2025 Boards and Commissions ProgramBOARDS & COMMISSIONS
PROGRAM
2025 WINTER WORKSHOP
PURPOSE
Brief Program Overview
Policy Considerations
Feedback
ESTABLISHES BOARDS,
COMMISSIONS AND
COMMITTEES
BOARDS, COMMISSIONS & COMMITTEES
ORDINANCE NO. 1228C
ESTABLISHES
TERMS & TERM LIMITS
PROVIDES GUIDANCE
•Orientation
•Attendance
•Officer Appointments
•Staff Liaison
*Exception: Southlake
Youth Action Commission
MEMBERS APPOINTED BY
CITY COUNCIL
•2-Year Terms
•3 Term Limits
Exceptions:
•P&Z, SYAC , TIRZ
POLICY CONSIDERATIONS
Current
Language
A member who serves
any term as the Chair
may be appointed to
serve a fourth
consecutive two-year
term on the same
board, commission or
committee. (Sec. 2.122)
Option
A member who serves
any term as the Chair
may be appointed to
serve up to three
additional consecutive
two-year terms on the
same board, commission
or committee
“If a member of a city board,
commission, or committee is
appointed as Chair of the same
board, commission, or committee,
they may be appointed to serve up
to three additional consecutive
two-year terms. This applies solely
to the specific board, commission,
or committee for which they are
Chair and does not extend to any
other board, commission, or
committee where they may
serve.”
CHAIR TERM LIMITS
Clarify in Sec. 2.120 (b)
POLICY CONSIDERATIONS
ALLIANCE FOR COMMUNITY ENGAGEMENT (ACE)
SPIN Standing
Committee
1993
Community
Engagement
Committee (CEC)
2013
Alliance for
Community
Engagement (ACE)
2022
ACE Purpose: Foster
meaningful
communication and
engagement between
the community and the
City to strengthen
transparency, public
involvement &
collaboration and to
enhance community
spirit.
POLICY CONSIDERATIONS
ALLIANCE FOR COMMUNITY ENGAGEMENT (ACE)
WORK
•SPIN Town Hall Forums
•Citizen Satisfaction
Survey Question
Feedback
•Website Feedback
•Letters to Santa Booth
CURRENT
STATUS
•On a Hiatus
•4 Appointed Members
•8 Vacancies
Re-engage Board & Appoint Additional Members
Continue Hiatus and Re-evaluate in Future
Sunset Board
OPTION
A
OPTION
B
OPTION
C
POLICY CONSIDERATIONS
ALLIANCE FOR COMMUNITY ENGAGEMENT (ACE)
Discussion & Feedback
SOUTHLAKE SISTER CITIES
BACKGROUND
•Non-Profit Organization, est. 1991.
•Fostering global understanding, friendship and
communication through education and
exchanges.
•Member of Sister Cities International.
•Board of Directors
•8 Members, including 4 Officers
•SSC Youth Board – 8 Members, 1 Ex-Officio
Sister City: Tome City, Japan (1991, 2005)Friendship City: Wuzhong District, China (2010)
Arrange Youth Ambassador Trips
Host Youth Ambassadors
Annual Mug Design & Artwork Contest
Keep Southlake Beautiful Street Adoption
High School Senior Scholarships
SOUTHLAKE SISTER CITIES
PROGRAMMING HIGHLIGHTS
•$8,100 – Community Services Agreement
•$9,840 –Chaperone Travel, Lodging &
Expenses; SCI Membership, Sister City Gifts
Financial Support – FY25 Budget
•Staff Liaison and Administrative Assistance
•Exchange Chaperone
•Meeting Room Use
Programming Support
CITY ROLESOUTHLAKE SISTER CITIES ROLE
•Act as the official liaison between
Southlake sister and friendly cities.
•Serve as host for visitors, including the
arrangement of overnight
accommodations, meals, touring,
transportation, official receptions, etc.
•Promote program to citizens.
•Represent Southlake in exchange visits.
Community Services Agreement
SOUTHLAKE SISTER CITIES
CITY PARTNERSHIPS
SOUTHLAKE SISTER CITIES
PROGRAM MODELS
Non-Profit Organization
Independent 501(c)(3)
Board of Directors
Relies on sponsorships,
fundraising and volunteers to
operate
City Managed Program
Operated under municipal
governance
Formal advisory board
Funded through the city
budget
Hybrid Program
Combination of non-profit
and City managed
City may provide funding,
staff support, or oversight
Non-profit handles day-to-
day operations: fundraising,
volunteers, and programming
•Assume day-to-day operations of
program.
•Serve as liaison with Sister/Friendship
City; require translation services.
•Coordinate exchange visits to/from
including securing host families &
overnight accommodations, meals,
touring, transportation, official
receptions, etc.
•May require additional staff or
elimination of other programming.
OPERATIONAL IMPACT FINANCIAL IMPACT
•Staff time to provide support to Board or
Commission.
•Translation services for communication
with Sister/Friendship cities.
•Marketing to promote program and
recruit host families and youth
ambassadors.
•Additional FTE to run program.
SOUTHLAKE SISTER CITIES
OPERATIONAL & FINANCIAL CONSIDERATIONS
CITY MANAGED MODEL
SOUTHLAKE SISTER CITIES
STRATEGIC ALIGNMENT
SOUTHLAKE SISTER CITIES
STRATEGIC ALIGNMENT
Safety & Security The establishment and maintenance of protective measures and policies that
reduce danger, risk or injury to individuals who live, work or visit the City of
Southlake and their property.
Infrastructure &
Development
Capital assets that provide City services within Southlake, such as parks,
buildings, water, sewer, drainage systems, sidewalks, trails, and roadway systems,
and quality development that ensures an attractive, safe, financially viable, and
sustainable community.
Partnerships &
Volunteerism
Performance
Management & Service
Delivery
The active promotion of alliances through community involvement focused on
giving time, energies, or talents to individuals and groups for the enrichment of
the Southlake community and its strategic affiliations.
The formalized, results-oriented method used to apply best management
practices and fact-based decision making to measure, monitor, and improve
performance toward meeting strategic objectives, providing services, and
enhancing accountability.
SOUTHLAKE SISTER CITIES
Continue with the current relationship?
Explore a stronger partnership under the hybrid
model?
Explore transitioning to a city-managed program?
Does the Council desire to further explore a different
approach with Southlake Sister Cities?
DISCUSSION & FEEDBACK
OPTION
A
OPTION
B
OPTION
C
Questions?
2025 WINTER WORKSHOP