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)