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Item 4B - Staff ReportCITY OF SOUTHLAKE MEMORANDUM August 27, 2024 To: Alison Orlowski, City Manager From: Amy Shelley, City Secretary z Subject: Resolution No. 24-037, amending the Senior Advisory Commission bylaws. Action Requested: Approve Resolution No. 24-037, amending the Senior Advisory Commission 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 Senior Advisory Commission approved the bylaw amendments during their May 14, 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 Senior Advisory Commission Bylaws — redline version Resolution No. 24-037 Exhibit "A" — Senior Advisory Commission Bylaws, as approved by the Board on May 14, 2024 Staff Recommendation: Approve Resolution No. 24-037, amending the Senior Advisory Commission bylaws. s (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 RFALISKWBYLAWS OF THE CITY OF SOUTHLAKE SENIOR ADVISORY COMMISSION 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 iwa]1Tflattefs-�� gelatin to all senior related programs, services and needs. w4is-s�. Section 1.2 Powers In fulfillment of its purpose, the Southlake Senior Advisory Commission shall be governed by and shaII-have-aII-the-powef&-s��the Southlake City Code and other applicable laws. Section 2.1 r-Composition and Terms of Office (a) The Commission shall consist of seven (7) fesidents-citizens of the City Of Southlake, Texas at the disrection of Ci Adyjso Commrss�on and shall be appointed by the City Council. Places on the Commission shall be nu bared e a citizen of the Citv at all times while servinc-, on the Senior Advisory Commission. �bh?vlembers 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 appointment and shall terminate as per the original term being filled. (c) lio member may serve on the Senior Advisory C ommission for more than three (3) consecutive two _year terms. (d) Alternate members Lssigned to a ed a comes ondin number e .Alternate #1 Alternate # o Alte ate members shall attend all meetinas and mav Darticit)ate in discussions related to ap-enda items or matters, but will not vote on these items or matters. cation of a Egglilar member at a meetin the duties of .�q �re ulqrme�mber includi e of one or ore re ulernbers, the alternate memb is -present shall be seated as a r member, the alternate member assigned with the highest alternate nuqLerical positron will act that place for the remainder of the terni. E11 cpard members shall serve in ordnce with the ision of the approved Bo d ;and Commission Manual. (gg) mmission, unless s-pecifically provided otherwise inances shall serve at the will and -pleasure of the City Council, and may be removed from the office in accordance with City CharteL State law or another applicable ordinance, - Section 2.25 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 Cehair shall preside. In the absence of the Cc -hair. the Vice C,chair shall preside. (c) The Chair shall be a voting member of the Commission. (d) Minutes of the Commission meetingZ-- shall be filed with the City Secretary and distributed to the members of the City Council_Mpgn-Lequest. TIMMUSHOMM I Section 3.1 Officers and Terms of Office Lqj_The oOfficers of the Commission shall be a ehaifffhaffiChair. Vvice-Cehairm-aft and S,secretary. dviso Commission Chair as outlined in Ordinance No. 12281 . �a-)() A member who serves an ter as the Chan ma iae a ointed to serve a fourth consecutive two- g term. (1` As srs n as practicable; after the annual appointment of new commission members by the Ceity Ceouncil, the eeRwiissi-oBoard shall elec4-select from the members a Vice -Chair and Secreta each to serve for one ear. Sh s become yqgant, the Commission shall hold a special election to fill such vacancy for the duration of the ((-,-)(QAll officers shall be subject to removal from office at any time by a vote of the majority of the City _Council."am4s-R�. appointment of a new member to the Connnission or riot to the first time that a nev e bar artci ates in a satin the crew member shall com late the _orientation and trainin re uirements outlined in the City's Board and Commission Fission anu l; Section 3.2 Powers of the Chair The Chairman shall sett" -a���preside at all meetings of the Commission- C*aHTa n shaIi azid perform all duties incident to the office of the Chairman i m4m he z ., and such other duties as may be prescribed by the Commission or the City Council. Section 3.3 Vice -Chair 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 Chairmen,and when so acting shall have the powers of and be sub jectto all restrictions upon the Chairman. The Vice -Chair shall perform other duties as from time to time may be r Described. Section 3.4 Secretary In the absence of the Chairman and the Vice - Chairmen or in the event of their inability or refusal to act, the Secretary shall perform the duties of the Chairman, and when so acting shall have all the powers of and be subject to all restrictions upon the Chairmen. lea- the __bserietfe See a` a � ARTICLE IV MMISS N EAR DUTIES AND _RESPONSIBILITIES Section 4.1 ilities The ditties; and responsibilities of the Senior Advisory Commission shall bg too (a) Act in an advisory capacity to the City Council in all matters pertaining to senior programs and issues, inc udin develd ant of long-range eaortal improvement pz r s which of �, �,g im act. senior citizens. (b) Recommend c oases to policies which imp, fnpfovo--senior citizens, se ter; , ,,�-.� "+ .`' ant �-: (f),Le). Annuafly pPrepare and submit to the City Council a review, I of senior related programs, -an4-services and needs. Sw-h-feview—&.+4-be-s*bm+Ae4-+n-M FISCAL YEAR Section 5.1 Fiscal Year The fiscal f Southlake fiscal year. ARTICLE VI AMENDMENTS TO BYLAWS Section 6.1 end eats to Bylaws f ]rase by1 s a ay be altered, amended o repealed d new bylaws �ma beqdo�t(�d by a majority of the Commission mg �berspresent atany re �Iarmqeetin �,orAny-sserial rneeting� if at least twq days written noti e igiven on an intention to alter. amend g�gal these I or rT—, byla)vLs or to adopt new bylaw,, at such me with a mai Qr voit te by the Commission thetheamended j_ bylaws shall be resented at tl e nest C it Coui e l meotin for ratiCcation. Approval Date: January 10, 2006 Approved By: Senior Advisor-v Conunission LAmendment Date: March 2, 2010 rowed By: CilyCouncil Z Amendment Date: —,App AIM 1�42Q-24 Qel(L LeLL5,2L24 Approved By. Senior Ildvis(y) mv?Li,�sion QjLCoyncil RESOLUTION NO. 24-037 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SOUTHILAKE, TEXAS, AMENDING THE SENIOR ADVISORY COMMISSION BYLAWS, PROVIDING AN EFFECTIVE DATE. Whereas, the City Council created the Senior Advisory Commission as set forth in Ordinance No. 653, dated December 19, 1995; and, Whereas, the Senior Advisory Commission was created to act as an advisory board to the City Council relating to senior programs and issues. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SOUTHILAKE, 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 Senior Advisory 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 15TH DAY OF OCTOBER 2024. ATTEST: Amy Shelley, TRMC City Secretary CITY OF SOUTHLAKE, TEXAS Shawn McCaskill Mayor BYLAWS OF THE CITY OF SOUTHLAKE SENIOR ADVISORY COMMISSION Section 1.1 Purpose The Southlake City Council established the Southlake Senior Advisory Commission to act as an advisory board to the City Council relating to all senior related programs, services, and needs. Section 1.2 Powers In fulfillment of its purpose, the Southlake Senior Advisory Commission shall be governed by the Southlake City Code and other applicable laws. COMMISSION MEMBERS Section 2.1 Composition and Terms of Office (a) The Commission shall consist of seven (7) citizens of the City of Southlake, Texas, who must be at least fifty-five (55) years of age. An exception may be made at the disrection of City Council to appoint no more than two members under the age of 55, who have either education and/or experience which is deemed to be beneficial to the Senior Advisory Commission and shall be appointed by the City Council. Places on the Commission shall be numbered one (1) through seven (7). Each member shall be a citizen of the City at all times while serving on the Senior Advisory Commission. (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 appointment and shall terminate as per the original term being filled. (c) No member may serve on the Senior Advisory Commission 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 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 Senior Advisory Commission, 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 the office in accordance with City Charter, State law or another applicable ordinance. Section 2.2 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 the members of the City Council upon request. ARTCILE III OFFICERS Section 3.1 Officers and Terms of Office (a) The officers of the Commission shall be a Chair, Vice -Chair and Secretary. The City Council will appoint annually the Senior Advisory Commission Chair as outlined in Ordinance No. 1228B. (b) A 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 commission members 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 officers' positions become vacant, the Commission shall hold a special election to fill such vacancy for the duration of the unexpired term. (d) All officers shall be subject to removal from office at any time by a vote of the majority of the City Council. (e) Within thirty (30) days after the appointment of a new member to the Commission, 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 Commission and perform all duties incident to the office of the Chair and such other duties as may be prescribed by the Commission or 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 the powers of and be subject to all restrictions upon the Chair. The Vice -Chair shall perform other duties as from time to time may be prescribed. Section 3.4 Secretary In the absence of the Chair and the 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 restrictions upon the Chair. ARTICLE IV BOARD DUTIES AND RESPONSIBILITIES Section 4.1 Duties and Responsibilities The duties and responsibilities of the Senior Advisory Commission shall be to: (a) Act in an advisory capacity to the City Council in all matters pertaining to senior programs and issues, including development of long-range capital improvement programs which impact senior citizens. (b) Recommend changes in policies which impact senior citizens. (c) Annually prepare and submit to the City Council a review of senior related programs, services and needs. ARTICLE V FISCAL YEAR Section 5.1 Fiscal Year The fiscal year of the Senior Advisory Commission shall run with the City of Southlake fiscal year. I\►1101►`1 My 1 OWN C-12 Da 111•41I\L�ly 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 Commission members present at any regular meeting, or any special meeting, if at least two (2) days written notice is given on an intention to alter, amend, or repeal these bylaws or to adopt new bylaws at such meeting. Once approved with a majority vote by the Commission, the amended bylaws shall be presented at the next City Council meeting for ratification. January 10, 2006 AuSenior Advisory Commission 1;1xtti Iart,: °``. March 2, 2010 Apttiud B` .: City Council lrrtradrettt`Dat''` May 14, 2024 Air©vd B.> 'Senior Advisory Commission October 15, 2024 Ci Council