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HomeMy WebLinkAbout01-10 Bylaws of the Tree Advisory Board BYLAWS OF THE BOZEMAN TREE ADVISORY BOARD ARTICLE I —CREATION The Bozeman Tree Advisory Board, hereinto referred to as "Board." was created April 26, 1993, by City of Bozeman Ordinance No. 1364. ARTICLE II —OBJECTIVES The Board shall act in an advisory capacity to the City Commission in matters relating to the promotion of urban forestry; the education of the general public toward the value, benefits, and necessity of urban trees; the promotion of, and use of, professionally recognized arboricultural practice; the recommendation of programs and policies dealing with planting, maintenance, and removal of trees, shrubs and other plants, and other tree related matters; and the development and periodic review of the master street tree plan. ARTICLE III—DUTIES AND RESPONSIBILITIES The Board shall have the following duties and responsibilities: A. Give guidance and advice to the City in determining the needs of the city's tree program B. Conduct street tree inquests pursuant to Chapter 12.30 C. Consider and recommend for adoption,to the City Commission, an arboricultural specifications manual and revisions as necessary D. Assist in the selection of applicants for cost-share tree planting and tree transplanting from the city nursery for use in the public way only E. Make recommendations as to the type and kind of trees to be planted upon the city streets and public areas F. Assist in conducting appraisals, title searches, surveys, studies and other preliminary plans, and work necessary to prepare for the establishment of the master street tree plan to the City Commission for its acceptance G. Study the closing, vacating, planning, or re-planning of the public ways, streets, roads, sidewalks, railroad spurs, and sewer lines, and make recommendations with respect to urban forestry H. Periodically review master street tree plan and recommend changes to the City Commission I. Work with other appropriate boards to update the City of Bozeman street tree and park tree inventory J. Perform such duties and responsibilities as the City Commission from time to time may direct K. Shall file with the City Commission, on or before March 31"of each year, a report of its activities for the preceding calendar year ARTICLE IV—OFFICE OF AGENCY, STAFF SUPPORT The Board shall maintain its offices in the office of the City staff person designated to assist the Board. The staff person so designated shall attend all meetings of the Board and will be responsible to assist the Board in the scheduling of meetings, preparation and distribution of agendas and minutes, and providing notification of Board activities to interested parties. The staff person shall serve as the liaison between the Board, the City Manager and the City Commission. ARTICLE V—MEMBERSHIP A. Selection The Board shall consist of five voting members, to be appointed by the City Commission. The City Manager or designee shall keep the board informed as to city policies and city budget affecting the board and make available to them any information which the City Manager or designee deems pertinent. Members shall be residents of the city, own property within the city, or be gainfully employed within the city. Whenever possible, two of the members shall be from the following disciplines: • Real estate • Commercial lending • Civil or Environmental Engineering • Landscape architecture or construction B. Resignations and Vacancies Resignations from the Board shall be submitted in writing to the City Clerk, with a copy to the Chair. Vacancies shall be filled in the same manner as original appointments for the balance of the term remaining. C. Terms of Members Members of this board shall serve two (2)year staggered terms. Each member may be reappointed without any limitation on the number of reappointments. Each member shall hold office until the member's successor has been appointed and has qualified, except as provided in Subsection F of this section. D. Removal from Office A member will be removed from office by a majority vote of the City Commission for the following reasons: • Inefficiency • Neglect of duty • Misconduct in office • Three (3) unauthorized absences from regularly scheduled board meetings; absences shall be authorized by the Chairperson or Vice Chair. E. Compensation/Expenses A member shall receive no compensation for the member's services, but shall be entitled to previously authorized expenses, including traveling expenses, incurred in the discharge of the member's duties. ARTICLE VI—OFFICERS AND THEIR DUTIES The Board shall elect from its voting members a Chair and Vice-Chair and Recording Secretary at the first regular meeting of each calendar year. • The Chair shall preside at all meetings for 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 Vice-Chair shall vote as a member of the Board;the Chair will vote only to break a tie vote. • 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. • The Recording Secretary shall be responsible for taking, preparing and distributing minutes of all meetings. In the absence of the Recording Secretary, the Chair shall appoint any member present to act in the capacity of the Recording Secretary. After Board approval of the minutes, one set shall be sent to the City Clerk's Office, as the official record of the meeting. ARTICLE VII —MEETINGS A. 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. B. Special Meetings The Chair of the Board,the staff person assisting the Board, or any two (2) members of the Board may call special meetings of the Board as needed. C. Quorum A majority of the appointed members shall constitute a quorum. D. Open Meetings and Documents All meetings, committee meetings and documents of the Board shall be open to the public. Reasonable public notice shall be given prior to meetings. E. Rules of Order Meeting of the Board shall be conducted according to Robert's Rules of Order, unless otherwise specified in these Bylaws. A member of the board or the City staff person assisting the Board may be designated by the Board Chair to serve as parliamentarian. No action of the Board is official, however, unless authorized by a majority of members present at a properly called meeting at which a quorum is present. F. Conflict of Interest A member of the Board who has a financial interest in an item under consideration by the Board shall declare a conflict of interest and shall not participate in the Board discussion and vote taken on the item. Board members shall be bound by all applicable provisions of the Code of Ethics adopted by the City of Bozeman. In such event of disqualification from a conflict of interest, such fact shall be entered into the minutes of the meeting. ARTICLE VIII —OPERATING POLICY A. Discrimination Prohibited No person shall, on the basis of race, creed, sex, sexual preference, color, age, national origin, marital status, disability, religion, membership or any other constitutionally recognized right shall be excluded from membership or participation in, or be denied the benefits of, or be subject to discrimination under any program or activity acted upon by the Board. ARTICLE IX—COMMITTEES Special committees may be appointed by the Chair for purposes and terms which the Board approves. Ex officio members may be nominated by the Board for selection by the City Commission. 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. Bylaws shall not be amended in conflict with City of Bozeman policies or ordinances and the City Commission shall be provided with information copies of Bylaw amendments. Bylaw amendments, once adopted by the board, shall be forwarded to the City Clerk for inclusion in the official Bylaws and all Bylaw amendments shall then bear the signature of the current Chair. ADOPTED by the Bozeman Tree Advisory Board this c - day of z 2010. MARY KECK, Chair ACCEPTED by the City Commission this day of 12010 JEFFREY K. KRAUSS, Mayor ATTEST: Stacy Ullmen, City Clerk