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HomeMy WebLinkAbout6.e. Commissioner Appointments EXECUTIVE SUMMARY City Council Regular Meeting: March 15, 2016 AGENDA ITEM: Commissioner Appointments AGENDA SECTION: Consent PREPARED BY: Clarissa Hadler, City Clerk AGENDA NO. 6.e. ATTACHMENTS: Ordinance, Parks and Recreation Bylaws Amendment, Planning Commission Bylaws Amendment APPROVED BY: ddj RECOMMENDED ACTIONS: 1. Motion to approve Ordinance 2016-02 amending City Code Title 2, Chapter 2 regarding the Parks and Recreation Commission; 2. Motion to approve amendment of the Parks and Recreation Commission Bylaws; 3. Motion to approve amendment of the Planning Commission Bylaws; and 4. Motion to fill Commission vacancies with the following appointments: • __________________ for a 2-year term on the Parks and Recreation Commission, hereby waiving the 3-year term requirement in the Parks and Recreation Commission bylaws and the Commission Selection Policy, C-1; • __________________ for a 2-year term on the Parks and Recreation Commission, hereby waiving the 3-year term requirement in the Parks and Recreation Commission bylaws and the Commission Selection Policy, C-1; • __________________ for a 3-year term on the Parks and Recreation Commission; • __________________ for a 3-year term on the Parks and Recreation Commission; • __________________ for a 3-year term on the Utilities Commission; • __________________ for a 3-year term on the Planning Commission; • __________________ for a 3-year term on the Planning Commission; • __________________ to the Environmental/Sustainability Task Force; • __________________ to the Environmental/Sustainability Task Force; • __________________ to the Environmental/Sustainability Task Force; • __________________ to the Environmental/Sustainability Task Force; • __________________ to the Environmental/Sustainability Task Force; • __________________ to the Facilities Task Force; • __________________ to the Facilities Task Force; SUMMARY Each year the City Council appoints commissioners to various city boards. This year, the following positions were open for appointment; two seats on the Planning Commission, two seats on the Parks and Recreation Commission, and one seat on the Utility Commission. At the Council Goal Setting, Council decided to create two new task forces; an Environmental / Sustainability Task Force and a Facilities Task Force. To date, Council has found five qualified persons for the Environmental/Sustainability Task Force and two individuals for the Facilities Task Force. 2 In addition, council has opted to add two positions to the Parks & Recreation Commission. An Ordinance amending Title 2, Chapter 2 of the City Code and an amendment to the Parks and Recreation Commission Bylaws are necessary to make that possible. Staff recommends that the 2 new terms end in two years (2018), so that there is not a 4-member shift in 2019. It came to staff’s attention that the Planning Commission Bylaws were not amended last year when the two additional seats were added to that commission via Ordinance. That amendment is also needed to bring the Planning Commission bylaws in line with the City Code. RECOMMENDATION Staff recommends approval of above four motions. Commissioner names will be made public at the City Council Meeting on Tuesday, March 15th, 2016. CITY OF ROSEMOUNT COUNTY OF DAKOTA STATE OF MINNESOTA ORDINANCE NO. 2016 - 02 ORDINANCE RELATING TO PARKS AND RECREATION COMMISSION; AMENDING TITLE 2, CHAPTER 2 OF THE ROSEMOUNT CITY CODE THE CITY COUNCIL OF THE CITY OF ROSEMOUNT, MINNESOTA, ORDAINS as follows: Section 1. Section 2-2-1 of the Rosemount City Code is amended as follows; A city parks and recreation commission is hereby established for the city. The commission shall consist of up to five (5) seven (7) members appointed by the city council. Terms of the members shall be determined in the commission bylaws. Section 2. This Ordinance shall be effective the day following its publication. [Underlined material is new. Stricken material is deleted.] Adopted by the City Council of the City of Rosemount, Minnesota, the 15th day of March, 2016. ____________________________________ Mayor William Droste ATTEST: _____________________________ Clarissa Hadler, City Clerk Published this 24th day of March, 2016 in the Rosemount Town Pages. 03/06/2003 Parks Commission Bylaws Page 1 of 3 CITY OF ROSEMOUNT POLICY TITLE: BYLAWS OF PARKS AND RECREATION COMMISSION EFFECTIVE DATE: FEBRUARY 26, 1992 POLICY NUMBER: C – 2 PROPOSED BY: CITY COUNCIL DATE APPROVED BY CITY COUNCIL: Amended: April 17, 2001 Amended: March 6, 2003 Amended: March 15, 2016 Article I. Name of Commission The name of the commission shall be the Parks and Recreation Commission of the City of Rosemount, Minnesota. Article II. Membership The Parks and Recreation shall consist of up to five (5) seven (7) members appointed by the City Council in accordance with City Code, Title 2, Chapter 2 and Commission Selection Policy, C-1. Article III. Term of Membership Members shall be appointed to a three (3) year staggered terms. The term of a Parks and Recreation Commission member shall begin on the first meeting in April and expire on March 31st of each year. Article IV. Officers Section 1. Chairperson. The Chairperson shall preside at all meetings and shall have the duties and powers usually attendant upon such officer. The Chairperson shall be selected by the commission for a one-year term. Section 2. Vice-Chairperson. The Vice-Chairperson shall preside at all meetings in the absence or disability of the Chairperson, exercise all the powers and perform the duties of the Chairperson. The Vice-Chairperson shall be selected by the commission for a one-year term Park Commission Bylaws Page 2 of 3 Section 3. Vacancies. Should the office of Chairperson or Vice Chairperson become vacant, the Parks and Recreation Commission shall select a presiding officer at the next regular meeting. Article V. Administrative Structure Section 1. Director of Parks and Recreation. The City of Rosemount shall employ a Director of Parks and Recreation who shall have general supervision over the administration of the business and affairs of the department, subject to the direction of the Administrator and the City Council. The Director of Parks and Recreation is also responsible for the preparation of the agenda and reviews of business matters to be considered by the Commission. The Director of Parks and Recreation shall serve as advisor to the Commission and shall perform all other duties incident to his/her position. Section 2. Recording Secretary. The City of Rosemount shall employ a Recording Secretary whose duties shall include the recording of the proceedings at the regular meetings and transcription of the minutes for consideration and approval by the Commission. Article VI. Meetings Section 1. Regular Meetings. Regular meetings of the Parks and Recreation Commission shall be held at the time and date specified by the City Council. Section 2. Special Meetings. A special meeting may be called by the Chairperson or by any three (3) Commission members by written request filed with the Director of Parks and Recreation who shall notify all members of the meeting at least twenty-four (24) hours in advance of the scheduled meeting time. Special meeting notices must be posted and shall state time, place and purpose of the meeting and no other business shall be considered. Section 3. Quorum. A majority of the Commission members shall constitute a quorum. A lessor number may adjourn the meeting until a quorum is obtained. When a quorum is in attendance at a meeting, action may be taken by a vote of a majority in attendance. No voting shall be done by proxy. Section 4. Governance of Meetings. The meetings of the Parks and Recreation Commission shall be governed by Robert’s Rules of Order, provided that said rules shall be construed liberally to afford the Parks and Recreation Commission flexibility in the conduct of its meetings. Article VII. Manner of Voting The voting on all questions coming before the Parks and Recreation Commission shall be by roll call, and the yea and nay votes shall be recorded in the minutes. Park Commission Bylaws Page 3 of 3 Article IX. Order of Business At the regular meetings of the Commission, the following shall be the order of business: 1. Call to Order 2. Additions to the Agenda 3. Audience Input 4. Approval of Minutes 5. Public Hearing 6. Old Business 7. New Business 8. Director’s Report 9. Adjournment Article IX. Amendments to Bylaws These bylaws may only be amended by the City Council. Approved by the Rosemount City Council April 17, 2001 at a regular City Council meeting. Amended by the Rosemount City Council March 6, 2003 at a regular City Council meeting. Amended by the Rosemount City Council March 15, 2016 at a regular City Council meeting. Mayor William H. Droste ATTEST: City Clerk Clarissa Hadler Planning Commission Bylaws Page 1 of 3 CITY OF ROSEMOUNT POLICY TITLE: BYLAWS OF PLANNING COMMISSION EFFECTIVE DATE: FEBRUARY 26, 1992 POLICY NUMBER: C – 3 PROPOSED BY: CITY COUNCIL DATE APPROVED BY CITY COUNCIL: Amended April 17, 2001 Amended March 6, 2003 Amended March 15, 2016 Article I. Name of Commission The name of the committee shall be the Planning Commission of the City of Rosemount, Minnesota. Article II. Membership The Planning Commission shall consist of up to five (5) seven (7) members appointed by the City Council in accordance with Ordinance Title 2, Chapter 1 of the 1983 Code and Commission Selection Policy C-1. Article III. Term of Membership Members shall be appointed to a three (3) year staggered terms. The term of a Planning Commissioner shall begin the first meeting in April and expire on March 31st of each year. Article IV. Officers Section 1. Chairperson. The Chairperson shall preside at all meetings and shall have the duties and powers usually attendant upon such officer. The Chairperson shall be selected by the Commission for a one-year term. Section 2. Vice-Chairperson. The Vice-Chairperson shall, in the absence or disability of the Chairperson, exercise all the powers and perform the duties of the Chairperson. The Vice-Chairperson shall be selected by the commission for a one-year term. Section 3. Vacancies. Should the office of Chairperson or Vice Chairperson become vacant, the Commission shall elect a presiding officer for the regular meeting or until the Commission can appoint a new Chairperson or Vice Chairperson. Planning Commission Bylaws Page 2 of 3 Article V. Administrative Structure Section 1. Staff Liaison. The City of Rosemount shall provide a staff member who shall have general supervision over the administration of the business and affairs of the Commission, subject to the direction of the City Administrator and City Council. The Staff Liaison is also responsible for the preparation of the agenda and reviews of business matters to be considered by the Commission. The Staff Liaison shall also serve as advisor to the Commission and shall perform all other duties incident to his/her position. Section 2. Recording Secretary. The City of Rosemount shall employ a Recording Secretary whose duties shall include the recording of the proceedings at the regular meetings and transcription of the minutes for consideration and approval by the Commission. Article VI. Meetings Section 1. Regular Meetings. Regular meetings of the Planning Commission shall be held at the time and date specified by the City Council Section 2. Special Meetings. A special meeting may be called by the Chairperson or by any two (2) commission members by written request filed with the staff liaison who shall notify all members of the meeting at least twenty-four (24) hours in advance of the scheduled meeting time. Special meeting notices must be posted and shall state time, place and purpose of the meeting and no other business shall be considered. Section 3. Quorum. A majority of the Commission members shall constitute a quorum. A lessor number may adjourn the meeting until a quorum is obtained. The council liaison can be counted toward a quorum for a meeting. When a quorum is in attendance at a meeting, action may be taken by a vote of a majority in attendance. No voting shall be done by proxy. Section 4. Governance of Meetings. The meetings of the Planning Commission shall be governed by Robert’s Rules of Order, provided that said rules shall be construed liberally to afford the Planning Commission flexibility in the conduct of its meetings. Article VII. Manner of Voting The voting on all questions coming before the Planning Commission shall be by roll call, and the yea and nay votes shall be recorded in the minutes. Planning Commission Bylaws Page 3 of 3 Article VIII. Order of Business At the regular meetings of the Commission, the following shall be the order of business: 1. Call to Order 2. Additions to Agenda 3. Audience Input 4. Approval of Minutes 5. Public Hearings 6. Old Business 7. New Business 8. Director’s Report 9. Adjournment Article IX. Amendments to Bylaws These bylaws may only be amended by the City Council. Approved by the Rosemount City Council on March 15, 2016 at a regular City Council meeting. Mayor William H. Droste ATTEST: City Clerk Clarissa Hadler