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Item 4H City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork M E M O R A N D U M July 22, 2022 To: Shana Yelverton, City Manager From: Major Youngblood, Assistant to the City Manager Subject: Item 4H: Ordinance No: 1263, amending Division 2, of Article V, “Boards, Commissions and Committees” of Chapter 2, “Administration,” of the Code of Ordinances to remove the Community Engagement Committee and create the Alliance for Community Engagement. Action Requested: City Council approval of Ordinance No. 1263 Background Information: The purpose of this item is to seek City Council approval of an ordinance to amend Division 2, of Article V, “Boards, Commissions and Committees” of Chapter 2, “Administration,” of the Code of Ordinances to remove the Community Engagement Committee and create the Alliance for Community Engagement. The Alliance for Community Engagement would consolidate the efforts of the Community Engagement Committee and the Mayor’s Alliance for Unity and Culture. The mission of the Alliance for Community Engagement would be to foster meaningful communication and engagement between the community and the City of Southlake to strengthen municipal transparency, public involvement/collaboration, and to enhance community spirit. The Alliance for Community Engagement would be responsible for initiatives such as promoting community interaction and a sense of community, understanding communication barriers, communicating to meet the needs of specific populations, supporting grass-roots organizations, and building community motivation to engage on issues. Financial Considerations: None Strategic Link: This item links to the City’s Strategy Map strategic focus areas of Partnerships & Volunteerism and Performance Management. It specifically relates to the City’s Corporate Shana Yelverton, City Manager Meeting Date – August 2, 2022 Page 2 of 2 City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Objectives, C5: Promote opportunities for partnerships & volunteer involvement, C6: Enhance the sense of community by providing excellent customer service and citizen engagement opportunities, B2: Collaborate with select partners to implement service solutions, B4: Provide high- quality services through sustainable business practices, F1: Adhere to financial management principles & budget, L1: Ensure our people understand the strategy & how they contribute to it. Citizen Input/ Board Review: Once board appointments have been made the new board will draft the bylaws for City Council consideration. Legal Review: The proposed ordinance has been reviewed by the City Attorney’s Office. Alternatives: 1. Take no action at this time and delay the appointment of the Board of Directors. 2. Make amendments to the ordinance. Supporting Documents: Ordinance No. 1263 Staff Recommendation: Council approval of the proposed ordinance. Ordinance No. 1263 1 ORDINANCE NO. 1263 AN ORDINANCE AMENDING DIVISION 2, “COMMUNITY ENGAGEMENT COMMITTEE (CEC),” OF ARTICLE V, “BOARDS, COMMISSIONS AND COMMITTEES,” OF CHAPTER 2, “ADMINISTRATION;” TO REMOVE THE COMMUNITY ENGAGEMENT COMMITTEE (CEC) AND CREATE THE ALLIANCE FOR COMMUNITY ENGAGEMENT; PROVIDING THAT THIS ORDINANCE SHALL BE CUMULATIVE OF ALL ORDINANCES; PROVIDING A SEVERABILITY CLAUSE; PROVIDING A SAVINGS CLAUSE; PROVIDING FOR PUBLICATION AS REQUIRED BY LAW; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the City of Southlake is a home rule city acting under its charter adopted by the electorate pursuant to Article XI, Section 5 of the Texas Constitution and Chapter 9 of the Local Government Code; and WHEREAS, the City Council of the City has previously enacted ordinances creating various boards, commissions, and committees; and WHEREAS, these boards, commissions, and committees advise the City Council on matters related to City policies, planning and programming, and/or fulfill statutory responsibilities of the City; and WHEREAS, the City Council has determined the Community Engagement Committee is no longer necessary as a stand-alone committee; and WHEREAS, the City Council now deems it advisable and necessary to disband the Community Engagement Committee and create the Alliance for Community Engagement. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF SOUTHLAKE, THAT: Section 1. Division 2, “Community Engagement Committee (CEC),” of Article V, “Boards, Commissions and Committees,” of Chapter 2, “Administration,” is hereby amended to read as follows: “DIVISION 2. – ALLIANCE FOR COMMUNITY ENGAGEMENT Sec. 2-166. Creation of Alliance for Community Engagement. There is hereby established the Alliance for Community Engagement for the City, hereinafter referred to as the “committee,” which is created to foster meaningful communication and engagement between the community and the City of Southlake to strengthen municipal transparency, public involvement and collaboration, and to enhance community spirit. Ordinance No. 1263 2 Sec. 2-167. Number of members, qualifications, and terms. (a) The committee shall consist of twelve citizens of the City, who shall be appointed by a majority vote of the City Council for two-year terms. Terms shall commence on October 1 and expire on September 31. (b) Places on the committee shall be numbered one through twelve. Members appointed to odd-numbered places shall be appointed in odd-numbered years and members appointed to even-numbered places shall be appointed in even- numbered years, provided, however, that the initial term of the odd-numbered places shall be one year. Members shall serve until their successors are appointed, without compensation. (c) Members serve at the pleasure of the City Council. (d) Vacancies on the committee are to be filled by appointment by the City Council for the length of the unexpired term. (e) Vacancies on the board are to be filled by appointment by the City Council for the length of the unexpired term. (f) Annually, within 30 days after appointment of new members, staff will provide and all members will complete the orientation and training requirements outlined in the Board and Commission Manual. Sec. 2-168. Meetings and by-laws. (a) City Council shall select from the members a chairman and vice-chairman who shall serve for one-year terms, and thereafter until their successors are appointed. (b) The committee shall select from the members a secretary, for one-year terms, and thereafter until their successor is appointed. (c) The committee shall establish by-laws, which shall be kept on file in the city secretary’s office and shall govern the meetings of the committee. The committee may amend such by-laws, or adopt new by-laws, as the committee determines is appropriate to best govern holding its meetings, provided that any amendments of new by-laws shall be effective only after being approved by resolution or ordinance of the City Council. The committee’s by-laws shall be consistent with state law, the City Charter, the City Code, and the Board and Commission Manual, and shall, at a minimum, encompass the following matters: Ordinance No. 1263 3 (1) Regular meetings shall be held, at a minimum, once each quarter. (2) Specify the manner of holding and calling of special meetings. (3) Majority of members shall constitute a quorum. (4) Members not planning to attend a regular meeting or special meeting shall notify the staff liaison or the chair of the committee by 12:00 o’clock noon of the meeting day. (5) Any member with unexcused absences from two consecutive meetings or not exhibiting interest in the work of the committee shall be reported to the City Council, as outlined in the Board and Commission Manual. The City Council may, at its discretion, remove the committee member and appoint a replacement. (6) Minutes of each meeting shall be filed with the City Secretary. Sec. 2-169. Duties and Responsibilities. The duties and responsibilities of the committee are advisory in nature. The committee shall: (a) Serve in accordance with the provisions of the Board and Commission Manual. (b) Provide the City Council with recommendations on methods to improve the City’s communication programs that provide the public with balanced and objective information related to City issues and policies. (c) Provide the City Council with recommendations on opportunities to engage with and consult community members on matters of public policy and city services. (d) Serve as a focus group for city staff to provide recommendations and feedback on communication initiative proposals. (e) Provide the City Council with recommendations on methods to enhance public involvement in the city’s decision-making process, city events, and other opportunities designed to enhance the sense of community. (f) Provide the City Council with recommended improvements on the City’s use of citizen groups that assist in the decision-making process. (g) Provide the City Council with recommendations to support grassroots neighborhood engagement, community events, and community spirit. Ordinance No. 1263 4 (h) Provide the City Council with recommendations to enhance public involvement with and information dissemination regarding election propositions, such and bond elections and Charter amendments. (i) Provide the City Council with an annual report on the committee accomplishments. (j) Perform such other advisory tasks as are delegated to it by the City Council. Sec. 2-170. Staff liaison. A staff liaison shall be designated by the city manager to work with the committee in accordance with the Board and Commission Manual. Sec. 2-171 – 2.215. Reserved.” Section 2. Severability It is hereby declared to be the intention of the City Council that the phrases, clauses, sentences, paragraphs, and section of this ordinance are severable, and if any phrase, clause, sentence, paragraph or section of this ordinance shall be declared unconstitutional by the valid judgment or decree of any court of competent jurisdiction, such unconstitutionality shall not affect any of the remaining phrases, clauses, sentences, paragraphs and sections of this ordinance, since the same would have been enacted by the City Council without the incorporation in this ordinance of any such unconstitutional phrase, clause, sentence, paragraph or section. Section 3. Cumulative Clause This ordinance shall be cumulative of all provisions of ordinances and of the Code of Ordinances of the City of Southlake, Texas, as amended, except where the provisions of this ordinance are in direct conflict with the provisions of such ordinances and such Code, in which event the conflicting provision of such ordinances and such Code are hereby repealed. SECTION 4. Savings Clause All rights and remedies of the City of Southlake are expressly saved as to any and all violation of the provisions of the Code of Ordinances of the City of Southlake, as amended, relating to false alarms and alarm systems or any other ordinances affecting alarm systems which have accrued at the time of the effective date of this ordinance; and, as to such accrued violations and all pending litigation, both civil and criminal, whether Ordinance No. 1263 5 pending in court or not, under such ordinances, same shall not be affected by this ordinance but may be prosecuted until final disposition by the courts. Section 5. Publication The city secretary of the City of Southlake is hereby directed to publish this ordinance to the extent required by law. Section 6. Effective Date This Ordinance shall take effect immediately from and after its passage and approval, and it is so ordained. PASSED AND APPROVED ON FIRST READING ON THIS ______ DAY OF __________________, 2022. ___________________________________ MAYOR ATTEST: ___________________________________ CITY SECRETARY PASSED AND APPROVED ON SECOND READING ON THIS ______ DAY OF ____________________, 2022. ___________________________________ MAYOR ATTEST: Ordinance No. 1263 6 ___________________________________ CITY SECRETARY EFFECTIVE: ____________________ APPROVED AS TO FORM AND LEGALITY: ________________________________________ CITY ATTORNEY