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7.2 MFACSR 10-10-2022 Request for Action To Item Number Multipurpose Facility Advisory Commission 7.2 Agenda Section Meeting Date Prepared by Action October 10, 2022 Tim Dalton, FTCENTER Superintendent Item Description Reviewed by MPFAC Bylaws Reviewed by Action Requested Approve by motion the Multipurpose Facility Advisory Commission Bylaws Background/Discussion Elk River City ordinance requires the MPFAC to establish bylaws for operation of the commission. Staff has prepared a draft of these bylaws with the assistance of City Attorney Peter Beck and City Clerk Tina Allard. Financial Impact Ensure the MPFAC follows the City budgetary process needed to successfully operate the facility. Mission/Policy/Goal Event Center. Attachments Draft MPFAC bylaws The Elk River Vision A welcoming community with revolutionary and spirited resourcefulness, exceptional service, and community engagement that encourages and inspires prosperity. Updated: August 2020 CITY OF ELK RIVER MULTIPURPOSE FACILITY ADVISORY COMMISSION BYLAWS ARTICLE I THE COMMISSION Section 1. Authorization. The authorization for the establishment of this commission is set forth under Chapter 2, Article V, Division 4 of the City of Elk River Code of Ordinances. Section 2. Name of the Commission. The name of the organization shall be the Multipurpose Facility Advisory Commission. Section 3. Mission. The mission of the Commission is to act in an advisory capacity regarding the operation and best uses of the Multipurpose Facility in order to best serve the residents of Elk River. Section 4. Membership. The Commission consists of nine (9) members appointed by the City Council, as defined in Article II. Section 5. Resignation. Any member wishing to resign from the Commission shall provide a written notice of resignation to the Commission Chair. The Commission Chair shall present the resignation to the Commission at its next meeting. ARTICLE II COMMISSIONERS Section 1. Commissioners. The Commission shall consist of Commissioners from the following groups: one city resident and member in good standing of the Elk River Senior Center; two members in good standing representing turf-use associations which use the facility, from Elk River Youth Football Association, Elk River Youth Baseball Association, Elk River Youth Softball Association, Elk River Youth Lacrosse Association, and Elk River Flag Football Association; two members in good standing representing ice-use associations which use the facility, including one each from Elk River Youth Hockey Association and Elk River Figure Skating Club; one sitting member of the city council; one designee of ISD #728; two at-large residents of the community with no affiliation to the former organizations for at least five years. Section 2. Non-Residents. Representatives of the ice and turf-use associations and the ISD #728 designee may be nonresidents of the city, but there shall be no more than three nonresidents of the city serving on the commission at any one time. Section 3. Exclusions. The sitting council member and the designee from ISD #728 are excluded from holding chair or vice chair positions. Section 4. Terms. Following the initial commissioner appointments, all commissioners shall be appointed for a term of three years, serving on a staggered basis. For the initial commission appointments, the city council shall assign terms of one, two, and three years for designated members. Section 5. Chair. The Chair shall preside at all meetings of the Commission and perform duties as presiding officer. The Chair shall be elected at the first meeting of each calendar year. Section 6. Vice-Chair. The Vice-Chair shall perform the duties of the Chair in the absence of the Chair. In the event that a vacancy of the Chair occurs, the Vice-Chair shall become Chair for the remainder of the vacant term. The Vice-Chair shall be elected at the first meeting of each calendar year. Section 7. Secretary. The Secretary shall prepare the minutes of the commission. The secretary shall be elected at the first meeting of each calendar year. Section 8. Vacancies. Should the office of Chair and Vice-Chair become vacant at the same time, the Commission shall elect successors at the next regular meeting, or at a special meeting called for such purpose, and such elections shall be for the unexpired terms of each office. ARTICLE III MEETINGS Section 1. Regular Meetings. The Commission shall meet no fewer than three times per year at the Multipurpose Facility. The Commission shall annually adopt a schedule of meeting, meeting times and locations at their first meeting of the year and provide the schedule to the City Council for approval. Meetings are subject to Minnesota Open Meeting Law. Section 2. Special Meetings. Special meetings may be called by the chair or by a simple majority of the sitting commission. Section 3. Attendance. Commission members shall attend all regular and special meetings. A commissioner shall be expected to maintain a suitable attendance record. Attendance requirements are outlined in the Advisory Board and Commission Policy. The commission shall review attendance requirements at the first meeting of each year. Section 4. Quorum. Five members of the Commission shall constitute a quorum for the purpose of conducting business and exercising the duties of the Commission, provided that a smaller number may adjourn from time to time until a quorum is present. Section 5. Order of Business. At meetings of the Commission, the following shall be the order of business: a. Call to Order b. Additions to and Approval of the Agenda c. Approval of Minutes d. Presentation(s)/Public Comment e. Reports f. New Business g. Old Business h. Adjournment Section 6. Rules of Order. The meetings of the Commission shall be governed by the most recent unless such Rules are suspended by consent of the Commission. ARTICLE IV DUTIES AND FUNCTIONS Section 1. The Commission shall serve in an advisory capacity to the Superintendent of the Multipurpose Facility the Parks and Recreation Director, and the City Administrator on facility matters and make recommendations on facility usage and management that may be brought to city council. Section 2. Maintain an interest in and an understanding of the function and operation of the facility. Section 3. Endeavor to secure a full understanding of needs and desires for the facility. Section 4. Review and recommend operational policies for the facility and review all policies at a minimum of every two years. Section 5. Review facility rental rates annually and recommend a fee schedule for incorporation into the budget. Section 6. Stay informed and consider all other financial aspects pertaining to facility, including the facility budget, revenues, and expenses. Section 7. Annually provide a draft capital improvement plan to the city council that includes capital replacements, repairs, and additions. The plan shall project improvements over a rolling ten- year period. The capital plan shall be completed no later than September 1 of each year. Section 8. Develop and provide a verbal annual report on the outcomes and activities of the facility to city council. Section 9. Develop a value statement and a mission statement for the commission. Review each statement annually and amend as so desired. Section 10. Serves as a conduit to the public to gain feedback on the effectiveness of the facility and services provided. Holds at least one annual public hearing to receive community comments regarding the operation, use, and future development of the facility. Section 11. The commission shall recommend a budget that balances facility revenue and expenses. The budget will include projected revenue, expenses, transfers, and capital improvements. The budget shall be completed no later than August 1 of each year. Section 12. Perform other duties and functions as needed. ARTICLE V AMENDMENT OF BYLAWS Section 1. These bylaws may be altered or amended by a majority vote of the Commission at any regular meeting of the Commission at which a quorum is present.