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ARC Bylaws FINAL 03152023Originally Adopted April 14, 2010 Page 1 Amended March, 2023 BYLAWS OF THE MENDOTA HEIGHTS AIRPORT RELATIONS COMMISSION ARTICLE 1. ORIGIN AND PURPOSE Section 1. Origin. The Mendota Heights Airport Relations Commission (the “Commission”) was created pursuant to Ordinance No. 290 adding Title 2, Chapter 4 of the Mendota Heights City Code on April 20, 1993. Section 2. Purpose. The Commission is established to act as an advisory group to the Mayor and City Council and shall: a) advise the City Council on matters pertaining to airport noise and operations at Minneapolis St. Paul International Airport. b) monitor proposed rules, procedures and programs which impact the air noise situation within the city and make recommendations to the City Council regarding strategies to mitigate the city’s air noise exposure. c) have such other duties and powers as granted by the City Council from time to time. ARTICLE 2. MEMBERSHIP Section 1. Number and Appointment. The Commission shall consist of seven (7) residents of the city, appointed by the Mayor with the consent of the majority of the members of the City Council. Section 2. Terms. Terms of members shall commence on February 1 and shall terminate on January 31 of each term year. Members shall serve terms of four (4) years. The terms shall be staggered so that terms of at least two members shall expire each year. No member shall be appointed to more than three (3) consecutive full terms. Section 3. Resignation. A member may resign at any time by delivering a written resignation to the Commission Chair and Secretary. Originally Adopted April 14, 2010 Page 2 Amended March, 2023 ARTICLE 3. OFFICERS AND DUTIES Section 1. Designation of Officers. The officers of the Commission shall be Chair and Vice Chair. At the annual meeting each year, the Commission shall elect from its membership a Chair and Vice Chair. The Chair and Vice Chair shall take office immediately following their election and hold office until their successors are elected and assume office. Section 2. Chair. The Chair shall preside at all meetings of the Commission and shall have the right to vote on all matters of business. The Chair appoints committees and performs other duties as may be ordered by the Commission. Section 3. Vice Chair. The Vice Chair shall perform the duties of the Chair in the absence or incapacity of the Chair. Section 4. Absences and Vacancies. If both the Chair and Vice Chair are absent from a meeting, the Commission shall elect a temporary Chair by voice vote. Should the office of Chair or Vice Chair become vacant, the Commission shall elect a successor from its membership at the next regular meeting and such election shall be for the unexpired term of said office. Officers may also delegate the duties of their position to other Commissioners as deemed appropriate by the Commission. Section 5. Secretary. The Secretary shall be assigned to the Commission by the City Administrator. The Secretary shall serve as the staff liaison to the Commission and shall be responsible for recording the minutes, keeping records of Commission actions, conveying Commission recommendations to the City Council and providing general administrative and clerical support to the Commission. ARTICLE 4. MEETINGS OF THE COMMISSION Section 1. Annual Meeting. The annual meeting of the Commission shall coincide with the regular meeting held in March of each year. Section 2. Regular Meetings. Regular meetings of the Commission shall be held on the third Wednesday of odd numbered months and begin at 6:00 pm at City Hall, unless otherwise agreed to and so stated in the meeting notice. The Commission may, by a majority vote, change its regular meeting date and time for any reason provided proper public notice is given. A schedule of regular meetings shall be kept on file at Mendota Heights City Hall. Originally Adopted April 14, 2010 Page 3 Amended March, 2023 Section 3. Special Meetings. Special meetings may be called by the Chair or Secretary. The calling of such meetings shall be in accordance with the procedures established in the Minnesota Open Meeting Law, Minnesota Statutes 13D. Section 4. Quorum. A majority of members shall constitute a quorum for the purpose of conducting business. When a quorum is not present, the Chair may open the meeting for the purpose of hearing from interested parties on items on the agenda. No final or official action may be taken at such a meeting. The facts and information gathered at such a meeting may be taken as a basis for action at a subsequent meeting at which a quorum is present. Section 5. Attendance. Attendance of members at regular meetings is expected. Absences in a calendar year should not exceed two consecutive meetings or more than 25 percent of the total meetings. Members unable to attend a meeting should contact the staff liaison, who will inform the Chair if a quorum cannot be attained and the meeting will be cancelled. Members will receive a notification from the City Administrator after two absences. If the City Administrator determines there are extenuating circumstances in a case of a member who has not met the attendance requirements, the City Administrator may grant a waiver to the attendance requirement. If a member exceeds the allowable number of absences and extenuating circumstances do not exist, the City Administrator shall notify the Mayor and City Council and the member shall be deemed to have voluntarily resigned from the Commission and the seat vacant. The vacancy shall be filled as soon as possible for the unexpired portion of the term by the Mayor with the consent of the majority of the members of the City Council. Section 6. Conducting Meetings. All Commission meetings shall be conducted using parliamentary procedure. Section 7. Manner of Voting. The voting on all questions coming before the Commission may be by unanimous consent or by roll call if requested by a member, and recorded into the official record. In the event that any member shall have a financial interest in a matter before the Commission, the member shall disclose the interest and refrain from voting upon the matter, and the Secretary shall so record in the minutes that no vote was cast by the member. Section 8. Official Record. The minutes of all meetings of the Commission, once approved, shall constitute the official record of all actions of the Commission and the journal required to be maintained by Minnesota Statutes Chapter 13D. Originally Adopted April 14, 2010 Page 4 Amended March, 2023 Section 9. Public Information. All meetings, and all records and minutes are open to the public. ARTICLE 5. MISCELLANEOUS Section 1. Public Comment. The Commission does not hold public hearings, but may from time to time have public comment. If members of the public wish to speak on an item, the Chair shall have the discretion to determine if, how, and for how long members of the public may address the Commission. Section 2. Amendments or Suspension. By-laws may be amended or suspended with the approval by voice vote by a majority of the members of the Commission. ADOPTION: These Bylaws were duly adopted by the Airport Relations Commission of the City of Mendota Heights on this 15th day of March, 2023.