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HomeMy WebLinkAboutR-2195-7-03RESOLUTION NO. 2195-7-03(R) ' A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ALLEN, COLLIN COUNTY, TEXAS, APPROVING AN AMENDMENT TO THE BYLAWS OF THE ALLEN ARTS ALLIANCE; PROVIDING A REPEALING CLAUSE; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, at a regularly scheduled meeting of the Allen Arts Alliance Board, with a quorum of said Board in attendance, the Board reviewed and approved the Amended Bylaws to be in conformance with Ordinance No. 2155-4-03. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ALLEN, COLLIN COUNTY, TEXAS, THAT: SECTION 1: The proposed amendment to Section 2.3 of the Bylaws of the Allen Arts Alliance as set forth m the restated Bylaws approved by the Allen Arts Alliance Board on the 1" day of July, 2003, and attached hereto be and the same is hereby approved. SECTION 2: Resolutions of the City of Allen, Collin County, Texas, in conflict with the provisions of this resolution be, and the same are hereby, repealed; provided, however that all other provisions of said resolutions not in conflict with the provisions of this resolution shall remain in full force and effect. SECTION 3: This resolution shall become effective immediately upon its passage ' DULY PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF ALLEN, COLLIN COUNTY, TEXAS, ON THIS THE 22ND DAY OF JULY, 2003. ATTEST: Shelley B. Georg TRMC, CM -SECRETARY d APPROVED: 7""9 �� Stephen Terrell, MAYOR ' CITY OF ALLEN ALLEN ARTS ALLIANCE BOARD RESTATED BYLAWS 1. Authority 1.1 Establishment The Allen Arts Alliance Board was established by Ordinance No. 1579-2-98, adopted by the City of Allen City Council, February 19, 1998. 1.2 Name The Allen Arts Alliance Board will operate under the title "Allen Arts Alliance", and hereinafter in this document will be referred to as "Board". 1.3 Duties and Responsibilities a. The Board was established for the purpose of assisting the City Council in promoting the arts for the City of Allen. b. The Board has adopted a Cultural Arts Strategic Plan to accomplish the responsibilities identified by the City Council in the following areas: promoting art -related events at city facilities; determining the needs and desires of the ' community; fostering collaborative partnerships with other City boards and commissions and community groups, and making recommendations to the City Council on program priorities and uses of funds set aside for the arts. c. The Board will adopt an annual workplan and proposed budget based on the goals and objectives identified in the Strategic Plan. 2. Structure 2.1 Membership The Board consists of seven (7) members appointed by the City Council. The City Manager, or designee, serves in a non-voting, ex -officio capacity. 2.2 Qualifications of Members Members of the Board shall be residents of the City of Allen and qualified voters. 2.3 Term of Office Board members are appointed for a term of two (2) years. Terms expire on a staggered basis. New members will be installed at the fast regular meeting after appointment. ' 2.4 Vacancies Resolution No. 2195-7-03(R) Exhibit "A" - Page 2 ' Any vacancy occurring during the unexpired terns of a Board member will be filled by a City Council appointment for the remainder of the term. The Board will advise the City Council of any vacancies and make recommendations regarding qualified candidates to fill vacancies. 2.5 Officers The Board shall annually elect from its members a Chair, Vice -Chair and Secretary. Election of officers will be held at the first regular meeting following annual appointments by the City Council. Chair - The Chair shall preside over Board meetings and shall be entitled to vote on each issue. In the event a question over procedure arises, Roberts' Rules of Order shall prevail. The Chair shall represent the Board at City Council meetings and other public meetings and events. Vice Chair - The Vice Chair shall assist the Chair in directing the affairs of the Board. In the absence of the Chair, the Vice -Chair shall assume all of the duties of the Chair. Secretary - The Secretary shall keep the minutes of all meetings, and in the Secretary's absence the Chair will appoint another member to act as Secretary. City staff may take and transcribe minutes for the Board. However, the Secretary shall sign the minutes officially before presenting them to the Board for approval. The Secretary shall read ' once a year, at the first regular meeting fallowing the appointment of officers, the Allen Arts Alliance Bylaws. 2.6 Board Member Participation in Community Activities From time to time, Board members may choose to participate in community activities, committees, events and task forces. When a Board member participates in these types of activities, the Board member is acting as an interested party rather than acting on behalf of the Board. Acting or participating on behalf of the Board is limited to those instances when the Board has formally designated the Board member as its representative for the matter. 3. Meetings 3.1 Notice of Meetings Notice of meetings and the agenda for all Board meetings shall be posted pursuant to the requirements of the Texas Open Meetings Act. 3.2 Regular Meetings The Board will hold one (1) meeting per month, unless there is no business to discuss. All meetings shall be open to the public. The Board will annually establish the date, time and place of regular meetings. Resolution No. 2195-7A3(R) Exhibit "A" - Page 3 Ad hoc subcommittees may be formed on an as needed basis with a clearly defined purpose and term. The Chair shall appoint the members of the ad hoc subcommittee subject to the approval of the Board. Any committee so created shall cease to exist upon accomplishment of its special purpose or when abolished by a majority vote of the Board. 4. Bylaws Administration 4.1 Amendments These Bylaws may be amended by a simple majority vote of the Board, provided that notice of the proposed changes is presented in writing at the previous Board meeting, or mailed at least ten (10) days prior to the meeting at which they are to be considered. 4.2 Conflicts In the case of any conflict between these bylaws, the City Charter, or the enabling ' ordinance, the charter or ordinance shall take precedence. Resolution No. 21957-03tR1 Exhibit "A" - Page 4 3.3 Special Meetings ' Special meetings of the Board may be held when called by the Char, or by any four (4) Board members. Notice of the special meeting shall be posted as required by the Texas Open Meetings Act, at least 72 hours in advance of the meeting. A special meeting may be held at any location in the city as long as it is conducted in accordance with State law. 3.4 Attendance Absence from three (3) regular Board meetings per year without notice and consent of the Board shall be deemed to constitute the resignation of that member. The Chair shall notify the City Council of such resignation and request the appointment of a replacement. 3.5 Quorum Few (4) members of the Board shall constitute a quorum for the conduct of business. 3.6 Voting Voting shall be done orally and only by members present at the meeting. Approval of every motion shall require the affirmative vote of a majority of member: of the Board present. 3.7 Chair to Facilitate Board Meetings In the role of facilitator, the Chair will assist the Board in focusing agenda discussions and deliberations. ' 3.8 Roberts' Rules of Order All meetings shall be conducted according to Roberts' Rules of Order, current edition. 3.9 Ad Hoc Committees Ad hoc subcommittees may be formed on an as needed basis with a clearly defined purpose and term. The Chair shall appoint the members of the ad hoc subcommittee subject to the approval of the Board. Any committee so created shall cease to exist upon accomplishment of its special purpose or when abolished by a majority vote of the Board. 4. Bylaws Administration 4.1 Amendments These Bylaws may be amended by a simple majority vote of the Board, provided that notice of the proposed changes is presented in writing at the previous Board meeting, or mailed at least ten (10) days prior to the meeting at which they are to be considered. 4.2 Conflicts In the case of any conflict between these bylaws, the City Charter, or the enabling ' ordinance, the charter or ordinance shall take precedence. Resolution No. 21957-03tR1 Exhibit "A" - Page 4