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13-MOVE TO APPOINT VACANT POSITIONS ON CITY BOARDS AND COMMISSIONSCITY COUNCIL AGENDA ITEM BRIEFING SHEET Submittal Date: Originating Department: Presented By: Agenda Item No.: OS/31/12 Council Date: City Council Mayor Hashmi 13. 06/11/12 RECOMMENDED MOTION: Move to appoint vacant positions on City Boards and Commissions. POLICY ISSUE(S): City boards and commissions BACKGROUND: On July 14, 2008, by Resolution No. 2008-053 City Council adopted policies and procedure for standing boards, commissions, and committees. At the City Council meeting of June 28, 2010, City Council elected to have the terms begin July 1 and end June 30 of each year allowing new Council Members to be involved in the selection process. The open appointment process was advertised on radio stations, The Paris News, and the City's web- site. In addition, Council Members and staff have also promoted committee openings. BOARD/COMMISSION RECOMMENDATION: EXHIBITS: Resolution, Spreadsheet of Available Board Applicants; Policies and Procedures; Committee Descri tions; and Applications ACTION: BUDGET INFO: ~ Financial Report ❑ Minute Order Expense ~ Department Report Z Resolution Budgeted ~mt. Presentation ❑ Ordinance Y7'D Actu ❑ Public Hearing ❑ Other Acct. Name Acct. Number FISCAL NOTES: REVIEWED AND APPROVED BY: ❑ Administration ❑ City Clerk ❑ Community Development ❑ EMS/IT ❑ Eng. ❑ Finance ❑ Fire ❑ Municipal Court ❑ Legal ❑ Libraty ❑ Police ❑ Public Works ❑ Utilities City of Paris Revised 2/04/08 53 Draft RESOLUTION NO. 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 POLICIES AND PROCEDURES FOR STANDING BOARDS, COMMISSIONS AND COMMITTEES; MAKING OTHER FINDINGS AND PROVISIONS RELATED TO THE SUBJECT; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the terms of certain members of various City of Paris Boards and Commissions are expiring on June 30, 2012, and it is appropriate that they be reappointed or that new members be appointed to fill these positions; and, WHEREAS, the following members have terms expiring June 30, 2012, on the various City Boards and Commissions listed below: Airport Advisory Board: Ray Ball Vic Ressler (Maximum Term) Ark-Tex Council of A.J. Hashmi Governments Richard Grossnickle john Wright Board of Adjustment: Terry Christian (Maximum Term) Kyle McCarley (Maximum Term) Board of Health Larry Reaves (Maximum Term) Robert Moseley (Maximum Term) Mary Gail Miesch (Resigned) Building & Standards: LeAnn Barbee Wendell Moore Historic Preservation: Douglas Cox Arvin Starrett (Maximum Term) Housing Authority Mary Hughes Donald Wilson Library Advisory Board: Deborah Anderson (Maximum Term) Main St. Advisory Board: Ashlea Mantoon PEDC Board: Planning & Zoning: Traffic Commission: Visitors & Convention Council Rick Poston Pike Burkhart Michael Keith Barnett Dennis Chalaire Ken Kohls Stephen Red Holmes (Maximum Term) Matt Frierson WHEREAS, on July 14, 2008, by Resolution No. 2008-053 the City Council adopted new Policies and Procedures for Standing Boards, Commissions and Committees for the City of Paris; and, WHEREAS, on June 28, 2010, the City Council amended the Policies and Procedures to have the terms begin July 1 and end June 30 of each year allowing new Council Members to be involved in the selection process; and WHEREAS, in accordance with the policies and procedures these standing boards and commissions will be composed of seven members and will serve three year terms except where State law provides otherwise; and WHEREAS, several boards and commissions have recently lost members due to expiring terms, resignations, and conflicts of interest and some meetings have been canceled due to a lack of a quorum; and WHEREAS, the City Council hereby finds and determines that new appointments should be made to the Boards and Commissions listed herein to fill the vacancies. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PARIS, TEXAS: Section 1. That the findings set out in the preamble to this resolution are hereby in all things approved. Section 2. That the following appointments are hereby made to the Airport Advisory Board: to serve three year terms from July 1, 2012 to June 30, 2015. Section 3. That the following appointments Council of Governments: year terms from July 1, 2012, to June 30, 2013. are hereby made to the Ark-Tex to serve one . 55 Section 4. That the following appointments are hereby made to the Board of Adjustment: to serve two year terms from July, 1, 2012 to June 30, 2014. Section 5. that the following appointments are hereby made to the Board of Health: I to serve three year terms from July 1, 2012 to June 30, 2014, and to serve three year terms from July 1, 2012 to June 30, 2015. Section 6. That the following appointments are hereby made to the Building & Standards Commission: to serve three year terms from July 1, 2012 to June 30, 2015. Section 7. That the following appointments are hereby made to the Historic Preservation Commission: to serve three year terms from July 1, 2012 to June 30, 2015. Section 8. That the following appointments are hereby made to the Housing Authority: to serve two year terms from July 1, 2012 to June 30, 2014. Section 9. That the following appointments are hereby made to the Library Advisory Board: to serve three year terms from July 1, 2012 to June 30, 2015. Section 10. That the following appointments are hereby made to the Main Street Advisory Board: to serve three year terms from July 1, 2012 to June 30, 2015. Section 11. That the following appointments are hereby made to the Paris Economic Development Corporation Board: to serve three year terms from July 1, 2012 to June 30, 2015. Section 12. That the following appointments are hereby made to the Planning and Zoning Commission: to serve three year terms from July 1, 2012 to June 30, 2015. Section 13. That the following appointments are hereby made to the Traffic Commission: to serve three year terms from July 1, 2012 to June 30, 2015. Section 14. That the following appointment is hereby made to the Visitors and Convention Council: to serve a one year term from July 1, 2012 to June 30, 2013. Section 15. That this resolution shall be effective from and after its date of passage. ~ 56 PASSED AND ADOPTED this 1111, day of June, 2012. A.J. Hashmi, M.D., Mayor ATTEST: Janice Ellis, City Clerk APPROVED AS TO FORM: W. Kent McIlyar, City Attorney 57 0 U CL ~ V ~ ~ m v ~ / N r-I O I I I p ' I M I I I ~ . , I ~ li I N N I .I I O O . 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Gl - Y, > >I I -I ~ I I Z >-i I~ Y F- ~--I N M d' u1 lD h W 01 ~~.~y ~ f.My ~.ay ~ ti ti ~ ~ ~ry N N N N N N N N N ~M M M M M M M M M M V ~ V Q V ~'7 V V V -1 58 POLICIES AND PROCEDURES FOR STANDING BOARDS, COMMISSIONS, AND COMMITTEES MEMBERSHIP 2 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. 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 2 Appointments shall be made at the second regular City Council meeting in June. 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 June. 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 06/28/10 - 1 59 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 April 2009. 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 06/28/10 60 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 06/28/10 61 BOARDS, COMMISSIONS, AND COMMITTEES This list describes each of the City of Paris' standing citizen boards, commissions, and committees. Committees include one Council Member liaison and one or more City staff liaisons appointed as an ex- officio members. The Mayor and City Manager also serve as ex-officio members to each committee. Ex- officio liaison members may participate in discussions of the board, commission, or committee, but shall not participate in voting. In addition to any qualifications mandated by State law, appointees to a City committee shall also have: 1. No delinquent indebtedness to the City. 2. 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. 3. No conflict between the appointee's private interests and duties and their interests and duties as a committee member. 4. Attendance at a minimum of 75 percent of all regular meetings. In order to improve the diversity and community input, 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. Appointees are not prohibited from serving on additional ad hoc committees or standing boards, commissions, or committees that are purely advisory. AIRPORT ADVISORY BOARD No. of Members: 7 Length of Term: 3 yrs. Appointed By: City Council Regular Meeting Day: 3`d Thursday Meeting Time: 5:30 p.m. Meeting Location: Council Chamber Duties/Purpose: Acts in an advisory capacity to the City Council regarding Cox Field, its airfield and business operations, facilities, long-range planning, and special events. BAND COMMISSION No. of Members: 7 Length of Term: 3 yrs. Appointed By: City Council Regular Meeting Day: Quarterly Meeting Time: TBD Meeting Location: TBD Duties/Purpose: Sec. 2-552 of the Code of Ordinances states that the Commission is responsible for the organization, discipline, membership, and duties of the members of the Municipal Band and the Leaders or Instructors thereof, and may regulate same by such rules or bylaws as they may deem it necessary to pass; provided, that no rule or bylaw or amendment of same shall be in force or effect until the same has been submitted to and approved by the City Council. Membership is reserved for a representative of the Visitors and Convention Council of the Lamar County Chamber of Commerce, one active member of the Band, and three members to be appointed at-large. Must be a resident citizen of the City of Paris. City of Paris Boards, Commissions, and Committees Description Revised 04/10/2012 62 BUILDING AND STANDARDS COMMISSION No. of Members: 7 Length of Term: 3 yrs. Appointed By: City Council Regular Meeting Day: 3`a Monday Meeting Time: 4:00 p.m. Meeting Location: Council Chamber Duties/Purpose: Evaluates and declares structures dangerous or substandard and determines the remedy for having the structure comply with codes and ordinances. Members must be residents of the city and, as nearly as possible, represent each council district. CIVIL SERVICE COMMISSION No. of Members: 3 Length of Term: 3 yrs. Appointed By: City Manager Regular Meeting Day: As Needed Meeting Time: TBD Meeting Location: City Hall Duties/Purpose: Adopts rules and investigates matters related to enforcement of Civil Service regulations for firefighters and police officers, and hears appeals from disciplinary actions. Members must have good moral character, resident of the city for more than three years, be over 25 years of age, and not have held any public office within the preceding three years. HISTORIC PRESERVATION COMMISSION No. of Members: 7 Length of Term: 3 yrs. Appointed By: City Council Regular Meeting Day: 2"d Wed./4~' Mon. Meeting Time: Noon/4:00p.m Meeting Location: Council Chamber Duties/Purpose: Adopt rules and procedures; adopt identification criteria and rules for delineation of historic district boundaries; conduct and administer historic resource surveys; recommend designation of districts and landmarks; establish committees as needed; produce and distribute minutes of ineetings; develop public outreach/education/awareness programs; approve/disapprove certificates of appropriateness; provide design and other reasonable forms of advice to owners and tenants of historic properties in the certificate of appropriateness review process; recommend acquisition of endangered historic resources to the City Council; submit an annual report to City Council; prepare and promote design guidelines for landmarks/districts. Membership is reserved for an architect, a member of a local Historical Society, a member of the Main Street Advisory Board; an owner of or resident or tenant in a landmark property or property in a Historic District; and three at large members. HOUSING AUTHORITY OF THE CITY OF PARIS No. of Members: 5 Length of Term: 2 yrs. & 1 yr. Appointed By: Mayor Regular Meeting Day: 3`d Tuesday Meeting Time: 12:30 p.m. MeetingLocation:GeorgeWright Homes Duties/Purpose: Oversees the budget, maintenance, and policies of the Housing Authority of the City of Paris, which consists of several apartment communities as well as duplexes and houses in the city limits of Paris. Members must be residents of the city and cannot be officers or employees of the City of Paris. Additionally, one member is required to be a tenant of public housing and serves for only one term; four have two year staggered terms. City of Paris Boards, Commissions, and Committees Description Revised 04/10/2012 63 LIBRARY ADVISORY BOARD No. of Members: 7 Length of Term: 3 yrs. Appointed By: City Council Regular Meeting Day: 3`d Wednesday Meeting Time: 4:00 p.m. Meeting Location: Library Gallery Duties/Purpose: Acts in an advisory capacity to the City Council to study and make recommendations concerning library services, maintenance, and capital improvement projects. Members must be residents of the city, have knowledge of library affairs and a strong interest in library operations, as well as exhibit a genuine appreciation of books. MAIN STREET ADVISORY BOARD No. of Members: 7 Length of Term: 3 yrs. Appointed By: City Council Regular Meeting Day: 3`d Tuesday Meeting Time: 4:00 p.m. Meeting Location: Council Chamber Duties/Purpose: Advises the City Council and recommends Main Street program policies, goals and objectives. Also recommends guidelines for the refurbishing of buildings in the downtown area, recommends programs to bring patrons into the downtown area, and sponsors advertising for downtown events. Membership is reserved for one member of the Historic Preservation Commission. PARIS ECONOMIC DEVELOPMENT CORPORATION No. of Members: 5 Length of Term: 3 yrs. Appointed By: City Council Regular Meeting Day: 2°d Tuesday Meeting Time: 4:00 p.m. Meeting Location: Santa Fe Depot Duties/Purpose: Administers 4A sales tax funds for the promotion and enhancement of job creation and retention and other economic development activities of the City of Paris through development of incentives and short-term and long-term planning. PARIS/LAMAR COUNTY ADVISORY BOARD OF HEALTH No. of Members: 7 Length of Term: 3 yrs. Appointed By: City Council & Commissioners Court Regular Meeting Day: As Needed Meeting Time: 6:00 p.m. Meeting Location: Health Department Duties/Purpose: Advises the Health Department Director on health matters and the operation of the Health Department. Members must be residents of Lamar County for a period of more than three years next preceding time of appointment and include three practicing physicians, one practicing dentist and three citizens. PLANNING AND ZONING COMMISSION No. of Members: 7 Length of Term: 3 yrs. Appointed By: City Council Regular Meeting Day: lst Monday Meeting Time: 5:30 p.m. Meeting Location: Council Chamber Duties/Purpose: Reviews the requests by property owners for changes in zoning inside the city limits of Paris and makes recommendations to City Council for the approval or disapproval of those requests. Members must be citizens of the City of Paris, tax~ayers, and qualified voters. City of Paris Boards, Commissions, and Committees Description Revised 04/10/2012 , 64 TRAFFIC COMMISSION No. of Members: 7 Length of Term: 3 yrs. Appointed By: City Council Regular Meeting Day: 1 St Tuesday Meeting Time: 5:15 p.m. Meeting Location: Municipal Court Duties/Purpose: Reviews requests for traffic control measures and proposes measures designed to minimize traffic safety problems resulting from vehicular traffic in Paris. Members must be residents of the city. ZONING BOARD OF ADJUSTMENT No. of Members: 7 Length of Term: 3 yrs. Appointed By: City Council Regular Meeting Day: As needed Meeting Time: Noon Meeting Location: Council Chamber Duties/Purpose: Zoning Ord. 1710 states that the Board hears zoning-related appeals by any person aggrieved or by an officer, department, or board of the municipality affected by the zoning decision of the administrative officer. Must be a resident of the city. A supermajority vote is required to approve an adjustment. VISITORS & CONVENTION COUNCIL (MAYOR, CITY MANAGER AND ONE COUNCIL MEMBER; THREE YEAR TERM; CITY COUNCIL APPOINTS) To carry out the Chamber's contractual obligations with the City to administer the hotel/motel taxes. ARK-TEX COUNCIL OF GOVERNMENTS Appointed for one (1) year, or until disqualified to serve and successor is appointed; Mayor recommends & Council appoints according to ATCOG By-Laws; City Council can recommend to the Board of Directors of Ark-Tex a person for appointment to the Executive Committee. Adopts an annual budget, fixes the dues for member governmental units, and reviews, approves, and adopts all policy documents. The Executive Committee is responsible for the implementation of policies established by the Board. The Executive Committee is also empowered to conduct the affairs of the Board of Directors between quarterly meetings of the Board. City of Paris Boards, Commissions, and Committees Description Revised 04/10/2012 65