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HomeMy WebLinkAbout2.c. Port Authority, Commission and Comittee By-Laws4 CITY OF ROSEMOUNT EXECUTIVE SUMMARY FOR ACTION COMMITTEE OF THE WHOLE: JANUARY 15, 2003 AGENDA ITEM: PORT AUTHORITY, COMMISSION AND COMMITTEE BY -LAWS AGENDA SECTION: DISCUSSION PREPARED BY: GARY KALSTABAKKEN, INTERIM CITY AGENDA NO: ADMINISTRATOR ITM ATTACHMENTS: Applicable By -Laws, Commission Selection APPROVED BY: J� Policy, Memorandum ® � The Planning and Utility Commissions, Park & Rec Committee and the Port Authority all have By -Laws, which establish the structure and organization of those bodies. These by -laws and the Commission Selection Policy were reviewed and changed by Council in April 2001. The most significant change adopted switched the terms to one year for all members of the Planning Commission and Park & Rec Committee, and three years for the Utility Commissioners and citizen Port Authority Commissioners. Another change was the creation of a Council Liaison position on the Planning Commission and Park & Rec Committee. This issue is on the agenda tonight to discuss the terms and selection process for the openings on the commissions. RECOMMENDED ACTION: Discussion COUNCIL ACTION: A CITY OF ROSEMOUNT POLICY TITLE EFFECTIVE DATE POLICY NUMBER: PROPOSED BY DATE APPROVED BY CITY COUNCIL PURPOSE The City of Rosemount wants to assure equal and open access to the selection process for all City Council appointed standing Commissions. This policy will set a regular and formal recruitment and selection process for eligible applicants to all City Council Commissions. It will provide applicants for Citizens Advisory Commissions with basic information on the application procedures and the appointment process. POLICY This policy will provide guidelines governing the application procedure and the appointment process for Citizens Advisory Commissions. The commissions shall be advisory bodies to the City Council, charged with the responsibility of researching, reviewing, and making recommendations on related issues. PROCEDURE 1. All persons making application to the City Council for a position on a Citizens Advisory Commission shall be residents of the City of Rosemount. 2. Persons interested in being considered for appointment or reappointment to a City Commission shall complete an "Application for Appointment to City Commission" form furnished by the City. 3. Appointments shall be made annually by the City Council at their first regular meeting in April. Terms shall run from April to March. All members, regular and alternate, shall be appointed to a one -year term, however, the term may be terminated early by the Council. Compensation for members shall be set by the City Council with the exception of the Port Authority and the Utilities Commission. COMMISSION SELECTION POLICY APRIL 18, 2001 C -1 CITY COUNCIL DECEMBER 3,1991 (AMENDED APRIL 17, 2001) 4. When an individual's regular employment and current activities appear to cause a conflict of interest with the business of a City commission for which the individual has applied, the individual shall divulge such apparent conflict in writing prior to consideration for appointment. Prior to making an appointment, the City Council shall determine whether the apparent conflict of interest would preclude the applicant from effectively taking part in the affairs of the City commission. 04/18/2001 Commission Selection Policy Page 1 of 3 5. Anyone already holding an elective county, state, or federal office shall not be eligible to serve in a regular voting position on any of the City commissions or committees. 6. No permanent full -time or part-time City of Rosemount staff employee shall hold a regular voting position on any commission except that a staff member may serve as an ex- officio member. 7. An effort shall be made to have a diversity of professions and occupations represented on all commissions and, as a general guideline, at no one time should one -third of any one commission be comprised of individuals of like professions or occupations. As a general guideline, the members of each commission should be comprised of members representing a wide range of civic groups and interests. 8. Attendance at the meetings of these advisory bodies is critical to their effectiveness; therefore, missing three consecutive meetings or attendance at less than 75% of the meetings in a six -month period will cause the commission chair to review the nature of the absences and, pending the outcome of that review, it may be necessary to forward a recommendation to the City Council that the member of the commission be removed for poor attendance. In the event an absence cannot be avoided, commissioners shall. notify the chair or staff liaison in advance. 9. Commissions filled for mid -term vacancies shall complete the year term 10. Commission members may be removed by the City Council at any time when, in the judgment of the Council, the public welfare will be promoted by such removal. RECRUITMENT AND SELECTION Ninety days prior to the expiration of commission terms each year, the Council shall be advised of the pending vacancies and the attendance record and other pertinent information of the individuals whose terms are expiring. Upon the decision of Council. to reappoint, those persons will be contacted to detennine if he /she wishes to seek reappointment. If there is a vacancy, Council will announce to the general public the vacancies on the City Commissions at least sixty days prior to the expiration of commission terms each year and Applications for Appointment will be accepted from all interested citizens of Rosemount. Prior to the expiration of commission terms, the City Council will meet to review all applications and interview applicants. The qualifications of the members of the commissions shall be those who in judgment of the Council are representative of the community and are qualified by training, experience and interest useful for the fulfillment of the Commission's responsibility. EFFECTIVE DATE This policy will go into effect the day following its adoption by the City Council of Rosemount, .Minnesota. 04/18/2001 Commission Selection Policy Page 2 of 3 A COMMISSION MEMBER'S CODE As a commission member, I believe that the primary purposes of a commission as advisory boards to the City Council, are to achieve effective and wise guidance of the City through group thinking and action, to raise the standards of commission membership and to improve the Ievel of services to the community which supports it. I realize that mine is a community trust, that l represent all the people and that I have a duty to the community as well as to the commission I pledge myself. Therefore, to cultivate an "educated heart" so that I may be sensitive to my obligations and relationships in this trusteeship, I subscribe to the code of an ethical person, remembering that ethics refers to what a person is morally obliged to do or not to do in a given situation. I believe that commission service can be an expression of democratic citizenship, signifying a willingness to accept community responsibility and the charge to preserve popular control of American public services. Respecting the dignity and worth of the individual, I shall base my relations with people on their qualities as individuals without distinction as to race or creed or gender or color or economic or social status. I believe that a person's greatest possession, as well as his/her greatest contribution to society, may lie in the ways in which he /she differs from me, rather than in the ways in which we are similar. I shall accept these differences and try to build a useful relationship upon them. I uphold the principles of my organization, recognizing and assuming my responsibility to establish and administer the best possible program and policies for my commission. I shall learn its programs and objectives, give to it a fair share of my time and personal abilities, keep a community wide perspective lmowing that, for sound community service, my commission's work must be coordinated with the total community. I promise to be loyal to my own organization and a good neighbor to other agencies. My attitude shall be one of cooperative open - mindedness and objectivity. In carrying out my assignments, I shall be professional in realizing that it is not possible to lay down absolute rules for all situations. I shall be willing to think things through with the other commission members, weighing alternatives and exercising good judgment in. choosing among them. 04/18/2001 Commission Selection Policy Page 3 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: APRIL 17, 2001 Article 1. Name of Commission The name of the commission shall be the Parks and Recreation Commission of the City of Rosemount, Minnesota. Article IL Membership The Parks and Recreation shall consist of up to_five (5) members appointed by the City Council in accordance with City Code, Title 2, Chapter 2 and Administrative Policy AD- 1, Commission Selection Policy. Article III. Term of Membershi Members shall be appointed to a one (1) year term. The term of a Parks and Recreation Commission member shall begin on the first meeting in April and expire on March 31" of each year. Article IV. Officers Section 1. ChaiLperson The Chairperson shall preside at all meetings and shall have the duties and powers usually attendant upon such officer. The Chairperson shall be appointed by the City Council 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 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. 04/17/2001 Parks Commission Bylaws Page 1 of 3 Article V. Council Liaison A City Council member will serve as liaison to the Parks and Recreation Commission. The liaison shall have the same right to participate in discussions and deliberations as appointed members. In the event of a tied vote the Council Liaison may vote to break the tie. The role of the liaison is to serve as a communication link between Council and Commission. Article VI. 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 VII. Meetines 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 bythe 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. Quon . 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 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. 04/17/2001. Park Commission Bylaws Page 2 of 3 Article VIII. 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. 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 X. 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. 04/17/2001 Park Commission Bylaws Page 3 of 3 CITY OF ROSEMOUNT POLICY TITLE: EFFECTIVE DATE BYLAWS OF PLANNING COMMISSION FEBRUARY 26,1992 POLICY NUMBER: C-3 PROPOSED BY: CITY COUNCIL DATE APPROVED BY CITY COUNCIL: APRIL 17, 2001 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 (5) members appointed by the City Council in accordance with Ordinance Title 2, Chapter 1 of the 1983 Code and Administrative Policy AD -1. Article III. Term of Membership Members shall be appointed to a one (1) year term_ The term of a Planning Commissioner shall begin the first meeting in April and expire on March 31" 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 appointed by the City Council 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 City Council appoints a. new Chairperson or Vice Chairperson. Article V. Council Liaison A City Council member will serve as liaison to the Planning Commission. The liaison shall have the same right to participate in discussions and deliberations as appointed members. In the event of a tied vote the liaison may vote to break the tie. The role of the liaison is to serve as a communication link between Council and Commission. Article VI. 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 VII. 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 Meetin -as 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 VIII. Manner of Votiniz 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. 04/17/2001 Planning Commission Bylaws Page 2 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 Agenda 3. Audience Input 4. Approval of Minutes 5. Public Hearings 6. Old Business 7. New Business 8. Director's Report 9. Adjournment Article X. Amendments to Bylaws These bylaws may only be amended by the City Council. Approved by the Rosemount City Council on April 17, 2001 at a regular City Council meeting. 04/17/2001 Planning Commission Bylaws Page 3 of') CITY OF ROSEMOUNT POLICY TITLE: BYLAWS OF ROSEMOUNT PORT AUTHORITY: A DEVELOPMENT AGENCY EFFECTIVE DATE APRIL 17, 2001 POLICY NUMBER: C-4 PROPOSED BY: CITY COUNCIL DATE APPROVED BY CITY COUNCIL: APRIL 17, 2001 Article I. Established There is hereby created by the City Council of the City of Rosemount, in accordance with Minnesota Statutes, 469.0813 and City of Rosemount Enabling Resolution No. 1991 -53, the Rosemount Port Authority, a Development Agency. Article II. Purpose The purpose of the Port Authority, a Development Agency, is to carry out economic development and redevelopment within the City by acting as the development authority for the City on behalf of the City's interest in continued new job development and increased tax base. Article III. Port Authority Members The Port Authority Commission shall consist of seven (7) members appointed in accordance with the provisions of the Enabling Resolution No. 1991 -53, Section 5 and Amendment 2001 -34, passed by City Council April 17, 2001. Article IV. Seal of Port Authority The seal of the Port Authority shall be in the form of a circle and shall bear the name of the Port Authority, the year established and contain the logo of the City of Rosemount. Article V. Governing Body The mayor and members of the city council shall automatically be appointed commissioners for a term which coincides with their term of office as mayor or council .member. If a mayor or council member declines to serve as a commissioner, or resigns from his or her position as commissioner, a vacancy is created which shall be filled by appointment by the mayor with the approval and consent of the council. The appointment so made shall be for a term which coincides with the time in office of the individual council member whose resignation or decision not to serve as a commissioner created the vacancy. Not less than two commissioners shall also be members of the council 04/17/2001 Port Authority Bylaws Page 1 of 5 Commissioners who are not members of the council shall be appointed for terms of three (3) years. If a vacancy occurs in seat so appointed, including a vacancy created when a commissioner becomes a member of the city council, a replacement shall be appointed by the mayor subject to approval and consent of the Council. (Reso. 2001 -34, 4- 17 -01) 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- appointed by the City Council for a one -year term. Section 2. Vice Chairperson. TI 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 elected by the Commission members at the annual meeting. Section 3. Executive Secretary. The City Clerk shall act as Executive Secretary to the Port Authority and shall keep a record of all proceedings of Commission meetings. The Secretary shall also give notice of all meetings of the Commission and shall perform such other duties as prescribed by the Commission. Section 4. Treasurer. The Treasurer shall receive and be responsible for all monies from whatever source derived and the same shall be deemed public funds. Monies shall be disbursed only on checks signed by the Executive Director or the City Finance Director. The Port authority Treasurer, when the Chairperson and Vice Chairperson are absent, shall be responsible for chairing the meeting. The City Finance Director will serve as the Port Authority Assistant Treasurer and be responsible for accounting, investing, fund maintenance and disbursement consistent with city procedures under the direction and control of the Commissioners. Other accounting procedures shall be in accordance with Minn. Stat. 469.049, et seq. and Enabling Resolution No. 1991 -53. Article Vl. Administrative Structure Section 1. Executive Director. The Port Authority shall employ an Executive Director who shall have general supervision over the administration of its business and affairs, subject to the direction of the Port Authority. He/She shall be charged with the management of the development projects of the Port Authority. This person will be the City Administrator of the City of Rosemount. Section 2. Assistant Director. The Port Authority may employ an Assistant Director who shall assist the Executive Director in the administration of the business and affairs of the Port Authority. The assistant Director shall have the responsibility to coordinate meetings with public and private developers, pursuant to development/redevelopment projects and general business of the Port Authority. The Assistant Director shall also be responsible for reviewing and updating the Redevelopment_ Plan and written reviews of all development proposals which come before the Port Authority. Said reviews and other memorandums shall be directed to the Port Authority through the Executive Director. 04/17/2001 Port Authority Bylaws Page 2 of 5 The Assistant Director shall sit at regular or special meetings of the Port Authority in the absence of the Executive Director, and shall attend other meetings as requested by the Port Authority or Executive Director. Section 3. Additional Personnel. The Port Authority may .from time to time employ such personnel as it deems necessary to exercise its powers, duties, and functions as prescribed by law. Article VII. Meetings of the Port Authority Section 1. Meeting Place. The meetings shall be at such a place in Rosemount Minnesota, as the Commissioners shall from time to time designate. All meetings, except as otherwise authorized or provided by law, shall be open to the public, The Chairperson may change the meeting place by giving five (5) days written notice to Commission members. Section 2. Time of Meetings. A. Regular Meetings. Regular meetings shall be held twice each month at the time and date specified by the Port Authority. B. Special Meetings. A special meeting may be called. the Chairperson, the Executive Director, or by any three (3) Commissioners by written request filed with the Executive Director who shall mail or personally deliver to all members notice of the time and place of such meeting at least twenty -our (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. C. Executive Session. Any business, properly before the Port Authority, which qualifies as attorney client or otherwise meets the legal standards for closed (Executive) session meetings, shall, following procedures established for convening such meetings, be in order. Only that business, for which the session was convened shall be in order. D. Annual Meeting. The Annual Meeting shall be the first meeting in. February and held with the regular meeting at the time and date specified by the Port Authority. Section 3. Quorum. A majority of the commissioners is required to constitute a quorum. When a quorum is in attendance at a meeting, action may be taken upon a vote of a majority in attendance. No voting shall be done by proxy. Section 4. Governance of Meetings. The meetings of the Port Authority shall be governed by Robert's Rules of Order, provided that said rules shall be construed liberally to afford the Port Authority flexibility in the conduct of its meetings. The Chairperson will at his/her prerogative control discussion among board members and regulate public comment to facilitate adequate discussion, consideration, and decision - making. Section 5. Conflict of Interest. Personal viewpoints are not to be represented to outside organizations or individuals as being those of the authority, city, or city operating departments. Special or personal interests, which may not represent the betterment of the community must remain separate from the commissioners' obligations and actions. Conflict of interest shall be avoided by all commissioners at all times. Committee Selection Policy, shall apply to all actions of the authority's .members. 04/17/2001 Port Authority Bylaws Page 3 of 5 Article VIII. Manner of Voting The voting on all questions coming before the Port Authority shall be by roll call, and the year and nay votes shall be entered upon the minutes of such meeting. Article IX. Order of Business I. Call to Order 2. Consent A. Approval of Minutes B. Bills and Communications C. Other Items Not Requiring .Discussion 3. Old Business 4. New Business 5. Chairperson's Report 6. Executive Director's Report 7. Adjournment Article X. Committees The Chairperson shall appoint such advisory committees and subcommittees as he /she determines are necessary and select its members. No committee shall consist of more than five (5) members. Committee and subcommittee members shall consist of commissioners and /or other persons selected by the Chairperson. The Chairperson shall define the purpose of the committee and subcommittee and the expected length of time necessary to complete a report. At any time these members may be replaced or removed as deemed necessary by the Chairperson. Article XI. Annual Budget and Annual Report The Rosemount Port Authority, a Development Agency, shall develop an annual budget consistent with the requirements of Enabling Resolution No. 1991 -53, Rosemount City Code, and Minnesota Statutes, Chapter 469, et seq. An Annual Report shall be presented by the Port Authority to the City Council each year during the month of April reviewing Port Authority plans, projects and expenditures of the previous year. All other reports shall be kept and distributed. in accordance with various statutes and Enabling Resolution No. 1991 -53. Approved by the Rosemount City Council on April 17, 2001 at a regular City council meeting Article XII. Powers The Port Authority may exercise all of the powers contained in the Minnesota Statutes, Chapter 469, as modified by Section 469.0813, and according to Enabling Resolution No. 1991 -53, and Resolution 200.1 -34, 4- 17 -01. 04/17/2001 Port Authority Bylaws Page 4 of 5 Article XIII. Amendments to Bylaws The Bylaws may be amended by a vote of a majority of the Commissioners only when the proposed amendment has been submitted in writing to all the Commissioners two weeks prior to the meeting at which the amendment is to be considered. Article XIV. Approval of Bylaws Adopted: April 17, 2001 at a regular meeting of the Rosemount City Council. 04.17/2001 Port Authority Bylaws Page 5 of 5 CITY OF ROSEMOUNT POLICY TITLE: BYLAWS OF PUBLIC UTILITIES COMMISSION EFFECTIVE DATE FEBRUARY 26,1992 POLICY NUMBER: C-5 PROPOSED BY: CITY COUNCIL DATE APPROVED BY CITY COUNCIL: APRIL 17, 2001 Article I. Establishment The Public Utilities Commission of the City of Rosemount, as authorized by Minnesota Statutes, sections 412.321 through 412.391, which sections are hereby expressly accepted, is hereby established. Article IL Name of Commission The name of the Committee shall be the Public Utilities Commission of the City of Rosemount, Minnesota. Article III. Membership The Public Utilities Commission shall consist of three (3) members appointed in. accordance with Ordinance Title 2, Chapter 4 of the 1983 Code and Administrative Policy AD -1. Article IV. Term of Membership Members shall be appointed to staggered terms of three (3) years. The term of a Public Utilities Commissioner shall begin on the first meeting in April of the year of the appointment and expire on March 3 lst at the end of the three year term_ Article V. - Officers Section 1. President The President shall preside at all meetings and shall have the duties and powers usually attendant upon such officer. The President shall be elected by the Commission members at the annual meeting. Section 2. Vacancies Should the office of President become vacant, the Commission shall elect a successor from its membership at the next regular meeting. Such election shall be for the unexpired term of said office. 04/1.7/2001 Utility Commission Bylaws Page 1 of 3 Article VI. Administrative Structure Section 1. Executive Director The City shall employ a Public Works Director who will serve as Executive Director. The Executive Director shall have general supervision over the administration of the business and affairs, subject to the direction of the Commission. The Executive Director shall also serve as advisor to the Commission and shall perform all other duties incident to his/her position. Section 2. Ex Officio Members The City Administrator and Mayor shall serve as Ex Officio members of the Public Utilities Commission. Ex- Officio members shall have the same rights to participate in discussion and deliberations as appointed members and shall have the ability to make motions and vote. Section 3. 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 VII. Meetings Section 1. Regular Meetings The Commission will meet at least once monthly at a time and place set by majority vote of the Commissioners. Section 2. Annual Meeting The Annual meeting of the Commission shall be held at a regular meeting in the month of April at the regular meeting place. Section 3. Special Meetings A special meeting may be called by the President or by any two (2) Commission members by written request filed with the Executive Director 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 4. 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 5. Governance of Meetings The meeting of the Public Utilities Commission shall be governed by Robert's Rules of Order, provided that said rules shall be construed liberally to afford the Public Utilities Commission flexibility in the conduct of its meetings. Article VIII. Manner of Voting The voting on all questions coming before the Public Utilities Commission shall be by roll call, and the yea and nay votes shall be recorded in the minutes. Article IX. Order of Business 04/1712001 Utility Commission Bylaws Page 2 of 3 At the regular meetings of the Commission, the following shall be the order of business: I . Cali 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 X. Powers The Public Utilities Commission may exercise all of the powers contained in the Minnesota Statutes, Sections 412.321 through 412.391. Article XI. Amendments to Bylaws These bylaws may only be amended by the City Council Adopted: February 26, 1992 at a special meeting of the Rosemount Public Utilities Commission. AMENDMENTS: April 17, 2001 Approved by the Rosemount City Council on April 17, 2001 at a regular City Council meeting. 04/1712001 Utility Commission Bylaws Page 3 of 3 MEMORANDUM DATE: December 26, 2002 TO: Mayor Droste and Council Members Interim City Administrator Kalstabakken City Department Heads FROM: Linda 7entink, City Clerk SUBJECT: Commission Member Recruitment Process Summary of Process There are thirteen commissioner terms expiring on March 31, 2003. The normal process begins by notifying each commissioner and inviting them to re -apply for the same position or one of the other open commissioner positions. Department Heads check the attendance of these commissioners to make sure they qualify for another term. A press release or ad is presented to the local newspapers to locate additional interested residents. Interviews are required for all open positions. An application deadline date is suggested as February 17, 2003. Interviews would be set following that, and appointments would be made at the first or second City Council meeting in March. The new commissioners would begin the first commission meeting in April. Terms Expiring P &R: Five Planning: Five Port Auth.: None Utilities: Three, Berg and Mulhern have maxed out their terms, Heimkes resigned Deadline for Applications I suggest that applications be accepted until February 17th. Names and number of applicants could then be presented to City Council. If the tam out is low, Council could direct staff to place additional ads and move back the application deadline date. Possible interview dates should be set by Council. It is not known at this time which out -going commissioners wish to return to their positions. An update will be given after January 13th. Attachment: Commissioner Info. Attendance for Commissioners 2002 Term Expires* Planning Commission One -Year Terms 2002 Meetings Attended 2003 Meetings Attended Notes Start Date * Jeff Weisensel 2/97 * David Anderson 4/02 * Myron Napper Z 6/00 * Jason Messner Z. 4/02 * Tom Schiltz 9 -17 -02 Utilities Commission Three -Year Terms Maxim 3 terms allo d ** Berg 2/95** Heimkes 2/99 * Mulhern 2/94 ** Port Authority 2 Three -Year Terms and 5 Counil Simultaneous Terms 2005 Baxter 2/97 Droste — Mayor 1/03 Riley — CC 1 /01 DeBettignies CC 1/03 Shoe- Corrigan CC 1/03 Vacant CC 2005 Zimmer 6/00. Parks & Rec. Committee One -Year Terms * Michael Eliason 2/95 * Eric Johnson 6102 * Phillip Sterner 2/99 * Jason Scribner 6/00 * Mark Jacobs 4/01 Council Liaison Consideration?