Duties of TML Regional Officers

The TML Regional Structure

The regional structure of the Texas Municipal League (TML) was created in 1958, a time of great change for the League. It was at the 1958 TML Annual Conference in Houston that the League adopted a new constitution that provided for a regional and departmental organization aimed at “tightening” the organization's statewide structure.

The purposes of the regions, as outlined in the TML Constitution, are to promote interest in municipal government on a regional level; facilitate the exchange of information among cities in the region; and assist the TML Board of Directors in formulating policy that represents the diverse interests of the state.

Article VI of the TML Constitution lays out the specific organizational requirements of TML Regions. Article IV of the TML Constitution addresses the election of regional representatives to the TML Board of Directors and the election of regional officers.

The TML Constitution does not specify the format for regional meetings nor the content of the meetings. It is only in recent years that these meetings have become much more than business meetings for the region. Many regions conduct afternoon workshops prior to the evening meeting on issues of general interest to municipal leaders and explore ways to foster regional cooperation among the cities.

TML Support of Regional Activities

Upon request, TML will provide mailing labels, “send emails, create regional stationery, suggest program speakers, and provide any additional assistance requested by the regional officers.

In recent years, the TML president has tried to attend and speak at regional meetings as often as possible. In addition, TML staff members frequently attend regional meetings and are available to speak at afternoon workshops or provide the evening keynote presentation. For assistance in obtaining speakers for regional meetings, contact Rachael Pitts at rpitts@tml.org or 512-231-7472.

All of these services are provided to TML regions at no cost to the region.

Duties of TML Regional Officers

The TML Constitution requires each region to have a president, vice president, secretary, and regional board director. In all cases, the president, vice president, and board director, or representative, MUST be elected officials. The constitution also permits any region to provide for additional officers,” which explains why some regions elect a first and second vice president, and a treasurer in addition to the required minimum.

The responsibilities of the various regional officer positions are described below. 

President

  • Serves as presiding officer and chief executive of the region.
  • In conjunction with the host city, sets date for regional meetings.
  • Coordinates educational workshops and speakers for regional meetings. This should be done in cooperation with other regional officers and the city hosting the regional meetings.
  • Presides over business session during TML regional meetings.
  • Executes resolutions and other documents on behalf of the region.
  • Appoints a nominating committee for election of officers as required.
  • Term of office: one year, or two years at the discretion of the region, commencing with his/her election at the last regional meeting prior to the TML Annual Conference. (Section 6.6 of the TML Constitution)

Vice President

  • Assumes the duties of the president upon the disability or absence of the president; may assume presidency and serve the unexpired part of the term of the regional president who vacates his/her office.
  • Upon appointment by the regional president, presides over standing or special committees of the region
  • Term of office: one year, or two years at the discretion of the region, commencing with his/her election at the last regional meeting prior to the TML Annual Conference. (Section 6.6 of the TML Constitution)

Secretary

  • Prepares and maintains minutes of regional meeting proceedings.
  • Working with regional president, keeps TML staff informed of activities of region. (A post-meeting report form is available.)
  • Handles correspondence on behalf of the region.
  • In coordination with city hosting the regional meeting, distributes regional meeting notices and other communications (minutes, resolutions, etc.).
  • Receives and distributes funds on behalf of the region.
  • Term of office: one year, or two years at the discretion of the region, commencing with his/her election at the last regional meeting prior to the TML Annual Conference. (Section 6.6 of the TML Constitution)

TML Regional Board Director (representative)

  • Represents the region on the TML Board of Directors.
  • Serves as communications link between the region and the TML Board and staff.
  • Term of office: two years with a maximum of four years for any one person, except a regional director who begins service on the TML Board by filling a vacancy under the provisions of Section 4.6B of the TML Constitution is eligible for two full, two-year terms in addition to the time served filling the vacancy. The election of the regional board representative takes place every other year at the same time that the offices of president, vice president, and other officers are filled. The Regional Board Directors (representative) in odd-numbered regions are elected in odd-numbered years; TML Regional Board Directors (representative) in even-numbered regions are elected in even-numbered years. The term of office for the regional board director (representative) commences on the last day of the TML Annual Conference.

Elections of Regional Officer Positions

The election of officers is conducted at the last meeting of the region prior to the TML Annual Conference, – preferably no later than September 1. Regional officers are elected for one year, or two years at the discretion of the region, except that the regional board director serves a two-year term and is elected every other year. In even-numbered regions (2, 4, 6, 8, 10, 12, 14, 16), the board director is elected each even year (2014, 2016, etc.). Odd-numbered regions (3, 5, 7, 9, 11, 13, 15) elect their board directors during odd years (2013, 2015, etc.).

Should a region fail to hold a timely election to elect or re-elect the regional board director (representative), the position shall be declared vacant. The region should hold an election as soon as practical.

Vacancies in Regional Board Director Positions

In the event of a vacancy during the term of office for the regional TML Board Director, the president of the region shall become a member of the Board of Directors, and shall hold such office until the adjournment of the next Annual Conference. If the regional president does not wish to serve or is ineligible to serve as a regional director, a regional director shall be elected at a meeting of the region to fill the vacancy for the remainder of the unexpired term.

SAMPLE REGIONAL MEETING AGENDA

  1. CALL TO ORDER. Regional president or other presiding officer.
  2. INVOCATION. Officer of region or other designated person.
  3. MESSAGE OF WELCOME. Mayor or other official of host city. (To be introduced by presiding officer.)
  4. RESPONSE TO WELCOME. Presiding officer.
  5. INTRODUCTION OF OTHER GUESTS AND CITY OFFICIALS PRESENT. Some regions follow the practice of having each city official stand and give his or her name, title, and city. In the interest of time, others follow a policy under which one official from each of the cities represented at the meeting introduces all of the persons present from his or her city.
  6. BUSINESS SESSION.
    • Approval of minutes and other routine items.
    • Committee reports.
    • Report from TML Board Director.
    • Election of officers. (If appropriate.)
  7. INTRODUCTION OF SPEAKER OR PROGRAM.
  8. MAIN PROGRAM.
  9. CLOSING REMARKS BY PRESIDING OFFICER.
  10. ADJOURNMENT. Announcement of the next regional meeting date and location.

Print a form: Report on TML Regional Meeting