The main street advisory board is hereby created in accordance with article II, section 6(6) of the city charter.
(Ordinance 1563 adopted 10/23/12)
(a) 
Number of members; ex-officio members.
The board will consist of seven (7) members appointed by the city council and three (3) ex-officio members consisting of the city manager, the economic development executive director, or an appointee from the economic development board, and the chamber of commerce president, or an appointee of the chamber of commerce president.
(b) 
Composition.
The city council shall appoint members of the board representing public and private sector interests, including at least four downtown property owners or downtown business owners and one (1) city councilmember.
(c) 
Appointment of members.
Members of the board shall be appointed in accordance with the city charter.
(d) 
Term of members.
The term of office for board members shall be two years with the exception of the initial term. Up to four of the initial appointees may serve a single term of three years.
(e) 
Vacancies.
If for any reason a board position becomes vacant, an appointment shall be made to fill the unexpired term.
(f) 
Compensation; expenditure of funds.
Members of the board serve without compensation. The board and its members have no authority to expend funds or make an obligation on behalf of the city. Upon advance approval of the council, members may be reimbursed for authorized expenditures.
(g) 
Alternate members.
Ex-officio members are not permitted to serve as members of the board. Alternate members may be appointed by the council as needed and will assume the duties and responsibilities of regular members for the meeting in which the alternates are designated to serve. The chair will be responsible for designating an alternate from the panel of alternates when needed.
(Ordinance 1563 adopted 10/23/12)
(a) 
Generally.
The officers shall be chair, vice-chair, and secretary. The main street program manager or a city manager appointed designee shall serve as recording secretary.
(b) 
Election.
All officers of the board are elected by a majority vote of the board at its first meeting after the appointment process annually in January.
(c) 
Term; vacancies.
Officers serve for a term of one year. Vacancies in office shall be handled as follows: in the event of vacancy in the office of the chair, the vice-chair shall serve as the chair. Vacancies in offices other than the chair will be filled by election held at the next regularly scheduled meeting or as soon as practicable for the unexpired term.
(d) 
Duties.
The chair presides at all meetings and performs all other duties pertaining to the office, including voting. The vice-chair in the absence of the chair performs all duties of the chair. The secretary attests the records of proceedings of all meetings. Staff liaison will keep custody of all records and documents of the board.
(Ordinance 1563 adopted 10/23/12)
(a) 
Time and date of regular meetings.
The board shall set an appropriate date and time for regular monthly meetings.
(b) 
Special meetings.
Special meetings may be called by the main street manager with concurrence by the chair or 3/7ths of the board.
(c) 
Quorum.
A quorum shall consist of a majority of the board members, and shall be required for the board to convene a meeting as well as conduct business. No business meeting may be convened, nor business conducted without a quorum.
(d) 
Attendance.
Board members are required to attend 85% of the board meetings, based on excused absences, and attend 67% of the regular meetings considering the total absences. Excused absences shall be determined by the board. Attendance shall be reported to the city manager, and excessive absenteeism will be subject to action by the city council.
(e) 
Voting.
Board members shall vote on all items, except on matters involving direct personal interests or matters which would create an appearance of impropriety. In these instances, the member shall abstain. Any board member excused from voting for these reasons shall announce at the commencement of consideration of the matter and shall refrain from any discussion or debate on such matter.
(f) 
Open meetings.
Board meetings shall be open to the public, conducted in accordance with the provisions of the Texas Open Meetings Act and the Texas Conflict of Interest statutes.
(g) 
Conduct of meetings.
Board meetings will be conducted in accordance with these bylaws and Robert’s Rules of Order.
(h) 
Call to order.
Board meetings will be called to order by the chair, or if absent, by the vice-chair. In the absence of both, the meeting shall be called to order by the secretary, and a temporary chair shall be elected to preside over the meeting.
(Ordinance 1563 adopted 10/23/12)
(a) 
Agenda items.
The main street manager will be responsible for assembly of the meeting agenda. Items may be placed on the agenda as requested by any board member. The board member requesting the agenda item will be responsible for the preparation of an agenda item cover sheet and for the initial presentation at the meeting.
(b) 
Agenda deadline.
Items to be included on the regular agenda must be submitted to the main street manager no later than 5:00 p.m. 72 hours before the scheduled board meeting.
(c) 
Agenda packets.
Agenda packets for all regular meetings will be provided to all the board members at least 48 hours in advance of the scheduled board meeting. These packets will contain the posted agenda, agenda item cover sheets, and written minutes of the last meeting.
(d) 
Citizen participation.
If a citizen wishes to speak to the board, he or she must file a written request with the board chair prior to the meeting. To comply with the open meetings act, the written request must state the specific topic to be addressed and include sufficient information to inform the board and the public.
(e) 
Meetings with council; reports to council.
At regular intervals (at least once a year), the city council shall meet with the board for the purpose of establishing specific tasks for the board to undertake, in its advisory role. The city council shall, on an as-needed basis, hear reports from the board at regularly scheduled council meetings, to assure greatest possible success.
(Ordinance 1563 adopted 10/23/12)
(a) 
Formation.
When deemed necessary by a majority of the board, subcommittees may be formed to handle specific projects related to board matters. Subcommittees comprised of nonmembers may only be formed with the prior consent and confirmation of the advisory board.
(b) 
Expenditure of funds.
No subcommittee has the authority to expend funds or be reimbursed for expenses on behalf of the board without prior authorization of the city council.
(c) 
Open meetings.
Subcommittee meetings shall comply with the open meetings act.
(Ordinance 1563 adopted 10/23/12)
Recommendations of bylaw amendments must be approved by majority vote at any regular monthly meeting of the board. After approval by the board, the amendments shall be submitted to the city council for final approval. Bylaw revisions are not in effect until approved by the city council.
(Ordinance 1563 adopted 10/23/12)