Memo Resolution approving the bylaws for the Schertz SweetheartCITY COUNCIL MEMORANDUM /RESOLUTION
City Council Meeting: September 16, 2008
Department:
Administration
Agenda No. 6
Subject: City of Schertz Sweetheart Bylaws —
Consideration and /or action approving the Bylaws
for the Schertz Sweetheart
BACKGROUND
The City of Schertz City Council has recognized the Sweetheart Advisory Group as a valuable
segment of the City. The City of Schertz Sweetheart Advisory Group will provide unique insight
into future leaders for our community as well as leadership to the City of Schertz Sweetheart
Court.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SCHERTZ:
That the City Council approves the City of Schertz Sweetheart Bylaws as written.
PASSED AND APPROVED at a regular meeting of the City Council of the City of Schertz,
Texas this 16th day of September, 2008, at which meeting a quorum was present, held in
accordance with the provisions of V.T.C.A., Government Code, §551.001 et seq.
APR ED
Hal Baldwin, Mayor
ATTEST:
Brenda Dennis, TRMC, CMC City Secretary
BY -LAWS OF THE CITY OF SCHERTZ SWEETHEART ADVISORY GROUP
WHEREAS, the City of Schertz, Texas (the "City ") and Schertz City Council ( "Council ")
recognize the City of Schertz Sweetheart Advisory Group of the City as a valuable segment of the
City;
WHEREAS, the ideas and perspectives of the City of Schertz Sweetheart Advisory Group
will provide unique insight into future leaders for our community; and
WHEREAS, the Council created an Advisory Group to provide leadership to the City of
Schertz Sweetheart Court and to make recommendations to City Management and City Council
regarding activities of the Court;
NOW, THEREFORE, the City of Schertz Sweetheart Advisory Group hereby adopts the
following By -Laws:
ARTICLE I: Purpose
The purpose of the City of Schertz Sweetheart Advisory Group is to:
1. Plan and oversee all events and activities of the City of Schertz Sweetheart Court;
2. Work with City Officials on proposed City of Schertz Sweetheart Court events and
activities;
3. Provide a proposed detailed budget for the Council to review for the events to be held or
attended in 2008/2009.
ARTICLE II: Membership
Section 1: Membership Requirements:
The City of Schertz Sweetheart Advisory Group will act as an advisory group to the City
Manager and City Council. It shall consist of nine (9) members who at the time of their
appointment, and thereafter during their term shall:
1. Desire to contribute to accomplishments of the goals and objectives of the City of Schertz
Sweetheart Advisory Group; and
2. Are available and agree to participate in the City of Schertz Sweetheart events.
Section 2: Appointments:
The members of the Advisory Group shall be appointed by City Council.
Section 3: Terms
The initial appointees shall serve 1 -year for those in Place 1 (5 members); and 2 -year for
those in Place 2 (4 members).
City of Schertz Sweetheart Committee
Draft By -Laws
3 Sep 08
Advisory Group members' term shall expire 31 May of the year their terms expire.
Members of the City of Schertz Sweetheart Advisory Group may be removed at any time,
with or without cause, by the Mayor or the Council Member who recommended their appointment.
All vacancies shall be filled by a nomination and recommendation from the remaining
members of the City of Schertz Sweetheart Advisory Group to the City Council for final approval.
Section 4: Duties
At least two (2) City of Schertz Sweetheart Advisory Group members shall oversee all
events and activities attended by the Schertz Sweetheart Court.
At least two (2) City of Schertz Sweetheart Advisory Group members shall report all
expenses and reports of the Schertz Sweetheart Court.
At least two (2) City of Schertz Sweetheart Advisory Group members shall oversee the
scholarship process for the Schertz Sweetheart Court.
At least two (2) City of Schertz Sweetheart Advisory Group members shall oversee the
budget for the Schertz Sweetheart Court.
At least two (2) City of Schertz Sweetheart Advisory Group members shall be responsible
for all financial matters of the City of Schertz Sweetheart Advisory Group including the budget,
financial reports and fund raising.
ARTICLE III: Meetings
Meetings/Workshop Sessions
Regular meetings /workshop sessions will be held once a quarter. Special meetings may be
held at the request of two (2) members of the Advisory Group. Notification will be not less than
seventy -two (72) hours to each member of the City of Schertz Sweetheart Advisory Group.
The meetings shall be held on as needed in the Economic Development Conference Room,
on Thursdays, 5:30 p.m.
Since the Advisory Group's role is purely advisory in nature, with its actions regarding the
commitment or utilization of City resources, money, or property being subject in all events to
approval by the City Council, the Advisory Group's meetings shall not be subject to the Texas
Open Meetings Act.
City of Schertz Sweetheart Committee
Drab By -Laws
3 Sep 08
ARTICLE IV: Amendments
These By -Laws may be altered, amended, or repealed, and new By -Laws may be adopted
on the recommendation of the City of Schertz Sweetheart Advisory Group with prior written notice
to the members, and provided that such alterations, amendments or repeals must be approved by
the Schertz City Council.
ARTICLE V: Adopted and Effective Date
The foregoing By -Laws were recommended by a r vote by the City of
Schertz Sweetheart Advisory Group on the - day of , 2008 and
forwarded to the Schertz City Council for approval.
Erin Matlock
The foregoing By -Laws were ap ved and adopted by the Schertz City Council and shall
be effective on the day of , 2'08.
Baldwin, Mayor
ATTEST:
r
renda Dennis, City Secretary
City of Schertz Sweetheart Committee
Draft By -Laws
3 Sep 08