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Item 4C - MemoCITY OF SOUTH LAKE MEMORANDUM September 9, 2025 To: Alison Ortowski, City Manager From: Amy Shelley, City Secretary Item 4C Subject: Resolution No. 25-036, Adopting the Bylaws of the Advisory Commission for Persons with Disabilities. Action Requested: Approve Resolution No. 25-036, Adopting the Bylaws of the Advisory Commission for Persons with Disabilities. Background Information: On April 15, 2025, the City Council adopted Ordinance No. 1228D to standardize procedures and appointments and codify provisions in the Code of Ordinances pertaining to all boards, commissions, and committees. Ordinance Section 2-143. Meetings and bylaws require "any bylaw amendments shall be effective only after being approved by resolution of the City Council." The Advisory Commission for Persons with Disabilities adopted the bylaws during their August 25, 2025, meeting and this item pertains to the subsequent approval by the City Council. Financial Considerations: Non -applicable Strategic Link: CSOC1: Provide excellent service by assisting in navigating governmental processes. Citizen Input/ Board Review: Non -applicable Legal Review: Non -applicable Alternatives: None Supporting Documents: Excerpt from Ord. No. 1228D, Meetings and Bylaws DRAFT - Advisory Commission for Persons with Disabilities bylaws, as approved by the Board on August 25, 2025 Resolution No. 25-036 Exhibit "A" — Bylaws of the Advisory Commission for Persons with Disabilities Staff Recommendation: Approve Resolution No. 25-036, Adopting the Bylaws of the Advisory Commission for Persons with Disabilities. Excerpt from Ord. No. 1228D Sec. 2-143(d) Meetings Sec. 2-143. - 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. (h) 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 far any action taken by the Commission. Rage 9 Board, Commission. and Committee Ordinance 2025 (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. CITY OF SOUTHLAKE DRAFT BYLAWS OF THE CITY OF SOUTHLAKE ADVISORY COMMISSION ON PERSONS WITH DISABILITIES ARTICLE I PURPOSE AND POWERS Section 1.1 Purpose. The Southlake City Council established the Advisory Commission on Persons with Disabilities to act as an advisory board to the City Council on matters related to the experiences and insights of residents with disabilities. Section 1.2 Powers. In fulfillment of its purpose, the Advisory Commission on Persons with Disabilities 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 Commission shall consist of seven (7) citizens of the City of Southlake, Texas, and shall be appointed by the City Council. Places on the Commission shall be numbered one (1) through seven (7). Each member shall be a citizen of the City at all times while serving on the Advisory Commission on Persons with Disabilities. Recognizing the unique nature of the Advisory Commission, there may be situations where an appointed member may require assistance to participate. Such assistance shall be accommodated within the established accommodation process. An individual providing assistance to a Commission member shall not be considered an appointed member of the Advisory Commission. (b) Except as otherwise provided in Chapter 2, Article V, Southlake City Code, 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) Except as otherwise provided in Chapter 2, Article V, Southlake City Code, no Commission member may serve on the Advisory Commission for more than three (3) consecutive two (2) year terms, unless the individual serves Advisory Commission on Persons with Disabilities Bylaws Page 1 of 5 as Chair. A Commission member who serves any term as the Chair may be appointed to serve up to three consecutive two-year terms on the Advisory Commission as Chair. (d) In addition to the regular members, the City Council may appoint up to two (2) citizens of the City as alternate members. Alternate members assigned to a board, commission, or committee, will be assigned a corresponding number (e.g. Alternate #1). Alternate members shall attend all meetings and may participate in discussions related to agenda items or matters, but will not vote on these items or matters. (e) An alternate member in the event of an absence or disqualification of a regular member at a meeting shall act in the place of such member and perform the duties of a regular member, including voting on agenda items or matters. In the absence of one or more regular members, the alternate member assigned 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 provisions of the approved Board and Commission Manual. (g) Any member or alternate of the Advisory Commission on Persons with Disabilities, 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 Commission shall meet at least once a quarter, on the fourth Monday of the month, at The Marq Southlake or a designated meeting area. Members not planning to attend a regular meeting or special meeting shall notify the staff liaison(s), as designated by the City Manager, or the Chair of the Commission by noon (12:00 PM) of the meeting day. Any member with unexcused absences from two (2) consecutive regular meetings or not exhibiting interest in the work of the Commission shall be reported to the City Council, which may, at its discretion, remove the Commission member and appoint a replacement. All meetings and deliberations of the Commission shall be called, convened, held, and conducted, and that notice shall be given to the public, in accordance with Chapter 551 of the Texas Government Code. Advisory Commission on Persons with Disabilities Bylaws Page 2 of 5 Section 2.3 Special Meetings. Upon the request of any Commission member, the Chair shall call a special meeting of the Commission. 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 Quorum. A simple majority of the entire Commission shall constitute a quorum to conduct official business of the Commission. Section 2.5 Conduct of Business. (a) At the meeting of the Commission, matters pertaining to the business of the Commission, as posted on the agenda, shall be considered in accordance with rules of procedure as may be prescribed by the Commission from time to time. (b) At all meetings of the Commission, the Chair shall preside. In the absence of the Chair, the Vice Chair shall preside. In the absence of both the Chair and Vice Chair, the Secretary shall preside. (c) The Chair shall be a voting member of the Commission. (d) Minutes of each Commission meeting shall be filed with the City Secretary and made available upon request. Section 2.6 Vacancies. Any vacancy occurring in the Commission shall be filled by appointment by the City Council for the length of the unexpired term. Section 2.7 Committees of the Commission. The Commission, through a regular vote, may appoint two (2) or more committee or sub- committee members from the membership of the Commission to serve as designated. Section 2.8 Compensation of Commission Members. Board members shall not receive any salary or compensation for their services. ARTICLE III OFFICERS Advisory Commission on Persons with Disabilities Bylaws Page 3 of 5 Section 3.1 Officers and Terms of Office. (a) The officers of the Commission shall be a Chair, Vice Chair, and Secretary. The City Council will annually appoint the Chair of the Advisory Commission on Persons with Disabilities, as outlined in Chapter 2, Article V, of the Southlake City Code. (b) A board member who serves any term as the Chair may be appointed to serve up to three (3) consecutive two (2) year terms as Chair. (c) At the meeting following the appointment of new members by the City Council, the Advisory Commission shall elect from its members a Vice Chair and Secretary to serve a one-year term until the next annual appointment of new Advisory Commission members. Should any of the above -referenced officer positions become vacant, the Commission shall conduct 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 Commission, or prior to the first time that a new member participates in a meeting, the new member shall complete the orientation and training requirements outlined in the City's Board and Commission Manual. Section 3.2 Powers of the Chair. The Chair shall preside at all meetings of the Commission and perform all duties incident to the office of the Chair and such other duties as may be prescribed by the Commission 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 Commission 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 Commission. In the absence of the Chair and Advisory Commission on Persons with Disabilities Bylaws Page 4 of 5 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. The Secretary may take notes during meetings to assist staff with the creation of minutes for approval at the next meeting. ARTICLE IV COMMISSION DUTIES AND RESPONSIBILITIES Section 4.1 Duties and Responsibilities. The duties and responsibilities of the Advisory Commission on Persons with Disabilities shall be as outlined in Chapter 2, Article V, Southlake City Code. ARTICLE V FISCAL YEAR Section 5.1 Fiscal Year. The fiscal year of the Advisory Commission on Persons with Disabilities shall run concurrent with the City of Southlake's fiscal year. ARTICLE VI AMENDMENTS TO BYLAWS Section 6.1 Amendments to Bylaws. These bylaws may be altered, amended or repealed and new bylaws may be adopted by a majority of the Commission members present at any regular meeting, or any special meeting, if at least three business days' of written notice is given of an intention to alter, amend, or repeal these bylaws or to adopt new bylaws at such meeting. Original August 25, 2025 September 16, 2025 Approved By: Advisory Commission on Persons with Disabilities City Council 1It Amendment Approved By: 2nd Amendment Approved By: 3rd Amendment Approved By: Advisory Commission on Persons with Disabilities Bylaws Page 5 of 5 RESOLUTION NO. 25-036 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SOUTHLAKE, TEXAS, ADOPTING THE ADVISORY COMMISSION FOR PERSONS WITH DISABLITIES BYLAWS, PROVIDING AN EFFECTIVE DATE. Whereas, the City Council created the Advisory Commission on Persons with Disabilities as set forth in Ordinance No. 1228C, dated December 3, 2024; and, Whereas, the Southlake Arts Council was created to act as an advisory board to the City Council offering policy guidance informed by the experiences and insights of residents with disabilities. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SOUTHLAKE, TEXAS, THAT: Section 1. All the findings in the preamble are found to be true and correct and the City Council does hereby incorporate said findings into the body of this resolution as if copied in its entirety. Section 2. The Advisory Commission on Persons with Disabilities Bylaws set forth in Exhibit "A" are hereby adopted, and any amendments to such bylaws must be approved by the City Council. Section 3. This resolution is hereby effective upon passage and approval by the City Council. PASSED AND APPROVED THIS THE 16T" DAY OF SEPTEMBER 2025. ATTEST: Amy Shelley, TRMC City Secretary CITY OF SOUTHLAKE, TEXAS Shawn McCaskill Mayor CITY OF EXHIBIT A SOUTHLAKE BYLAWS OF THE CITY OF SOUTHLAKE ADVISORY COMMISSION ON PERSONS WITH DISABILITIES ARTICLE I PURPOSE AND POWERS Section 1.1 Purpose. The Southlake City Council established the Advisory Commission on Persons with Disabilities to act as an advisory board to the City Council on matters related to the experiences and insights of residents with disabilities. Section 1.2 Powers. In fulfillment of its purpose, the Advisory Commission on Persons with Disabilities shall be governed by the Southlake City Code and other applicable laws. ARTICLE II BOARD MEMBERS Section 2.1 Comaosition and Terms of Office (a) The Commission shall consist of seven (7) citizens of the City of Southlake, Texas, and shall be appointed by the City Council. Places on the Commission shall be numbered one (1) through seven (7). Each member shall be a citizen of the City at all times while serving on the Advisory Commission on Persons with Disabilities. Recognizing the unique nature of the Advisory Commission, there may be situations where an appointed member may require assistance to participate. Such assistance shall be accommodated within the established accommodation process. An individual providing assistance to a Commission member shall not be considered an appointed member of the Advisory Commission. (b) Except as otherwise provided in Chapter 2, Article V, Southlake City Code, 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) Except as otherwise provided in Chapter 2, Article V, Southlake City Code, no Commission member may serve on the Advisory Commission for more than three (3) consecutive two (2) year terms, unless the individual serves Advisory Commission on Persons with Disabilities Bylaws Page 1 of 5 EXHIBIT A as Chair. A Commission member who serves any term as the Chair may be appointed to serve up to three consecutive two-year terms on the Advisory Commission as Chair. (d) In addition to the regular members, the City Council may appoint up to two (2) citizens of the City as alternate members. Alternate members assigned to a board, commission, or committee, will be assigned a corresponding number (e.g. Alternate #1). Alternate members shall attend all meetings and may participate in discussions related to agenda items or matters, but will not vote on these items or matters. (e) An alternate member in the event of an absence or disqualification of a regular member at a meeting shall act in the place of such member and perform the duties of a regular member, including voting on agenda items or matters. In the absence of one or more regular members, the alternate member assigned 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 provisions of the approved Board and Commission Manual. (g) Any member or alternate of the Advisory Commission on Persons with Disabilities, 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 Commission shall meet at least once a quarter, on the fourth Monday of the month, at The Marq Southlake or a designated meeting area. Members not planning to attend a regular meeting or special meeting shall notify the staff liaison(s), as designated by the City Manager, or the Chair of the Commission by noon (12:00 PM) of the meeting day. Any member with unexcused absences from two (2) consecutive regular meetings or not exhibiting interest in the work of the Commission shall be reported to the City Council, which may, at its discretion, remove the Commission member and appoint a replacement. All meetings and deliberations of the Commission shall be called, convened, held, and conducted, and that notice shall be given to the public, in accordance with Chapter 551 of the Texas Government Code. Advisory Commission on Persons with Disabilities Bylaws Page 2 of 5 EXHIBIT A Section 2.3 Special Meetings. Upon the request of any Commission member, the Chair shall call a special meeting of the Commission. 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 Quorum. A simple majority of the entire Commission shall constitute a quorum to conduct official business of the Commission. Section 2.5 Conduct of Business. (a) At the meeting of the Commission, matters pertaining to the business of the Commission, as posted on the agenda, shall be considered in accordance with rules of procedure as may be prescribed by the Commission from time to time. (b) At all meetings of the Commission, the Chair shall preside. In the absence of the Chair, the Vice Chair shall preside. In the absence of both the Chair and Vice Chair, the Secretary shall preside. (c) The Chair shall be a voting member of the Commission. (d) Minutes of each Commission meeting shall be filed with the City Secretary and made available upon request. Section 2.6 Vacancies. Any vacancy occurring in the Commission shall be filled by appointment by the City Council for the length of the unexpired term. Section 2.7 Committees of the Commission. The Commission, through a regular vote, may appoint two (2) or more committee or sub- committee members from the membership of the Commission to serve as designated. Section 2.8 Compensation of Commission Members. Board members shall not receive any salary or compensation for their services. ARTICLE III OFFICERS Advisory Commission on Persons with Disabilities Bylaws Page 3 of 5 EXHIBIT A Section 3.1 Officers and Terms of Office. (a) The officers of the Commission shall be a Chair, Vice Chair, and Secretary. The City Council will annually appoint the Chair of the Advisory Commission on Persons with Disabilities, as outlined in Chapter 2, Article V, of the Southlake City Code. (b) A board member who serves any term as the Chair may be appointed to serve up to three (3) consecutive two (2) year terms as Chair. (c) At the meeting following the appointment of new members by the City Council, the Advisory Commission shall elect from its members a Vice Chair and Secretary to serve a one-year term until the next annual appointment of new Advisory Commission members. Should any of the above -referenced officer positions become vacant, the Commission shall conduct 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 Commission, or prior to the first time that a new member participates in a meeting, the new member shall complete the orientation and training requirements outlined in the City's Board and Commission Manual. Section 3.2 Powers of the Chair. The Chair shall preside at all meetings of the Commission and perform all duties incident to the office of the Chair and such other duties as may be prescribed by the Commission 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 Commission 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 Commission. In the absence of the Chair and Advisory Commission on Persons with Disabilities Bylaws Page 4 of 5 EXHIBIT A 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. The Secretary may take notes during meetings to assist staff with the creation of minutes for approval at the next meeting. ARTICLE IV COMMISSION DUTIES AND RESPONSIBILITIES Section 4.1 Duties and Responsibilities. The duties and responsibilities of the Advisory Commission on Persons with Disabilities shall be as outlined in Chapter 2, Article V, Southlake City Code. ARTICLE V FISCAL YEAR Section 5.1 Fiscal Year. The fiscal year of the Advisory Commission on Persons with Disabilities shall run concurrent with the City of Southlake's fiscal year. ARTICLE VI AMENDMENTS TO BYLAWS Section 6.1 Amendments to Bylaws. These bylaws may be altered, amended or repealed and new bylaws may be adopted by a majority of the Commission members present at any regular meeting, or any special meeting, if at least three business days' of written notice is given of an intention to alter, amend, or repeal these bylaws or to adopt new bylaws at such meeting. Original August 25, 2025 September 16, 2025 Approved By: Advisory Commission on Persons with Disabilities City Council 1It Amendment Approved By: 2nd Amendment Approved By: 3rd Amendment Approved By: Advisory Commission on Persons with Disabilities Bylaws Page 5 of 5