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HomeMy WebLinkAbout6.d. Environment and Sustainability Commission Bylaws I:\City Clerk\Agenda Items\Approved Items\6.d. Environment and Sustainability Commission Bylaws.docx EXECUTIVE SUMMARY City Council Meeting: August 4, 2020 AGENDA ITEM: Environment and Sustainability Commission Bylaws AGENDA SECTION: Consent PREPARED BY: Jane Byron, Storm Water Specialist AGENDA NO. 6.d. ATTACHMENTS: Draft Environment and Sustainability Commission Bylaws APPROVED BY: LJM RECOMMENDED ACTION: Motion to Approve Environment and Sustainability Commission Bylaws BACKGROUND The Rosemount City Council approved the establishment of the Environment and Sustainability Commission (ESC) in late 2019; the ESC grew out of the Environment and Sustainability Task Force (ESTF) started in 2015. With the establishment of the ESC, bylaws have been updated to reflect the new role of the group. The attached bylaws have been discussed by the ESC and approved for recommendation to the Council at the May 19, 2020, ESC meeting. The following list details the most notable changes to the bylaws resulting from the transition to a commission: • Group membership has transitioned from nine members to seven members and one youth member. • City staff will now prepare minutes as opposed to a member of the group. • Chair and Vice Chair shall be selected in April rather than January annually. The ESC currently has two open regular member positions and the youth member position is also open. The two open member positions have been advertised and the youth member position will be advertised pending approval of the attached bylaws. The City Council and the ESC will be conducting a joint meeting in the near future to further discuss goals and initiatives of the group. RECOMMEDNATION The ESC and staff are recommending approval of the attached bylaws. Environment and Sustainability Commission By-laws I. DEFINITION The Environment and Sustainability was established by the City of Rosemount City Council on February 4, 2020. II. PURPOSE AND SCOPE The purpose of the Commission is to advise the City Council on issues related to the sustainability, environment stewardship and opportunities for advancement on those fronts. The commission shall recommend any policies and initiatives to the City Council that enhance and preserve the environment and natural resources. The issue of sustainable city services is a complex topic that includes a wide range of city services. Rosemount currently has citizen commissions that advise council on: planning issues, parks and utilities. Although commission members meet once per month and generally only focus on current city projects, and new development, there are significant issues around sustainability and citizen engagement that are not being addressed. The City Council’s objective creating an Environment and Sustainability Commission is to look at areas where we can have a better impact on issues and look for creative ways to engage residents through education and opportunities to improve neighborhoods. Members are encouraged to volunteer at community engagement events such as the Rosemount Home and Business Expo and Leprechaun Days. Outcomes could be specific projects or recommendations on city policy. Following are some areas of focus: • Storm Water Catch Basins and Ponds • Surface Water Quality • Water Conservation and Water Reuse • Energy Usage and Emissions III. MEMBERSHIP The Commission consists of 7 members and 1 youth member, all of whom shall be residents of the City of Rosemount, appointed by the City Council. The youth member shall be 14 to 18 years old at the time of selection, serve a one-year term, and shall be eligible for reappointment if in good standing at the end of each term. The term of Commission members is three years, ending at the March meeting. Commission members may reapply to be appointed by the City Council which occurs in March each year. The requirement for residency does not apply to citizen volunteers, or students. A city staff representative and ex-officio non-voting City Council member(s) may serve as liaisons. IV. RESIGNATION Any member wishing to resign from the Commission shall give a written notice of resignation to the Chair and city staff representative. The Chair shall present the resignation to the Commission at its next meeting. V. ATTENDANCE Regular Attendance. Regular attendance at meetings by all voting members is necessary if the Commission is to be effective. Absence from meeting. It shall be the duty of each member to notify the city staff representative prior to the meeting that he/she will not be attending. The Commission members can vote a member out due to four or more absences in a calendar year. VI. MEETINGS A. Date and time. Regular meeting dates and times shall be determined by the Commission, but currently are scheduled for the third Tuesday of each month. B. Place. Meetings shall be held in the City Hall conference room unless otherwise noted. C. Special Meeting. Special meetings may be called by the Chair, any four members of the Commission or the City Council. The members must be notified of the call for a special meeting at least three (3) days before the date of the meeting. D. Meetings with City Council as deemed necessary. E. Minutes. City staff will prepare the minutes after each meeting. F. Report to City Council. The Commission Chair, ex-officio council member or city representative will provide an annual report to the City Council at either a Council meeting or work session. VII. ORGANIZATION Chair Person. The Chair Person shall preside over all meetings and be selected annually by the members, typically at the April meeting each year. The Chair Person may assign specific tasks to members, with the consent of the members, establish subcommittees and assist with developing meeting agendas. Vice Chair Person. The Vice Chair Person shall preside over meetings in the absence of the Chair Person. Staff. A city staff representative shall distribute the agenda packet to each member prior to the meeting either electronically or paper version.