Board & Commission Policies & Procedures

Policies and Procedures for all boards and commissions serving the City of Terrell

I. Introduction

The purpose of this document is to set forth specific policies and procedures for the boards and commissions appointed by the Terrell City Council. These guidelines will assist all boards in performing duties bestowed upon them in a more efficient and effective manner.

II. Mission Statement

All members appointed to boards and commissions will serve in the best interest of the taxpayers of the City of Terrell. No member will harbor any personal interest in matters brought before the board or commission on which he or she serves.

III. Appointments

Persons desiring to serve on a board or commission will submit a completed application to the Office of the City Manager for presentation to the Council. The City Council will make all appointments to boards and commissions. Members of boards and commissions shall serve without remuneration for their service. Any approved expenses incurred by members shall be reimbursed upon presentation of documentation to the City Manager's office.

IV. Terms of Members and Vacancies

1. Persons appointed to a board or commission except boards or commissions whose member appointments and removal are governed by the Local Government Code, shall serve for a term of two years. Members must meet the policy guidelines established by the City Council for all board members of the City.
2. Term Limitations - No appointed office holder shall serve more than three consecutive terms in the position to which the office holder was appointed.
3. The terms of all boards shall be staggered in keeping with the commitment of the City Council to allow every citizen of Terrell the opportunity to serve the community Those members that have served on a Board or Commission for six years or more prior to October 1, 2007, and who desire to continue to serve, shall be allowed to apply for appointment to serve one additional two year term. Members that have provided service to the city for six or more years and who desire to continue service to the City may apply for appointment to any other boards or commissions they have not previously served on.

V. Officers

1. A Chairperson and Vice-Chairperson shall be selected by a majority of the members of the board at the first meeting in January of each year.
2. The Chairperson shall preside over all meetings of the board.
3. The Vice-Chairperson shall preside in the absence of the Chairperson.
4. The City Manager will designate a staff member to serve as an ex-officio member and secretary of the board or commission.
5. The Secretary of each board shall record minutes of each meeting and provide minutes to all board members and City management prior to the next called meeting.
6. When necessary the City of Terrell Administrative office shall assist in typing and mailing agendas and minutes.

VI. Meetings

1. Board and Commissions shall meet a minimum of one time per quarter with advance notice being given in accordance with the Texas Open Meetings Law, as amended.
2. The Chairperson of a board or commission shall report to the City Council on a quarterly basis on activities.
3. Boards and commissions shall meet with the City Council on an annual basis.

VII. Roberts Rule of Order

All boards and commissions will follow the Roberts Rule of Order (as a guide) for conducting meetings.

VIII. Conflict of Interest

1. If a member has a substantial interest in a manner brought before a board or commission, that member shall file an affidavit stating the nature and extent of the interest and shall abstain from further participation in the matter if:
   1. In the case of a substantial interest in a business entity the action on the matter will have a special economic effect on the business entity that is distinguishable from the effect on the public; or
   2. In the case of a substantial interest in real property, it is reasonably foreseeable that an action on the matter will have a special economic effect on the value of the property, distinguishable from its effect on the public.
2. A "business entity" means a sole proprietorship, partnership, firm, corporation, holding company, joint-stock company, and receivership, trust, or any other entity recognized by law.
3. A person has a "substantial interest" in a business entity if:
   1. The person owns ten percent or more of the voting stock or shares of the business entity or owns either ten percent of the fair market value of the business entity; or
   2. Funds received by the person from the business entity exceeds ten percent of the person's gross income for the previous year.
4. A person has a "substantial interest" in real property if the interest is an equitable or legal interest with a fair market value of $2,500 or more.

Revised (October 2007)