Item 4DCITY OF
SOUTH LAKE
MEMORANDUM
May 28, 2024
To: Alison Orlowski, City Manager
From: Amy Shelley, City Secretary
Item 4D
Subject: Resolution No. 24-020, amending the bylaws of the Southlake
Youth Action Commission.
Action
Requested: Approve Resolution No. 24-020, amending the bylaws of the
Southlake Youth Action Commission.
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 Southlake Youth Action Commission approved the bylaw
amendments during their April 8, 2024, 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
SYAC Bylaws — redline version
Resolution No. 24-020
Exhibit "A" - SYAC Bylaws, as approved by the Board on April 8, 2024
Staff
Recommendation: Approve Resolution No. 24-020 amending the bylaws of the
Southlake Youth Action Commission.
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
BY-LAWS
OF THE
SOUTHLAKE YOUTH ACTION COMMISSION
ARTICLE I
PURPOSE AND POWERS
Section 1.1 Purpose
The Southlake City Council established the Southlake Youth Action Commission to act as an Formatted: indent: First line: o°
advisory board to the City Council in all matters o feeting affecting vouth programs and ilssues.
Section 1.2 Powers
In fulfillment of its purpose, the Southlake Youth Action Commission shall be governed by Formatted: indent: First line: 0"
Ordinances Nos. 610, 723, and969. 1228A and 122813.
ARTICLE II
COMMISSION MEMBERS
Section 2.1 Membership
La,Z(a)-The youth action commission shall consist of seven (7) students enrolled in school { Formatted: Font: +Body (Times New Roman)
grades nine (9) through twelve (12) that reside in the city of Southlake or attend
Carroll Independent School District.
(b) The youth action commission may appoint_ p'�r(13��2tcmtates an unlimited
number of alternate members. Alternates must also be enrolled in grades nine (9)
through twelve (12), and reside in the city of Southlake or attend Carroll Independent
School District.
(b) Members and alternates are anoointed to the Commission by the Communitv Services
Director or appointee are submitting an application at the beginning of
each school year. Members and alternates are anoointed for a one-vear term.
Section 2.2 Meetings of the Commission
The Commission shall ehold meetings monthly on the 2nd Monday of each month ' ( Formatted: Indent: First line: 0"
exeept du Ping L P� 1/,t!y, August, and September- at times and ..laces it , des4gnate.of the
school vear (October-Mav).
All meetings and deliberations of the commission shall be called, convened, held, and conducted, Formatted: indent: First line: 0"
and notice shall be given to the public, in accordance with Chapter 551 of the Texas Local
Government Code.
Members not able to attend a regular meeting or special meeting shall notify the Community I Formatted: Indent: First line: 0"
Services staff liaison or the Chairman of the Commission by 12:00 noon of the meeting day.
Section 2.3 Svecial Meetines
Upon the request of any Commission member, the Chairffhm or Vice -Chair shall call a special Formatted: Indent: First line: 0"
meeting of the Commission. The Chairffhffi shall fix a place and time for such special meetings
of the Commission subject to posting public notice in compliance with Chapter 551 of the Texas
Local Government Code.
Section 2.4 Quorum
A simple majority of the Commission shall constitute a quorum to conduct official business of Formatted: Indent: First line: 0"
the Commission. A vote of the simple maioritv of the auorum shall be reauired for anv action
taken by 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. In the absence of both the Chair and the Vice
Chair, the secretary shall reside.
(c) The Chair shall be a voting member of the Commission.
(d) Minutes of each Commission meeting shall be filed with the City Secretary and made
available upon request.
Section 2.6 Vacancies
Any vacancy a- wv^^g in the board shall be filled by remaining Standing members for the length' Formatted: Indent: First line: 0^
of the unexpired term. Should no qualified Standing members seek election to one of the
replacement positions then any alternate member shall be eligible to seek the position.
Section 2.7 Staff Liaisons
The City Manager shall designate a staff member to attend the SYAC Commission meetings and ' Formatted: Indent: First line: 0"
communicate between the Commission and the city-
' - I Formatted: Left
ARTICLE III
OFFICERS
Section 3.1 Officers and Terms of Office
(a) The Officers of the Commission shall be a Chair, Vice -Chair, and Secretary.
(b) At the second regular meeting of each year, the commission shall elect by majority
vote from the Standing members, the officers. The officers shall serve a exo-y-earone-
terms or --until their successors are elected.
(c) Any officer shall be subject to removal from office at any time by a vote of the
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 meeting, following the effective date
of the vacancy.
Sections 3.2 Powers of the Chair
The Chair shall preside at all meetings of the commission and perform all duties incident to the Formatted: Indent: First line: 0"
office of the chair.
Section 3.3 Vice Chair
In the absence of the Chair, or in the event of his/her inability or refusal to act, the Vice -Chair Formatted: Indent: First line: 0"
shall perform 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.
Section 3.4 Compensation
SYAC members shall not receive any salary or compensation for their services as SYAC Formatted: Indent: First line: 0"
members.
ARTICLE IV
ROLES AND RESPONSIBILITIES
Section 4.1 Roles and Responsibilities
The reles-duties and responsibilities of the Southlake Youth Advisory Commission are advisory
in nature. The Commission shall be to:
(a) Aot-a an a-&6aar, , eity to the City Gotineil, City Manager- and other e ty B a�
Evaluate the current issues affecting vouth in the City and bring those to the
attention of the Citv Council and other boards, commissions, or committees, as
necessary.
(b) Planning, efganizing, eeerdinating and eaffying eut ether aefivities for- the youth &f
partie p tion in sueh aetivities. Participate in communitv service Droiects to
encouraee vouth to make a difference in the communitv throueh volunteerism.
(c) Reeammend peliaica 1c�-AvPrepare and submit to the Citv
Council an annual report of vouth-related Droerams and services..
(e) SY A C shall review and ..,,L...-.:t by T a-y 31 of o.,ehyear- written report of its
aetivit:os; F the-, rd an annuwl Plan ,.F,.,,,,.1� �F the y.a..
ARTICLE V
AMENDMENTS TO BYLAWS
Section 5.1 Amendments to Bvlaws
Formatted: Indent: First line: 0"
These bylaws may be altered, amended, or repealed and new bylaws may be adopted by a Formatted: Indent: First line: 0"
majority of the SYAC members present at any regular meeting, or any special meeting, if at least
two (2) days written notice is given of an intention to alter, amend, or repeal these bylaws or to
adopt new bylaws at such meeting.
I Formatted: Font: (Default) +Body (Times New Roman)
PASSED AND APPROVED at a regular meeting of the Southlake Youth Action
Commission of the City of Southlake, Texas the l of Janaa�f,_' 94-8 08_!h day of April, Formatted: superscript
2024.
PASSED AND APPROVED at a regular meeting of the City Council of the City of
Southlake, Texas this i st day of May, 201o. l Formatted: Font: (Default) +Body (Times New Roman)
Historical Trackine
May 9, 1997 Southlake Youth Action Commission
March 2, 2010 City Council
May 1, 2018 City Council
I Formatted: Font: (Default) +Body (Times New Roman)
Formatted: Font: (Default) +Body (Times New Roman)
RESOLUTION NO. 24-020
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SOUTHLAKE, TEXAS,
AMENDING THE BYLAWS OF THE SOUTHLAKE YOUTH ACTION COMMISSION,
PROVIDING AN EFFECTIVE DATE.
Whereas, the City Council created the Southlake Youth Action Commission as set
forth in Ordinance No. 610, dated June 21, 1994; and,
Whereas, the Southlake Youth Action Commission acts as an advisory board to the
City Council in all matters affecting youth programs and issues.
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 Southlake Youth Action Commission Bylaws set forth in Exhibit "A"
are hereby adopted, and any amendments to such bylaws must 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 4T" DAY OF JUNE 2024.
ATTEST:
Amy Shelley, TRMC
City Secretary
CITY OF SOUTHLAKE, TEXAS
Shawn McCaskill
Mayor
Exhibit A
BY-LAWS
OF THE
SOUTHLAKE YOUTH ACTION COMMISSION
ARTICLE I
PURPOSE AND POWERS
Section 1.1 Purpose
The Southlake City Council established the Southlake Youth Action Commission to act as an
advisory board to the City Council in all matters affecting youth programs and issues.
Section 1.2 Powers
In fulfillment of its purpose, the Southlake Youth Action Commission shall be governed by
Ordinances Nos. 610, 723, 969, 1228A and 122813.
ARTICLE II
COMMISSION MEMBERS
Section 2.1 Membership
(a) The youth action commission shall consist of seven (7) students enrolled in school
grades nine (9) through twelve (12) that reside in the city of Southlake or attend
Carroll Independent School District.
(b) The youth action commission may appoint an unlimited number of alternate
members. Alternates must also be enrolled in grades nine (9) through twelve (12), and
reside in the city of Southlake or attend Carroll Independent School District.
(b) Members and alternates are appointed to the Commission by the Community Services
Director or appointee after submitting an application at the beginning of each school
year. Members and alternates are appointed for a one-year term.
Section 2.2 Meetings of the Commission
The Commission shall hold meetings monthly on the 2nd Monday of each month of the school
year (October -May).
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.
Exhibit A
Members not able to attend a regular meeting or special meeting shall notify the Community
Services staff liaison or the Chair of the Commission by 12:00 noon of the meeting day.
Section 2.3 Special Meetings
Upon the request of any Commission member, the Chair or Vice -Chair shall call a special
meeting of the Commission. The Chair shall fix a place and time for such special meetings of the
Commission subject to posting public notice in compliance with Chapter 551 of the Texas Local
Government Code.
Section 2.4 Ouorum
A simple majority of the Commission shall constitute a quorum to conduct official business of
the Commission. A vote of the simple majority of the quorum shall be required for any action
taken by 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. In the absence of both the Chair and the Vice
Chair, the secretary shall reside.
(c) The Chair shall be a voting member of the Commission.
(d) Minutes of each Commission meeting shall be filed with the City Secretary and made
available upon request.
Section 2.6 Vacancies
Any vacancy in the board shall be filled by remaining Standing members for the length of the
unexpired term. Should no qualified Standing members seek election to one of the replacement
positions then any alternate member shall be eligible to seek the position.
Section 2.7 Staff Liaisons
The City Manager shall designate a staff member to attend the SYAC Commission meetings and
communicate between the Commission and the city
Exhibit A
ARTICLE III
OFFICERS
Section 3.1 Officers and Terms of Office
(a) The Officers of the Commission shall be a Chair, Vice -Chair, and Secretary.
(b) At the second regular meeting of each year, the commission shall elect by majority
vote from the Standing members, the officers. The officers shall serve a one-year
term until their successors are elected.
(c) Any officer shall be subject to removal from office at any time by a vote of the
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 meeting, following the effective date
of the vacancy.
Sections 3.2 Powers of the Chair
The Chair shall preside at all meetings of the commission and perform all duties incident to the
office of the chair.
Section 3.3 Vice Chair
In the absence of the Chair, or in the event of his/her inability or refusal to act, the Vice -Chair
shall perform 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.
Section 3.4 Compensation
SYAC members shall not receive any salary or compensation for their services as SYAC
members.
ARTICLE IV
ROLES AND RESPONSIBILITIES
Section 4.1 Roles and Responsibilities
The duties and responsibilities of the Southlake Youth Advisory Commission are advisory in
nature. The Commission shall:
Exhibit A
(a) Evaluate the current issues affecting youth in the City and bring those to the
attention of the City Council and other boards, commissions, or committees, as
necessary.
(b) Participate in community service projects to encourage youth to make a difference in
the community through volunteerism.
(c) Prepare and submit to the City Council an annual report of youth -related programs
and services.
ARTICLE V
AMENDMENTS TO BYLAWS
Section 5.1 Amendments to Bvlaws
These bylaws may be altered, amended, or repealed and new bylaws may be adopted by a
majority of the SYAC members present at any regular meeting, or any special meeting, if at least
two (2) days written notice is given of an intention to alter, amend, or repeal these bylaws or to
adopt new bylaws at such meeting.
PASSED AND APPROVED at a regular meeting of the Southlake Youth Action Commission of
the City of Southlake, Texas the 8th day of April 2024.
PASSED AND APPROVED at a regular meeting of the City Council of the City of Southlake,
Texas the 4th day of June 2024.
Original
1st Amendment
2nd Amendment
3rd Amendment
May 9, 1997
March 2, 2010
May 1, 2018
April 8, 2024
June 4, 2024
Approved By:
Approved By:
Approved By:
Approved By:
SYAC
City Council
City Council
SYAC
City Council