Bylaws
Item For City Council Consideration
City Council Meeting June 22, 2010
Item Description (Include drawings / attachments)
Review and action on a resolution amending Resolution No. 95-04-15R, modifying the term limits, structure, and procedures governing the American Fork city Beautification-Shade Tree Committee. Sponsor / Responsible Department Staff Contact Council Prime mover Beautification-Shade Tree Corn. Council Member Rodeback
Be it Resolved by the City Council of the City Of American Fork, Utah, as Follows:
James H. Hadfield, Mayor
Attest:
Richard M. Colbom, City Recorder
Resolution No. 2010-06-R Page 6
City Council Meeting June 22, 2010
Item Description (Include drawings / attachments)
Review and action on a resolution amending Resolution No. 95-04-15R, modifying the term limits, structure, and procedures governing the American Fork city Beautification-Shade Tree Committee. Sponsor / Responsible Department Staff Contact Council Prime mover Beautification-Shade Tree Corn. Council Member Rodeback
- Purpose (End Objective): To approve the resolution
- Background: Attached is the proposed resolution amending Resolution No. 95-04-1 5R.
- Was there a hearing? Yes/No If yes, what was outcome?: No hearing required. Master Plan fit/Consistency with General Plan
- City ordinance compliance: Yes
- Legal Exposure: Consult with legal
- Financial impact: None
- Options: Approve or Not
- Staff recommendation: Beautification-Shade Tree recommends approval of the proposed resolution
- Potential motion: Move approval with consent items
Be it Resolved by the City Council of the City Of American Fork, Utah, as Follows:
- Resolved: That resolution 95-04-15R is hereby repealed.
- Revolved: However, that there shall continue in existence within the City of American Fork a Committee thereof now and hereafter known as American Fork city Beautification-Shade Tree Committee (hereinafter referred to as “Committee”).
- Resolved: That the membership of the Committee shall be compromised often members, as follows:
- 1 representative of the City Council, as assigned by the Mayor of American Fork, with the consent of the City Council, which representative shall normally serve for a term of 1 year unless otherwise assigned by the Mayor.
- 9 residents of the City of American Fork, who shall be appointed by the Mayor, with the advice and consent of the City Council, each to serve staggered 3-year terms such that in any given year the terms of 1/3 of the membership shall expire. Initially- 1/3 of said members shall be appointed to terms of 1 year. Their replacements shall be appointed to terms of 3 years. One-third of said members shall be appointed to terms of 2 years. Their replacements shall be appointed to terms of 3 years. The remaining 1/3 of said members shall be appointed to regular terms of 3 years.
- Resolved: That any member may be removed from the Committee by the Mayor and City Council for cause, including but not limited to frequent unexcused absence from Committee Meetings and unauthorized acts committed by such member.
- Resolved: That members shall receive no compensation for their service on or with said Committee, but may be reimbursed for expenses actually and reasonably incurred in carrying out their duties and responsibilities in connection therewith.
- Resolved: That a quorum of the Committee shall be required to be present in order to:
- Hold a meeting thereof;
- Make decisions as a Committee;
- Approve purchases or agreements of and by the Committee;
- Resolved: That a quorum of the Committee shall not be required to:
- Make purchases or enter into agreements when duly authorized to do so under the provisions hereof;
- Adjourn a meeting of the Committee already in progress.
- Resolved: That 6 members shall constitute a quorum of the Committee; that all members of the Committee, including the City Council representative thereto, shall be entitled to cast on vote in any election or with regards to any motion for Committee action or approval; and that a simple majority of those present at a meeting shall be required for a motion to carry.
- Resolved: That there shall be a Chairperson and a Secretary of the Committee (herein referred to as “officers”), and such other subcommittee chairpersons as desired and appointed by the Chairperson of the Committee with the advice and consent of the Committee members (herein referred to as “subordinate officer”).
- Each officer and subordinate officer as herein provided shall serve a term of 3 years.
- There shall be no limit on the number of terms that an officer or subordinate officer may serve in his or her official capacity-except that the Chairperson may not serve 2 consecutive terms and shall serve at least 1 full term in said office.
- All officers shall be elected by majority vote of those present at a regularly called meeting of the committee, provided that a quorum of the committee’s membership is present and participates in the voting.
- All subordinate officers shall be appointed by the Chairperson, with the concurrence of the majority vote of those present at the meeting.
- Officers or subordinate officers may enlist the assistance of volunteers who are not members of the Committee in a subcommittee thereof, provided that such nonmember volunteer does not take or purport to take any official action on behalf of or binding upon the Committee or the City of American Fork. Such volunteers may engage in ministerial duties as assigned by the subordinate officer chairing such subcommittee.
- The responsibilities of the officers of the Committee shall include but not be limited to the following:
- The Chairperson shall conduct all meetings of the committee; maintain order during such meetings; appoint subordinate officers with the concurrence of the committee members; secure purchase orders from the city as needed, and sign correspondence, agreements, and notices on behalf of and with the approval of the committee-where such do not require the signature of another officer or employee of the municipality, federal, state or local law.
- The Secretary shall prepare and have published-in advance of each meeting-an agenda thereof shall prepare, maintain and file with the city accurate minutes as required by applicable law; shall maintain a record of all purchase orders caused to be issued by the committee; and shall maintain an accurate and current record of the committee’s annual approved budget and expenses and disbursements.
- Resolved: That the City Council representative shall not be an officer of the committee; but in all cases, he or she shall function as a liaison between the committee and the City Council.
- Resolved: That the committee shall hold at least on meeting each month, at a regularly-scheduled and advertised time, date and place, as well as such other further meetings as the committee shall deem necessary or proper to carry out is responsibilities.
- The committee may change the time, date, and/or place of its regularly-scheduled monthly meeting so long as notice of such change is rendered in accordance with the provisions of Utah’s Open Meetings law.
- All meetings, and any agenda, minutes, and other records created or maintained by the Committee, shall be in conformity with the requirements set forth in the Open Resolution No. 2010-06-_R Page 3 Meetings law and Government Records Management Act (“GRAMA” of the State of Utah.
- Committee meetings shall be informal, except that all actions and approvals must be by motion, second, and vote of the Committee membership. Where there is dispute as to procedure, the rules set forth in Robert’s Rules of Order are hereby adopted and shall govern.
- Resolved: That the committee shall prepare an operating budget for submission to the City Administrator, Mayor, and City Council; and the committee shall confine its expenditures within the budget amounts approved by the City Council.
- No purchases may be made or contracts entered into which create liabilities of the committee or city which exceed $50 without prior authorization by the committee at one of its duly called meetings. Committee authorization shall be made by motion, second, and the concurrence of a majority vote of the members at such meeting.
- No purchases or contracts creating liabilities which equal or exceed $1,000 may be approved or consummated without prior approval of the city’s Finance Committee.
- All purchases shall be by purchase order duly obtained from and approved by the city Administrator or his or her duly-authorized agent.
- Purchases for supplies and materials that do not exceed $50 may be ratified by the committee after the purchase has occurred, subject to any rules or limitations on such authority as may be determined by the committee.
- Resolved: that the mission of the committee shall be to beautify or assist in the beautification projects, public and private, within the boundaries of American Fork City; to plant, help maintain, and protect valuable trees and vegetation on public lands and public rights-of-way adjacent to public streets; and to coordinate with other city, State and Federal bureaus, departments, committees, and agents having jurisdiction over public lands in American Fork in such efforts.
- Resolved: that the duties and responsibilities of the Committee shall be as follows:
- The establishment, administration, and publicity of and relating to the annual city wide clean-up campaign (generally known as Spring Cleanup), and any other city wide civic cleanup campaign declared and/or adopted by state or local authorities.
- The establishment, administration, and publicity of and relating to the annual city wide Arbor Day commemoration, the city’s participation in the Tree City U.S.A. Campaign, and any other city-wide civic campaign declared by state or local authorities relative to the protection of the environment
- The establishment, administration, and publicity of and relating to the annual city wide Yard-of-the-Month recognition program. Recognitions may be extended to businesses and rental properties as well as single-family dwellings; may recognize entire neighborhoods or districts; and may be seasonal in nature (e.g. awards for well-manicured yards during spring and summer months, and for properties with beautiful, unusual, and/or extraordinary holiday decorations during fall and winter months
- Working with civic groups, businesses, and residents to implement a city beautification program for American Fork City, including such programs as the Main Street Program, the Adopt-a-Street Program, and Tree City U.S.A.
- Subject to Planning Commission and City Council approval, the establishment of policy guidelines and regulations relating to the placement, planting, pruning, spraying, irrigating, care, control, and removal of shade and ornamental trees and shrubbery growing in or on any public lands or public rights-of-way adjacent to public streets within the municipality
- Subject to Planning Commission and City Council approval, the establishment of policy guidelines and regulations relating to the placement, planting, and varieties of shade and ornamental trees and shrubbery in commercial developments, large-scale subdivisions, and planned unit developments hereafter proposed and/or created
- In conjunction with the city Parks Department and city Parks Committee, the planning, placing, planting, care and removal of shade and ornamental trees, shrubbery, lawns, and flowers growing or desired to be growing in or on any public lands or public rights-of-way adjacent to public streets within the municipality
- Assisting in the planning, coordinating and actual planting of trees, shrubbery, flowers and gardens in and on public lands and rights-of-way adjacent to public streets within American Fork City
- Promoting, and providing community education, programs and activities on issues of beautification, gardening, proper tree care and protection, and recycling
- Compiling and maintaining a current tree inventory relating to trees on public lands and on public rights-of-way adjacent to public streets
- Working with the city Parks Department and urban foresters of the municipality, region, and state, to promote urban forestation and proper tree care and protection
- Researching, applying for and pursuing financial grants and donations, or assisting in such efforts, in order to obtain additional monies and properties for the City-part from tax revenues, which will assist the city in accomplishing the committee’s mission and responsibilities
- Making recommendations to the Planning Commission and City Council regarding size, style, design, and location of attractive yet functional city entrance (“welcome”) signs
- Making an annual report to the City Council on all activities of said committee of the past year, and making recommendations to the City Council on issues pertaining to its mission and responsibilities
- Performing such other assignments, of a noncontinuing nature, as are not in conflict with the provisions of this Resolution and which are hereafter given to the Committee by the Mayor or City Council
James H. Hadfield, Mayor
Attest:
Richard M. Colbom, City Recorder
Resolution No. 2010-06-R Page 6