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Item 7A - PresentationItem 7A Ordinance 1228 B – (1st Reading) Boards, Commission and Committees Ordinance Why is the Board, Commission, and Committee Ordinance (Ordinance 1228 – B) being updated? Why? •Prior to this effort, the City had not conducted a recent and comprehensive review of its board, commission, and committee ordinances. Findings: •Need to standardize and codify procedures and appointment requirements for all nineteen (19) City boards, commissions, and committees. •Only 8 current Board, Commission and Committee ordinances are codified What are the desired outcomes of the ordinance update? Outcomes •Locating requirements for boards, commissions, and committees in a single section of the Code of Ordinances. •Standardizing and clarifying appointment cycles, procedures, and requirements for all City boards, commissions, and committees. •Ensuring that boards, commissions, and committees are conducting business consistent with State law, ordinances, charter, current bylaws, and the City’s Board and Commission Manual. •Clarifying all boards, commissions, and committees’ functions and operations and ensuring consistency with established bylaws or rules of procedure. •Standardize and codify procedures and appointments for all nineteen (19) city boards, commissions, and committees. Only eight (8) boards are currently codified into the Code. •All boards, commissions, and committees listed are subject to Section 1 – Division 1 – General Provisions. •A few boards are exempt from the general regulations as specified. •Airport Zoning Board of Adjustment •Alliance for Community Engagement Committee (ACE) •Building Board of Appeals •Capital Improvements Advisory Committee (CIAC) •Community Enhancement Development Corporation (CEDC) •Corridor Planning Committee •Crime Control and Prevention District (CCPD) •Library Board •Parks and Recreation Board •Planning and Zoning Commission (P&Z) •Metroport Teen Court Board •Sign Board •Southlake Parks and Development Corporation (SPDC) •Southlake Youth Action Commission (SYAC) •Southlake Arts Council •Senior Advisory Committee •Tax Increment Reinvestment Zone Board (TIRZ) •Tree Board •Zoning Board of Adjustment (ZBA) City of Southlake Boards, Commissions & Committees Key General Provisions applicable to all Boards, Commissions, and Committees (Sec. 2-152 through Sec. 2-155) The General Provisions address: •Appointing members and officers on a defined schedule, •Operating and functioning in a manner in accordance with State law, ordinances and bylaws, •Clarifying alternate members’ roles and responsibilities, and •Ensuring that members receive all proper training before participating in a meeting. Key General Provisions applicable to all Boards, Commissions, and Committees (Sec. 2-152 through Sec. 2-155) The General Provisions address (specifically): •Sec. 2.152 (b) – Appointment Cycle •Sec. 2.152 (b) (1) With the exception of the Planning and Zoning Commission, no board, commission, or committee member may serve on the same board, commission, or committee for more than three (3) consecutive two (2)-year terms. •Sec. 2.152 (b) (2) – A provision was added that clarifies that a board, commission, or committee member may serve on more than one board, commission, or committee or multiple task forces, •Sec. 2.152 (e) – Places on all boards, commissions, or committees except for the Southlake Youth Commission, Metroport Teen Court Board, and the Corridor Planning Committee shall be sequentially numbered and correspond with the number of regular members appointed (e.g., Places 1 – 7). Key General Provisions applicable to all Boards, Commissions, and Committees (Sec. 2-152 through Sec. 2-155) The General Provisions address: •Sec. 2.152 (f & g) – The new provisions clarify the role of the alternate member for each board, commission, and committee in that alternate members can participate in all meetings but cannot vote when all regular voting members are present. •In the event of an absence, disqualification, resignation, or removal of a regular member at a meeting, the alternate member who is assigned with the highest numerical position (e.g., Alternate #1) and who is present shall be seated as a regular member. Key General Provisions applicable to all Boards, Commissions, and Committees (Sec. 2-152 through Sec. 2-155) The General Provisions address: Sec 2-152 (h) - Terms for members on the following boards, commissions, or committees shall expire in June on the date on which new appointments are made by the City Council or until a successor is appointed. •Building Board of Appeals •Capital Improvements Advisory Committee (CIAC)* •Parks and Recreation Board •Planning and Zoning Commission •Southlake Parks and Development Corporation •Southlake Youth Action Commission* •Tax Increment Reinvestment Zone Board •Zoning Board of Adjustment * Appointments made to the CIAC only if the PZ Commission not serving as this committee. Key General Provisions applicable to all Boards, Commissions, and Committees (Sec. 2-152 through Sec. 2-155) The General Provisions address: Sec 2-152 (i) Terms for members of the following boards, commissions, or committees shall expire in October on the date on which appointments are made by the City Council or until a successor is appointed. •Alliance for Community Engagement Committee •Library Board •Metroport Teen Court Board •Southlake Arts Council •Senior Advisory Committee Sec. 2-152 (j) - Terms for members of the following board, commission, or committee members shall expire on the specific date listed. •Community Enhancement Development Corporation (September 30th). •Crime Control and Prevention District (September 1st). Key General Provisions applicable to all Boards, Commissions, and Committees (Sec. 2-152 through Sec. 2-155) The General Provisions address: •2-152 (k) - Within 30 days after the appointment of a new member to any board, commission, or committee, or prior to the first time that a new member participates in a meeting (with the exception of the Southlake Youth Action Commission members), the new member shall complete the orientation and training requirements outlined in the City’s Board and Commission Manual. •2-152 (l) - All members of all boards, commissions, or committees shall serve in accordance with the provisions of the approved Board and Commission Manual. •2-152 (q) Members not planning to attend a regular meeting or special meeting shall notify the staff liaison or the Chair of the board, commission, or committee by 12:00 pm (noon) of the meeting day. Key General Provisions applicable to all Boards, Commissions, and Committees (Sec. 2-152 through Sec. 2-155) •Sec. 2-153 (a) - A provision was added to the ordinance that all board, commission, and committee members may be removed by the City Council. •Sec. 2-153 (b) - Any member, or alternate of a board, commission or committee with absences from two (2) consecutive regular meetings, except for the Southlake Youth Action Committee or the Corridor Planning Committee, shall be reported to City Council. •Sec. 2-153 (c) - A provision was added that the removal of a Zoning Board of Adjustment (ZBA) member by the City Council must adhere to the procedure outlined in the Texas Local Government Code Section 211.008 (b), as amended. The City Council may only remove a ZBA member for cause on a written charge after a public hearing. This language was added because the removal of a ZBA member is a unique process outlined in State law. •Sec 2-153 (d) - A provision was added to this section that any Planning and Zoning (PZ) Commission member forfeits their office if they fail to attend two (2) consecutive regular meetings of the Commission without being excused by the City Council at a regularly scheduled meeting. Key General Provisions applicable to all Boards, Commissions, and Committees (Sec. 2-152 through Sec. 2-155) City Council will appoint a Chair2-155 (a) - The to the following boards, commissions, and committees. The City Council shall also name one appointee as the Vice-Chair for the Zoning Board of Adjustment. (1)Building Board of Appeals; (2)Capital Improvements Advisory Committee (Appointments only made by City Council for the Capital Improvements Advisory Committee if the Planning and Zoning Commission is not serving as this Committee as permitted by Sec. 395.058 of the Texas Local Government Code); (3)Library Board; (4)Parks and Recreation Board; (5)Alliance for Community Engagement; (6)Senior Advisory Commission; (7)Southlake Arts Council; (8)Southlake Parks Development Corporation (President); (9)Zoning Board of Adjustment (officers and members of the Zoning Board of Adjustment will hold the same position on the Tree Board and the Airport Board of Adjustment as the Zoning Board of Adjustment constitutes these two boards); and (10) Tax Increment Reinvestment Zone Board. Key General Provisions applicable to all Boards, Commissions, and Committees (Sec. 2-152 through Sec. 2-155) 2-2-115 (c) - Boards, commissions, or committees listed appoint all officersbelow in this section shall in accordance with their specific appointment subsection. (1)Planning and Zoning Commission (officers and members will hold the same position on the Sign Board and the Capital Improvements Advisory Committee as the Planning and Zoning Commission constitutes these two boards); (2)Southlake Youth Action Commission; (3)Crime Control and Prevention Board; (4)Metroport Teen Court; (5)Planning Corridor Committee; and (6)Community Enhancement Development Corporation. Summary of Changes to Boards, Commissions, and Committees •DIVISION 2. (Sections 2.156 - 2.167 — ALLIANCE FOR COMMUNITY ENGAGEMENT -ACE) •DIVISION 3. (Sections 2.168 - 2.180 — SOUTHLAKE YOUTH ACTION COMMISSION -SYAC) •DIVISION 4. (Sections 2.181 - 2.190 —SENIOR ADVISORY COMMISSION) •DIVISION 5. (Sections 2.191 - 2.194 —LIBRARY BOARD) •DIVISION 6 (Sections 2.195 - 2.198 — SOUTHLAKE ARTS COUNCIL) •DIVISION 7 (Sections 2.199 - 2.200 — ZONING BOARD OF ADJUSTMENT – ZBA) •DIVISION 8. (Sections 2.201 -2.203 —AIRPORT ZONING BOARD OF ADJUSTMENT •DIVISION 9. (Sections 2.204 -2.206 — TREE BOARD) •DIVISION 10. (Sections 2.207 - 2.209 — PLANNING AND ZONING COMMISSION) •DIVISION 11. (Sections 2.210 -2.212 — SIGN BOARD) Summary of Changes to Boards, Commissions, and Committees •DIVISION 12. (Sections 2.213 - 2.215 — CAPITAL IMPROVEMENTS ADVISORY COMMITTEE- CIAC) •DIVISION 13. (Sections 2.216 - 2.218 — CORRIDOR PLANNING COMMITTEE) •DIVISION 14. (Sections 2.219 - 2.221 — METROPORT TEEN COURT ADVISORY COMMITTEE BOARD) •DIVISION 15. (Sections 2.222 -2.225 — SOUTHLAKE CRIME CONTROL AND PREVENTION DISTRICT BOARD) •DIVISION 16. (Sections 2.226 - 2.229 — COMMUNITY DEVELOPMENT ENHANCEMENT CORPORATION) •DIVISION 17. (Sections 2.230 -2.235 — BUILDING BOARD OF APPEAL •DIVISION 18. (Sections 2.236 -2.245 — PARKS AND RECREATION BOARD) •DIVISION 19. (Sections 2.246 -2.254 — SOUTHLAKE PARKS AND DEVELOPMENT CORPORATION) •DIVISION 20. (Sections 2.255 -2.260 — TAX INCREMENT REINVESTMENT ZONE BOARD- TIRZ) Staff Liaisons Responsibilities: Upon adoption of the ordinance, staff liaisons will perform the following to communicate the ordinance provisions with their respective board, commission, or committee: •Provide a copy of the ordinance and present the ordinance amendments to them at a regular meeting or work session. •Discuss the revised absentee policy and the manner that attendance will be reported to City Council. •Roles of alternate members regarding attending, participating in meetings and the process in which an alternate member will be seated as a regular member. •Work with its board, commission, or committee to update bylaws to ensure meeting procedures adhere to ordinance requirements and current meeting practice. Staff Liaison Reference Guide QUESTIONS?