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HomeMy WebLinkAbout6.a. Redraft of Port Authority Bylaws L } . . .. . . . . . CITY OF ROS�biOUNT �XSCUTIVE SUbIlKARY FOR ACTION PORT AUTHORITY COMMISSION MEETING DATE: MAY 3, 1993 AGENDA ITEM: REDRAFT OF PORT AUTAORITY AGSNDA SECTION: BYLAWS OLU BUSINESS PR�PAR�D BY: JOHN MILLER, AG�iDA ECONOMIC DEVELOPMENT COORDINATOR '�M # � � ATTACFIIKENTS: SUGGESTED REDRAFT OF BYLAWS, AP RO B : CORR.ES. FROM COMM. EDWARDS, MEMO F:tOM M. MILES , This item was tabled at the work session for consideration at the regular meeting. I �elieve that the revised bylaws as prepared by Commissioner Dunn, Mr. J�.Ik, and me include sever�.l amendments that will clarify the operations of tY�� Port Authority without overburdening the commissioners with procedural rules. RECOb�tENDED ACTION: Motion to approve the submittal of revised bylaws to the Rosemount City Council for council consideration and action. PORT AUTHORITY ACTION: CITY OF ROSEMOIINT EXECIITIVE StJ�RY FOR ACTION PORT AUTHORITY COMMISSION MEETING DATE: APRIL 6, 1993 AGENDA ITEM: AMENDMENT OF BYLAWS AGENDA SECTION: OLD BUSINESS PREPARED BY: JOHN MILLER, AGENDA ECONOMIC DEVELOPMENT COORDINATOR f � ATTAC�NTS: REDRAFT OF PORT AUTHORITY APP D Y: BYLAWS Recently Commissioner Edwards submitted draft standing rules for consideration by the members of the Port Autharity.. At the direction of the commissioners, Chairperson Dunn, Mr. Jilk, and I reviewed the drait. Attached for your re�iew and consideration is a redraft o� the bylaws that aovern the actions of the board. Included in the redraft are addicions shown in italics and deletions shown wi�h a dashed line. A synopsis �f major changes based on Commissioner �dwards ' work includes : 1. The Chai�-ne=son is given airect aut:�ority to contral bozrd discussion a�d ��?ic co�:�mert. 2 . ConTlicts of int�rest are defined and �rohibited. � . T'].ri11�pS! �l��S �u?1G� COIll.fill^1C�-utZG_^_S� �u'_1C� Ot3�cr 1.t�iTtS ri0� 1"?GLL�i1.21-�r'i discussions are directed �o the cor.sent agenda. � . L'se of executive sessions is regulated. In t�e review of the standing rules more changes in the bylaws were not recom*nended in an eriort to keep tne process as simple as possible even at th� cost of organization. Simplicity and flexibility were seen as strong �oints for the Port Authority. �'or the bylaws to be amended the City Council must hold a public hearing and approve the cnanges by resolution. If the board feels the bylaws need te be �.mended a recommendation to ao so should be made to the council . RECOi�iENDED ACTION: Motion to recommend to the City Council approval o` the amended bylaws for the Rosemaunt Port Authority. PORT AUTHORITY ACTZON: T } . � . L�`L�.rV � ....... ... . _ . . p . . . . �F . _- . . R05EMOUNT PORT AUTHORITY A DEVELOPMENT AGENCY 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 develapment authonty for the City on behalf of the City's interest in continued new �ob development and increased tax base. Article III. Port Authoritv Members � The Port Authority Commission shall cansist of seven (7) members appointed in accordance wi.h the provisions of the Enabiing Resolution No. 1991-�3, Section 6. A.rticle IV. Seal of Port Authorit� The seal of the Port Authority shall be in the form of a circle and shall bear the name cf che Port tiuthcrity, tl�e year established and cc�nta�n the io�o of th� City of Rosemount. v Article V. �fficers Section 1. Chaimerson. The Chairperson shall preside at all meetinQs and shall have the duties and powers usually attendant upon such officer. The Chairperson shall be elected by the Commission members at the annual meeting. Section 2. Vice Chair�erson. 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 elected by the Commission members at the annual meeting. Section 3. Executive S�cretarv. The City Clerk shall act as �xecutive Secretary to the Port Authority and shali keep a record of aIl proceedings of Commission meetings. The Secretary shall also aive notice of all meetin�s of the Commission and shall perform such other duties as prescribed by the Commission: Secdon 4. Treasurer. The Treasurer shall receive and be responsible for all monies from whatever source derived a�d 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 Trea.surer, when the Chairperson and Vice Chairperson are absent, shall be responsible for chairing the meet�ng. The City Finance Director will serve as the Port Authority Assistant Treasurer and be responsible for accounting, investment, 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. und Enabling Resolution No. 1991-�3, Article VI. Administrative Structure Section 1. Executi��e Director. The Port Authority shall employ an Executive Director who shall have aeneral supervision over the administration of its business and affairs, subject to thz direction . of the Port Authority. He/she shail be charaed with the manaaement of the development projects of the Port Authority. This person will be the City Administrator of the City cf Rosemount. Section 2. Assistant Director. The Port authority may �mpioy 3n �ssistant Director «-ho sha11 assist the Executive Director in the administration of the business and affairs of thz Port Authority. The Assistant Directar shall have the responsibility to coordinate meetinas with public and private developers, pursuant to development/redevelopment projects and Qeneral business of the Port Authority. v 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. The Assistant Director shall sit at regular or special meetin�s 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. 2 Article VII. Meetings of the Port Authoritv Section 1. Meeting�Place. The meedngs shall be at such a place in Rosemount, Minnesota, as the Commissioners shall from time to time designate. A11 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 wntten notice to Commissian members. . Section 2. Time of MeetinEs. � A. Re,ular MeetinQs. Regular meetings shall be held twice each month at the time and date specified by the Port Authority. B. �ecial Meetin�s. A special meetin� may be called by the Chairperson, the Executive Director, or by any three (3) Commissioners by written request filed with the Executive Director who sha11 mail or personally deliver to all members notice of the time and place of such mzetina at least twenty-four (24) hours in advance of the scheduled me�ting time. Special meeting notices must be posted and _ shall state time, place and purpase of the meetin� ane� no " other business shail be considered. C. Executive Sessio�a. Aray busirzess, propef•ly before tlte P�rt Authority, wl:iclt qual�fies as attorney clie�zt or � otherwise meets tlze legal standards for closed {Executive} session meetings, slaall, followi�zg proc�dures estahlished for co�avening sucla meetings, be in order. Onty that business, for whicli the sessiori was convened shall be in order. D. A�znual Meetin�. Tlze Annual Meeting shall be the ftrst nteeting in Febrzcary aaad held witla the regular rneeting at tlze tirne and date speci,fied by tlze Port Authorily. Section 3. uorum. A majority of the commissioners is required to � constitute a quorurn. � � . When a quorum is in attendance at a meeting, action may be taken upon a vote of a majority in attendance. I�To votin� shall be done by proxy. Section 4. Governance of MeetinQs. The meetings of the Port Authority shall �ie governed by Robert's Rules of Order, provided that said rules shall be construed Iiberally to afford the Port Authority flexibility in the conduct of its meetinas. 3 The Chairperson will at his/her prerogative conirol discussion among board members and regulate public comment to facilitate adequate discussion, consideration, and decision making. Section 5. CoratZict o Interest. Personal viewpoints are not to be represented to outside organizations or individ'uals as being those of the authority, city, or cily operating departments. Special or personal interests, which may not represent the hetterment of tlie community must remazn separate from the commissioners' obligations and actions. Conflicts of interest sha1Z be avoided by � all commissioners at all times. City Policy AD-I, Commitfee Selection Policy, shall apply to all actions of the autltority's members. . Article VIII. Manner of VotinQ The voting on all questions coming before the Port Authority shall be by rol� call, and the yea and nay votes shall be entered upon the minutes of such meeting. Article IX. Order of Business 1. Call to tJrder � � �• a � «A � t . . � . . . � . ^ a�l� .� r ' `• . .. � . 7. . �. .� a� . �.. . , ._. ... � . . . 2. Consent A. APproi�al of�lirzutes B. Bills and Corn�rtu�aicatio�as C. Other Items Not Requiring Discussion 3. Old Business 4. New Business 5. Chairperson's Report 6. Executive Director's Repart 7. Adjournment Article X. Committees _ The Chairperson shall appoint such advisory committees and subcommittees as helshe determines are necessary and select its members. No cornmittee shall consist af 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 len�th of time necessary to complete a report. At any time thesz members may be replaced or removed as deemed necessary by the Chairperson. 4 _ Article Xi. Annual Budget and Annual Report � The Rosemount Port Authority, a Development Agency, shall �a�e-develop an annual budget consistent with the requirements of Enabling Resolution No. 199i-53 C-� �e�Rosemount C`ity 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. 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-�3. - !�rticle XIII. Amendments to B��la�;�s _. .. :-:- - -__--._..._.. __,.__. .,__.-: . The Bylaws may be amended by a vote�of a majority of the Commissioners only «�hen the pro�osed amendment__has been submitted in wntina to alI the Commissioners two t.�zels prior to the meeting at u�hich the amendment to be considered. • Article XIV. AQpro�al of Bvia«�s . _. _._ These Bylaws and any amendments to them shall be subject to the approval of the Rosemount City Council. Adopted: , 1992 at a reeular meeting of the Rosemount Port Autnority, a Development Agency. Chairperson AT'I'EST: Executive Director 5 Approved by the Rosemount City Council on , I992 at � regular City Council meedng. Mayor City Clerk 6 ROSE�IOUNT PORT AUTHORITY � STANDING R�LES The following standing rules are being proposed, in no particular order, as a quide for the development of a series of standing rules for the Port Authority. I believe these rules and others you may chose to adopt, will give us a solid foundation from which to conduct our business. I. MEETINGS - The Port Authorit� shall conduct its business, • using the meetings format outlined by Roberts Rules of Order, newly revised. Additionally, except where otherwise provided for, the only meetings of the Port Authority which shall be in order are: * Regular Session * Executive Session * Committe� of The Whole * Special Session n. Regzzlar Session The Port Aut�ority will meet in Regular Session, the first Tuesday of every month. 1. Regular session meetings will convene at 5: 30 P.M. , in the Council Chambers, Rosemour�t City Hall, Rosemount, Minneso�a. 2 . Regular Session Meetings wi11 adjourn at 7 : 30 P.M. . B. 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. Rosemount Port Authority Standing Rules C. Committee of the Whole The Port Authority will meet, as the Committee of the Whole, the third Tuesday of every month. 1. Committee of the Whole meetings shall be considered working sessions. 2 . Meetings will convene at 5:30 P.M. , at a location designated by the Chair. D. special Session Upon due call of the Chair, or upon thz request of a simple majarity of its members, the Port Authority shall meet and a special session shall be convened. 1. Special Session meetings shall be —._---._ _�:-----------_ _----__._.______T--�i��ted- to the -busine�_^��t-ed--i-�--tl�e------.__ __ call. 2 . Action taken in Special Session must be ratified by 3/4 majority (5) of the Port Authority, at the next regular session of the Authority. II. CONDIICTING BIISINESS A. Agenda Items. 1. Regular Sessions. The Port Autharity Agenda, for regular session meetings, will consist of the following: a. Consent Agenda b. Old business - Specific Action items c. Committee of the Whole reports - Rosemount Port Authority ! Standing Rules recommendations - action items. d. Consultant/Staff reports. e. New Business - Information only. f. Chairs report. g. Executive Directors report. h. Members Issues. i. Community/Audience recognition. j . Adjournment. Ordinary business of the Port Authcarity will appear an the consent agenda. : A member, upon approval of the body, may add, no more than, two items to the • printed agenda. Except, as provided for in Roberts Rules of Order. Additionally, no item may be added, to the printed agenda, as an action item. Any item, properly before the body, at a regular session meeting, as an _ - - information item shall remain as su�h. ----- -- - _..__ Once heard, the only motion in�-order,: - shall be a mation to refer to the committee of the whole. 2 . Public Testimony Public testimony, shall not be in order, except as provided for herein. a. Information requested to clarify a specific point concerning a motion properly before the body. b. Presentation to the body regarding a specific, information only, agenda item. - c. Upon specific agenda allocations of time for communityJcitizen input. Said speakers will be limited to three minutes each. 3 . Committee of the Whole. Rosemount Port Authority ~ Standing Rules The agenda of the committee of the whole may be broad/expansive. Since these are working sessions, public testimony/input may be heard. The only motions in order are to an►end and adopt, and that the committee rise and report. The only way to close or limit debate . in meetings of the committee of the whole is for the body to vote that debate shall cease at a certain time, or that after a certain time no debate shall be al�.owed,excepting new amendments, and then only one speaker for and one opposed to the amendment may speak; for nat mora than five minutes each. B. Motions _.._.--_,_ ___ __.,. - _ : _.__ _The following are motions which sh�ll at--- _ _... __ __------_ all time be considered improper: a. Motions that conflict with �he constitution and by-laws of the Authority. b. Motions that conflict wi�th business already adopted. c. Motions that reflect on �he motives of inembers. d. Motions not in accord wi�h the object and policies of t1�e body. e. Motions that conflict with the laws of the federal, state, or local government. And; Motions that protect abs�ntees cannot be suspended by unanimbus vote. And; proxy vating is not in order in ordinary circumstanc�s. And; no member can vote unless present unless the by-laws ar� amended to provide voting by mail. Rosemount Port Authority ' Standing Rules Further, Questions that are introduced that are not in accord with the aims and objectives of the Po=t Authority, or that are controversial or irrelevant, shall be ruled out of order by the Chair. An "appeal" may be made from this ruling. III. AIITHC?RITY TO ACT No mernber, except as atharwise provided, shall act on behalf of, or purport to represent the Auth�rity. However, the Chair snall, in accordance with Roberts Rules, nave the authority to appoint Select Committees, as needed. A Select Committee, once a�painted shall: Have no less than three (3) active Port Authority members in its service. Conform its meetings to the rules governing meetings of the committee of the whole. Limit its activities to only those items ref erred to it. Additionally, Select Committees, at the time of their creation, will be given a time certain for completion of their work. Upon that time the committee will be dissolved. However, upon a 3/4 majority of the Authority, meeting in regular session, the Select committees appointment may be extended one time. Any member, whether intentionally ar inadvertently, who conducts, transacts or otherwise engages in any business currently Rosemount Port Authority ~ Standing Rules before, or reasonably expected to come before the Port Authority shall, following such occasion and prior to the next xegular session of the Port Authority, notify the Chair and the Executive director in writing, The notification should include the time, date, location and substance of such occasion. Failure to comply will be grounds for sanction, NOTE: Nothinq in this section is intended to preclude normal extemposaneous sacial aontacts. I move the presentation of these Standing Rules at our regular session meeting, 3-2-93, as the first reading, in anticipation of formal adoptian. Absent substantial changes, I would move formal adoption of these rules at our next meeting, 3-16-93 . If you nave any questions or suggestions, please contact me at your convenience. . , • .. . �!/✓ '' ��✓� G�'f K /c....L .a.r.., 7'�^.GS .!� 4l�� =�� �nLQvi/c � t.[.'�.. �� � M E M O R A N D U M _ TO: Chairman Ed Dunn and Members of the Rosemount Port Authority T FROM: Mike MilesJ�l�-ti DATE: April 6 , 1993 RE: Consideration of Standing Rules This memo is in response to the direction given to me at the March 16 , 1993 meeting of the Rosemount Port Authority regarding the standing rul�s proposed for consideration by the Authority. In order to progress consideration of the standing rules, I have enclosed three attachments for your review and comment: � First, I have prepared a revised draft of the proposed standing rules , including various possible changes to the original draft that . either others have recommended or that I would suggest you consider. Please r.ot� that language in the original draft which is proposed Lo be ' deleted is noted by a dotted line through it, andgt�a3 which is being add..d to that contai.ned in the ori draft is denoted by underlining . • Second, I have included an explanation oi the deletions an� additions for your information as yo� consider tne standing rules and proposed changes . � Third, I `have suggested an amendment to the existing - Bylaws of the Port Authori�y, which would pave the way for adoption of the standing rules and remove frorn thz existing Bylaws any provisions which would, appear in tr�e s�anding ruies . P?ease note that, pursuar�t to Article XI?I or the Port Authority' s current Bylaws , you may no� act upon a Bylaws change any earlier than two weeks after th� Port Authority members have been given a copy of the proposed Bylaws amendment . Therefore, even if you agreA upon the adoption of the staridinq rules at a given meeting, you would have to wait until the succeeding meeting to officially amend the Bylaws . Please contact me if you have any questions regarding this memo or i'ts attachments . JriM:gmo enc . cc: Steve Jilk John Miller ROSEMtJUNT P4RT AUTHORITY - STANDING RULES I. MEETINGS The Port Authority shall conduct its business, using the meetings format outlined by Roberts Rules of Order, newly revised. Additionally, except where otherwise provided for, the only meetings of the Port Authority which shall be in order are: * Regular Session * Executive Session * Committee of the Whole * Special Session * Annual Meetina A. Regular SessiQn - The Port Authority will meet in Regular Session, th� first Tuesday of every month. 1 . Regular SPssion meetings wili conver.e at 5 : 30 p.m. , in the Council Chambers , Rosemount City Hall, Rosemount, Minnesota, or such other location in �1-,e Citv of Rosemount the Port Authoritv shail desiQnate . 2 . Regular Session Meetings will adjourn at 7 : 30 p.�:�• - 8. Executive Session - Any business , properly before the Port P.uthority, which . meets the legai standards for clased (Executive) session meetings, shall, . following procedures established for convening sucn meetings , be in order . Only that business for which t^e session was convened shall be in order . C . Committee of the tti'hole ` _ _ The Port Authority will meet, as the Committee of the Whole, the third Tuesday of every month . 1 . Committee of the Whole meetings shall be considered working sessions -of thz Port Authoritv. 2 . Meetings will convene at 5 : 30 p.m. , at a location designated by the Chair. D. Special Session - Upon due call of the Chair, or upon the request of a simple majority of its members, the Port Authority shall meet and a Special Session shall be convene�. i . Special Session meetings sha11 be limited to the business stated in the call . 2, Action taken in Special Session must be ratified by 3� majority {�} of the Port Authority, at the next Regular Session of the Authority. E. Annual MeetinQ The Annual Meetinct shall be conducted at the same time and place as the first Reqular Session in Februarv of each vear. Ii . CONDUCTING BU�INESS A. Aqenda Ttems . 1 . Regular Sessions . The Port Authority Agenda, tor Regular Session meetings, will consist of the follawing: a . Consent Agenda . b. O1d Business - Special Action Items . c . Committee of the Whole Reports - Recommendations - Action .Items . d . New Business - Action Items . F��--c9 f2 6�3� e 3-���f S C c3 r f 4 c-P� : e . New Business - Information Only. _ f . Reports . j_l�_ Consultant/Staff Reports . �, Chair' s Report. � Executive Director' s report . f-,—�a-�-�s-���e-�- g_ Members Issues . 2 h. Community/Audience Recognition. _ i . Adjournment. Ordinary business of the Port Authority will appear on the consent agenda . A member, upon approval of the body, may add no more than two items to the printed agenda . � D h } ��.�e� �—�se�. _ Additionaily, no item may be added to the printed agenda, as an action item withaut a 3/4 affirmative vote of the Port Authoritv. Any item properly before the body at a Reguiar Session meeting as an information item shall remain as such. Once heard, the only motion in order, shall be a motion to refer to the Committee of the Whole. 2 . Public Testimony Public testimony, sha11 not be in order except as provided for herein. a . Information requested to cla�ify a specific point concerning a motion proaerly before the �ody. b. Presentation to the body regardinq a specific information-only agenda item. ___ : : ----- ---�- c. Upon speciti� agenda allocations of time for community/citizen input . Said --�-peakers will -- - - -� - --be limited to �e five minutes each. 3 . Committee or the ��hole The agenda of the CommitteE of the rihele may be broadlexpansive. Since these are working sessions , public testimonylinput may be heard . Tne only motions in order are to amen� and adopt, - and that the committee rise and report . The only way to close or limit debate in meetings of the Committee of the Whole is for the body to vote that debate shall cease at a certain time, or that after a certain time no debate shall be allowed, excepting new amendments , and then anly ane speaker for and one apposed to the amendment may speak for not more than fiv� minutes each. 3 B. Motions - The following are motions which shall at all times be considered improper: l . Motions that conflict with the Constitution and Bylaws of the Authority. 2 . Motions that conflict with business already adopted - at the same meetinct. 3 . Motions that reflect on the motives of inembers . 4 . Motions not in accord with the object and poiicies of the body. 5 . Motions that conflict with the laws of the federal, state or local gover:iment. b . Motions that protect absentees cannot be suspended � - by unanimous vote. � -- a.;��-, r�—��r��- ��a�ees � " '' , � �e r--e=,=��e ,. . ,�<, ",__�,� Further, questions that are in�roduczd tnat are not in accord with the aims and oDjectives of tne Port Authority, or that are controversial or irrelevant, . � shall be ruled out of order by the Chair. An .,appeal" ma� be r���e f_o�r, �his ruling . C . uorum . - - A ma 'crit o� the commissioners . s�all constitu�e a _:__ _ _ quorum A lesser number may adiourn a meetincr until a Quorum i.s obtained . When a uorum is in attendance at a meetincr , action mav be taken upon a vote of a ma lority in attendance ho votinct shall be done bv proxv or otherwise bv a commissioner who is not present . D. Manner of Votinq ._ The votinct on all questions cominct before the Port Authoritv which rectuire a vote shall be bv roll call, and the ves and no votes shall be entered upon the minutes of tne meetinQ at which the vote is_ taken. 4 III . AUTHORITY TO ACT - No member, except as otherwise provided, shall act on behalf of , or purport to represent the Authority. However, the Chair shall, in accordance with Roberts Rules, have the authority to appoint Select Committees, as needed. A Select Committee, once appointed shall : A. Have no less than three { 3) active Port Authority members in its service. B. Conform its meetings to the rules governing meetings of the Committee o� the Whole. C. Limit its activities to only those items referred to it. Additionally, Select Committees, at the time of their creation, will be given a time certain for completion of their work . Upon that time the committee will be dissolved. However, upon a 3J4 ma�ority of the Authority meeting in Regular Session, the Select Committees appointment may be extended o.ne time. - Any member, whether intentionally or inad=�ertently, who conducts, transacts or otherwise engages in any business currer.tly, before or . reasonably expected to come before the Port Authority shall, following such occasion and Frior to the r.ex�� r�guiar session �i the Port Authority, notify the Chair and the Executive Director in writing. The notification should include the time, date, location ana su�st�ncp of such occasion . F�il�:re to com�ly will be groun�+s for sanction. NOTE: Nothing in this section is intended to preclude normal � extemporansou��.social contacts . _ , 5 IXPLANATtON OF STAND{NG RULE CHANGES _ The following are a series of explanatory comments regarding changes which I have put together for your consideration with respect to the proposed Standing Rules . Please note that I have only addressed substantive changes in this memo, and have not commented on changes which do not significantly change the proposed rules . l. Inclusion of Annual Meeting {I . Meetings, Page l) In an effort to put all procedural matters in the Standinq Rules , I have moved the Annual Meeting from the Bylaws to the first section of the Standing Rules. 2. Location of Port Authority Meetings (I.A.1, Page l) In response to a comment at the last Port AuChority meeting requiring all meetings of the Authority to be held in the City Council chambers, Z have added language which would allow you to select other meeting locations within the City of Rosemount. 3 . Clarification of Executive Sess.ion Authorization (I.B. , Page 1) The language referring to attorney clien� meEtings has been struck, since many attorney client situations not involving litigation do not qualify for a closed or executive session. P.s m�di�ied, the language simply - - re�;zires that if you have the appropriate legal basis__for a Closed Meeting, you may hold �one . 4 . Ratification of Special Session Action (I .D.2. , Pags 2� . A concern was raised at the last Port Authority meeting tha� requiring Special Actions to be ratified by a 3/4 maj�rity of the Port Au�hority was too high a standard. I have simply made provision that a majority of the Port Authority members may ratify Special Session Rction. _ _ . 5 . Provision for Annual Meeting ( I .E. , Page 2) The proposed Standing Rules did not contain a reference to the required annual meeting . I have simply moved the languaoe from the Bylaws to the Standing Rules . 6 . Agenda Items (II .A. 1 . , Pages 2 and 3) There are two forms of proposed changes in this portion of the Standing Rules . First, a new category under II .A. l .d, entitled New Business Action Items, has been added to authorize the Port Authority to take action on @ r __ _ _