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Res 105-89 7/6/1989RESOLUTION NO. 105-89 RESOLUTION APPROVING THE TRAFFIC SAFETY COMMISSION BY-LAWS. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF WICHITA FALLS, TEXAS, THAT: Those certain by-laws of the Traffic Safety Commission, a copy of which are attached hereto, which have been accepted by such Commission, are hereby approved. PASSED AND APPROVED this the 6th day of July, 1989. M A Y O R ATTEST: City Clerk i TRAFFIC SAFETY COMMISSION BY-LAWS PURPOSE: The purpose of these By-Laws is to provide further guidance than is presently contained in the Commission Ordinance for the Officers and Members of the Commission to conduct its business. I.The AGENDA and conduct of business shall be as follows: A. Call to Order. B. Invocation. C. Recognition of New Members and Guests. D. Financial Report. E. Minutes of Previous Meeting( s) . F. Committee Reports. G. Unfinished Business. H. New Business. I. Adjournment. I I. Duties of Officers: A. The Chairperson will: 1. With the Secretary/Treasurer develop and approve the agenda topics. 2. Preside over meetings. 3. Take necessary action to further the efficient and effective conduct of the Commission' s business. 4. In coordination with the Commission Secretary/Treasurer, provide the City Clerk a copy of the proposed agenda seven (7) days prior to the scheduled date of the next Commission meeting. 5. Establish and abolish special committees which from time to time may be necessary to conduct the business of the Commission which have not been provided for in the ordinance. B. The Vice-Chairperson will: 1. Assist the Chairperson in conducting the business of the Commission. 2. Perform the duties of the Chairperson in the absence of the Chairperson. 2 C. Executive Secretary/Treasurer: 1. This position shall be filled by an employee of the City associated with the office of the City Judge and assigned by the City Manager. 2. The Secretary will: a. Provide all necessary administrative support to the Commission. b. Coordinate Commission activities, recommendations and requirements with appropriate government officials. c. Take minutes of meetings and provide copies of same to Commission members at least one week prior to the next regularly scheduled meeting. d. Coordinate the proposed agenda of meetings with the Chairperson and provide a copy to the City Clerk seven 7) days prior to the scheduled date of the next Commission meeting. e. Provide a copy of the agenda which will be included with the minutes of the previous meeting and send to Commission members at least five ( 5) working days prior to the scheduled meeting. 3. The Treasurer will: a. Maintain records of income and disbursement of funds associated with the business of the Commission. b. Receive monies from instructors who register students and who teach the Defensive Driving Course (DDC) sponsored by this Commission. c. Deposit funds with the City of Wichita Falls Accounting and Financing Office to be placed in a special revenue reserve account for the Traffic Safety Commission separate from all other special revenue accounts. d. Disburse funds from Traffic Safety Commission account to pay contracted individuals by the Commission to teach DDC and conduct the Sikes Senter Safety Sity project and others who may be under contract from time to time. e. Disburse funds from Traffic Safety Commission account to pay accrued normal operating bills and pay bills from special projects which the Commission shall approve from time to time. 3 f. Provide a copy of the financial report of the Commission to its members as a part of the meeting agenda. g. Provide fiscal advice to the Commission members in its conduct of the business. III. Duties of Members A. Attend all meetings (Regular and/or Special) or assure your alternate does. If this is not possible, notify the Chairperson or Secretary prior to the meeting to avoid an unexcused absence for you and/or your alternate, if both cannot attend. B. Serve on committees and perform other duties assigned by the Chairperson. C. Be ever watchful for ways to improve traffic flow and/or safety. Bring these to the attention of the Commission. If you consider the matter to be urgent, notify the Director of Traffic and Transportation or Police Safety representative and the Commission Chairperson and State Traffic Engineer Highway Department. IV. Special Meetings. A. The Chairperson may call for a special meeting when deemed necessary to resolve a specific item or items. B. A Special Meeting can also be requested by a group of six or more members. This group will notify the Chairperson, stating the specific purpose of the proposed Special Meeting. Every effort will be made to hold this meeting within seven ( 7) days from the date the Chairperson is notified. V. Resignation from Commission membership: Any member wishing to resign must do so in writing and address it to the Chairperson. A. The request should state the reasons for the action. B. The Chairperson will notify the Commission members e uled meeting of the resignationatthenextschgscheduled request. No action by the Commission is required. 4 C. The Chairperson or Secretary will notify the City Manager that the vacancy exists and request a replacement. VI. Removal from Commission membership: A. A member may be removed for the following reasons: 1. Absence from three consecutive regular meetings without either advance or subsequent notification of the reason for the absence to the Chairperson or Secretary. 2. The member does not attend at least five of the ten regularly scheduled meetings during the year. 3 . The member disrupts the activities of the Commission whereby it is unable to accomplish the mission at hand. 4. The member' s conduct and/or comments away from the Commission meetings brings discredit upon it. B. Procedure for Removal: 1. When a member is found to meet the conditions in paragraph VI. A. above, the following actions will be taken: 2. The Chairperson or Secretary will first attempt to contact the member by telephone to inform he or she about the pending action. If no contact is made, follow paragraph 3 below. 3. Send a letter to the last known address of the member. The letter will provide the following information: a. Statement of proposed action. b. Reason for proposed action. c. Request a verbal or written response to be made either agreeing or disagreeing with the action. The response will be made to either the Chairperson or Secretary within ten ( 10) days of the date of the notice. d. Notify the member that removal action will be presented to the Commission membership at the next regular scheduled meeting. Advise he or she to attend and present his or her case to the Commission members. 5 e. Notify the member if he or she is not present at the meeting that the Secretary will send the member another letter reporting the result of the Commission action. 4. Two-thirds of the members present, voting to recommend removal of the member from the Commission is required. 5. The City Manager will be notified in writing regarding the reasons for and result of the Commission' s action. If the vote was to recommend removal, request the City Council remove and replace the member. VII. Removal of an Officer from Office or Standing Committee Chairpersonship: A. The same reasons and procedure for removal of an officer of the Commission that apply to a member with one exception -- See paragraph B below. B. A three-fourths majority of the total Commission members is required to remove the officer. Members who are unable to attend the meeting may assign a proxy or send a written statement of their intended vote to be entered into the proceedings by the Chairperson. VIII. The operational year of this Commission is one calendar year which begins January 1 and ends December 31. IX. The Term of office for the Chairperson and Vice- Chairperson is also one calendar year (January 1 through December 31. ) X. Nomination and Election of Officers. A. The nominating committee will present their proposed candidates for Chairperson and Vice- Chairperson at the November meeting. B. Nomination of another candidate, with that person' s approval, may be made from the floor by any member of the Commission addressing same to the Chairperson. C. Election of the officers will be held immediately following the announcement of all eligible candidates. 6 D. A simple majority of members attending is required to elect to office. E. Each officer may succeed him or herself for one term or serve a maximum of two consecutive terms in the same office. F. Ex-officio members may not hold office. XI. Finances A. The finance committee consists of the Secretary/Treasurer, Chairperson and Vice- Chairperson. B. Income and Expenditures will be reported to the members at the regular monthly meeting. C. Distribution of Funds is restricted to: 1. Traffic Safety projects and programs 2. Traffic Safety Educational materials and supplies. 3 . Awards and Recognitions to persons or groups who demonstrate excellence in promoting traffic safety. 4. Support of Traffic Safety enforcement agency activities. 5. Necessary administrative expenses. D. Funds generated by this Commission shall be deposited with the City of Wichita Falls Accounting and Finance Office and placed in a special revenue reserve account. This account shall remain separate from all other special revenue reserve accounts. Expenditures from this account shall be in accordance with the current disbursing procedures of the City of Wichita Falls and the provisions of these By-Laws stated in Paragraphs II.C.3 . and XI .C. above. Unexpended funds as of the end of the City' s fiscal year, shall remain in the account of the Traffic Safety Commission. The Traffic Safety Commission shall not expend funds in excess of its self-generated income. 7 a XII. Change of By-Laws A. These By-Laws may be amended or revised during a regular meeting provided notice is given in the previous regular meeting. Approval by two-thirds 2/3) vote of the total voting members present is required for the change to be adopted. However, before the change is effective it must have final approval by the City Council. Acceptance by the Traffic Safety Commission: Submitted by the Traffic Safety Commission: Approval by the Wichita Falls City Council: