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HomeMy WebLinkAbout2006 HPC Rules of Procedure CITY 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. 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. 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. 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. 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 thi 1L- day of /0.. . , 2006. / $ ' Carla A. Robinson, Senior ("day City Attorney ACCEPTED BY THE HPC this (y day of /j Ike.A1 " - / , 2006. ATTEST: Hillary Jessup, His is Pre ervation Committee Chair RATIFIED BY CITY OF COLLEGE STATION CITY COUNCIL this day of N ifflmi 4e&i , 2006. ATTEST: V /i " Connie Hooks, City Secretary