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9.f) Amendment to Ordinance 91, Rules for Organization and Procedures of the City Council s Meeting Date: 1/18/2011 Agenda Item: � � L City Council Agenda Report City of Scandia 14727 209t" St. North Scandia, MN 55073 (651) 433-2274 Action Requested: Adopt Ordinance No. 125, an Amendment to Ordinance No. 91, Rules for Organization and Procedures of the City Council. Deadline/ Timeline: N/A Background: • At the January 11, 20l 1 work session, the Council reviewed Ordinance No. 91 and directed staff to prepare an amendment for consideration at the January 18 meeting. • The first amendment is to Section 1, regarding meetings. The Council would no longer hold a meeting concurrent with the Planning Commission. The Planning Commission would meet independently on the first Tuesday of the month at 7:00 pm. The Council would hold a work session meeting on the second Tuesday of the month at 6:30 p.m. The work session could be cancelled if there is no business to come before the Council. Recommendations made by the Planning Commission on the first Tuesday would be considered by the Council at the regular meeting on the third Tuesday of the month. • This change would make Scandia's procedures consistent with how Planning Commissions and Councils throughout the state operate. It will allow for more independence on the part of the Planning Commission. The time between the two meetings can be used for the applicant to make revisions requested by the Commission before Council approval. It is hoped that it will reduce some confusion that sometimes occurs between the roles of the Commission & Council. It may also make it easier to televise the meetings (as the Commission will be seated at the dais) and for the public to hear the proceedings. • The second amendment is to Section 8, Subdivision 3 regarding the Park and Recreation Advisory Committee, reducing the number of inembers from nine to seven. Recommendation: I recommend that the Council adopt the ordinance. Attachments/ • Draft Ordinance No. 125 (Redlined) Materials provided: . Draft Ordinance No. 125 (Clean Version) Contact(s): Prepared by: Anne Hurlburt, Administrator (Ordinance125) Page 1 of 1 O1/13/11 . 0 �'.�t����� '���Fl�...�.� �? i � L ��� CITY OF SCANDIA ORDINANCE NO.: 125 AN ORDINANCE AMENDING ORDINANCE NO: 91, AN ORDINANCE ESTABLISHING RULES FOR THE ORGANIZATION AND PROCEDURE OF THE CITY COUNCIL OF THE CITY OF SCANDIA The City Council of the City of Scandia, Washington County, Minnesota hereby ordains: Section 1. Amendment. Ordinance No. 91, Section 1, MEETINGS, shall be amended to read as follows: Section 1. MEETINGS Subdivision 1. Regular meetings. Regular meetings of the city council shall be held on the third Tuesday of each calendar month at 7:00 p.m. Any regular meeting falling upon a holiday shall be held on the next following business day at the same time and place, unless otherwise determined by a majority vote of the Council. 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 the Scandia Community Center, 14727 209`h Street North. Subdivision 2. Work sessions. A work session meetin�of the of the citv council shall be held on the second Tuesday of each calendar month at 6:30 p.m. The city clerk shall include these meetings on the schedule of ineetings available for public inspection. Work sessions may be cancelled by the Mayor if there is no business to come before the council, with at least 24 hours notice to each member of the council. Subdivision �3. Meetings �-of the Planning Commission. A meeting of the �'�*-• r^��^^�'Planning Commission shall be held on the first Tuesday of each calendar monthat 7:00 p.m. rr�,o r:�., r,,,,,,,.;i ,,,00�;,,,� ��,�ii �,o ,. ��;,,,,oa ..,�,;io .�,o ni.,,,,,;,,,. . . , The Planning Commission Chair or any two members of the Commission mav call a special meeting. The city clerk shall post notice of special meetings at least three davs prior to the special meetin��and provide at least 24 hours written notice to each member of the Commission. ISubdivision 34. Special meetings. The mayor or any two members of the council may call a special meeting of the council upon at least 24 hours written notice to each member of the council. This notice shall be delivered personally to each member, or left at the member's usual place of residence with some responsible person. Similar Ordinance No. 125 written notices shall be mailed at least three days before 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 year. ISubdivision 45. Emergency Meetings. The mayor or any two councilmembers may call an emergency meeting when circumstances require the immediate consideration of a matter by the council. Notice may be in writing personally delivered to councilmembers 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. Subdivision �6. Annual Meeting. At the first regular Council meeting of January of each year, the council shall do the following: (a) Designate the depositories of city funds; (b) Designate the official newspaper; (c) Choose an acting mayar from the councilmembers who shall perform the mayor's duties during the mayor's absence, disability from the city, or in case of vacancy in the office of mayor, until a successor has been appointed and qualifies. (d) Appoint necessary officers, employees and members of boards, commissions and committees. Section 2. Amendment. Ordinance No. 91, Section 8, ADVISORY COMMITTEES AND COMMISSIONS, Subdivision 3 shall be amended to read as follows: Subdivision 3. Parks and Recreation Committee. There is established a Park and Recreation Advisory Commission for the City, to act in an advisory capacity to the Council in all matters relating to a park and recreation program in the City. The Park and I Recreation Advisory Committee consists of �seven members appointed by the Council for staggered terms of five years, expiring on January 31 st of each year. The Chairperson and Vice Chairperson of the Parks and Recreation Committee are appointed by the Commission from among the members of the Commission, subject to approval by the Council, for a term of one year. The Committee shall adopt its own rules and procedures with the approval of the Council. Section 3. Effective Date. This ordinance shall be in full force and effect upon its adoption and publication according to law. 2 Ordinance No. l25 Passed and adopted by the City Council of the City of Scandia this 18th day of January, 2011. Randall Simonson, Mayor ATTEST: Anne Hurlburt, Administrator/Clerk 3 CITY OF SCANDIA ORDINANCE NO.: 125 AN ORDINANCE AMENDING ORDINANCE NO: 91, AN ORDINANCE ESTABLISHING RULES FOR THE ORGANIZATION AND PROCEDURE OF THE CITY COUNCIL OF THE CITY OF SCANDIA The City Council of the City of Scandia, Washington County, Minnesota hereby ordains: Section 1. Amendment. Ordinance No. 91, Section 1, MEETINGS, shall be amended to read as follows: Section 1. MEETINGS Subdivision 1. Regular meetings. Regular meetings of the city council shall be held on the third Tuesday of each calendar month at 7:00 p.m. Any regular meeting falling upon a holiday shall be held on the next following business day at the same time and place, unless otherwise determined by a majority vote of the Council. 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 the Scandia Community Center, 14727 209th Street North. Subdivision 2. Work sessions. A work session meeting of the of the city council shall be held on the second Tuesday of each calendar month at 6:30 p.m. The city clerk shall include these meetings on the schedule of ineetings available for public inspection. Work sessions may be cancelled by the Mayor if there is no business to come before the council, with at least 24 hours notice to each member of the council. Subdivision 3. Meetings of the Planning Commission. A meeting of the Planning Commission shall be held on the first Tuesday of each calendar month at 7:00 p.m. The Planning Commission Chair or any two members of the Commission may call a special meeting. The city clerk shall post notice of special meetings at least three days prior to the special meeting and provide at least 24 hours written notice to each member of the Commission. Subdivision 4. Special meetings. The mayor or any two members of the council may call a special meeting of the council upon at least 24 hours written notice to each member of the council. 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 notices shall be mailed at least three days before 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 year. Ordinance No. 125 Subdivision 5. Emergency Meetings. The mayor or any two councilmembers may call an emergency meeting when circumstances require the immediate consideration of a matter by the council. Notice may be in writing personally delivered to councilmembers 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. Subdivision 6. Annual Meeting. At the first regular Council meeting of January of each year, the council shall do the following: (a) Designate the depositories of city funds; (b) Designate the official newspaper; (c) Choose an acting mayor from the councilmembers who shall perform the mayor's duties during the mayor's absence, disability from the city, or in case of vacancy in the office of mayor, until a successor has been appointed and qualifies. (d) Appoint necessary officers, employees and members of boards, commissions and committees. Section 2. Amendment. Ordinance No. 91, Section 8, ADVISORY COMMITTEES AND COMMISSIONS, Subdivision 3 shall be amended to read as follows: Subdivision 3. Parks and Recreation Committee. There is established a Park and Recreation Advisory Commission for the City, to act in an advisory capacity to the Council in all matters relating to a park and recreation program in the City. The Park and Recreation Advisory Committee consists of seven members appointed by the Council for staggered terms of five years, expiring on January 31 st of each year. The Chairperson and Vice Chairperson of the Parks and Recreation Committee are appointed by the Commission from among the members of the Commission, subject to approval by the Council, for a term of one year. The Committee shall adopt its own rules and procedures with the approval of the Council. Section 3. Effective Date. This ordinance shall be in full force and effect upon its adoption and publication according to law. Passed and adopted by the City Council of the City of Scandia this 18th day of January, 2011. Randall Simonson, Mayor ATTEST: Anne Hurlburt, Administrator/Clerk 2