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Bylaws Senior Advisory Commission 1997 s t (hisse BYLAWS OF THE CITY OF SOUTHLAKE SENIOR ADVISORY COMMISSION ARTICLE I PURPOSE AND POWERS Section 1.1 Purpose. The Southlake City Council established the Southlake Senior Advisory Commission to act as an advisory board to the City Council in all matters pertaining to senior programs and issues, as set forth in Section Four of Ordinance No. 653,passed and approved on the second reading the 2nd day of January, 1996. Section 1.2 Powers. In fulfillment of its purpose, the Southlake Senior Advisory Commission shall be governed by Ordinance No. 653 and shall have all the powers set forth in the ordinance, and other applicable law. ARTICLE II (Pe COMMISSION MEMBERS Section 2.1 Powers.Number and Term of Office. (a) The affairs of the Senior Advisory Commission shall be managed by the Commission. (b) The Commission shall consist of six(6)citizens of the City of Southlake,Texas,and shall be appointed by the City Council. Each Commission member shall occupy a place designated herein. Places on the Commission shall be numbered one (1)through six(6). The City Council making the appointments to the Commission shall give due consideration to the recommendations of City Staff and others as appropriate. (c.) Members shall be appointed for two year terms. Members shall serve, until their successors are appointed,without compensation. Section 2.2 Meetings of the Commission. The Commission shall meet regularly the second Tuesday of each month. Members not planning to attend a regular meeting or special meeting shall notify the City Secretary or the Chairman of the Commission by 12:00 o'clock noon of the meeting day. Any member with unexcused absences from two (2) consecutive regular meetings or not exhibiting interest in the work of the Commission shall be reported to the City Council which may, at its discretion, remove the Commission member and appoint a replacement. C All meetings and deliberations of the Commission shall be called, convened,held, and conducted, and notice shall be given to the public, in accordance with Chapter 551 of the Texas Government Code. Section 2.3 Special Meetings. Special meetings of the Commission may be called by the request of the Chairman or at the request of any Commission member. The person or persons authorized to call special meetings of the Commission may fix any place for holding special meetings of the Commission. Section 2.4 Quorum. A majority of the Commission shall constitute a quorum to conduct official business of the Commission. The act of a majority of the Commission members present at a meeting at which a quorum is in attendance shall constitute the act of the Commission,unless the act of a greater number is required by law. Section 2.5 Conduct of Business. (a) At the meeting of the Commission, matters pertaining to the business of the Commission shall be considered in accordance with rules of procedure as from time to time prescribed by the Commission. (b) At all meetings of the Commission, the chair shall preside. In the absence of the (se chair,the vice chair shall preside. (c.) The chair shall be a voting member of the Commission. (d) Minutes of each Commission meeting shall be filed with the City Secretary. Section 2.6 Vacancies. Any vacancy occurring in the Commission shall be filled by appointment by the City Council for the length of the unexpired term. The Commission will make appointment recommendations to the City Council if a vacancy occurs. Section 2.7 Committees of the Commission. The Commission may designate two(2)or more members to constitute an official committee of the Commission to exercise such authority, as approved by resolution of the Commission. It is provided, however,that all final, official actions of the Commission may be exercised only by the Commission. Each committee so designated shall keep regular minutes of the transactions of its meetings and shall cause such minutes to be filed with the City Secretary. Section 2.8 Ex-Officio Members. The Commission may, as it deems appropriate appoint ex-officio members to the Commission if such appointment is determined to be in the best interest of the Commission. Consideration shall be given to appointing ex-officio members who represent organizations whose purpose is to promote the health, safety, and well-being of seniors, such as Southlake Seniors, Metroport Meals on Wheels and the National Charity League. Such ex-officio members shall have no voting authority for senior advisory matters. Section 2.9 Alternate Commission Members. The Commission shall consist of two alternate members who are citizens of the City of Southlake and shall be appointed by the City Council. The alternate members shall attend and participate in all Senior Advisory Commission meetings, and may vote on items only when there is a regular member absent. Section 3.0 Compensation of Commission Members. Commission members shall not receive any salary or compensation for their services as Commission members. However, they shall be reimbursed by the City of Southlake for their actual expenses incurred in the performance of their official duties as Commission members. ARTICLE III OFFICERS Section 3.1 Officers and Terms of Office. (a) The officers of the Commission shall be a chairman, vice-chairman, and secretary. The officers shall serve one year terms and until their successors are elected. (b) Officers shall be selected in the first regular session of each year. (c.) Any officer shall be subject to removal from office at any time by a vote of a majority of the Commission. (d) A vacancy in the office of any elected officer shall be filled by a vote of a majority of the Commission members, at the next regular meeting scheduled. Section 3.2 Powers of the Chairman. The Chairman shall, in general, preside at all meetings of the Commission and perform all duties incident to the office of Chairman and such other duties as may be prescribed by the Commission and the City Council. Section 3.3 Vi e-Chairman. In the absence of the Chairman or in the event of his/her inability or refusal to act,the Vice-Chairman shall perform the duties of the Chairman, and when so acting shall have all the powers of and be subject to all the restrictions upon the Chairman. The Vice-Chairman shall perform such other duties as from time to time may be assigned to him/her by the Chairman of the Commission. Section 3.4 Secretary. The Secretary shall ensure that minutes of each Commission meeting shall be filed with the City Secretary and in general shall perform all duties as from time to time may be assigned to him/her by the Chairman of the Commission. Section 3.5 Compensation. Officers who are members of the Commission shall not receive any salary or compensation for the services. However, they shall be reimbursed by the City of Southlake for their actual expenses incurred in the performance of their official duties as officers. ARTICLE IV ROLES AND RESPONSIBILITIES OF THE SENIOR ADVISORY COMMISSION AND AFFILIATED ORGANIZATIONS Section 4.1 Role of Senior Advisory Commission. (a.) Act in an advisory capacity to the City Council in all matters pertaining to senior programs and issues affecting senior citizens. (b.) Recommend policies to improve senior services. (c.) Provide advice to the City regarding the development of recreational facilities, such as a senior center. Recommend to the City, necessary improvements to the senior center facility and hours of operations needed for the development of senior activities. (d.) Recommend the development of senior related programs. (e.) Review and consider recommendations from the Southlake Seniors regarding senior related programs and activities. Develop recommendations to the city regarding programs that have funding, staffmg, safety, spacing or facility implications. (f.) Submit recommendations to the City Council regarding contractual agreements that impact senior related services,such as the congregate lunch program,home delivered meal program, and transportation programs for seniors. (g.) Prepare and submit to the City Council an annual review of senior related programs and services. Such review shall be submitted in April,prior to the election of new officers. Section 4.2 Role of Southlake Seniors (a.) The organization, Southlake Seniors will develop and implement programs and activities for senior citizens. Such programs may include educational, cultural, social, and exercise programs, special trips and a variety of activities, games and crafts. (b.) Identify, develop and promote activities and programs which meet the needs and interests of senior citizens. Submit recommendations to the Senior Advisory Commission regarding program needs which require additional funding, staffmg, or facilities. Approval must be obtained prior to the implementation of such programs. (c.) Submit a monthly written report to the Senior Advisory Commission identifying the L. programs and activities developed for senior citizens. The monthly report may include a description of the upcoming programs,and detail regarding the activity and attendance levels for the programs. L Approved and adopted on the 14th day of October, 1997. Ch . er n -7)/4 A7 t Vice Chairperson i Secretary C L