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Item 4B - Staff Report9 CITY OF SOUTHLAKE MEMORANDUM August 27, 2024 To: Alison Ortowski, City Manager From: Amy Shelley, City Secretary Item 4B 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. 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 Redline Version REVISED BYLAWS OF THE CITY OF SOUTHLAKE SENIOR ADVISORY COMMISSION ARTICLE I 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 in all mayors pei4aini ^ 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 and shall a-ve all the powers set f i4 in -the Southlake City Code and other applicable laws. ARTICLE II COMMISSION MEMBERS Section 2.1 Composition and Terms of Office (a) The Commission shall consist of seven (7) res'scitizens 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. (bb) 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 91, 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. f}-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. M IN L.-M ....... . . a.- IM.W.W, E.Im 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 Cehair 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. PH ARTCILE III OFFICERS Section 3.1 Officers and Terms of Office The oOfficers of the Commission shall be a ehaifm Chair, Vvice-Cehairman and Ssecretary. The City Council will appoint annually the Senior Advisory Commission Chair as outlined in Ordinance No. 1228B. (a)(b) A member who serves any term as the Chair may be appointed to serve a fourth consecutive two-year term. N(c) At the first regular et=ng o'l owingAs soon as practicable, after the annual appointment of new commission members by the Ceity Ceouncil, the Board shall eleet-select from the members a Vice -Chair and Secretary, each to serve for ones 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. by rit<, vote from the members, chair -,chair-, n secretary, c to t« ' <� ____ n vice _____<r o serve .< n ivvv Ye + or -until their- successors afe elected-. (O(d) Any -All officers shall be subject to removal from office at any time by a vote of the majority of the City Council. Cemmission. of the Commission fnembers a4 the n&A regular- scheduled meeting, following the effective ante f the N aea ,n<. Within thirty Q0) 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 Chairman The Chairman shall set the agenda for an preside at all meetings of the Commission. —The rha:,..,. a shall and perform all duties incident to the office of the Chairman inel ding the appointment of all eemmi#ees and subee,,,.,. iaees of the Conff issio„ and such other duties as may be prescribed by the Commission or the City Council. Section 3.3 Vice -Chairman In the absence of the Chairs or in the event of his/her inability or refusal to act, the Vice - Chairman -shall perform the duties of the Chairman, and when so acting shall have the powers of and be subject to all restrictions upon the Chairman. The Vice -Chair shall perform su h-other duties as from time to time may be assigned to h;m'hef b the Cr,.,;...,, a of the Commis 4en.prescribed. Section 3.4 Secretary The Seeretary shall ensure that the minutes of eaeh Commission fneefin shall be filed with the City Seer-etai-y, and in general shall per-fefm all other- duties as ffom time to time may be assigned to him,er- by the Chair -man of the r^nuniss on. In the absence of the Chairman and the Vice - Chairman 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 Chairman. in the absenee ofthe Seer-etafy,-tle Chakman or actingChairman shall designate a r,..,,missio member t perform the duties of See retry Offieer-s who are members of the Gonimission shall not ---- salary or- consider-ation their- ARTICLE IV 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, includingdevelopment of long-range capital improvement programs which impact senior citizens. (b) Recommend changes in policies which impact breve —senior citizens. serviees and R- - .es�re:*asss. (f)Cc) Annually p-repare and submit to the City Council a review eA of senior related programs,-an4-services and needs. Sueh feview shall be submitted in May, prior- t the elec4ie f e ffieefs 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. ARTICLE VI AMENDMENTS TO BYLAWS Section 6.1 Amendments to Bylaws These bvlaws may be altered, amended or revealed and new bvlaws may be adopted by a maiorit of the Commission members present at any regular meeting, or any pecial 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. Approval Date: January 10, 2006 Approved Bv: Senior Advisory Commission LAmendment Date: March 2, 2010 Approved By: City Council 2. Amendment Date: May 14, 2024 October 15, 2024 Approved By: Senior Advisory Commission OOLGouncil RESOLUTION NO. 24-037 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SOUTHLAKE, 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 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 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 15T" DAY OF OCTOBER 2024. ATTEST: Amy Shelley, TRMC City Secretary CITY OF SOUTHLAKE, TEXAS Shawn McCaskill Mayor Exhibit A BYLAWS OF THE CITY OF SOUTHLAKE SENIOR ADVISORY COMMISSION ARTICLE I 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 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. ARTICLE II 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. 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 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. Approval Date: 11 January 10, 2006 y. Approved By-1 Senior Advisory Commission LAmendment Date: March 2, 2010 Approved By: CityCouncil 2. Amendment Date: May 14, 2024 October 15, 2024 Approved By: Senior Advisory Commission City Council