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2024-08-12 Parks Board PacketCITY OF SOUTH LAKE MEMORANDUM August 09, 2024 TO: Parks and Recreation Board FROM: David Miller, Director of Community Services SUBJECT: Agenda Item Comments for the Parks & Recreation Board Meeting — Monday, August 12, 2024, at 6:00 P.M. NOTE: This meeting will be held in Legends Hall Board Room located within The Marq Southlake, 285 Shady Oaks Dr. Dinner will be available at 5:30 p.m. Please advise staff if you are not able to attend this meeting (dmi/1er(a)_ci.south1ake.tx.us or 817.748.8018). Thank you. REGULAR AGENDA 1. Agenda Item No. 1: Call to Order: 2. Agenda Item No. 2. Consent: A. Approve the minutes from the Parks and Recreation Board Meeting held on April 15, 2024 — Please make any corrections to the minutes part of the motion for consideration. B. Approve the minutes from the Parks and Recreation Board meeting held on May 20, 2024 — Please make any corrections to the minutes part of the motion for consideration. 3. Agenda Item No. 3: Public Forum: A. Public Forum is the public's opportunity to address the Boards about non -agenda items. During Public Forum, board members will not discuss or take action on any item brought up at this time. 4. Agenda Item No. 4 Consider: A. Election of Parks and Recreation Board Vice -Chair and Secretary- The purpose of this item is to elect from the board a Vice -Chair and a Secretary to each serve a one-year term. A memo is included in your packet. B. Recommendation of approval for the revised Parks and Recreation Board Bylaws- The purpose of this item is to recommend approval of the proposed City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Parks and Recreation Board Meeting Date — August 12, 2024, at 6:00 pm Page 2 of 2 revised Parks and Recreation Board Bylaws per the recently updated Ordinance 1228B. A memo and copy of the current bylaws, revised bylaws, and Ordinance No. 1228E are included in your packet. C. Recommendation of approval for the proposed changes to the FY 2025 Fee Schedule - The purpose of this item is to recommend for approval the proposed changes to the FY 25 Fee Schedule. A memo is included in your packet. 5. Agenda Item No. 5. Discussion A. Proposed FY 2025 General Fund Operating Budget- The purpose of this item is to discuss the new FY 2025 General Fund Operating Budget. No packet item. B. Capital Improvements Budgets — Next Steps - The purpose of this item is to provide an update on the next steps for the FY 2025 Capital Improvements Budget. No Packet Item. C. Protects Update - The purpose of this item is to provide an update on ongoing projects in the Community Services Department. No packet item. D. Parks & Recreation Update — Director Miller will provide a Parks & Recreation Department update. This is a standing item on the agenda to allow staff to update the board on Parks & Recreation -related topics and upcoming activities and events. No packet document. 6. Agenda Item 7. Adjournment: As always, we appreciate your commitment and service to the City. If you have any questions regarding the agenda or materials, please feel free to contact me at (817) 748-8018. 111V STAFF CONTACT INFORMATION: David Miller, Director of Community Services (817) 748-8018 Fince Espinoza, Deputy Director of Community Services (817) 748-8925 Taygan McBurney, Administrative Assistant (817)-748- 8951 City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork CITY OF SOUTH LAKE PARK AND RECREATION BOARD MEETING Monday, August 12, 2024 6:00 P.M. LOCATION: City of Southlake The Marq Legends Hall — Board Room 285 Shady Oaks Dr. Southlake, Texas 76092 REGULAR AGENDA: 1. Call to Order 2. Consent A. Approve minutes from the Parks & Recreation 2024. B. Approve minutes from the Parks & Recreation 2024. Board meeting held on April 15, Board meeting held on May 20, 3. Public Forum (This is the Public's opportunity to address the Park and Recreation Board about non -agenda items. During this proceeding, the Park and Recreation Board 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 3 minutes.) 4. Consider A. Election of Parks and Recreation Board Vice -Chair and Secretary. B. Recommendation of approval for the revised Parks and Recreation Board Bylaws. C. Recommendation of approval for the proposed changes to the FY 2025 Fee Schedule. 5. Discussion A. Proposed FY 2025 General Fund Operating Budget B. Capital Improvements Budget — Next Steps C. Projects Update D. Parks and Recreation Update 6. Adjournment A quorum of the City Council, Board, Commission, or Committee may or may not be present at this meeting. CERTIFICATE I hereby certify that the a�Qu(4pgenda was posted on the official bulletin boards at Town Hall, 1400 Main Arn Southlake, Tq' 0A►�ffid'P,,,August 9, 2024, by 6:00 p.m. pursuant to Chapter 551 of the Texas ment Code„�O J ellcret �'= If you plan to attend this.public meetin!Pnd have a disability that requires special needs, please advise the City Secretary '4y hours in at 817.748.8016 reasonable accommodations will be made to assist you. �11110#1ti 1c`,```�� City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork CITY OF SOUTHLAKE PARKS AND RECREATION BOARD MEETING MINUTES: APRIL 15, 2024 LOCATION: THE MARQ SOUTHLAKE Legends Hall — Boardroom 285 Shady Oaks Drive Southlake, Texas 76092 TIME: 6:00 p.m. PARKS AND RECREATION BOARD MEMBERS PRESENT: Chair Magdalena Battles, Vice - Chair Paul Venesky, and Board Members Kevin Klaas, and Deanna Kienast PARKS AND RECREATION BOARD MEMBERS ABSENT: Park Board Members John Thomas and Chad Bedwell STAFF PRESENT: Director of Community Services David Miller, Deputy Director Fince Espinoza, Corporate Business Manager Major Youngblood REGULAR AGENDA 1. CALL TO ORDER Chair Magdalena Battles called the regular Parks and Recreation Board meeting to order at 6:00 p.m. 2. CONSENT AGENDA 2A. APPROVE MINUTES FROM THE REGULAR PARKS AND RECREATION BOARD MEETING HELD FEBRUARY 12, 2024 The minutes of the February 12, 2024, regular Parks and Recreation Board meeting were approved with no changes or corrections. Consent Agenda items are considered to be routine and are enacted with one motion by the Board. APPROVED A motion was made to approve the Consent items, including the minutes of the regular Park Board meeting held February 12, 2024. Motion: Venesky City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Minutes of the April 15, 2024 Parks Board Meeting Page 2 of 4 Second: Kienast Ayes: Klaas, Battles, Kienast, Venesky Nays: None Abstain: None Vote: 4-0 Motion carried. 3. PUBLIC FORUM Chair Battles opened Public Forum at 6:00 p.m. There being no one to speak, Chair Battles closed Public Forum at 6:01 p.m. 4. CONSIDER 4A. ELECTION OF PARKS AND RECREATION BOARD SECRETARY There was not a quorum available to approve this item with only four present members and one member not being able to vote on their own nomination. This item was moved to the 5/13 meeting. 5. REPORTS 5a. 2023 CITIZEN SURVEY RESULTS PRESENTATION —MAJOR YOUNGBLOOD— CORPORATE BUSINESS MANAGER Corporate Business Manager Major Youngblood presented the 2023 Citizen Survey Results and was available to answer questions. 6. DISCUSSION 6A. PARKS AND RECREATION BOARD WORK PLAN UPDATE Director of Community Services David Miller provided an update on building a Parks and Recreation Board Workplan and was available to answer questions. The board discussed what elements should be included in the Workplan. 6B. TURF PROJECT UPDATE Director of Community Services David Miller provided an update on the upcoming Turf Project and was available to answer questions. 6C. PARKS AND RECREATION UPDATE City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Minutes of the April 15, 2024 Parks Board Meeting Page 3 of 4 Director Miller presented the park and recreation update and was available to answer questions. 7. ADJOURNMENT Chair Magdalena Battles adjourned the meeting at 7:30 p.m. Magdalena Battles, Chair Parks & Recreation Board David Miller, Director of Community Services An audio recording of this meeting may be available upon request from the Office of City Secretary. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork CITY OF SOUTHLAKE PARKS AND RECREATION BOARD MEETING MINUTES: MAY 20, 2024 LOCATION: THE MARQ SOUTHLAKE Legends Hall — Boardroom 285 Shady Oaks Drive Southlake, Texas 76092 TIME: 6:00 p.m. PARKS AND RECREATION BOARD MEMBERS PRESENT: Chair Magdalena Battles, Vice - Chair Paul Venesky, and Board Members Deanna Kienast and Chad Bedwell PARKS AND RECREATION BOARD MEMBERS ABSENT: Park Board Members John Thomas and Kevin Klaas STAFF PRESENT: Director of Community Services David Miller, Deputy Director Fince Espinoza REGULAR AGENDA 1. CALL TO ORDER Chair Magdalena Battles called the regular Parks and Recreation Board meeting to order at 6:00 p.m. 2. CONSENT AGENDA 2A. APPROVE MINUTES FROM THE REGULAR PARKS AND RECREATION BOARD MEETING HELD APRIL 15, 2024 The minutes of the April 15, 2024, regular Parks and Recreation Board meeting were approved with no changes or corrections. Consent Agenda items are considered to be routine and are enacted with one motion by the Board. /_1»:Z91T/ 4 17 A motion was made to approve the Consent items, including the minutes of the regular Park Board meeting held April 15, 2024. Motion: Kienast City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Minutes of the May 20, 2024 Parks Board Meeting Page 2 of 4 Second: Venesky Ayes: Battles, Kienast, Bedwell, Venesky Nays: None Abstain: None Vote: 4-0 Motion carried. 3. PUBLIC FORUM Chair Battles opened Public Forum at 6:01 p.m. There being no one to speak, Chair Battles closed Public Forum at 6:01 p.m. 4A. ELECTION OF PARKS AND RECREATION BOARD SECRETARY Chair Battles presented item 4A to the Park Board for consideration. The Board briefly discussed interest in the position of Secretary. APPROVED A motion was made to elect Kevin Klaas as Secretary. Motion: Venesky Second: Kienast Ayes: Battles, Kienast, Bedwell, Venesky Nays: None Abstain: None Vote: 4-0 Motion passed. 5. DISCUSSION 5A. ORDINANCE 1228B UPDATE AND REVISION OF PARK AND RECREATION BOARD BYLAWS Director of Community Services David Miller provided an update on Ordinance 1228B and how the Park and Recreation Board Bylaws need to be updated to comply with the new ordinance and was available to answer questions. The revised bylaws will be placed on next month's meeting. 5B. TOWN SQUARE PLAZA PARK FEASIBILITY STUDY City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Minutes of the May 20, 2024 Parks Board Meeting Page 3 of 4 Director of Community Services David Miller provided an update on the Town Square Plaza Park Feasibility study and was available to answer questions. 5C. TURF PROJECT PHASE 2 FEASIBILITY STUDY Director Miller provided an update on the Turf Project Phase 2 feasibility study and was available to answer questions. 5D. TURF PROJECT UPDATE Director Miller provided an update on the turf project and was available to answer questions. 5E. SOUTHLAKE SPORTS COMPLEX FEASIBILITY STUDY- UPDATE AND DISCUSSION Director Miller provided an update on the Southlake Sports Complex feasibility study and was available to answer questions. 5F. PARKS AND RECREATION UPDATE Director Miller presented the park and recreation update and was available to answer questions. 7. ADJOURNMENT Chair Magdalena Battles adjourned the meeting at 8:37 p.m. Magdalena Battles, Chair Parks & Recreation Board David Miller, Director of Community Services An audio recording of this meeting may be available upon request from the Office of City Secretary. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Park and Recreation Board Attendance Report 2024 t John Thomas John Thomas X X I Joe Sansone Rate 0 % Date 0 2 Kevin Klass X Kevin Klass V X Kevin Klass 50 % 3.16 3 Frances Scharli Vacant Patrick Mundlin 0 % 0 Magdalena a Battles � Magdalena Battles Magdalena Battles 100 % 6.38 5 Deanna Kienast Deanna Kienast Deanna Kienast 100% 6.38 6 Chad Bedwell Chad Bedwell V, X Vacant 75 % 5.08 7 Paul Venesky X Paul Venesky X Paul Venesky 50 % 4.07 Meeting Attendance Rate (includes substitutions) 71% 71% NA 57% 66% NA NA Total Hrs Per Month 0:45 1:46 1:30 2:37 Monthly Attendance In attendance x Not in attendance substitute 1 IS.b.fitute in attendance _ Meeting Canceled Meeting Canceled due to no guorum in Representative CITY OF Item 4A SOUTHLAKE MEMORANDUM August 9, 2024 TO: Parks and Recreation Board FROM: David Miller, Director of Community Services SUBJECT: Election of Parks & Recreation Board Vice -Chair and Secretary Action Requested: Election of Parks & Recreation Board Vice -Chair and Secretary. Background Information: The Southlake City Code and the Park and Recreation Bylaws address the process for selection of the Vice -Chair and Secretary for the Parks and Recreation Board. Annually, following the City Council appointments of new Park and Recreation Board members, the Board shall select a Vice - Chair and Secretary to serve for a one-year period until the next annual election. On June 18, 2024, the City Council appointed Joe Sansone (Place 1), Patrick Mundlin (Place 3), and reappointed Kevin Klaas (Place 2), Deanna Kienast (Place 5), Chad Bedwell (Place 6), Paul Venesky (Place 7), and Magdalena Battles (Place 4) as Chair. Any sitting member of the Board may be considered for the officer positions. The current board members are: ■ Joe Sansone — Place 1 ■ Kevin Klaas — Place 2 ■ Patrick Mundlin — Place 3 ■ Magdalena Battles — Place 4 (Chair) ■ Deanna Kienast — Place 5 ■ Vacant— Place 6 ■ Paul Venesky — Place 7 A summary of each officer's duties is listed below for your consideration. Vice -Chair City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Parks and Recreation Board Meeting Date — August 12, 2024 Page 2 of 2 • In the absence of the Chair or in the event the Chair is not able to or refuses to act, the Vice -Chair shall perform the duties of the Chair • Preside at Board meetings in the Chair's absence • Perform other duties as prescribed Secretary • Ensure Minutes are filed with the City Secretary (Handled by the Department Secretary) • In general, shall perform all duties assigned by the Chair or the Board • In the absence of the Chair and Vice Chair, or their inability or refusal to act, shall perform the duties of Chair • The secretary assists the Department Secretary by turning ON the audio recorder at the meeting and taking notes during meetings to assist with the creation of minutes for the following meeting. Financial Considerations: None Strategic Link: N/A Citizen Input/ Board Review: Park Board consideration of Parks and Recreation Board Secretary August 12, 2024. Legal Review: N/A Alternatives: Any commentary as appropriate. Supporting Documents: N/A Staff Recommendation: Election of Parks & Recreation Board Vice -Chair and Secretary. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork CITY OF SOUTHLAKE Item 413 MEMORANDUM August 9, 2024 To: Parks and Recreation Board From: David Miller, Director of Community Services Subject: Recommendation of approval of the revised Park and Recreation Board Bylaws Action Requested: Recommendation of approval of the revised Park and Recreation Board Bylaws Background Information: The purpose of this item is for the Park and Recreation Board to consider the revised Park Board Bylaws to comply with Ordinance 1228B. Ordinance 1228B was adopted by the City Council on December 19, 2023, to standardize all boards, commissions, and committees in a single section of the Code of Ordinances. The revision of the Park and Recreation Board bylaws reflects the changes outlined in Ordinance 1228B. The revised bylaws establish the Southlake Park and Recreation Board to act as an advisory board to the City Council relating to all nature of park improvements and recreation programs. The Board shall consist of seven (7) members, each of whom shall be appointed by the City Council. The revised Bylaws mirror the current Bylaws with the following updates to accommodate Ordinance 122813: • No board member may serve on the Park Board for more than three (3) consecutive two (2) year terms. • After completion of their term, a board member may be immediately appointed to serve on a different board. A board member may serve on more than one (1) board, commission, or committee at the same time. Also, a board member may serve on multiple task forces as appointed by City Council • The City Council shall appoint annually the Chair for the board. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Park and Recreation Board Meeting Date — August 12, 2024 Page 2 of 3 • A board member who serves any term as the Chair may be appointed to serve a fourth consecutive two-year term on the Park and Recreation Board. • Excluding the Chair, a vacancy in the office of any elected officer shall be filled by a vote of the majority of the directors. • The Park Board shall select from among its membership a Vice -Chair and Secretary. • Unless specifically provided otherwise by state law, ordinance, or City Charter, the board shall elect a Vice Chair and any other required officers by majority vote at the first available meeting following the appointment of a Chair by City Council • Members of the board, 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. • All board members shall serve in accordance with the provision of the approved Board and Commission Manual. • Within thirty (30) days after the appointment of a new 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. • All members of the Park Board shall serve in accordance with the provisions of the approved Board and Commission Manual. • Members not planning to attend a regular meeting or special meeting shall notify the Park Board Staff Liaison or the Chair by 12:00 PM of the meeting day. • Any member of the Park Board with absences from two (2) consecutive regular meetings, shall be reported to the City Council. The City Council may, at its discretion, remove a Park Board member and appoint a replacement. • The Parks and Recreation Board will review the Capital Improvements Program Budget of the Department of Community Services, prior to submission to the City Council, and submit a recommendation on the budget. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Park and Recreation Board Meeting Date — August 12, 2024 Page 3 of 3 Financial Considerations: The revision of the Park and Recreation Board bylaws will have no impact on the City budget. Strategic Link: Approval of the revised bylaws is linked to the City Council Focus Areas of Performance Management and Service Delivery. The bylaws also address the corporate objectives of achieving strong outcomes through continual evaluation and pursuit of better practices that improve core business operations. Citizen Input/ Board Review: Southlake Park and Recreation Board consideration and recommendation of the revised Park and Recreation Board Bylaws on August 12, 2024. Legal Review: NA Alternatives: Approve the bylaws as presented Approve the bylaws with modifications Decision not to approve the bylaws Supporting Documents: • Copy of current Park Board Bylaws • Copy of revised Park Board Bylaws Redlined • Copy of revised Park Board Bylaws Clean • Copy of Ordinance 1228B Recommendation: Recommendation of approval of the revised Park and Recreation Board Bylaws City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Current Bylaws ' �j `+ BYLAWS OF THE CITY OF SOUTHLAKE PARK AND RECREATION BOARD ARTICLE I PURPOSE AND POWERS Section 1.1 Purpose The Southlake City Council established the Southlake Park and Recreation Board to act as an advisory board to the City Council relating to all nature of park improvements and recreation programs. Section 1.2 Powers In fulfillment of its purpose, the Southlake Park and Recreation Board shall be governed by the Southlake City Code and other applicable law. ARTICLE II BOARD MEMBERS Section 2.1 Composition and Terms of Office (a) The Board shall consist of nine (9) citizens of the City of Southlake, Texas, and shall be appointed by the City Council. (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. Section 2.2 Meetings of the Board. The Board shall meet the second Monday of each month in the Town Hall building or designated meeting area. Members not planning to attend a regular meeting or special meeting shall notify the Director of Community Services or designated staff or the Chair of the Board by 12:00 noon of the meeting day. Any member with unexcused absences from three (3) consecutive regular meetings or not exhibiting interest in the work of the Board shall be reported to the City Council which may, at its discretion, remove the Board member and appoint a replacement. All meetings and deliberations of the Board shall be called, convened, held, and conducted, and notice shall be given to the public, in accordance with Chapter 551 of the Texas Government Code. Section 2.3 SSRecial Meetings. Upon the request of any Board member, the Chairman shall call a special meeting of the Board. The Chairman shall fix a place Community Services — Parks and Recreation Board Bytaws Page l of 4 and time for such special meetings. Notice shall be given to the public in accordance with Chapter 551 of the Texas Government Code. Section 2.4 Quorum. A simple majority of the entire Board shall constitute a quorum to conduct official business of the Board. Section 2.5 Conduct of Business. (a) At the meeting of the Board, matters pertaining to the business of the Board, as posted on the agenda, shall be considered in accordance with rules of procedure as from time to time prescribed by the Board. (b) At all meetings of the Board, the Chair shall preside. In the absence of the Chair, the Vice Chair shall preside. In absence of both the Chair and Vice Chair, the secretary shall preside. (c) The Chair shall be a voting member of the Board. (d) Minutes of each Board meeting shall be filed with the City Secretary and made available to the City Council upon request. Section 2.6 Vacancies. Any vacancy occurring in the Board shall be filled by appointment by the City Council for the length of the unexpired term. Section 2.7 Committees of the Board. The Board, through a regular vote, may appoint two (2) or more committee or sub -committee members to serve as designated. Section 2.8 Compensation of Board Members Board members shall not receive any salary or compensation for their services. 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. As soon as practicable after the annual appointment of new board members by the City Council, the board shall select from the members a Chair, Vice Chair and Secretary, each to serve for one year. Should any of the above referenced officer's positions become vacant, the Board shall hold a special election to fill such vacancy for the duration of the unexpired term. (b) All officers shall be subject to removal from office at any time by a vote of a majority of the City Council. (c) Within sixty (60) days after appointment of new members, staff will establish, and new members will attend, an orientation meeting. Community Services — Parks and Recreation Board Bylaws Page 2 of 4 Section 3.2 Powers of the Chair The Chair shall preside at all meetings of the Board and perform all duties incident to the office of Chair and such other duties as may be prescribed by the Board 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 Secretary. The Secretary shall ensure that minutes of each Board meeting shall be filed with the City Secretary and in general shall perform all duties as from time to time may be assigned to him/her by the Chair or the Board. 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. In the absence of the Secretary, the Chair or acting Chair shall designate a member to perform the duties of the Secretary. ARTICLE IV BOARD DUTIES AND RESPONSIBILITIES Section 4.1 Duties and Responsibilities. The duties and responsibilities of the Park and Recreation Board shall be to: (a) Act in an advisory capacity to the City Council in all matters pertaining to parks and recreation including the development of long range capital improvements programs. (b) Cooperate with other City boards and commissions, other governmental agencies, civic groups, and citizens of the City in the advancement of sound park and recreation planning programming. (c) Recommend policies on recreation services and park improvements. (d) Recommend programs for development of recreational areas, facilities, programs and improved recreation services. (e) Recommend the adoption of standards for recreational areas, facilities, programs and their financial support. (f) Review an annual report of existing park and recreation programs and services. Community Services — Parks and Recreation Board Bylaws Page 3 of 4 (g) Review the Annual Operating and Capital Improvement Program Budget of the Community Services Department prior to submission to the City Council and submit a recommendation on the budget. ARTICLE V Section 5.1 Fiscal Year. The fiscal year of the Parks and Recreation Board 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 Board 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. Community Services — Parks and Recreation Board Bylaws Page 4 of Bylaws Revised and Red -lined BYLAWS OF THE CITY OF SOUTHLAKE PARK AND RECREATION BOARD ARTICLE I PURPOSE AND POWERS Section 1.1 Purpose. The Southlake City Council established the Southlake Park and Recreation Board to act as an advisory board to the City Council relating to all nature of park improvements and recreation programs. Section 1.2 Powers. In fulfillment of its purpose, the Southlake Park and Recreation Board shall be governed by the Southlake City Code and other applicable laws. ARTICLE II BOARD MEMBERS Section 2.1 Composition and Terms of Office J Formatted: Font: aoid (a) The Board shall consist of nine -seven (17) citizens of the City of Southlake, Texas, 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 serviniz 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 Park Board 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 mU participate in discussions related to agenda items or matters, but will not vote on these items or matters. Community Services — Parks and Recreation Board Bylaws Page 1 of 5 e) An alternate member in the event of an absence or disaualification 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. (fl All board members shall serve in accordance with the provision of the approved Board and Commission Manual. Anv member or alternate of the Park and Recreation Board. 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 Meetings of the Board The Board shall meet the second Monday of each month i the Town Hal � at The Marq Southiake or a designated meeting area. Members not planning to attend a regular meeting or special meeting shall notify the Director of Community Services --Of the designated staff, or the Chair of the Board by 12:00 PM (noon) of the meeting day. Any member with unexcused absences from tree (3)two 2 -consecutive regular meetings or not exhibiting interest in the work of the Board shall be reported to the City Council which may, at its discretion, remove the Board member and appoint a replacement. All meetings and deliberations of the Board shall be called, convened, held, and conducted, and notice shall be given to the public, in accordance with Chapter 551 of the Texas Government Code. Section 2.3 Snecial Meetings Upon the request of any Board member, the Chairrnan shall call a special meeting of the Board. The Chaim shall fix a place and time for such special meetings. Notice shall be given to the public in accordance with Chapter 551 of the Texas Government Code. Section 2.4 Ouorurn. A simple majority of the entire Board shall constitute a quorum to conduct official business of the Board. Community Services — Parks and Recreation Board Bylaws Page 2 of 5 Section 2.5 Conduct of Business. (a) At the meeting of the Board, matters pertaining to the business of the Board, as posted on the agenda, shall be considered in accordance with rules of procedure as from time to time prescribed by the Board. (b) At all meetings of the Board, 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 Board. (d) Minutes of each Board meeting shall be filed with the City Secretary and made available to the City Council upon request. Section 2.6 Vacancies. Any vacancy occurring in the Board shall be filled by appointment by the City Council for the length of the unexpired term. Section 2.7 Committees of the Board. The Board, through a regular vote, may appoint two (2) or more committee or sub- committee members to serve as designated. Section 2.8 Compensation of Board Members. Board members shall not receive any salary or compensation for their services. ARTICLE III OFFICERS Section 3.1 Officers and Terms of Office. Formatted: Indent: Left: 0.5", Hanging: 0.5 (a) (a) —The officers of the Board shall be ; the Chair Formatted: Font: 12 pt Vice -Chair, and Secretary. The City Council will appoint annually Formatted: Font: 12 pt the Park and Recreation Board Chair as outlined in Ordinance No. 1228B. Formatted: Font: 12 pt ( A board member who serves any term as the Chair may be Formatted: List Paragraph, Indent: Left: 1.5", First line: 0" appointed to serve a fourth consecutive two-year term. (cl As soon as practicable after the annual appointment of new board members and Chair by the City Council, the board shall select from the members a Nice Chair and Secretary, each to serve for one year. Should any of the above referenced officers positions Community Services — Parks and Recreation Board Bylaws Page 3 of 5 Formatted: Font: 12 pt Formatted: Indent: Left: 0.5", No bullets or numbering Formatted: List Paragraph, Numbered + Level: 1 + Numbering Style: a, b, c, ... + Start at: 1 + Alignment: Left + Alioned at: 1" + Indent at: 1.5" become vacant, the Board 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 Formatted: List Paragraph, Numbered + Level: 1 + at any time by a vote of a majority of the City Council. Numbering Style: a, b, c, ... + Start at: 1 + Alignment: Left + Aligned at: 1" + Indent at: 1.5" (e) Within sixty thirt30 days after the appointment of a new 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 Manuals„ and new members will a4tend, an orientation meeting. Section 3.2 Powers of the Chair. The Chair shall preside at all meetings of the Board and perform all duties incident to the office of Chair and such other duties as may be prescribed by the Board 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 Secretary. The Secretary shall ensure that ff4mAesthe minutes of each Board meeting shall be filed with the City Secretary and in general shall perform all duties as from time to time may be assigned to him/her by the Chair or the Board. In absexeethe 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. In the absence of the Secretary, the Chair or acting Chair shall designate a member to perform the duties of the Secretary. ARTICLE IV BOARD DUTIES AND RESPONSIBILITIES Section 4.1 Duties and Resuonsibilities. The duties and responsibilities of the Park and Recreation Board shall be to: Community Services — Parks and Recreation Board Bylaws Page 4 of 5 - Formatted: List Paragraph, Numbered + Level: 1 + Numbering Style: a, b, c, ... + Start at: 1 + Alignment: Left + Aligned at: 1" + Indent at: 1.5" (a) Act in an advisory capacity to the City Council in all matters pertaining to Pparks and Rrecreation including the development of long range lone_ ranee capital improvements programs. (b) Cooperate with other City boards and commissions, other governmental agencies, civic groups, and citizens of the City in the advancement of sound park and recreation planning programming. (c) Recommend policies on recreation services and park improvements. (d) Recommend programs for development of recreational areas, facilities, pro rg ams programs and improved recreation services. (e) Recommend the adoption of standards for recreational areas, facilities, pro rg ams pr-egrams, and their financial support. (f) Review an annual report of existing park and recreation programs and services. (g) Review the Annual ual Ope -atin, and Capital Improvements Program Budget of the park and reati n dep . en4 Department of Community Services, prior to submission to the City Council, and submit a recommendation on the budget. ARTICLE V FISCAL YEAR Section 5.1 Fiscal Year. The fiscal year of the Parks and Recreation Board shall run with the City of Southlake fiscal year. ARTICLE VI AMENDMENTS TO BYLAWS Section 6.1 Amendments to Bvlaws. These bylaws may be altered, amended or repealed and new bylaws may be adopted by a majority of the Board 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. Community Services — Parks and Recreation Board Bylaws Page 5 of 5 Bylaws Revised No Red Line BYLAWS OF THE CITY OF SOUTHLAKE PARK AND RECREATION BOARD ARTICLE I PURPOSE AND POWERS Section 1.1 Purpose. The Southlake City Council established the Southlake Park and Recreation Board to act as an advisory board to the City Council relating to all nature of park improvements and recreation programs. Section 1.2 Powers. In fulfillment of its purpose, the Southlake Park and Recreation Board 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, 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 Park Board 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. Community Services — Parks and Recreation Board Bylaws Page I of 5 (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 Park and Recreation Board, 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 Meetings of the Board. The Board shall meet the second Monday of each month at The Marq Southlake or a designated meeting area. Members not planning to attend a regular meeting or special meeting shall notify the Director of Community Services, the designated staff, or the Chair of the Board by 12:00 PM (noon) of the meeting day. Any member with unexcused absences from two (2)consecutive regular meetings or not exhibiting interest in the work of the Board shall be reported to the City Council which may, at its discretion, remove the Board member and appoint a replacement. All meetings and deliberations of the Board shall be called, convened, held, and conducted, and notice shall be given to the public, in accordance with Chapter 551 of the Texas Government Code. Section 2.3 Special Meetings. Upon the request of any Board member, the Chair shall call a special meeting of the Board. The Chair shall fix a place and time for such special meetings. Notice shall be given to the public in accordance with Chapter 551 of the Texas Government Code. Section 2.4 Ouorum. A simple majority of the entire Board shall constitute a quorum to conduct official business of the Board. Community Services — Parks and Recreation Board Bylaws Page 2 of 5 Section 2.5 Conduct of Business. (a) At the meeting of the Board, matters pertaining to the business of the Board, as posted on the agenda, shall be considered in accordance with rules of procedure as from time to time prescribed by the Board. (b) At all meetings of the Board, 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 Board. (d) Minutes of each Board meeting shall be filed with the City Secretary and made available to the City Council upon request. Section 2.6 Vacancies. Any vacancy occurring in the Board shall be filled by appointment by the City Council for the length of the unexpired term. Section 2.7 Committees of the Board. The Board, through a regular vote, may appoint two (2) or more committee or sub- committee members to serve as designated. Section 2.8 Compensation of Board Members. Board members shall not receive any salary or compensation for their services. ARTICLE III OFFICERS Section 3.1 Officers and Terms of Office. (a) The officers of the Board shall be the Chair, Vice -Chair, and Secretary. The City Council will appoint annually the Park and Recreation Board Chair as outlined in Ordinance No. 1228B. (b) A board 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 board members and Chair 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 officer positions Community Services — Parks and Recreation Board Bylaws Page 3 of 5 become vacant, the Board 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 a new 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 Board and perform all duties incident to the office of Chair and such other duties as may be prescribed by the Board 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 Secretary. The Secretary shall ensure that the minutes of each Board meeting shall be filed with the City Secretary and in general shall perform all duties as from time to time may be assigned to him/her by the Chair or the Board. In the 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. In the absence of the Secretary, the Chair or acting Chair shall designate a member to perform the duties of the Secretary. ARTICLE IV BOARD DUTIES AND RESPONSIBILITIES Section 4.1 Duties and Responsibilities. The duties and responsibilities of the Park and Recreation Board shall be to: (a) Act in an advisory capacity to the City Council in all matters pertaining to Parks and Recreation including the development of long-range capital improvements programs. Community Services — Parks and Recreation Board Bylaws Page 4 of 5 (b) Cooperate with other City boards and commissions, other governmental agencies, civic groups, and citizens of the City in the advancement of sound park and recreation planning programming. (c) Recommend policies on recreation services and park improvements. (d) Recommend programs for development of recreational areas, facilities, programs, and improved recreation services. (e) Recommend the adoption of standards for recreational areas, facilities, programs, and their financial support. (f) Review an annual report of existing park and recreation programs and services. (g) Review the Capital Improvements Program Budget of the Department of Community Services, prior to submission to the City Council, and submit a recommendation on the budget. ARTICLE V FISCAL YEAR Section 5.1 Fiscal Year. The fiscal year of the Parks and Recreation Board 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 Board 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. Community Services — Parks and Recreation Board Bylaws Page 5 of 5 Ordinance no. 1228B ORDINANCE NO. 1228B AN ORDINANCE AMENDING ARTICLE V, "BOARDS, COMMISSIONS AND COMMITTEES," OF CHAPTER 2, "ADMINISTRATION;" AMENDING ARTICLE XII, "BUILDING BOARD OF APPEALS," OF CHAPTER 4.5, "BUILDINGS AND BUILDING REGULATIONS;" ARTICLE III, "BOARDS," AND ARTICLE IV, "PARKS DEVELOPMENT CORPORATION," OF CHAPTER 12, "PARKS AND RECREATION," OF THE SOUTHLAKE CODE OF ORDINANCES TO UPDATE PROVISONS AND LOCATE PROVISIONS FOR ALL CITY BOARDS, COMMISSIONS, OR COMMITTEES IN CHAPTER 2, ARTICLE 5 OF THE CODE OF ORDINANCES AND TO PROVIDE CONSISTENCY IN THE GOVERNING PROVISIONS FOR BOARDS, COMMISSIONS, AND COMMITTEES; PROVIDING THAT THIS ORDINANCE SHALL BE CUMULATIVE OF ALL ORDINANCES; PROVIDING A SEVERABILITY CLAUSE; PROVIDING A SAVINGS CLAUSE; PROVIDING FOR PUBLICATION AS REQUIRED BY LAW; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the City of Southlake, Texas ("City") is a home rule city acting under its Charter adopted by the electorate pursuant to Article XI, Section 5 of the Texas Constitution and Chapter 9 of the Local Government Code; and WHEREAS, the City Council of the City has previously enacted ordinances creating various boards, commissions, and committees; and WHEREAS, these boards, commissions, and committees advise the City Council on matters related to City policies, planning and programming, and/or fulfill statutory responsibilities of the City; and WHEREAS, the City Council has previously enacted an ordinance regulating the operation of the boards, commissions, and committees by establishing term limits and procedures for appointing the chair of all boards, commissions, and committees; and WHEREAS, the City Council now deems it advisable and necessary to update and the ordinances for individual boards, commissions, and committees for consistency with that ordinance. WHEREAS, previously adopted board, commission or committee ordinances or resolutions, except for the Airport Compatible Land Use Ordinance No. 479 and the Southlake Zoning Ordinance 480, as amended shall be repealed with the adoption of this ordinance. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF SOUTHLAKE, THAT Section 1. Article V "Boards, Commissions and Committees," of Chapter 2, "Administration," is hereby amended to read as follows: 1 Board, Commission, and Committee Ordinance — 11.9.23 "DIVISION 1. — GENERALLY Sec. 2-152. — Terms and conditions of office. (a) City Council shall appoint all members to each board, commission, or committee per the provisions in Sec. 2-152(b) unless appointments are specifically specified in the provisions provided for that board, commission, or committee. (b) Each member bf a city board, commission, or committee appointed after May 19, 2020, unless otherwise provided by subsection (e) hereof or state law, the City Charter, or the Code of Ordinances, shall serve for a term of office to commence upon the date of appointment by the City Council and to continue for a term of two (2) years, and until the board, commission or committee member's successor is appointed and qualified. A simple majority of the board, commission, or committee members (not including alternate members) shall be appointed in the odd years and the remaining members in even years. Boards, commissions, or committees with an even number of members will appoint 50% of the members in an odd year and 50% of the members in an even year. Alternate member appointments occur in accordance with the applicable general sections and subsections for that specific board, commission, or committee and will serve for a term of two (2) years. (1) With the exception of the Planning and Zoning Commission, no board, commission, or committee member may serve on the same board, commission, or committee for more than three (3) consecutive two (2)- year terms. (2) After completion of their term, a board, commission, or committee member may be immediately appointed to serve on a different board, commission, or committee. A board, commission, or committee member may serve on more than one (1) board, commission, or committee at the same time. Also, a board, commission or committee member may serve on multiple task forces as appointed by City Council. (3) Any alternate member of a city board, commission, or committee's term, for the purpose of term limits, does not begin until appointed as a full member of the board, commission, or committee. (c) A board, commission, or committee with member terms of more or less than two (2) years shall be appointed in accordance with the subsection provided for that specific board, commission, or committee. Alternate member(s) or replacement member(s) appointments may occur at any time as required. 2 Board, Commission, and Committee Ordinance — 11.9.23 (d) Unless otherwise provided by state law, the City Charter, or the Code of Ordinances, the City Council shall appoint a member to fill a vacancy on a board, commission, or committee. A member appointed to fill a vacated place on a board, commission, or committee shall serve for the length of the unexpired term and this time does not constitute a full term. The term limit does not begin until appointed as a full member of the board, commission, or committee. Members of any City board, commission, or committee shall serve without compensation and until their successors are appointed. (e) Places on all boards, commissions, or committees, except for the Southlake Youth Action Commission, Metroport Teen Court Board, and Corridor Planning Committee, shall be sequentially numbered and correspond with the number of regular members appointed (e.g., Places 1 — 7). (f) Alternate members assigned to a board, commission, or committee, except for the Southlake Youth Action Commission, 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. (g) 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. (h) Terms for members on the following boards, commissions, or committees shall expire in June on the date on which new appointments are made by the City Council or until a successor is appointed. New terms for board, commission, or committee members will begin on the day following the City Council's appointment unless a commencement date for the term to begin is specifically noted by the City Council during the appointment. • Building Board of Appeals • Capital Improvements Advisory Committee (CIAC) • Parks and Recreation Board • Planning and Zoning Commission • Southlake Parks and Development Corporation • Southlake Youth Action Commission* • Tax Increment Reinvestment Zone Board • Zoning Board of Adjustment Appointments of members to the CIAC by the City Council will only occur if the 3 Board, Commission, and Committee Ordinance — 11.9.23 Planning and Zoning Commission membership does not meet the qualification requirements to serve as the City's CIAC as outlined in Sec. 395.058 of the Texas Local Government Code, as amended. The Planning and Zoning Commission will serve as the City's Sign Board and the CIAC and terms of office for the Sign Board and CIAC members shall coincide with appointment terms for the Planning and Zoning Commission members. The Zoning Board of Adjustment will serve as the City's Tree Board and Airport Zoning Board of Adjustment and terms of office for the Tree Board and Airport Zoning Board of Adjustment members shall coincide with appointment terms for the Zoning Board of Adjustment members. Terms for the Corridor Planning Committee members coincide with the members' corresponding City Council or board, commission, or committee appointments. *City Council does not appoint members to the Southlake Youth Action Commission (SYAC); however, the term for members of SYAC will expire in June at such time the City Council makes appointments for the other boards, commissions, and committees listed in this section. (i) Terms for members of the following boards, commissions, or committees shall expire in October on the date on which appointments are made by the City Council or until a successor is appointed. New terms for board, commission, and committee members will begin on the day following the City Council's appointment unless a commencement date for the term to begin is specifically noted by the City Council during the appointment. • Alliance for Community Engagement Committee • Library Board • Metroport Teen Court Board • Southlake Arts Council • Senior Advisory Committee Q) Terms for members of the following board, commission, or committee members shall expire on the specific date listed. • Community Enhancement Development Corporation (September 30tn) • Crime Control and Prevention District (September 1st) (k) Within 30 days after the appointment of a new member to any board, commission, or committee, or prior to the first time that a new member participates in a meeting (except for the Southlake Youth Action Commission members), the new member shall complete the orientation and training requirements outlined in the City's Board and Commission Manual. (1) All members of all boards, commissions, or committees shall serve in accordance with the provisions of the approved Board and Commission Manual. 4 Board, Commission, and Committee Ordinance — 11.9.23 (m) All notices, meetings, and deliberations of a board, commission, or committee shall be called, convened, held, and conducted in accordance with the Texas Open Meetings Act, Chapter 551 of the Texas Government Code. (n) Minutes of each board, commission, or committee meeting shall be filed with the City Secretary. (o) Conflict of interest. Any board, commission, or committee member having a conflict of interest on an agenda item, as provided for in the Code of Ordinances or Texas Local Government Code, shall disclose the conflict of interest as required by the City Code of Ethics, and shall not participate or be eligible to vote on the item, unless permitted by Section 2-265(b) of the Code of Ordinances, as amended. (p) A staff liaison shall be designated by the City Manager to work with each City board, commission, or committee in accordance with Board and Commission Manual. The staff liaison will be responsible for posting a public notice in accordance with the Texas Government Code, preparing and distributing reports and reference meetings, ensuring the meetings and deliberations are conducted per State law and established bylaws, and following up on actions or directions. (q) Members not planning to attend a regular meeting or special meeting shall notify the staff liaison or the Chair of the board, commission, or committee by 12:00 pm (noon) of the meeting day. Sec. 2.153. — Removal of members/Reporting member absences. (a) Members of boards, commissions, or committees, 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. (b) Any member or alternate of a board, commission, or committee with absences from two (2) consecutive regular meetings, except for the Southlake Youth Action Commission or the Corridor Planning Committee, shall be reported to the City Council. The City Council may, at its discretion, remove a board, commission, or committee member and appoint a replacement. (c) Removal of a Zoning Board of Adjustment member by the City Council must adhere to the removal procedure outlined in the Texas Local Government Code Section 211.008(b), as amended, which allows City Council to remove a member, for cause, as found by City Council, on a written charge after a public hearing. 5 Board, Commission, and Committee Ordinance — 11.9.23 (d) Any Planning and Zoning Commission member forfeits their office if they fail to attend two (2) consecutive regular meetings of the Commission without being excused by the City Council at a regularly scheduled meeting. Sec. 2. 154. — Appointment of officers. (a) Unless otherwise provided by state law or the City Charter, in making appointments, the City Council will appoint annually the Chair or President for each board, commission, or committee listed in Sec. 2.155(a) - Boards. The City Council shall also name one appointee as the Vice -Chair for the Zoning Board of Adjustment. This provision shall supersede any ordinance or resolution previously adopted by the City pertaining to the listed boards, commissions, and committees. (b) A board, commission, or committee 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. (c) With the exception of the Zoning Board of Adjustment, unless specifically provided otherwise by state law, ordinance, or City Charter, boards, commissions, or committees shall elect a Vice -Chair and any other required officers (except for the Chair) by majority vote at the first available meeting following the appointment of a Chair by City Council. The Planning and Zoning Commission shall appoint the Chair and Vice Chair, at the same meeting. Also, the appointment of a Vice -Chair or any other officer (except for the Chair) may occur when a vacancy exists. Sec. 2.155. - Boards. (a) The City Council will appoint a Chair to the following boards, commissions, and committees. The City Council shall also name one appointee as the Vice - Chair for the Zoning Board of Adjustment. This provision shall supersede any ordinance or resolution previously adopted by the City pertaining to the listed boards, commissions, and committees. (1) Building Board of Appeals; (2) Capital Improvements Advisory Committee (Appointments only made by City Council for the Capital Improvements Advisory Committee if the Planning and Zoning Commission is not serving as this Committee as permitted by Sec. 395.058 of the Texas Local Government Code); (3) Library Board; (4) Parks and Recreation Board; (5) Alliance for Community Engagement; (6) Senior Advisory Commission; 6 Board, Commission, and Committee Ordinance — 11.9.23 (7) Southlake Arts Council; (8) Southlake Parks Development Corporation (President); (9) Zoning Board of Adjustment (officers and members of the Zoning Board of Adjustment will hold the same position on the Tree Board and the Airport Board of Adjustment as the Zoning Board of Adjustment constitutes these two boards); and (10) Tax Increment Reinvestment Zone Board. (b) The boards, commissions, or committees listed in Sec 2.155(a) shall appoint all other officers other than the Chair in accordance with the subsection provided specifically for appointments for that particular board, commission, or committee. (c) Boards, commissions, or committees listed below in this section shall appoint all officers in accordance with their specific appointment subsection. (1) Planning and Zoning Commission (officers and members will hold the same position on the Sign Board and the Capital Improvements Advisory Committee as the Planning and Zoning Commission constitutes these two boards); (2) Southlake Youth Action Commission; (3) Crime Control and Prevention Board; (4) Metroport Teen Court; (5) Corridor Planning Committee; and (6) Community Enhancement Development Corporation. (d) Specific duties and responsibilities of the boards, commissions, or committees listed in Sec. 2.155 (a) and (c) above are provided in each specific board, commission, or committee subsection in Division 2. The City Council may assign additional responsibilities or duties as needed to any board, commission, or committee in a manner consistent with the State law or City Charter. DIVISION 2. — ALLIANCE FOR COMMUNITY ENGAGEMENT Sec. 2-156. Creation of Alliance for Community Engagement. There is hereby established the Alliance for Community Engagement for the City, hereinafter referred to as the "Committee," created to foster meaningful communication and engagement between the community and the City of Southlake to strengthen municipal transparency, public involvement and collaboration, and to enhance community spirit. Sec. 2-157. Number of members, qualifications, and terms. 7 Board, Commission, and Committee Ordinance — 11.9.23 (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 (b) Provide the City Council with recommendations on opportunities to engage with and consult community members on matters of public policy and City services. (c) Serve as a focus group for City Staff to provide recommendations and feedback on communication initiative proposals. (d) Provide the City Council with recommendations on methods to enhance public involvement in the City's decision -making process, City events, and other opportunities designed to enhance the sense of community. (e) Provide the City Council with recommended improvements on the City's use of citizen groups that assist in the decision -making process. (f) Provide the City Council with recommendations to support grassroots neighborhood engagement, community events, and community spirit. (g) Provide the City Council with recommendations to enhance public involvement with information dissemination regarding election propositions, such as bond elections and Charter amendments. (h) Provide the City Council with an annual report on the Committee's accomplishments. (i) Perform such other advisory tasks as are delegated to it by the City Council. Secs. 2-160 — 2. 167. Reserved. DIVISION 3. — SOUTHLAKE YOUTH ACTION COMMISSION Sec. 2-168. — Creation of the Youth Action Commission. The Youth Action Commission ("Commission") is herein created to generate broad -based public awareness of and support for youth. (Ord. No. 610, § I, 6-21-94; Ord. No. 723, § 1, 10-20-98; Ord. No. 969, § 1, 4-6-2010) Sec. 2-169 - Projects for discussion; use by Council. The City Manager or designated staff will assign, and prioritize as necessary, projects for discussion and reporting. The Commission may also generate its own discussion projects. The Mayor and City Council will use the commission as a formal 9 Board, Commission, and Committee Ordinance — 11.9.23 "voice of youth" on various items concerning youth in the City. Activities will also entail service projects throughout the community. (Ord. No. 610, § 11, 6-21-94; Ord. No. 723, § 1, 10-20-98; Ord. No. 969, § 1, 4-6-2010) Sec. 2-170. -Vehicle of youth education on matters of governance. The Commission will serve as a vehicle to familiarize the youth of Southlake with the governance process in municipal government. To this end, key elected or appointed staff of the City will work to educate the Commission members on different facets of municipal government and will make themselves available to answer questions from the Commission on an as -needed basis. The City will host a "Youth in Government Day" for commission members at the end of each school year. (Ord. No. 610, § 111, 6-21-94; Ord. No. 723, § 1, 10-20-98; Ord. No. 969, § 1, 4-6-2010) Sec. 2-171. - Composition; terms. (a) The Commission shall consist of seven (7) students enrolled in ninth (9) through twelfth (12) grade who reside in the City of Southlake or attend Carroll Independent School District (CISD). The Commission may also have an unlimited number of alternate members. Alternates must also be enrolled in ninth (9) through twelfth (12) grade and reside in the City of Southlake or attend CISD. (b) To ensure a broad spectrum of students from the community, students who reside in the City but do not attend school in CISD will be eligible for participation. The City shall publicize all Commission meetings and work with representatives of the schools to ensure youth are aware of the opportunity to participate on the Commission. Efforts will be made to recruit members, paying particular attention to balancing the number of members throughout all grade levels. Interested persons meeting the qualifications for membership shall apply to the commission by submitting an application to the Community Service Department. (c) Members and alternates are appointed to the Commission by the Community Services Director or appointee following the submission of an application to the City at the beginning of each school year as advertised. Members and alternates are appointed for a one-year term. (Ord. No. 610, § IV, 6-21-94; Ord. No. 723, § 1, 10-20-98; Ord. No. 969, § 1, 4-6-2010, Ord. No. 1228A) 10 Board, Commission, and Committee Ordinance— 11.9.23 Sec. 2-172. -Appointment of officers. The officers of the Commission shall be the Chair, Vice -Chair, and Secretary. At the second meeting of the year, the standing members of the Commission shall elect the listed officers by majority vote. The officers shall serve a one-year term, until their successor is elected. (Ord. No. 610, § V, 6-21-94; Ord. No. 723, § 1, 10-20-98; Ord. No. 969, § 1, 4-6-2010) Sec. 2-173. - Meetings. (a) The Commission shall meet at least once each month of the school year (October -May). Meetings shall be held and conducted as indicated in the adopted bylaws of the Commission. (b) Special meetings will be called by the Chair or the Vice -Chair of the Commission at any time after notice has been given to the Commission members. (c) A simple majority of the members shall constitute a quorum. A vote of the simple majority of the quorum shall be required for any action taken by the Commission. (d) The Commission shall operate per approved bylaws. The Commission may amend such bylaws, or adopt new bylaws, as the Commission 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 Commission's bylaws shall adhere to state law, the City Charter, the City Code of Ordinances, and the Board and Commission Manual. (Ord. No. 610, § VI, 6-21-94; Ord. No. 723, § 1, 10-20-98; Ord. No. 969, § 1, 4-6-2010) Sec. 2-174. - Duties of commission. (a) The duties and responsibilities of the Commission are advisory in nature. The Commission shall: (1) Evaluate the current issues affecting youth in the City and bring those issues to the attention of the City Council and other boards, commissions, or committees, as necessary. (2) Participate in community service projects to encourage youth to make a difference in the community through volunteerism. 11 Board, Commission, and Committee Ordinance — 11.9.23 (3) Prepare and submit to the City Council an annual report of youth - related programs and services. (b) The Commission shall not have responsibility or authority over public officials or employees of the City. Secs. 2-175 - 2-180. - Reserved. DIVISION 4. - SENIOR ADVISORY COMMISSION Sec. 2-181. - Creation of the Senior Advisory Commission. There is hereby established the Senior Advisory Commission for the City is referred to in this division as the "Senior Advisory Commission." The Senior Advisory Commission advises the City Council on issues important to Southlake's senior citizen population, including Senior Activity Center programs, policies, and operations. The Senior Advisory Commission is also responsible for preparing and submitting an annual review of senior -related programs, services, and needs to the City Council. (Ord. No. 653, § 1, 1-2-96; Ord. No. 653-A, § 1, 5-5-98; Ord. No. 969, § 1, 4-6-2010, Ord. No. 1228A) Sec. 2-182. — Number, qualifications, and terms. (a) The Senior Advisory Commission shall consist of seven (7) citizens of the City, who must be at least 55 years of age. An exception may be made at the discretion of the City Council to appoint no more than two (2) members under the age of 55 who have either education and/ or experience that is deemed beneficial to the Senior Advisory Commission. (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 appointment procedure for other boards, commissions, and committees. (b) The City Council shall appoint the members of the Senior Advisory Commission. (c) The City Council shall also appoint two (2) persons to serve as alternate members. Such alternate members shall meet the qualifications for the Senior Advisory Commission. 12 Board, Commission, and Committee Ordinance - 11.9.23 Sec. 2-183. — Senior Advisory Commission meetings and bylaws. (a) 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 Vice -Chair and Secretary for a one (1)-year term and shall serve until their successors are appointed. (b) The Senior Advisory Commission shall adopt bylaws to govern the holding of its meetings that, at a minimum, shall encompass the following: (1) Regular meetings shall be held once per month; (2) Manner of holding and calling special meetings; and (3) Majority of members shall constitute a quorum (4 members present) (c) The Senior Advisory Commission shall operate per approved bylaws. The Senior Advisory Commission may amend such bylaws, or adopt new bylaws, as the Senior Advisory Commission 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 Senior Advisory Commission bylaws shall be consistent with state law, the City Charter, the City Code of Ordinances, and the Board and Commission Manual. Sec. 2-184. - 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 that impact senior citizens. (2) Recommend changes in policies that 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. 2-185-190. - Reserved. DIVISION 5. — LIBRARY BOARD Sec. 2-191. - Creation of the Library Board. 13 Board, Commission, and Committee Ordinance - 11.9.23 There is hereby established the Library Board for the City, hereinafter referred to as the "Board." The Board is to act as an advisory board to the City Council relating to the nature of library facility planning and programming. (Ord. No. 716, § 1, 10-20-98) Sec. 2-192. — Number of board members and qualifications. (a) The Board shall consist of seven (7) citizens of the City, who shall serve without compensation. (b) The City Council, if it deems it desirable, may appoint ex-officio members to the Board. Such ex-officio members shall be appointed on an annual basis and the term of such ex-officio members shall be one (1) year from the date of appointment. Such ex-officio members shall have no voting authority. Sec. 2-193. — Board meetings and bylaws. (a) The Board shall select from the members a Vice -Chair who shall serve for a one-year term and until their successor is elected. (b) The Board shall adopt bylaws to govern the holding of its meetings, which, at a minimum, shall encompass the following: (1) Manner of holding and calling of regular meetings; (2) Manner of holding and calling of special meetings; (3) A minimum of four (4) members of the Board must be present to constitute a meeting quorum. (c) The Board shall operate per approved bylaws. The Board may amend such bylaws, or adopt new bylaws, as the Board 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 Board's bylaws shall be consistent with state law, the City Charter, the City Code of Ordinances, and the Board and Commission Manual. Sec. 2-194. - Board duties and responsibilities. The duties and responsibilities of the Board shall be to: (a) Act in an advisory capacity to the City Council in all matters pertaining to library facility planning and programming, including the development of long-range capital improvement programs. 14 Board, Commission, and Committee Ordinance — 11.9.23 (b) Cooperate with other City boards, commissions, and committees, or other governmental agencies, civic groups, and all citizens of the City in the advancement of sound library planning and programming. (c) Recommend policies for library services. (d) Recommend the adoption of standards for public library facilities and their financial support. (e) Receive requests for public funding for educational purposes of any public or private person, persons, associations, or business entities, and forward such requests with a recommendation to the City Council. (f) Review the annual operating budget and capital improvement requests relating to library programs prior to submission by the City Manager to the City Council and submit a recommendation on the budget and capital improvement request. (Ord. No. 716, § 4, 10-20-98) DIVISION 6. — SOUTHLAKE ARTS COUNCIL Sec. 2-195. — Creation of the Southlake Arts Council. There is established an advisory board to be known as the Southlake Arts Council (hereinafter referred to as the "Arts Council"). The Arts Council advises the City Council on all matters related to public art in Southlake. The Arts Council seeks to align all public art initiatives in Southlake with resident and City Council priorities and heads several arts -related programs throughout the year. (Ord. No. 908, § I, 5-15-07) Sec. 2-196. — Number of members and qualifications; alternate and ex-officio members. (a) The Arts Council shall consist of seven (7) regular members appointed by the City Council. Each member shall be a citizen of the City at all times while serving on the Arts Council. Members shall serve without compensation. (b) In addition to the regular members, the City Council may appoint up to three (3) citizens of the City as alternate members, who shall serve in the absence of one or more regular members. 15 Board, Commission, and Committee Ordinance — 11.9.23 (c) The City Council may also appoint ex-officio members to serve as non -voting advisors to the Arts Council. Such ex-officio members may include but are not limited to the design architect and/or engineer, or the City's project manager. Ex-officio members are not required to be citizens of the City. Sec. 2-197. — Meetings and bylaws. (a) At the meeting following the appointment of new members by the City Council, the Arts Council shall elect from its members a Vice -Chair and secretary to serve a one-year term until the next annual appointment of new Arts Council members. (b) The Arts Council shall adopt bylaws to govern the holding of its meetings, which, at a minimum, shall include the following: (1) Schedule for holding of regular meetings; (2) Manner of holding and calling special meetings; and (3) Majority of members shall constitute a quorum. (c) The Arts Council shall operate per approved bylaws. The Arts Council may amend such bylaws, or adopt new bylaws, as the it 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 Arts Council's bylaws shall be consistent with state law, the City Charter, the City Code of Ordinances, and the Board and Commission Manual. Sec. 2-198. - Duties and responsibilities. (a) The purpose of the Arts Council is to act as an advisory board to provide input and advice to the City Council on all matters pertaining to public art including visual art and performing art programs and facilities, the incorporation of art into the design of selected City projects, the commissioning of art pieces for public spaces and facilities, and the use of City funds for art projects and facilities. (b) The Arts Council shall make recommendations to the City Council concerning the following matters related to the City's arts policy: (1) Overall policies for implementing the arts policy and public art projects, taking into consideration the policy's purposes and goals and established general criteria, with a focus on the development, promotion, and preservation of aesthetic excellence in City public spaces. 16 Board, Commission, and Committee Ordinance — 11.9.23 (2) Any proposed changes that the Arts Council thinks are necessary to previously established policies in order to maintain consistency of review and implementation. (c) The Arts Council shall make recommendations to the City Council concerning the following matters related to the budget and financing for the arts: (1) Establishment of a public art budget for inclusion in the annual budget of City funds, including a budget for visual art, the performing arts, and capital projects (facilities) related to the arts. (2) Grants for the arts or art facilities that may be available to the City. (d) The Arts Council shall make recommendations to the City Council concerning the following matters regarding public art project management: (1) Appropriate elements to be included in specific proposals for public art projects, including, without limitation, the design, execution, placement, maintenance, and ownership of selected artwork. The Arts Council may employ the public art project guidelines established to assist in this process. (2) Appropriate methods of artist selection for public art projects; public art project proposal review, selection, and oversight; artwork acquisition, display, use, maintenance, storage, and its return, sale or other deaccession, when and if applicable. (3) Elements to be selected for public art projects including design, execution, placement, maintenance, and ownership thereof. (4) Proposals for public art projects; changes, additions, or deletions to such proposals; and recommendations to the City Council on the final acceptance or rejection of such proposals. (5) Community services agreements that the City may make with outside art groups. (e) The Arts Council shall consult with the Department of Community Services and the City Council as appropriate throughout each public art project proposal and implementation process to ensure that the policy is implemented effectively. (f) The Arts Council shall make recommendations to the City Council on the following matters regarding the acceptance and placement of art -related gifts of state and loans or donations for the arts: 17 Board, Commission, and Committee Ordinance — 11.9.23 (1) Acceptance of donations valued over $1,000 or loans of artwork to be placed for more than 60 days. (2) Placement of art -related gifts of state. (g) The Arts Council shall have the authority to accept or reject proposed art donations to the City valued up to $1,000. At the discretion of the Arts Council, proposed art donations valued up to $1,000 may be forwarded to the City Council for a decision concerning whether to accept or reject the proposed donation. (h) The Arts Council shall accept and fund from the budget, if any, provided to the Arts Council by the City Council public arts projects as deemed appropriate by the Arts Council, provided such public arts projects are consistent with this Division and the policies regarding public art established by the City Council. (Ord. No. 908, § I, 5-15-07) DIVISION 7— ZONING BOARD OF ADJUSTMENT Sec. 2-199. — Creation of the Zoning Board of Adjustment. The Zoning Board of Adjustment, hereby called Board of Adjustment is a quasi- judicial board that shall have all powers and duties granted by the Southlake Zoning Ordinance 480, as amended, and by Sections 211.008-211.011, Texas Local Government Code, as amended, and shall be governed by same. Sec. 2-200. — Appointment, Terms, and Proceedings. (a) The Board of Adjustment shall consist of five (5) members and four (4) alternates to be appointed by the City Council. The term of office of said members and alternates shall be two (2) years. Three (3) members and two (2) alternates shall be appointed to serve terms beginning in odd -numbered years and two (2) members and two (2) alternates shall be appointed to serve terms beginning in even -numbered years. In making such appointments, the City Council shall name one (1) appointee as Chair and one (1) as Vice -Chair, In accordance with Zoning Ordinance 480, Section 44.1, as amended. The City Manager shall designate a representative to serve the Board as Secretary. (b) Members and alternates of the Board of Adjustment may be removed from office by the City Council for cause upon written charges and after a public hearing. Vacancies shall be filled by resolution of the City Council for the unexpired term of the member or alternate affected. 18 Board, Commission, and Committee Ordinance — 11.9.23 (c) The Board of Adjustment shall adopt rules (Rules of Procedure) to govern its proceedings provided that such rules are not inconsistent with this Ordinance, Zoning Ordinance 480, as amended (Section 44), the City Charter, or statutes of the State of Texas. (d) Meetings shall be held at the call of the Chair and at such other time as the Board of Adjustment may determine. The Chair, or in his/her absence the Acting Chair, may administer oaths and compel the attendance of witnesses. All meetings shall be open to the public and comply with the Texas Open Meetings Act. (e) All cases to be heard by the Board of Adjustment shall always be heard by a minimum of four (4) members. The Board of Adjustment shall keep minutes of its proceedings, showing the vote of each member upon each question, or if absent or failing to vote, indicating such fact, and shall keep records of its examinations and other official actions, all of which shall be a public record and be immediately filed in the office of the City and maintained by the City Secretary. (f) The Board of Adjustment shall operate per approved Rules of Procedure. Rules of Procedure shall be consistent with state law, City Code of Ordinances, and City Zoning Ordinance. Amendments to these Rules of Procedure may be made by the Board of Adjustment at any meeting upon the affirmative vote of four (4) members, provided any such amendment is proposed at a preceding meeting, recorded in the minutes of such meeting, and placed on the Board of Adjustment agenda. By unanimous consent of five (5) members present, amendments may be adopted at the meeting at which they are introduced, but such amendments shall not become effective until the next regular meeting. DIVISION 8 - AIRPORT ZONING BOARD OF ADJUSTMENT Sec. 2-201 — Creation of the Airport Zoning Board of Adjustment. The Airport Zoning Board was created to hear and decide appeals of decisions of administrative officials, to hear and consider special exceptions, and to hear and consider variances related to the Airport Compatible Land Use Zoning Ordinance No. 479. Sec. 2-202. — Appointment and terms. The Zoning Board of Adjustment of the City of Southlake is hereby designated to serve as the Airport Zoning Board of Adjustment. Terms of office for the Airport Zoning Board shall coincide with appointment terms for the Zoning Board of Adjustment members. The Zoning Board of Adjustment Chair and Vice -Chair shall retain the same positions on the Airport Board. 19 Board, Commission, and Committee Ordinance — 11.9.23 Sec. 2-203. — Duties, Responsibilities and Proceedings: All duties, responsibilities, proceedings, and powers of the Airport Zoning Board of Adjustment shall be prescribed and in accordance with The Airport Compatible Land Use Zoning Ordinance No. 479, as amended. DIVISION 9 - TREE BOARD Sec. 2-204. — Creation of the Tree Board. The Tree Board is created by the City Council to carry out specific duties and responsibilities as set forth in Section 9.5-385 of the City Code of Ordinances (Ordinance 585, as amended). The Zoning Board of Adjustment shall constitute the Tree Board unless the City Council appoints a different Tree Board. Sec. 2-205. — Appointment and terms. The Zoning Board of Adjustment Chair and Vice -Chair shall retain the same positions on the Tree Board. Sec. 2-206. —Duties, Responsibilities and Proceedings: The Board shall adhere to the provisions outlined in Section 9.5-385 of the City Code of Ordinances (Ordinance 585, as amended). DIVISION 10. — PLANNING AND ZONING COMMISSION Sec. 2-207. — Creation of the Planning and Zoning Commission. The Planning and Zoning Commission is to act as an advisory board to the City Council in matters designated by City Charter, Code of Ordinances, and state law. The Commission shall advise the City Council on matters relating to zoning, site plans, plats, master planning, public improvements, civic improvements, and other matters relating to City planning and zoning as directed by the City Council. The Planning and Zoning Commission will also serve as the City's Sign Board and Capital Improvements Advisory Committee. Sec. 2-208. — Appointment and Terms. (a) Per the City Charter, the Planning and Zoning Commission shall consist of seven (7) citizens of the City. The members of the Commission shall be appointed by the City Council for a term of two (2) years. Three (3) members of the Planning and Zoning Commission shall be appointed each odd numbered year. The remaining four (4) members of the Planning and Zoning Commission will be appointed each even numbered year. 20 Board, Commission, and Committee Ordinance — 11.9.23 (b) The Commission shall annually elect a Chair and Vice -Chair from its membership. Members selected as Chair and Vice -Chair of the Planning and Zoning Commission will serve in the same office for the Sign Board and the Capital Improvements Advisory Committee. (c) A majority of the members shall constitute a quorum. (d) The Commission's regular meetings are to be held on the Thursday following the first and third Tuesday, if there are matters to be brought before the Commission and provided that the Thursday does not fall on a city holiday. (e) Planning and Zoning Commission members forfeit their office if they fail to attend two (2) consecutive regular meetings of the Commission without being excused by the Council. Sec. 2-209. — Duties, responsibilities, and proceedings. The duties and responsibilities of the Planning and Zoning Commission shall include the following: (a) Make recommendations to City Council on matters concerning zoning, site plans, public improvements, civic improvements, street changes, the routing of public utilities, and strategic planning. (b) Make recommendations to City Council regarding updates or amendments to the City's Master Plan, which guides growth, development, beautification, and infrastructure for its citizens. The Commission's responsibility for the Master Plan is to have a planning horizon addressing at least ten (10) years in the future. (c) Review and make recommendations to City Council on development of property. (d) Review and make recommendations to City Council on platting of property. (e) Consider and hold public hearings when required on,development and land use and zoning issues. (f) Serve as the City's Sign Board. (g) Serve as the City's Capital Improvements Advisory Committee ("CIAC") when the Commission's membership meets the qualification requirements to serve as the City's CIAC as outlined in Sec. 395.058 of the Texas Local Government Code, as amended. The Planning and Zoning Commission may act as the CIAC if the commission includes at least one representative of the real estate, 21 Board, Commission, and Committee Ordinance— 11.9.23 development, or building industry who is not an employee or official of a political subdivision or governmental entity. If no such representative is a member of the Planning and Zoning Commission, the Commission may still act as the CIAC if at least one such representative is appointed by the political subdivision as an ad hoc voting member of the Planning and Zoning Commission when it acts as the CIAC. DIVISION 11. — SIGN BOARD Sec. 2-210. — Creation of the Sign Board. The Sign Board is created to act as an advisory board to the City Council in matters regarding Sign Ordinance 704, as amended, including making recommendations to City Council on sign variance requests, master sign plan requests, and ordinance amendments. The Planning and Zoning Commission shall serve as the Sign Board. Sec. 2-211. — Members and Terms. The Sign Board shall consist of the (7) citizen members of the Planning and Zoning Commission of the City. Terms of office for the Sign Board members shall coincide with appointment terms for the Planning and Zoning Commission members. The Planning and Zoning Commission Chair and Vice -Chair shall retain the same positions on the Sign Board. Sec. 2-212. — Duties, Responsibilities and Proceedings. (a) The duties and responsibilities of the Sign Board shall be to act in an advisory capacity to the City Council on the following matters: (1) Review and make recommendations on sign variance and master sign plan applications and other duties as applicable to the current Sign Ordinance 704, as amended. (2) Review and make recommendations on amendments to the Sign Ordinance 704, as amended. (3) Perform such other sign -related tasks as are delegated to it by the City Council. (b) The Sign Board meeting is to be held immediately following the regular Planning and Zoning Commission if there are matters to be brought before the board. A majority of the Sign Board (four members) must be present to constitute a quorum. 22 Board, Commission, and Committee Ordinance — 11.9.23 DIVISION 12 — CAPITAL IMPROVEMENTS ADVISORY COMMITTEE Sec. 2-213. — Creation of the Capital Improvements Advisory Committee. The Capital Improvements Advisory Committee (the "CIAC") shall serve in an advisory capacity to the City Council related to impact fee matters. This includes advising and assisting the City Council in adopting a land use assumptions report, reviewing the impact fee Capital Improvements Plan, and filing written comments in accordance with Chapter 395 of the Texas Local Government Code. The CIAC monitors and evaluates the implementation of the Capital Improvements Plan; files semi-annual reports with respect to the progress of the Capital Improvements Plan; reports any perceived inequities in implementing the plan or imposing the impact fee to City Council semi- annually; and advises the City Council of the need to update or revise the land use assumptions, Capital Improvements Plan, or impact fees. Sec. 2-214. — Members and Terms: The Planning and Zoning Commission of the City shall serve as the CIAC when the membership of the Planning and Zoning Commission meets the requirements to serve as the CIAC as outlined in Sec. 395.058 of the Texas Local Government Code, as amended. The terms of Office for the CIAC members shall coincide with appointment terms for the Planning and Zoning Commission members. The Planning and Zoning Commission Chair and Vice -Chair shall retain the same office on the Capital Improvements Advisory Committee. If the Planning and Zoning Commission membership does not meet the requirements to serve as the CIAC as provided in Sec. 395.058, as amended, of the Texas Local Government Code, a CIAC shall be appointed by the City Council. Appointments shall be in accordance with Sec 395.058(b) of the Texas Local Government Code, as amended. Sec. 2-215. — Duties, Responsibilities and Proceedings. The CIAC serves in an advisory capacity to City Council and is established to: (a) Advise and assist in adopting land use assumptions; (b) Review the impact fee Capital Improvements Plan and file written comments; (c) Monitor and evaluate implementation of the impact fee Capital Improvements Plan; (d) File semi-annual reports with the City Council with respect to the progress of the impact fee Capital Improvements Plan and report any perceived inequities in implementing the plan or imposing the impact fee; and 23 Board, Commission, and Committee Ordinance — 11.9.23 (e) Advise of the need to update or revise the land use assumptions, Capital Improvements Plan, and impact fees. (f) Four members of the CIAC must be present to constitute a quorum. The City Council shall adopt procedural rules for the CIAC to follow in carrying out its duties. DIVISION 13- CORRIDOR PLANNING COMMITTEE Sec. 2-216. - Creation of the Corridor Planning Committee. The Corridor Planning Committee's ("Committee") purpose is to meet, as needed, with potential developers or owners of properties on possible development projects, typically prior to the submission of a zoning and/or site plan application to the City, to provide guidance for the development of the property that is consistent with the goals, recommendations, and framework of the adopted Southlake Comprehensive Plan. The committee may also provide input and assistance on zoning, land use, or other development -related matters as assigned by the City Council. The Corridor Planning Committee does not vote on matters that appear on its agenda. Sec. 2-217. - Appointment and terms. (a) The Committee shall be composed of at least four (4) members to be appointed by the City Council. However, the City Council can appoint as many members to the Committee as it desires. (b) The Committee will consist of members from the City Council and other City boards, commissions, and committees. In addition, the City Council may appoint City ex-officio or citizen representatives to the Committee. (c) Terms for Committee members coincide with the members' corresponding City Council or board, commission, or committee appointments. Terms for ex- officio or citizen appointments will be for a two-year period, but there are no term limits associated with their appointment. (d) There are no officers appointed for this Committee. The Chair for a meeting can be any of the appointed members. Sec. 2-218. -Duties, Responsibilities and Proceedings. The Corridor Planning Committee serves in an advisory capacity to City Council and is established to: (a) Meet with potential developers or owners of properties generally located adjacent or near major roadway corridors and/or near established residential areas and by the nature of its location, the property may present planning 24 Board, Commission, and Committee Ordinance - 11.9.23 issues that are either numerous or complex, with the goal to provide the potential developer or owner with clearer direction of a development pattern consistent with the City's Comprehensive Plan. (b) Committee comments and guidance shall be consistent with the City's Comprehensive Plan and should be made following a review of: (1) Background information for the property. (2) Current development constraints and issues; (3) Infrastructure availability; and (4) Resource features to be protected or enhanced. (c) The Committee will produce a report of its discussion to be utilized by the Planning and Zoning Commission and City Council during entitlement (zoning/site plan/specific use permit) consideration. (d) Four (4) members of the Committee must be present to constitute a quorum. DIVISION 14 — METROPORT TEEN COURT Sec. 2-219. — Creation of the Metroport Teen Court Advisory Board. The purpose of the Metroport Teen Court Advisory Board ("Advisory Board") is to advise the city council and their staff on the operation of the Teen Court Program and to assist in the development of community resources for the purposes of advancing the Teen Court Program. Sec. 2-220. — Members and Terms. (a) The Advisory Board consists of three (3) members from each participating city, comprised of one (1) City Council member and two (2) at -large members. Members are appointed to a two-year term unless appointed to fulfill an existing vacancy. A City Council member can be appointed for a one-year term if that member only has one year remaining in their three-year term. (b) Members serve at the will of the City Council and shall continue to serve until their successors are duly appointed and sworn into office. The board elects a chair annually. Sec. 2-221. — Power, Duties, and Responsibilities. The Advisory Board serves an advisory role and makes recommendations to the City Council and City staff on the operation of the Teen Court program and assists in the development of community resources for the purposes of advancing the Teen Court Program. The role and duties of the Advisory Board shall be established by the Municipal 25 Board, Commission, and Committee Ordinance — 11.9.23 Court Judges in the participating cities. A quorum of the Advisory Board will be two thirds of the Advisory Board members and at least one (1) member of each participating city. DIVISION 15- CRIME CONTROL AND PREVENTION DISTRICT Sec. 2-222. — Creation of the Crime Control and Prevention District Board. The Southlake Crime Control and Prevention District (CCPD) was established pursuant to the authority granted by Section 363 of the Texas Local Government Code (the "Act'), following voter approval of a local option sales tax. In accordance with the Act, the Crime Control Prevention District Board of Directors (CCPD Board) is appointed by the City Council and serves at the pleasure of the City Council for the expressed purpose of administering the crime control sales tax. The CCPD works jointly with the City Council to ensure that funds raised through the sales tax are spent on programs and capital purchases that will reduce crime, increase public safety, and maintain a high quality of life in the City. Sec. 2-223. — Appointment and terms. (a) The CCPD is governed by a board of seven (7) directors appointed in the same manner as provided for the selection of temporary directors under Section 363.052 of the Texas Local Government Code, as amended. (b) Board members serve staggered two (2) year terms that expire September 1st: (1) Three (3) directors, Places 1, 2, and 3, shall serve terms that expire on September 1 st of the first year following the creation of the CCPD (odd year); and (2) Four (4) directors, Places 4, 5, 6, and 7, shall serve terms that expire on September 1st of the second year following the creation of the CCPD (even year). (c) A vacancy in the office of director shall be filled for the unexpired term in the same manner that the vacant position was originally filled. (d) A director of the CCPD Board is not liable for civil damages or criminal prosecution for any act performed in good faith in the execution of duties as a board member or for an action taken by the CCPD Board. Sec. 2-224. — Officers. (a) The CCPD Board shall elect from among its members a President and Vice - President. The CCPD Board shall appoint a Secretary. The Secretary need not be a director. The person who performs the duties of auditor for the political subdivision shall serve as Treasurer for the CCPD. The election, terms 26 Board, Commission, and Committee Ordinance — 11.9.23 and filling of officer vacancies shall be governed by Section 363.103 of the Texas Local Government Code, as amended. (b) Each officer of the CCPD Board serves for a one (1) year term. (c) A vacancy in a CCPD Board office shall be filled for the unexpired term by the CCPD Board. Sec. 2-225. — Meetings, Powers, Duties, and Responsibilities. (a) The CCPD Board's powers, duties, and responsibilities are provided in Sec. 363.151 of the Texas Local Government Code, as amended. (b) Four (4) directors must be present to constitute a meeting quorum. (c) A concurrence of a majority of the members of the Board is necessary in matters relating to the business of the CCPD. A two thirds majority vote of the CCPD Board (5 of 7 members) is required to reject any application for funding available under section 363 of the Local Government Code. (d) Meetings shall occur on a quarterly basis, as necessary. DIVISION 16- COMMUNITY ENHANCEMENT DEVELOPMENT CORPORATION Sec. 2- 226. Creation of Community Enhancement Development Corporation. The Community Enhancement Corporation is a "Type A" non-profit corporation established to fund the development of a community entertainment and recreation center and other economic development purposes (the "Corporation"). The Corporation is organized under the Development Corporation Act of 1979, as amended, Title 12, Subtitle C1 of the Texas Local Government Code (the " Act) and is governed by Chapter 504 of the Texas Local Government Code. Sec. 2-227. — Appointment and terms. The Corporation has no members and is a nonstock Corporation. The affairs of the Corporation shall be managed by a board of directors (the Board), which shall be composed of seven (7) persons appointed by the City Council for two (2) year terms of office. Places 1, 3, 5, and 7 shall be appointed in odd numbered years and Places 2, 4, and 6 shall be appointed in even numbered years. Terms begin October 1 st of each year. 27 Board, Commission, and Committee Ordinance— 11.9.23 Sec. 2-228. —Duties and Responsibilities. (a) The purpose of the Corporation is to promote economic development within the City of Southlake, Texas (the "City") and the State of Texas in order to eliminate unemployment and underemployment and to promote and encourage employment and the public welfare of the City by developing, implementing, providing, and financing projects as defined in the Act. Projects may additionally include a community entertainment and recreational center and land, buildings, or improvements that provide new or expanded business enterprises that create or retain primary jobs as authorized by Section 505. 155 of the Act. (b) In the fulfillment of its corporate purpose, the Corporation shall have the power to provide financing to pay the costs of projects through the issuance or execution of bonds, notes, and other forms of debt instruments, and to acquire, maintain, lease, and sell property and interests of property on behalf of and for the benefit of the City to accomplish its public purposes under the Act and within the meaning of the Internal Revenue Code of 1986, as amended, and any applicable federal income tax regulations promulgated thereunder. (c) In fulfillment of its corporate purpose, the Corporation shall have all the powers granted by its Certificate of Formation, the Act, and any other applicable law of the State of Texas. (d) The Corporation shall not exercise the powers of sovereignty of the City, including the power to levy taxes, except for the power to receive and use the sales and use taxes specified in the Act, and except for the power of eminent domain when authorized by the City Council of the City. However, the Corporation shall be deemed a governmental unit and its functions governmental for purposes of the Texas Tort Claims Act, Chapter 101, Texas Civil Practice and Remedies Code. (e) No bonds may be issued by the Corporation and no project may be financed with bond proceeds or other revenue of the Corporation unless the bonds or projects are first approved by the City Council. (f) No bonds, notes, or other debt instruments or obligations, contracts, or agreements of the Corporation shall be deemed to be or constitute the contracts, agreements, bonds, notes, or other debt instruments or the lending of credit or grant of public money or thing of value of, belonging to, or by the State of Texas, the City, or any other governmental entity or a pledge of the faith and credit of any of them. All such obligations shall be payable solely and exclusively from the revenues and funds received by the Corporation from the sources authorized by the Act and any other lawfully available source. 28 Board, Commission, and Committee Ordinance — 11.9.23 Sec. 2- 229. — Board meetings, officers, and bylaws. (a) Regular meetings shall be held from time to time as determined by resolution of the Board or the City Council. The directors may hold their meetings at such place or places in the City as the Board may from time to time determine, provided, however, in the absence of any such determination by the Board, the meeting shall be held at the principal office of the Corporation. (b) A majority of the entire membership of the Corporation, including any vacancies, is a quorum. Each director shall be eligible for reappointment as authorized by Sec. 2.152 — Terms and Conditions of Office of the Corporation's Certificate of Formation. (c) The officers of the Corporation shall be President, Vice -President, Secretary, and Treasurer, and such other officers as the Board may from time to time elect or appoint. One person may hold more than one office, except the President shall not hold the office of Secretary. Officers shall be elected for a one (1) year term, with the right of an officer to be reelected for successive terms. All officers shall be subject to removal from the office at any time by a vote of a majority of the Board. A vacancy in the office of any officer shall be filled by a vote of a majority of the Board. (d) The Corporation shall operate per approved bylaws. The Corporation may amend such bylaws, or adopt new bylaws, as it 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 Corporation's bylaws shall be consistent with state law, the City Charter, the City Code of Ordinances, and the Board and Commission Manual. "DIVISION 17. — BUILDING BOARD OF APPEALS Sec. 2-230. — Creation of the Building Board of Appeals. The Building Board of Appeals makes building code recommendations to the City Council and makes official decisions regarding the appeals from citizens to reverse decisions made by the City's Building Official regarding the interpretation of building codes. The Building Board of Appeals, referred to in this Division as "the Board," is hereby created to accomplish the purposes and perform functions set forth in this Division. Unless stated otherwise in this Division, the Board shall be organized and governed in accordance with Division 1, "Generally," of Chapter 2, "Administration," of the City Code of Ordinances, as amended. Sec. 2-231. — Appointment and terms. (a) The Board shall be composed of five (5) members to be appointed by the City Council to places numbered one (1) through five (5). 29 Board, Commission, and Committee Ordinance — 11.9.23 (b) The City Council shall appoint two (2) alternate members numbered Alternate 1 and Alternate 2, who shall serve in the absence of one or more regular members. Alternate members must meet the same qualifications as regular board members. -Alternate 1 is appointed in an odd year and Alternate 2 is appointed in an even year. (c) The Board shall select from the members a Vice -Chair for a one (1) year term, and thereafter until their successor is appointed. Newly appointed members shall be installed at the first regular Board meeting after their appointment. Selection of the Vice -Chair shall occur at the first regular meeting following the annual appointment of the Chair by the City Council. (d) The Building Official shall be an ex-officio member of the Board and shall act as Secretary to the Board, but shall have no vote on any matter before the Board. Sec. 2-232. - Qualifications of members. It is the intent of the City Council that the Board members shall, by reason of the diversity of their individual areas of expertise, constitute a board that is broadly representative of various fields of building construction and building standards. In making appointments to the Board, the City Council will consider persons who are qualified by experience and training to pass on matters pertaining to building construction, mechanical design, plumbing systems, or electrical systems, or who have practical experience in matters relating to building construction or value such as a mortgage banker or licensed real estate agent. Members, except for the Building Official, may not be employees of the City. (Ord. No. 622, § 3, 9-6-94) Sec. 2-233. — Organization. The Board shall meet when required to carry out the duties established by this Division. The Board shall adopt its own rules and procedures and shall keep records of its proceedings consistent with the provisions of this Division and the requirements of law. The Board shall keep minutes of its proceedings showing the vote of each member upon each question, or if absent or failing to vote, indicating that fact, and shall keep records of its decisions and other official actions. All minutes shall be filed in the office of the City Secretary and kept as public records. Sec. 2-234. - Duties and powers. The Board is hereby charged with the duty and invested with the authority to: 30 Board, Commission, and Committee Ordinance — 11.9.23 (a) Inspect property and premises at reasonable hours where required in the discharge of its responsibilities under the laws of the State of Texas and the City. (b) Hear and decide appeals of orders, decisions, or determinations made by the Building Official or Fire Marshal when applicable, (GheGk QFd 699) relative to the application and interpretation of the technical provisions of the following Codes adopted by the City: (1) The International Building Code; (2) The International Existing Building Code; (3) The International Energy Conservation Code; (4) The International Fuel Gas Code; (5) The International Mechanical Code; (6) The International Plumbing Code; (7) The International Residential Code; (8) The International Property Maintenance Code; (9) The International Swimming Pool and Spa Code; and (10)The International Fire Code. (c) Enforce the provisions of the substandard and dangerous building ordinance and carry out the functions established in Article IX, "Property Maintenance Code," Chapter 4.5, "Buildings and Building Regulations," of the City's Code of Ordinances, as amended; the International Property Maintenance Code; and Section 214 of the Texas Local Government Code to abate substandard buildings. (d) Hear and decide appeals of orders, decisions, or determinations made by the Director of Public Works to terminate a user's water supply for specified violations of the City's cross connection control policy. (e) The Board shall have no authority relative to the interpretation of the administrative provisions of the Codes listed in subsection (b) of this Section or the ordinance referenced in subsection (c) of this Section, nor may the Board waive requirements of any of the Codes listed in subsection (b) or the ordinance referenced in subsection (c) of this Section. (Ord. No. 622, § 5, 9-6-94; Ord. No. 622-A, § 1, 2, 2-17-98; Ord. No. 622-B, § 1, 5-5-98) Sec. 2-235. - Meetings and quorums. A quorum for the conduct of business shall consist of four (4) members of the Board. Each member is entitled to one (1) vote and action of the Board shall require a majority of those members present. The members shall comply with all time limits and public notice requirements and all meetings of the Board shall be held in compliance with the 31 Board, Commission, and Committee Ordinance — 11.9.23 Texas Open Meetings Act. The Board shall hold, at a minimum, two (2) meetings annually with an organizational meeting held each October. (Ord. No. 622, § 6, 9-6-94) DIVISION 18. — PARK AND RECREATION BOARD. Sec. 2-236. — Creation of the Park and Recreation Board. There is hereby established the Park and Recreation Board for the City, hereinafter referred to in this Division as "the Board." Unless stated otherwise in this Division, the Board shall be organized and governed in accordance with Division 1, "Generally," of Chapter 2, "Administration," of the City Code of Ordinances, as amended. Sec. 2-237. — Number of Board members and qualifications. The Board shall consist of seven (7) citizens of the City who shall be appointed by the City Council. Places on the Board shall be numbered one (1) through seven (7). Sec. 2-238. — Meetings and bylaws. (a) As soon as practicable after the annual appointment of new board members by the City Council, the Board shall select from the members a Vice -Chair and Secretary to serve until their successor is elected. (b) The Board shall adopt bylaws to govern the holding of its meetings, which, at a minimum, shall encompass the following: (1) Regular meetings shall be held on the second Monday of each month; (2) Manner of holding and calling of special meetings; and (3) Majority of members shall constitute a quorum. (c) The Board shall operate per approved bylaws. The Board may amend such bylaws, or adopt new bylaws, as it 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 Board's bylaws shall be consistent with state law, the City Charter, the City Code of Ordinances, and the Board and Commission Manual. Sec. 2-239. - Duties and responsibilities. The duties and responsibilities of the Board shall be to: 32 Board, Commission, and Committee Ordinance — 11.9.23 (a) Act in an advisory capacity to the City Council in all matters pertaining to Parks and Recreation, including development of long-range capital improvements programs. (b) Cooperate with other City boards, commissions, and committees, or other governmental agencies, civic groups, and all citizens of the City in the advancement of sound park and recreation planning and programming. (c) Recommend policies for recreation services and park improvements. (d) Recommend programs for the development of recreational areas, facilities, and improved recreation services. (e) Recommend the adoption of standards for recreational areas, facilities, and their financial support. (f) Review an annual report of existing park and recreation programs and services. (g) Review the Capital Improvements Program budget of the Department of Community Services, prior to submission to the City Council, and submit a recommendation on the budget. (Ord. No. 646, § 4, 8-15-95; Ord. No. 646-A, § 4, 9-1-98; Ord. No. 646-13, § 4, 6-20-00; Ord. No. 970, § 2, 4-6-2010) Secs. 2-240 2-245 - Reserved. ARTICLE IVDIVISION 19. — SOUTHLAKE PARKS DEVELOPMENT CORPORATION. Sec. 2-246. - Creation of the Southlake Parks and Development Corporation The Southlake Parks Development Corporation is hereby established to administer the City's half -cent sales tax and apply the sales tax toward parks -related capital projects. The Corporation shall review the annual operating budget and all proposals for new parks and recreation programs in the City and report their findings and make recommendations to the City Council. Sec. 2-247. - Definitions. The following words, terms, and phrases, when used in this Division, shall have the meanings ascribed to them in this section, except where the context clearly indicates a different meaning: 33 Board, Commission, and Committee Ordinance — 11.9.23 Act means the Development Corporation Act of 1979 (Vernon's Ann. Civ. St. art. 5190.6). Articles means the Articles of Incorporation for the Corporation. Corporation means the Southlake Parks Development Corporation. (Ord. No. 597, 11-16-93) Cross reference— Definitions generally, § 1-2. Sec. 2-248. - Finding and determination of Council. The City Council hereby finds and determines that cooperative action with the Corporation will provide a means of financing needed public improvements within the City, consistent with the Act. (Ord. No. 597, § 2, 11-16-93) Sec. 2-249. -Approval and authorization of Articles of Incorporation. The City Council hereby approves the Articles of Incorporation for the Corporation in substantially the form attached to Ordinance No. 597, as Exhibit A, and authorizes the filing of the articles with the Secretary of State in accordance with the Act. (Ord. No. 597, § 3, 11-16-93) Sec. 2-250. - Corporation to be subject to powers of City Council. The service of the members of the board of directors of the Corporation shall be at all times subject to the powers of the City Council under the articles. (Ord. No. 597, § 4, 11-16-93) Sec. 2-251. - Instrumentality to act on City's behalf under authority of IRS provisions. It is intended that the Corporation be a duly constituted authority and instrumentality of the City, with the power to act on its behalf and to accomplish the public purposes of the City within the meaning of regulations and revenue rulings of the Treasury Department of the Internal Revenue Service of the United States promulgated under Sections 103 and 115 of the Internal Revenue Code of 1986, as amended. (Ord. No. 597, § 5, 11-16-93) Sec. 2-252. — Board of Directors - Powers, Number, and Term of Office. 34 Board, Commission, and Committee Ordinance — 11.9.23 The property and affairs of the Corporation shall be managed and controlled by a Board of Directors (the "Board") under the guidance and direction of the City Council and, subject to the restrictions imposed by law, the Articles of Incorporation, and Bylaws, the Board shall exercise all the powers of the Corporation. (a) The Board shall consist of seven (7) directors, each of whom shall be appointed by the City Council (the " City Council") of the City. Each director shall occupy a place individually, " Place" and collectively, the " Places") as designated herein. Places 1 through 4 are designated for Councilmember directors and Places 5 through 7 are designated for the Park Board member director and two citizen directors. These appointments will be classified as citizen member directors. Appointments of members to the Corporation by the City Council are on an as needed basis. (b) Directors shall have the qualifications, shall be of the classes of directors, and shall be appointed to the terms set forth in the Articles of Incorporation. (c) Director's terms on the Corporation are for two (2) years, but a member can be assigned a one (1) year term to match the member's term on the City Council or Parks and Recreation Board. Any director who is a member of the City Council or the Parks and Recreation Board shall cease to be a director at the time that they cease to be a member of the City Council or Parks and Recreation Board. Sec. 2-253. — Titles of Office. (a) The officers of the Corporation shall be President, Vice -President, Secretary, and Treasurer, and such other officers as the Corporation may from time to time elect or appoint. Terms of office shall be one (1) year. Upon the expiration of the terms, each officer shall have the right to be reappointed or reelected. (b) Excluding the President, a vacancy in the office of any elected officer shall be filled by a vote of a majority of the directors. (c) The Corporation shall select among its membership a Vice -President and Secretary. The Treasurer shall be the Chief Financial Officer or Director of Finance for the City. Sec. 2-254. — Duties of Office. (a) Powers and Duties of the President. The President shall be the chief operating executive officer of the Corporation and, subject to the authority of the Board, the President shall be in general charge of the properties and affairs of the Corporation and shall execute all contracts, conveyances, franchises, bonds, deeds, assignments, mortgages, notes, and other instruments in the name of 35 Board, Commission, and Committee Ordinance — 11.9.23 the Corporation. The President shall preside over the meetings of the Corporation. (b) Vice -President. The Vice -President shall have such powers and duties as may be prescribed by the Board and shall exercise the powers of the President during that officer's absence or inability to act, in their respective order. Any action taken by the Vice -President in the performance of the duties of the President shall be conclusive evidence of the absence or inability to act of the President at the time such action was taken. (c) Treasurer. The Treasurer shall be the Chief Financial Officer of the Corporation and shall have the responsibility to see to the handling, custody, and security of all funds and securities of the Corporation in accordance with the Corporation bylaws. When necessary or proper, the Treasurer may endorse and sign, on behalf of the Corporation, for collection or issuance, checks, notes, and other obligations in or drawn upon such bank, banks, or depositories as shall be designated by the Board consistent with the Corporation bylaws. The Treasurer shall see to the entry in the books of the Corporation full and accurate accounts of all monies received and paid out on account of the Corporation. The Treasurer shall, at the expense of the Corporation, give such bond for the faithful discharge of his/her duties in such form and amount as the Board or the City Council may require. All check - writing authority will follow all applicable City policies concerning authorizations, signatures, and disbursements. (d) Secretary. The Secretary shall keep the minutes of all meetings of the Corporation and books provided for that purpose; shall give and serve all notices; may sign with the President in the name of the Corporation, and/or attest the signature thereto, all contracts, conveyances, franchises, bonds, deeds, assignments, mortgages, notes, and other instruments of the Corporation; shall have charge of the corporate books, records, documents, and instruments, except the books of account and financial records and securities, and such other books and papers as the Corporation may direct, all of which shall at all reasonable times be open to public inspection upon application at the office of the Corporation during business hours; and shall, in general, perform all duties incident to the office of Secretary subject to the control of the Board. (e) Executive Director. The City Manager of the City of Southlake will serve as the Executive Director of the Corporation to provide administrative support services for the Corporation, and perform duties as prescribed by the Board and City Council. (f) The President, Vice -President, and the Secretary shall be named from among the members of the Board. Any Assistant Secretary may, at the option of the 36 Board, Commission, and Committee Ordinance - 11.9.23 Board, be an employee of the City. The legal counsel shall be the attorney for the City and shall designate any other attorney needed by the Corporation. (g) A majority of the directors holding current appointments shall constitute a quorum. DIVISION 20 — SOUTHLAKE TAX INCREMENT REINVESTMENT ZONE NO. 1 BOARD. Sec. 2-255. — Creation of the Southlake Tax Increment Reinvestment Zone No Board. The Tax Increment Reinvestment Zone No. 1 Board (the "Board") oversees the project and implements the financing plan for Southlake's Tax Increment Financing District known as the Tax Increment Reinvestment Zone No. 1, as set forth in the ordinance creating the Zone, Ordinance No. 682, dated, September 23, 1997, and 682- A, dated, December 2, 1997, and Ordinance 1197 extending the term of the Tax Increment Reinvestment Zone No. 1, dated September 4, 2018 (the "Zone"). The Board may issue obligations to finance all or part of the cost of implementing the "project plan" for the Zone as defined in the Tax Increment Financing Act of the Tax Code, Chapter 311, Vernon's Texas Codes Annotated (the "Act"). Sec. 2-256. — Powers, Number, and Term of Office. (a) The property and affairs of the Zone shall be managed and controlled by the City Council, subject to the restrictions imposed by law, the ordinance creating the Zone, and Bylaws. It is the intention of the City Council that the Board shall function only in an advisory or study capacity with respect to the Zone and shall exercise only those powers, advisory in nature, which are either granted to the Board pursuant to the Act or delegated to the Board by the City Council. (b) As set forth in the ordinance creating the Zone, the Board shall consist of no less than seven (7) and no greater than twelve (12) members. The City Council shall appoint a total of eight (8) members, with one member being nominated by Carroll Independent School District (the "CISD"), and the remaining seven (7) members at all times being the Mayor and Places 1 through 6 of the City Council. The positions occupied by the Mayor and Places 1 through 6 may sometimes hereafter be referred to as the " Council Directors." (c) CISD shall appoint one (1) member; provided, however, that if CISD waives its right to appoint a member to the Board, as evidenced by written resolution duly adopted by the governing body of CISD, the City Council may appoint a member instead. (d) Each member shall serve for a term of three (3) years, or until the member's successor is duly appointed and qualified, or in the case of the Council 37 Board, Commission, and Committee Ordinance — 11.9.23 Directors, when the member's successor becomes qualified to serve on City Council. (e) Any member appointed by the City may be removed from office by the City Council in accordance with the City Charter and applicable ordinances. In the event of a vacancy caused by the resignation, death, or removal for any reason, of a member, the governing body of the respective taxing unit which made such appointment shall be responsible for filling the vacancy in accordance with these bylaws, the Act, and the ordinance creating the Zone. (f) Appointments of members by City Council occur as needed. Sec. 2-257. — Titles and Terms of Office. (a) The officers of the Zone shall consist of the Chair, Vice -Chair, Secretary, and such other officers as the Board may from time to time elect or appoint; provided, however, that the City Council shall, on an annual basis and in accordance with the Act, appoint the Chair for a term of one year with the term beginning on January 1st of the following year. (b) Terms of office for officers shall be one (1) year. All officers, other than the Chair, shall be subject to removal from office, with or without cause, at any time by a vote of a majority of the entire Board. A vacancy in the office of any officer, other than the Chair, shall be filled by a vote of a majority of the Directors. (c) Powers and Duties of the Chair. The Chair shall be the Chief Executive Officer of the Board, and subject to the approval of the City Council, shall be in general charge of the properties and affairs of the Zone and shall preside at all meetings of the Board. (d) Powers and Duties of the Vice -Chair. The Vice -Chair shall be a member of the Board, shall have such powers and duties as may be assigned to them by the Board , and shall exercise those powers and duties. The Vice -Chair shall also exercise the powers of the Chair during that officer's absence or inability to act. Any action taken by the Vice -Chair in the performance of the duties of the Chair shall be conclusive evidence of the absence or inability to act of the Chair at the time that such action was taken. (e) Powers and Duties of the Secretary. The City Secretary shall serve as the Secretary of the Board. The Secretary shall keep the minutes of all meetings of the Board in books provided for the purpose; shall have charge of such books, records, documents, and instruments as the Board may direct, all of which shall at all reasonable times be open to inspection; and shall in general 38 Board, Commission, and Committee Ordinance— 11.9.23 perform all duties incident to the office of the Secretary subject to the control of the City Council and the Board. (f) Staff. Additional staff functions for the Board shall be performed by the City Manager and City staff as designated by the City Manager. Sec. 2-258. — Meetings. (a) The Board shall hold regular meetings at such times and places as shall be designated. There shall be at least one regular meeting held in the fourth quarter of each calendar year. The Secretary shall give notice to each director of each meeting by email. (b) Special or emergency meetings of the Board shall be held whenever called by the Chair, the Secretary, by a majority of the directors then in office or upon advice or request by City Council. The Secretary shall give notice to each director of each special meeting by email. Notice of all special or emergency meetings shall state the meeting purpose, which shall be the only business conducted. (c) A majority of the directors holding current appointments shall constitute a quorum for the consideration of matters pertaining to the purposes of the Zone. (d) The Board shall operate per approved bylaws. The Board may amend such bylaws, or adopt new bylaws, as it 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 Board's bylaws shall be consistent with state law, the City Charter, the City Code of Ordinances, and the Board and Commission Manual. Secs. 2- 259 — 2. 260. Reserved." Section 2. Article XII, "Building Board of Appeals," of Chapter 4.5, "Buildings and Building Regulations," of the Code of Ordinances is hereby amended to read as follows: "ARTICLE XII. — RESERVED Secs. 4.5-236 — 4.5.255. Reserved." Section 3. Article III, "Boards," of Chapter 12, "Parks and Recreation," of the Code of Ordinances is hereby amended to read as follows: 39 Board, Commission, and Committee Ordinance — 11.9.23 "ARTICLE III. — RESERVED Secs. 12-61—12-115. Reserved." Section 4. Article IV, "Parks Development Corporation," of Chapter 12, "Parks and Recreation," of the Code of Ordinances is hereby amended to read as follows: "ARTICLE IV. — RESERVED Secs. 12-116—12-145. Reserved." Section 5. Severability It is hereby declared to be the intention of the City Council that the phrases, clauses, sentences, paragraphs, and section of this Ordinance are severable, and if any phrase, clause, sentence, paragraph, or section of this Ordinance shall be declared unconstitutional by the valid judgment or decree of any court of competent jurisdiction, such unconstitutionality shall not affect any of the remaining phrases, clauses, sentences, paragraphs, and sections of this Ordinance, since the same would have been enacted by the City Council without the incorporation in this Ordinance of any such unconstitutional phrase, clause, sentence, paragraph, or section. Section 6. Cumulative Clause This Ordinance shall be cumulative of all provisions of ordinances and of the Code of Ordinances of the City, as amended, except where the provisions of this Ordinance are in direct conflict with the provisions of such ordinances and such Code, in which event the conflicting provision of such ordinances and such Code are hereby repealed. Section 7. Savings Clause All rights and remedies of the City are expressly saved as to any and all violation of the provisions of the Code of Ordinances of the City, as amended, relating to boards, commissions, and committees that have accrued at the time of the effective date of this Ordinance; and, as to such accrued violations and all pending litigation, both civil and criminal, whether pending in court or not, under such ordinances, same shall not be affected by this Ordinance, but may be prosecuted until final disposition by the courts. Section 8. Publication 40 Board, Commission, and Committee Ordinance — 11.9.23 The City Secretary of the City is hereby directed to publish this Ordinance to the extent required by law. Section 9. Effective Date This Ordinance shall take effect immediately from and after its passage and approval, and it is so ordained. PASSED AND APPROVED ON FIRST READING ON THIS 9- DAY OF I Lt/►ti% , 2023. MA7 I H LA AAST: CITYr3ELRVARY Psss®'° ....... PASSED AND APPROVED ON SECOND READING N rrmis"' 1 DAY OF &jtt:jvbAy- , 2023. MA OR \',ffuf�arrr LA K'6�. 'F' o •fir .v� cn CI Y C ETAR EFFECTIVE: '. •••• APPROVED AS TO FORM AND LEGALITY: CITY ATTORNEY 41 Board, Commission, and Committee Ordinance - 11.9.23 CITY OF Item 4C SOUTHLAK MEMORANDUM August 9, 2024 TO: Park and Recreation Board FROM: David Miller, Director of Community Services SUBJECT: Recommendation of approval for proposed changes to the FY 2025 Fee Schedule Action Requested: Recommendation of approval for proposed changes to the FY 2025 Fee Schedule Background Information: The City of Southlake annually reviews the City Fee Schedule as part of the annual Budget Process. This review of the City Fee Schedule allows for comments on the clarity of the schedule and ensures the fees are appropriate in covering the administrative and maintenance costs associated with providing services. The Southlake City Council first approved the Pickleball Complex Fee Schedule on December 3, 2023. Those fees were determined with a focus on developing a plan that prioritizes use by Southlake residents to learn the game of pickleball while still allowing players of all levels and abilities and non- residents to play. Now that the Pickleball Complex has been open for six months, it is necessary to revise the Fee Schedule for the FY 25 year. Community Services staff presented preliminary proposed fees for The Southlake Pickleball Complex to the City Manager's Office in early June as part of the FY 2025 budget process. Based on their feedback, the Fee Schedule is now ready for the Park and Recreation Board review and recommendation for approval. If recommended, the proposed fees for The Southlake Pickleball Complex will be incorporated into the City's Fee Schedule to be adopted by Resolution with the budget on September 17, 2024. City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Park & Recreation Board Meeting Date — August 12, 2024 Page 2 of 3 Financial Considerations Strategic Link: Citizen Input/ Board Review: Legal Review: The following are the proposed changes for the FY 2025 rates for the Southlake Pickleball Complex: Fee schedule changes are hiahliahted in vellow. Fees Resident Resident Membership Free $40/month Daily Rate: Non- N/A $10 Resident Court Reservation (2- $30/court $30/court Hour Court Reservation (1- $15/court $15/court Hour Group Event - 4 $100/hour N/A Courts (2-hour min) Private Event - Full $500/hour N/A Facility 2-hour min $500 deposit. The Hours of Operation will vary based on season. Free Open Play is available for members of different skill levels 7 days a week. In addition, daily Free Play (unstaffed) is available from 5:00 AM- 6:45 AM. Approval of The FY 2025 Fee Schedule Changes require no additional funding by the City. This item is specifically linked to the City's Strategy Map through F1: Adhere to financial management principles and budget. Park Board recommendation August 12, 2024 City Council consideration in conjunction with the FY 2025 City budget September 17, 2024 N/A Alternatives: Alternatives include • Recommendation to approve the of Fee Schedule as presented • Recommendation to approve the of Fee Schedule with input as desired City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Park & Recreation Board Meeting Date — August 12, 2024 Page 3 of 3 • Recommendation not to approve the of Fee Schedule Supporting Documents: N/A Staff Recommendation: Recommendation of approval for proposed changes to the FY 25 Fee Schedule City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork