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1993-04-15 Human Rights Commission Bylaws ORGANIZATIONAL BYLAWS AND PROCEDURAL GUIDELINES RICHFIELD HUMAN RIGHTS COMMISSION OFFICERS: CHAIR A chair shall be elected at a meeting in January for a term of one year. The chair's duties shall be to: 1. Preside over meetings 2. Prepare an agenda prior to each meeting 3. Supervise the writing, distribution of minutes and other reports and to supervise the collection of an ongoing history of the commission. 4. Represent the Richfield Human Rights Commission in dealings with the City Council, School Board, other commissions in the city as well as official bodies outside of the city, and any other organization which has dealings with the commission, or delegate those responsibilities to members of the commission. 5. Carry out those additional duties which the commission may from time to time recommend. VICE-CHAIR A vice-chair shall be elected at a meeting in January or a term of one year. The vice chair's duties shall be to: 1. Represent the chair in the chair's absence. 2. Assist the chair in carrying out his/her duties. 3. Carry out those additional duties which the commission may from time to time recommend. RESIGNATION OF OFFICERS: If the chair of the Human Rights Commission resigns or retires from the commission before the next regular organizational meeting, the vice-chair shall automatically become acting chair and a new chair shall be elected to the vacated position at the next regular meeting of the commission. Unless elected as chair, the vice-chair shall, after the special election, retain the position of vice-chair. If the vice-chair of the Human Rights Commission resigns or retires from the commission before the next regular organizational meeting, a new vice-chair shall be elected to the vacated position at the next regular meeting of the commission. SUPPORTING ACTIVITIES: The Richfield City Manager shall designate a staff member whose duties shall be to: 1. Attend all Richfield Human Rights Commission meetings for the purpose of recording minutes. 2. Distribute minutes, agendas, and other pertinent notices. 3. Provide such additional support as isdesignated by the commission with the consent of the citymanager. MEETINGS: 1. There shall be at least one regular meeting in each calendar month unless a quorum of the members agree otherwise. 2. All regular meetings shall be open to the public. 3. The commission may hold special meetings to complete or initiate business at the call of the chair, or upon the request of three (3) members of the commission. 4. Each member shall be notified at least forty-eight (48) hours previous to any special meeting, of the time, place and purpose of the same. 5. The City Council and the School Board shall be requested in writing annually, to send at least one (1) representative to commission meetings. 6. The commission shall follow the most recent issue of Robert's Rules of Order. 7. A quorum shall consist of seven (7) members. If a quorum is not present at the meeting the chair must adjorn the meeting, or recess the meeting at the call of the chair. ATTENDANCE: 1. In the event that a member misses three consecutive meetings, or 1/4 of the meetings in any one twelve (12) month period, the commission may request the City Council to replace that member. The person shall be given notice regarding their absenteeism by the chair prior to the commission requesting that the council replace the member. Ample time of thirty days (30) shall be given to the member for a response to the commission before any action is taken. 2. The chair must be notified prior to a meeting if a member will be unable to attend the meeting. COMMITTEES: 1. Committee chairs or their representatives shall report at each regular meeting. 2. The duties and responsibilities of the various committees shall be defined at the time of their formation by the commission. 3. All committees shall maintain records of all meetings, recommendations, actions, memberships, etc. 4. Each committee, with the approval of the Richfield Human Rights Commission, may state the number of citizens it chooses to have as members of that committee. 5. Citizens can be selected by the Richfield Human Rights Commission for committee membership. 6. The commission, at the suggestion of the committee chair, may remove a citizen who has missedthree (3) meetings in one six month period. 7. Citizens shall have voting rights only at committee meetings. Committee reports to the Human Rights Commission shall be presented by the committee chairperson. Any commissioner may make a minority report. COMPLAINTS: Human Rights Commission members shall successfullycomplete the No Fault Grievance Training Process, whenavailable. The chair shall assign all No Fault GrievanceCases, and whenever possible, on a rotating basis of trained members. Members may work in pairs on No Fault Grievance Cases. AMENDING THE BYLAWS AND GUIDELINES: 1. These articles can be amended by approval of 2/3 of the commission membership. 2. Proposed amendments shall be mailed to commission membership five (5) days prior to the meeting at which they are to be voted upon. First amendment: March 1, 1988 Second amendment: March 7, 1989 Third amendment: October 6, 1992 BYLAWS OF THE RICHFIELD COMMUNITY SERVICES ADVISORY COMMISSION OFFICERS The members of the Community Services Advisory Commission, at their first regular meeting in February of each year shall elect, by secret ballot, from their membership, a chairperson and vice-chairperson to serve for the ensuing year. The Director of Community Services of his/her designated representative shall serve as secretary for the Commission. DUTIES OF THE OFFICERS The chairperson shall chair all regular and special meetings and shall be responsible for the annual report to the City Council. The vice-chairperson shall preside at all meetings of the Commission in the absence of the chairperson. The secretary shall provide a record of all proceedings of the Commission and transmit copies of such to all persons as directed by the Commission. The secretary shall prepare an agenda for all meetings and mail to all commission members no less than three (3) days prior to a meeting. The secretary shall give each member at least twenty-four (24) hours notice of a special meeting. COMPENSATION The members of the Commission shall serve without pay but may be reimbursed for actual expenses if funds therefore are provided in the adopted budget for the Community Services Fund. FILLING OF VACANCIES The City Council, at their first regular meeting following a vacancy, shall appoint a member(s) to fill the term(s) for the unexpired portion of that term(s). MEETING PROCEDURES The Community Services Advisory Commission shall hold regular monthly meetings on the second Tuesday of each month at 7:00 PM. Special meetings may be held on other dates at the call of the chairperson or any two members of the Commission. The alternate meeting date will be the fourth Tuesday of each month at 7:00 PM. All questions presented to the Commission shall be decided on by a simple majority (6) of the number of the commissioners (11) established by the city council. Roberts Rules of Order Revised shall govern the conduct of meetings of the Commission. Adopted: April 17, 1974 Amended: March 16, 1976 Amended: January 10, 1978 Amended: March 9, 1982 Amended: February 10, 1987 HUMAN SERVICES COMMISSION BYLAWS This Commission was originally established by the City Council in 1973 under Resolution No. 5101. The Commission was then entitled the Senior Citizens/Handicapped Commission. Resolution No. 7032, passed by the City Council on June 10, 1985, changed the name of the Commission to the Human Services Commission Serving the Seniors and Disabled. The Commission is composed of nine members who are appointed by the City Council. Membership Requirements Members must be residents of the City of Richfield and are appointed for three year terms. The makeup of the Commission shall be a representative balance among various groups within the community with a special regard to those persons who are interested in and knowledgeable about the problems of residents over the age of 55 and individuals with disabilities. No member may serve more than three consecutive three year terms unless there are fewer applicants than positions open. A member may be reappointed after a break in continuous service. This appointment shall be treated as a first term appointment. (Resolution 7006, approved by the City Council February 11, 1985). Commission Responsibilities The Human Services Commission shall be advisory to the City Council on matters relating to the aging and the handicapped. The Commission shall determine the adequacy of the housing supply for persons within the community and shall make recommendations on methods of fulfilling such housing needs if they are not being met. It shall make investigations concerning other matters relating to the problems of the aging and handicapped including such things as health care, nutrition, recreation, transportation and the availability of other social services, and shall from time to time make reports and recommendations to the City Council on such matters. Commission Liaisons A council member and an alternate council member shall be appointed each year by the City Council as liaisons to this Commission. City Staff The Community Services Recreation Program Coordinator and the Community Center Manager serve as city staff to this Commission Meeting Time The Human Services Commission meets the second Thursday afternoon of each month at the Richfield Community Center at 4:30 p.m. BYLAWS AND RULES OF PROCEDURE OF THE CITY PLANNING COMMISSION RICHFIELD, MINNESOTA The following bylaws and rules of procedure are adopted by the City Planning Commission to facilitate the performance of its duties and functions as empowered under Chapter III, Section 305.05, Subdivision 1-8 of the city ordinance code. PART I. MEETINGS Section 1. Regular Meetings Regular meetings of the Planning Commission shall be on the fourth Tuesday of each month commencing at 7:30 PM in the council chambers of the city hall. When the regular meeting date conflicts with the state designated precinct caucus, the regular meeting will be held on the second Tuesday of said month at the same time and place. Section 2. General Planning Meetings The second Tuesday of every month shall be reserved for discussing and deliberating on general planning matters related to the proper development and future well-being of the community. Section 3. Special Meetings Special meetings of the Planning Commission can be called by the chairperson and one member or by three members of the commission or at the request of the city council. Notice, designating the time and place of the meetings, shall be given to all members not less than twenty-four (24) hours in advance thereof. Section 4. Deadline for Hearing Items The Planning Commission will accept all applications to be heard before it, no later than fifteen working days preceding the regular Planning Commission meeting. Upon written notice to the community development director prior to the Planning Commission meeting, an application may be withdrawn. Once an application is withdrawn, it must be refiled with the Community Development Department, City of Richfield, before any Planning Commission hearing is held. Section 5. Quorum Six members of the Planning Commission shall constitute a quorum for the transaction of business. No action shall be taken in the absence of a quorum with the exception that the Planning Commission members present may take testimony for use at a later meeting at which a quorum is present, and may adjourn a meeting to a later time without further notice. Section 6. Voting At all meetings of the Planning Commission, each member attending shall be entitled to cast one vote. Voting shall be by voice and an affirmative vote of a majority of those present shall be necessary for the passage of any matter before the Planning Commission, except as otherwise provided in these bylaws. Section 7. Proceedings a) Format of Meeting At a regular meeting of the Planning Commission, the following format shall be followed in conducting the business of the meeting. 1) Roll Call 2) Approval of Minutes 3) Regular Business and Public Hearing Items 4) New Business 5) Old Business 6) Liaison Reports 7) Adjournment b) Public Hearing The purpose of a hearing is to collect information and facts in order for the commission to develop a planning recommendation for the City Council. At a public hearing the following procedure shall be followed for each case for which a public hearing is held: 1) Chair shall state the case to be heard. 2) Chair shall call upon the Community Development Director or designee to present the staff report. 3) Chair shall ask the applicant to present his/her case. 4) Members of the Planning Commission shall be allowed to question the applicant about his/her proposal. 5) Interested persons may address the commission, giving relevant information regarding the proposal before the commission. a) All questions or statements by Richfield staff personnel, planning commissioners, applicants or interested citizens will be directed through the chair. b) All who wish to speak will be heard, but only in accordance with the above procedure and after recognition by the chair. c) No individual may speak longer than five minutes, except through previous arrangement with the chair, or by vote of the commission. d) The spokesperson for a group will be allowed ten minutes. e) In addition to the statements by individual or groups, there will be a period, not to exceed 30 minutes, during which the public may question the city's staff members present, the applicant or their representatives or any member of the Planning Commission. Questions must be directed through the chair. 6) The hearing shall be closed. Interested persons shall not be heard again unless the hearing is reopened by a majority vote of the commission. 7) The commission shall discuss and clarify the item before it, and take action on it. 8) Any decision of the commission on the merits of any planning question before it shall be embodied in the form of a motion, resolution, or report, and referred to the City Council for action. c) Rules of Procedure At all regular meetings of the Planning Commission where formal action is required on a matter before the commission, the meetings shall be governed by Robert's Rules of Order. At general meetings of the Planning Commission no formal parliamentary procedure shall govern the conduct of the proceedings unless found to be necessary such as when a formal motion is before the commission. PART II. ORGANIZATION Section 1. Election of Officers At the first regular meeting in February of each year, the commission shall hold an organizational meeting and elect from its membership a chairperson, vice-chairperson, and secretary. Each member shall cast a ballot for the member he/she wishes to be elected chairperson. If no one receives a majority of all the members of the commission, balloting shall continue until one member receives majority support. Vice-chairperson and secretary shall be elected from the remaining members by the same procedure. If the chairperson resigns from office before the next regular organization meeting, the vice-chairperson shall automatically become acting chairperson. If both chairperson and vice-chairperson resign, the secretary shall become acting chairperson. In any instance, where an officer of the commission resigns or retires from office a new officer shall be elected to the vacated position at the next regular meeting of the commission. If the chairperson, vice-chairperson, and secretary are absent from a meeting, the commission shall elect a temporary chairperson by voice vote. In the event that the secretary is absent from a meeting, the chairperson shall appoint a member of the commission to approve the minutes of that meeting. Section 2. Tenure The chairperson, vice-chairperson, and secretary shall take office immediately following their election and hold office until their successors are elected and assume office. Section 3. Duties of Officers The duties and powers of the officers of the Planning Commission shall be as follows: a) Chairperson 1) Presides over all meetings of the commission. 2) Appoints committees and performs such other duties as may be ordered by the commission. 3) Signs documents of the commission. 4) Sees that all actions of the commission are properly taken. 5) Calls special meetings of the commission in accordance with these bylaws. 6) Works with appropriate city staff in organizing agendas of all general Planning Commission meetings. b) Vice-Chairperson Performs all of the duties and responsibilities of the chairperson in his/her absence. c) Secretary 1) Assumes duties and responsibilities of the chairperson when both chairperson and vice-chairperson are absent. 2) Keeps the minutes of the meetings of the commission in an appropriate minute book 3) Signs all minutes of the commission as well as other official documents of the commission. PART III. MISCELLANEOUS Section 1. Suspension of Rules The commission may suspend any of these rules by a 2/3 vote of those members present. Section 2. Amendments These rules may be amended at any regular meeting by a 2/3 majority of the members of the commission, provided that the amendment was presented and written into the minutes of a previous meeting. Section 3. Review The contents of these bylaws and rules of procedure should be comprehensively reviewed, evaluated, and modified where necessary, at the organization meeting held in February of each year. Adopted this 26th day of February, 1991. ____________________________________________ Chairperson, Richfield Planning Commission ____________________________________________ Secretary, Richfield Planning Commission AMENDED SEPTEMBER 16, 1991 RICHFIELD ADVISORY BOARD OF HEALTH BY-LAWS DUTIES To advise, consult with or make recommendations to the Board of Health (City Council) on matters relating to the development, maintenance, funding and evaluation of community health services. OFFICERS Chairperson: A chairperson shall be elected at a meeting in January for a term of one year. The chairperson's duties shall be to: 1. Preside over meetings. 2. Prepare an agenda prior to each meeting. 3. Represent the Advisory Board of Health in dealings with the city council, other commissions in the city as well as official bodies outside of the city and any other organization which has dealings with the Advisory Board or delegate those responsibilities to members of the Advisory Board. 4. Supervise the writing, distribution of minutes and other reports. 5. Perform those additional duties which the Advisory Board may recommend. Vice-Chairperson: A vice-chairperson shall be elected at a meeting in January for a term of one year. Duties shall be to: 1. Represent the Chairperson in his/her absence. 2. Assist the Chairperson as required. 3. Perform those additional duties which the Advisory Board may recommend. 4. Assume office of chairperson after expiration of chairpersons term(s) of office. Supporting Activities: The Richfield City Manager shall provide such professional and clerical support to enable the Advisory Board of Health to carry out its responsibilities. Membership: 1. The Advisory Board of Health shall consist of fourteen (14) voting members. 2. Members shall be appointed by the City Council for three year terms. No member shall serve more than three consecutive terms. 3. Terms of membership shall be staggered with seven members appointed or reappointed one year and seven the following year. 4. At least one-third of the members shall be licensed providers of health services, one-third shall be consumers selected to represent consumer organizations or constituencies within the community and one-third shall represent the community at large. Meetings: 1. The Advisory Board of Health shall meet at least three times a year or as often as is necessary to conduct its business as required by the Community Health Services Act and at the call of the Chairperson or a majority of the members. 2. All meetings shall be open to the public. 3. A quorum shall consist of a majority of the voting members present. 4. If a member misses three consecutive meetings in one year without excuse, the Advisory Board may request the City Council to appoint a replacement. 5. The Secretary or the Chairperson must be notified before a meeting if a member is unable to attend. Amendments to By-Laws: These articles can be amended by approval of two-thirds of the members. Proposed amendments shall be mailed to members at least five (5) days before the meeting at which they will be voted upon. This document shall take effect on 1/1/77. Amended changes: Officers-Vice Chairperson Article 4 1/6/81 Meetings Article 1 1/6/81 Increase membership from 9 to 12 2/14/83 Increase membership from 12 to 14 6/17/91 Increase length of term (2 to 3 yrs.) 9/16/91 ORGANIZATIONAL BYLAWS AND PROCEDURAL GUIDELINES SISTER CITY COMMISSION COMMISSION MEMBERS This Commission shall consist of nine members selected by the City Council through application and interview process. Each member shall serve for three years staggered so there are three new members appointed each year. Two high school students shall be appointed to serve as members for a term of one year. OFFICERS Chairperson: A chairperson shall be elected at a meeting in February for a term of one year. The chairperson's duties shall be to: 1. Preside over meetings. 2. Prepare an agenda prior to each meeting. Mail out minutes with agenda one week before the next meeting. 3. Supervise the writing, distribution of minutes and other reports. 4. Represent the Sister City Commission in dealings with the City Council, civic organizations, and other matters pertaining to the Commission. 5. Carry out those additional duties which the Commission may from time to time recommend. Vice-Chairperson: A vice-chairperson shall be elected at a meeting in February for a term of one year. The vice-chairperson's duties shall be to: 1. Represent the chairperson in the chairperson's absence, and assist the chairperson in carrying out his/her duties. 2. Establish liaisons from the Commission to work with other city organizations and activities as appropriate. 3. Carry out those additional duties which the Commission may from time to time recommend. Secretary: A secretary shall be elected at a meeting in February for a term of one year. The secretary's duties shall be to: 1. Take minutes at each meeting of the Sister City Commission. 2. Submit minutes to chairperson for review within two weeks of meeting. 3. Carry out those additional duties which the Commission may from time to time recommend. Treasurer: A treasurer shall be elected at a meeting in February for a term of one year. The treasurer's duties shall be to: 1. Prepare the Commission's financial reports, to include reconciliation with city records. 2. Maintain a log of items belonging to the Commission as well as their locations. 3. Maintain the inventory and coordinate the sale of pins. 4. Carry out those additional duties which the Commission may from time to time recommend. Historian: A historian shall be elected at a meeting in February for a term of one year. The historian's duties shall be to: 1. Keep a scrapbook and records of activities of the Commission. 3. Carry out those additional duties which the Commission may from time to time recommend. Public Relations Officer: A public relations officer shall be elected at a meeting in February for a term of one year. The public relations officer's duties shall be to: 1. Arrange for publicity and press releases regarding activities of the Commission, to include cable TV, Sun Newspaper, Your City & Schools, and other media as appropriate. 2. Maintain an up-to-date list of all media contacts. 3. Carry out those additional duties which the Commission may from time to time recommend. RESIGNATION OF OFFICERS If the chairperson of the Sister City Commission resigns or retires from the Commission before the next regular organizational meeting, the vice-chairperson shall automatically become acting chairperson and a new officer will be elected to the vacated position at the next regular meeting of the Commission. If the vice-chairperson, secretary or historian/public relations officer resigns or retires from the Commission before the next regular organizational meeting, a new officer shall be elected to the vacated position at the next regular meeting of the Commission. CITY COUNCIL/CITY STAFF SUPPORT The Mayor and City Manager shall represent the City of Richfield as ex-officio members to the Commission. They shall act in an advisory capacity, and have no voting powers. Meeting notice mailings, copies of minutes and all other information for the Commission shall be prepared and mailed by a City staff member. MEETINGS 1. There shall be at least one regular meeting in each calendar month unless of quorum of the members agree otherwise. 2. The meetings shall be held on the third Thursday of each month at 7:00 p.m. 3. All regular meetings shall be open to the public. 4. The Commission may hold special meetings to complete or initiate business at the call of the chairperson, or upon the request of three (3) members of the Commission. 5. Each member shall be notified by telephone at least 48 hours previous to any special meeting, of the time, place and purpose of same. 6. The Commission shall follow the most recent issue of Robert Rules of Order (Revised Edition). 7. A quorum shall consist of five (5) members. Students should not be included when determining a quorum. 8. Students shall have the same voting rights as other members. ATTENDANCE 1. In the event that a member misses three consecutive nonexcused meetings of 1/4 of the meetings in any 12 month period, the Commission may request the City Council to replace that member. The person shall be given written notice regarding his/her absenteeism by the chairperson prior to the Commission requesting that the Council replace the member. Ample time of 30 days shall be given to the member for a response to the Commission before an action is taken. 2. The chairperson shall be notified prior to a meeting if a member will be unable to attend the meeting. COMMITTEES 1. Various subcommittees may be established from time to time if the need arises. The duties and responsibilities of the committee shall be defined at the time of their formation. AMENDING BYLAWS 1. These articles can be amended by approval of 2/3 of the Commission membership. 2. Proposed amendments shall be mailed to Commission membership at least five (5) days prior to the meeting at which they are to be voted upon. Approved this 11th day of April, 1985 Amended this 16th day of February, 1989. Amended this 18th day of July, 1991. Amended this 15th day of April, 1993.