HomeMy WebLinkAboutGGAF BYLAWS 1 2013Section 1.1 Name: General Government and Finance Advisory Board (the "Board")
a. The Board is established for the purpose of reviewing and analyzing the general
government and finance activities of the City that include but are not limited to the
following areas: Finance administration, including the City budget, debt and
treasury management; accounting and financial reporting; purchasing; the
Municipal Court; facilities maintenance including construction and renovation- of
City facilities; vehicle services; information technology; compensation and benefits;
City insurance; and other related items as recommended by the City Manager, and
to report recommendations to the City Council. See Ordinance Chapter 2.52.
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Section 2.2 Eligibility. Each Member shall reside in the City of Georgetown corporate
limits or extraterritorial jurisdiction. At least three Board Members will be members of
the City Council. It is preferred that at -large Members shall have expertise in a related
area such as public administration, finance, accounting, information technology, general
contracting, construction, or human resources. At -large Members may be appointed to
the Board if an insufficient number of applications are received from individuals
representing these groups.
Section 2.3 Appointment of Board Members. Members of the Board shall be
appointed in accordance with the City Charter.
Section 2.4 Terms of Office. Generally, terms of office for each Member shall be two
(2) years. Generally, a Member may serve two (2) consecutive terms. Terms of office
shall be in accordance with Ordinance Section 2.36.030A.
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Section 2.5 Vacancies. Vacancies that occur during a term shall be filled as soon as
reasonably possible and in the same manner as an appointment in accordance with the
City Charter. If possible, the Member shall continue to serve until the vacancy is filled.
Appointment to fill a vacated term is not included as a term for purposes of counting
consecutive terms.
Section 2.6. Compensation and Expenditure of Funds. Members serve without
compensation. The Board has no authority to expend funds or incur an obligation on
behalf of the City unless approved by the City Council. Members may be reimbursed
for expenses authorized and approved by the City Council and the Board.
Section 2.7. Compliance with City Policy. Members will comply with City
Ordinances, Rules and Policies applicable to the Board and the Members, including but
not limited to the Ethics Ordinance Chapter 2.20 and City Commissions, Committees, and
Boards Ordinance Chapter 2.36.
Section 2.8. Removal. Any Member may be removed from their position on the Board
for any reason, or for no reason, by a majority vote of the City Council. See Ordinance
Section 2.36.030F.
Section 3.1. Officers. The Board Officers are Chairman, Vice -Chairman, and Secretary.
The Chairman is appointed by the City Council during the annual appointment process.
The other officers are elected by a majority vote of the Members at the first meeting
after the annual appointment process.
Section 3.2. Terms of Office for. Board Officers. Board Officers serve for a term of one
year. In the event of vacancy in the office of Chairman, the Vice -Chairman shall serve
as Chairman until the City Council appoints a replacement Chairman. A vacancy in the
other offices shall be elected by majority vote of the Members at the next regularly
scheduled meeting, or as soon as reasonably practical for the unexpired term. If
possible, an officer shall continue to serve until the vacancy is filled.
a. The Chairman presides at Board meetings. The Chairman shall generally
manage the business of the Board. The Chairman shall perform the duties
delegated to the Chairman by the Board.
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b. The Vice -Chairman shall perform the duties delegated to the Vice -Chairman
by the Board. The Vice -Chairman presides at Board meetings in the
Chairman's absence, The Vice -Chairman shall perform the duties of the
Chairman in the Chairman's absence of disability.
c. The Secretary shall perform the duties delegated to the Secretary by the
Board.
ARTICLE IV. MEETINGS
Section 4.1. Time and Date of Regular Meeting. The Board shall meet once a month on
same week of the month, the same day of the week, at the same time, and at the same
place. The regular date, time and place of the Board meeting will be decided by the
Members each year at the first meeting of the Board after the annual appointment
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Section 4.2. Agenda. Items may be placed on the agenda by the Chairman, the Chief
Financial Officer or designee, by the City Manager or designee, or at the request of a
Member. The Member requesting the agenda item will be responsible for the
preparation of an agenda item cover sheet and for the initial presentation at the
meeting. Items to be included on the agenda must be submitted to the Staff Liaison no
later than one week before the Board meeting at which the agenda item will be
considered. Agenda packets for regular meetings will be provided to the Members in
?.dvance of the scheduled Board meeting. Agenda packets will contain the posted
agenda, agenda item cover sheets, and written minutes of the last meeting.
Section 4.3. Special Meetings. Special meetings may be called by the Chairman or by
three (3) Members.
Section 4.4. Quorum. A quorum shall consist of a majority of the Members. A quorum
is required for the Board to convene a meeting and to conduct business at a meeting.
Section 4.5. Call to Order. Board meetings will be called to order by the Chairman, or
if absent, by the Vice -Chairman. In the absence of both the Chairman and Vice -
Chairman, the meeting shall be called to order by the Secretary, and a temporary
Chairman shall be elected to preside over the meeting.
Section 4.6. Conduct of Meeting. Board meetings will be conducted in accordance
with these Bylaws and Council Meeting Rules and Procedures, as applicable to the
Board. See Ordinance Chapter 2.24.
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Section 4.7. Voting® Each Member shall vote on all agenda items, except on matters
involving a conflict of interest, substantial financial interest or substantial economic
interest under state law, the City's Ethics Ordinance, or other applicable Laws, Rules
and Policies. In such instances the Member is shall make the required disclosures and
shall refrain from participating in both the discussion and vote on the matter.
Section 4.8. Minutes. A tape recording or written minutes shall be made of all open
sessions of Board meetings. The City Secretary is the custodian of all Board records and
documents.
Section 4.9. Attendance. Members are required to attend Board meetings prepared to
discuss the issues on the agenda. A Member shall notify the Chairman and the Staff
Liaison if the Member is unable to attend a meeting. Excessive absenteeism will be
subject to action under Council policy and may result in the Member being replaced on
the Board. See Ordinance Section 2.36.010.D. Excessive absenteeism means failure to
attend at least 75% of regularly scheduled meetings, including Board meetings and
Subcommittee meetings. If a Member is removed from the Board that position shall be
considered vacant and a new Member shall be appointed to the Board in accordance
with Section 2.5 above.
Section 4.10 Citizen Participation. In accordance with City policy, citizens are
welcome and invited to attend Board meetings and to speak on any item on the agenda.
Citizens wishing to address the Board must sign up to speak in accordance with the
policy of the Council concerning citizen participation and general public comment at
public meetings. Sign-up sheets will be available and should be submitted to the
Chairman prior to the start of the meeting. If any written materials are to be provided
to the Board, a copy shall also be provided to the Staff Liaison for inclusion in the
minutes of the meeting. Citizens shall be allowed a maximum of three minutes to
speak, but may take up to six minutes if another citizen who signs up to speak yields
the time to the speaker. If a citizen wishes to speak on an issue that is not posted on the
agenda, they must file a written request with the Board Liaison no later than one week
before the scheduled meeting. The written request must state the specific topic to be
addressed and include sufficient information to inform the Board and the public.
Persons who disrupt the meeting may be asked to leave and be removed.
Section 4.11. Open Meetings. Public notice of Board meetings shall be provided in
accordance with the provisions of the Texas Open Meetings Act. All Board meetings
and deliberations shall be open to the public, except for properly noticed closed session
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matters and shall be conducted in accordance with the provisions of the Texas Open
Meetings Act.
Section 4.12. Closed Sessions. The Board may conduct closed sessions as allowed by
law, on properly noticed closed session matters, such as consultation with attorney on
legal matters, deliberation regarding the value of real property, competitive utility
matters, and economic development negotiations. A tape recording or certified agenda
shall be made of all closed sessions of Board meetings.
The Board shall meet with City Council, as requested, to determine how the Board may
best serve and assist City Council. City Council shall hear reports from the Board at
regularly scheduled Council meetings.
Section 6.1. Formation. When deemed necessary by a majority of the Board,
Subcommittees may be formed for specific projects related to Board matters.
Subcommittees comprised of non -Members may only be formed with the prior consent
and confirmation of the City Council.
Section 6.2. Expenditure of Funds. No Subcommittee, or member of a Subcommittee,
has the authority to expend funds or incur an obligation on behalf of the City or the
Board. Subcommittee expenses may be reimbursed if authorized and approved by the
Board or by City Council.
Section 6.3. Open Meetings. Subcommittee meetings and deliberations shall be open
to. the public,, except for properl_y noticed closed session matters,, and shall be conducted
in accordance with the provisions of the Texas Open Meetings Act.
These Bylaws may be amended by majority vote of the Board Members at any regular
meeting of the Board. The Board's proposed amendments to the Bylaws must be
approved by City Council. Bylaw amendments are not effective until approved by City
Council.
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Approved and adopted at a
20
meeting of the City Council on the day of
Approved and adopted at a meeting of the General Government and Finance Advisory
Board on the 9th day of January, 2013.
011"WIMAW
Board Secretary
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