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2022-065 – Amending the Policies and Procedures for Boards and Commissions; Approving a New Policy to Provide a Deadline for Receiving Applications; Making Other Findings Related to the SubjectRESOLUTION NO. 2022-065 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PARIS, TEXAS AMENDING THE POLICIES AND PROCEDURES FOR BOARDS AND COMMISSIONS; APPROVING A NEW POLICY TO PROVIDE A DEADLINE FOR RECEIVING APPLICATIONS TO BOARDS AND COMMISSIONS ONE WEEK PRIOR TO APPOINTMENTS; MAKING OTHER FINDINGS RELATED TO THE SUBJECT AND DECLARING AN EFFECTIVE DATE. WHEREAS, ON May 23, 2022 the City Council approved resolution 2022-035 adopting new policies and procedures, for City Boards, Commissions, and Committees ("Policies"); and WHEREAS, since that time, it has become apparent that applications for City Boards, Commissions, and Committees are being received at the last minute, causing hardship for city staff and not allowing the City Council enough time to evaluate applications prior to voting on the applicants; and WHEREAS, the City Council of the City of Paris, Texas hereby amends the ("Policies") to include a deadline for receiving applications to Boards and Commissions one week prior to appointments. 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 amends the Policies and Procedures for Boards and Commissions last revised May 23, 2022 by resolution 2022-035, to include a deadline for receiving applications to Boards and Commissions one week prior to appointments. Section 3. This resolution shall become effective from and after the date of passage. PASSED AND APPROVED this 22nd day of August, 2022. To-tt& e" q,4L Paula Portugal, Ma r ATTEST: H E cz) Ellis, City Clerk APPROVED AS TO FORM: StepDph nie 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 Resolution 2020-040 b. Civil Service Commission Texas LGC Chapter 143 c. Zoning Board of Adjustment City of Paris Ch. 9, Exhibit B, Section 16 d. Band Commission City of Paris Ch. 2, Art. 2.11 e. Airport Advisory Board Resolution 2022-016 f. Paris Housing Authority Texas LGC Chapter 392 g. Historic Preservation Commission City of Paris Ch. 9, Art, 9.05 h. Buildings and Standards Commission 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, unless otherwise excused by the remaining members of the Board or Commission. 2. Appointees shall take an oath of office prescribed by the City Council prior to taking office. City of Paris Board and Commission Policies Revised 08/22//2022 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. Completed applications must be received by the City Clerk's office no later than 5:00 p.m. on the third Monday of June of each year, and the third Monday of any month at which applications for membership on Boards and Commissions will be considered 4. The City Council shall select from the entire slate of eligible nominees whose applications are received by the deadline. TERMS Except as otherwise stated in a separate applicable governing document, the following shall govem 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 08122//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 1St of each year and ending June 3001 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 call a 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. TRAINING 1. 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 08/22//2022 Item No. 31 COUNCIL MEMBER AGENDA ITEM REQUEST Please complete this form to have an item placed on the agenda for the Council's consideration. The deadline for requesting an item on an agenda will be the Wednesday before the council meeting takes place. This time is necessary so that staff can research the matter and prepare/review an ordinance, resolution, or other document such as a contract. In order for your fellow Council Members to fully understand your item, have productive discussion, ensure efficient council meetings, and for staff to be able to assist you as completely as possible, it is important that you describe the item with as much detail as possible and include any supporting documentation so that it may be included in the Council's meeting packets. Please return this completed form to the City Manager's office or the City Clerk's office. Council member making request: ❑ Shatara Moore ❑ Linda Knox ❑ Reginald Hughes ❑ Clayton Pilgrim ❑ Gary Savage ❑ Paula Portugal ® Mihir Pankaj Receive report from the evaluation committee review evaluation instruments and select dates to evaluate the City Council's employees Are additional sheets or supporting materials attached? [:]Yes ®No I request that this item be placed on the agenda for the: ® City Council meeting on this date: 8-22-2022 ❑ Sometime in the next 2 meetings ❑ No specific time in mind — just keep it on a list of pending issues Signature: s/Mihir Pankai Date: 8-17-2022 City of Paris Revised 03/2022