There is hereby created an advisory board known as the City of Glenn Heights Parks and Recreation Board.
(Ordinance 770-04, sec. 3, adopted 2/16/04)
(a) 
The parks and recreation board shall consist of seven (7) citizens of the city. The members of the board shall be appointed by majority vote of the city council. The initial appointment of the board members by city council shall designate which three (3) members shall serve three (3) years, which two (2) members shall serve two (2) years and which two (2) members shall serve one (1) year. On each succeeding year thereafter, at the end of the term year, the council shall select replacements for the board members whose terms have expired.
(b) 
In addition to the members, the city council shall appoint two (2) alternate members who shall serve in the absence of one (1) or more regular members. The alternates shall also serve for a term of three years. The initial term of alternate number 1 shall be three (3) years and alternate number 2 shall be two (2) years. In determining who shall serve in the event of an absence, the alternate with the longest tenure shall so serve. If, for any reason, the alternate with the longest tenure cannot serve, the second alternate shall serve.
(c) 
All appointments are for terms of three years. A “term year” shall be from July 1 until the following June 30. The terms of the board members and alternate members shall expire on the 30th day of June of the third year. New members shall begin serving at the first regular meeting following the anniversary date or as soon thereafter as practicable.
(d) 
Any individual who is interested in serving on the board shall submit to the city secretary an application to be obtained from city hall. The city council reviews the applications and may interview said applicants. The appointments are made during the public portion of the council meeting.
(e) 
The application submitted to the city secretary for consideration by the city council shall be completed in its entirety with an affirmation under oath that all information contained therein is true and correct. This information shall be subject to verification and may also be released for other purposes, such as conducting a background check. Any material misinformation contained on the application, as determined by the city council, shall be cause for immediate removal by majority vote of the city council.
(f) 
Members and alternate members of the board shall serve without compensation.
(Ordinance 770-04, sec. 4, adopted 2/16/04)
(a) 
All board members and alternate members shall be qualified voters of the city and shall remain eligible to vote in city elections during their tenure.
(b) 
Members and alternate members shall demonstrate a genuine interest in parks, the community, the ability to work with the public and the time to devote to service.
(Ordinance 770-04, sec. 5, adopted 2/16/04)
(a) 
A member of the board may not miss more than two (2) consecutive meetings and in no event shall a member miss more than 25% of the regular meetings during a single term year. The chairman shall record the attendance of the board and submit the findings to the city manager.
When, in the opinion of the chairman, or by virtue of the attendance record, a member has not complied with the attendance requirement, the city manager will be notified and he will advise the council of the need to fill a vacancy on said board.
(b) 
Alternate members are encouraged to, and should, attend all regularly scheduled and special meetings of the board. Alternates shall be given an opportunity to participate in the discussion and ask questions of staff and the applicant. Only seated members have voting privileges.
(Ordinance 770-04, sec. 6, adopted 2/16/04)
(a) 
A position shall be declared vacant if a term expires, or if a member misses two (2) consecutive regularly scheduled meetings without a valid excuse as determined by council, or without otherwise being excused by a majority of the board, or misses more than 25% of the regular meetings during a term year.
(b) 
Council shall appoint a replacement to fill an unexpired term in case of a vacancy. Current alternate members may be considered prior to new applicants at the discretion of council. The alternate member with the longest tenure shall assume the duties of the vacant position until the expiration of the term of office of the vacated position unless council otherwise appoints a replacement. In the event more than one vacancy on the board exists, the alternate member with the longest tenure shall assume the duties of the vacant positions with the alternate member with the longest tenure assuming the longest remaining term of office, unless council otherwise appoints a replacement.
(c) 
Resignation of a member of the board shall be in writing. Resignation by a member of the board is effective, and not subject to revocation, upon tendering written notification to the city secretary and such vacancy shall be filled by the city council for the remaining term, as set forth herein.
(d) 
Regular and alternate members may be removed from office prior to the expiration of the term by a majority decision of the city council.
(e) 
A member or alternate member who ceases to reside in the city or is no longer a qualified voter during his term of office shall immediately forfeit his office. Notice must be submitted to the city secretary as soon as practicable.
(Ordinance 770-04, sec. 7, adopted 2/16/04)
The board shall have the following powers and duties:
(1) 
Recommend a comprehensive plan for the physical development of the parks and recreation facilities of the city;
(2) 
Advise the staff and city council in policy matters, such as goals, objectives and programs;
(3) 
Assist the staff and city council in the planning process for parks, recreational facilities and programs;
(4) 
Recommend to city council approval or disapproval of proposed changes in the parks, recreational facilities and programs;
(5) 
Assist the city manager, in an advisory capacity, to supervise, manage and control the parks, recreational facilities and programs;
(6) 
Promote park use and recreation program participation;
(7) 
Assist the staff and city council in the recruitment of volunteers and solicitation of voluntary contributions; and
(8) 
Have and perform such additional duties as may be prescribed by ordinance.
(Ordinance 770-04, sec. 8, adopted 2/16/04)
The city manager, or his designee, shall have management and control over all public parks, recreational facilities and programs within the city.
(Ordinance 770-04, sec. 9, adopted 2/16/04)
(a) 
Dates and times.
Dates and times of the regular meetings of the board shall be as determined by the city council, but in no event shall the board meet less than once a month. Specially scheduled meetings may be set, in coordination with the city secretary, and as properly noticed. Regular scheduled meetings may be reset upon the majority vote of the members.
(b) 
Quorum.
A meeting of the board must have a quorum of its members present to conduct business. A quorum is comprised of five (5) members; however, the affirmative vote of at least four (4) of those attending the meeting at which there is a quorum present, shall be necessary to make any decision on behalf of the board.
(c) 
Duties of the chairman.
(1) 
Chairman.
The board shall appoint a chairman and vice-chairman each year at the first meeting following appointments, or as soon as practicable thereafter. Only members may vote for a chairman and vice-chairman. A chairman may serve multiple terms. The chairman may vote on all issues before the board.
(2) 
Vice-chairman.
The vice-chairman acts as a chairman in the absence of the chairman.
(3) 
The chairman, or in his absence, the vice-chairman, shall preside at all meetings and shall decide all points of order.
(4) 
The chairman performs many duties to ensure that the board achieves the tasks as directed by the city council by city ordinance. Examples are as follows:
(A) 
Exercise leadership and make suggestions to ensure that the group reaches a conclusion on the matter before them.
(B) 
After any debate or discussion, the chairman should summarize the major points of the issue as discussed.
(C) 
Ensure that all parties act in accordance with the established rules.
(D) 
Ensure that the meeting moves along and stays on track.
(E) 
Ensure that attendance records are maintained and that the minutes of each meeting are acted upon and submitted for council review.
(F) 
Works with the city staff to ensure that agendas are properly prepared and posted.
(d) 
Deliberation and rules of order.
(1) 
Robert’s Rules of Order shall govern all meetings. The chairman shall rule on all points of order. The purpose of the rules of order are to ensure an orderly, efficient meeting that allows all persons the opportunity to speak.
(2) 
All official action must be by motion, seconded and receive the affirmative vote of the required number of members. The chairman shall state the motion, call for the vote, and announce the results of the vote.
(3) 
The vote shall be by ayes and nays and entered into the record. Any abstentions, due to conflict, shall also be noted for the record. Members abstaining due to a conflict of interest shall submit a written statement of abstention to the city secretary.
(4) 
All official action must take place in open session.
(5) 
Any member desiring to speak on the matter before the board shall do so only when recognized by the chairman. That member shall hold the floor until the member yields the floor to the chairman. The member shall confine all remarks and discussion to the matter under consideration. Unless otherwise recognized by the chairman, no member shall speak more than once on a particular subject until every member requesting to be recognized shall have had the opportunity to speak.
(6) 
Only one agenda item may be discussed at a time, unless logic and practical considerations allow similar topics to be considered together for purposes of convenience and efficiency. Notwithstanding the foregoing, the vote must be on one agenda item at a time and the record shall so reflect.
(e) 
Minutes of meetings.
The board shall meet in open session to consider issues that may be brought before it for action and must keep minutes of the meetings. A member of the city staff will be designated by the city manager to act as the secretary and record and prepare minutes for the review and submission to the board and the city council. The minutes shall reflect the date, time, place, attendance of members, issues that are addressed, vote taken and a brief description of the discussion. The board must vote to accept the minutes of any previous meetings as a standard practice and a standing agenda item. The minutes of the meeting shall be approved by majority vote of the board at the next regularly scheduled meeting or as soon thereafter as practicable. An audio tape recording of the meetings must be made. A copy of all minutes, after acceptance by a majority of the voting members, must be filed with the city secretary and become a part of the official city records. It is required that copies of the minutes of each meeting be shall provided to the city council.
(Ordinance 770-04, sec. 10, adopted 2/16/04)