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04-18-1997 AGENDA • CHANHASSEN SENIOR COMMISSION FRIDAY, APRIL 18,1997 9:30 A.M. TO 12:00 P.M. CITY COUNCIL CHAMBERS Approval of Agenda 1. Approval of minutes. 2. Visitors Presentation. 3. Election of Officers. 4. Approval of By -laws. 5. Congregate Dining. 6. Update on Senior Information Line. 7. Update on Senior Center Activities. 8. Senior Commission Comments. •djournment ** FOR THOSE OF YOU WHO NEED TRANSPORTATION TO THE MEETING, CONTACT SHARMIN AL -JAFF AT CITY HALL (937 -1900 EXT. 120) AND A RIDE WILL BE ARRANGED. III CITYOF • CHANHASSEN 690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317 (612) 937 -1900 • FAX (612) 937 -5739 MEMORANDUM TO: Senior Commission FROM: Sharmin Al -Jaff, Planner II DATE: April 18, 1997 SUBJ: Adopt Amendment to Senior Commission Bylaws Every year, the Senior Commission reviews their bylaws and adopts them as stated in the bylaws. Staff is recommending one amendment to Section 7, Subsection 4, Miscellaneous. The current • language requires the by -laws to be adopted in January of each year. Staff is recommending the month to be changed to April. This is an organizational matter and should coincide with the election of officers with is also in April Staff Recommendation Staff recommends the Senior Commission approve the amendment to Section 7, Subsection 4, Miscellaneous of the Chanhassen Senior Commission Bylaws, to require the Senior Commission to review and adopt their bylaws in the month of April. ATTACHMENTS 1. Senior Commission Bylaws • SENIOR COMMISSION • CITY OF CHANHASSEN BY -LAWS The following by -laws are adopted by the Chanhassen Senior Commission to facilitate the performances of its duties and the exercising of its functions as a Commission established by the City Council pursuant to the provision of Subdivision 1, Section 462.354, Minnesota State Statutes annotated. Section 1 - Duties and Responsibilities 1.1 The Senior Commission shall serve as an advisory body to the City Council in addressing the special needs of the people over 55 living in Chanhassen. All final decisions are to be made by the City Council. 1.2 The Senior Commission will consider and make recommendations to the City Council regarding the special needs of seniors in the areas of transportation, information and assistance, independent living in the home, social and recreational programs, senior centers and senior housing, but will not be limited to these issues. 1.3 The Senior Commission will make recommendations to the City Council regarding funding for special services to be provided for the citizens over 55. • 1.4 The Senior Commission may propose needs studies of this age group where necessary and make recommendations to the City Council according to the results. 1.5 The Senior Commission will coordinate services with other governments and private agencies for this age group. 1.6 Public Hearings. The Senior Citizen Commission shall hold public hearings on issues regarding special needs of seniors in areas of transportation, information and assistance, independent living in the home, social and recreational programs, senior centers and senior housing, but will not be limited to these issues. 1.7 Establishment of Sub - Committees. The Senior Commission may, as they deem appropriate, establish special sub - committees comprised solely of their own members. Section 2 - Meetings • 1 2.1 Time and Place. Regular meetings of the Commission shall be held on the third Friday of • each month at 9:30 a.m. at the City Council Chambers, 690 Coulter Drive, 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 12:00 p.m. which may be waived at the discretion of the Chairperson. All unfinished business will be carried over to the next regular meeting. When the regular meeting day falls on a legal holiday, there shall be no meeting. 2.2 Special Meetings. Special meetings shall be held upon call by the Chairperson, or in her/his absence, the Vice - Chairperson, or any other member with the concurrence of four other members of the Commission and with at least 48 hours of notice to all members on the first Friday of the month. Notice of all special meetings shall be posted on the official city bulletin board. 2.3 Attendance. The Senior Commission members shall attend not less than 75% of all regular and special meetings held during a given calendar year and shall not be absent from three 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 - Commission Composition - Terms and Vacancies 3.1 Composition. The Senior Commission shall consist of seven voting members. Seven • members shall be appointed by the City Council and may be removed by the Council. 3.2 Terms and Vacancies. The City Council shall appoint seven members to the commission for terms of four 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 his/her office. All members shall serve without compensation. 3.3 Quorum. Four Senior 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. The first meeting in April of each year, the Senior Commission shall hold an organizational meeting. At this meeting, the Commission shall elect from its membership a chairperson and vice - chairperson. This shall be done by voice vote. Vice - Chairperson shall be elected from the remaining members by the same proceeding. If the Chairperson retires from the Senior Commission before the next regular organizational • 2 meeting, the Vice - Chairperson shall be Chairperson. If both Chairperson and Vice- . Chairperson retire, new officers shall be elected at the next regular meeting. If both Chairperson and Vice - Chairperson are absent from a meeting, the Commission shall elect a temporary Chairperson by voice vote. 4.2 Duties of Chairperson and Vice - Chairperson. The Chairperson, or in his/her absence, the Vice - Chairperson, shall preside at meetings, appoint committees from it's 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 Procedure. Parliamentary procedure governed by Robert's 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 senior issue recommendation for the City Council. 6.2 Hearing Procedure. At hearings, the following procedures 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 Senior Commission before each case is heard. c. The Chairperson shall ask the applicant to present his/her 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 Senior Commission members may ask questions of persons addressing the Commission in order to clarify a fact, but any statement by a member for any other purpose then 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 • 3 hearing on each case, the Senior Commission shall discuss the item at hand and render a decision. The Senior 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 Senior 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 Senior Commission Discussion. Matters for discussion which do not appear on the agenda may not be considered and discussed by the Commission unless, when initiated and presented by the staff and be placed at the end of the agenda. 7.2 Suspension of Rules. The Commission may suspend any of these rules by unanimous vote of the members present. 7.3 Amendments. Amendments of these by -laws may be made at any regular or special meeting of the Senior Commission but only if scheduled on the meeting agenda in advance of the meeting. • 7.4 Review. At the first meeting in January April of each year, these by -laws shall be read and adopted by the Senior Commission. Adopted this _ day of , 1997 Chairperson • 4 AGENDA ' • CHANHASSEN SENIOR COMMISSION FRIDAY, APRIL 18,1997 9:30 A.M. TO 12:00 P.M. CIT n C UNCIL CHAMBERS , Approval of Ag nda c `) -=' 1 C ( -h i\ €— Bw[V (ewe ► D weCSIv 1. Approval of minutes. 2. Visitors Presentation. / Election of Officers. , rt c'l 3. rile 17 c- % 6t- t -4'. as \I ,r e, Ctovr 4. Approval of By -laws. VVA0' k k;(.0 ebb 5. Congregate Dining. 6. Update on Senior Information Line. 7. Update on Senior Center Activities. 8. Senior Commission Comments. •Adjournment ** FOR THOSE OF YOU WHO NEED TRANSPORTATION TO THE MEETING, CONTACT SHARMIN AL -JAFF AT CITY HALL (937 -1900 EXT. 120) AND A RIDE WILL BE ARRANGED. e 0e raNDC boy - b 007 cf —f7 • ,„ CITYOF . ,„ 0 le \ -- ', CHANHASSEN ,„„ 4 °,; ,, 690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317 .. , (612) 937 -1900 • FAX (612) 937 -5739 MEMORANDUM TO: Senior Commission FROM: Sharmin Al -Jaff, Planner II DATE: April 18, 1997 SUBJ: Adopt Amendment to Senior Commission Bylaws Every year, the Senior Commission reviews their bylaws and adopts them as stated in the bylaws. IP Staff is recommending one amendment to Section 7, Subsection 4, Miscellaneous. The current language requires the by -laws to be adopted in January of each year. Staff is recommending the month to be changed to April. This is an organizational matter and should coincide with the election of officers with is also in April Staff Recommendation Staff recommends the Senior Commission approve the amendment to Section 7, Subsection 4, Miscellaneous of the Chanhassen Senior Commission Bylaws, to require the Senior Commission to review and adopt their bylaws in the month of April. ATTACHMENTS 1. Senior Commission Bylaws • SENIOR COMMISSION • CITY OF CHANHASSEN BY -LAWS The following by -laws are adopted by the Chanhassen Senior Commission to facilitate the performances of its duties and the exercising of its functions as a Commission established by the City Council pursuant to the provision of Subdivision 1, Section 462.354, Minnesota State Statutes annotated. Section 1 - Duties and Responsibilities 1.1 The Senior Commission shall serve as an advisory body to the City Council in addressing the special needs of the people over 55 living in Chanhassen. All final decisions are to be made by the City Council. 1.2 The Senior Commission will consider and make recommendations to the City Council regarding the special needs of seniors in the areas of transportation, information and assistance, independent living in the home, social and recreational programs, senior centers and senior housing, but will not be limited to these issues. 1.3 The Senior Commission will make recommendations to the City Council regarding funding for special services to be provided for the citizens over 55. 1.4 The Senior Commission may propose needs studies of this age group where necessary and make recommendations to the City Council according to the results. 1.5 The Senior Commission will coordinate services with other governments and private agencies for this age group. 1.6 Public Hearings. The Senior Citizen Commission shall hold public hearings on issues regarding special needs of seniors in areas of transportation, information and assistance, independent living in the home, social and recreational programs, senior centers and senior housing, but will not be limited to these issues. 1.7 Establishment of Sub- Committees. The Senior Commission may, as they deem appropriate, establish special sub - committees comprised solely of their own members. Section 2 - Meetings 11111 1 i j . v 1 .. \ __ i F ., . \ , , , ,, \ .. \ . , ;\ , . , \ . „ \ i / / / , ‘ , \ \ 7 .i . I / \ \ .\\\ 1 1 , . \ , (, '-.7 , ., ti I I 1 , , I I 0 . . , . / . ,,,,,,, . ,_„,, i ______, , . .,‘" ,..„ ,..,. 2.1 Time and Place. Regular meetings of the Commission shall be held on the third Friday of ID each month at 9:30 a.m. at the City Council Chambers, 690 Coulter Drive, 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 12:00 p.m. which may be waived at the discretion of the Chairperson. All unfinished business will be carried over to the next regular meeting. When the regular meeting day falls on a legal holiday, there shall be no meeting. 2.2 Special Meetings. Special meetings shall be held upon call by the Chairperson, or in her/his absence, the Vice - Chairperson, or any other member with the concurrence of four other members of the Commission and with at least 48 hours of notice to all members on the first Friday of the month. Notice of all special meetings shall be posted on the official city bulletin board. 2.3 Attendance. The Senior Commission members shall attend not less than 75% of all regular and special meetings held during a given calendar year and shall not be absent from three 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 - Commission Composition - Terms and Vacancies 3.1 Composition. The Senior Commission shall consist of seven voting members. Seven members shall be appointed by the City Council and may be removed by the Council. 3.2 Terms and Vacancies. The City Council shall appoint seven members to the commission for terms of four 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 his/her office. All members shall serve without compensation. 3.3 Quorum. Four Senior 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. The first meeting in April of each year, the Senior Commission shall hold an organizational meeting. At this meeting, the Commission shall elect from its membership a chairperson and vice - chairperson. This shall be done by voice vote. Vice - Chairperson shall be elected from the remaining members by the same proceeding. If the Chairperson retires from the Senior Commission before the next regular organizational • 2 meeting, the Vice - Chairperson shall be Chairperson. If both Chairperson and Vice- , • Chairperson retire, new officers shall be elected at the next regular meeting. If both Chairperson and Vice - Chairperson are absent from a meeting, the Commission shall elect a temporary Chairperson by voice vote. 4.2 Duties of Chairperson and Vice - Chairperson. The Chairperson, or in his/her absence, the Vice - Chairperson, shall preside at meetings, appoint committees from it's 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 Procedure. Parliamentary procedure governed by Robert's 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 senior issue recommendation for the City Council. 6.2 Hearing Procedure. At hearings, the following procedures 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 Senior Commission before each case is heard. c. The Chairperson shall ask the applicant to present his/her 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 Senior Commission members may ask questions of persons addressing the Commission in order to clarify a fact, but any statement by a member for any other purpose then 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 3 hearing on each case, the Senior Commission shall discuss the item at hand and ' • render a decision. The Senior 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 Senior 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 lisied on the agenda. Section 7 - Miscellaneous 7.1 Senior Commission Discussion. Matters for discussion which do not appear on the agenda may not be considered and discussed by the Commission unless, when initiated and presented by the staff and be placed at the end of the agenda. 7.2 Suspension of Rules. The Commission may suspend any of these rules by unanimous vote of the members present. 7.3 Amendments. Amendments of these by -laws may be made at any regular or special meeting of the Senior Commission but only if scheduled on the meeting agenda in advance of the meeting. 7.4 Review. At the first meeting in January April of each year, these by -laws shall be read and adopted by the Senior Commission. Adopted this _ day of , 1997 Chairperson • 4 ' III __\_-,4,-, , .'; ea it 1 ) ( ). 1 ,/( I •