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21 Discussion of AppointmentsCITY COUNCIL AGENDA ITEM BRIEFING SHEET Submittal Date: Originating Department: Presented By: Agenda Item No.: 04/20/09 City Council Council Member Freelen Council Date: 21. OS/26/09 RECOMMENDED MOTION: Not an action item POLICY ISSUE(S): City boards and commissions BACKGROUND: During the meeting of May 11, 2009, Council Member Pickle wanted to discuss the appointments City Council made to PEDC on April 27. Mayor Freelen stated that he would place an item on the May 26 Agenda for discussion. BOARD/COMMISSION RECOMMENDATION: EXHIBITS: Council Member Agenda Item Request, Resolution No. 2008-053, and Policies and Procedures for Standin Boards, Commissions, and Committees ACTION: BUDGET INFO: ❑ Financial Report ❑ Minute Order Expense ❑ Department Report ❑ Resolution Budgeted Amt. ❑ Presentation ❑ Ordinance y'I'D Actual ❑ Public Hearing ❑ Other Acct. Name Acct. Number FISCAL NOTES: REVIEWED AND APPROVED BY: Z Administration Z City Clerk ❑ Community Development ❑ EMS/IT ❑ Finance ❑ Fire ❑ Municipal Court ❑ Legal ❑ Library ❑ Police ❑ Eng./Public Works ❑ Utilities City of Paris Revised 2/04/08 COUNCIL MEMBER AGENDA ITEM REQUEST Please complete this form if you wish to have an item placed on the agenda for a City Council meeting. To allow adequate time to prepare packets and to coincide with staff's deadline for items, the due date for placing an item on the agenda is noon Thursday, 12 days prior to the regular meetings on the second and fourth Monday of each month (i.e. the Thursday immediately following a regular Monday meeting). 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 and contact the City Clerk at (903) 784-9248 if you have any questions. Council member making request: ❑ Will Biard ❑ Joe McCarthy ❑ Steve Brown ❑ Edwin Pickle Q Jesse Freelen ❑ Rhonda Rogers ❑ Kevin Kear Description of Item: 6U S C! a?1-2 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: Sr a~ - 6~ ❑ Sometime in the next 2 meetings o specifjc time in mind - just keep it on a list of pending issues a % Date: City of Paris Revised 11/19/08 RESOLUTION N0. 2008-053 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PARIS, TEXAS, APPOINTING MEMBERS TO VARIOUS CITY OF PARIS BOARDS AND COMMISSIONS IN ACCORDANCE WITH THE NEW POLICIES AND PROCEDURES FOR STANDING BOARDS, COMMI5SIONS AND COMMITTEES; MAKING OTHER FINDING5 AND PROVISIONS RELATED TO THE SUBJECT; AND PROVIDIAIG AN EFFECTIVE DATE. WHEREAS, on February 11, 2008 the City Council approved new Policies and Procedures for Standing Boards, Commissions and Committees for the City af Paris, copy attached hereto as Exhibit A; and, WHEREAS, in accordance with the new policies and procedures these standing boards and commissions will be composed of seven mernbers and will serve three year terms; and, WHEREAS, the committees shall include one Council Member liaison appointed as ex-officio member and shall include one or more City staff liaisons appointed as ex-officio members with the Mayor and City Manager serving as ex-officio members to each committee; and, WHEREAS, appointments will be made at the first Council Meeting in April of each year with all terms beginning on MaX 1 and ending on ril 30 of each year; and, WHEREAS, it is deemed appropriate that all board and commission members be appointed at this time in order ta get all active boards and cammissions on the same schedule. NUW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PAR1S, TEXAS: Section 1. That the findings set out in the preamble to this resolution are hereby in all things approved. Secfian 2. That the following appointments are hereby made to the Airport Advisory Board: Andrew F. Fasken, and Vic Ressler to serve one-year terms from July 14, 2008 to April 30, 2009; Bill Boothe and Glen Chapman to serve two-year terms from July 14, 2008 to April 30, 2010; and Captain Jack Ashmore, Billy Copeland and Pete Kampfer to serve three-year terms from July 14, 2008 to April 30, 2011. Section 3. That the following appointments are hereby made to the Band Commission: Patsy Daniels (at-large), and Stephen L. Gerrald as regular members to serve two-year terms from July 14, 2008 to April 30, 2010; and T. R. "Randy" Bunch (Band Member), Ray Karrer (at-large), and Thomas N. Neugent (Band Director) as regular members to serve three-year terms from July 14, 2008 to April 30, 2011. Section 4. That the following appointments are hereby made to the Building and Standards Commission: Lucius Joe, Jr., and Harrell Tippitt as regular members to serve one-year terms from July 14, 2008 to Apri130, 2009; Ryan Lassiter, and Zach Saffle as regular members to serve two-year terms from July 14, 2008 to April 30, 2010; and Vicki Ballard, Chris Brown and Bill Harris as regular members to serve three-year terms fram July 14, 2008 to Apri130, 2011. Section S. That the fallowing appointments are hereby made to the Historic Preservation Commission: Brad Archer (Landmark property resident) and Arvin W. Starrett (Historical Society) as regular members to serve one-year terms from July 14, 2008 to April 30, 2009; Matthew Coyle (Main Street) and Paul Denney (Architect) as reguiar members to serve two-year terms from July 14, 2008 to April 30, 2010, and Jerry Raper, Susan Scholz, and Ben Vaughn as regular members to serve three-year terms from July 14, 2008 to April 30, 2011. Sectian 6. That the following appointments are hereby made to the Library Advisory Board: Jackie Alsobrook and Deborah Anderson as regular members to serve one-year terms from July 14, 2008 to April 30, 2009; Deborah Hatley and Hilda Mallory as regular members to serve two-year terms from }uly 14, 2008 to April 30, 2010, and Bill Kennedy, Eddie Poole and Linda Vandiver as regular members to serve three-year terms from July 14, 2008 to April 30, 2011. Section 7. That the following appointments are hereby made to the Main Street Advisory Board: Jennifer Lang and Karol Lynn Moore as a regular mernbers to serve one-year terms from July 14, 2008 to April 30, 2009; Cindy Allcorn and Matthew Coyle as regular members to serve two-year terms from July 14, 2008 to April 30, 2010; and Wyatt Bowden, Kari Daniel and Clifton Fendley as regular members to serve three-year terms from July 14, 200$ to April 30, 2011. Section B. That the following appointments are hereby made to the Paris Economic Development Corporation Board: Richard Severson and Glen Bawcum as regular members to serve ane-year terms from july 14, 2008 to April 30, 2009; )ohn Wright as a regular member to serve a two-year term from July 14, 2008 to April 30, 2010; and Dan Smith and Chad Brown as regular members to serve three-year terms from July 14, 2008 to Apri130, 2011. Section 9. That the following appointments are hereby made to the Planning & Zoning Cammission: Brad Archer and Reeves Hayter as regular members to serve one-year terms from July 14, 2008 to April 30, 2009; Richard Hunt and Darin Manning as regular members to serve two-year terms from July 14, 2008 to April 30, 2010; and Curtis Fendley, Bill Harris and Benny Plata as regular members to serve three-year terms from July 14, 2008 to April 30, 2011. Section 10. That the following appointments are hereby made to the Traffic Commission: Stephen "Red" Holmes as a regular member to serve a one-year term from July 14, 2008 to April 30, 2009; Bee Garmon, George Kimbrough and Jon McFadden as regular members to serve two-year terms from July 14, 2008 to April 30, 2010; and Ray Banks, Dr. Thomas Calabria and Matt Frierson as regular members to serve three-year terms from July 14, 2008 to April 30, 2011. Section 11. That this resolution shall be effective from and after its date of passage. PASSED AND ADUPTED this 14th day of July, 2008. ATTEST: 1 FOLL ice Ellis, City Clerk APPROVED AS TO FORM: W. Kent McII ity Attorney ~ j sse )ames reelen, Mayor POLICIES AND PROCEDURES FOR STANDING BOARDS, COMMISSIONS, AND COMMITTEES MEMBERSHIP 1. Except for the Paris Economic Development Corporation and Civil Service Commission, each committee shall be composed of seven members appointed to serve "at-will" by the City Council. 2. As provided for in Texas Revised Civil Statutes Article 5190.6, Section 4A(c), the Paris Economic Development Corporation (HDC) shall be limited to five members. In addition, PEDC shall have two ex-officio members appointed by the Council. 3. As provided for in Chapter 143 of the Texas Local Government Code, the Civil Service Commission shall be limited to three members. 4. Committees shall include one Council Member liaison appointed as ex-officio members by a majority vote of the City Council. 5. Committees shall include one or more City staff liaisons appointed as ex-officio members by the City Manager. 6. The Mayor and City Manager shall serve as ex-officio members to each committee. 7. Ex-officio liaison members may participate in discussions of the board, commission, or committee, but shall not participate in voting. QUALIFICATIONS 1. Qualifications for appointment and serving on a City committee 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. 2. Appointees shall take an oath of office prescribed by the City Council prior to taking office. 3. Any qualifications mandated by State law shall also apply. APPOINTMENT 8i TERMS 1. Appointments shall be made at the first regular City Council meeting in April. 2. Applications shall be made available to persons interested in serving on a City committee. City staff shall post notice and advertise that committee appointments will be made as well as distribute and collect applications. The City Clerk or their designee shall review each application for completeness and eligibility prior to the first regular Council meeting in February. 3. The Council shall select from the entire slate of eligible nominees. 4. Each appointment shall be for three-years. City of Paris Board, Commission, and Committee Policies Revised 02/11/08 5. To preserve the continuity of experience, two appointments each will be made in years one and two of the appointment cycle and three appointments in year three. In the case of the Paris Economic Development Corporation, two appointments will be made in years one and two of the appointment cycle and one appointment in year three. 6. Appointments are contingent upon attending an orientation workshop covering ethics, the Public Information Act, and the Open Meetings Act. The orientation workshop shall be conducted prior to appointees taking the oath of office. 7. Appointees are limited to a maximum of two consecutive full terms on the same committee. If an appointee has prior consecutive service as the result of filling a vacancy, prior service shall not be included in the count of three, consecutive full terms. Additionally, service on other committees shall not be included in the count of three, consecutive full terms. 8. Appointees shall be limited to service on no more than one standing board, commission, or committee with legislative authority at one time. Appointees are not prohibited from serving on additional ad hoc committees or standing boards, commissions, or committees that are purely advisory. TRANSITION 1. The years of service of committee members serving on the same committee immediately prior to the adoption of these policies shall not be counted in the calculation of maximum service time on that committee. 2. The first appointments made after adoption of these policies shall include two one-year appointments, two two-year appointments, and three three-year appointments. 3. In recognition of the importance of maintaining a continuity of experience on the committee, one-year and two-year appointments made after adoption of these policies shall be reserved for current committee members. In the event that there are more than four eligible current committee members seeking reappointment, Council shall make four appointments from among that group. This provision shall not restrict the Council from reappointing more than four current members to the committee. 4. Appointees to a one-year or two-year transitional term shall be eligible to serve an additional two consecutive, full terms. 5. In the event that the first appointments made after the adoption of these policies are made prior to the first regular council meeting in April 2008, those terms shall be extended to include the time period prior to April 2008 and run through the next appointments in Apri12009. VACANCIES 1. Appointees to vacant positions will serve the remainder of their predecessor's unexpired term. 2. Appointees filling vacancies shall meet with the City Secretary to review ethics, the Public Information Act, and the Open Meetings Act prior to being sworn in. City of Paris Board, Commission, and Committee Policies Revised 02/11/08 REMOVAL Members may be removed by an affirmative majority vote of the entire Council. "Entire council" is defined as the entire membership of the council, excluding any vacant positions. OFFICERS 1. Officers of each committee shall include a Chair, Vice-chair, and Secretary. 2. The duties of the Chair include calling and presiding over meetings of the committee, and ensuring that all resolutions of the committee are implemented. 3. The duties of the Vice-chair shall be to serve as Chair in the absence or disability of the Chair. 4. The duties of the Secretary include maintaining correct and complete records of the committee and forwarding originals of all records to the City Secretary in a timely, reasonable, and prudent manner. 5. Officers shall be elected by the membership of the body at their first meeting after appointment of committee members by the Council in February. 6. The term of office for officers shall be from their time of appointment through the first meeting after appointment of committee members by the Council in April, i. e. approximately one-year. 7. No officer shall serve more than three full, consecutive terms in a single position. 8. Officers may be removed from their office, but not the committee, by a simple affirmative majority vote of a quorum of the committee. MEETINGS 1. Each committee shall meet quarterly, or more frequently as the committee shall deem necessary, and at a time and location determined by the committee. 2. The Chair or a majority of the body shall have authority to call a meeting of the committee. 3. The Chair or his or her designee shall submit a proposed agenda to the City Clerk at least 96 hours before the scheduled date and time of the meeting. The City Clerk shall review the agenda for format, legal requirements, and reservation of City facilities. 4. Meetings shall be posted at the City Hall Annex Building and the City's newspaper of record shall be sent notice of the meeting at the time of posting. TRAINING 1. The City Manager or his designee shall conduct a training workshop on ethics, the Public Information Act, and the Open Meetings Act after appointments are made but before appointees take their oath of office. 2. Appointees shall be required, at the City's expense, to complete any additional training required by any governing statutes, regulations, ordinances, or resolutions. City of Paris Board, Commission, and Committee Policies Revised 02/11/08