10 Procedure for Appointments to City Boards & CommissionsCITY OF PARIS, TEXAS
CITY COUNCIL AGENDA REQUEST
MEETING DATE: February 11, 2008
~Action ❑ Discussion ❑Information ❑Refer to:
SUBMITTED BY:
Kevin Carruth, City Manager
DESCRIPTION:
Establishment of policies and procedures for standing boards, commissions, and
committees.
BACKGROUND INFORMATION:
The accompanying document reflects the changes discussed in the last council
meeting in addition to some statutory requirements for the Civil Service Commission
and suggestions from the City Attorney. All new language is underlined and the old
language is struck through. The date has changed from the first meetin in
February to the first meeting in April to accommodate time to advertiseg for
applicants.
FISCAL AUTHORITY:
N/A
LEGAL REVIEW:
N/A
MANAGER'S RECOMMENDATION:
Approval as presented.
1 POLICIES AND PROCEDURES FOR STANDING
2 BOARDS, COMMISSIONS, AND COMMITTEES
3
4 MEMBERSHIP
5 I 1. Except for the Paris Economic Development Corporation and Civil Service
6 Commission, each committee shall be composed of seven members appointed to
7 serve "at-will" by the City Council.
g ~ ?_As provided for in Texas Revised Civil Statutes Article 5190.6, Section 4A(c), the
9 Paris Economic Development Corporation (HDC) shall be limited to five
10 members. In addition, PEDC shall have two ex-officio members appointed by the
i l Council.
IZ --_~.As ~~rovided f~or in Chapter 143 of the Texas I oc~il Governmeni Code the C ivil
13 Seivice C.onumlssion shall be limited to tlu•ee members.
14 Committees shall include one Council Member liaison appointed as ex-officio
15 members by a majority vote of the City Council.
.
16 4.:;.Committees shall include one or more Crty staff liaisons appointed as ex-officio
17 members by the City Manager.
18 6. The Mayor and City Manager shall serve as ex-officio members to each
19 committee.
20 liaison members mav artici ate in discLissions of the boai-d
21 commission, 01- co111mittee, but sllall not L)artici pate in votin
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23
QUALIFICATIONS
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25
l.
Qualifications for appointment and serving on a City committee shall include:
a. No delinquent indebtedness to the City.
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b. No family relationship within the second degree by affinity (marria e or
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within the third degree by consanguinity (blood) to any member of the city
council or to the City Manager.
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c. No conflict between the appointee's private interests and duties and their
interests and duties as a committee member
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32
.
d. Attendance at a minimum of 75 percent of all regular meetings.
33
2.
Appointees shall take an oath of office prescribed by the City Council prior to
taking office.
34 ~
3.
Any qualifications mandated by s-ta4tk-State law shall also apply
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.
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APPOI
NTMENT & TERMS
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38 I
1.
Appointments shall be made at the first regular City Council meeting in
FE,~r•tt~tr-~-AL) r i I.
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40
2.
Applications shall be made available to persons interested in serving on a City
41
committee. City staff shall post notice and advertise that committee appointments
will be made as well as distribute and
ll
I
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co
ect applications. The City ~~efefar-y,
Clei•k or their designee shall review each application for completeness and
eligibility prior to the first regular Council meeting in February.
44
3.
The Council shall select from the entire slate of eligible nominees
45 ~
4.
.
Each appointment shall be for twotlu-ee-years.
I City of Paris Board, Commission, and Committee Policies Revised 021/3808/08
46 5. To preserve the continuity of experience, #{»F--two appointments each will be
47 made in e-ve:, iiLiiiihei years one aiid two of' the appointment cvcle and three
48 appointments in odd flUlilye-Ft years tlu•ee. In the case of the Paris Economic
49 Development Corporation, 4ii-ee-two appointments will be made in e-N~
50 ~~~~~~+,~„-,,e,eTyears one and two of the appointnient cvcle and !NN(4-one appointments
51 in e~heFt years three.
52 6. Appointments are contingent upon attending an orientation workshop covering
53 ethics, the Public Information Act, and the Open Meetings Act. The orientation
54 workshop shall be conducted prior to appointees taking the oath of office.
55 ~ 7. Appointees are limited to a maximum of tliree--two consecutive full terms on the
56 same committee. If an appointee has prior consecutive service as the result of
57 filling a vacancy, prior service shall not be included in the count of three,
58 consecutive full terms. Additionally, service on other committees shall not be
59 included in the count of three, consecutive full terms.
60 8. Appointees shall be limited to service on no more than one standing board,
61 commission, or committee with legislative authority at one time. Appointees are
62 not prohibited from serving on additional ad hoc committees or standing boards,
63 commissions, or committees that are purely advisory.
64
65 TRANSITION
66 l. The years of service of committee members serving on the same committee
67 immediately prior to the adoption of these policies shall not be counted in the
68 calculation of maximum service time on that committee.
69 I 2. The first appointments made after adoption of these policies shall include fotff-
70 two one-year appointments, two two-vear appointment5 and three tw-othree-year
71 appointments.
72 3. In recognition of the importance of maintaining a continuity of experience on the
73 ~ committee, one-year and two-veai- appointments made after adoption of these
74 policies shall be reserved for current committee members. In the event that there
75 are more than four eligible current committee members seeking reappointment,
76 Council shall make four appointments from among that group. This provision
77 shall not restrict the Council from reappointing more than four current members
78 to the committee.
79 I 4. Appointees to a one-year or twc>-vear transitional term shall be eligible to serve an
80 additional tki-ee-two consecutive, full terms.
81 5. In the event that the first appointments made after the adoption of these policies
82 are made prior to the first regular council meeting in ehFuaf-y i•il 2008, those
83 terms shall be extended to include the time period priar to F~~~ ~Api•il 2008
84 and run through the next appointments in 41, ri 12009.
85
86 VACANCIES
87 1. Appointees to vacant positions will serve the remainder of their predecessor's
88 unexpired term.
89 2. Appointees filling vacancies shall meet with the City Secretary to review ethics,
90 the Public Information Act, and the Open Meetings Act prior to being sworn in.
91
I City of Paris Board, Commission, and Committee Policies
Revised 021/3808/08
92 REMOVAL
93 Members may be removed by an affirmative majority vote of the entire Council. "Entire
94 council" is defined as the entire membership of the council, excluding any vacant
95 positions.
96
97 OFFICERS
98 1. Officers of each committee shall include a Chair, Vice-chair, and Secretary.
99 2. The duties of the Chair include calling and presiding over meetings of the
100 committee, and ensuring that all resolutions of the committee are implemented.
101 3. The duties of the Vice-chair shall be to serve as Chair in the absence or disability
102 of the Chair.
103 4. The duties of the Secretary include maintaining correct and complete records of
104 the committee and forwarding originals of all records to the City Secretary in a
105 timely, reasonable, and prudent manner.
106 5. Officers shall be elected by the membership of the body at their first meeting after
107 appointment of committee members by the Council in February.
108 6. The term of office for officers shall be from their time of appointment through the
109 first meeting after appointment of committee members by the Council in
110 ~ 144a-,,+~Ap1-i l, i. e. approximately one-year.
111 7. No officer shall serve more than three full, consecutive terms in a single position.
112 8. Officers may be removed from their office, but not the committee, by a simple
113 affirmative majority vote of a quorum of the committee.
114
115 MEETINGS
116 1. Each committee shall meet quarterly, or more frequently as the committee shall
117 deem necessary, and at a time and location determined by the committee.
118 2. The Chair or a majority of the body shall have authority to call a meeting of the
119 committee.
120 3. The Chair or his or her designee shall submit a proposed agenda to the City
121 at least 96 hours before the scheduled date and time of the
122 meeting. The City Seeretary Clcrk shall review the agenda for format, legal
123 requirements, and reservation of City facilities.
124 4. Meetings shall be posted at the City Hall Annex Building and the City's
125 newspaper of record shall be sent notice of the meeting at the time of posting.
126 ~ . . l4iles
127 ~ ~ .
128 TRAINING
129 1. The City Manager or his designee shall conduct a training workshop on ethics, the
130 Public Information Act, and the Open Meetings Act after appointments are made
131 but before appointees take their oath of office.
132 2. Appointees shall be required, at the City's expense, to complete any additional
133 training required by any governing statutes, regulations, ordinances, or
134 resolutions.
135
I City of Paris Board, Commission, and Committee Policies Revised OZ 1/3808/08