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Item 4B M E M O R A N D U M August 27, 2024 To: Alison Ortowski, City Manager From: Amy Shelley, City Secretary Subject: Resolution No. 24-026, amending the Parks and Recreation Board bylaws. Action Requested: Approve Resolution No. 24-026, amending the Parks and Recreation Board bylaws. 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 Parks and Recreation Board approved the bylaw amendments during their August 12, 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 Parks & Recreation Board Bylaws – redline version Resolution No. 24-026 Exhibit “A” – Parks & Recreation Board Bylaws, as approved by the Board on August 12, 2024 Item 4B Staff Recommendation: Approve Resolution No. 24-026, amending the Parks and Recreation Board 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 Excerpt from Ord. No. 1228B Sec. 2-158. Meetings and bylaws Community Services — Parks and Recreation Board Bylaws Page 1 of 6 Formatted: Font: Not Italic Formatted: Font: Not Italic Formatted: Font: Not Italic Formatted: Font: Not Italic Formatted: Font: Not Italic BYLAWS OF THE CITY OF SOUTHLAKE PARK AND RECREATION BOARD ARTICLE I PURPOSE AND POWERS Section 1.1 Purpose. The Southlake City Council established the Southlake Park and Recreation Board to act as an advisory board to the City Council relating to all nature of park improvements and recreation programs. Section 1.2 Powers. In fulfillment of its purpose, the Southlake Park and Recreation Board shall be governed by the Southlake City Code and other applicable laws. ARTICLE II BOARD MEMBERS Section 2.1 Composition and Terms of Office. (a)The Board shall consist of nine seven (97) citizens residents of the City of Southlake, Texas, and shall be appointed by the City Council. Places on the Board shall be numbered one (1) through seven (7). Each member shall be a citizenresident of the City at all times while serving on the Park and Recreation Board. (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. (c)No Board member may serve on the Park Board for more than three (3) consecutive two (2) year terms. (d)Alternate members assigned to a board, commission, or committee, will be assigned a corresponding number (e.g. Alternate #1, Alternate # 2). Alternate members shall attend all meetings and may participate in discussions related to agenda items or matters, but will not vote on these items or matters. Formatted: Justified Formatted: Justified Formatted: Font: Bold Formatted: Font: Not Bold, No underline Formatted: Justified Redline Version Community Services — Parks and Recreation Board Bylaws Page 2 of 6 Formatted: Font: Not Italic Formatted: Font: Not Italic Formatted: Font: Not Italic Formatted: Font: Not Italic Formatted: Font: Not Italic (e) An alternate member in the event of an absence or disqualification of a regular member at a meeting shall act in the place of such member and perform the duties of a regular member, including voting on agenda items or matters. In the absence of one or more regular members, the alternate member assigned with the highest numerical position (e.g., Alternate 1) and who is present shall be seated as a regular member. In the event of the resignation of a regular member, the alternate member assigned with the highest alternate numerical position will act in the place of such member until the City Council has appointed a new regular member for that place for the remainder of the term. (f) All board members shall serve in accordance with the provision of the approved Board and Commission Manual. (g) Any member or alternate of the Park and Recreation Board, unless specifically provided otherwise by State law, the City Charter, or the Code of Ordinances, shall serve at the will and pleasure of the City Council, and may be removed from office in accordance with City Charter, State law or another applicable ordinance. Section 2.2 Meetings of the Board. The Board shall meet the second Monday of each month in the Town Hall building at The Marq Southlake or a designated meeting area. Members not planning to attend a regular meeting or special meeting shall notify the Director of Community Services, or the designated staff, or the Chair of the Board by 12:00 PM (noon) of the meeting day. Any member with unexcused absences from three (3) two (2) consecutive regular meetings or not exhibiting interest in the work of the Board shall be reported to the City Council which may, at its discretion, remove the Board member and appoint a replacement. All meetings and deliberations of the Board 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. Upon the request of any Board member, the Chairman shall call a special meeting of the Board. The Chairman shall fix a place and time for such special meetings. Notice shall be given to the public in accordance with Chapter 551 of the Texas Government Code. Section 2.4 Quorum. A simple majority of the entire Board shall constitute a quorum to conduct official business of the Board. Section 2.5 Conduct of Business. Formatted: Justified Formatted: Justified Formatted: Justified Formatted: Justified Community Services — Parks and Recreation Board Bylaws Page 3 of 6 Formatted: Font: Not Italic Formatted: Font: Not Italic Formatted: Font: Not Italic Formatted: Font: Not Italic Formatted: Font: Not Italic (a) At the meeting of the Board, matters pertaining to the business of the Board, as posted on the agenda, shall be considered in accordance with rules of procedure as from time to time prescribed by the Board. (b) At all meetings of the Board, the Chair shall preside. In the absence of the Chair, the Vice Chair shall preside. In the absence of both the Chair and Vice Chair, the Ssecretary shall preside. (c) The Chair shall be a voting member of the Board. (d) Minutes of each Board meeting shall be filed with the City Secretary and made available to the City Council upon request. Section 2.6 Vacancies. Any vacancy occurring in the Board shall be filled by appointment by the City Council for the length of the unexpired term. Section 2.7 Committees of the Board. The Board, through a regular vote, may appoint two (2) or more committee or sub- committee members to serve as designated. Section 2.8 Compensation of Board Members. Board members shall not receive any salary or compensation for their services. ARTICLE III OFFICERS Section 3.1 Officers and Terms of Office. (a) (a) The officers of the Board shall be a Chairthe Chair, Vice-Chair, and Secretary. The City Council will appoint annually the Park and Recreation Board Chair as outlined in Ordinance No. 1228B. (b) A board member who serves any term as the Chair may be appointed to serve a fourth consecutive two-year term. (c) As soon as practicable after the annual appointment of new board members and Chair by the City Council, the board shall select from the members a Chair, Vice Chair and Secretary, each to serve for one year. Should any of the above referenced officers positions become vacant, the Board shall hold a special election to fill such vacancy for the duration of the unexpired term. Formatted: Justified, Indent: Left: 0.5", Hanging: 0.5" Formatted: Justified Formatted: Justified Formatted: Justified Formatted: Justified Formatted: Font: 12 pt Formatted: Font: 12 pt Formatted: Font: 12 pt Formatted: List Paragraph, Justified, Indent: Left: 1.5", First line: 0" Formatted: Justified Formatted: Font: 12 pt Formatted: Justified, Indent: Left: 0.5", No bullets or numbering Formatted: List Paragraph, Justified, Numbered + Level: 1 + Numbering Style: a, b, c, … + Start at: 1 + Alignment: Left + Aligned at: 1" + Indent at: 1.5" Formatted: Justified Community Services — Parks and Recreation Board Bylaws Page 4 of 6 Formatted: Font: Not Italic Formatted: Font: Not Italic Formatted: Font: Not Italic Formatted: Font: Not Italic Formatted: Font: Not Italic (d) (b) All officers shall be subject to removal from office at any time by a vote of a majority of the City Council. (e) (c) Within sixty (60)thirty (30) days after the appointment of a new member to the board, or prior to the first time that a new member participates in a meeting, the new member shall complete the orientation and training requirements outlined in the City’s Board and Commission Manuals., staff will establish, and new members will attend, an orientation meeting. Section 3.2 Powers of the Chair. The Chair shall preside at all meetings of the Board and perform all duties incident to the office of Chair and such other duties as may be prescribed by the Board and the City Council. 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. The Vice Chair shall perform other duties as from time to time may be prescribed. Section 3.4 Secretary. The Secretary shall ensure that minutesthe minutes of each Board 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 Chair or the Board. In absencethe absence of the Chair and Vice- Chair, or in the event of their inability or refusal to act, the Secretary 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. In the absence of the Secretary, the Chair or acting Chair shall designate a member to perform the duties of the Secretary. ARTICLE IV BOARD DUTIES AND RESPONSIBILITIES Section 4.1 Duties and Responsibilities. The duties and responsibilities of the Park and Recreation Board shall be to: (a) Act in an advisory capacity to the City Council in all matters pertaining to Pparks and Rrecreation including the development of long range long-range capital improvements programs. Formatted: List Paragraph, Justified, Numbered + Level: 1 + Numbering Style: a, b, c, … + Start at: 1 + Alignment: Left + Aligned at: 1" + Indent at: 1.5" Formatted: Justified Formatted: List Paragraph, Justified, Numbered + Level: 1 + Numbering Style: a, b, c, … + Start at: 1 + Alignment: Left + Aligned at: 1" + Indent at: 1.5" Formatted: Justified Formatted: Justified Formatted: Justified Formatted: Justified Formatted: Justified, Tab stops: Not at 0.5" Formatted: Justified Community Services — Parks and Recreation Board Bylaws Page 5 of 6 Formatted: Font: Not Italic Formatted: Font: Not Italic Formatted: Font: Not Italic Formatted: Font: Not Italic Formatted: Font: Not Italic (b) Cooperate with other City bBboards, commissions, or and Cccommitteesommissions, other governmental agencies, civic groups, and citizens residents of the City in the advancement of sound park and recreation planning programming. (c) Recommend policies on recreation services and park improvements. (d) Recommend programs for development of recreational areas, facilities, programs programs, and improved recreation services. (e) Recommend the adoption of standards for recreational areas, facilities, programs programs, and their financial support. (f) Review an annual report of existing park and recreation programs and services. (g) Review the Annual Operating and Capital Improvements Program Budget of the park and recreation department Department of Community Services, prior to submission to the City Council, and submit a recommendation on the budget. ARTICLE V FISCAL YEAR Section 5.1 Fiscal Year. The fiscal year of the Parks and Recreation Board shall run with the City of Southlake fiscal year. ARTICLE VI AMENDMENTS TO BYLAWS Section 6.1 Amendments to Bylaws. These bylaws may be altered, amended or repealed and new bylaws may be adopted by a majority of the Board 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. Formatted: Justified, Tab stops: Not at 0.5" Formatted: Justified Formatted: Justified, Indent: First line: 0", Tab stops: Not at 0.5" Formatted: Justified Formatted: Justified, Tab stops: Not at 0.5" Formatted: Justified Formatted: Justified, Tab stops: Not at 0.5" Formatted: Justified Formatted: Justified, Tab stops: Not at 0.5" Formatted: Justified Formatted: Justified, Tab stops: Not at 0.5" Formatted: Justified Formatted: Justified Community Services — Parks and Recreation Board Bylaws Page 6 of 6 Formatted: Font: Not Italic Formatted: Font: Not Italic Formatted: Font: Not Italic Formatted: Font: Not Italic Formatted: Font: Not Italic Original July 12, 2004 Approved By: Parks & Recreation Board 1st Amendment Date: February 8, 2010 March 2, 2010 Approved By: Parks & Recreation Board City Council 2nd Amendment Date: August 12, 2024 September 3, 2024 Approved By: Parks & Recreation Board City Council 3rd Amendment Date: Approved By: 4th Amendment Date: Approved By: RESOLUTION NO. 24-026 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SOUTHLAKE, TEXAS, AMENDING THE PARKS AND RECREATION BOARD BYLAWS, PROVIDING AN EFFECTIVE DATE. Whereas, the City Council created the Parks and Recreation Board as set forth in Ordinance No. 646, dated August 15, 1995; and, Whereas, the Parks and Recreation Board was established to act as an advisory board to the City Council relating to all nature of park improvements and recreation programs. 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 Parks and Recreation Board 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 3RD DAY OF SEPTEMBER 2024. CITY OF SOUTHLAKE, TEXAS Shawn McCaskill ATTEST: Mayor Amy Shelley, TRMC City Secretary Parks and Recreation Board Bylaws Page 1 of 6 BYLAWS OF PARK AND RECREATION BOARD ARTICLE I PURPOSE AND POWERS Section 1.1 Purpose. The Southlake City Council established the Southlake Park and Recreation Board to act as an advisory board to the City Council relating to all nature of park improvements and recreation programs. Section 1.2 Powers. In fulfillment of its purpose, the Southlake Park and Recreation Board shall be governed by the Southlake City Code and other applicable laws. ARTICLE II BOARD MEMBERS Section 2.1 Composition and Terms of Office. (a)The Board shall consist of seven (7) residents of the City of Southlake, Texas, and shall be appointed by the City Council. Places on the Board shall be numbered one (1) through seven (7). Each member shall be a resident of the City at all times while serving on the Park and Recreation Board. (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. (c)No Board member may serve on the Park Board for more than three (3) consecutive two (2) year terms. (d)Alternate members assigned to a board, commission, or committee, will be assigned a corresponding number (e.g. Alternate #1, Alternate # 2). Alternate members shall attend all meetings and may participate in discussions related to agenda items or matters, but will not vote on these items or matters. (e)An alternate member in the event of an absence or disqualification of a regular member at a meeting shall act in the place of such member and Exhibit "A" Parks and Recreation Board Bylaws Page 2 of 6 perform the duties of a regular member, including voting on agenda items or matters. In the absence of one or more regular members, the alternate member assigned with the highest numerical position (e.g., Alternate 1) and who is present shall be seated as a regular member. In the event of the resignation of a regular member, the alternate member assigned with the highest alternate numerical position will act in the place of such member until the City Council has appointed a new regular member for that place for the remainder of the term. (f) All Board members shall serve in accordance with the provision of the approved Board and Commission Manual. (g) Any member or alternate of the Park and Recreation Board, unless specifically provided otherwise by State law, the City Charter, or the Code of Ordinances, shall serve at the will and pleasure of the City Council, and may be removed from office in accordance with City Charter, State law or another applicable ordinance. Section 2.2 Meetings of the Board. The Board shall meet the second Monday of each month at The Marq Southlake or a designated meeting area. Members not planning to attend a regular meeting or special meeting shall notify the Director of Community Services, the designated staff, or the Chair of the Board by 12:00 PM (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 Board shall be reported to the City Council which may, at its discretion, remove the Board member and appoint a replacement. All meetings and deliberations of the Board 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. Upon the request of any Board member, the Chair shall call a special meeting of the Board. The Chair shall fix a place and time for such special meetings. Notice shall be given to the public in accordance with Chapter 551 of the Texas Government Code. Section 2.4 Quorum. A simple majority of the entire Board shall constitute a quorum to conduct official business of the Board. Section 2.5 Conduct of Business. Parks and Recreation Board Bylaws Page 3 of 6 (a) At the meeting of the Board, matters pertaining to the business of the Board, as posted on the agenda, shall be considered in accordance with rules of procedure as from time to time prescribed by the Board. (b) At all meetings of the Board, the Chair shall preside. In the absence of the Chair, the Vice Chair shall preside. In the absence of both the Chair and Vice Chair, the Secretary shall preside. (c) The Chair shall be a voting member of the Board. (d) Minutes of each Board meeting shall be filed with the City Secretary and made available to the City Council upon request. Section 2.6 Vacancies. Any vacancy occurring in the Board shall be filled by appointment by the City Council for the length of the unexpired term. Section 2.7 Committees of the Board. The Board, through a regular vote, may appoint two (2) or more committee or sub- committee members to serve as designated. Section 2.8 Compensation of Board Members. Board members shall not receive any salary or compensation for their services. ARTICLE III OFFICERS Section 3.1 Officers and Terms of Office. (a) The officers of the Board shall be the Chair, Vice Chair, and Secretary. The City Council will appoint annually the Park and Recreation Board Chair as outlined in Ordinance No. 1228B. (b) A Board member who serves any term as the Chair may be appointed to serve a fourth consecutive two-year term. (c) As soon as practicable after the annual appointment of new Board members and Chair by the City Council, the Board shall select from the members a Vice Chair and Secretary, each to serve for one year. Should any of the above referenced officer positions become vacant, the Board shall hold a special election to fill such vacancy for the duration of the unexpired term. Parks and Recreation Board Bylaws Page 4 of 6 (d) All officers shall be subject to removal from office at any time by a vote of a majority of the City Council. (e) Within thirty (30) days after the appointment of a new member to the board, or prior to the first time that a new member participates in a meeting, the new member shall complete the orientation and training requirements outlined in the City’s Board and Commission Manual. Section 3.2 Powers of the Chair. The Chair shall preside at all meetings of the Board and perform all duties incident to the office of Chair and such other duties as may be prescribed by the Board and the City Council. 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. The Vice Chair shall perform other duties as from time to time may be prescribed. Section 3.4 Secretary. The Secretary shall ensure that the minutes of each Board 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 Chair or the Board. In the absence of the Chair and Vice Chair, or in the event of their inability or refusal to act, the Secretary 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. In the absence of the Secretary, the Chair or acting Chair shall designate a member to perform the duties of the Secretary. ARTICLE IV BOARD DUTIES AND RESPONSIBILITIES Section 4.1 Duties and Responsibilities. The duties and responsibilities of the Park and Recreation Board shall be to: (a) Act in an advisory capacity to the City Council in all matters pertaining to Parks and Recreation including the development of long-range capital improvements programs. (b) Cooperate with other City boards, commissions, or committees, other governmental agencies, civic groups, and residents of the City in the advancement of sound park and recreation planning programming. Parks and Recreation Board Bylaws Page 5 of 6 (c)Recommend policies on recreation services and park improvements. (d)Recommend programs for development of recreational areas, facilities, programs, and improved recreation services. (e)Recommend the adoption of standards for recreational areas, facilities, programs, and their financial support. (f)Review an annual report of existing park and recreation programs and services. (g)Review the Capital Improvements Program Budget of the Department of Community Services, prior to submission to the City Council, and submit a recommendation on the budget. ARTICLE V FISCAL YEAR Section 5.1 Fiscal Year. The fiscal year of the Parks and Recreation Board shall run with the City of Southlake fiscal year. ARTICLE VI AMENDMENTS TO BYLAWS Section 6.1 Amendments to Bylaws. These bylaws may be altered, amended or repealed and new bylaws may be adopted by a majority of the Board 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. Original July 12, 2004 Approved By: Parks & Recreation Board Parks and Recreation Board Bylaws Page 6 of 6 1st Amendment Date: February 8, 2010 March 2, 2010 Approved By: Parks & Recreation Board City Council 2nd Amendment Date: August 12, 2024 September 3, 2024 Approved By: Parks & Recreation Board City Council 3rd Amendment Date: Approved By: 4th Amendment Date: Approved By: