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G-3 Park and Rec Commission By-Laws IOW -3 CITY OF MEMORANDUM CHANHASSEN TO: Park and Recreation Commission 7700 Market Boulevard PO Box 147 FROM: Todd Hoffman, Park & Recreation Director 7-4 Chanhassen MN 55317 DATE: April 28, 2015 Administration Phone 952 2271100 SUBJ: Review Park and Recreation Commission Bylaws Fax 952 2271110 Building Inspections Phone 952 2271180 The Park and Recreation Commission bylaws call for review every five years at the Fax 952 2271190 first meeting in April These bylaws were last reviewed in April of 2010 The City Council has asked that you review the existing Park & Recreation Commission Engineering bylaws and recommend any changes or modifications deemed necessary, or confirm Phone 952 2271160 that the current document is appropriate Fax 952 2271170 Finance ATTACHMENT Phone 952 2271140 Fax 952 2271110 1 Park and Recreation Commission Bylaws Park&Recreation Phone 952 2271120 Fax 952 2271110 Recreation Center 2310 Coulter Boulevard Phone 952 2271400 Fax 952 2271404 Planning& Natural Resources Phone 952 2271130 Fax 952 2271110 Public Works 7901 Park Place Phone 952 2271300 Fax 952 2271310 Senior Center Phone 952 2271125 Fax 952 2271110 Website www ci chanhassen mn us 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 1010 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 2 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 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. g. 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 heanng 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 3 agenda in advance of the meeting 7 4 Review: Every Five Years, at the first meeting in Apnl or as deemed appropnate, these bylaws shall be read and adopted by the Park and Recreation,Commission Chairperson. Date. Updated 7/29/2010 4