Font: -nines New Roman, 8 pt i k4h`aommrsion� m as 2013.doc