Item 4KM E M O R A N D U M
February 10, 2010
TO: Shana Yelverton, City Manager
FROM: Chris Tribble, Director of Community Services
Approve the Policy Ordinance Review Committee (P.O.R.C.)
SUBJECT:
revisions to the Parks and Recreation Board Bylaws.
Action Requested:
City Council approval of the Policy Ordinance Review
Committee (P.O.R.C.) revisions to the Parks and Recreation
Board Bylaws.
Background
Information:
The current Parks and Recreation Board Bylaws were
adopted by the City on March 14, 1994.
On November 9, 2004, City Council appointed a Policies and
Ordinance Review Committee (P.O.R.C.) to review policies
and ordinances that influence the operations of the
Community Services Department. The committee consisted
of Council members Virginia Muzyka, Carolyn Morris, and
Greg Jones; then Park Board members Katrina Peebles,
Mike Mills and Cara White; Senior Advisory Commission
members Bill Kyle and Cleta Pierce; SYAC representative
Chelsea Payne and city staff members Steve Polasek and
Steve Moore.
P.O.R.C. reviewed the Parks and Recreation Board Bylaws
and made no substantive revisions to the Board’s practices,
only minor grammar, legal, and “housekeeping” changes.
Financial
Considerations:
N/A
Strategic Link:
This item is linked to the City’s Strategy Map related to the
focus area of Performance Management and Service
Deliveryand meets the corporate objective to Provide High
Quality Customer Service.
Citizen Input/
Board Review:
The Policy and Ordinance Review Committee reviewed and
forwarded revisions to the City Attorney for approval.
Item 4K -
1
Shana Yelverton, City Manager
Meeting Date – March 02, 2010
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Parks Board recommended approval (9-0) of the PORC
Revisions to the Parks and Recreation Board Bylaws at their
February 08, 2010 meeting.
Legal Review:
City Attorney reviewed and recommended changes. All
changes were implemented.
Alternatives:
Alternatives include:
City Council approval as presented
City Council approval with input as desired
City Council decision not to approve
Supporting
Documents:
Copy of revised Parks and Recreation Board Bylaws.
Staff
Recommendation:
City Council approval of the Policy Ordinance Review
Committee (P.O.R.C.) revisions to the Parks and Recreation
Board Bylaws.
Item 4K -
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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 Special Meetings
. Upon the request of any Board member,
the Chairman shall call a special meeting of the Board. The Chairman shall fix a place
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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 2.6Vacancies
. 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 2.8Compensation of Board Members
Board members shall not
receive any salary or compensation for their services.
ARTICLE III
OFFICERS
Section 3.1Officers 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.
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(c) Within sixty (60) days after appointment of new members, staff will
establish, and new members will attend, 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 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.
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(f)Review an annual report of existing park and recreation programs and
services.
(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
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.
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