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HomeMy WebLinkAboutResolution 101-1999 Bylaw Update RESOLUTION NO. 101-1999. MOUNDS VIEW CHARTER COMMISSION RESOLUTION RECOMMENDING CHARTER COMMISSION APPROVAL OF RESOLUTION NO. 101-1999; ADOPTION OF CHARTER COMMISSION BY-LAWS. WHEREAS,the Charter Commission has conducted a 1999 review of its bylaws and has determined that revisions are needed; and WHEREAS,the Charter Commission has adopted changes to its bylaws. BE IT RESOLVED that the Charter Commission's approval of Resolution • 101-1999, and a copy of the amended by-laws shall be distributed to the members and the City Offices. Adopted this 10th day of June, 1999. •A4 l i C+f "ssion Chair Attest: 'ssion Officer • MOUNDS VIEW CHARTER COMMISSION BY-LAWS ARTICLE I- THE COMMISSION Section 1. Name of Commission. The name of the Commission is the"Charter Commission of Mounds View, Minnesota." Section 2. Purpose. The purpose of the Commission is to serve as custodians of the Mounds View City Charter in accordance with state laws, these by-laws and rules of the Charter Commission. Section 3. Office of Commission. The offices of the Commission are at Mounds View City Hall for purposes of official Commission business. Section 4. Members. The Commission is composed of 15 members. Members shall serve during their term and until their successors are appointed and have qualified, pursuant to Minnesota Statues, Section 410.05, as amended. Section 5. Annual Review. The By-Laws shall be reviewed on an annual basis at the regular meeting of the Commission in March. ARTICLE II- OFFICERS Section 1. Officers. The officers of the Commission are the Chair, Vice-Chair, Second Vice-Chair and Secretary. Section 2. Chair. The Chair shall call the regular meetings of the Commission, prepare the agenda, preside at all meetings, oversee the implantation of the decisions of the Commission and act as the primary liaison with City staff The chair retains all the rights and responsibilities held as a member of the Commission including the right to vote. Each year at the October meeting,the Chair shall submit to the Commission for its approval, an annual report summarizing the activities and accomplishments of the Commission for the calendar year. The annual report to the Commission may contain the Chair's recommendation for Commission activities for the ensuing year. Section 3A. Vice-Chair. The Vice-Chair shall perform the duties of the Chair during the Chair's temporary absence, and shall perform such duties during any vacancy of that office until the Commission elects a new Chair. Section 3B. Second Vice-Chair. The Second Vice-Chair shall perform the duties of the Vice-Chair during the Vice-Chair's temporary absence, and shall perform such duties during any vacancy of that office until the Commission elects a new Vice- Chair. Mounds View Charter Commission By-laws June 10, 1999 Page 1 Section 4. Secretary. The Secretary shall maintain the records, record the minutes and votes at each meeting, and submit approved minutes and relevant materials to the City Clerk-Administrator for the purpose of maintaining a permanent record for public review. On or before December 31st of each year, the Secretary shall submit to the Chief Judge of the District Court, the City Clerk-Administrator and the Commission members, the Chair's approved annual report. The Commission may designate by majority voice vote an Assistant Secretary from the Charter Commission membership whose duties shall be to assist the Secretary, and to perform the duties of Secretary in the event of the absence or vacation of office by the Secretary until such time as the Commission elects a new Secretary. Section 5. Compensation; Expenses. The members of the Commission shall receive no compensation,but the Commission may employ an attorney and other personnel to assist in amending or revising the City Charter, and the reasonable compensation and the cost of printing such charter, when directed by the Commission shall be paid by the City. The amount of reasonable and necessary Commission expenses shall be paid by the City, which expenses can not exceed $1,500 in any one year unless the City Council authorizes additional expenses pursuant to Minnesota Statutes, Section 410.06, as amended. Section 6. Additional Duties. The officers of the Commission shall perform such other duties and functions as may from time to time be required by the Commission or its by-laws or rules. Section 7. Elections. The Chair, Vice-Chair, Second Vice-Chair and Secretary shall be elected from among the members of the Commission at the first meeting after November 1st in even-numbered years, and shall hold office for two years or until their successors are elected and qualified. The Chair shall conduct the election. Officers shall be declared elected and qualified by a simple majority vote of these present and voting. Newly elected officers shall take office at the close of the meeting in which the election is held. No officer shall be eligible to hold more than two consecutive terms in the same office. In filling vacancies for unexpired terms,an officer who has served more than half of a term is considered to have served a full term in that office. Section 8. Vacancies. A vacancy in the office of Chair, Vice-Chair, Second Vice-Chair or Secretary, including a vacancy pursuant to Minnesota Statutes, Section 410.05, as amended, or other provisions of state law or these by-laws, shall be filled by a special election by the Commission at its next meeting with the elected successor serving the unexpired term of office. Section 9. Appointments. The Chair shall notify the City Clerk-Administrator at least three months prior to the expiration of any seat on the Commission, of the names of the incumbents and their expiration of office date so that the Clerk-Administrator may publicize the availability of opening on the Commission together with a summary of the Mounds View Charter Commission By-laws June 10, 1999 Page 2 application process. The Chair shall also notify members eligible for re-appointment at this time. ARTICLE III- MEETINGS Section 1. Regular Meetings. The Commission shall meet on the second Thursdays of March and October of each year. When the business of the Commission cannot be appropriately handled at the semi-annual meetings or business from a special meeting is not completed and necessitates additional meetings, the commission shall establish,by resolution, a schedule of regular meetings. All meetings shall be held in the Mounds View City Hall unless meeting notices state otherwise. All meetings shall comply with the Minnesota Open Meeting Law(Minnesota Statutes, Section 471.705.) Section 2. Special Meetings. The Chair or any two members of the Commission may call a special meeting to transact any business stated in the meeting notice in accordance with state law. Notice of the special meeting shall state the time, date, place and business to be conducted at the special meeting. Notices may be delivered or mailed to the member's designated mailing address at least three days prior to the special meeting. The business to be considered at special meetings shall be limited to that stated in the meeting notice unless all members of the Commission are present and vote unanimously to conduct additional business. Section 3. Quorum. The powers of the Commission shall be vested in the members thereof in office from time to time. A majority of qualified and acting members shall constitute a quorum for the purpose of conducting the Commission's business and exercising its powers and for all other purposes,but a smaller number of members may adjourn from time to time. Section 4. Order of Business. The Commission shall use the following order of business at its meetings: 1. Call to Order 2. Roll Call. 3. Approval of Minutes. 4. Reports of the Chair. 5. Reports from members or committees. 6. Unfinished Business. 7. New Business. 8. Adjournment. All resolutions shall be recorded in the minutes of the Commission meetings. The meetings will be conducted in accordance with Robert's Rules of Order, Revised, latest edition. Section 5. Manner of Voting. The voting on all issues coming before the Commission shall be recorded in the minutes, which shall state what was done and not Mounds View Charter Commission By-laws June 10,1999 Page 3 what was said. The votes on resolutions, unless unanimous, shall state the number of "ayes,""nays," and"abstentions." When a quorum is in attendance, action may be taken by the Commission upon a vote of the majority of the members present unless another provision of these by-laws specifically states otherwise. Section 6. Committees. The Commission may establish and appoint committees. Each committee must designate a Chair. Section 7. Discharge of Members. Any member who has failed to attend four consecutive meetings, regular or special, will be deemed unexcused by the Commission and may be discharged according to the provisions of Minnesota Statutes, Section 410.05, Subdivision 2, as amended. ARTICLE IV-AMENDMENTS AND REVISIONS Section 1A. Amendment Procedure. The Commission By-laws may be amended by a resolution, made in writing, and adopted by a majority vote of qualified and acting members at a properly noticed meeting of the Commission. The secretary shall number each amendment, note the date of adoption, and have it distributed to the members and the City offices. Section 1B. Charter Amendments and Revisions. The Charter may be amended or revised by a resolution, made in writing, and adopted by a majority vote of qualified and acting members at a properly noticed meeting of the Commission. Section 2. Records. The Chair shall ensure that each member receives a copy of the City Charter and the Commission By-laws. The City Charter,the Charter Commission By-laws and the Charter Commission Minutes shall be kept on file at the City offices and made available for public review. ADOPTED: June 10, 1999 Mounds View Charter Commission By-laws June 10, 1999 Page 4 II CHARTER COMMISSION BY-LAWS AMENDMENT#2 June 10, 1999 At a regular meeting of the charter Commission, held on June 10, 1999, pursuant to written notice,the members voted unanimously to amend the by-laws as follows: ARTICLE I- THE COMMISSION Section 4. Members. The Commission is composed of 15 members. Members shall serve during their term and until their successors are appointed and have qualified, . , - . . • by-laws pursuant to Minnesota Statues, Section 410.05, as amended. *************** Section 5. Annual Review. The By-Laws shall be reviewed on an annual basis at the regular meeting of the Commission in March. ARTICLE II- OFFICERS Section 2. Chair. The Chair shall call the regular meetings of the Commission, prepare the agenda, preside at all meetings, oversee the implantation of the decisions of the.Commission and act as the primary liaison with City staff The chair retains all the rights and responsibilities held as a member of the Commission including the right to vote. Each year at the October meeting, the Chair shall submit to the Commission for its approval, an annual report summarizing the activities and accomplishments of the Commission for the preceding calendar year. The annual report to the Commission may contain the Chair's recommendation for Commission activities for the ensuing year. ARTICLE III- MEETINGS Section 4. Order of Business. The Commission shall use the following order of business at its meetings: 1. Call to Order 42. Roll Call. 23. Approval of Minutes. 34. Reports of the Chair. 45. Reports of from members or committees. 5-6. Unfinished Business. Mounds View Charter Commission By-laws June 10,1999 Page 5 67. New Business. 78. Adjournment. All resolutions shall be recorded in the minutes of the Commission meetings. The meetings will be conducted in accordance with Robert's Rules of Order, Revised, latest edition. *************** Section 5. Manner of Voting. The voting on all questions issues coming before the Commission shall be recorded in the minutes, which shall state what was done and not what was said. The votes on resolutions,unless unanimous, shall state the number of "ayes,""nays," and"abstentions." When a quorum is in attendance, action may be taken by the Commission upon a vote of the majority of the members present unless another provision of these by-laws specifically states otherwise. *************** Section 7. Discharge of Members. Any member who has failed to attend four consecutive meetings, regular or special, without-bein s d will be deemed unexcused by the Commission and shall may be discharged according to the provisions of Minnesota Statutes, Section 410.05, Subdivision 2, as amended. *************** ARTICLE IV- AMENDMENTS AND REVISIONS Section 1A. Amendment Procedure. The Commission By-laws may be amended by a resolution, made in writing, and adopted by a twe-thirds majority vote of qualified and acting members at a properly noticed meeting of the Commission. The secretary shall number each amendment, note the date of adoption, and have it distributed to the members and the City offices. *************** Section 1B. Charter Amendments and Revisions. The Charter may be amended or revised by a resolution, made in writing, and adopted by a majority vote of qualified and acting members at a properly noticed meeting of the Commission. Mounds View Charter Commission By-laws June 10,1999 Page 6