Parks and Recreation Commission Rules and Procedures
ELK RIVER PARK AND
RECREATION
COMMISSION
RULES AND
PROCEDURES
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Article I. Introduction: .................................................................................................... 3
Section 1. Purpose ...................................................................................................... 3
Section 2. Application of Rules and Procedures .......................................................... 3
Article II. Offices and Duties: ......................................................................................... 3
Section 1. Offices Designation .................................................................................... 3
Section 2. Recording of Meetings ............................................................................... 3
Section 3. Duties and Offices ...................................................................................... 3
Article III. Meetings and Hearings: ................................................................................. 5
Section 1. Notice ........................................................................................................ 5
Section 2. Meetings .................................................................................................... 5
Section 3. Workshops ................................................................................................. 5
Section 4. Meeting Records ........................................................................................ 6
Section 5. Meeting Arrangements ............................................................................... 6
5.1 Date .................................................................................................................. 6
5.2 Location............................................................................................................ 6
5.3 Additional Meetings .......................................................................................... 6
Section 6. Parliamentary Procedure ............................................................................. 6
Section 7. Preserving Order ........................................................................................ 7
Section 8. Public Hearing Agenda ............................................................................... 7
Section 9. Procedure for Public Hearings .................................................................... 7
9.1 Procedure ......................................................................................................... 7
9.2 Protocol ............................................................................................................ 7
Section 10. Communications with Public and Applicant .............................................. 8
10.1 General ........................................................................................................... 8
Section 11. Deliberation .............................................................................................. 8
11.1 Voting ............................................................................................................. 8
11.2 Conflict of Interest .......................................................................................... 8
Section 12. Orientation for New Members .................................................................. 8
Article IV. Education, Training and Conference Policy: .................................................. 9
Article V. Maintenance of Rules and Procedures: ............................................................ 9
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Article I. Introduction:
Section 1. Purpose
It is the intent of the Elk River Park and Recreation Commission to conduct its business
and perform its responsibilities and duties in an orderly, efficient, fair and lawful manner.
These rules and procedures are established for that purpose.
Section 2. Application of Rules and Procedures
Unless otherwise specifically indicated, these rules and procedures shall apply to the
transaction and administration of all Park and Recreation Commission business and the
conduct of all Park and Recreation Commission meetings and hearings.
Article II. Offices and Duties:
Section 1. Offices Designation
The Commission at its first regular meeting in March of each year shall elect a
Chairperson, Vice Chairperson and Secretary.
Section 2. Recording of Meetings
The City supplies a qualified staff member to perform all general corresponding and
recording secretarial duties for the Park and Recreation Commission. In the absence of
staff to perform recording the Secretary shall record the activities which take place during
the meetings.
Section 3. Duties and Offices
The duties and powers of the offices and the members of the Park and Recreation
Commission shall be as follows:
A. Chairperson
1. Preside over and preserve order at all meetings of the Commission.
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2. Call special meetings of the Commission in accordance with the City
Ordinance.
3. Sign documents of the Commission.
4. See that all actions of the Commission are properly taken.
5. Work with the City Staff to set monthly meeting agendas.
B. Vice Chairperson
During the absence, disability or disqualification of the Chairperson, the Vice Chairperson
shall exercise or perform all the duties and be subject to all the responsibility of the
chairperson.
C. Secretary
During the absence, disability or disqualification of the Chairperson and Vice Chairperson,
the Secretary shall exercise or perform all the duties and be subject to all the responsibility
of the chairperson. In the absence of staff to perform recording, the secretary shall record
the activities which take place during the Park and Recreation Commission meetings.
C. Commissioners
1. All commissioners shall be responsible for the collection, review and
dissemination of facts regarding an issue before them. Facts shall be gathered
in a manner consistent with Article III Section 9 of these procedures.
2. All commissioners shall be familiar with City Code, the City Comprehensive
Plan, Master Park Plan and state law regarding the operation and duties of a
Park and Recreation Commission.
3. At least one Park and Recreation Commissioner will be available at the
Planning Commission and City Council meetings, where Park and Recreation
Commission items will be discussed, to answer questions and provide
information relevant to Park and Recreation Commission decisions. If the Park
and Recreation Representative assigned to attend a City Council or Planning
Commission meeting has a differing opinion on a particular issue than was
recommended by the Park and Recreation Commission, the representative shall
notify the Chair so that an additional Commissioner may attend to present the
Park and Recreation Commission recommendation.
4. Attendance -
All Commissioners shall endeavor to be present at all Park and Recreation
Commission meetings and hearings. When members are absent from a
meeting, it may be difficult to achieve a quorum needed for taking action or
making recommendations. Commissioners who are unable to attend a
meeting shall notify the Chair or a member of City staff. Commissioners
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having four (4) absences, of which two (2) may be unexcused, in one year
will be asked to reconsider their commitment to the Park and Recreation
Commission, and/or may be asked to relinquish their remaining term.
Excused and unexcused absences shall be determined by a majority of the
Commissioners. If no response is received from the affected
Commissioner, a vacancy for the position shall be recommended by the
Park and Recreation Commission.
Article III. Meetings and Hearings:
Section 1. Notice
Notices of all meetings and hearings of the Park and Recreation Commission shall be made
in accordance with all statutory and ordinance notification requirements.
Section 2. Meetings
1. All meetings of the Elk River Park and Recreation Commission shall be open to the
public.
2. A portion of the meeting called Open Mike will be set aside for the public to bring up
issues of concern. Each speaker during Open Mike will be allowed five minutes to
present a issue. If the Chair, or, a majority of the Commissioners determine that a
particular issue requires further discussion or research, the issue may be added to the
end of the agenda, or placed on an upcoming agenda.
1. The Park and Recreation Commission shall attempt to obtain at least one joint meeting
with the City Council annually.
2. The Park and Recreation Commission shall attempt to obtain at least one joint meeting
with the Planning Commission annually.
Section 3. Workshops
Workshops and other meetings whose sole purpose is for general information and/or
educational purposes will be open to the public. Public testimony may or may not be
allowed. The Park and Recreation Commission occasionally may have “Mobile
Workshops” that involve being transported to different venues in the area.
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Section 4. Meeting Records
All minutes, evidence, exhibits, correspondence, maps, plats etc. shall be made a part of
the record, become the property of the City of Elk River and be maintained as a permanent
record in the City offices. Audio tapings of the meetings will be kept on file for a one year
period. Although Park and Recreation Meetings are not normally video-taped, any video
tapes which are made of Park and Recreation Commission meetings will be kept on file
for three (3) months. These records shall be available to the public during normal business
hours at the City Hall.
Section 5. Meeting Arrangements
5.1 Date
The Park and Recreation Commission shall meet regularly on the second Wednesday of
each month.
Other meeting dates shall be selected by the commission at their regular meetings or called
and set by the Chairperson when necessary or requested by staff, in accordance with
Section 5.3. All Commissioners will be provided with a minimum of three days notice.
5.2 Location
City Staff and Chairperson shall select a meeting location that will suit the anticipated
needs of the meeting and which shall be accessible to all. Most meetings will take place at
the City Hall.
5.3 Additional Meetings
The Chairperson may call for a special meeting at any time. Notice of the time and place
shall be communicated to the members and publicly noticed at least three (3) days prior to
the meeting.
Section 6. Parliamentary Procedure
Meetings of the Elk River Park and Recreation Commission shall be conducted using
Robert’s Rules of Order, as most recently revised.
Section 7. Preserving Order
The Park and Recreation Commission is authorized to preserve order at its meetings.
While meetings may be open to the public, no one who is noisy or unruly has a right to
remain in the meeting room and will be asked to stop the disturbing action or leave the
room.
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Section 8. Public Hearing Agenda
The City Staff and the Park and Recreation Commission Chair set the agenda for the
public hearings. The agenda may be amended by a majority vote of the Commission.
Section 9. Procedure for Hearings
9.1 Procedure
1. The City staff will furnish the Commission with all pertinent information concerning
the issue.
2. The Chairperson will open the hearing to the public.
3. City Staff will explain the issue. An applicant for a particular issue and/or a
representative may provide information.
4. Those who wish to may provide testimony or ask questions.
5. City staff, the Park and Recreation Commissioners, and/or an applicant will then have
an opportunity to answer questions.
6. After closing a hearing the Commissioners may continue to question an applicant or
other constituents who have testified.
9.2 Protocol
1. Everyone who wishes to give testimony will be allowed to do so.
2. All statements or questions should be directed to the chair.
3. The speaker shall be as factual as possible.
4. Speakers shall refrain from repeating what has already been stated, and shall not
involve personalities.
5. Each person offering testimony or asking questions will need to step up to the
microphone at the podium and give his or her name and address to the recorder.
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6. The Park and Recreation Commission reserves the right to question any speaker
during the hearing or after the hearing has been closed.
7. The City Staff shall be permitted to ask questions to clarify motions or items brought
out at the hearing.
8. Written testimony may be received.
9. While all deliberations are open to the public no additional testimony may be offered
after the close of the hearing.
10. The Chair has the right to limit discussion of an item to a reasonable time limit if
necessary which shall be established prior to opening of a hearing.
Section 10. Communications with Public and Applicant
10.1 General
The Commission shall comply with the requirement of the Minnesota Open Meeting Law.
Section 11. Deliberation
11.1 Voting
A majority of the commission members entitled to vote shall constitute a quorum for the
transaction of business.
11.2 Conflict of Interest
The Commission members shall comply with the City Conflict of Interest Ordinance. Any
member of the Park and Recreation Commission who shall feel that he or she may appear
to have, or in fact has a conflict of interest on any matter that is on the Park and
Recreation Commission agenda shall voluntarily excuse himself/herself, vacate their seat
and refrain from discussing and voting on said items as a Park and Recreation
Commissioner.
Section 12. Orientation for New Members
To assist new members in learning their responsibilities and to develop their understanding
of the planning process as quickly as possible, they will be required to:
Review procedures with City Staff.
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Review Master Park Plan.
Article IV. Education, Training and Conference Policy:
The City Council and Park and Recreation Commission of Elk River recognize and accept
the concept that the acquisition and maintenance of a body of knowledge and skills is
necessary and desirable to perform the job of the Park and Recreation Commission.
Further, both groups encourage and highly recommend periodic attendance at various
educational opportunities such as training courses, meetings and conferences offered by
the City, State, and other governmental units and agencies.
The following is the policy of the Elk River Park and Recreation Commission as it relates
to city funded educational meetings, training and conferences.
1. All education and training is subject to availability of funds.
2. Attendance at educational meetings, training and conferences is voluntary. Park and
Recreation Commission members are encouraged to attend educational meetings,
training and conferences.
3. Involvement in relevant professional organizations such as membership, office-holding,
or committee work is intended to be considered educational.
4. Park and Recreation Commission members are encouraged to participate in their
budget process and request allocations for education purposes.
5. In the event of budget constraints, the acquisition of skills and knowledge through
educational meetings, training and conferences shall have precedence of the
maintenance of same.
6. Park and Recreation Commissioners are encouraged to report on their educational
experiences to other commissioners.
Article V. Maintenance of Rules and Procedures:
Review rules and procedures annually and update as needed.
Dated: January 25, 1999
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