3. Update Park & Rec Commission By-Laws 3
CITY OF
CHANHASSEN MEMORANDUM
7700 Market Boulevard
PO Box 147 TO: Park and Recreation Commission
Chanhassen, MN 55317
FROM: Todd Hoffman, Park & Recreation Director
Administration
Phone: 952.227.1100 DATE: June 22, 2010
Fax: 952.227.1110
SUBJ: Update Park and Recreation Commission By -Laws
Building Inspections
Phone: 952227.1180
Fax: 952.227.1190 Attached is a copy of the updated Park and Recreation Commission by -laws
Engineering depicting the modifications, additions, and deletions requested by the
Phone: 952.227.1160 commission. Please review this document to ensure that it meets your intent.
Fax: 952.227.1170 Upon review, it is recommended that the commission approve the by -laws as
amended.
Finance
Phone: 952.227.1140 ATTACHMENTS
Fax: 952.227.1110
Park &Recreation 1. Park & Recreation Commission Bylaws (with changes indicated).
Phone: 952.227.1120 2. Park & Recreation Commission Bylaws (clean copy).
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
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
g: \park \th \commission \bylaws memo 6- 22- 10.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:
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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. _ _ .. • . - - . . , _ . _ _ • _ - . •
II
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.
c. The Chairperson shall ask the applicant to present his case.
d. Interested persons may address the commission, giving information regarding the particular
2
proposal.
e. Petitioners and the public are to address the Chairperson only, not staff or other
commissioners.
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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 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, aAt the first meeting in April of eaeh -year, these bylaws shall be
read and adopted by the Park and Recreation Commission.
Chairperson: Date:
Updated 3/10/03
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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.
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.
c. The Chairperson shall ask the applicant to present his case.
d. Interested persons may address the commission, giving information regarding the particular
proposal.
2
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 Commission requested clarification of this item).
(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 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, at the first meeting in April , these bylaws shall be read and adopted
by the Park and Recreation Commission.
Chairperson: Date:
Updated 6/22/2010
G: \park \th \commission \prc bylaws 2010.doc
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