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HomeMy WebLinkAbout2002-09-30 CC WS Packet COUNCIL WORKSESSION MONDAY, SEPTEMBER 30,2002 6:30 P.M. L CALL TO ORDER 1. Roll Call II. APPROVAL OF AGENDA m. A W ARDS/PRESENTATIONS/APPEARANCES IV. PUBLIC HEARINGS V. COUNCIL BUSINESS 1. Standardized Committee/Commission By-Laws VL CONSENT AGENDA VII. APPROVAL OF COUNCIL MINUTES VIIL ANNOUNCEMENTS/UPDA TES IX. ADJOURNMENT ~ STATE OF MINNESOTA COUNTY OF ANOKA CITY OF CENTERVILLE PROPOSED ORDINANCE #72 AN ORDINANCE ESTABLISHING BY-LAWS/RULES FOR THE ORGANIZATION AND PROCEDURES OF TIlE (Committee/Commission) The Council of the City ofCenterville ordains: The purpose of the (Committee/Commission) is advisory and may make recommendations to the City Council for consideration regarding matters relating to (Committee/Commission). Section 1. Eligibility Any resident of the City of Centerville or business owner operating an active business within the City of Centerville are eligible to apply as a Committee/Commission member. This individual is welcome to serve on a Committee/Commission at one (1) time. S~tion2. Appoirnmerns Each member of the Committee/Commission will be appointed by the City Council via a letter of interest submitted to the City Administrator. The Committee/Commission's will r~eive same and make a r~ommendation to Council. This same action will take place if a vacancy should happen. On an annual basis the City Administrator will receive a letter of interest from remaining on the Committee/Commission if an active member desires to remain on the Committee/Commission and same will be forwarded to Council for consideration. This letter will be r~eived by the City Administrator no later than November I of each year. Section 3. Appointments of Officers At the first meeting of the year the Committee/Commission will appoint by majority vote a Chair and a Vice Chair. The Chair and Vice Chair will serve for a period of one (1) year and may not serve con~utively in their same capacities. Section 4. Officers Duties The Chairperson shall preserve order, enforce the rules of procedure herein prescribed and determined without debate, subject to the final decision of the Commission/Commission on appeal, all questions of procedure and order. Except as otherwise provided by statute or by these rules, the proceedings of the Committee/Commission shall be conducted in accordance with Robert's Rules of Order. The Chairperson will also give leadership; sign reports, write correspondence; compile or assist in the preparation of the agenda as authorized by the Committee/Commission; and appoint task forces as authorized by the City Council. The Vice Chairperson shall support and assist the Chairperson; preside over the Committee/Commission meetings in the absence of the Chairperson; fill the office of the Chairperson if a vacancy should anse. I. Appeal Any member may appeal to the Committee/Commission from a ruling of the presiding officer. If the appeal is seconded, the member may speak once solely on the questions involved and the presiding officer may explain his or her ruling, but no other Committee/Commission member shall participate in the discussion. The appeal shall be sustained if it is approved by a majority of the members present. 2. Rights of the Presiding Officer The presiding officer may make motions, second motions, or speak on any question except that on demand of any Committee/Commission member the presiding officer shall pass the Chair to another Committee/Commission member to preside temporarily. Section 5. Meetings Regular Meetings 1. Regular meetings of the (Committee/Commission) shall be held on the @ID'l of each calendar month at (time) p.m. Any regular meeting faIling upon a holiday shall be held on the next following business day at the same time and place unless the Committee/Commission has taken action prior to re-schedule for an alternative date. The City Clerk shall maintain a schedule of regular meetings. This schedule shall be available for public inspection during regular business hours at the City Clerk's office. All meetings, including special emergency meetings, shall be held at City Hall unless otherwise specifically noticed. Special Meetings 2. Any three (3) members of the Committee/Commission may call a special meeting of the Committee/Commission upon at least 24 hours written notice to each member of the Committee/Commission and City Clerk. This notice shall be delivered personally to each member, or left at the member's usual place of residence with some responsible person. Similar written notice shall be mailed at least three days prior to the meeting date to those who have requested notice of such special meetings. This request must be in writing and filed with the City Clerk:, designating an official address where notice may be mailed. Such request will be valid for one (1) year. Emergency Meetings 3. Any three (3) members of the Committee/Commission may call an emergency meeting of the Committee/Commission when circumstances require the immediate consideration of the Committee/Commission. Notice may be in writing personally delivered to Committee/Commission members or may be in the form of personal telephone communication. Notice must include the date, time place, and purpose of such a meeting. Where practical, the Clerk shall make an effort to contact news-gathering organizations that have filed a request to receive notice of special meetings. Section 6. Public Meetings Except as otherwise provided in the open meeting law, all Committee/Commission meetings, including special, emergency, and adjourned meetings are open to the public. Section 7. Minutes Minutes of each Committee/Commission meeting shall be kept by the Clerk or in the Clerk's absence, the Deputy Clerk. In the absence of both, the presiding officer shall appoint a secretary pro tern. Meetings will be either audio or video taped and will not be destroyed until an approved, typed version has been approved by the Committee/Commission. All Public Hearings will be cablecasted along with minutes of the same meeting. 1. Approvals The minutes of each meeting shall be reduced to typewritten/electronic form, shall be signed by the person who transcribed them, and copies shall be delivered to each Committee/Commission member and Council members as soon as practicable subsequent to the meeting. At the next regular meeting following such delivery, approval of the minutes need not be read aloud, but the presiding officer shall call for any additions or corrections. If there is no objection to a proposed addition or correction, it may be made without a vote of the Committee/Commission. If there are no additions or corrections, the minutes shall stand approved. Section 8. Order of Business Each meeting of the Committee/Commission shall convene at the time and place appointed. Committee/Commission business shall be conducted in the following order: I. Call to Order 2. Public Hearings 3. Appearances 4. Old Business 5, New Business 6, Discussion Items 7, Consideration of Minutes 8, Adjournment The order of business may be varied by the presiding officer, but all public hearings shall be held at the time specified in the notice of the hearing, The Chair person/staff liaison shall prepare an agenda of business for each regular Committee/Commission meeting and file a copy in the office of the Clerk. The agenda shall be prepared in accordance with the order of business and copies shall be delivered to each Committee/Commission 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 a unanimous vote of the Committee/Commission present. The Chairperson/staff liaison shall see that at least one (1) copy of printed materials relating to agenda items is available to the public in the meeting room while the Committee/Commission considers their subject matter. The agenda item shall not be considered unless this provision is complied with. 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. Section 9. Quorum and Voting Quorum At all Committee/Commission meetings a maJonty of the appointed members shall constitute a quorum for the transaction of business, but a smaller number may adjourn from time to time. 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. Section 10. Committee Liaison The Committee/Commission will determine a member that will at least once every month attend City Council meetings to report the Committee/Commission's progress and active issues, This liaison position may be rotated amongst the membership. Section 11. Committee/Commission Logo If desired, the Committee/Commission may elect to create a Logo that may be used for forms of communication and identify the Committee/Commission at a glace for the general public. Section 12. Removal from Committee/Commission Participation Any member of the Committee/Commission may remove themselves from participation in the Committee/Commission by a letter of resignation being submitted to the City Administrator. Any member of the Committee/Commission may be removed by Council motion for cause duly found. Section 13. Compensation All Committee/Commission members shall serve without compensation unless a stipend has been set by Council for meeting attendance and at the Council's pleasure. Section 14. Budget On or before the first day of July, the Committee/Commission shall submit to Council a budget request for anticipated expenditures for the upcoming year. Section 15. Expenditures Expenditures of the Committee/Commission shall be within amounts appropriated by the Council. The Committee/Commission is not allowed to expend funds or order any items. All requests will be forwarded to the City Administrator for ordering. The Finance Director will submit to the Committee/Commission a report setting forth in detail a complete report of all expenditures incurred during the year by January I. Such report will be approved by the Committee/Commission and forwarded to Council for review. Section 16. Referral and Reports Any matter brought before the Committee/Commission for consideration will be acted on promptly and forwarded to Council for consideration. Section 17. Suspension or Amendment of Rules These rules may be suspended or amended only by a majority vote of the members present and voting. Mayor Attested City Clerk