(A) If the chairperson and vice-chairperson of the committee are not in attendance at a committee meeting, the committee may select a temporary chairperson for that particular meeting as long as a quorum of the regular members is in attendance.
(B) A quorum shall be a majority of the number of regular members of a committee. In the event that one or more regular members are absent, the Committee Chair may designate alternate members to serve in the place of regular members for a particular meeting. Alternate members will count toward the quorum and will have voting privileges of a regular member when designated to serve in the place of a regular member.
(C) Any committee that is purely advisory in nature shall not be required to conduct their meetings in accordance with the Texas Open Meetings Act.
(D) Members will hold a meeting as soon as possible after appointment by the Council, to review committee actions of the previous year and plan for the current year.
(E) At the first meeting after appointment by the Council, the committee may approve a regular committee meeting schedule.
(F) Upon request by any member, the Chairperson shall call a meeting within 30 days or other time period that is reasonable under the circumstances.
(G) Members do not possess legislative powers and are vested only with the authority to fulfill the purposes of the Committee as set forth in § 31.16.
(H) Committees shall establish a regular monthly meeting date and time. If there is not any pending business, the regular monthly meeting may be cancelled, but each committee shall meet a minimum of once every three months.
(I) The agenda for each committee meeting shall contain an agenda item for public comments.
(J) The agenda for committee meetings shall be drafted by the city staff member assigned to the Committee for the review and approval of the Chairperson and shall be posted in the same manner as the city's other meetings at least 72 hours in advance of the meeting.
(K) Minutes shall be taken at each meeting and shall be filed with the City Secretary within 24 hours of being approved.
(L) Any regular committee member, or the City Council Liaison, may request items be placed on the committee's meeting agenda. The Chairperson will coordinate the scheduling of requested agenda items. If there is disagreement about placing items on the agenda, an item shall be placed on the earliest available committee agenda to allow committee members to discuss whether the requested item merits consideration by the Committee.
(M) Any committee meeting may be held virtually or in a hybrid in-person and virtual format, so long as the following provisions are adhered to:
(1) All meetings shall be open to the public through a link published on the agenda;
(2) All meetings shall require a quorum of the members to attend, whether virtually or hybrid;
(3) All meetings shall allow members of the public to comment during the appropriate comment period;
(4) Agendas shall be posted at least 72 hours in advance of the meeting, shall include the virtual link, and shall be recorded through the platform that they are held within, with the recording link available upon request; and
(5) Minutes shall be taken at each meeting and filed with the City Secretary within 24 hours after approval by the committee.
(N) The Staff Liaison is the member of city staff that is assigned to each of the standing committees. The Staff Liaison serves as a key representative, advocating for the city's interests while ensuring committee initiatives align with the overall vision and goals of the municipality and City Council. The Staff Liaison shall have the following roles:
(1) Serves as the primary point of contact for committee members, addressing inquiries, concerns, and requests for information.
(2) Attends committee meetings to actively participate and stay informed about their activities.
(3) Facilitates two-way communication between committees and city departments, ensuring accurate and timely dissemination of information.
(4) Collaborates with committee chairs and members to gather feedback, input, and recommendations on relevant city projects, policies, and initiatives.
(5) Prepares and distributes official correspondence, reports, and updates to both internal stakeholders and committee representatives.
(6) Represents the city's broader interests within committee discussions, ensuring that decisions made consider the broader municipal context.
(7) Collects feedback and suggestions from committees and relays them to the appropriate city departments for consideration.
(Ord. 070619-B, passed 6-19-2007; Ord. 100706-B, passed 7-6-2010; Ord. 131203-A, passed 12-3-2013; Ord. 141217-B, passed 12-17-2014; Ord. 170110-A, passed 1-10-2017; Ord. 170606-C, passed 6-6-2017; Ord. 200204, passed 2-4-2020; Ord. 211005, passed 10-5-2021; Ord. 240116-C, passed 1-16-2024)