This division applies to committee members appointed by the town council and any other appointed committee created by the town council after the effective date of this division. This excludes the planning and zoning commission and the zoning board of adjustments, which have separate statutory requirements.
(Ordinance 313-02-2018 adopted 2/12/18)
The town council will seek to appoint the best qualified candidate to each of the committees of the town. Candidates may be sought from any volunteer in the town, including the following:
(1) 
Existing committee and commission alternates who are interested in becoming full committee or commission members, and who are in good standing in their current assignment;
(2) 
Members of other committees or commissions who are interested in transferring to the open committee or commission;
(3) 
Recent committee or commission applicants;
(4) 
Citizens of the town who are not yet on a committee or who have not submitted an application within the past 12 months.
(5) 
Junior members:
(1) 
The Keep Shady Shores Beautiful Committee may have two junior members and one alternate, each of the age of 16 to 18 years. The two juniors serving on the committee each meeting shall be voting members.
(2) 
The terms of the members and alternate are one year, with term limits of two years per member. Appointed junior members’ terms end on the last day of September. A junior member who is appointed at a date less than 90 days to the end of the school year may be reappointed for an additional year by the city council.
(Ordinance 313-02-2018 adopted 2/12/18; Ordinance 372-03-2023 adopted 3/13/2023)
(a) 
Committees.
Keep Shady Shores Beautiful and the Community Events Committees (the “committees”).
(b) 
Places.
These committees for the town shall each consist of 5 members appointed by a majority of the town council. Each member shall serve in a place designated by the council. Places 1, 3, and 5 shall have two-year terms commencing October 1st of odd-numbered years. Places 2 and 4 shall have two-year terms expiring in even-numbered years on September 30th. Upon the passage of this section, the council may designate, or redesignate, current members, and/or any members to be appointed, into each place, with the appropriate provisions as to the fulfillment of any unexpired terms. Unless otherwise designated by the town council, the committee member serving in a designated place upon the passage of this section continues in that place through June of the even, or odd, year for that place. All members of the committee continue to serve until their successors are appointed and qualified; save and except when a member resigns, in writing, or is removed by the council. Such resignation shall be effective the date of its receipt by the town secretary.
(c) 
Alternates.
A majority of the town council may appoint 1, or 2 alternates to each committee. The terms of the alternates will be one-year terms, unless specifically set at the time of the appointment of the alternate as a two-year term. An alternate may be reappointed at the discretion of the council. Regardless of the term assigned to the alternate, the town council may remove a committee member or alternate with or without cause at any time. Terms of alternates commence October 1st. All alternates continue to serve until their successors are appointed and qualified; save and except when a member resigns in writing or is removed by the council. Alternate members shall be classified as members for all purposes other than regular voting.
(d) 
Officers.
Each committee shall select members of the committee to serve as chairman, vice chairman, and secretary. An assistant secretary, who need not be a member of the commission, may also be appointed. Each member of the volunteer committees shall be a resident citizen of the town, and shall possess all qualifications necessary to register to vote in a municipal election of the town.
(e) 
Quorum.
Any 3 members (including alternate members) shall constitute a quorum for the transaction of business. The affirmative vote of a majority of those attending any meeting at which there is a quorum present shall be necessary to pass any motion, recommendation or resolution of the commission.
(f) 
Duties and funding generally.
(1) 
The committees shall, from time to time, either at their discretion or as requested by the town council, submit their reports, plans and recommendations for the public events and general welfare of the town to the council. These committees are advisory committees. Final approval of expenditures and activities are approved by the council. Expenditures within an approved budget of the town for the committee may be approved by the mayor. All funds expended or received at a committee approved function are town funds, to be included in the general fund of the town.
(2) 
The committees shall also perform other duties as may be requested by the council, ordinance or state law, as follows:
(A) 
Keeping Shady Shores Beautiful Committee.
(i) 
To recommend programs that address beautification, litter prevention, recycling in the community.
(ii) 
To conduct the required activities to remain an active affiliate in “good standing” of the Keep Texas Beautiful Organization, as outlined in the affiliate agreement.
(iii) 
The Keep Shady Shores Beautiful Committee is appointed by the city council to serve as a Standing Bee City USA committee to advocate for pollinators in the town. Guidelines for the committee are set forth in Resolution No. 2023-05-833 of the town.
(B) 
Community Events Committee.
(i) 
To recommend activities that promote community involvement with residents of the town; the surrounding communities and various town departments.
(ii) 
To conduct activities that support the Keep Shady Shores Beautiful mission and objectives as well as the following yearly activities: Annual Chili Cook-Off, A Shady Shores Christmas; Fall and Spring Craft and Flea Markets. The committee may change or substitute activities or events upon approval from the town council.
(g) 
Removal from office; vacancies.
Any member of the committees may be removed from office for any cause, or without cause. If a vacancy should exist in a committee’s membership due to removal from office, resignation, death, refusal or inability to serve, the town council shall appoint a new member to fill the vacancy for the unexpired term.
(h) 
Attendance.
Three consecutive absences that are not excused by the committee, or the absence of a regular member from more than 25% of the meetings in any six-month period, shall cause the committee to review the attendance record of the member and make a recommendation to the town council on the need, or lack of need, to appoint a replacement member.
(i) 
Meetings.
(1) 
All meetings of the committees shall be open to the public, except for lawful executive sessions, subject to the Texas Open Meetings Act, Tex. Gov’t Code, chapter 551. The committees shall keep minutes of its proceedings showing the vote of each member upon each question, or if absent or failing to vote, indicating such fact, and shall keep record of its examinations and other official actions, all of which shall be filed in the office of the town secretary and shall be a public record. The town secretary shall be the custodian and possessor of the record and minutes of the committees.
(2) 
Meetings of the committees may be held as often as necessary to conduct the business coming before the committees at the call of the chairperson and at such other times as the committees may determine. The committees are encouraged to provide specific time on the meeting agenda for public input on agenda items.
(Ordinance 313-02-2018 adopted 2/12/18; Ordinance 377-06-2023 adopted 6/12/2023)