2012-10-09 SAC PacketCITY OF
SOUTHLAIE
MEMORANDUM
September 26, 2012
TO: Senior Advisory Commission
FROM: Kari Happold, Deputy Director of Community Services
SUBJECT: Agenda Item Comments for Senior Advisory Commission Meeting
Tuesday, October 9, 2012 at 1:00 p.m.
1. Agenda item No. 2A. Consent: Approval of the September 11 2012 regular Senior
Advisory Commission meeting minutes — Please include any corrections to the
minutes in your motion.
2. Agenda Item No. 2B. Consent: Approval of the October 1 2012 special Senior
Advisory Commission meeting minutes — Please include any corrections to the
minutes in your motion.
3. Agenda Item No. 3. Discussion:
A. Guest Presentation — Boards and Commissions Orientation by Pilar Schank
City of Southlake Communications & Website Manager — The City Council
has worked hard over the last 18 months to develop tools to assist you in your
appointed volunteer efforts for the City. Pilar Schank, Website and
Communications Manager, will conduct a brief orientation for the Senior
Advisory Commission and to distribute the tools on behalf of the City Council.
B. Minimum Age for Senior Center Membership — The purpose of this item is to
discuss whether a change is needed regarding the age limit for membership
at the Center.
4. Agenda Item No. 4. Reports:
A. Senior Center Coordinator — This is an opportunity for the Center's
coordinator to present information about existing and future programs and
activities.
B. Metroport Meals on Wheels — This item is a standing item on the agenda to
allow for a report on the MMOW program.
C. Call A Ride Southlake— This item is a standing item on the agenda to allow for
a report on the CARS program.
D. SPIN -- This item was added to the agenda at the request of Chair Baltimore.
City of Southlake Values.
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Senior Advisory Commission
Meeting Date — October 9, 2012
Page 2 of 3
E. Southlake Steering Committee- This item is a standing item in order for the
Commission members to receive information about monthly events and
activities at the Senior Center and within the Steering Committee.
F. Southlake Senior Funding, Inc. — This item is a standing item on the agenda
to allow for a report on Southlake Senior Funding, Inc., (SSFI).
G. City Manager's Office & Community Services — This is a standing item on the
agenda to allow for an update from the City's Communications and Website
Manager Pilar Schank regarding current developments.
H. Guest Schedule — The following guest speakers are scheduled at this time.
• November 13 Baylor Regional Medical Center GV
President Steve Newton and
Dee Dee Ogrin, Marketing Director
• December 11 City Finance Director Sharen Jackson
(pending)
Please advise staff of suggested speakers for future SAC meetings so guests
may be invited and confirmed in advance.
5. Agenda Item No. 5. Public Forum — This is the public's opportunity to address the
Commission about non -agenda items. During this proceeding it is important that the
Commission not deliberate (discuss among yourselves) or take action on any item
brought up at this time. The Commissions' options during this topic are 1) to listen, 2)
ask questions and respond to the presenter only, 3) request staff to look into the
issue and report back to the Commission and/or 4) request that the Chair put the
item on a future agenda for the Commission to discuss or consider.
6. FYI, as usual your packet contains a copy of the SAC Attendance Log for your
information.
We appreciate your commitment and service to the City and the Senior Advisory
Commission. If you have any questions prior to the meeting, please feel free to call me.
As always, we appreciate your commitment and service to the City.
Kari Happold
STAFF CONTACT INFORMATION:
Telephone — (817) 748-8203
Facsimile — (817) 748-8027
1400 Main Street, Suite 210, Southlake, Texas 76092-6242
Chris Tribble, Director of Community Services, 817-748-8021, (ctribb1e@0.south1ake.tx.us)
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Senior Advisory Commission
Meeting Date — October 9, 2012
Page 3 of 3
Nancy Brown, Senior Services Coordinator, 817-748-8398, (nbrown@ ci.southlake.tx.us)
Candice Edmondson, Assistant to the Director, 817-748-8311, (csanders@ ci.southlake.tx.us)
Karl Happold, Deputy Director of Community Services, 817-748-8018, (khappold@ ci.southlake.tx.us)
Linda Carpenter -Elgin, Administrative Secretary, 817-748-8184; (!carpenter@ ci.southlake-U.us)
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
CITY OF
SOUTHLAIE
SENIOR ADVISORY COMMISSION: Tuesday October 9, 2012
LOCATION: Senior Activities Center
307 Parkwood Dr
Southlake, Texas 76092
TIME: 1:00 P.M.
AGENDA:
1. Call to Order
2. Consent
A. Approval of the September 11, 2012 regular Senior Advisory
Commission meeting minutes
B. Approval of the October 1, 2012 special Senior Advisory Commission
meeting minutes
3. Discussion
A. Guest Presentation — Boards and Commissions Orientation by Pilar
Schank, City of Southlake Communications & Website Manager
B. Minimum Age for Senior Center Membership
4. Reports
A. Senior Center Coordinator
B. Metroport Meals on Wheels
C. Call A Ride Southlake
D. SPIN
E. Southlake Steering Committee
F. Southlake Senior Funding, Inc.
G. City Manager's Office & Community Services
H. Guest Schedule
5. Public Forum
6. Consider: There are no items for this meeting.
7. Adjournment
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Senior Advisory Commission
Meeting Date — October 9, 2012
Page 2 of 2
CERTIFICATE
i hereby certify that the above agenda was posted on the official bulletin boards at
Town Hall, 1400 Main Street, Southlake, Texas, on Friday, October 5, 2012 by 6:00
p.m. pursuant to Chapter 551 of the Texas Government Code.
Alicia Richardson, TRMC
City Secretary
If you plan to attend this public meeting and have a disability that requires special needs, please advise the City
Secretary 48 hours in advance at 817.748.8016 reasonable accommodations will be made to assist you.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
aCITY OF
SOUTHLAKE
Senior Advisory Commission Meetin :
September 11, 2012
LOCATION: Southlake Senior Activities Center
307 Parkwood Dr
Southlake, Texas
Members Present: Chair David Baltimore, Vice Chair Dick McCauley, Secretary Nancy
Sporn; SAC members Jean Boland, Charlie Boyd and Marge Kyle
Commission Members Absent: Beverly Blake, Patricia Burnett and Jeanette
Gossage
Staff Members Present: Kari Happold, Deputy Director of Community Services, Nancy
Brown, Senior Services Coordinator, and Communications and Website Manager Pilar
Schank
Guests: Giovanni Capriglione, Candidate for State Representative
Liaisons: MMOW representative Darla Fowler; and Bemie McCauley, SSFI
representative
Public Forum: None
Agenda Item No. 1. Call to Order -- The meeting was called to order by Chairman
Baltimore at 1:05 p.m.
Agenda Item No. 3. Discussion
A. Guest Presentation — State Representative Candidate Giovanni
Capriglione — State Representative Giovanni Capriglione spoke about
state issue and developments.
B. Senior Advisory Commission Written Report to City Council — The
Commission reviewed the proposed report to be provided to City Council
for the October 2, 2012 meeting. City Council will interview and make SAC
appointments in October.
Agenda item No. 2A. Consent: Aporoval of the August 14 2012 regular Senior Advisory
Commission meeting minutes — There were not corrections to the minutes
City of Southlake Values.
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
?R
Senior Advisory Commission
Minutes of the September 11, 2012
Page 2 of 3
A motion was made to approve the minutes of the August 14, 2012 meeting.
Motion: McCauley
Second: Boland
Ayes: Baltimore, Boland, Boyd, Kyle, McCauley and Sporn
Nays: None
Vote: 6-0
Motion Carried.
Agenda Item No. 4. Reports
A. Senior Center Coordinator — This is a standing item to update the
Commission. Senior services coordinator Brown reported hiring Angela
Fincher as an additional recreation specialist to assist with operations at
the Center in addition to the two part-time bus drivers. Attendance was low
in August but is beginning to increase. SAC members were provided
information regarding the senior program "Seniors Support Southlake." A
suggestion was made to inform the Southlake Chamber of Commerce
about the program, which could help publicize the program.
B. Metroport Meals on Wheels Report -- This is a standing item to update the
Commission. The monthly report for August was distributed by Darla
Fowler.
C. CARS Report — The CARS report was distributed by Dick McCauley in
Neal Perkins' absence. Two board members are needed for CARS.
D. Southlake Steering Committee — A brief report was given by Dick
McCauley about the Committee's activities. A Steering Committee
meeting was not held last month due to lack of a quorum. Fundraising
was discussed.
E. Southlake Senior Funding, Inc. — Dick McCauley reported on recent SSFI
activities. Mr. McCauley and others attended a planning meeting where
the multipurpose facility was discussed. The seniors present said the
proposal did not have adequate space for the seniors; however, they were
reminded the proposal document presented was only a conceptual layout
and was not a construction document with dimensions and actual
designed elements of the facility.
F. Cily Manager's Office & Community Services — Communications &
Website Manager Pilar Schank provided information regarding the
FY2013 budget, spraying for West Nile virus and the North Park grand
opening event September 20, 2012.
City of Southlake Values.
Integrity ♦ Innovation ♦ Accountability + Commitment to Excellence ♦ Teamwork
Senior Advisory Commission
Minutes of the September 11, 2012
Page 3 of 3
G. Guest Schedule — The Commission discussed the possibility of having
Finance Director Sharen Jackson as the guest speaker for October and
City Manager Shana Yelverton as the speaker in November.
Agenda Item No. 5. Public Forum
David Baltimore, Chair of the Senior Advisory Commission and longtime Southlake
resident, spoke about proposed Silvercreek at Southlake retire mentiassisted living
center to be developed at the intersection of North White Chapel Blvd. and SH 114 and
encouraged members to learn more about the new facility by attending the SPIN
meeting to be held September 24, 2012 in Town Hall.
Agenda Item No. 6.Ad'ournment.
A motion was made to adjourn the meeting around 2:50 p.m.
Motion:
Sporn
Second:
Kyle
Ayes:
Baltimore, Boland,
Nays:
None
Vote:
6-0
Motion Carried.
David Baltimore, Chair
Boyd, Kyle, McCauley and Sporn
Kari Happold, Deputy Director
Community Services
A tape recording of this meeting is available upon request from the Office of City Secretary.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
9-p'
Jean Boland (Place 1)
Charles Boyd (Place 3)
Patricia Burnett (Place 2)
Jeanette Gossage (Place 8, Alt 1)
Marge Kyle (Place 7)
Richard McCauley (Place 6, V-Chair)
Nancy Sporn (Place S, Sec)
STAFF
Karl Happold
Nancy Brown
Pilar Schank
GUESTS
Neal Perkins (CARS)
Darla Fowler (MMOW)
Bernie McCauley (SSC)
State Rep. Giovanni Capriglione
(Guest Speaker)
Milton Blake
CITY OF
i SOUTHLAKE
Senior Advisory Commission Sign -in Sheet,,.-�
Septmeber 11, 2012 i
Senior Activ' nter
David Baltimore (Place 4, Chair)
Beverly Blake (Place 9, Alt. 2)
c )1 •• y <
I
tc - q
CITY OF
SOUTHLAKE
Special Senior Advisory Commission Meeting
October 1, 2012
LOCATION: Southlake Town Hall — Executive Conference Room
Southlake, Texas
Members Present: Chair David Baltimore, Vice Chair Dick McCauley, Secretary Nancy
Sporn; SAC members Beverly Blake, Jean Boland, Charlie Boyd, Patricia Burnett and
Marge Kyle
Commission Members Absent: Jeanette Gossage
Staff Members Present: Jim Blagg; Assistant City Manager, Chris Tribble, Director of
Community Services, Kan Happold, Deputy Director of Community Services, Nancy
Brown, Senior Services Coordinator-, Assistant to the Director, Candice Edmondson,
and Communications & Website Manager Pilar Schank
Guests: Mayor John Terrell
Liaisons: None
Public Forum: None
Agenda Item No. 1. Call to Order — The meeting was called to order by Chairman
Baltimore at 2:30 p.m.
Agenda Item No. 3A. Discussion: Communi Recreation Center — A summary of the
meeting is below. Assistant City Manager Blagg summarized the purpose of the
meeting concerning the multipurpose community facility and provided background
information on the progress of the proposal to date. Director Tribble presented a
PowerPoint presentation addressing details about the feedback that has been received
from senior citizen stakeholders since 2006, current facility and future facility space
allocations, as well as the design layout, features and amenities of the proposed facility.
The current senior center located at 307 Parkwood Drive is approximately 4,200 square
feet. The current square footage of the proposed conceptual design of the Community
Recreation Center planned for Bicentennial Park is 102,000 sq. ft., which includes 4,454
sq. ft. specifically dedicated for senior adult space. The facility also includes shared
community and class space, exercise and fitness space, large gymnasium, aquatics
and fitness space, as well as other recreational spaces. Director Tribble presented the
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Special Senior Ad%isory Commission
Minutes of the October 1, 2012
Page 2of4
current conceptual design to the Commission and requested feedback from each Senior
Advisory Commission member in attendance.
The Commission was asked to provide feedback individually. The following notes were
part of that discussion.
Chairman Baltimore had no questions about the facility as presented in the PowerPoint.
Commission member Boland inquired about lockers. Questions were how would they be
assigned, would locks be furnished, are lockers shared and will lockers be segregated
from the senior center section? Participant provides locks, lockers are shared, and the
lockers are segregated from rest of the facility.
Commission member Boyd commented about the school district bond election that was
defeated 2:1. He inquired about the success probability of a City bond election to fund
the facility. Mayor Terrell responded with information that may affect a bond issue -- the
current economic environment, and voter age demographics. A community facility has
been the number one priority on the community surveys for several years. The
probability of the bond success depends on community involvement in the election,
sharing information and promoting the facility's benefits to multiple demographic voters
as a multipurpose facility, not as a sole senior center.
Commission member Boyd inquired about the dollar amount that will be requested for
the bond election to fund the multipurpose facility. Mayor Terrell responded the dollar
amount will be determined based on many factors, some including exactly what is built,
phasing of the project, and utilizing several different revenue streams. City Council may
look at many options. Referendum language for the ballot is critical and the wording will
be done after City Council receives all the details and cost estimation is completed.
Director Tribble talked about the timing for collecting community and board feedback
and the steps involved in a bond election. The City Manager Office and the City Council
will develop the proposition ballot language. The next step for staff will be to develop a
3-demenisonal flyover video of the facility, at the same time finalizing the revenue
estimates and construction costs.
Commission member Burnett inquired about the visibility of the facility to the public. The
facility will be very visible, and it's placement in Bicentennial Park will be perfect as a
central area to draw people.
Commission member Sporn spoke about lack of adequate parking at the senior facility
in North Richland Hills and inquired about the parking situation for the proposed facility.
Ample parking (approximately 300 spaces) will be designed for the facility with the
handicapped parking closest to the facility.
Commission member Sporn inquired if the arts and crafts rooms will be used during the
day for programs other than senior activities. Senior programs will have priority use of
City of Southlake Values.
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Special Senior Advisory Commission
Minutes of the October 1, 2012
Page 3 of 4
the multipurpose rooms. However, the rooms may be used for other adult programming
activities when not in use by the seniors.
Mayor Terrell commented on the size of the senior area and the efficiency of the space
design than is now available in the current facility. The extracurricular activities will be
accommodated with the senior programming taking priority.
Commission member Sporn inquired where the children classes will be held. Children
and youth programs will be held on a separate upper level of the facility.
Commission member Kyle agreed with everything that was presented and discussed.
Commission member Blake inquired where Bridge would be held. The proposed facility
offers many opportunities where Bridge may be held including the arts and crafts/ class
rooms.
Vice Chair McCauley inquired about the location of the catering kitchen and small senior
kitchen and a separate senior fitness area (similar to Euless). Director Tribble located
the kitchens on the proposal and explained where the walking/jogging track is located
on the upper level, accessible by elevator. A smaller separate senior fitness area to
include limited equipment is provided in the plan.
Commission member Sporn commented that a treadmill or stationary bike would
probably be most desirable equipment for seniors.
A game room with billards tables will be located in a separate room.
Vending machines will be available in the facility.
Vice Chair McCauley commended staff on their preparation for this meeting and the
presentation, adding he was more optimistic than in the past.
Commission member Blake inquired about the timeline. Director Tribble explained a
bond election is targeted for May 2013. If the election is successful, design could begin
as early as June 2013. Construction could start in October 2014, with a grand opening
in May 2016.
Following discussion by the Commission on the proposed conceptual design of the
Community Recreation Center and the individual comments and concerns were
expressed, the consensus of the Commission was in unanimous support of the senior
space as presented by staff during this meeting.
Director Tribble will present the same presentation to City Council at their October 2,
2012 meeting to obtain Council's direction on space allocation for seniors for the facility,
and will relate the Senior Advisory Commission is in favor of the proposed space
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
49-- 0 3
Special Senior Advisory Commission
Minutes of the October 1, 2012
Page 4 of 4
allocations for seniors as presented at this October 1, 2012 special Senior Advisory
Commission meeting.
Agenda Item No. 3.Adiournment.
A motion was made to adjourn the meeting at 2:47 p.m.
Motion: Burnett
Second: Boland
Ayes: Baltimore, Blake, Boland, Boyd, Burnett, Kyle, McCauley and Sporn
Nays: None
Vote: 8-0
Motion Carried.
David Baltimore, Chair
Kari Happold, Deputy Director
Community Services
A tape recording of this meeting is available upon request from the Office of City Secretary.
City of Southlake Values.
Integrity ♦ Innovation ♦ Accountability ♦ Commi ent to Excellence ♦ Teamwork
Subpart A - GENERAL ORDINANCES
Chapter 2 - ADMINISTRATION
ARTICLE V. - BOARDS, COMMISSIONS AND COMMITTEES
DIVISION 4. - SENIOR ADVISORY COMMISSION
DIVISION 4. - SENIOR ADVISORY COMMISSION
Sec. 2-241. - Senior advisory commission.
Sec. 2-242. - Number, aualifications and terms.
Sec. 2-243. - Senior advisory commission meetings and by-laws.
Sec. 2-244. - Duties and responsibilities.
Secs. 2-245-2-254. - Reserved.
Sec. 2-241. - Senior advisory commission.
There is hereby established the senior advisory commission for the city referred to in this division as the
"Senior Advisory Commission."
(Ord. No. 653, § 1, 1-2-96; Ord. No. 653-A, § 1, 5-5-98; Ord. No. 969, § 1, 4-6-2010)
Sec. 2-242. - Number, qualifications and terms.
(a) The senior advisory commission shall consist of seven citizens of the city, who must be at least 55
years of age. An exception may be made at the discretion 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. The city council shall appoint members for two-year
terms.
(1) Interested residents of the city, who meet the above requirements shall submit an application
to the city secretary.
(2) The appointment process shall be consistent with the city council interview procedure for
other boards and commissions.
(b) The council shall appoint members who shall serve their terms, without compensation, until their
successors are appointed. All appointments to fill unexpired terms shall terminate as per the original
term being filled.
(c) The city council shall also appoint two persons to serve as alternate members. Such members
shall meet the qualifications for the senior advisory commission, shall attend all meetings, shall serve
for a term of one year from the date of the appointment, and shall not be entitled to vote unless they are
sitting in for an absent senior advisory commission member.
(d) Vacancies shall be filled as need arises. The senior, advisory commission has the authority to
move alternate members to full member status as need arises. When the number of senior advisory
commission members and alternate members falls below seven, the city council will be requested to fill
the vacancies as soon as possible.
(Ord. No. 653, § 2, 1-2-96; Ord. No. 653-A, § 2, 5-5-98; Ord. No. 969, § 1, 4-6-2010)
Southlake, Texas, Code of Ordinances
Page 1 of 2
Subpart A - GENERAL ORDINANCES
Chapter 2 - ADMINISTRATION
ARTICLE V. - BOARDS, COMMISSIONS AND COMMITTEES
DIVISION 4. - SENIOR ADVISORY COMMISSION
Sec. 2-243. - Senior advisory commission meetings and by-laws.
At the first regular session following the appointment of new board members by the city council, the
senior advisory commission shall select from the members a chairman, vice-chairman, and secretary
for two-year terms and until their successors are elected. The senior advisory commission shall adopt
bylaws to govern the holding of its meetings which, at a minimum, shall encompass the following:
(1) Regular meetings shall be held once a month.
(2) Manner of holding and calling special meetings.
(3) Majority of members shall constitute a quorum.
(4) Members not planning to attend a regular meeting or special meeting shall notify the
chairman of the senior advisory commission or the designated city staff by 12:00 noon of the
meeting day.
(5) Any member, or alternate member with unexcused absences from three consecutive regular
meetings or not exhibiting interest in the work of the senior commission shall be reported to the
city council which may, at its discretion, remove the commission member and appoint a
replacement.
(6) Minutes of each senior advisory commission meeting shall be filed with the city secretary and
distributed to members of the city council.
(Ord. No. 653, § 3, 1-2-96; Ord. No. 653-A, § 3, 5-5-98; Ord. No. 969, § 1, 4-6-2010)
Sec. 2-244. - Duties and responsibilities.
The duties and responsibilities of the senior advisory commission shall be to:
(1) 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.
(2) Recommend changes in policies which impact senior citizens.
(3) Annually prepare and submit to city council a review of senior related programs, services and
needs.
(Ord. No. 653, § 4, 1-2-96; Ord. No. 653-A, § 4, 5-5-98; Ord. No. 969, § 1, 4-6-2010)
Secs. 2-245-2-250. - Reserved.
Southlake, Texas, Code of Ordinances
Page 2 of 2
Subpart A - GENERAL ORDINANCES
Chapter 2 - ADMINISTRATION
ARTICLE V. - BOARDS, COMMISSIONS AND COMMITTEES
DIVISION 2. - SOUTHLAKE PROGRAM FOR THE INVOLVEMENT OF NEIGHBORHOODS
Subdivision - Articles of Organization
Subdivision Il. - Articles of Organization
Sec. 2-191. - Article I: Definitions.
Sec. 2-192. - Article I I: Purpose.
Sec. 2-193. - Article III. Organization.
Sec. 2-194. - Article IV: Annual elections.
Sec. 2-195. - Article V: SPIN neighborhood councils.
Sec. 2-196. - Article VI: Code of conduct.
Sec. 2-197. - Article VII: Compliance.
Secs. 2-198-2-215. - Reserved.
Sec. 2-191. - Article I: Definitions.
The following words, terms and phrases, when used in this subdivision, shall have the meanings
ascribed to them in this section, except where the context clearly indicates a different meaning:
SPIN means the Southlake Program for the Involvement of Neighborhoods, as established by
Ordinance No. 598, as amended.
SPIN executive committee consists of the officers of SPIN, chairperson, vice -chairperson and
secretary, together with the designated, nonvoting representative of the city manager's office.
SPIN neighbor means any citizen of the city.
SPIN neighborhood means each of the SPIN standing committee designated areas of the city, as
defined in exhibit A.
SPIN neighborhood council means the body of SPIN neighborhood residents who will collectively
coordinate and communicate, through their SPIN standing committee representative, with the city
council and/or city staff.
SPIN senior delegate means a citizen of the city appointed to the SPIN standing committee by the city
council, who is at least 55 years of age at the time of appointment.
SPIN standing committee includes the SPIN standing committee representatives, the SPIN teen
delegate, and the SPIN senior delegate, each appointed by the city council according to Ordinance No.
598, as amended, and a designated, nonvoting representative of the city manager's office.
SPIN standing committee representative means the city council appointed member of the SPIN
standing committee from each SPIN neighborhood.
SPIN teen delegate means a citizen of the city appointed to the SPIN standing committee by the city
council, who is between the ages of 13 and 19 at the time of appointment.
(Ord. No. 598-A, art. I, 8-20-96)
Cross reference— Definitions generally, § 1-2.
Southiake, Texas, Code of Ordinances
Page 1 of 4 44
y
Subpart A - GENERAL ORDINANCES
Chapter 2 - ADMINISTRATION
ARTICLE V. - BOARDS, COMMISSIONS AND COMMITTEES
DIVISION 2. - SOUTHLAKE PROGRAM FOR THE INVOLVEMENT OF NEIGHBORHOODS
Subdivision II. - Articles of Organization
Sec. 2-192. - Article II: Purpose.
The purpose of this program is to provide a vehicle for citizen participation in the affairs of the city and
to create a forum for neighbor -to -neighbor, neighbor -to -city and city -to -neighbor communication. The
organization's objectives are to:
(1) Direct and channel citizen involvement and participation within the city and its government;
(2) Provide a common meeting ground for neighbors to come together for the free exchange of
ideas on a wide variety of subjects;
(3) Act as a mechanism to leverage the city's wide array of human resources and establish a
public forum that will ensure a permanent, ongoing, communitywide dialogue; and
(4) Include citizens in governmental problem -solving processes.
(Ord. No. 598-A, art. II, 8-20-96)
Sec. 2-193. - Article III: Organization.
(a) Composition of the SPIN standing committee. The city staff initially identified, designated and
defined 16 SPIN neighborhoods in exhibit A to Ordinance No. 598, as amended. Characteristics of
geography, proximity and other homogenetic factors shall be used in their determination. The SPIN
standing committee shall be responsible for maintaining the integrity and applicability of exhibit A, as
the city develops, by reviewing and updating this exhibit annually. The city council shalt appoint a SPIN
standing committee representative from each of the SPIN neighborhoods, an at -large teen delegate, an
at -large senior delegate and their respective replacements. Together they shall constitute the voting
membership of the SPIN standing committee. Each SPIN standing committee representative shall
reside and continue to reside within the SPIN neighborhood he is appointed to represent during the
term of his appointment. A representative of the city manager's office shall be an ex officio, nonvoting
member of the SPIN standing committee. A quorum, for the purpose of conducting business, shall
consist of six voting members.
(b) Officers. The SPIN standing committee shall elect from its members a chairperson, a
vice -chairperson and a secretary, who, together with the designated, nonvoting representative of the
city manager's office, shall make up the SPIN executive committee. The roles and responsibilities of the
SPIN officers and the SPIN executive committee are as follows:
(1) Chairperson. The chairperson shall be the chief executive officer of the SPIN standing
committee and the SPIN executive committee, and shall be responsible for their general
supervision, direction and control. The chairperson shall preside at all meetings of the SPIN
standing committee and the SPIN executive committee.
(2) Vice -chairperson. In the absence, disability, or resignation of the chairperson, the
vice -chairperson shall perform all the duties of the chairperson, and when so acting shall have all
powers of, and be subject to all restrictions on, the chairperson.
(3) Secretary. The secretary shall work with the designated representative of the city manager's
office to ensure that there are appropriate minutes kept of all SPIN standing committee and SPIN
executive committee meetings, and that there is timely public notification of SPIN standing
committee meetings as prescribed by law. The secretary shall be empowered to sign or attest any
Southlake, Texas, Code of Ordinances
Page 2 of 4
Subpart A - GENERAL ORDINANCES
Chapter 2 - ADMINISTRATION
ARTICLE V. - BOARDS, COMMISSIONS AND COMMITTEES
DIVISION 2. - SOUTHLAKE PROGRAM FOR THE INVOLVEMENT OF NEIGHBORHOODS
Subdivision II. - Articles of Organization
documents, required by law, or the business of the SPIN standing committee. In the absence of
both the chairperson and vice -chairperson, the secretary shall function as a temporary
chairperson. In case of the absence, resignation or disability of the secretary, any SPIN standing
committee voting member may be authorized by the chairperson or vice -chairperson, when acting
as chairperson, to perform the functions of secretary.
(4) City managers representative. The city manager's representative is an ex officio, nonvoting
representative, designated by the city manager, who shall be responsible for the administration
and coordination of SPIN standing committee and SPIN executive committee activities. The city
manager's representative will act as parliamentarian.
If an issue requires a decision prior to the next regularly scheduled SPIN standing committee meeting,
the executive committee may make decisions as required for the purpose of conducting the business of
SPIN. Any action taken by the executive committee will be subject to review by the SPIN standing
committee.
(c) Meetings. The SPIN standing committee shall meet on a monthly basis, unless otherwise
approved by the SPIN standing committee. No two consecutive monthly meetings may be omitted.
Each meeting is to be open to all SPIN neighbors with public notice of the place, time and purpose of
said meeting given, as required by law. Inclusive of these meetings, the SPIN standing committee and
the city council shall meet in joint session at least four times a year.
(d) SPIN report to city council. The agenda of every regularly scheduled city council meeting shall
provide SPIN the opportunity to report SPIN neighborhood activities, needs and concerns.
(e) Removal of a standing committee representative. A SPIN standing committee representative shall
relinquish his appointment and be replaced, if he resigns, moves out of his respective SPIN
neighborhood, files for public office, violates the SPIN code of conduct, or if the SPIN standing
committee finds that a replacement is necessary so that a SPIN neighborhood is adequately served.
Removal shall be upon the recommendation of the SPIN standing committee and approval of the city
council.
(Ord. No. 598-A, art. III, 8-20-96)
Sec. 2-194. - Article IV: Annual elections.
(a) Process. Annual elections shall be held during the regularly scheduled March meeting of the SPIN
standing committee for its three officers; chairperson, vice -chairperson and secretary. Subject to a
quorum being present, a simple majority of members present shall determine each office, with voting
being in the order of chairperson, vice -chairperson and secretary. The term of each office shall be one
year, with no term limits. A survey shall be distributed to, and completed by, each SPIN standing
committee member at least one monthly meeting prior to the election meeting, indicating that member's
availability to serve as one or more of chairperson, vice -chairperson or secretary. The compilation of
this survey shall be distributed prior to the election meeting and shall serve as the ballot.
(b) Special elections. Upon the resignation of any officer, each officer in the order of chairperson,
vice -chairperson and secretary, shall move up to the next office and serve in that capacity until the next
annual election. If two or more offices become vacant simultaneously, a special election shall be held to
elect replacements for each office to fill the unexpired terms. This special election shall be in
accordance with annual election procedures and begin with the next monthly SPIN standing committee
Southlake, Texas, Code of Ordinances
Page 3 of 4
Subpart A - GENERAL ORDINANCES
Chapter 2 - ADMINISTRATION
ARTICLE V. - BOARDS, COMMISSIONS AND COMMITTEES
DIVISION 2. - SOUTHLAKE PROGRAM FOR THE INVOLVEMENT OF NEIGHBORHOODS
Subdivision 11. - Articles of Organization
meeting. if the office of secretary becomes vacant, a special election shall be held, as above, to elect a
replacement secretary for the remainder of the unexpired term.
(Ord. No. 598-A, art. IV, 8-20-96)
Sec. 2-195. - Article V: SPIN neighborhood councils.
(a) Organization. Each SPIN neighborhood council is provided the latitude to operate, coordinate, and
communicate as deemed appropriate by its SPIN neighbors and SPIN standing committee
representative. Emphasis should be placed on programs and activities designed to improve the quality
of life for city residents. It is the responsibility of the SPIN standing committee representative to provide
leadership and coordination for activities of the SPIN neighborhood council and to provide a
multidirectional channel of communication among the SPIN neighborhood council and the city council
and city staff.
(b) Meetings. Each SPIN neighborhood council shall meet, as often as they determine, but at least
twice during any six-month period. The meetings are to be open to all members of the SPIN
neighborhood with notice of the place, time and purpose of said meetings given at least 72 hours in
advance of each meeting.
(Ord. No. 598-A, art. V, 8-20-96)
Sec. 2-196. - Article VI: Code of conduct.
The SPIN standing committee shall abide by its adopted code of conduct (exhibit 1 to these articles.)
(Ord. No. 598-A, art. VI, 8-20-96)
Sec. 2-197. - Article VII: Compliance.
The city has adopted Ordinance No. 598, as amended, which established the Southlake Program for
the Involvement of Neighborhoods (SPIN) and which shall control and supersede any part or parts of
these articles in conflict with its provisions.
(Ord. No. 598-A, art. VII, 8-20-96)
Secs. 2-198-2-215. - Reserved.
Southlake, Texas, Code of Ordinances
Page 4 of 4
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