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Revised Bylaws Senior Advisory Commission 1998 (I_ REVISED 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(4) of Ordinance 653-A. Section 1.2 Powers. In fulfillment of its purpose the Southlake Senior Advisory Commission shall be governed by Ordinance No. 653-A and shall have all the powers set forth in the ordinance, and other applicable law. ARTICLE II COMMISSION MEMBERS Section 2.1 Powers,Number and Terms of Office. tre (a) The Commission shall consist of(7)residents of the City of Southlake, Texas and shall be appointed by the City Council. (b) Members shall be appointed for two-year terms. Members shall serve without compensation. All appointments for regular and/or alternate members to fill unexpired terms shall be filled in the same manner as regular appointments and shall terminate as per the original term being filled. Section 2.2 Meetings of the Commission. The Commission shall meet regularly the second Tuesday of each month. Members not able to attend a regular meeting or special meeting shall notify the Community Services staff liaison or the Chairman of the Commission at least two hours prior to the posted meeting. Any member with(3) consecutive absences from regular meetings shall be reported to the City Council,which may at its discretion, remove the commission member and appoint a replacement. 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 Local Government Code. Section 2.3 Special Meetings. Special meetings of the Commission may be called by the request of the Chairman or 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 subject to posting in compliance with Chapter 551 of the Texas Local Government Code, as required for regular meetings. 10/15/98 1 wd\seniors\ord.doc Section 2.4 Quorum. Four(4)members of the Commission shall constitute a quorum to conduct official business of the Commission Section 2.5 Conduct of Business (a) At the meeting of the Commission,matters pertaining to the business of the Commission, as posted on the agenda, shall be considered in accordance with the 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 chair, the vice chair shall preside. (c) The chair shall be a voting member of the Commission. (d) Minutes of the Commission meeting shall be filed with the City Secretary and distributed to members of the City Council. Section 2.6 Vacancies. If the number of Commission members is less than seven(7), the Commission will make a request to City Council for vacancies to be filled as soon as possible. Alternate members will fill vacancies per Ordinance 653-A. Alternate positions shall then be considered vacancies to be filled by City Council appointments. 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. The committees and subcommittees of this Commission may enlist members from outside the Senior Advisory Commission. It is provided, however, that all final, official actions of the Commission may be exercised only by the full 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. Working sub- committee meetings with three (3) or less members of the Senior Advisory Commission may meet for information gathering purposes only. Any meeting with consideration items for the purpose of making a recommendation to the Commission, or with more than three (3)members of the Commission present shall be considered a Special Meeting as described in Section 2.3 and is subject to the requirements of Chapter 551 of the Texas Government Code. 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 individual ex-officio members or individuals who represent organizations whose purpose is to promote the health, safety, and well being of seniors. Past officers of the Senior Advisory Commission are also considered ex-officio members for two years. Such ex-officio members shall have no voting authority for senior advisory matters. The terms for ex-officio members will be renewable one-year terms. Section 2.9 Alternate Commission Member. The Commission shall include two alternate members who are citizens of the City of Southlake and shall be appointed by the City Council, in 10/15/98 2 wd\seniors\ord.doc the same manner as regular appointments. 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. The Senior Advisory Commission may move alternate members to regular members when vacancies occur per Ordinance 653-A. 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 elected by a majority vote in the regular June 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 the majority of the Commission members, at the next regular scheduled meeting, following the effective date of the vacancy. 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 Vice-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 correspondence and 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 their services. ARTICLE IV 10/15/98 3 wd\seniors\ord.doc ROLES AND RESPONSIBILITIES OF THE SENIOR ADVISORY COMMISSION tre Section 4.1 Role of the 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 as defined by Ordinance 653-A. (b) Recommend policies to improve senior services. (c) Review and consider recommendations from the Southlake Seniors and other senior organizations regarding senior related programs and activities. Develop recommendations to the City Council regarding programs that have funding, safety, or facility implications. (d) Submit recommendations to the City Council regarding contractual agreements that impact senior related services, including,but not limited to, the congregate lunch program, home delivered meal program and transportation services for seniors. (e) Prepare and submit to the City Council an annual review of senior related programs and services. Such review shall be submitted in May,prior to the election of new officers. Cr" Approved and adopted on the /3 4i day ofkbee , 1998. er374-4?— Chai erson Vice Chairperson- (ecretary 10/15/98 4 wd\seniors\ord.doc