0598BO"Iryp E rvO. gap OFFICIAL RECORD
AN ORDINANCE OF THE CITY OF SOUTHLAKE ESTABLISHING THE
SOUTHLAKE PROGRAM FOR THE INVOLVEMENT OF NEIGHBORHOODS
(SPIN); PROVIDING FOR APPOINTMENTS TO A NEIGHBORHOOD
COMMITTEE AND SPECIFYING FUNCTION; PROVIDING FOR REPEALER
CLAUSE; FINDING AND DETERMINING THAT THE MEETING AT WHICH
THIS ORDINANCE IS PASSED IS OPEN TO THE PUBLIC AS REQUIRED BY
LAW.
WHEREAS, the City Council of the City of Southlake, Texas is of the opinion that a citizen
advisory committee would be of assistance to the City Council and City staff by providing a more
available form of citizen participation in the affairs of the City and to create a forum for neighbor -
to -neighbor, neighbor -to -City and City to neighbor communication; and
WHEREAS, the City Council desires to create such a committee by ordinance establishing the
SPIN Standing Committee's membership, terms of office, and responsibilities;
NOW THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF
SOUTHLAKE, TEXAS:
SECTION 1.
That the City Council of the City of Southlake, Texas does hereby create and establish a standing
advisory committee to be known as the "Southlake Program for the Involvement of Neighborhoods"
(SPIN). Such committee shall be composed of 16 neighborhood representatives, a Teen Delegate, and
a Senior Delegate, all of which shall be voting members of the committee. All such voting members
shall be citizens of the City of Southlake, Texas, and shall reside and continue to reside within the
corporate limits of the City during the term of office for which the citizen is appointed. A
representative of the City Manager's Office shall be an ex-officio, non -voting member of the standing
committee and shall be responsible for administration and coordination of Standing Committee
activities. A quorum shall consist of six (6) voting members for the purpose of conducting business.
SECTION 2.
Members of the Standing Committee shall be appointed by members of the City Council, and shall be
appointed for a term of two (2) years. In the appointment of the initial committee following the
effective date of this ordinance, the City Council shall appoint eight (8) members for one (1) year and
eight (8) members for two (2) years: All of the members of the committee shall be selected according
to neighborhoods as indicated by the neighborhood map attached as exhibit "A." Each member shall
reside within the neighborhood he/she is to represent. The SPIN Standing Committee shall be
responsible for maintaining the applicability of Exhibit "A." At least annually, as Southlake develops
and its population increases, the SPIN Standing Committee shall review the neighborhoods
designated on Exhibit "A." Based on this review, new boundaries, as appropriate, shall be
recommended to the City Council for approval.
After June 1, 1996, terms of office shall be from January 1 through December 31 of each calendar
year. Any prior appointments will automatically extend through December 31 of the final year of
said appointment.
SECTION 3.
That members of the SPIN Standing Committee shall serve without pay, but may receive
reimbursement for actual expenses incurred after prior approval of the City when such expenses
result from the performance of official committee duties.
The SPIN Standing Committee shall adopt Articles of Organization to govern its activities and
meetings. Any modification of the Articles of Organization shall be subject to approval of the City
Council, and shall not take effect until so approved. In the event of any conflict between this
ordinance or any other ordinance of the City and the Articles, the ordinance shall control. The
Standing Committee or any neighborhood councils appointed in conjunction with the SPIN program
shall be subject to the conditions set forth in the Articles of Organization. The Articles of
Organization may be altered, amended or repealed and new articles may be adopted by a majority
vote; provided a quorum of Standing Committee Members is present. At least 72 hours written
notice must be given of the intention to alter, amend or repeal these articles, or to adopt new articles
at such meeting.
SECTION 4.
That any member of the committee duly appointed under the terms of this ordinance shall
automatically forfeit the seat on the committee so held in the event he/she 1) discontinues residency
within the neighborhood he/she was appointed to represent as defined in the neighborhood map
attached as exhibit "A," or 2) files for public office. The Committee may, by inclusion in the Articles
of Organization, establish additional grounds for forfeiture or removal from the committee.
SECTION 5.
That the SPIN Standing Committee shall elect from its members a chairperson, a vice- chairperson,
and secretary; who together with the City Manager's representative shall constitute the SPIN
Executive Committee. The SPIN Standing Committee shall meet once a month. The SPIN Standing
Committee or representatives thereof as ordained by the committee shall meet with the Southlake
City Council at regular intervals a minimum of four (4) times a year to communicate neighborhood
activities, needs and concerns to the Council.
SECTION 6.
That the committee shall act in an advisory capacity to the City Council and the City staff in the
planning and implementation of programs and activities involving neighborhood concerns. Specific
concerns and activities of the committee will be determined by the committee itself after due
consideration of the advice and cooperation of the City staff, the City Council, and neighborhood
groups, with an emphasis on programs and activities designed to improve the quality of life in
neighborhoods either singularly or collectively. A second and equally important aspect of the
committee shall be to provide leadership and coordination for the activities of neighborhood based
groups of citizens and to provide a channel of communication between citizens of Southlake and
elected officials and/or City staff.
SECTION 7.
That all ordinances or parts of ordinances in conflict with the provisions of this ordinance are hereby
repealed.
SECTION 8.
That it is hereby found and determined that the meeting at which this ordinance is passed is open to
the public as required by law and that public notice of the place, time, and purpose of said meeting
was given as required.
PASSED AND APPROVED on the 1st reading the 181h day of January, 2005.
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PASSED AND APPROVED on the 2nd reading the 151Way of 0vb 005.
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CITY SECRETARY
APPROVED AS TO FORM AND LEGALITY:
CITY ATTORNEY
SOUTHLAKE PROGRAM for the INVOLVEMENT of NEIGHBORHOODS
ARTICLE 1: DEFINITIONS
When used in these Articles of Organization, the below listed terms and phrases shall
have the following concepts and meanings:
(1) SPIN, The term SPIN shall mean the Southlake Program for the Involvement of
Neighborhoods, as established by Southlake City Ordinance No. 598, as amended.
(2) SPIN Neighbor, The term SPIN Neighbor shall mean any citizen of the City of
Southlake, Texas.
(3) SPIN Nei borhood, The term SPIN Neighborhood shall mean each of the SPIN
Standing Committee designated areas of the City of Southlake, Texas, as defined in
Exhibit "A" of Southlake City Ordinance No. 598, as amended.
(4) SPIN Standing Committee Representative, The term SPIN Standing Committee
Representative shall mean the Southlake City Council appointed member of the SPIN
Standing Committee from each SPIN Neighborhood.
(5) The SPIN Teen Delegate. The term SPIN Teen Delegate shall mean a Citizen of the
City of Southlake, Texas appointed to the SPIN Standing Committee by the Southlake
City Council, who is between the ages of thirteen (13) and nineteen (19) at the time of
appointment.
(6) The SPIN Senior Delegate. The term SPIN Senior Delegate shall mean a Citizen
of the City of Southlake, Texas appointed to the SPIN Standing Committee by the
Southlake City Council, who is at least fifty-five (55) years of age at the time of
appointment.
(7) SPIN Standing Committee. The term SPIN Standing Committee shall include the
SPIN Standing Committee Representatives, the SPIN Teen Delegate, and the SPIN
Senior Delegate, each appointed by the Southlake City Council according to
Ordinance No. 598, as amended, and a designated, non -voting representative of the
City Manager's Office
(8) SPIN Executive Committee. The SPIN Executive Committee shall consist of the
officers of SPIN (Chairperson, Vice -Chairperson, and Secretary), together with the
designated, non voting representative of the City Manager's Office.
ARTICLE II: PURPOSE
The purpose of this program is to provide a vehicle for citizen participation in the affairs of
the City of Southlake and to create a forum for neighbor -to -neighbor, neighbor -to -City and
City -to -neighbor communication. The organization's objectives are:
(1) To direct and channel citizen involvement and participation within the City and its
government;
(2) To provide a common meeting ground for neighbors to come together for the free
exchange of ideas on a wide variety of subjects;
(3) To act as a mechanism to leverage Southlake's wide array of human resources and
establish a public forum that will ensure a permanent, ongoing, community -wide
dialogue; and
(4) To include citizens in governmental problem -solving processes
ARTICLE III: ORGANIZATION
Section 1: Composition of the SPIN Standing Committee The City staff initially identified,
designated and defined sixteen (16) Southlake SPIN Neighborhoods in Exhibit "A" to City of
Southlake Ordinance No. 598, as amended. Characteristics of geography, proximity and other
homogenetic factors shall be used in their determination. The SPIN Standing Committee shall be
responsible for maintaining the integrity and applicability of Exhibit "A", as Southlake develops, by
reviewing and updating this exhibit, annually. The Southlake City Council shall appoint a SPIN
Standing Committee Representative from each of the SPIN Neighborhoods, an at large Teen
Delegate, an at large Senior Delegate and their respective replacements. Together they shall
constitute the voting membership of the SPIN Standing Committee. Each SPIN Standing Committee
Representative shall reside and continue to reside within the SPIN Neighborhood he or she is
appointed to represent during the term of his or her appointment. A representative of the City
Manager's office shall be an ex-officio, non -voting member of the SPIN Standing Committee. A
quorum, for the purpose of conducting business, shall consist of six (6) voting members.
Section 2: Officers The SPIN Standing Committee shall elect from its members a Chairperson, a
Vice -Chairperson, and a Secretary, who, together with the designated, non -voting representative of
the City Manager's office, shall make up the SPIN Executive Committee. The roles and
responsibilities of the SPIN Officers and the SPIN Executive Committee are as follows:
(a) Chairperson The Chairperson shall be the chief executive officer of the SPIN Standing
Committee and the SPIN Executive Committee, and shall be responsible for their general
supervision, direction and control. The Chairperson shall preside at all meetings of the SPIN
Standing Committee and the SPIN Executive Committee.
(b) Vice -Chairperson In the absence, disability, or resignation of the Chairperson, the
Vice -Chairperson shall perform all the duties of the Chairperson, and when so acting shall
have all powers of, and be subject to all restrictions on, the Chairperson
c) Secretary The Secretary shall work with the designated representative of the City
Manager's office to ensure that there are appropriate minutes kept of all SPIN Standing
Committee and SPIN Executive Committee meetings, and that there is timely public
notification of SPIN Standing Committee meetings as prescribed by law. The Secretary shall
be empowered to sign or attest any documents, required by law, or the business of the SPIN
Standing Committee. In the absence of both the Chairperson and Vice -Chairperson, the
Secretary shall function as a temporary Chairperson.
In case of the absence, resignation or disability of the Secretary, any SPIN Standing
Committee voting member may be authorized by the Chairperson or Vice -Chairperson (when
acting as Chairperson) to perform the functions of Secretary
(d) City Manager's Representative The City Manager's Representative is an ex-officio,
non -voting representative, designated by the City Manager, who shall be responsible for the
administration and coordination of SPIN Standing Committee and SPIN Executive Committee
activities. The City Manager's Representative will act as parliamentarian.
In the event that an issue requires a decision prior to the next regularly scheduled SPIN
Standing Committee meeting, the Executive Committee may make decisions as required for
the purpose of conducting the business of SPIN. Any action taken by the Executive
Committee will be subject to review by the SPIN Standing Committee.
Section 3: Meetings The SPIN Standing Committee shall meet on a monthly basis, unless otherwise
approved by the SPIN Standing Committee (no two consecutive monthly meetings may be omitted).
Each meeting is to be open to all SPIN Neighbors with public notice of the place, time, and purpose
of said meeting given, as required by law. Inclusive of these meetings, the SPIN Standing Committee
and the Southlake City Council shall meet in joint session at least four (4) times a year.
Section 4: SPIN Report to City Council The agenda of every regularly scheduled Southlake City
Council meeting shall provide SPIN the opportunity to report SPIN Neighborhood activities, needs
and concerns.
Section 5: Removal of a Standing Committee Representative If a SPIN Standing Committee
Representative resigns, such representative shall relinquish his/her appointment and a vacancy shall
result, but such representative shall continue to serve until a successor is elected. If a SPIN Standing
Committee Representative moves out of his/her respective SPIN Neighborhood, or files for public
office, or if the SPIN Standing Committee, the City Council, or other adjudicatory body with
jurisdiction over such issue, determines that such representative has violated the SPIN Code of
Conduct, or if the SPIN Standing Committee finds that a replacement is necessary so that a SPIN
Neighborhood is adequately served, such representative may be removed from such appointment.
Removal shall be upon the recommendation of the SPIN Standing Committee and approval of the
City Council. In the event of such removal, a vacancy shall result, and be filled as provided herein.
ARTICLE IV: ANNUAL ELECTIONS
Section 1: Annual Elections Elections shall be held annually during the regularly scheduled March
meeting, or as soon thereafter as is practicable. Permanent officers of the SPIN Standing Committee
shall be Chairperson, Vice -Chairperson, and Secretary. Subject to a quorum being present, a simple
majority of members present shall determine each office, with voting being in the order of
Chairperson, Vice -Chairperson, and Secretary. The term of each office shall be one (1) year, with no
term limits. Each officer so elected shall serve until the next annual election, unless otherwise
removed. Officers shall not be subject to term limits.
Section 2: Special Elections, Upon the resignation of any officer, each officer in the order of
Chairperson, Vice -Chairperson, and Secretary, shall move up to the next office and serve in that
capacity until the next annual election. In the event that two or more offices become vacant
simultaneously, a special election shall be held to elect replacements for each office to fill the
unexpired term(s). In the event that the office of Secretary becomes vacant, a special election shall
be held, as above, to elect a replacement Secretary for the remainder of the unexpired term.
ARTICLE V: SPIN STANDING COMMITTEE REPRESENTATIVE
RESPONSIBILITIES
Section 1: Professionalism To effectively serve, Standing Committee representatives should take
every opportunity to educate themselves about the operations of the municipal organization and
current events within the City so that they may provide accurate information to their neighborhood.
It is the responsibility of the SPIN Standing Committee Representative to provide leadership and
coordination and to provide a multi -directional channel of communication among the SPIN
Neighborhood and the Southlake City Council and City Staff.
Section 2: Meetings Standing Committee representatives should conduct neighborhood meetings in
sufficient frequency to provide an opportunity for neighbors to be well-informed of events, issues
and activities. The meetings are to be open to all members of the SPIN Neighborhood with notice
of the place, time, and purpose of said meetings given at least seventy-two (72) hours in advance of
each meeting.
ARTICLE VI: CODE OF CONDUCT
The SPIN Standing Committee shall abide by its adopted Code of Conduct (Exhibit I
to these Articles).
ARTICLE VII: COMPLANCE
The City of Southlake has adopted Ordinance No. 598, as amended, which established the Southlake
Program for the Involvement of Neighborhoods (SPIN) and which shall control and supersede any
part or parts of these Articles in conflict with its provisions.
EXHIBIT 1
SOUTHLAKE PROGRAM FOR THE INVOLVEMENT OF NEIGHBORHOODS
Code of Conduct
Preamble
The purpose of the Southlake Program for the Involvement of Neighborhoods (SPIN) is to foster
two-way communication between the City and its citizens. Broad based participation in
neighborhood issues and projects is an important element of the SPIN program.
SPIN Standing Committee members have been sanctioned by the Southlake City Council to serve
as representatives of the SPIN program, in addition to serving as leaders in their respective
neighborhoods. Standing Committee representatives are responsible for directing and promoting
the SPIN program. The role of the Standing Committee representative includes, but is not limited
to, assisting the neighborhood by facilitating communication between City officials and the
neighborhood, clarifying issues, and encouraging participation in the local government process.
It is a privilege to serve the City of Southlake as a SPIN Standing Committee representative and
each should make every effort to fulfill the obligations of the selection. The highest standards of
integrity, impartiality, and professional competence are expected from Standing Committee
representatives.
The importance of neutrality cannot be overemphasized in regard to maintaining credibility as a
Standing Committee representative for the neighborhood. As such, SPIN Standing Committee
representatives have a continuing duty to disclose anything that may affect, or might appear to
affect their ability to be an impartial leader of their SPIN neighborhood. Standing Committee
representatives should be committed to representing all parties as necessary.
The purpose of this Code of Conduct is to define the high standards expected of Standing
Committee representatives. These standards will ensure public confidence in the SPIN program.
The guidelines represent a standard of behavior for SPIN leaders, and it is expected that this Code
shall also help to guide the official behavior of other Neighborhood Council members. This Code is
not intended to address every situation which may arise in the conduct of SPIN program business;
rather, it is envisioned that SPIN participants will rely on the ideals embodied in this Code to lead
them through issues concerning conflicts of interest and ethical behavior.
1. Process
1.1 Standing Committee representatives shall ensure that meetings they conduct are open
to all individuals and organizations and not be limited by age, race, creed, color,
gender, national origin, income, or home ownership.
Any form of discrimination by a SPIN member against any party on the basis of
characteristic, condition, preference, belief or status of such party conflicts with the
purpose of SPIN, and shall not be practiced, condoned, or facilitated by Standing
Committee representatives.
1.2 The Standing Committee representative shall create an environment conducive to the
expression of ideas by any neighbor wishing to be involved in the Program. It is
hoped that SPIN will be a forum for encouraging open and honest discussion of issues,
which would include differing viewpoints.
1.3 Standing Committee representatives should conduct neighborhood meetings in
sufficient frequency to provide an opportunity for neighbors to be well informed of
events, issues and activities. Standing Committee representatives shall make sure that
minutes of all meetings are maintained in accordance with City Ordinance 598.
In addition to neighborhood meetings, Standing Committee representatives should
make diligent effort to ensure that their neighbors are made aware of SPIN activities
and projects.
1.4 Standing Committee representatives shall transmit both recommendations and
dissenting views proposed by particular neighborhoods on given issues to City
officials. It is important that all viewpoints be considered on a particular issue.
1.5 Standing Committee representatives should participate in Standing Committee
activities.
1.6 Should a Standing Committee representative be found in violation of this Code and
refuse to accept the decision of the majority of Committee members reviewing the
violation, by either withdrawing from the Standing Committee or correcting said
violation, the case shall then be referred to the City Council for action.
2. Professionalism
2.1 To effectively serve, Standing Committee representatives should take every
opportunity to educate themselves about the operations of the municipal organization
and current events within the City so that they may provide accurate information to
their neighborhood.
2.2 Standing Committee representatives should promote mutual respect among all parties
involved in the program, including, but not limited to, other Standing Committee
representatives, City staff, and elected officials.
Standing Committee representatives and other SPIN participants should always
exercise decorum, discretion, patience, restraint, and consideration of others time
during Standing Committee and Neighborhood meetings.
2.3 Standing Committee representatives shall represent facts or circumstances as accurately
as possible in the course of either providing information from the City to their
neighborhoods, or in reporting information from their neighborhoods to the City.
2.4 Standing Committee representatives shall not use their influence as SPIN
representatives to influence the electoral process. A SPIN Standing Committee
representative shall never coerce, make a decision for, or impose his or her own
judgement on neighbors.
Although Standing Committee representatives may, as individuals and citizens of the
City of Southlake, exercise their right to support or oppose candidates, it is
inappropriate to use their position with SPIN as a political tool. Standing Committee
representatives must maintain electoral neutrality and remain nonpartisan in regard to
all candidates running for public office or ballot issues when performing functions in
their official role.
2.5 When serving in an official capacity, Standing Committee representatives shall not offer
any type of personal or professional opinions as an official representative of SPIN.
2.6 Standing Committee representatives should withdraw from the Standing Committee if
they feel they can no longer maintain the impartiality needed to effectively serve as
representatives of their neighborhoods.
2.7 Standing Committee representatives shall not accept any type of financial remuneration,
direct or indirect, as an incentive to promote or support a particular political or
commercial issue.
INVOICE
Preview
Star -Telegram
400 W. 7th Street
FORT WORTH, TX 76102
(817)390-7761
Federal Tax ID 22-3148254
Bill To:
CITY OF SOUTHLAKE
1400 MAIN ST
STE 440
SOUTHLAKE, TX 76092-7604
Attn ACCOUNTS PAYABLE ..
CITY OF SOUTHLAKE Notice is he
#ITY OF 80UTH
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for the Star-T
that the atta0
(817) 390)
SUBSCRIBED
Customer ID:
CIT57
Invoice Number:
250923811
Invoice Date:
1/17/05
Terms:
Net due in 21 days
Due Date:
1/31/05
PO Number:
Order Number:
25092381
Sales Rep:
073
Description:
CITY OF SOUTHLA
Publication Date:
1/17/05
13580 1 51 51 LINE $0.81 $41.31
Net Amount:
��r P CHRISTY L. HOLLAND
MY COMMISSION EXPIRES
.Qr July 31, 2008
fid County and State, this day personally appeared Lisa Wesselman, Bid and Legal Coordinator
Star -Telegram, Inc. at Fort Worth, in Tarrant County, Texas; and who, after being duly sworn, did depose and say
ement was published in the above named paper on the liste¢)dates: BIDS & LEGAL DEPT. STAR TLEGRAM
Signed
RE ME, THIS Saturday,
Notary Publi
Thank You For Your Payment
---------------------------------------------
Remit To: Star -Telegram
P.O. Box 901051
FORT WORTH, TX 76101-2051
Customer ID: CIT57
Customer Name: CITY OF SOUTHLAKE
Invoice Number: 250923811
Invoice Amount: $41.31
PO Number:
Amount Enclosed: $
INVOICE Preview N
Star-Telegram Customer ID: CIT57
400 W.7th Street Invoice Number: 252106531
FORT WORTH,TX 76102
(817)390-7761 Invoice Date: 2/18/05
Federal Tax ID 22-3148254 Terms: Net due in 21 days
Due Date: 2/28/05
Bill To: PO Number: NO PO
CITY OF SOUTHLAKE
1400 MAIN ST Order Number: 25210653
STE 440 Sales Rep: 073
SOUTHLAKE, TX 76092-7604 Description: CITY OF SOUTHLA
Publication Date: 2/18/05
CITY OF SOUTHLAKE ORDINANCE NO 13580 1 40 40 LINE $0.81 $32.40
CITY OF
SOUTHLAKE
ORDINANCE NO.
598-B
AN ORDINANCE OF Net Amount: $32.40
THE CITY OF
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PASSED AND AP-
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THE STATE OF TEXAS o arrwell. J _. u_ _ _ .
County of Tarrant City Secretary
Before me,a Notary Public in and for said County and State,this day personally appeared Lisa Wesselman, Bid and Legal Coordinator
for the Star-Telegram, published by the Star-Telegram, Inc.at Fort Worth,in Tarrant County,Texas;and who, after being duly sworn, did depose and say
that the attached clipping of an advertisement was published in the above named paper on the listed dates: BIDS&LEGAL DEPT. STAR TLEGRAM
(817) 390-7320
Signed /
•
SUBSCRIBED AND SWORN TO BEFORE ME, THIS Thursday, February 4,2 S. , ncLa
Notary Public Thank You For Your Payment
Remit To: Star-Telegram Customer ID: CIT57
P.O. Box 901051 Customer Name: CITY OF SOUTHLAKE
FORT WORTH, TX 76101-2051 Invoice Number: 252106531
Invoice Amount: $32.40
PO Number: NO PO
Amount Enclosed: $