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HomeMy WebLinkAboutR22-546RESOLUTION R22-546 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PLAINVIEW, TEXAS AMENDING MAIN STREET PROGRAM/TOURISM COORDINATING BOARD BY-LAWS WHEREAS, on January 11, 2005, the City Council created the Main Street Coordinating Board and approved the By -Laws to create that Board; WHEREAS, March 1, 2021, the Plainview Downtown Association merged with the Main Street Program/Tourism Board to create cohesiveness for the community with one group developing revitalization strategies, retain volunteers through better coordination and allow for sponsorship opportunities. WHEREAS, the City Council of the City of Plainview considers and finds it to be necessary and in the best interest of the City of Plainview to amend its By -Laws to reflect such change; NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Plainview, Texas, recognized the merger of the Plainview Downtown Association with the Main Street Program/Tourism Board and amend the By -Laws to reflect such changes. PASSED AND APPROVED this 25th day of January 2022. 1 1 R22-546 Main Street Program/Tourism Coordinating Board Page 1 of 1 417 BYLAWS of the DOWNTOWN PLAINVIEW/MAIN STREET PROGRAM & TOURISM COORDINATING BOARD for the CITY OF PLAINVIEW ARTICLE I. NAME AND PURPOSE Section 1.1 Name. The name of this board shall be the Downtown Plainview/Main Street Program & Tourism Coordinating Board (the "Board") as established by the City Council of the City of Plainview, Texas (the "City Council") on December 14, 2004. Section 1.2 Purpose. The purpose of this Board is to: a) Downtown Business District - stimulate revitalization in the downtown business district in the City of Plainview through: i) organization (encouraging cooperation and building leadership in the business community); ii) promotion (creating a positive image for downtown by promoting the downtown as an exciting place to live, shop, invest, and as an integral element of the community as a whole); iii) improving the overall appearance and design of downtown encouraging and promoting the historical preservation of downtown buildings; iv) general oversight and guidance for the City of Plainview Main Street Program; and v) supporting and overseeing the Friends of Downtown Committee that is responsible for encouraging business support for the Downtown Business District, soliciting sponsorships and developing a corresponding budget. b) Conventions and Special Events - This Board shall also provide support and guidance related to the community's efforts to solicit conventions, meetings, visitors, and special events that will bring visitors and tourists to the City of Plainview. ARTICLE II. MEMBERSHIP Section 2.1 Number of Members. The Board will consist of nine members appointed by the City Council. Section 2.2 Eligibility. Any resident, business owner, or property owner in the City of Plainview shall be eligible to serve on the Board. In appointing members to the Board, the City Council shall consider individuals representing both public and private sector interests including, without limitation, individuals who represent: i) downtown business and property owners; ii) educational institutions in the City; iii) financial institutions in the City; iv) the Plainview Chamber of Commerce; and v) the Convention and Visitors Bureau; and vi) the community at large. Section 2.3 Term of Office. The term of office for Board members shall be two years. However, at the first meeting held by the Board on or after January 1, 2022, four members shall serve an initial term of one (1) year as determined by the drawing of lots. A normal term shall begin on January I` and expire on December 3ls` of the following calendar year. Section 2.4 Term Limits. A Board member may serve no more than three (3) consecutive complete terms. Any Board member appointed whose original term was for one year or less, such original term shall not apply towards the three -term term -limitation outlined herein. Section 2.5 Vacancies. If for any reason a Board member's position becomes vacant, the position will be filled by the City Council. In the event the position is not filled immediately upon the expiration of the prior term or when a vacancy occurs, the member may serve in a holdover capacity until the position is filled. Section 2.6 Compensation and Expenditure of Funds. Members of the Board serve without compensation. Members may be reimbursed for authorized expenditures if funds are available. Section 2.7 Ex-Officio Members and Alternate Members. The Plainview Chamber of Commerce Director shall serve as an ex ofcio member of the Board. The Ex-Officio member of the Board shall have no vote and shall not count towards a quorum. Section 2.8 Removal. All members of the Board serve at the will and pleasure of the City Council. Section 2.9 Staff Support. The Main Street Manager shall be the primary City of Plainview staff liaison and support for the Board. The City Manager or his/her designee may attend all meetings. ARTICLE III. OFFICERS Section 3.1 Title of Officers. The officers shall be Chair, Vice -Chair, and Secretary. Section 3.2 Election of Officers. The Board shall elect the Officers from among its membership at the first meeting of the Board in the calendar year. Officers serve for a term of one year. Section 3.3 Duties. The Chair presides at all meetings and performs all other duties pertaining to the office, including voting. The Vice -Chair in the absence of the Chair performs all duties of the Chair. The Secretary keeps records of proceedings of all meetings. Staff liaison will keep custody of all records and documents of the Board. 1 419 ARTICLE IV. MEETINGS Section 4.1. Time and Date. The Board shall meet no less than twice a year and shall determine a time, date, and place to hold its regular meetings. Special meetings may be called by the Board Chair or when requested of the Chair by at least three Board members. Section 4.2. Quorum. A quorum shall consist of a majority of the Board members, and shall be required for the Board to convene a meeting and to conduct business. Ex-ofcio members of the Board shall not count towards a quorum. No Board business may be conducted without a quorum of the Board present. Section 4.3. Attendance. Board members shall be committed to the program and meeting attendance is important. Board members are required to: attend 75% of all the Board meetings in a calendar year unless such absence is excused; and at least 50% of all Board meeting regardless of whether the absence is excused. Members may be excused for reasons of illness, death in the family, travel, or extreme business responsibilities with prior notice to the Board Chair. Section 4.4. Voting. Board Members shall vote on all items, except on matters involving direct personal conflict of interest or matters which would create an appearance of impropriety. Any Board member excused from voting for these reasons shall announce at the commencement of consideration of the matter and shall refrain from any discussion or debate on such matter and shall abstain from voting on the matter. Section 4.5. Open Meetings Act. All Board meetings and deliberations shall be open to the public and shall be conducted in accordance with the provisions of the Texas Open Meetings Act. Section 4.6. Agenda Items. a) Agenda Development - At the direction of the Board Chair, the Main Street Manager shall prepare an agenda for each Board meeting that contains each item to discuss and the order of business for the meeting. The Main Street Manager shall provide the Board with any necessary analysis or backup material for agenda items. This backup information may be presented in person to the Board or in writing. b) Placing an Item on the Agenda - The Board Chair may place any item on the Board agenda that is related to the overall purpose of the Board as outlined in Section 1.2. Any Board member may request that an item be placed on the Board agenda that is related to the overall purpose of the Board as outlined in Section 1.2 by submitting in writing a document or an e-mail requesting the agenda item to the Board Chair at least one week prior to the Board meeting. The Board Member requesting the agenda item will be responsible for providing basic information regarding the agenda item and submitting the information to the Chair when requesting the item be placed on the Board agenda. Section 4.7. Reports to Council. At least once a year the Board Chair and/or the Main Street Manager shall submit a report to the City Council reviewing their activities in the prior year and outlining Downtown Plainview Main Street Board's plan for the coming year. 420 ARTICLE V. COMMITTEES Section 5.1. Committees. The Board shall have five permanent committees: 1) Design Committee 2) Promotion Committee 3) Convention and Visitors Bureau Committee 4) Organization Committee 5) Friends of Downtown Committee Section 5.2. Committee Membership. At least one Board member shall serve on each committee. Committee members shall serve two (2) year terms unless a shorter term is established by the Board. Committee members may not serve more than two consecutive terms on the same committee. Section 5.3 Special Committee/Task Force. From time to time as the need arises, the Board may appoint special committees or task forces to address special needs and issues. These committees/task forces shall be of a size, membership, and duration as determined by the Board. ARTICLE VI. AMENDMENTS TO BYLAWS The Board may recommend an amendment to these bylaws by majority vote of the Board at any regular meeting of the Board. Such recommendations shall be submitted to the City Secretary in writing requesting consideration by the City Council. The City Council may accept, reject or amend the suggested recommendations. The City Council may also amend these bylaws, with or without a recommendation, as it determines to be in the best interest of the City of Plainview.