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HomeMy WebLinkAboutBeautification Advisory Board Bylaws Revisions Commission Approvd 10.3.11Article 1: Creation The Bozeman Beautification Advisory Board, hereinafter referred to the as the Board, was created January 25th, 1993 by City of Bozeman Ordinance No. 1360, whose authority is provided for in Chapter 2, Article 5, Division 8 of the Bozeman Municipal Code. Article II: Objectives The Board shall act in an advisory capacity to the City Manager and City Commission in matters relating to beautification projects and programs, and funding sources for such activities. Article III: Powers & Duties The Board shall have the following powers and duties: To identify, investigate and recommend community beautification projects and programs to the City Commission, and to assist in their implementation once approved; In coordination with the appropriate city staff persons, to investigate and pursue grants and other possible funding sources for beautification projects and forward recommendations to city staff and the City Commission; and To advise the City Commission concerning actions related to the beautification of city –owned properties and facilities; and The Board may have such other duties and responsibilities as the City Commission, from time to time, may direct. Article IV: Membership Appointment – Terms The Board shall consist of up to nine members to be appointed by the City Commission. Members of this Board shall serve three year staggered terms. Each member may be reappointed without any limitation on the number of reappointments. Vacancies shall be filled in the same manner as original appointments for the balance of the term remaining. In addition to the appointed membership, a staff member of the City Department of Planning & Community Development shall serve as an ex-officio, non-voting member. Qualifications Persons of legal age may be appointed to the Board. A majority of the Board shall be residents of the City of Bozeman. Nonresident members of the Board shall have some interest in the City of Bozeman by virtue of working in the city, owning property in the city, or entering the city frequently for any lawful purpose. Compensation – Expenses The City shall pay only the expenses of the Board which have been authorized by vote of the City Commission prior to said expense being incurred. Members shall serve without compensation for their time and services. Resignations Resignations from the Board shall be submitted in writing to the City Clerk’s Office. The City Commission shall fill vacancies occurring on the Board by a vote during a scheduled public meeting. The City Clerk’s Office will schedule the appointments to the Board on the City Commission agenda as soon as possible following a resignation. Such appointments shall be for the unexpired portion of the term. Removal from Board Any appointed member may be removed from the Board by a majority vote of the City Commission. Three unauthorized consecutive absences from regularly scheduled Board meetings shall be grounds for removal. Absences shall be authorized by the Chair, Vice-Chair, or the designated Department of Planning staff member serving as the Board’s ex-officio member. Article V: Office of Agency, Staff Support The Board shall maintain its offices in the City Department of Planning & Community Development. A staff member of the Department of Planning & Community Development, in addition to serving as an ex-officio, non-voting member of the board will be responsible to assist the Board in the scheduling of meetings, distribution of agendas and meeting minutes, and providing notification of Board activities to interested parties. They shall also serve as the staff liaison between the Board, the City Manager, and the City Commission. Article VI: Officers and Duties The Board shall elect from its voting members a Chair and Vice-Chair at its first regular meeting of each calendar year. The Chair shall preside at all meetings of the Board and shall exercise the duties normally conferred by parliamentary procedure on such officers. The chair may call special meetings, and generally perform other duties as may be prescribed by the Board or City Commission. The Chair shall initiate items for discussion and recognize all matters brought up for discussion before the Board. The Chair and Vice-Chair shall vote as members of the Board. The Vice-Chair shall have the authority to act as Chair in the absence or disability of the Chair. In the event of the absence of the Chair and Vice-Chair, the members of the Board shall select an acting Chair. Minutes shall be recorded at every Board meeting. Chair, or when absent the Vice-Chair or the acting Chair, shall appoint a recording secretary at the beginning of each meeting. The person recording minutes must deliver the recorded minutes to the staff liaison within seven days of the Board meeting. Article VII: Meetings Schedule of Meetings The Board shall hold regularly scheduled meetings as frequently as necessary to fulfill its function and not less often than quarterly. A regular meeting place for the Board shall be established. Any scheduled Board meeting time and location must be delivered to the City Clerk’s Office and noticed according to State of Montana open meeting laws. Special Meetings The Chair, the staff liaison, or any two (2) members of the Board may call special meetings of the Board as needed. Quorum A majority of appointed voting members (50% or greater) shall constitute a Board quorum. Open Meetings and Documents All meetings, committee meetings, and documents of the Board shall be open to the public according to the State of Montana open meetings laws. A minimum of 48 hour public notice shall be given prior to the occurrence of meetings, including special meetings. Rules of Order Meetings of the Board shall be conducted according to all applicable rules and regulations of the City of Bozeman and according to Robert’s Rules of Order, unless otherwise specified in these Bylaws. A voting member of the Board may be designated by the Chair to serve as parliamentarian if deemed necessary. No action of the Board is official, however, unless authorized by a majority of Board members present at a properly called and noticed meeting for which a quorum is present. Conflict of Interest Board members shall be bound by all applicable provisions of the Code of Ethics adopted by the City of Bozeman. In the event a member is disqualified from participating in an agenda item due to a conflict of interest, such fact and basis for the conflict shall be entered into the minutes of the Board meeting. After stating the basis of the conflict, the member shall recue themselves, stepping away from the discussion table and not participating. Article VIII: Operating Policy Discrimination Prohibited Discrimination on the basis of race, color, religion, creed, sex, age, marital status, national origin, or actual or perceived sexual orientation, gender identity or disability is prohibited. Article IX: Committees Special committees may be appointed by the Chair for purposes and terms which the Board approves. Article X: Amendments Bylaw amendments may be introduced in writing by any member of the Board at a regular meeting. Action by a majority of the Board on the amendments may be taken on second reading at any future regular meeting to be forwarded to the City Commission for final approval. Bylaws shall not be amended in conflict with City of Bozeman policies or ordinances. The bylaw amendments will not become effective until approved by the City Commission.