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Item 4C - MemoCITY OF SOUTHLAKE MEMORANDUM January 30, 2023 To: Alison Ortowski, City Manager From: Amy Shelley, City Secretary Item 4C Subject: Resolution No. 24-005, amending the bylaws of the Metroport Teen Court Advisory Board. Action Requested: Approve Resolution No. 24-005, amending the bylaws of the Metroport Teen Court Advisory Board. Background Information: On December 19, 2023, the City Council adopted Ordinance No. 1228B to standardize procedures and appointments and codify provisions in the Code of Ordinances pertaining to all boards, commissions, and committees. Ordinance Section 2-158. Meetings and bylaws require "any bylaw amendments shall be effective only after being approved by resolution of the City Council." The Metroport Teen Court Advisory Board approved the bylaw amendments during their September 18, 2023, meeting and this item pertains to the subsequent approval by the City Council. Financial Considerations: Non -applicable Strategic Link: CSOC1: Provide excellent service by assisting in navigating governmental processes. Citizen Input/ Board Review: Non -applicable Legal Review: Non -applicable Alternatives: None Supporting Documents: Excerpt from Ord. No. 1228B, Meetings and Bylaws Resolution No. 24-005 Exhibit "A" - Teen Court Bylaws, as approved by MTCAB on Sept. 14, 2023 Staff Recommendation: Approve Resolution No. 24-005, amending the bylaws of the Metroport Teen Court Advisory Board. Excerpt from Ord. No. 1228B Sec. 2-158. Meetings and bylaws (a) The Committee shall consist of twelve (12) citizens of the City, who shall be appointed by a majority vote of the City Council for two-year terms. (b) Places on the Committee shall be numbered one (1) through twelve (12). 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. Members shall serve until their successors are appointed and 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. Sec. 2-158. Meetings and bylaws. (a) The Committee shall select from the members a Vice -Chair and Secretary, for one-year terms, and thereafter until their successor is appointed. Selections shall occur at the first regular meeting following the annual appointment of the chair by the City Council. (b) The Committee shall establish bylaws, which shall be kept on file in the City Secretary's office and shall govern the meetings of the Committee. The Committee shall operate per approved bylaws. The Committee may amend such bylaws, or adopt new bylaws, as the Committee determines is appropriate to best govern holding its meetings, provided that any bylaw amendments shall be effective only after being approved by resolution of the City Council. The Committee's bylaws shall be consistent with state law, the City Charter, the City Code of Ordinances, and the Board and Commission Manual, and shall, at a minimum, encompass the following matters: (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. Sec. 2-159. Duties and Responsibilities. The duties and responsibilities of the Committee are advisory in nature. The Committee shall: (a) 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. 8 Board, Commission, and Committee Ordinance — 11.9.23 RESOLUTION NO. 24-005 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SOUTHLAKE, TEXAS, AMENDING THE BYLAWS OF THE METROPORT TEEN COURT ADVISORY BOARD, PROVIDING AN EFFECTIVE DATE. Whereas, the City Council created the Teen Court Advisory Board as set forth in Resolution No. 91-36, dated July 16, 1991;and, Whereas, the Metroport Teen Court Advisory Board was created to establish policies and procedures for the operation of Metroport Teen Court, including but not limited to court operations, adult and teen volunteer participation and eligibility, and community service placements. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SOUTHLAKE, TEXAS, THAT: Section 1. All the findings in the preamble are found to be true and correct and the City Council does hereby incorporate said findings into the body of this resolution as if copied in its entirety. Section 2. The Metroport Teen Court Advisory Board Bylaws set forth in Exhibit "A" are hereby adopted, and any amendments to such bylaws much be approved by the City Council. Section 3. This resolution is hereby effective upon passage and approval by the City Council. PASSED AND APPROVED THIS THE 6T" DAY OF FEBRUARY 2024. ATTEST: Amy Shelley, TRMC City Secretary CITY OF SOUTHLAKE, TEXAS John Huffman Mayor Exhibit "A" METROPORT TEEN COURT ADVISORY BOARD BYLAWS ARTICLE I Name Metroport Teen Court Advisory Board ARTICLE II Purpose Advisory Board shall establish policy and procedures for the operation of Metroport Teen Court, including but not limited to court operations, adult and teen volunteer participation and eligibility, and community service placements. These policies and procedures will be subject to approval by the Municipal Court Judges. This group directs, oversees, and evaluates Metroport Teen Court on an ongoing basis. ARTICLE III Advisory Board A. General Powers Section 1. Duties. The role and duties of the Metroport Teen Court Advisory Board shall be established by the Municipal Court Judges in the participating cities. Section 2. Purpose. The purpose of the Metroport Teen Court Advisory Board is to advise the City Councils and staff on the operation of the Metroport Teen Court Program and to assist in the development of community resources for the purposes of advancing the Metroport Teen Court Program. Section 3. Reports. The Metroport Teen Court Supervisor shall submit all recommendations being forwarded to City Council (including but not limited to fiscal year budgets and quarterly reports) to the Metroport Teen Court Advisory Board for approval requiring a majority of the board present including one voting member from each participating entity pursuant to Article III Section E. B. Number, Tenure, and Qualifications Section 1. Size. The Metroport Teen Court Advisory Board shall be appointed by the respective governing bodies comprised of three (3) members from each participating city — comprised of one council member and two at large members (as each so chooses), all of whom are voting members. Section 2. Term. The term shall be determined by each participating entity in such a manner, if feasible, as to not have an entirely new Metroport Teen Court Advisory Board at one time. Section 3. Attendance. Notice shall be given to all City Managers of the attendance record of all members of the Metroport Teen Court Advisory Board during a twelve-month period. C. Regular Meetings. A regular meeting schedule of the Metroport Teen Court Advisory Board shall be established by the board at the first meeting of the fiscal year (beginning October 1) providing for a minimum of four (4) meetings per fiscal year. Nothing in this paragraph precludes the Chair to call a special meeting of the Metroport Teen Court Advisory Board as necessary to conduct the business of the Board. The meetings shall be posted and conducted in accordance with the Texas Open Meetings Act. D. Notice of Meetings. Notice of regular and special meetings of the Metroport Teen Court Advisory Board shall be given at least three (3) days previously thereto by written notice delivered personally or sent by mail or electronic mail to each Board Member at the address as shown by the records of the Metroport Teen Court Advisory Board. If mailed, such notice shall be deemed to be delivered when deposited in the United States mail so addressed with postage thereon prepaid. E. Quorum. Seven voting members present shall constitute a quorum for the transaction of business at any meeting of the Board, including one member from each participating city; but if less that a quorum of the Board Members are present at said meeting, a majority of the Board Members present may adjourn the meeting without further notice. F. Participation. Each Board Member is encouraged to attend at least one (1) Metroport Teen Court session per term. Metroport Teen Court trials are held every Tuesday evening from 5:OOpm-7:OOpm, with some holiday week exceptions including, but not limited to, Thanksgiving and Christmas. If a city holiday falls on a Tuesday, Teen Court is canceled that night. ARTICLE IV Officers Section 1. Officers. The officers of the Metroport Teen Court Advisory Board shall be the Chair and Vice -Chair. Section 2. Election of Officers. The officers shall be elected at the first meeting of the fiscal year and shall be the first order of business. The Metroport Teen Court Supervisor shall preside over the election of the Chair, and the Chair shall preside over the election of the Vice -Chair as necessary. Section 3. Removal of an Officer. Any officer elected or appointed by the Metroport Teen Court Advisory Board may be removed by the Advisory Board whenever, it its judgment, the best interests of the Advisory Board would be served thereby, but such removal shall be without prejudice to the contract rights, if any, of the officer so removed. Section 4. Vacancies. A vacancy in membership because of death, resignation, disqualification or otherwise, shall be filled by the applicable city's Mayor and/or City Council for the unexpired portion of the term. Section 5. Chair. The Chair shall be the principal executive officer of the Advisory Board and shall, in general, supervise and control all of the business and affairs of the Advisory Board. The Chair shall preside at all meetings of the Advisory Board and is authorized to conduct any business so authorized by the Board. Section 6. Vice -Chair. In the absence of the Chair or in the event of the Chair's inability or refusal to act, the Vice -Chair shall perform all the duties of the Chair, and when so acting, shall have all the powers of and be subject to all the restrictions upon the Chair. In addition, the Vice - Chair shall perform such other duties as from time to time may be assigned by the Chair or Advisory Board. ARTICLE V Books and Records The Metroport Teen Court Supervisor is responsible for maintaining a master file of all reports, records, and minutes. ARTICLE VI Waiver of Notice Whenever any notice is required to be given under the provisions of the Texas Nonprofit Corporation Act or under the provisions of the articles of incorporation or the bylaws of the corporation, a waiver thereof in writing signed by the person or persons entitled to notice, whether before or after the time stated therein, shall be deemed equivalent to the giving of such notice. ARTICLE VII Amendments to Bylaws These bylaws may be altered, amended, or repealed and new bylaws may be adopted by the Board Members present pursuant to Section E, at any regular meeting or at any special meeting, if at least three days written notice is given of an intention to alter, amend, or repeal these bylaws or to adopt new bylaws at such meeting. APPROVED AND ADOPTED ON THE 18T" DAY OF SEPTEMBER 2023. Marjorie H. Lewis Chair Dana Kirkland Metroport Teen Court Supervisor Original July 16, 1991 Approved By: City Council, Resolution No. 91-36 1st Amendment Date: 1996 — unsigned Approved By: MTCAB 2nd Amendment Date: 2003 — unsigned Approved By: MTCAB 3rd Amendment Date: March 18, 2013 Approved By: MTCAB 41h Amendment Date: September 14, 2023 Approved By: MTCAB