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Procedures of the City of Southlake and Carroll ISD Joint Utilization CommitteeOFFICIAL RECORD PROCEDURES OF THE CITY OF SOUTHLAKE AND CARROLL I.S.D. JOINT UTILIZATION COMMITTEE ARTICLE I GENERAL POWERS 1.01. The powers of the Southlake Joint Utilization Committee shall be to develop and adopt for recommendation formal arrangements for the joint use of C.1.S.D. and City of Southlake facilities and/or special projects. 1.02. The affairs of the committee shall be managed by its established membership. Number, Tenure, and Qualifications 1.03. The number of Joint Utilization Committee members shall be six (6) from the following community bodies. Each member shall serve a two (2) year term, from July 1 through June 30, except as noted below. (The initial term is deemed to have commenced on July 1, 1993.) Voting Committee Members a) Three (3) representatives appointed by the City Council of the City of Southlake. Two (2) of which shall be members of the City Council. b) Two (2) representatives appointed by the Carroll I.S.D. Board of Trustees. Any member appointed by the Board who is not a member of the Board shall be a resident of the City. c) One (1) representative from the Parks & Recreation Board as selected by the chairman of the Board. Ex-Officio Members a) One (1) ex-officio member from the Carroll I.S.D. staff shall be present at each meeting of the Joint Utilization Committee. b) One (1) ex-officio member from the City of Southlake staff shall be present at each meeting. No ex-officio member shall exercise voting powers. The terms of the original members shall be staggered to achieve continuity on the committee. Initially, the non -City Council appointee and the non-member Board appointee from the School Board will have the one (1) year term, while the remaining committee members will serve a two (2) year term. ARTICLE H COMMITTEE PROCEDURES Regular Meetings 2.01. The committee shall hold regular meetings once per month as determined by the majority of the members, and such meetings shall be posted in accordance with the Open Meetings Act, Article 6252-17 V.T.C.S. City of Southlake staff will be responsible for all meeting preparation and posting requirements. Special Meetings 2.02. Special meetings of the Joint Utilization Committee may be called by or at the request of either co-chair or any committee member. All special meetings agendas shall be properly posted in compliance with Open Meetings Act, Article 6252-17 V.T.C.S. Notice 2.03. Notice of all meetings of the Joint Utilization Committee shall be given in writing at least three (3) days prior to the scheduled meeting to the Committee members. However, in an emergency situation, staff may exercise the right to wave posting of notice as defined in the Open Meetings Act. Quorum 2.04. A majority of the voting members, four (4), of the Joint Utilization Committee shall constitute a quorum for the transaction of business at any meeting of the Committee. Manner of Acting 2.05. The act of a majority of the voting committee members present at a meeting at which a quorum is present shall be an act of the Joint Utilization Committee. Vacancies 2.06. A vacancy on the Committee for any reason may be filled by either the City Council, the C.LS.D. Board of Trustees, or the Parks and Recreation Board, as appropriate, for the unexpired portion of the term. Removal 2.07. The Committee may act to recommend, to the entity that appointed the member, whether it was the City Council, C.I.S.D. Board, or the Parks and Recreation Board, the removal of an individual from the Joint Utilization Committee when in the judgement of the Committee, the best interest of the Committee's charge would be served by such member's removal. Any member who misses two (2) consecutive meetings without a valid excuse may be subject to removal. A majority of voting members of the Committee who are present at a meeting shall determine the validity of such excuses. The Carroll I.S.D. Board, the Southlake City Council, and the Parks and Recreation Board will have ultimate removal power over their respective appointees. Minutes 2.08. C.I.S.D. or City staff members shall be responsible for keeping minutes of the meetings of the Committee. These minutes shall be kept on file for review in the office of the City Secretary of the City of Southlake and the administrative offices of C.I.S.D. ARTICLE III AMENDMENTS TO PROCEDURES 3.01. These procedures may be altered, amended, or replaced and new procedures adopted by a majority of the Joint Utilization Committee present at any regular or special meeting, if at least three (3) days written notice is given of an intention to alter, amend, or repeal these procedures at such meeting. APPROVED AND ADOPTED ON THE loth DAY OF JUNE, 1999. �jj Doug Stricklind, Chair PROCEDURES OF THE CITY OF SOUTHLAKE AND CARROLL I.S.D. JOINT UTILIZATION COMMr= ARTICLE I GENERAL POWERS 1.01. The powers of the Southlake Joint Utilization Committee shall be to develop and adopt for recommendation formal arrangements for the joint use of C.I.S.D. and City of Southlake facilities and/or special projects. 1.02. The affairs of the committee shall be managed by its established membership. Number, Tenure, and Qualifications 1.03. The number of Joint Utilization Committee members shall be seven () from the following community bodies. Each member shall serve a two (2) year term, from July 1 through June 30, except as noted below. (The initial term is deemed to have commenced on July 1, 1993.) Voting Committee Members a) Three (3) representatives appointed by the City Council of the City of Southlake. Two (2) of which shall be members of the City Council. b) Three (3) representatives appointed by the Carroll I.S.D. Board of Trustees. Any member appointed by the Board who is not a member of the Board shall be a resident of the City. c) One (1) representative from the Parks & Recreation Board as selected by the chairman of the Board. fix-Officio Members a) t One (1) ex-officio member from the Carroll I.S.D. staff shall be present at each meeting of the Joint Utilization Committee. b) One (1) ex-officio member from the City of Southlake staff shall be present at each meeting. No ex-officio member shall exercise voting powers. The terms of the original members shall be staggered to achieve continuity on the committee. Initially, the non -City Council appointee and the non-membeLf Board appointee from the School Board will have the one (1) year term, while the remaining committee members will serve a two (2) year term. ARTICLE II CON>1q=E PROCEDURES Regular Meetings 2.01. The committee shall hold regular meetings once per month as determined by the majority of the members, and such meetings shall be posted in accordance with the Open Meetings Act, Article 6252-17 V.T.C.S. City of Southlake staff will be responsible for all meeting preparation and posting requirements. Special ;Meetings 2.02. Special meetings of the Joint Utilization Committee may be called by or at'the request of either co-chair or any committee member. All special meetings agendas shall be properly posted in compliance with Open Meetings Act, Article 6252-17 V.T.C.S. Notice 2.03. Notice of all meetings of the Joint Utilization Committee shall be given in writing at least three (3) days prior to the scheduled meeting to the Committee members. However, in an emergency situation, staff may exercise the right to wave posting of notice as defined in the Open Meetings Act. Quorum 2.04. A majority of the voting members, four (4), of the Joint Utilization Committee shall constitute a quorum for the transaction of business at any meeting of the Committee. Manner of Acting 2.8. The act of a majority of the voting committee members present at a meeting at which a quorum is -present shall be an act of the Joint Utilization Committee. Vacancies 2.06. A vacancy on the Committee for any reason may be filled by either the City Council, the C.I.S.D. Board of Trustees, or the Parks and. Recreation $oard, as appropriate, for the unexpired portion of the term. Removal 2.07. The Committee may act to recommend, to the entity that appointed the member, whether it was the City Council, C.I.S.D. Board,' or the Parks and Recreation Board, the removal of an individual from the Joint Utilization Committee when in the judgement of the Committee, the best interest of the Committee's charge would be served by such member's removal. _ Any member who misses two (2) consecutive meetings without a valid excuse may be subject to removal. A majority of voting members of the Committee who are present at a meeting shall determine the validity of such excuses. The CarrollI.S.D. Board, the Southlake City Council, and the Parks and Recreation Board will have ultimate removal power over their respective appointees. Minutes 2.'08. C.I.S.D. or City staff members shall be responsible for keeping minutes of the meetings of the Committee. These minutes shall be kept on file for review in the office of the City Secretary of the City of Southlake and the administrative offices of C.I.S.D. ARTICLE M AMENDMENTS TO PROCEDURES 3.01. These procedures may be altered, amended, or replaced and new procedures adopted by a majority of the Joint Utilization Committee present at any regular or special meeting, if at least three (3) days written notice is given of an intention to alter, amend, or repeal these procedures at such meeting. APPROVED AND ADOPTED 0 THE 14th DAY OF OCTOBER, 1999. Chair OFFICIAL RECORD PROCEDURES OF THE CITY OF SOUTHLAKE AND CARROLL I.S.D. JOINT UTILIZATION COMMITTEE ARTICLE I GENERAL POWERS 1.01. The powers of the Southlake Joint Utilization Committee shall be to develop and adopt for recommendation formal arrangements for the joint use of C.I.S.D. and City of Southlake facilities and/or special projects. 1.02. The affairs of the committee shall be managed by its established membership. Number, Tenure, and Qualifications 1.03. The number of Joint Utilization Committee members shall be five (5) from the following community bodies. Each member shall serve a two (2) year term, from July 1 through June 30, except as noted below. (The initial term is deemed to have commenced on July 1, 1993.) Voting Committee Members a) Two (2) representatives appointed by the City Council of the City of Southlake. One (1) of which, shall be a member of the City Council. b) Two (2) representatives appointed by the Carroll I.S.D. One (1) of which shall be a member of the C.I.S.D. Board of Trustees. Any member appointed by the Board who is not a member of the Board shall be a resident of the City. c) One (1) representative from the Parks & Recreation Board as selected by the chairman of the Board. Ex-Officio Members a) One (1) ex-officio member from the Carroll I.S.D. staff sh each meeting of the Joint Utilization Committee. b) One (1) ex-officio member from!the City of Southlake sta present at each meeting. No ex-officio member shall exercise voting powers. The terms of the original members shall be staggered to achieve continuity on the committee. Initially, the non -City Council appointee and the non- member Board appointee from the School Board will have the one (1) year term, while the remaining committee members will serve a two (2) year term. ARTICLE II COMMITTEE PROCEDURES Regular Meetings 2.01. The committee shall hold regular meetings once per month as determined by the majority of the members, and such meetings shall be posted in accordance with the Open Meetings Act, Article 6252-17 V.T.C.S. City of Southlake staff will be responsible for all meeting preparation and posting requirements. Special Meetings 2.02. Special meetings of the Joint Utilization Committee may be called by or at the request of either co-chair or any committee member. All special meetings agendas shall be properly posted in compliance with the Open Meetings Act, Article 6252-17 V.T.C.S. Notice 2.03. Notice of all meetings of the Joint Utilization Committee shall be given in writing at least three (3) days prior to the scheduled meeting to the Committee members. However, in an emergency situation, staff may exercise the right to waive posting of notice as defined in the Open Meetings Act. Quorum 2.04. A majority of the voting members, three (3), of the Joint Utilization Committee shall constitute a quorum for the transaction of business at any meeting of the Committee. Manner of Acting 2.05. The act of a majority of the voting committee members present at a meeting at which a quorum is present shall be an act of the Joint Utilization Committee. Vacancies 2.06. A vacancy on the Committee for any reason may be filled by either the City Council, the C.I.S.D. Board of Trustees, or the Parks and Recreation Board, as appropriate, for the unexpired portion of the term. Removal 2.07. The Committee may act to recommend, to the entity that appointed the member, whether it was the City Council, C.I.S.D. School Board or Parks & Recreation Board, the removal of an individual from the Joint Utilization Committee when in the judgement of the Committee, the best interests of the Committee's charge would be served by such member's removal. Any member who misses two (2) consecutive meetings without a valid excuse my be subject to removal. A majority of voting members of the Committee who are present at a meeting shall determine the validity of such excuses. The Carroll I.S.D. Board, the Southlake City Council and the Parks and Recreation Board will have ultimate removal power over their respective appointees. Minutes 2.08. C.I.S.D. or City staff members shall be responsible for keeping minutes of the meetings of the Committee. These minutes shall be kept on file for review in the office of the City Secretary of the City of Southlake and the administrative offices of the C.I.S.D. ARTICLE III AMENDMENTS TO PROCEDURES 3.01. These procedures may be altered, amended, or repealed and new procedures adopted by a majority of the Joint Utilization Committee present at any regular or special meeting, if at least three (3) days written notice is given of an intention to alter, amend, or repeal these procedures at such meeting. APPROVED AND ADOPTED ON THE IZ DAY OF�, 1998. Rick Wilhelm, Chair OFFICIAL RECORD PROCEDURES 0 OF THE CITY OF SOUTHLAKE AND CARROLL I.S.D. JOINT UTILIZATION COMMITTEE ARTICLE I GENERAL POWERS 1.01. The powers of the Southlake Joint Utilization Committee shall be to develop and adopt for recommendation formal arrangements for the joint use of C.I.S.D. and City of Southlake facilities and/or special projects. 1.02. The affairs of the committee shall be managed by its established membership. Number, Tenure, and Qualifications 1.03. The number of Joint Utilization Committee members shall be five (5) from the following community bodies. Each member shall serve a two (2) year term, from July 1 through June 30, except as noted below. (The initial term is deemed to have commenced on July 1, 1993.) Voting Committee Members a) Two (2) representatives appointed by the City Council of the City of Southlake. One (1) of which, shall be a member of the City Council. b) Two (2) representatives appointed by the Carroll I.S.D. One (1) of which shall be a member of the C.I.S.D. Board of Trustees. Any member appointed by the Board who is not a member of the Board shall be a resident of the City. c) One (1) representative from the Parks & Recreation Board as selected by the chairman of the Board. Ex-Officio Members a) One (1) ex-officio member from the Carroll I.S.D. staff shall be present at each meeting of the Joint Utilization Committee. b) One (1) ex-officio member from the City of Southlake staff shall be present at each meeting. ® No ex-officio member shall exercise voting powers. The terms of the original members shall be staggered to achieve continuity on the committee. Initially, the non -City Council appointee and the non-member Board appointee from the School Board will have the one (1) year term, while the remaining committee members will serve a two (2) year term. ARTICLE II COMMITTEE PROCEDURES Regular Meetings 2.01. The committee shall hold regular meetings on the second Tuesday of each month at 7:00 p.m., or as posted, at the Bicentennial Park Community Building located at 300 N. White Chapel Road. The committee co-chairs or any committee member may request the holding of a regular meeting at an alternate location. All regular meeting agendas shall be properly posted in compliance with the Open Meetings Act, Article 6252-17 V.T.C.S. City of Southlake staff will be responsible for all meeting preparation and posting requirements. Special Meetings 2.02. Special meetings of the Joint Utilization Committee may be called by or at the request of either co-chair or any committee member. All special meetings agendas shall be properly posted in compliance with the Open Meetings Act, Article 6252-17 V.T.C.S. Notice 2.03. Notice of all meetings of the Joint Utilization Committee shall be given in writing at least three (3) days prior to the scheduled meeting to the Committee members. However, in an emergency situation, staff may exercise the right to waive posting of notice as defined in the Open Meetings Act. Quorum 2.04. A majority of the voting members, three (3), of the Joint Utilization Committee shall constitute a quorum for the transaction of business at any meeting of the Committee. Manner of Acting 2.05. The act of a majority of the voting committee members present at a meeting at which a quorum is present shall be an act of the Joint Utilization Committee. 4 Vacancies 2.06. A vacancy on the Committee for any reason may be filled by either the City Council, the C.I.S.D. Board of Trustees, or the Parks and Recreation Board, as appropriate, for the unexpired portion of the term. Removal 2.07. The Committee may act to recommend, to the entity that appointed the member, whether it was the City Council, C.I.S.D. School Board or Parks & Recreation Board, the removal of an individual from the Joint Utilization Committee when in the judgement of the Committee, the best interests of the Committee's charge would be served by such member's removal. Any member who misses two (2) consecutive meetings without a valid excuse my be subject to removal. A majority of voting members of the Committee who are present at a meeting shall determine the validity of such excuses. The Carroll I.S.D. Board, the Southlake City Council and the Parks and Recreation Board will have ultimate removal power over their respective appointees. Minutes 2.08. C.I.S.D. or City staff members shall be responsible for keeping minutes of the meetings of the Committee. These minutes shall be kept on file for review in the (W office of the City Secretary of the City of Southlake and the administrative offices of the C.I.S.D. X ARTICLE III AMENDMENTS TO PROCEDURES 3.01. These procedures may be altered, amended, or repealed and new procedures adopted by a majority of the Joint Utilization Committee present at any regular or special meeting, if at least three (3) days written notice is given of an intention to alter, amend, or repeal these procedures at such meeting. APPROVED AND ADOPTED ON THE 3- DAY OF QSLC_ , 1994. c:1 wpftles jointWrocedur.AGR