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11/06/2006 - Bylaws - Historic Preservation CommitteeCITY OF COLLEGE STATION — HISTORIC PRESERVATION COMMITTEE Rules of Procedure Adopted: November 6, 2006 Article 1— Authority Chapter 1, Section 23 of the City of College Station Code of Ordinances creates a standing committee to be known as the College Station Historic Preservation Committee and details the scope of the committee. Chapter 1, Section 23: E authorizes the Historic Preservation Committee (HPC) to establish its own rules, regulations, and by -laws subject to ratification by the City Council. Article 2 — Purpose and Duties and Responsibilities 2.1 Purpose Although the City of College Station, Texas does not have a long history, it is important that it be collected and preserved. By acting in a timely manner, the City will be able to capture information before it otherwise would become irretrievable. to 2.2 Duties and Responsibilities The duties and responsibilities of this committee shall be to aid in the collection and preservation of the history of the City of College Station and its environs, and to provide for education of citizens in the history of this City. The committee shall also carry out other duties and responsibilities as may be assigned by the City Council. The committee shall semi - annually submit a report to the City Council. A. Plan of Work The HPC may adopt a Plan of Work. The Plan of Work should consider future tasks for a prescribed period and be updated and revised annually. Progress in achieving the Plan of Work will be included in the semi- annual report to the City Council. Article 3 — Organization and officers 3.1 Appointment The HPC shall consist of nine (9) members appointed by the City Council. Appointments and terms are made at times as determined by the City Council. A. A Chairperson shall be appointed annually by the City Council. AMA 3.2 Membership and Terms (Ordinance No. 2505 adopted August 9, 2001) A. Terms The term of office for members of the HPC shall be for two (2) years, and the City council shall appoint members on a staggered basis with five (5) terms expiring in even - numbered years and four (4) terms expiring in odd - numbered years. B. Vacancies If a position becomes vacant before the expiration of the position's term, the new appointee shall serve for the balance of the term of his or her predecessor. The City Council shall appoint all members to fill vacancies. If a vacancy shall occur in the chairperson position, the City Council shall appoint a replacement to serve as Chairperson. Article 4 — Meetings and procedures 4.1 Meetings The HPC shall provide for regular and special meetings as necessary to carry on its business. A. Regular meetings will be held once a month on a day and time as determined by the HPC membership. The committee is empowered to cancel a meeting at its discretion. B. Special meetings or workshops may be called by the Chairperson or upon request of a majority of the HPC to the Chairperson. C. Subcommittees may be established to assist in carrying out the Plan of work; i.e., Exploring History Lunch Lecture Series, Historic Marker Program, Project HOLD, etc. If two or more members of the subcommittee meet to discuss HPC business, an advance notice of the meeting will be posted. D. All meetings of the HPC shall be open to the public and must be posted at least 72 hours before the meeting as per State law. 4.2 Quorum A quorum is a majority of the number of members of the HPC. Any recommendation without a majority of positive votes from those members present shall be deemed a negative report. No business shall be conducted or action taken without a quorum of the HPC present. u 4.3 Absences In accordance with Ordinance No. 2406, the HPC membership shall submit an absence request to the staff liaison on a form provided by the city, if the member must miss a meeting. In the event, a committee member is absent from three meetings in a twelve month period that are considered unexcused by definition, the City Secretary shall notify the member by letter requesting an explanation for the absences. After reviewing the explanation for absences, if the City Council finds that the absences are unexcused, the City Council may choose to notify the member of the importance of regular attendance or to remove a member for non - attendance. 4.4 Conflict -of- Interest The conflict of interest laws require that a member file an affidavit and abstain from participating in and voting on items in which a member has a substantial interest. Members of the HPC should refer to Sections 114, 115 and 116 of the College Station City Charter, Chapters 171 ET SEQ. and 212.017 of the Texas Local Government Code to determine whether the member may have a conflict of interest. Additionally, a member is encouraged to contact the Administrator, being the Planning & Development Services Director or designee, and /or the City Attorney prior to the meeting at which the item will be considered by the HPC. 4.5 Ordinance of Business The order of business shall generally be conducted as follows, but may be modified as needed: A. Regular Meeting • Call to Order • Possible action and discussion on absence requests • Initial Hear Visitors • Possible action and discussion to approve meeting minutes • Report and possible action on New Business Items • Report and possible action on Old Business Items • Calendar of pertinent upcoming community events pertaining to historical interests • Final Hear Visitors • Possible action and discussion on future agenda items • Adjourn 4.6 Rules of Order The HPC shall use parliamentary procedure to conduct meetings. 4.7 Minutes The HPC shall keep minutes of its proceedings, including the total yeas and nays of any actions taken by the HPC. Minutes shall be signed by the Chairperson after the HPC approves them and they shall be retained in the office of the staff liaison. 4.8 Staff The Administrator shall appoint a staff liaison and shall provide staff, as needed, to support the HPC. 4.9 City Attorney The City Attorney is the legal advisor of and attorney for the City and all offices and departments. The Administrator shall consult and cooperate with the City Attorney on legal issues pertaining to matters relating to the HPC. Article 5 — Continuing Education 5.1 Continuing Education Citizen volunteers appointed to the HPC are encouraged to attend training and continuing education opportunities, as provided by the City of College Station or other professional organizations where Continuing Education Units (CEUs) may be obtained or knowledge of historic preservation issues may be expanded. 5.2 Open Meetings Act Training All members of the HPC shall attend training regarding the Open Meetings Act as required by State law. Attendance at the training shall occur upon appointment or reappointment. Training must be completed within 90 days from when the oath of office is taken or the individual assumes the official duties of the committee. 0 Article 6 — Amendments 6.1 Amendments The HPC may amend these Rules of Procedure by a majority vote of the HPC and ratification by the City Council. 6.2 Conflict In the case of any conflict between any Ordinance or applicable law and these Rules, the Ordinance or applicable law shall take precedence. REVIEWED this 4�day of 2006. A .1 A%&4001 -e Carla A. Robinson, Senior Assistant City Attorney ACCEPTED BY THE HPC this 0y day of ) 2006. ATTEST: V Hillary Jessup, His is Pre ervation Committee Chair RATI�FID BY CITY OF COLLEGE STATION CITY COUNCIL this day of &n J44,, , 2006. ATTEST: L"'e� 12�ek Connie Hooks, City Secretary ORDINANCE NO. 2,505 AN ORDINANCE AMENDING CHAPTER 1, "GENERAL PROVISIONS ", SECTION 23 "CREATION OF A COLLEGE STATION HISTORIC PRESERVATION COMMITTEE ", OF THE CODE OF ORDINANCES OF THE CITY OF COLLEGE STATION, TEXAS, BY AMENDING CERTAIN SECTIONS AS SET OUT BELOW; PROVIDING A SEVERABILITY CLAUSE; AND PROVIDING AN EFFECTIVE DATE. BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF COLLEGE STATION, TEXAS: PART 1: That Chapter 1, "General Provisions ", Section 23 "Creation of a College Station Historic Preservation Committee ", of the Code of Ordinances of the City of College Station, Texas, be amended as set out in Exhibit "A ", attached hereto and made a part of this ordinance for all purposes. PART 2: That if any provisions of any section of this ordinance shall be held to be void or unconstitutional, such holding shall in no way effect the validity of the remaining provisions or sections of this ordinance, which shall remain in full force and effect. PASSED, ADOPTED and APPROVED this 9th day of August 1 2001. APPROVED: 1 %W ATTEST: y Secretary APPROVED: 2`,z� r City Attorn i c- LYNN McILHANEY, Mayor o- gratp%legobordinonce,hisroric commmee.doc '4w ORDINANCE NO. 2505 EXHIBIT "A" Page 2 That Chapter 1, "General Provisions ", Section 23, sub - section (c) of the Code of Ordinances of the City of College Station, Texas, is hereby amended by substituting a new subsection (c) to read as follows: SECTION 23 CREATION OF A HISTORIC PRESERVATION COMMITTEE "(c) Term of Office The term of office shall be for two (2) years, and the City Council shall appoint members on a staggered basis with five (5) terms expiring in even - numbered years and four (4) terms expiring in odd - numbered years. If a position becomes vacant before the expiration of the position's term, the new appointee shall serve for the balance of the term of his or her predecessor. The City Council shall appoint all members to fill vacancies. The City Council shall appoint a chairman during the annual appointment process. If a vacancy shall occur in the chairman position, the City Council shall appoint a replacement to serve as Chairman." o:Igrouptlegallordinanclhistoric committee.doc -7nnfn r - S � a `oi .- C�� 5 ORDINANCE NO. 2025 AN ORDINANCE AMENDING CHAPTER 1, SECTION 23, OF THE CODE OF ORDI- NANCES OF THE CITY OF COLLEGE STATION, TEXAS, SO AS TO CHANGE THE HISTORIC PRESERVATION COMMITTEE SIZE FROM SEVEN (7) TO NINE (9) MEM- BERS AND TO ELIMINATE THE TERM LIMITATION FOR THE CHAIRMAN OF THE COMMITTEE. WHEREAS, the increase in committee size from seven (7) to nine (9) members will, in light of conflicting schedules, more easily permit a quorum; WHEREAS, the increase in committee size from seven (7) to nine (9) members will pro- vide a better chance for historical interaction; and WHEREAS, the City Council of the City of College Station, Texas, held a public hearing on Thursday, August 12, 1993, to determine the necessity of this ordinance amend- ment; NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF COLLEGE STATION, TEXAS, THAT: Chapter 1, Section 23, of the Code of Ordinances of the City of College Station, Texas, is hereby amended to read as follows: "SECTION 23: CREATION OF A COLLEGE STATION HISTORIC PRESERVATION COMMITTEE A standing committee to be known as the College Station Historic Preservation Committee is hereby created. A. PURPOSE Although the City of College Station, Texas, does not have a long history, it is important that it be collected and preserved. By acting in a timely manner, the City will be able to capture information before it otherwise would become irretrievable. B. MEMBERSHIP The committee shall consist of nine (9) members, and where practical may include representation from the Brazos County Historical Society, Texas A &M University, and the College Station City Council. C. TERM OF OFFICE The term of office shall be for two (2) years, and the City Council shall appoint members on a staggered basis with five (5) terms expiring in even - numbered years and four (4) terms expiring in odd - numbered years; except that four (4) of the nine (9) committee members appointed initially shall have terms of only one (1) year, and the other five (5) initial appointments shall each be for a two (2) year term. ORDINANCE NO. 2025 PAGE 2 A member of the Committee shall be selected to serve as committee chairman for a term of two (2) years. The chairman shall be selected by members of the Committee. A vacancy occurring on the committee prior to expiration of the term of office for that position shall be filled by appointment by the City Council. A member so appointed shall be designated to serve the remainder of the term of his predecessor. D. DUTIES AND RESPONSIBILITIES The duties of this committee shall be to aid in the collection and preservation of the history of the City of College Station and its environs, and to provide for edu- cation of citizens on the history of this City. The committee shall also carry out other duties and responsibilities as may be assigned by the City Council. The committee shall semi - annually submit a report to the City Council. E. MEETINGS The College Station Historic Preservation Committee shall provide for regular and special meetings as necessary to carry on its business, and is authorized to establish its own rules, regulations, and by -laws subject to ratification by the City Council." , %W This ordinance shall become effective from and after its passage in accordance with the City Charter of the City of College Station. PASSED, ADOPTED, and APPROVED this 12th day of August, 1993. APPROVED: \� J ` //� tary ORDINANCE NO. 1646 *M'' AN ORDINANCE AMENDING CHAPTER 1 OF THE CODE OF ORDINANCES OF THE CITY OF COLLEGE STATION, TEXAS, BY ADDING A SECTION 23 RELATING TO THE CREATION OF A HISTORIC PRESERVATION COMMITTEE. BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF COLLEGE STATION, TEXAS: I . That Chapter 1 of the Code of Ordinances, City of College Station, Texas, is hereby amended by adding a section, to be numbered Section 23, which said section shall read as follows: "SECTION 23: CREATION OF A COLLEGE STATION HISTORIC PRESERVATION COMMITTEE A standing committee to be known as the College Station Historic Preservation Committee is hereby created. A. PURPOSE Although the City of College Station, Texas, does not have a long history, it is important that it be collected and preserved. By acting in a timely manner, the City will be able to capture information before it otherwise would become irretrievable. B. MEMBERSHIP The committee shall consist of seven (7) members, and where practical may include representation from the Brazos County Historical Society, Texas A &M University, and the College Station City Council. C. TERM OF OFFICE The term of office shall be for two (2) years, and the City Council shall appoint members on a staggered basis with four terms expiring in even - numbered years and three terms expiring in odd - numbered years; except that three of the seven committee members appointed initially shall have terms of only one (1) year, and the other four initial appointments shall each be for a two (2) year term. A member of the Committee shall be selected to serve as committee chairman for a term of two years. The chairman shall be selected by members of the Committee and may serve no more than two consecutive terms. A vacancy occurring on the term of office for appointment by the City be designated to serve predecessor. the committee prior to expiration of that position shall be filled by Council. A member so appointed shall the remainder of the term of his 004 7-C Ordinance No. 1646 D. DUTIES AND RESPONSIBILITIES Page 2 The duties of this committee shall be to aid in the collection and preservation of the history of the City of College Station and its environs, and to provide for education of citizens on the history of this city. The committee shall also carry out other duties and responsibilities as may be assigned by the City Council. The committee shall semi - annually submit a report to the City Council. E. MEETINGS The College Station Historic Preservation Committee shall provide for regular and special meetings as necessary to carry on its business, and is authorized to establish its own rules, regulations, and bylaws subject to ratification by the City Council." II. This ordinance is and shall be in full force and effect from and after its passage and approval by the City Council and duly attested by the Mayor and City Secretary. PASSED, ADOPTED, AND APPROVED this 9th day of April 1986. ATTEST: City Se V ary 1�rr 004771 APPROVED: