Permanent Boards and Committees

(as of July 1998)

Members of the Airport Authority are appointed by the City Commission as provided for in Section 2-153 of the Stillwater City Code. City residency is not a requirement. At least three members should have personal knowledge concerning aircraft and/or airport operations. The City Manager, City Attorney, and the Chamber of Commerce President serve as ex-officio, non-voting members. Term length: 3 years. Meetings are held on the third Thursday of the month at 12:00 noon, usually at the airport.

The Stillwater Municipal Airport Authority is specifically in charge of governing the airport with oversight and duties that include but are not limited to the following areas: appointment of airport manager; setting of policies for governing of the airport; oversight of airport fiscal affairs; maintaining a current master plan document; maintaining and upgrading the

airport and facilities; expanding and developing existing airport assets; actively seeking FAA and State funding opportunities for airport improvements; and oversight of user needs and services desired. SMAA works

closely with the Chamber of Commerce to promote economic development associated with the Airport Industrial Park and Airport Business Development Park.

Members of the Audit Committee are appointed by the City Commission as provided for in Section 2-114 of the Stillwater City Code. Of the five voting members, one shall be a City Commissioner who is serving the second year of their three-year term, and no Commissioner can succeed himself on the committee. The four remaining appointees should be bankers (or other financial institutions), business person, and non-practicing certified public accountants. No more than two of these four appointees can be from any one of the specific groups. The City Manager and the Director of Finance serve as ex-officio, non-voting members. Term length: 3 years. Meetings are called as necessary and are usually held at Noon in the Municipal Building.

The audit committee reviews the annual financial reports of the City and its Trust Authorities on an annual basis with the counsel of staff and the external audit firm. The audit committee participates in the selection of firms to conduct the annual audit. Questions regarding the Audit Committee may be directed to the Department of Finance.

Members of the Board of Adjustment must be residents of the city and are appointed by the City Commission as provided for in Section 23-121 of the Stillwater City Code, with the exception of the Planning Commission representative who is selected by the Planning Commission. Term length: 3 years. Meetings are held as necessary the first Thursday of the month at 5:30 p.m. in the Municipal Building.

The Board of Adjustment is empowered by the city code to conduct hearings and render decisions on matters of appeals, variances and special exceptions to the zoning ordinance. The board is considered to be a quasi-judicial body in that their decisions can only be overturned by district court. The board adopts is own bylaws for the conduct of their meetings. There is a staff liaison from the Department of Community Development assigned to serve as clerk to the board. Questions regarding the Board of Adjustment may be directed to the Department of Community Development.

BOARD OF DRAINAGE APPEALS - Established in July of 1996

Members of the Board of Drainage Appeals must be residents of the city and are appointed by the City Commission as provided for in Section 9-16 of the Stillwater City Code. Members of the Board shall have knowledge of hydrology, engineering, storm water management or related fields and have no economic interest in the development or construction industries. Term length: 3 years beginning July 1 and ending June 30. Of the first five appointees, one shall serve for one year, two for two years and two for three years. The Board shall meet on call, as needed; three members shall constitute a quorum. The office of the City Engineer shall serve as clerk of the board.

The Board of Drainage Appeals is empowered by the city code to conduct hearings and render decisions on matters of appeals, variances and special exceptions to an order of the City Engineer as described in Ordinance No. 2541, Storm Water Management and Earth Change Requirements adopted in August of 1996. Questions regarding the Board of Drainage Appeals may be directed to the City Engineer's office.

BUILDING TRADES BOARD (Four-year Terms)

The Building Trades Board, established in July of 1993, shall consist of seven (7) members, each of whom shall be appointed by the City Commission. One member shall be an architect, engineer, or building contractor with at least four years

experience in residential, commercial, or industrial building construction. One member shall be licensed as either a plumbing contractor or a journeyman plumber. One member shall be licensed as either an electrical contractor or a journeyman electrician. One member shall be licensed as either a mechanical contractor or a journeyman mechanic. Two members shall be engaged in construction or remodeling of single family homes, either as homebuilders or carpenters. One member shall be a citizen, not otherwise engaged in construction. Members of the Board shall serve for overlapping terms of four (4) years and thereafter until their respective successors have been appointed and qualify. The term for each member shall begin on July 1. Initial appointments to the Building Trades Board are one for a one-year term and two each for two-year terms, three-year terms and four-year terms; thereafter, each member shall serve for a term of four years

The Building Trades Board is empowered by the adopting ordinances of the building codes to serve as the appeal body for those codes. They also serve as a review board for other matters concerning building construction, such as licensing practices, code adoptions and amendments. The board adopts their own bylaws for the conduct of their meeting. There is a staff liaison from the Department of Community Development assigned to serve as clerk to the board. Questions regarding the Building Trades Board may be directed to the Department of Community Development.

CABLE COMMUNICATIONS ADVISORY COUNCIL (Two-year Terms)

Members of the Cable Communications Advisory Council, established in July of 1989, must be residents who are cable subscribers with three members appointed by the City Commission and three members appointed by the Permit Holder as provided for in Ordinance No. 2355. Term length: 2 years. Meetings are held quarterly, or as necessary.

The purpose of the Cable Advisory Council is to advise the cable operator on matters affecting cable customers and make recommendations to the City Commission on cable issues. The cable operator advises the council of pending program changes, proposed rate changes, availability of alternative programming, and other changes in policies and procedures impacting cable customers. The views and feedback of the council is used by the cable operator as a means of providing the best customer relations possible. Questions regarding the Cable Advisory Council may be directed to the City Manager's office.

The City Tree Board, as provided for in Ordinance No. 2426, established in April of 1992, shall consist of eleven members, citizens and residents of the city, seven appointed at-large by the Mayor, with approval of the City Commission, and four ex-officio voting members, one each from Parks & Recreation, Community Development, Public Works, and Utilities, appointed by the City Manager/his designee. The Mayor shall also serve as an ex-officio member. In December of 1994, Ordinance No. 2494 increased the number of citizen members from five to seven. Each member shall serve for a term of three years and may not serve more than three consecutive terms. An at-large member may be removed by the City Commission at the recommendation of the City Tree Board for missing three consecutive meetings or more than five meetings in one year.

The City Tree Board was established to promote the proper management and enhancement of our community urban forest. The Tree Board's scope of interest includes the entire urban forest resource of the community, both public and private, in terms of promotional and educational program activities, while hands-on management activities are mostly limited to the public domain along streets, within parks, and around public facilities. The Tree Board envisions a healthy urban forest that enhances the visual and environmental quality of Stillwater, and that contributes to its economic development. The Board has adopted three broad goals which include: 1) to encourage all available planting spaces be occupied; 2) to manage for a variety of ages and high diversity; and, 3) to develop an effective public tree planting and maintenance program. In general, the Board desires to instill a greater awareness and appreciation of the value, care, and protection of urban trees. Questions regarding the Tree Board may be directed to the Community Development Department.

Tim Mulligan 3/98 - Off-Campus Student Association

Members of the Community Relations Committee are appointed by the Mayor subject to the approval of the City Commission as provided for in Resolution 26-1975. Term length: 3 years. Meetings are held the third Wednesday of the month at Noon in the Municipal Building.

Resolution CC-82-1 expanded the membership of the committee by providing for student representatives who are appointed by their respective groups for a period of one year beginning in January of each year. These groups are: Student Government Association, Residence Halls Association, Off-Campus Student Association, Panhellenic Council, and Interfraternity Council.

The members of this committee conduct studies, obtain cooperation from social service agencies, make recommendations for legislation and use all possible avenues and resources to address discrimination issues. Their main objective is to provide assistance in resolving related complaints in an expedient manner. In addition they strive to enhance community awareness on key issues as to the benefits of nondiscriminatory practices. This is accomplished through a variety of means including periodic publicity articles, outreach programs and consultation services. With some advance coordination, members are available to assist and/or will contact various State agencies for presentations of particular interest in any of the related subjects. Questions regarding the Community Relations Committee may be directed to the City Attorney's office.

Six members of the Library Board are appointed by the City Manager as provided for in Section 3-6 of the City Charter. Term length: 3 years. Meetings are held the fourth Tuesday of the month at Noon at the Stillwater Public Library.

The Library Board shall have supervision and control of the public library and shall appoint the librarian. The Board may adopt regulations for the administration and operation of the library, subject to ordinances which the City Commission may enact. Questions regarding the Library Board may be directed to the Library Director.

John Augelli, Exec. Secretary

The members of the Stillwater Public Library Trust Board are appointed by the City Commission, Library Board, and Friends of the Stillwater Public Library. Term length: 3 years. Meetings are held on the first Tuesday of every other month beginning in January in the Stillwater Public Library.

The Library Trust Board was created by the Stillwater City Commission in February of 1984 for the purpose of assisting with land acquisition, design, construction and equipping of a new public library building. Questions regarding the Library Trust Board may be directed to the Library Director.

PARKS, EVENTS & RECREATION BOARD

Ordinance No. 2556 established the Community Events Advisory Board in March of 1997, thereby replacing the Parks and Recreation and the Stillwater Community Center Advisory Boards. The Board shall consist of nine voting members, all of whom shall be residents of the City or the Stillwater Public School District No. 16. One member each shall be appointed to represent the interests of Cultural and Special Events, Community and Recreation Service, Sports and Leagues, and Park Operations; and five members shall be selected at large. The members shall be appointed by the City Commission. Term length: three years. Members shall serve no more than two consecutive terms. If any member of the board shall be absent from more than one-half of all meetings of the board, regular or special, held within any period of six consecutive calendar months, they shall cease to hold office and the position shall be vacant. The Board shall select a chairman and vice chairman from the at-large members to serve for one year. Meetings are held on the second Wednesday of the month at 3:30 p.m. in the administrative offices of the department or as announced.

The Parks, Events and Recreation Board assists the Parks, Events and Recreation Department by reviewing policies that pertain to community use of facilities, promoting programs and events which offer culture and recreation, and supporting identified cultural and recreational needs for the community. The Board will assist staff by reviewing community wants and needs, and suggesting appropriate and equitable solutions to these requests.

Members of the Planning Commission are appointed by the City Commission as provided for in Section 23-17 of the Stillwater City Code. Requirements are 1) must be city resident and 2) must be qualified by knowledge or experience to act upon matters pertaining to the physical, social, and economic development and betterment of the City. One member is to serve in a non-voting environmental advisory role. Term length: 3 years. Meetings held the first and third Wednesday of the month at 5:30 p.m. in the Municipal Building.

The Planning Commission was created in order to help direct the future development of the city, encourage social and economic improvements in accordance with modern city planning principles, and ensure the orderly, efficient and economic arrangement and development of new public works projects. The Planning Commission, which also serves as the Airport Zoning Commission, is charged with preparing a comprehensive plan and/or additional specific plans indicating ideas and recommendations for the physical development of the city. The Commission oversees the operation of the zoning ordinance through the review and a recommendation on all rezoning, special use permits, site plans, and ordinance text amendments. The subdivision, platting, and re-platting of land is approved by the Planning Commission. In general, the Planning Commission may consider and investigate any subject matter relating to the development and betterment of the City. Questions regarding the Planning Commission may be directed to the Department of Community Development.

The original members of the Housing Advisory Board had been members of the Urban Renewal Authority. When the Public Housing Authority was created, the Housing Advisory Board members were appointed to also serve as the Public Housing Authority. The Mayor and City Commission appoint members to these boards. Term length: 3 years. Meetings held second Wednesday of the month at Noon at Roxie Weber Plaza.

The Board sets all policies and procedures that support the overall purpose of the Stillwater Housing Authority. That purpose is to provide decent, safe, and affordable housing, create opportunities for residents self-sufficiency and economic independence and assure fiscal integrity for residents and the Housing Authority. The Boards approach to governance is a business approach that makes policy, articulates the mission of the organization, and sustains its vision. The Board creates policy that supports the organization and guides them to working with the Executive Director, who implements the policies for Roxie Weber Plaza and the Section 8 rental program in compliance with the guidelines established by Housing and Urban Development. Questions regarding the Public Housing Authority may be directed to the Stillwater Housing Authority Executive Director.

Members of the Sister Cities Council are appointed by the City Commission as provided for in Section 2-181 of the Stillwater City Code. Term length: 3 years. Meetings are held on the fourth Thursday of the month at 5:00 p.m. in the municipal building.

The Sister Cities Council coordinates the activities of the sister city program and makes recommendations to the City Commission regarding sister city activities as well as initiating activities requested by the City Commission. The Council promotes the sister city program by informing citizens of sister city activities and encouraging community involvement. The council also assists other community groups involved in international exchange projects. Questions regarding the Sister Cities Council may be directed to the City Manager's office.

Five members of the Stillwater Medical Center Authority are appointed by the City Commission as provided for in the Trust Indenture. One member is nominated by the hospital medical staff and is subject to the approval of the City Commission. The Mayor serves by virtue of the office. Members must be residents of the City. Term length: 3 years. Meetings held the third Tuesday of the month at 7:00 p.m. at the Stillwater Medical Center.

The governing board, as guardian of the hospital's assets and resources, establishes the overall purpose and direction for the organization and oversees its operation to help ensure achievement of that purpose. While board involvement with specific issues and decisions varies at different times in the governance cycle, key governance responsibilities can be grouped into five broad areas: mission development and long-range planning; ensuring high-quality care; oversight of medical staff credentialing; financial oversight; board education and development, including self-evaluation. These five areas, together with selection and evaluation of the hospital CEO, comprise the board's major responsibilities.

Members of this board are appointed by the City Commission as provided for in Section 2-172 of the Stillwater City Code. Eight members shall be appointed from the private sector and may not serve more than two consecutive terms. Term length: 3 years. Ordinance No. 2566 provides for three representatives from the hotel industry to serve continuous terms. The City Manager/his representative serves as an ex-officio, non-voting member. Meetings are held on the third Tuesday at 3:00 p.m. at the Chamber of Commerce Building/designated facility.

The Visitors and Special Events Board promotes Stillwater's image so that the community will be developed and maintained as a visitors destination. To accomplish this, the board gathers information and ideas, conducts research, develops advertising and promotional programs and materials, and solicits and assists other community organizations with conventions, trade shows, agricultural, educational, and special events. Questions concerning the Visitors and Special Events Board may be directed to the Stillwater Chamber of Commerce.

 The Traffic Authority Board is established by section 29-32 of the City Code. It has seven members, five of which are composed of members of city staff. The remaining two are a designated City Commissioner, who serves as chairperson for the Board, and a citizen of Stillwater that is appointed by the City Commission. Meetings are held the fourth Thursday of the month at 3:30 p.m. in the Municipal Building.

In general, the Traffic Authority Board is empowered to establish the appropriate traffic control devices (signs, signals, pavement markings, etc) necessary to provide proper notification to the public traveling on city streets and alleys. This includes the designation of speed limits, one way streets, directions for stop or yield signs, crosswalks, restricted turning movements, street weight limits, truck routes, etc. The Board also designates public parking spaces and sets time limits for such parking. The Board also reviews requests for taxi services. Questions concerning the Board or items for Board consideration may be directed to the Public Works Department.

Ex-Officio:

City Commission

Oklahoma State University

City Manager

Public Works Director

Electric Utility Director

Water Utility Director

Finance Director

The Use Tax Oversight Committee is established by Ordinance No. 2562 approved in April of 1997 for the purpose of monitoring the rate of collection and expenditures of funds derived from the Use Tax, particularly to verify that funds provided to Oklahoma State University are expended for the purpose of economic development and for the purpose of reviewing of the letter of understanding between the City and OSU and reporting to the commission any recommendations or concerns regarding the issues covered in that document.

Five members to be appointed by the Mayor and City Commission shall be residents of the City of Stillwater, serve terms of three years, shall meet no less often than quarterly, and shall make reports to the City Commission after each meeting. The members will be the president/chairperson of the five organizations designated by the City Commission.