HomeMy WebLinkAbout2018-02-07 P & R Packet (2) CITY OF CENTERVILLE
PARKS & RECREATION COMMITTEE AGENDA
Wednesday, February 7, 2018— 6:30 p.m.
City Hall
L CALL TO ORDER
1. Roll Call
II. APPROVE AGENDA
III. APPOINTMENTS/PRESENTATIONS
1. Ms. Corinne Sendle— Centennial Schools Community Education Director
IV. APPROVAL OF MINUTES
1. Parks & Recreation Committee Minutes of January 3, 2018
V. UNFINISHED BUSINESS
1. Sledding & Skating Party, January 20, 2018 Wrap-Up
2. Skating Party & Hayride, February 10, 2018
3. Fete des Lacs 5/8K Run/Walk—P. Branch
4. Gaga Ball Pit—Corner Braces
5. P & R Web Site
6. Name Change to Park or Pavilion
VI. NEW BUSINESS
1. Community Education through Centennial Schools
a. Subsidy of Comm. Ed. Programs
b. Use of Kiosk for Comm. Ed. Promotion
c. Use of City Facilities for Comm. Ed.
2. Meeting Minute Processes and Procedures
VII. UPDATES
1. Council Updates—Council Member Montain
2. Review 5 Year P & R Projects List
3. Review 5 Year Park Improvement Projects
4. Vacancy
VIII. ACTION ITEMS
IX. ADJOURNMENT
*REMINDERS**
Skate Night, LaMotte Park— Saturday February 10 2018 (Free Popcorn Bonfire Hayrides & Hot Cocoa)
from 6-9 p.m. w/Hayrides from 6:30-8:30 p.m.
Police Governing Board—Monday, February 12, 2018 —7:00 p.m. —CLPD
City Council —Wednesday, February 14, 2018 —6:30 p.m. City Hall
— Saturday, February 17, 2018 — 11:00 a.m. Centerville Lake
Lions Ice Fishing Contest
Presidents Day —City Offices Closed—Monday February 19 2018
CITY OF
CENTERVILLE
REQUEST FOR
COMMITTEE ACTION entervi(fe
M7
Agenda Item# Department: Requested Council Meeting Date:
Parks& Recreation Committee
TITLE OF ISSUE:
Centennial ISD #12
BACKGROUND AND SUPPLEMENTAL INFORMATION:
Ms. Corinne Sendle from Centennial School District 12 will be attending your meeting requesting that the
Committee consider subsidizing/supplementing a minimum of six (6)kids, from Centerville, to participate in a
skateboard camp. She is proposing that the camp take place at LaMotte Park, three (3) days for two (2) hours
each. The camp is costly, approximately $1XX/ea. and the subsidy/supplement would allow these individuals'
parents to incur an expense of$79-$99. She is suggesting a $20/ea/ supplement from the Committee/Council.
She is willing to advertise the City's participation in the fee reduction.
In 2004, the Committee/Council participated with the YMCA to offer programs to Centerville children within
the community for a donation of$300.
COST AND SOURCE(S) OF FUNDING:
General Fund -Park Programs
REQUESTED ACTION:
For Clerk's Use:
SUPPORTED DOCUMENTS ATTACHED
Motion By:
Resolution Ordinance Contract Minutes Plan Map
Second By:
Vote Record: Ave Nay
King Other(specify) Quote
Love
Paar
R Koski
Montain
Administration Department Use:
Refer to:
Consent
Tabled Until:
Regular
Other:
xxxxx...................
From, Beadle, Corinne < dl DI .€sr
dem# Friday, February d , 2018 11:33 AM
Teresa Bender
Subject: t;Skateboard Camp
Hallo,yes, e have financial assistance� llabl , I contacted ,air,they are a group that have worked with
before, No, I did rot contact T brash Carne-un it now I had never heard of thern,
Did you have separatequestions ding me arrendingthe nieelingnext wee
Thanks,
""' rector,Community Education
Centennial ISDI2
4707 North Road
Circle bitter, c/I'IVI 55014
763-792-6101
From:Teresa deader .. ....
..................... ......... .... ......... ......... ..............
Septa Friday, February y, 2018 :1.1x23 AM
To: IF pax % r
nn..............
Subject: Skateboard Camp
Clear Gari,
1 received your name from our City Administrator Mr. Mark Statz,
1 have some questions regarding your attendance of our Parks& Recreation Committee meeting next week.
Can you clarify several Iters for
Dons than school need to provide financial assistance for those children that meet income guidelines regarding the
proposed event?
What vendors have you contacted? Have you contacted Thrash Campy We have utilized them at an event for our
festival in the past.
Sincerely,
A��,
Teresa Reader
From: Mark Starts
Seat: Monday, January 29, 2018 4:06 P
To: 5 ndl , Corinne
Cc: Teresa Bender
Subject. F:Sk tboard Lessons
Cori,
I'll trust your judgment on what would attract the most participants,
I'm not Sure what our history is, here,of subsidizing rrrrrrmunity ark programs, I like the idea, but I'M net srrre ifwe've
done that before and how the parks committee/city committee/citycouncil will feel about it, How would it work for fids from rather
cities? I'm guessing, we would only want to contribute for Centerville kirk.
Our next Parks and Per Committee meeting is P 5:30 PM), I know you thought chart trying to at-tend s meeting, so
you are hereby officially invited to attend that one,
I'll prat this on both the Parks and Iter and City Council agendas for discussion. How quickly do you nsoil an answer on
this
From:Sndle, Corinne
Sent:Thursday,January 25, 201 2;01 PIM
To: Mark Stutz
Subjects F:Skatbard Lessons
I Pip a little.lipping and we can do.AI hours/3 days for$120, 1 binds life that better', What are your thoughts?
Cirri faille
Director, Community Education
Centennial IS 12
707 North Raab
Circle Pines, IVIN 51110.1:4
761-792-6101
From:Candle, Corinne
Sent..Thursday,January 25, 201810815 APS
Subject.Skatboard Lessons
Hi Dark, I've done some digging,and have a vendor to offer a 3 day/2 hoar skateboard camp. Cost is 100-so not
terrible, but not super cheap. Minimum is 6 kris,so I think that's doable.
Wind the city have any funds that they'd want to help with the cast? So maybe we could get it down to say$79 a kid?
So if you supplement say$20 per kid? Just an idea. We can try it at$99 too. Just thought for this first time to get folks
to register,a lower cast is always a good thing. And we could add in the description that the City of Centerville is helping
to offset the cost of the camp,to keep the prig low.
Thanks,
t
Cori Sendle
Director,Community Education
Centennial ISDI2
4707 North Road
Circle Pines, MN 55014
766792-6101
............... .........................................................................................................................................................................................................................................................................................................................................................
Me enmd! has beem scarmed by the Symmum SnaH Mundy-clom! serkee,
FsT inure intimmmiNum Igemse AS wom.-i
PARKS AND RECREATION COMMITTEE
Wednesday, January 3, 2018—6:30 p.m.
Pursuant to due call and notice thereof, the Parks & Recreation Committee of the City of
Centerville held a scheduled meeting on January 3, 2018 at the City Hall location.
Present: Chairperson Kevin Waeghe
Committee Member Kevin Amundsen
Committee Member Chris Bettinger 10
Committee Member Brian Peterson O
Committee Member Suzanne Seeley O
Also Present: Matt Montain, Council Member Liaison U'
Mark Statz, City Administrator
Linda Neudecker, Recorder
Absent: Committee Member Heidi Grahek
Public Works, Paul Palzer
L CALL TO ORDER
Chairperson Waeghe called the January 3, 2018 Meeting of the Parks & Recreation Committee
to order at 6:35 p.m. in the City Council Chambers.
Roll Call—see above
II. SET/APPROVE AGENDA
Motion by Committee Member Waeghe, seconded by Committee Member Peterson to
amend the agenda by adding: Pat Branch under III. Presentations. All in favor. Motion
carried.
III. APPEARANCES/APPOINTMENTS/PRESENTATIONS
1. Mr. Pat Branch asked to speak to the committee members regarding renaming one of the
Centerville Parks.
2. He also wishes to volunteer to organize/coordinate the 2018 Fete des Lacs runs. He
anticipates working with developing a committee, plan to work with the city, obtain the
permit application and working the day of the race. Mr. Branch also stated that
clarification is needed regarding sponsorship and how that money will be used and to
lease timer software for volunteers to use rather than to pay a professional timer.
IV. APPROVAL OF MINUTES
Motion by Committee Member Waeghe, seconded by Committee Member Peterson to
approve the December 6, 2017 Park & Recreation Committee meeting minutes as written
City of Centerville
Parks&Recreation Committee
Meeting Minutes
January 3,2018
with the exception of under VI. New Business #6 Shoreline Restoration-Trailside Park:
adding "Parks and Recreation" before "March" and under VII. Updates/Other #4
Resolution add "Anoka County Regional" before "Park" in heading. All in favor.
Motion carried.
V. UNFINISHED BUSINESS
1. Skating & Sledding Nights—January 20, 2018
The January Skating Party will be a vehicle to dedicate the new Sledding Hill. There will be
prizes for different categories for the Sled and/or Snowboard Races. The times will be from
6:00 p.m. to 9:00 p.m. Schwann skating tickets are available as prizes for the sledding contests.
Committee Member Amundsen has inventoried current supplies and has checked with
Committee Member Bettinger regarding replenishing depleted supplies of popcorn, bags and
cups. Committee Member Waeghe has revised the flyer to be included with the Friday Flash
prior to the event and to have a large copy (19") for the kiosk at the entrance to Cornerstone
Park, place flyers at businesses and utilize the city website and the city reader board at least one
week prior to events. Additional tasks: Determine if a sandwich board could be used the week
prior to the events and be sure it is to code; Committee Member Waeghe to contact Mr. Tom Lee
to pick up pallets for use at the bonfire; additional advertising on Facebook and Twitter; check
on status of the sound system to ensure it is in the city garage prior to the days of events.
Volunteer Committee Members Amundsen, Peterson, Seeley and Waeghe plan to be on site by 5
p.m. to set up.
2. Skating Night & Hayride—February 10, 2018
The Hayride will be held from 6:00 p.m. to 8:00 p.m. The cost to the Committee for the hayride
is $875. Skating will continue until 9:00 p.m. Staff will provide a check and signed contract,
approved by the City Council, to be given the stables representative(s) on February 10. Supplies
may need to be re-inventoried & replenished prior to this event.
VI. NEW BUSINESS
1. Park Dedication Fees—Mr. Mark Statz
Administrator Statz specified that Park Dedication Fees are Enterprise Funds to be utilized for
park projects (capital projects). The Committee discussed Res. #10-035, dated 11-24-2010
which authorized the trail project through a loan between funds and requires payback.
2. Excess 2017 Budget Funds
Council Member Montain recommended to the City Council that the excess 2017 budgeted
revenue funds in the amount of $273.22 be carried over to 2018 and that he discussed this at
Council's December meeting. Administrator Statz stated that the $273.22 was revenue only and
Page 2 of 5
City of Centerville
Parks&Recreation Committee
Meeting Minutes
January 3,2018
did not account for expenditures which were in the negative. He stated that there was no amount
to be carried forward for the upcoming year.
3. Resignation of Committee Member Heidi Grahek
This agenda item is tabled to a future meeting.
4. Dead Broke Saddle Club Donation
A donation in the amount of$8,000 was received from the Dead Broke Saddle Club to be used
toward one or more of the projects identified in the 5 year Park Improvement Projects List.
Motion by Committee Member Peterson, seconded by Committee Member Bettinger to
accept the $8,000 from the Dead Broke Saddle Club with thanks from the Committee
Members. All in Favor. Motion carried.
VII. UPDATES/OTHER
1. Council Updates— Council Member Matt Montain
The City Council is aware of the commitment and hard work of the P & R members and thanked
them for their service.
2. Review 5 year Projects List
This list was reviewed and updated at the January, 2018 meeting.
3. P & R Committee Vacancy Status— 1 opening
There is still one vacancy on this committee. The Committee members would like to know what
constitutes a quorum with seven (7) members versus six (6). Tabled to February.
4. Shoreline Restoration—Trail Side Park
Restoration is badly needed at this location. There are several possible sources as to the causes
for the shoreline deterioration. Funding needs to be found; possibly through a watershed grant.
The Committee members would like to invite members of the Bald Eagle Water Ski Club to
attend the March meeting for discussion of these issues and also their plans for the water ski
show season.
Some additional ideas to consider during the water ski shows were a city or club provided port-a-
potty — weekly or daily? Food wagon — Lions or other vendor(s); power by the dock; trail
accessibility during shows & practices; trailer pad for boat trailer(s).
VIII. ACTION ITEMS REVIEW
Page 3 of 5
City of Centerville
Parks&Recreation Committee
Meeting Minutes
January 3,2018
Items that have been completed will be removed; some are still open and additional items discussed
at this meeting will be added. A revised Action Item List, as of the November 1, 2017 meeting will
be included with the minutes to be approved.
• Items that have been completed or are to be deleted as of January 3, 2018 will be removed:
17-010
• Change 14-001 from Jan/Feb to February, 2018 &requesting a copy of letters sent to
organizations.
• Change 15-010 from JANUARY/FEBRUARY, 2018 (for skating nights) and from Staff to
T,Bender
• Change 16-031 from January, 2018 to February, 2018
• Change 17-004 under item"will be dismantled& reassembled" add: Skate Park
• Change 17-006 date from January/FebruM, 2018 to February, 2018
• Change 17-007 date from JanuM/FebruM, 2018 to February, 2018
• Change 17-008 from December, 2017 to January, 2018
• Change 17-009 from ASAP to February
• Change 17-011: add Pat Branch as Coordinator
• Add 18-001: Determine location of sound system&place in city Garage ASAP PP
• Add 18-002: Request a complete list of proposed 5 year Park Improvement Plan
Items that are priority items and need to be done ASAP are item numbers: NONE
Items that have been added/completed to the 5 year Park Improvements Plan as of January 3, 2018:
NONE
X. AGENDA ITEMS FOR FEBRUARY MEETING:
1. Under UNFINISHED BUSINESS
• 17-006a& 17-008 Skating & Sledding Night Wrap-up Jan. 20th
• 17-006b Skating Party & Hayride February 10th
• 17-011 Fete de Lacs run—Pat Branch
• 16-017 Gaga Ball Pit— corner braces
• 16-026 P & R Web Site
• Name change to park or pavilion
2. Under NEW BUSINESS:
• None.
3. Under UPDATES:
• Council Updates— Council Member Matt Montain
• Review five (5)year Parks & Recreation Projects list
Page 4 of 5
City of Centerville
Parks&Recreation Committee
Meeting Minutes
January 3,2018
• Review of five (5)year plan of Park Improvement Projects
• Status of Parks & Recreation Committee Vacancy
XL ADJOURNMENT
Motion by Committee Member Seeley, seconded by Committee Member Waeghe to
adiourn the meeting at 8:47 p.m. All in favor. Motion carried.
Submitted by: Linda Neudecker, Recorder
Page 5 of 5
ACTION ITEMS
PARKS RECREATION
Assigned
# Item Person Date Status
Kiosk- Cornerstone Park- Create Inserts for
Kiosk-Need to Update& Replace Inserts
12-013a On a Regular Basis K. Waeghe ASAP Open
Plan to Address Signage for Indian Mound-
Belongs to Anoka County, is 4,000-5,000
years old (Check w/MN Archeologist Austin
Jenkins more info., i.e. tribe) & dollars
available from Legacy Funding (Karen
Blaska will check on the agreement between
the County/City). On 25 year Master Plan,
13-028 JAnoka County Park S. Seeley On-Going Open
Send request to these organizations for
donation of funds (a. Centennial Youth
Football Boosters, b. Centennial Youth
Hockey, c. Centerville Lions Club, d. Chain
of Lakes Rotary, e. Dead Broke Saddle
Club, f. Shake Your Shamrock/Front
Runner to be used for future projects - send
14-001 1photos of projects. Staff Feb. 2018 Open
Check w/North Metro TV regarding
covering future events such as the 5K& 8K
Runs, Music in the Park, etc. -Do a Follow-
Up & Send List of P & R Upcoming Events
15-010 to NMTV-Heidi Arnson Staff Feb. 2018 Open
"GAGA" Ball Pit" - Check into cost of
heavy duty steel corner braces, include
16-017 quotes for GAGA Pit in January Packet Staff Feb., 2018
P & R Web Site Pages - Committee
Members give Ideas To Staff for Inclusion&
Updating. Have one all-inclusive page for P
16-026 & R Events Staff On-Going Open
Provide a Copy of 5 Year Projects List to
Committee Members Monthly - Add to
16-029 Google Docs Staff On-Going Open
Status of P & R Committee Member
16-031 Vacancy Teresa Feb., 2018 Open
Will be dismantled& reassembled LaMotte
17-004 Skate Park Paul P. Spring, 2018 Open
Following January 3, 2018 Meeting Page 1
ACTION ITEMS
PARKS RECREATION
Skating Party - January 20, 2018 & February
10, 2018 W/(Hayride-6:30-8:30 p.m.)from
17-006 6:00 - 9:00 p.m. on February 10, 2018; Kevin A. Feb., 2018 Open
Inventory of Supplies on Hand&Needed for
17-007 Skate Nights (Jan& Feb.) Kevin A. Feb., 2018 Open
17-008 Sledding Hill Dedication Jan., 2018 Open
Invite Bald Eagle Ski Club Members to
March, 2018 meeting for shoreline
restoration project and 2018 Ski Show
17-009 Season Staff ASAP Open
Fete des Lacs -P & R Run, New
17-011 Coordinator(P. Branch) Feb., 2018 Open
Determine Location of sound system &
18-001 place in city garage Paul P. ASAP Open
Request a complete list of proposed 5 year
18-002 Park Improvement Plan Open
Following January 3, 2018 Meeting Page 2
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CHAPTER 31.- DEPARTMENTS, BOARDS, COMMISSIONS AND COMMITTEES
Section
31.01 Establishment of Planning and Zoning Commission and Parks and Recreation Committee
31.02 Bylaws for committees
§31.01 ESTABLISHMENT OF PLANNING AND ZONING COMMISSION AND PARKS AND
RECREATION COMMITTEE.
(A)This section establishes a City Planning and Zoning Commission, and a Parks and Recreation
Committee. The purpose of these Committees is advisory and they may make recommendations to the
City Council for consideration regarding matters relating to this Committee.
(B)For the purpose of this chapter,the terms Commission and Committee are used interchangeably. Policy
refers to Commissioners and Committee Members alike.
Ord. #72, adopted 1211912002, Ord. 2A#23, amended 1211012008
BYLAWS FOR COMPUTTEES.
(A)Authority. The Committee has the authority to conduct investigations and to make recommendations;
however, it may not make decisions on behalf of the Council. Committees are subject to the same rules
as the City Council under the open meeting laws. The Council's final decision,however, and not the
Committee's recommendation, binds the city. The Committee may not enter into a contract, employ
workers or authorize expenditures.
(B)Eligibility. Any resident of the city is eligible to apply as a Committee Member. This individual is
welcome to serve on one committee at a time.
(C)Appointments.
(1) Each member of the Committee will be appointed by the City council via a letter of interest
submitted to the City Administrator. This letter will be received by the City Administrator no
later than November 1 of each year. This same action will take place if a vacancy should
happen. On an annual basis,the City Administrator would ascertain those who desire to remain
on the Committee.
(2) Seven members shall be appointed toe City Committee.
(D)Appointment ofofficers. At the first meeting of the year,the Committee will appoint by majority vote a
Chair and a Vice-Chair.
16 1
(E) Officere'duties.
(1) (a) The Chairperson shall preserve order, enforce the rules of procedure herein
prescribed and determined without debate,subject to the final decision of the
Commission/Committee on appeal,all questions of procedure and order. The
Chairperson will also give leadership; sign reports;write correspondence to be signed by
either the City Administrator or the Mayor; compile or assist in the preparation of the
agenda as authorized by the Committee; and appoint task forces as authorized by the
City Council,
(a) The Vice-Chairperson shall support and assist the Chairperson;preside over the
Committee meetings in the absence of the Chairperson; and fill the office of the
Chairperson if a vacancy should arise.
(2) Any Committee Member may appeal a decision of the Chair. To do this, a Committee Member
states, "I appeal the decision of the Chair,"immediately after the Chair announces the decision.
Recognition from the Chair is not necessary when making an appeal. The appeal must be
seconded, is debatable and cannot be amended.After the debate,the Committee votes on the
Chair's decision. A majority of"yes"votes upholds the decision of the Chair and a majority of
"no"votes overrule the decision. A tie vote sustains the ruling. The Chair may vote to uphold
his or hero ruling. If no one appeals a ruling as soon as the Chair makes it, it becomes the
rule of the Cornmittee.
(F)Meetwgz
(1) Regular meetings, Regular meetings of the Committee shall be held on the same day of each
calendar month at the same time, set by the Committee and approved by the Council. Any
regular meeting falling upon a holiday shall be rescheduled by the Committee for an alternative
date,with enough time to be properly noticed to the public. The Administrator shall maintain a
schedule of regular meetings. This schedule shall be available for public inspection during
regular business hours at the Administrator's office, All meetings, including special emergency
meetings,shall be held at City Hall unless otherwise specifically noticed.
(2) Special meetings. Any three members of the Committee may call a special meeting of the
Committee upon at least 72 hours' written notice to each member of the Committee and
Administrator. This notice shall be delivered personally to each member, or left at the member's
place of residence. Similar written notice shall be mailed at least three days prior to the meeting
date to those who have requested notice of special meetings. This request must be in writing and
filed with the Administrator, designating an official address where notice may be mailed. The
request will be valid for one year.
(3) Emergency meetings.
(a) Any three members of the Committee may call an emergency meeting of the Committee
when circumstances require the immediate consideration of the Committee.
17
(b) Notice may be in writing personally delivered to Committee members or may be in the
form of personal telephone communication. Notice must include the date,time,place
and purpose of the meeting. Where practical,the Administrator shall make an effort to
contact news-gathering organizations that have filed a request to receive notice of special
meetings.
(G)Public notice and open meeting.
(1) Public notice. The Administrator must post written notice of the date,time,place and purpose of
the meeting on the City Hall bulletin board. Notice of meetings must be posted at least three
days before the date of the meeting.
(a) When the performance of an act is ordered within a fixed period of time,the time is
computed as excluding the first day and including the last day of the prescribed or fixed
time period,unless the last day falls on a Saturday, Sunday or legal holiday. For
exarnple, if a meeting is scheduled fora Thursday,notice has to be given on Monday to
meet the three-day notice provision® In this scenario, Tuesday is day one, Wednesday is
day two and Thursday is day three. Monday is not included in the time computation.
Similarly, if a special meeting is planned for Monday,notice must be given on Friday,
Saturday and Sunday are included in the time computation since they are not the last day
of the fixed period.
(b) If the Committee meets where a quorum is in attendance,the city must make public
notice.
(2) Open meeting law. Under the Minnesota Open Meeting Law, all city committee meetings must
be open to the public.
(a) The open meeting law serves three vital purposes:
1. To prohibit actions from being taken at a secret meeting where the interested
public cannot be fully informed of the decisions of public bodies or detect
improper influences;
2. To ensure the public's right to be informed; and
T. To give the public an opportunity to present its views.
(b) The law prohibits the use of telephone conversations,e-mail or letters in a decision-
making process among a quorum of members designed to avoid an open meeting.
(c) Any person who intentionally violates the open meeting law is subject to personal
liability in the form of a civil penalty. The public body may not pay the penalty.
18
(H)Mmurez. The Committee must keep a full and accurate record of its actions at every Committee
meeting. The Administrator records the Committee proceedings in a minute book. In the absence of the
city staff member to take the minutes,the Committee should delegate the duty of taking minutes for that
meeting.
(1) The minutes should be written in language and in to the average citizen understands.
(2) If the Committee finds a mistake in the minutes of the previous meeting,the minutes will be
corrected during the current meeting and reflected in the minutes.
(3) Once the Committee has formally approved the minutes of any meeting,the minutes should not
be changed and any circumstances.
(4) Minutes are official papers of the city. Minute books are public records, shall be kept on file
with the Administrator and must be available for public view at any reasonable time.
(5) The following information should be included in the minutes:
(a) The time and place of the meeting;
(b) The members present;
(c) A summary of all decisions made by the Committee, including a copy of each motion
exactly as stated,whether or not the motion had a second and, if the motion was
seconded,whether or not the Committee adopted it, and the names of the people who
made and seconded the motion; and
(d) Tbc names of the Committee Member who voted either for or against each motion.
(1) Order of biwinevse Each meeting of the Committee shall convene at the time and place appointed.
(1) Committee business shall be conducted in the following order:
(a) Call to order;
(b) Approval of agenda;
(c) Awards/presentations/appearances;
(d) Public hearings;
(e) Committee business;
(f) Consent agenda;
(g) Approval of Committee minutes;
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(h) Announcements/updates; and
(i) Adjournment.
(2) The order of businessinay be varied by the presiding officer, but all public bearings shall be held
at the time specified in the notice of the hearing.
(3) The Chairperson/staffliaison shall prepare an agenda of business for each regular Committee
meeting and file a copy in the office of the Administrator. The agenda shall be prepared in
accordance with the order of business and copies shall be delivered to each Committee member
and to others as far in advance of the meeting as time for preparation will permit. No item of
business shall be considered unless it appears on the agenda for the meeting or is approved for
addition to the agenda by majority vote of the Committee present.
(4) (a) The Chairperson/staff liaison shall see that at least one copy of printed materials
relating to agenda items is available to the public in the meeting room while the
Committee considers the subject matter.
(b) The agenda item shall not be considered unless this provision is complied with.
(c) This section does not apply to those materials that are classified as other than
public under the Minnesota Data Practices Act or materials from closed meetings.
Motions.
(1) Generally. The Committee transacts business through motions made by Committee Members.
These motions are seconded, and subsequently passed or rejected by Committee vote.
(a) The Committee Member states his or her motion(usually in the following form:
"I move . > . [text of the motion]"). The Committee Member making a motion
does not need to favor it or vote for it. The Committee Member may wish to put
the issue before the Committee so a decision can be made.
(b) Another Committee Member then seconds the motion by saying: "I second the
motion."
(c) The Chair recognizes the motion and opens the pending motion to discussion. The
presiding officer calls for the vote at the end of the discussions and announces the
result of the vote.
(2) Motion to reconsider. This motion enables a Committee to set aside a vote it previously took,
and to reconsider the matter as though it had not voted on the issue. Only a person who
originally voted on the prevailing side ay move to reconsider. Make the motion by saying, "I
move to reconsider. . . [stating the motion to be reconsidered]." The Committee may debate the
motion. If the Committee passes the motion to reconsider, it must then reconsider the original
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motion and take another vote. If the Conunittee defeats a motion to reconsider,no further action
is necessary.
(3) Motion to postpone indefinitely. There is an important difference between the motion to
postpone indefinitely and the motion to postpone temporarily. 'Me motion to postpone
temporarily is more commonly called a motion to"lay on the table" or"to table." The motion to
postpone postpones consideration of the motion until some undetermined, future time. The
Committee may consider a tabled motion whenever a majority of the members decide to do so.
A motion to postpone indefinitely,however, is the equivalent to a negative vote on the main
motion, Thus,the issue can be raised again only by a motion made by someone on the prevailing
side of the vote since, unless someone changes his or her mind, the motion to postpone will once
again prevail.
(4) Motion to limit debate. A Committee may limit debate by placing a time limit on debate, such as
a limit of three minutes to consider a particular motion; or limiting the number of people who
may speak for and against a certain motion, such as a limit of three speakers in favor and three
speakers opposed.
(5) Motion to amend. Committee Members may offer amendments to a main motion at any time. In
addition, it is possible to amend an amendment currently under consideration. Beyond this,
Committee Members can offer no further amendramits. When a member has made a motion to
amend,the vote on the amendment must precede the vote on the original motion. After the
Committee has accepted or rejected the amendment,, another vote on the original motion is
necessary.
(6) Motion to substitute. This is a motion to replace one motion with another on the same subject.
A Committee Member may move to substitute a main motion or an amendment to a main
motion. One form for making a substitute motion is to say, 'T wish to introduce the following
substitute motion . . . [present the substitute motion]." When a substitute motion is before the
Committee,the Committee must decide which of the two motions,the original motion or the
substitute motion,to consider.The Committee must vote on the question. A"yes"vote favors
considering the substitute motion. A"no" vote favors considering the original motion. The
Committee must then discuss and vote on the selected motion.
(K)Quorum. At all Committee meetings,a majority of the appointed members shall constitute a quorum for
the transaction of business, but a smaller number may adjourn from time to time.
(L) Voting, The votes of the members on any questions may be taken in any manner which signifies the
intention of the individual members, and the votes of the members on any action taken shall be recorded
in the minutes. Any member that is present but does not vote,the minutes as to that member's name
shall be recorded as an abstention.
(M) Council liaison. The Committee may request from the Council a liaison to attend their meetings.
Council may elect to appoint a Council Liaison to the Committee. The liaison will act as a
communicator to and from the Council/Committee.
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(N)Removalfrom Committee participation. Any member of the Committee may remove himself or herself
from participation in the Committee by a letter of resignation being submitted to the City Administrator.
Any member of the Committee may be removed by Council.
(0)Attendance. Any member who fails to attend three consecutive or four meetings in one year will be
removed by the City Council,
(P) Compensation. All Committee Members shall serve without compensation unless a stipend has been set
by Council for meeting attendance and at the Council's pleasure.
(t ) et. On or before the end of July,the Committee shall submit to Council a budget request for
anticipated expenditures for the upcoming year.
(R)Expenditures.
(1) The Committee is not allowed to expend firads,order any items or contract with vendors for
services.
(2) All requests will be forwarded to the City Administrator for Council approval and subsequent
ordering by city staff. The Finance Director will submit to the Committee a report setting forth
in detail a complete report of all expenditures incurred during the year.
(S)Rqferral and reports. Any matter brought before the Committee for consideration will be acted on
promptly and forwarded to Council for consideration.
(T)Ethics Policy. Committee members shall be subject to the City of Centerville Ethics Policy.
(U)Incompatible offices. If a Committee Member receives a certificate of election to the City Council or
Mayor's office,the individual is considered to have resigned from the Committee.
DOAmendesent ofrules. The city reserves the right to change the provisions of these bylaws from time to
time without notice.
Ord. #72, adopted 1211912002, Ord. El#23, amended 1211012008
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