Committee Member Rulebook

Adapted from The Scott and Jane Stuart Memorial Park of Longville Committee Bylaws

Effective Date: October 2023

Committee Purpose and Objectives

The overall purpose of the Park Committee, appointed by the Longville City Council, shall be to serve as an advisory body to the City Council and shall oversee the planning and management of the Scott and Jane Stuart Memorial Park of Longville.

Our objectives are to offer and provide inclusive, accessible recreational opportunities for all ages and abilities and provide an outdoor gathering venue for organizational and family functions.

Summary of Committee Policies

Represent the community and provide leadership in implementing the mission, goals and objectives of the Park Committee and the City of Longville.
Cooperatively advise City Council about matters relating to the Community Park.
Work with representatives from groups such as Tennis, Pickleball, and the Skating Rink to ensure maximum programs of activities and events for all community participants.
Serve as a link or liaison between the city government officials and the broader community.
Present goals, activities, and accomplishments to the City Council.

Committee Composition

The Park Committee shall consist of members of the community who frequent the Park. Typical membership includes representatives from the Tennis Association, the Pickle Ball Club, the Skating Rink Committee and any other organizations or individuals that have an interest in Park functions.

The composition of the Park Committee will consist of a broad representation of the Longville area, consisting of not more than 8 voting members.

Ex-officio members may include members of the Longville City Council, Scott and/or Jane Stuart. Ex-officio members are not voting members.

Members shall be selected at a Park Committee meeting by members present. New members will be presented for approval at the next Park Committee meeting.

Membership Terms

Term Length: Four years

Term Limits: At the end of any term a member can reapply

Staggered Terms: Terms shall be staggered such that no more than two members are leaving the Committee in any year

Reappointment: Members may serve multiple consecutive terms

Voting Rights

Each member, excluding ex-officio members, shall be entitled to one vote and may cast that vote on each matter submitted to the Park Committee. Proxy voting and absentee ballots shall not be permitted.

Attendance and Vacancies

Committee members may participate in person or by means of various methods of "remote communication" including, but not limited to, telephone, video conference, the internet, or other similar means. Participation in a meeting by means of remote communication constitutes being present at the meeting for purposes of satisfying a quorum and for voting.

A vacancy on the Park Committee shall be deemed to exist in the case of three consecutive unexcused absences from scheduled meetings. A vacancy can also occur by reason of resignation, term expiration, removal from office, or death.

Committee Duties and Responsibilities

Research and evaluate proposed projects for the Park, including placement within the Park.
Bring Park Committee approved projects to the City Council for consideration and approval.
Arrange for and manage installation of City Council approved projects.
Organize and manage Fund Raising efforts for the Park Improvement Fund.
Manage the Park Improvement Fund's disbursements.
Oversee the Park's maintenance efforts.
Communicate to the public the financial needs, program needs and program opportunities for the Park.
Communicate, coordinate and collaborate with the various organizations that have an interest in the park; like the Tennis Club, the Pickle Ball Club and the Skating Rink Committee.

Meeting Procedures

Regular monthly meetings will be held on the first Wednesday of each month at 4 PM, in the City Hall conference room, April through October.
Necessary additional meetings will be called by the chairperson.
A quorum consists of at least half of the current voting members. Ex-officio members are not voting members.

Robert's Rules of Order

Decisions will be reached via consensus as much as is possible
A member must formally propose an idea or action by stating, "I move that..."
Another member must second the motion to indicate agreement for it to be considered
The presiding officer (the "Chairperson") recognizes members for the right to speak
Members discuss the motion, with the goal of full and free discussion for every main motion
After debate, a vote is taken, and the Chair announces the outcome
Each motion must be disposed of; meaning it must be either passed, defeated, tabled, or handled in another way

Officers and Leadership

The officers for the Park Committee will consist of a Chairperson and a Secretary.

Chairperson Term: Elected to serve for one-year
Chairperson Selection: Determined at the first meeting of the calendar year
Chairperson Shared Position: This position can be a shared position and serve as co-chairs

Chairperson Responsibilities:

Preside at Park Committee meetings
Call additional meetings as needed
Facilitate decision-making via consensus when possible
Serve as primary spokesperson for the Committee

Secretary Term: Elected to serve for one-year
Secretary Selection: Determined at the first meeting of the calendar year

Secretary Responsibilities:

Record the audio of the meetings, both regular and special, of the Park Committee
Keep the minutes of the meetings, both regular and special, of the Park Committee
Promptly transmit the unapproved minutes to the chair to be readied for approval at the next meeting
Maintain records and correspondence, as applicable

Amendment Process

Any proposed bylaw changes shall be placed on the agenda for the next meeting.

Amendments may be made by two-thirds affirmative vote of the voting members present, assuming there is a quorum.

Other Important Notes

The Committee serves as an advisory body to the Longville City Council
All major expenditures and policy decisions require City Council approval
Committee activities must comply with Minnesota Open Meeting Law
Members should avoid conflicts of interest in Committee matters
All fundraising and financial activities must be coordinated with City procedures

For the complete legal text, please refer to the official city ordinances for The City of Longville.