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7.a)2) Update Bylaws cG�� � �.. V `� � � SCANDIA Staff Renort Date of Meeting: December 18, 2012 To: City Council From: Kristina Handt, City Administrator Re: Parks and Rec Committee Bylaws Agenda Item#: 7.a) 2) Background: At their December 3`d meeting,the PRC discussed revisions to their Bylaws to make the committee function more efficiently. Issue: Should the PRC Bylaws be amended? Proposal Details: The PRC is recommending changes to the Bylaws to include an order of business, a deadline of seven days before the meeting for the agenda to be available in the clerk's office and that agenda materials be available at the meeting. The proposed order of business is consistent with past practice but does allow for the presiding officer to change the order,if necessary. Establishing a seven day time period before the meeting to have the agenda complete will allow staff time to prepare staff reports to accompany each agenda item. No item of business will be discussed except what which appears on the agenda or is approved for addition to the agenda at the meeting by a majority of the PRC members. Options: 1) Approve the amendment to the PRC Bylaws. 2) Approve additional or other amendments to the PRC Bylaws. 3) Make no changes to the PRC Bylaws. Recommendallon: Option 1. City of Scandia Parks & Recreation Committee Bylaws Approved by the City Council June 19, 2012 Section 1. Name. The name of this Committee is the Scandia Parks and Recreation Committee, hereinafter called the SPRC. Section 2. Purpose. The purpose of the SPRC is to advise the Scandia City Council on all matters relating to a park and recreation progam in the city, as described in Attachment A, Duties and Functions of the Scandia Park and Recreation Committee, approved by the City Council on February 20, 2007 and as may be amended by the Council from time to time. Section 3. Membership. The SPRC is made up of Scandia residents appointed by the City Council according to the requirements of Section 8 of Ordinance No. 125. Section 4. Officers and Duties. The SPRC shall have a chair and vice-chair. The term of office shall be one year. Election of officers will be held at the first meeting of February of each year. Appointment of the chair and vice chair is subject to approval by the City Council. The duties of the officers and members are as follows: A. Chair 1. The chair shall organize, convene and chair all meetings of the SPRC. 2. The chair will set and prepare the agendas for meetings. 3. The chair will lead the development of a committee work plan, implementation of the long-range plan and list of annual priorities for approval by the Committee and by the City Council. 4. With the consent of the members and subject to approval by the City Council,the chair may create subcommittees and appoint SPRC members to those subcommittees. 5. The chair shall act as liaison between the City Council and the SPRC,reporting to the Council on activities as needed (quarterly,bimonthly etc.). 6. The chair shall coordinate the need for staff support of the SPRC with the City Administrator. 7. The chair shall represent the Committee as needed in dealings with outside agencies and organizations on matters pertaining to Park and Recreation activities. B. Vice-Chair 1. The vice-chair shall act as an aide to the chair in fulfilling his/her duties as chair. 2. In the absence of the chair,the vice-chair shall assume the duties of the chair. C. General Membership Responsibilities. All SPRC Members are responsible to: 1. Attend and participate in regular and special meetings in order to carry out the mission and duties of the committee; 2. Express oneself, clearly and concisely,both orally and in writing, with tact, diplomacy and good judgment; 3. Establish and maintain effective public relations when representing the Committee; 4. Have an understanding that they represent all Scandia residents and make recommendations on their behalf,to the best of their ability; and 5. Participate in any subcommittees to which they may be appointed. 6. If a member fails to attend meetings, fails to fulfill their responsibilities, or violates these bylaws, the SPRC may recommend that the City Council replace the member. Section 5. Meetings. A. Regular Meetings. Regular meetings will be held on the first Monday of each calendar month at 7:00 p.m. Any regular meeting falling upon a holiday shall be held on the next following Monday at the same time and place,unless otherwise determined by a majority vote of the SPRC. Meetings shall be held at the Scandia Community Center, 14727 209`h Street North,unless notice of the alternate location is given to the members and the public at least 72 hours in advance of the meeting. B. Special Meetings. Special meetings of the Committee may be called at any time by the chair or the vice-chair, in the chair's absence with 72 hours advance notice to the public and to members. C. Quorum/Voting. A majority of the number of officially appointed members shall constitute a quorum. A majority of the entire membership shall decide all issues. Conduct of ineetings shall be based on Robert's Rules of Order,Newly Revised, l Otn Edition. D. Public meetings. Except as otherwise provided in the open meeting law, all SPRC meetings, including special or sub-committee meetings, shall be open to the public. Public notice of ineetings shall be given by posting committee agendas at the Community Center at least 72 hours prior to the meeting. E. Minutes of ineetings. Minutes of each SPRC meeting shall be prepared by the City Clerk or his/her designee and delivered to each member of the SPRC within 14 days of each meeting. At the next regular meeting following such delivery, Chair 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 SPRC. If there is an objection,the SPRC shall vote upon the addition or corrections. If there are no additions or corrections, the minutes shall stand approved. Section 6. Order of Business. A. . Order established. Each reQular meetin�of the SPRC shall convene at the time and place appointed SPRC business shall be conducted in the followin�order: 1. Call to Order 2. Public Forum 3. Approve Agenda 4. A�prove Minutes 5. Reports 6. Old Business 7. New Business 8.Items for next a e� 9. Adjournment. B. Varving order. The order of business may be varied by the presidin�officer. C. A�enda. The clerk shall prepare an a�enda of business for each regular SPRC meetin�,and file a copv in the office of the clerk not later than seven calendar davs before the meetin .�The agenda shall be prepared in accordance with the order of business and copies shall be delivered to each SPRC member and posted at the communitvi center 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 meetin o� r is approved for addition to the a eg nda by a majority vote of the SPRC members present. D. A�enda materials. The clerk shall see that at least one copv of printed materials relating to a�enda items is available to the public in the meeting room while the SPRC considers their subject matter. The a�enda items shall not be considered unless this provision is com�lied with. This section does not apply to materials that are classified as other than nublic under the Minnesota Government Data Practices Act or materials from closed meetin�s. Section 7. Amendments. These bylaws may be amended at any regular meeting of the SPRC by a majority vote of the membership,provided that notice of the amendment has been given to all members in writing one regular meeting prior to the meeting at which the amendment will be voted. These bylaws and amendments thereto are subject to approval by the City Council.