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2024-05-14 SAC PacketSenior Advisory Commission Meeting Tuesday, May 14, 2024 LOCATION: LH - Board Room REGULAR AGENDA 1. Call to order 2. Public Forum Opened Closed NAME ADDRESS TOPIC 3. Discussion: (NO VOTE ON DISCUSSION ITEMS) A. Guest Speakers 1. Milenka Lopez — Arts Council Liaison (Report): 2. Library — (Report): 4. Consent: A. Approve minutes from SAC meeting held 04/09/2024 - Presented by: Chair Alford Direction to Staff? MOTION to 2nd Attendance: Chair Alford Schumacher MacDermott Mcllvain Meddings Walter D. Miller C. Maddalena R. McGrail S. Phelps SAC FOR I AGAINST ABSTAIN /WHY? Chair Alford Schumacher B MacDermott J Walter W Meddin s B Mcllvain B. Approve updated SAC bylaws - Presented by: Chair Alford Direction to Staff? MOTION to 2nd SAC FOR AGAINST ABSTAIN / WHY? Chair Alford Schumacher B MacDermott J Walter W Meddin s B Mcllvain 5. Adjournment Adjourn by TIME: pm (Chair to adjourn meeting) CITY OF SOUTHLAKE SENIOR ADVISORY COMMISSION MEETING: TUESDAY, May 14, 2024 LOCATION: THE MARQ SOUTHLAKE Legends Hall — Executive Board Room 285 Shady Oaks Drive Southlake, Texas 76092 REGULAR AGENDA TIME: 1:00 P.M. Call to Order 2. Public Forum (This is the Public's opportunity to address the Senior Advisory Commission about non -agenda items. During this proceeding, the Commission will not discuss, consider or act on any item presented. We respectfully ask that anyone stepping forward to speak during Public Forum to please limit remarks to three minutes or less.) 3. Discussion A. Guest Speakers: 1. Milenka Lopez —Art Council Liaison (Report) 2. Library Representative — (Report) 4. Consent A. Approve the April 9, 2024, Senior Advisory Commission Meeting Minutes B. Approve the proposed bylaws 5. Adjournment A quorum of the City Council, Board, Commission, or Committee may or may not be present at this meeting. CERTIFICATE I her certify that tf2®`�b�a9T4,was posted on the official bulletin boards at Town Hall, 1400 Main Street, So hl e, Texas, Ct1%,�raday, May•`02024, by 6:00 P.M. pursuant to Chapter 551 of the Texas Government Amy becr y, R C Cityary If you plan to attend this public 4&W6and 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 Senior Advisory Commission Meeting Minutes for April 9, 2024 CITY OF SOUTHLAK.,E SENIOR ADVISORY COMMISSION MEETING MINUTES: April 9, 2024 LOCATION: THE MARQ SOUTHLAKE Legends Hall — Board Room 285 Shady Oaks Drive Southlake, Texas 76092 Members Present: Chair MaryLee Alford, Vice Chair Greta Schumacher and SAC members, Emile Keller, Brent Mcllvain, William Meddings Commission Members Absent: SAC Members Bernadette MacDermott and Julie Walters Staff Members Present: Deputy Director of Community Services Ryan McGrail, Hospitality and Sales Manager of Legends Hall at The Marq Southlake Crystal Maddalena, Senior Services Coordinator Soheila Mashat-Phelps 1. CALL TO ORDER Chair MaryLee Alford called the meeting of the Senior Advisory Commission to order at 1:00 P.M. 3ILos 701:i11LTA Chair Alford opened Public Forum at 1:00 P.M. There being no one to address the Commission, Public Forum was closed at 1:00 P.M. 3. DISCUSSION: (No Vote on Discussion Items) A. Guest Speakers a. Ernie Meyer — Chairman Call a Ride Southlake Board of Directors presented the biannual report and was available for questions. b. Soheila Phelps — Senior Services Coordinator presented the quarterly report and was available for questions. B. Review Bylaws — Staff presented current bylaws to the Commission for discussion 4. CONSENT Consent Agenda items are considered routine by the Commission and are enacted with one motion. A. Approve the minutes from the March 12, 2024, S e n i o r A d v i s o ry Commission Meeting Chair Alford presented the Consent Agenda, including approval of the minutes of the March 12, 2024, meeting. Chair Alford asked if there were any revisions to Senior Advisory Commission Meeting Minutes for April 9, 2024 the minutes. No revisions were discussed. APPROVED A motion was made to accept the minutes of March 12, 2024, meeting as read. Motion: Meddings Second: Mcllvain Ayes: Alford, Schumacher, Keller Nays: None Abstention: None Vote: 6-0 Motion passed. 5. ADJOURNMENT Chair Alford adjourned the meeting at 1:47 P.M. Maryl-ee Alford, Chair Crystal Maddalena, Community Services Department A digital recording of this meeting is available by request in the Office of the City Secretary. BYLAWS OF THE CITY OF SOUTHLAKE SENIOR ADVISORY COMMISSION ARTICLE I PURPOSE AND POWERS Section 1.1 Purpose. The Southlake City Council established the 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 Senior Advisory Commission 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) 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 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 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 citizen 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 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 of 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 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 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. In the absence of both the Chair and Vice Chair, the Secretary shall preside. (c) The Chair shall be a voting member of the Commission. (d) Minutes of each Board meeting shall be filed with the City Secretary and made available to the City Council upon request. ARTICLE III OFFICERS Section 3.1 Officers and Terms of Office. (a) The officers of the Board 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) Aboard member who serves any term as the Chair maybe 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 a majority of the City Council. (e) Within thirty (30) days after the appointment of anew 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 Commission and perform all duties incident to the office of Chair and such other duties as may be prescribed by the Commission 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 Secretarv. In 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. 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 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 of 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.