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16-1116 Approving the Bylaws of the Historic Preservation Commission CITY OF MERIDIAN RESOLUTION NO. I 11/ (Q BY THE CITY COUNCIL: BIRD, BORTON, CAVENER, MILAM, PALMER, ROBERTS A RESOLUTION OF THE MAYOR AND THE CITY COUNCIL OF THE CITY OF MERIDIAN APPROVING THE BYLAWS OF THE MERIDIAN HISTORIC PRESERVATION COMMISSION AS AMENDED ON JANUARY 14, 2016, AND PROVIDING AN EFFECTIVE DATE. WHEREAS,pursuant to Meridian City Code section 2-1-4(B), at its meeting on January 14, 2016, the Meridian Historic Preservation Commission voted unanimously to recommend to City Council that it approve the "Bylaws of the Meridian Historic Preservation Commission as Amended on January 14, 2016," attached hereto as Exhibit A; WHEREAS, the City Council of the City of Meridian deems the approval of such bylaws to be in the best interest of the City of Meridian in that they facilitate the efficient operation of the Meridian Historic Preservation Commission; NOW THEREFORE,BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF MERIDIAN CITY,IDAHO: Section 1. That the City Council of the City of Meridian hereby approves the Bylaws of the Meridian Historic Preservation Commission as Amended on January 14, 2016, attached hereto as Exhibit A. Section 2. That this Resolution shall be in full force and effect immediately upon its adoption and approval. ADOPTED by the City Council of the City of Meridian, Idaho, this day of January, 2016. APPROVED by the Mayor of the City of Meridian, Idaho,this LAD day of January, 2016 APPROVED: Mayor . , de Weerd ATTEST: ,\SC City of By: dir • —Ali � .�: , . :: -- Jaycee 4,lman, City Cler‘,7 =- RESOLUTION APPROVING BYLAWS OF MERIDIAN HISTORIC PRESERVATION COMMISSION PAGE 1 OF 2 EXHIBIT A BYLAWS OF MERIDIAN HISTORIC PRESERVATION COMMISSION RESOLUTION APPROVING BYLAWS OF MERIDIAN HISTORIC PRESERVATION COMMISSION PAGE 2 OF 2 BYLAWS of the IIISTORIC PRESERVATION COMMISSION WHEREAS, on November 3, 1986, the City Council of the City of Meridian adopted Ordinance no. 471, thereby created the Historic Preservation Commission; and WHEREAS, the Historic Preset vation Commission has worked since that time to promote the educational, cultural, economic, and general welfare of the public of the City of Meridian through the identification, evaluation, designation, and protection of those buildings, sites, areas, structures, and objects which reflect significant elements of the City's, the State's, and the Nation's historic, architectural, archaeological, and cultural heritage; NOW, THEREFORE, the Historic Preservation Commission hereby establishes and adopts the following bylaws. ARTICLE I: INTENT The intent in preparing and adopting these bylaws is to provide a framework for the organization, actions, and agenda of the Historic Preset vation Commission (hereinafter "Commission"). ARTICLE II: OFFICE The principal location of the Colmnission shall be at Meridian City Hall, 33 E. Broadway Ave., Meridian, Idaho. ARTICLE III: MEMBERSHIP SECTION 1: TERMS OF O 1 +ICE. In keeping with provisions of Meridian City Code regarding commissioners' terms of office, there are hereby designated nine membership seats on the Commission. The cormnissioners appointed to Seats 1-8 shall each serve a teen of three (3) years. The commissioner appointed to Seat 9 shall be a youth member, whose teen shall be one (1) year. SECTION 2: SUBCOMMITTEES. The Commission President, with the Commission's approval, shall establish such subcommittees as necessary or helpful to assist or advise the Commission in the performance of its functions and/or furtherance of its mission. The Commission President shall be an ex -officio member of all sub -committees. Meetings of subcommittees shall comply with any and all applicable public meetings laws. Each subcommittee shall consist of at least two (2) commissioners. Unless a subconunittee chair is appointed by the Commission President, each subcommittee shall elect a chair to preside at subcommittee meetings and present the findings and/or recommendations of the subcommittee to the Commission. The Mayor may appoint citizens or public officials to serve as members of subcommittees. With the Commission's approval, the Commission President or subcommittee President may appoint commissioners, citizens, and/or public officials to serve as members of subcommittees. BYLAWS OF THE HISTORIC PRESERVATION COMMISSION PAGE 1 OF 4 SECTION 3: QUORUM. According to the provisions of Meridian City Code, a majority of currently -appointed colmnissioners shall constitute a quorum for the transaction of any business of the Commission. SECTION 4: VOTING. Each commissioner shall be entitled to one (1) vote on any matter before the Commission. Except as otherwise designated herein, the vote of the majority of the members present at any meeting at which a quorum is present shall effectuate any decision of the Commission, The Commission President shall be a voting member of the Commission and shall hold the same rights and privileges as any other commissioner. Proxy voting and/or secret ballots shall not be permitted. ARTICLE IV: MEETINGS SECTION 1: REGULAR MEETINGS. According to the provisions of Meridian City Code, the Commission shall meet on the second Thursday of each month at 3:30 p.m., unless otherwise specified. SECTION 2: SPECIAL MEETINGS. Special meetings may be convened by or at the direction of the Coinmission President by notifying the City Clerk's Office and the Commission in the manner specified herein. SECTION 3: PLACE OF MEETINGS. Unless otherwise specified, meetings of the Commission shall be held at Meridian City Hall, in the City Council Chambers, 33 E. Broadway Ave., Meridian, Idaho, SECTION 4: NOTICE OF MEETINGS. Unless otherwise prescribed by statute, commissioners shall be provided written notice of meetings, which notice shall state the date, hour, and location thereof, and shall further state the purpose of the meeting, business to be transacted, and/or agenda. The City Clerk's Office shall issue notice to each and every commissioner not less than forty-eight (48) hours, nor more than thirty (30) days prior to the meeting. Notice may be issued by e-mail, U.S. Post, and/or personally, by or at the direction of the Commission President. SECTION 5: LENGTH OF MEETINGS. No meeting shall run longer than three (3) hours unless a majority vote of the quorum approves the extension of such time limit as to a particular meeting. SECTION 6: CONDUCT OF MEETINGS. The Commission shall operate under the general precepts of Robert's Rules of Order. The order of business for meetings of the Commission shall be as follows: 1) call to order; 2) roll call; 3) approval of the agenda; 4) approval of minutes of previous meeting; 5) old business; 6) new business; 7) reports, presentations, subcommittee reports, staff reports; 8) next meeting; 9) adjournment. The agenda shall be followed to the extent possible, but other matters maybe considered upon vote of the majority of the members present at any meeting at which a quorum is present. BYLAWS OF THF_ HISTORIC PRESERVATION COMMISSION PAGE 2 OF 4 SECTION 7: AGENDA. The agenda for all meetings of the Commission shall be prepared by the City Cleric's Office in consultation with the Commission President. Agenda items may be proposed to the Commission President by any coimnissioner or any member of the public and shall be placed on the agenda at the discretion of the Commission President, provided that adequate notice of such item has been provided as set forth herein. Agenda items not proposed to the Commission President by 5:00 p.m, on the Monday preceding the regular meeting, or fbity-eight (48) hours before a special meeting shall be considered at any meeting at which a quorum is present only upon vote of the majority of the members present. SECTION 8: PUBLIC APPEARANCES AND REQUESTS. Scheduling of appearances before or requests to the Commission shall be at the discretion of the Commission President, The Commission President Inay set rules to maximize efficiency and productivity of meetings, including setting a time limit for presentations and/or comments to the Commission. SECTION 9: MINUTES. Minutes and/or records of the business conducted at all meetings of the Commission or any subcommittee thereof shall be kept and shall be open for public inspection. The minutes of each meeting shall be forwarded to each commissioner prior to the regular meeting at which such minutes are subject to approval by the Commission. ARTICLE V: O i FICERS SECTION 1: DESIGNATION. According to the provisions of Meridian City Code, officers of the Commission shall include the Commission President and Commission Vice -President. Other officers maybe elected as necessary or desirable for the efficient administration of the Commission if a majority of the Commission so decides. SECTION 2: TERM AND ELECTION. Election of officers shall be by voice vote on the record and, according to the provisions of Meridian City Code, shall be held at the first Commission meeting each calendar year. A special election may be held at any time to fill a vacancy of office. An officer who fails or refuses to fulfill the duties of his or her office may be removed from the office by a two-thirds (2/3) majority vote of the full Commission. SECTION 3: DUTIES OF COMMISSION PRESIDENT. The Commission President shall prepare meeting agendas in cooperation with the City Clerk's Office, shall preside over all full Commission meetings, and shall sign all documents requiring an official signature on behalf of the Commission. The President shall recommend, for the Cormnission's approval, the formation of subcommittees and the appointment of commissioners, citizens, and/or public officials thereto. The decisions, statements, and/or actions of the President shall obligate, commit, and/or represent the Commission only insofar as the Commission has specifically authorized. SECTION 4: DUTIES OF VICE-PRESIDENT. The Commission Vice -President shall perform the duties of the President in the absence of the President and shall perforin such other duties as may be delegated by the Commission President. ARTICLE VI: AMENDMENT OF BYLAWS BYLAWS OF THE HISTORIC PRESERVATION COMMISSION PAGE 3 OF 4 The Commission may recolmnend to the Mayor and City Council that these bylaws be altered, amended, added to, or repealed upon a two-thirds (213) vote of the full Commission. ARTICLE VII: ADOPTION AND EFFECTIVE DATE The Commission adopted the foregoing bylaws, as amended, at its regular meeting on . January 14, 2016 These bylaws shall be effective upon their ratification by resolution of the City Council of the City of Meridian. — Adopted by the Historic Preservation Comxj�6sion on the 14th daffy of, anuary 2016. Johnston, C/6mmission President BYLAWS OF THE HISTORIC PRESERVATION COMMISSION PAGE 4 OF 4