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HomeMy WebLinkAbout2008 10 08 Document Given to Board Members Under Regular 600 Regarding Amendments to BOWS By-LawsDate: October 8, 2008 THE ATTACHED DOCUMENT WAS PRESENTED AND GIVEN TO THE BOARD MEMBERS UNDER AGENDA ITEM 600 AT THE OCTOBER 8, 2008 REGULAR QUARTERLY MEETING. BEAUTIFICATION OF WINTER SPRINGS BOARD BY-LAWS ORIGINALLY ADOPTED MARCH S, 1995 DRAFT I. NAME The name of this Board is "the Beautification of Winter Springs Board" (hereinafter referred to as the BOWS Board). II. INTENT "The Beautification of Winter Springs Board is empowered and directed to consider and study the entire field of beautification in the City" of Winter Springs (hereinafter referred to as "City"), "and shall advise, counsel and consult with the City Commission and the City Manager in connection with the beautification and preservation of natural beauty of the City. The BOWS Board shall consider all matters submitted to it by the City Commission or the City Manager, and shall offer suggestions and recommendations on its own initiative in regard to the beautification and cleanliness of City properties. It shall receive petitions and suggestions from the Citizens of the City, and shall cooperate with civic groups, garden clubs, governmental agencies and other organizations regarding beautification, conservation of natural beauty, and related subjects", per Section 2-79. of the City Code. III. DUTIES OF THE BOARD "It is the purpose of [the BOWS Board] to prepare a Master Plan for the overall beautification of the City with regard to those areas owned by the City, and recommendations to private owners. This Board shall work with other civic groups and governmental agencies with the environmental limits of the City such as the following: (1) Approaches to the City; (2) Surrounding County areas which affect the impressions of visitors and Citizens of the area with regard to the City." (3) The BOWS Board "shall recommend to the City Commission such overall projects as seem warranted, but shall refrain from making individual specific recommendations. [The BOWS Board] shall not concern itself with the day-to- day affairs of normal City functions, but shall, upon request of the City Commission, make specific recommendations", per Ordinance 459. Revised 09/11/2008 CITY OF WINTER SPRINGS, FLORIDA BEAUTIFICATION OF WINTER SPRINGS BOARD DRAFT BY-LAWS PAGE 2 OF 6 IV. MEMBERSHIP A. The BOWS Board "shall consist of seven (7) Members, five (5) Members to be appointed by the City Commission and two (2) appointed by the Mayor", per Ordinance 459. B. Members of the BOWS Board "shall be Appointed to serve three-year terms and may be reappointed by the City Commission for subsequent three-year terms without limitations", per Ordinance 2001-49. C. Members of the BOWS Board must be Residents of the City of Winter Springs, per Ordinance 2001-49. D. All Members of the BOWS Board "shall be Appointed to, and removed from [the BOWS Board] by Majority Vote of the City Commission", per Ordinance 2001-49. E. Members of the BOWS Board "shall receive the sum of $25.00 for each Meeting of the Board the person attends as reimbursement for all expenses incurred in attending the Meeting", per Ordinance 551. V. OFFICERS AND THEIR DUTIES A. The Officers shall be a Chairperson and a Vice Chairperson. The City of Winter Springs shall provide a Clerk to assist the BOWS Board. B. The Chairperson shall preside at all Meetings of the BOWS Board. C. The Chairperson shall maintain the direct liaison between the BOWS Board, and the City Commission, City Manager and his/her Staff. D. The Chairperson shall present recommendations of the BOWS Board to the City Commission. E. The Vice Chairperson shall perform the duties of the Chairperson in the event the Chairperson is absent. VIII. ELECTION OF OFFICERS A. The BOWS Board "shall be responsible to elect, by Majority Vote of the Members, a Chairperson and Vice-Chairperson. The Election shall occur annually at the first Meeting held in January of each year, unless there is no January Meeting, then the next Meeting held", per Ordinance 2001-49. Re~~s~a Ioiosios CITY OF WINTER SPRINGS, FLORIDA BEAUTIFICATION OF WINTER SPRINGS BOARD DRAFT BY-LAWS PAGE 3 OF 6 B. The Election of Officers shall be the first Regular Agenda Item to be conducted at the Meeting. Following its conclusion, the newly elected Officers will take their roles to complete the rest of the Meeting. C. Vacancies in the Office of the Chairperson shall be filled by the Vice Chairperson until the following Election year. At that time, a new Chairperson and Vice Chairperson shall be Elected. Vacancies in the Office of the Vice Chairperson shall be filled as soon as possible for the remainder of the term by following the Election procedure described above. VI. CLERK OF THE BOWS BOARD A _ l~uti es 1. The Clerk of the BOWS Board shall attend all Meetings of the BOWS Board and shall be responsible for recording the Minutes of any kind of Meeting of the BOWS Board. 2. The Office of the City Clerk shall have charge of all Official Records of the BOWS Board. R_ Mimrte~ 1. "Motions. All Motions will be transcribed in full, along with who made the Motion, and any corresponding Vote(s)", per Resolution 2001-04. 2. "Body. No comments, discussion, or statements that are stated or written "for the record," either by a Member [of the BOWS Board], the City Manager, the City Attorney, City Staff, or any member of the audience will be transcribed verbatim, unless the Voting Members unanimously agree to this, complete with a Motion and a documented Vote confirming this", per Resolution 2001- 04. VII. STAFF LIAISON FROM THE COMMUNITY DEVELOPMENT DEPARTMENT A. The BOWS Board shall have at least one City of Winter Springs Staff Member (not including the Office of the City Clerk) who is assigned to the BOWS Board, and acts in the capacity of a liaison with the BOWS Board Members. Revised 10/08/08 CITY OF WINTER SPRINGS, FLORIDA BEAUTIFICATION OF WINTER SPRINGS BOARD DRAFT BY-LAWS PAGE 4 OF 6 B. The role of a Staff Liaison is to assist the BOWS Board with any technical matters, and to provide the BOWS Board Members with any information that would help them perform their responsibilities. C. The Staff Member or Members will attend all BOWS Board Meetings. Outside of a Meeting, if a Member of the BOWS Board has any additional technical questions or concerns, then they should be able to contact the designated Staff Member(s). IX. MEETINGS A. Regular Meetings: Regular Meetings shall be held on four (4) times per year in January, April, July and October, on the second Wednesday of the specified month at 7:00 p.m. in the City Commission Chambers of City Hall, 1126 East State Road 434, Winter Springs, Florida, unless otherwise scheduled. B. Special Meetings: Special Meetings or Workshops may be called by either the Staff Liaison with Approval by the Chairperson; or by the Chairperson or by majority consensus of the Board. C. Notice: 1. Notice of all Meetings, Regular and Special or Workshops, shall be given to each Board Member at least seventy-two (72) hours in advance of the Meeting. 2. Notice of all Meetings shall be provided to the Clerk of the Board for inclusion on the City's schedule of Meetings and Events. D. Attendance: 1. Board Members shall notify the Office of the City Clerk if they cannot attend any kind of Meeting. 2. "The number of absences that shall cause automatic removal shall be two (2) consecutive or two (2) within a twelve month period", per Ordinance 2001-49. Revised 10/08/08 CITY OF WINTER SPRINGS, FLORIDA BEAUTIFICATION OF WINTER SPRINGS BOARD DRAFT BY-LAWS PAGE 5 OF 6 3. "Any Meeting which is cancelled, other than for a lack of a quorum, shall not be counted for purposes of determining absenteeism", per Ordinance 2001-49. 4. "Absences which occurred prior to the date of reappointment of any [Member of the BOWS Board] shall not be counted toward automatic removal", per Ordinance 2001-49. 5. "Members [of the BOWS Board] shall serve at the pleasure of the City Commission and may be summarily removed at any time with or without cause", per Ordinance 2001-49. E. Quorum: A quorum of the Board shall consist of four (4) or more Members and an affirmative Vote of a majority of those present and Voting shall be necessary to pass any Motion. F. Voting: For all Motions, Voting shall be by voice and shall be recorded by individual `Aye' or `Nay' . G. Procedure: 1. "Robert's Rules of Order shall be the `underlying foundation' for the conduct of Meetings", per Resolution 2003-06. 2. In the event aMeeting/Workshop is scheduled in the Commission Chambers, all Board Members shall be recognized individually by the Chairperson through the use of the Board Members' dais light prior to speaking. This is to ensure that all questions and discussion are clearly on the Record. 3. In the event aMeeting/Workshop is scheduled in the Commission Chambers, all Board Members, Staff and Members of the Public are required to use an active microphone when addressing the Board to ensure accuracy on the Record. Revised 10/08/08 c CITY OF WINTER SPRINGS, FLORIDA BEAUTIFICATION OF WINTER SPRINGS BOARD DRAFT BY-LAWS PAGE 6 OF 6 4. Private conversations between Board Members will be prohibited while Meetings or Hearings are in session. Any such conversations may Violate the Florida Sunshine Law per Section 286.011 FSS. (Florida Statutes) X. MISCELLANEOUS 1. If a Board Member has a change of contact information, the Board Member shall contact the Clerk of the Board immediately to update the information. This is to guarantee that all contact information on file is current and correct. ATTEST: CITY CLERK DATE CHAIRPERSON DATE Revised 10/08/08