33 - AMENDMENTS TO THE POLICIES AND PROCEDURES FOR BOARDS, COMMISSIONS, AND COMMITTEESItem No. 33
memorandum
TO: Mayor & City Council
John Godwin, City Manager
FROM: Janice Ellis, City Clerk
SUBJECT: AMENDMENTS TO POLICIES AND PROCEDURES FOR
BOARDS, COMMISSIONS, AND COMMITTEES
DATE: May 21, 2015
BACKGROUND: In 2008 policies and procedures for city boards, commissions, and
committees were established and subsequently revised in 2010.
STATUS OF ISSUE: Several amendments need to be made to the Policies and Procedures to
clearly set out specific state law provisions, as well as deletion of several provisions that are out
dated, specifically as related to the Paris Housing Authority and Zoning Board of Adjustment. In
addition, I have made changes related to transitions, selection of officers, and time of
appointments to be consistent with actual practices.
BUDGET: N/A
RECOMMENDATION: Approve the amendments to the Policies and Procedures for Boards,
Commissions and Committees.
POLICIES AND PROCEDURES FOR STANDING
BOARDS, COMMISSIONS, AND COMMITTEES
MEMBERSHIP
1. Except for the Paris Economic Development Corporation, Civil Service
Commission and Zoning Board of Adjustment, each committee shall be
composed of seven members appointed to serve "at- will" by the City Council.
2. As provided for in Te xas Revised ivil Statutes AAiele 590.6, SeG60H 4A(e) the
Chapter 504 of the Texas Local Government Code, the Paris Economic
Development Corporation (PEDC) shall be limited to five members have a
minimum of five directors. 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. As provided for in Section 16 -100 of the City Zoning Ordinance, the Board of
Adjustment shall consist of five members, each to be appointed by Resolution of
the City Council for a term of two years. The City Council may appoint two
alternate members, who shall serve in the absence of one or more of the regular
members when requested by the mayor or city manager or their designee.
5. Committees shall include one Council Member liaison appointed as ex- officio
members by a majority vote of the City Council except for the Paris Housing
Authority (Reference: Texas Attorney General Opinion KP -006).
6. Committees shall include one or more City staff liaisons appointed as ex- officio
members by the City Manager.
7. The Mayor and City Manager shall serve as ex- officio members to each
committee with the exception of the Paris Housing Authority.
8. 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 & TERMS
1. Appointments shall be made at the second regular City Council meeting in June,
unless necessary to fill a vacancy.
City of Paris Board, Commission, and Committee Policies Revised 06/28/10
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 June.
3. The Council shall select from the entire slate of eligible nominees.
4. Each appointment shall be for three- years.
5. To pr-esen,e the eentinuity of experienee, two appoifft-meapAss eaaeh will be made in
yeafs one and two of the appointment eyele and thfee appointments in year- dh-ee-.
inrr the ease o f the Par-is E,.,,a,,,, ie Development lam,..... °..afie., two appointments
LiaV VLLUV V1 L11V 1 LL11J LVV11V1111V ,
will be 111....... 111 j1 °vLUU one and two of the uYpvu14a1v1aL vyvly one
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 three -year consecutive full terms on
the same committee, except appointees to the Board of Adjustment who may
serve a maximum of three two -year consecutive full terms. 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.
City of Paris Board, Commission, and Committee Policies Revised 06/28/10
-------------------- -
M.
TV
MIN
oil
WIN
WIN
M.M.N. I F. Rrrl
MMUn. -
..•
City of Paris Board, Commission, and Committee Policies Revised 06/28/10
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.
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 Geiineil in Febfuar-y.
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 June
mil, 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. zT--1, Chas. of his o l'e- designee b. »ll submit � proposed agenda to the City rl0,1
at least (l96 -i aefs before t4e"- s iedule - date mzi of the fneeting The G t..
Qefk shall r -eview the agenda for- fef at legal requirements, and r- esel..afie., of
r;t y f4eilities.
4. Meetings shall be posted at the City Hall Annex Building, on the City's web -site
and the City's newspaper of record shall be sent notice of the meeting at the time
of posting.
City of Paris Board, Commission, and Committee Policies Revised 06/28/10
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