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16 - Policies and Procedures for Boards and CommissionsItem No. 16 TO: Mayor, Mayor Pro -Tem & City Council Grayson Path, City Manager FROM: Janice Ellis, City Clerk SUBJECT: POLICIES AND PROCEDURES FOR BOARDS AND COMMISSIONS DATE: May 9, 2022 BACKGROUND: In 2008, Policies and Procedures for City Boards, Commissions, and Committees were established and subsequently revised in 2010 and 2017. STATUS OF ISSUE: As City Staff began reviewing the Policies & Procedures for the purpose of updating the document, it became clear that the City would be best served with a brand new Policies & Procedures due to the outdated language and new provisions adopted since 2017 by Resolutions and/or Ordinances. Specifically, the Paris Economic Development Corporation amended their Bylaws to add two additional members to their board and included Lamar County residents (Resolution No. 2020- 040). By Ordinance No. 2020-009, the City Council amended the membership and terms of the Band Commission to do away with term limits and to allow for residents of Lamar County to serve on the Commission. Significant changes were made to the Airport Advisory Board by Resolution No. 2022-016, which reduced the number of board members to three, outlined the duties of the board to purely advisory, and called for quarterly meetings. Other noted differences between the 2017 and new Policies & Procedures include the following: • The word "Committees" has been deleted from the title of the document because the City has boards and commissions set up under Local or State Law. Committees are appointed only for special purposes and for a specific time. The Boards/Commissions are outlined in the paragraph "Membership" under items 1 (generic policy) or item 2 (boards/commissions that have separate governing documents, with the citation included). • Attendance of 75 percent is defined as beginning July 1 of each year and ending June 30 of the subsequent year. • The staff liaison shall have authority to call a meeting of the board or commission. • Training shall be completed within 90 days of taking the oath of office. Failure to complete such training within the designated time period may result in removal. BUDGET: N/A RECOMMENDATION: Oition 1: Approve a Resolution repealing prior approved Policies and Procedures for City Boards and Commissions and approving the attached new Policies and Procedures for Boards and Commissions. Option 2: Review and make additional changes to the new Policies and Procedures for Boards and Commissions. RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PARIS, TEXAS REPEALING THE POLICIES AND PROCEDURES FOR BOARDS AND COMMISSIONS; APPROVING NEW POLICIES AND PROCEDURES FOR BOARDS AND COMMISSIONS; MAKING OTHER FINDINGS RELATED TO THE SUBJECT AND DECLARING AN EFFECTIVE DATE. WHEREAS, in 2008, the City Council adopted Policies and Procedures for City Boards, Commissions, and Committees ("Policies") which it subsequently revised in 2010 and 2017; and WHEREAS, the city would be best served by repealing the existing Policies and replacing same with new policies that better reflect current circumstances; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PARIS, TEXAS, THAT: Section 1. The findings set out in the preamble to this resolution are hereby in all things approved. Section 2. That the City Council hereby repeals the Policies and Procedures for Boards and Commissions last revised in 2017 and hereby adopts the Policies and Procedures (revised 05/2022) attached hereto as and incorporated herein by reference. Section 3. This resolution shall become effective from and after the date of passage. PASSED AND APPROVED this 9th day of May, 2022. Paula Portugal, Mayor ATTEST: Janice Ellis, City Clerk APPROVED AS TO FORM: Stephanie H. Harris, City Attorney POLICIES AND PROCEDURES FOR BOARDS AND COMMISSIONS MEMBERSHIP 1. The following Boards and Commissions shall have seven (7) members: a. Planning and Zoning Commission b. Library Advisory Board c. Main Street Advisory Board d. Traffic Commission 2. The following Boards and Commissions have separate governing documents that set membership, qualifications, selection process, criteria, etc. For details, please reference the following documents: a. Paris Economic Development Corporation b. Civil Service Commission c. Zoning Board of Adjustment d. Band Commission e. Airport Advisory Board f. Paris Housing Authority g. Historic Preservation Commission h. Buildings and Standards Commission Resolution 2020-040 Texas LGC Chapter 143 City of Paris Ch. 9, Exhibit B, Section 16 City of Paris Ch. 2, Art. 2.11 Resolution 2022-016 Texas LGC Chapter 392 City of Paris Ch. 9, Art, 9.05 City of Paris Ch. 4, Sec. 4.03.004 3. Except as otherwise stated in a separate applicable governing document, all members appointed shall serve "at -will" by the City Council. 4. Boards and Commissions may include at least one (1) City Council Member liaison appointed by a majority vote of the City Council, except for the Paris Housing Authority (Reference: Texas Attorney General Opinion KP -006). 5. Boards and Commissions may include at least one (1) City Staff liaison appointed by the City Manager. QUALIFICATIONS 1. Except as otherwise stated in a separate applicable governing document, qualifications for appointment and service on a City Board and Commission shall include: a. No delinquent indebtedness to the city. b. No family relationship within the second degree by affinity (marriage) or within the third degree by consanguinity (blood) to any member of the city council or to the city manager. c. No conflict between the appointee's private interests and duties and their interests and duties as a committee member. d. Attendance at a minimum of 75 percent of all regular meetings beginning July 1 of each year and ending June 30 of the subsequent year. City of Paris Board and Commission Policies Revised 05/09/2022 P ' mA 0u, m� u 2. Appointees shall take an oath of office prescribed by the City Council prior to taking office. 3. Except as otherwise stated in a separate applicable governing document, all applicants and appointees must be qualified voters of the City of Paris, or of Lamar County if the Board or Commission membership allows for residents in the county. Any other qualifications mandated by State law shall apply. APPOINTMENT 1. Appointments shall be made at the second regular city council meeting in June or as soon thereafter as practical, unless necessary to fill a vacancy. 2. Applications shall be made available to persons interested in serving on a Board or Commission. City staff shall post notice and advertise Board and Commission vacancies. The City Clerk or his or her designee shall collect and review each application for completeness and eligibility. 3. The City Council shall select from the entire slate of eligible nominees. TERMS Except as otherwise stated in a separate applicable governing document, the following shall govern appointment terms. 1. Each appointment shall be for three -years with appointees limited to a maximum of two (2) consecutive full three (3) year terms on the same Board or Commission. 2. If an appointee has prior consecutive service as the result of filling a vacancy, or service on another Board or Commission, prior service shall not be included in the count. 3. Appointees shall be limited to service on no more than one standing Board or Commission. Appointees are not prohibited from serving on additional ad hoc committees or standing boards, commissions, or committees that are purely advisory. 4. Appointees to vacant positions will serve the remainder of their predecessors' unexpired term. REMOVAL Except as otherwise stated in a separate applicable governing document, members may be removed by an affirmative majority vote of a quorum of the City Council. OFFICERS Except as otherwise stated in a separate applicable governing document, the following shall apply for the selection of officers. 1. Officers of each Board and Commission shall include a Chair and Vice -chair. City of Paris Board and Commission Policies Revised 05/09/2022 2. The duties of the chair include calling and presiding over meetings of the Board or Commission 3. The duties of the Vice -Chair shall be to serve as Chair in the absence or disability of the Chair. 4. Officers shall be elected by the membership of the body at their first meeting after the City Council appointment of Board and Commission members. 5. The term of office for officers shall be from July I" of each year and ending June 30"' of the subsequent year. 6. No officer shall serve more than two full consecutive terms in a single position. 7. Officers may be removed from their office, but not from the Board or Commission, by a simple affirmative majority vote of a quorum of the Board or Commission. MEETINGS Except as otherwise stated in a separate applicable governing document, the following shall govern meetings of the Boards and Commissions. 1, Each Board and Commission shall meet at least quarterly, and more frequently as the Board or Commission shall deem necessary, and at a time and location determined by the Board or Commission. 2. The staff liaison shall have authority to calla meeting of the Board or Commission. 3. Meetings shall be posted at the City Hall Annex Building, and on the City's website, and the newspaper of record shall be sent notice of the meeting at the time of posting, I . Appointments to all. Boards and Commission are contingent upon attending a workshop covering Ethics, the Public Information Act, and the Open Meetings Act, which must all be completed within 90 days of taking the oath of office. Failure to complete such training within the designated time period may result in removal, 2. The City Manager or his or her designee shall conduct a training workshop on Board and Commission duties and responsibilities, after appointments are made or as soon thereafter as practical. 3. Appointees shall be required, at the City's expense, to complete any additional training(s) required by any governing statutes, regulations, ordinances, or resolutions. City of Paris Board and Commission Policies Revised 05/09/2022