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11.0. PRSR 01 11 2017 r)161C)* Elk Request for Action River To Item Number Parks and Recreation Commission 11 Agenda Section Meeting Date Prepared by Work Session January 11,2017 Michael Hecker,Parks and Recreation Director Item Description Reviewed by Parks and Recreation Commission By-laws Cal Portner, City Administrator Reviewed by Action Requested Review of By-Laws for the Parks and Recreation Commission Background/Discussion It was recently recommended that Boards and Commission should have current By-laws. By-laws outline the purpose and function of each Commission. The most recent By-laws-laws for the Parks and Recreation Commission were last approved in February 1999. Staff has reviewed those By-laws and found them to be outdated, so a new set of By-laws that accurately reflect current city ordinances have been developed. Once the By-aws have been reviewed by the Commission, they may become adopted at a regular Parks and Recreation Commission regular meeting. City guidelines recommend that By-laws be reviewed every three years. Financial Impact None Attachments • Parks and Recreation Commission By-Laws Draft 1-1 / E ® EI IT NATURE BY-LAWS OF THE ELK RIVER PARK AND RECREATION COMMISSION ARTICLE I - NAME AND AUTHORITY 1. Name The name of this organization shall be the Elk Rive 'ark and Recreation Commission. r� �3 2. Authority This commission is established and authorizatio lk River Code of Ordinances Chapter 2, Article 5, D •n 3 Parks and Recr •n Commission. ARTICLE II - PURPOSE AND FON 1. Purpose The Park an, ;,,Comma on -stablished to review and make reco ndatioa 1 the cit ti cal on th- -velopment and organization of the city par , d th!Q y recreat .programs. The scope of the commission sh. � , t of a• ii���< ;f�� ounce :arding matters relevant to the park func ;� of the a'l=i mmission shall participate in the nning for • , •pm nd acqu ins of parks and recreation programs. 2. Fun A. The E ,,,11,I.Nter Par d Recreation Commission shall prepare, hold hearings on and r:'"11:1.'9'..,r o the city council such plans, programs and policies as it deems necE o carry out the purposes of this division. Such powers shall include, but not be limited to,the study of and recommendation to the city council on the following: i. Land acquisition for park and recreation purposes. ii. Plans for and major improvements in city parks. iii. Rules and requirements for conduct of and in parks and recreation facilities. iv. Plans and programs relating to the design and programming of city parks. v. Proposed amendments in the recreation section of the city growth management plan. Page 1 of 7 vi. Development of a comprehensive city park and recreation plan and making recommendations on the implementation of this plan. vii. Assisting in the promotion of city parks. viii. Conducting periodic inspections of city parks and reviewing existing situations and making recommendations on improvements of city parks and recreation programs. ix. Discouraging the vandalism of city parks. x. Working with a variety of organizations in ensuring the offering of any appropriate array of recreation opportunities for the youth and adults of the city. xi. Work with the city street/park super ,•ent to ensure the proper maintenance and development of arks and park facilities. xii. Work with the city administrate . r ensuring that appropriate park properties in the city a •'e' .ine• e city during the city development platting pr•, xiii. Any other plans and pr s as may be asst „,, by the city council from time to time. B. The commission shall •e consider _ k board under s e law and shall have no powers - or lease employ personnel, or enter into contracts or leases, n -C" , .r powethorized for a park board by state law. C. Commi` ers sha - famil , •city co,- d the city Comprehensive Plan as it ,-d to ! ks and re 4 tion and the Parks and Recreation - Plan. ARTIC - MEMS IP, 'ENSATION AND TRAINING 1. Memb • 'p x`` A. The Corn pion sh ll consist of seven members appointed by the city council. Anontment to city residents shall be given preference, but residency by itself shall not be a disqualification for appointment. B. A member of city council shall be a non-voting member of the commission and will act as a liaison between the Park and Recreation Commission and city council. Page 2 of 7 2. Compensation Commissioners shall serve without pay but may be reimbursed for actual expenses incurred while performing duties as a park and recreation commissioner. 3. Training Commissioners are encouraged to take training courses offered by the city, state, and other governmental units and agencies, and the city council shall budget for the reimbursement of expenses incu w training each year. ARTICLE IV—TERMS AND VACANCIES 1. Terms Terms of office are for three years an. . r h 11 end on t` t day of February; however, corn ..ners shall •, ice until their su =ssor has been appointed. The term ': K,=o issioner II be staggered so that no more than three terms of office e e " ime. rz 2. Vacancies ' a • A. Vacancie I be fi by the k ouncil for the remainder of the term. %F all i ��-� •late � � r ' ;*pt of a resignation or when advised of a vacanc , ify c C. '-uld a resign. n be i itted to staff,they will immediately notify the ch. nd city co Fre.I. ARTICLE V—OFFIC ' .F• DUTIES 1. Officers A. Officers of the Park and Recreation Commission shall consist of a chair, vice- chair and secretary which are voted in by a majority vote at the commission's first regular meeting in March of each year. B. If a vacancy occurs in the chair office,the vice-chair shall assume the chair's duties for the remainder of the year and a new vice-chair shall be elected by the commission at the next scheduled commission meeting. Page 3 of 7 C. A vacancy occurring in the vice-chair or secretary office shall result in an election by the commission at the next scheduled commission meeting. 2. Duties A. Chair i. Preside and preserve order at all meetings of the commission. ii. Calls special meetings of the commission in accordance with the Section 2-235 of the city's Code of Ordinances. iii. Sign documents of the commission. iv. See that all actions of the commissio properly taken. v. Work with city staff to set monthl ging agendas. vi. Provide orientation to all new ners as soon as possible. vii. Perform all other duties and . ions ed by the commission or the city council. viii. Be familiar with Robe es of Order andesota Open Meeting law. B. Vice-Chair i. Assume the du ' chair in absence. C. Secretary •uties o - 'Se a of both the chair and chair '4148 ARTIC � k, '° �A � P A • A corn •n member fi` be e'• ted to maintain a suitable attendance record. Attendanc- 'tai to boar• rvice -.city council expectations. Because attendance is important, cit, , ncil has a gated the following attendance policy: Members sh: - . � , atically removed for lack of attendance. Lack of attendance is as a failure to attend three(3)meetings or at least two- thirds of the meetings (including regular and special meetings)scheduled during a rolling 12-month period. Participation for less than three-fourths of a meeting shall be the same as a failure to attend a meeting. Members removed pursuant to this paragraph shall not continue to serve on the Park and Recreation Commission and such removal shall create a vacancy. A member may appeal the termination by requesting a hearing before the City Council within 10 days of notice of termination. A standard commission attendance form shall be used by all commissions for the staff liaison to record attendance. The Office of the City Clerk shall forward the Page 4 of 7 attendance record to the City Council at the end of each June and December for the Council to review. Commissioners shall notify the staff liaison of planned absences 72 hours prior to the meeting missed. ARTICLE VII- QUORUM AND CONFLICTS OF INTEREST 1. Quorum A quorum shall consist of a majority of the sitting members. 2. Conflict of Interest �y,fd�r ,fir Commissioners shall comply with the ci flict Tterest policy. Any commissioner who feels that he or s• y appear t• , e, or in fact has, a conflict of interest on any matter €, ' on the Park an• eation Commission agenda shall voluntarily excuse him :b •r herself vacate t eat and refrain from discussing and voting on said ite ARTICLE VIII - MEETINGS 1. Regular Meetin , Regular meeting • he secon ednesday of every month at 6:30 pm at Elk River Hall u o "t °� - •oste 2. Si Meeting Specia ir� tings may • IIed • •e chair as needed. Notice of the time and place of any sp meeting s .be communicated to the members and publicly noticed at least three piness d •rior to the meeting. Special meetings may or may not have actionable = s./ 3. Work Sessions Work Sessions may be called by the chair as needed and will be before or following a regular meeting. Work sessions do not have actionable items and are open to the public. 4. Public Hearings Public hearings are very infrequent and are posted as part of a regular meeting.They follow specific protocol different than the Open Forum agenda item. Page 5 of 7 5. Protocol A. All meetings follow Minnesota statutes on open meeting law. B. Robert's Rules of Order, latest revised edition, governs the parliamentary procedure. C. Meetings are open to the public. D. In addition to providing the agenda packet to co, ; 4 sioners,the staff liaison will provide copies of the agenda, minutes from t, =vious meeting and backup documentation to the city administrator, - 1 ; •ark planner, ice arena manager, parks superintendent and m i `": Supp• aff. ARTICLE IX-STAFF SUPPORT s' 1. Staff Liaison A. A city appointed staff Iia ' •rd atte ce and minutes of each meeting an• •• . e a perm. nt fi minute hich shall be available to the publ of Elk < �-r w , B. The staff :•n will ' F •vide ma Is pertinent to a commission meeting in •ce ofIlow c. issioners time to review and prepare. '•eographe A _rapher wi .it the ,sting which shall be made available to the public on th of Elk Riv, ebsite.' 3. Parks and R -ti.-- anagement The Parks and Recreation Director and/or the Recreation Manager will attend the meetings to update the commission on department activities and provide answers to any questions discussed during the meeting. ARTICLE X-AMENDMENTS TO BYLAWS 1. Any changes to the Bylaws will be reviewed and approved by the Parks and Recreation Commission and filed with the City Clerk's office. Page 6 of 7 , 2. These bylaws shall become effective upon adoption by the Parks and Recreation membership Commission. 3. These bylaws may be amended at any regular meeting by a majority vote of the provided that the amendments) has (have) been submitted in writing at the previous regular meeting. Adopted on this day of , 2 Chair, Elk River Parks and Recreation Commission . 0 re Page 7 of 7