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Item 4DM E M O R A N D U M (September 13, 2010) To: Shana Yelverton, City Manager From: Alison Ortowski, Assistant to the City Manager Subject: Item 4D:Ordinance No. 598-E, 1st Reading, Approve Ordinance No. 598-E and related exhibits, revising aspects of the Southlake Program for the Involvement of Neighborhoods (SPIN) Code of Conduct and replacing Ordinance No. 598-D Action Requested: Review and approval of Item 4D:Ordinance No. 598-E, 1st Reading, Approve Ordinance No. 598-E and related exhibits, revising aspects of the Southlake Program for the Involvement of Neighborhoods (SPIN) Code of Conduct and replacing Ordinance No. 598-D Background: The SPIN Standing Committee annually reviews the SPIN Program enabling ordinance, its attachments and exhibits. This process began in May with a review of the SPIN Code of Conduct (“the Code”) which is an exhibit of the Articles of Organization. On May 11, 2010, the SPIN Standing Committee held a meeting and made recommendations for three changes for the SPIN Code of Conduct: 1. Removal of Section 1.3 which states, “Standing Committee representatives should conduct neighborhood meetings in sufficient frequency to provide an opportunity for neighbors to be well informed of events, issues and activities. Standing Committee representatives shall make sure that minutes of all meetings are maintained in accordance with City Ordinance 598-D. In addition to neighborhood meetings, Standing Committee representatives should make diligent effort to ensure that their neighbors are made aware of SPIN activities and projects.” The Standing Committee agreed that this section no longer applies as the City schedules the meetings and maintains all minutes for those meetings. In addition, the final sentence is addressed in other sections of the Code as well as the Articles of Organization. 2. Insert process for handling allegations of SPIN Code of Conduct violations. At the May 11, 2010 meeting, the SPIN Standing Committee instructed staff to draft a process in conjunction with the Executive Item 4D: Approve Ordinance No. 598-E and related exhibits… Page 2 of 20 October 13, 2010 Committee that would describe how allegations of Code violations should be processed. Staff worked with the Executive Committee and presented the following as a new Section 1.5 at the August 10, 2010 SPIN Standing Committee meeting: “1.5. Alleged violations should be handled as follows: a. Violation shall be reported to the SPIN Staff Liaison and/or a member of the SPIN Executive Committee. b. The SPIN Executive Committee reviews violation against Code requirements to determine if a violation has occurred. Such review may include interviewing those who reported the violation as well as those who are alleged to have violated the Code of Conduct. c. If at least two members of the SPIN Executive Committee agree that a violation of the Code of Conduct has occurred, the SPIN Executive Committee shall send a letter to the member asking for improved conduct and reminding the member of the SPIN Code of Conduct. Copies of all letters pertaining to violations in the SPIN Code of Conduct shall be provided to the Southlake City Council.” 3. Add “Executive” to Section 1.6: The word “Executive” was added to Section 1.6 in order to clarify which committee (Executive vs. full Standing Committee) would be making recommendations on allegations of Code violations. Section 3 of Ordinance No. 598-D states “The Standing Committee shall adopt Articles of Organization to govern its activities and meetings. Any modification of the Articles of Organization shall be subject to approval of the City Council, and shall not take effect until so approved.” The SPIN Standing Committee unanimously voted to recommend these changes at their August 10, 2010 meeting. Financial Considerations: N/A Item 4D: Approve Ordinance No. 598-E and related exhibits… Page 3 of 20 October 13, 2010 Strategic Link: Core Values B4 Provide high quality customer service Citizen Input/ Board Review: The following meetings have been held regarding the proposed revisions: May 11, 2010: SPIN Standing Committee Meeting August 10, 2010: SPIN Standing Committee Legal Review: The City Attorney has reviewed and approved the proposed revisions. Alternatives: -- Make no changes -- Propose revised changes Supporting Documents: 1. Ordinance 598-E Staff Recommendation: Approval of Item 4D:Ordinance No. 598-E, 1st Reading, Approve Ordinance No. 598-E and related exhibits, revising aspects of the Southlake Program for the Involvement of Neighborhoods (SPIN) Code of Conduct and replacing Ordinance No. 598-D Item 4D: Approve Ordinance No. 598-E and related exhibits… Page 4 of 20 October 13, 2010 ORDINANCE NO. 598-E AN ORDINANCE OF THE CITY OF SOUTHLAKE ESTABLISHING THE SOUTHLAKE PROGRAM FOR THE INVOLVEMENT OF NEIGHBORHOODS (SPIN); PROVIDING FOR APPOINTMENTS TO A SPIN STANDING COMMITTEE AND SPECIFYING FUNCTION; PROVIDING FOR REPEALER CLAUSE; FINDING AND DETERMINING THAT THE MEETING AT WHICH THIS ORDINANCE IS PASSED IS OPEN TO THE PUBLIC AS REQUIRED BY LAW. WHEREAS, the City Council of the City of Southlake, Texas is of the opinion that a citizen advisory committee would be of assistance to the City Council and City staff by providing a more available form of citizen participation in the affairs of the City and to create a forum for neighbor-to-neighbor, neighbor-to-City and City to neighbor communication; and WHEREAS , the City Council has created such a committee by ordinance establishing the SPIN Standing Committee's membership, terms of office, and responsibilities; and WHEREAS , the City Council has previously amended the provisions of the ordinance establishing the Spin Standing Committee’s membership, terms of office, and responsibilities; and WHEREAS, the City Council now desires to further amend the provisions of such ordinance. NOW THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF SOUTHLAKE, TEXAS : SECTION 1. The City Council of the City of Southlake, Texas does hereby create and establish a program to be known as the "Southlake Program for the Involvement of Neighborhoods" (SPIN). To assist the City Council with administration of the program, the City Council hereby creates the SPIN Standing Committee (the “Standing Committee”). Such Standing Committee shall be composed of neighborhood representatives, and other members, appointed at large by the City Council so that the total number of committee members does not exceed twenty (20), all of whom shall be voting members. All such voting members, shall be citizens of the City of Southlake, Texas, and shall reside and continue to reside within the corporate limits of the City during the term of office for which the member is appointed. A representative of the City Manager's Office shall be an ex-officio, non-voting member of the Standing Committee and shall be responsible for administration and coordination of Standing Committee activities. A quorum shall consist of a simple majority of the voting members present at a meeting for the purpose of conducting business. L:\Meetings\City Council\Archives\2010\2010-10-19 CC Meeting\Packet\Item 4D.docx Page 4 Item 4D: Approve Ordinance No. 598-E and related exhibits… Page 5 of 20 October 13, 2010 SECTION 2. A. At-large members of the Standing Committee shall be appointed by a majority vote of the City Council for a term of office with an expiration date to be specified by the City Council when the appointment is made. At-large members shall be recommended to the City Council by the Standing Committee for appointment according to the criteria for at-large membership listed in Section 4. B. Standing Committee members who are neighborhood representatives shall be appointed by a majority vote of the City Council for a term of two (2) years. Neighborhood representatives shall be appointed according to neighborhoods as indicated by the neighborhood map attached as Exhibit "A." Each neighborhood representative shall reside within the neighborhood he/she is to represent. Neighborhood representatives shall be appointed to positions identified by place number. Neighborhood representatives appointed to odd-numbered places shall be appointed in odd-numbered years, and neighborhood representatives appointed to even-numbered places shall be appointed in even-numbered years, provided, however, that the initial term of the even-numbered places shall be one (1) year. st Terms of office for neighborhood representatives shall commence on June 1 and st expire on May 31. C. The City Council by majority vote shall also appoint alternate members of the Standing Committee to serve in place of Standing Committee members who are absent (“alternate members” or “alternates”). Alternate members shall be entitled to vote when attending a meeting in place of the regular representative. One alternate member shall be appointed to serve as an alternate for each regular at-large member and for each neighborhood representative. 1. Alternate at-large members shall be appointed by the same at-large special interest areas as regular at-large members, shall meet the same residency requirements as regular at-large members and shall serve for a term of office with an expiration date to be specified by the City Council when the appointment is made. 2. Alternate neighborhood representatives shall be appointed by the same place number as the regular neighborhood representative, shall reside in the same neighborhood as the regular neighborhood representative, shall meet the same residency requirements as a regular neighborhood representative, and shall serve for the same term of office as a regular neighborhood representative. D. The Standing Committee shall be responsible for recommending to the City Council revisions to Exhibit “A” and to the criteria for at-large membership listed in Section 4. At least annually, as Southlake develops and its population grows, the Standing Committee shall review the neighborhoods designated on Exhibit “A: and the criteria for at-large membership in Section 4. Based on this review, new boundaries and L:\Meetings\City Council\Archives\2010\2010-10-19 CC Meeting\Packet\Item 4D.docx Page 5 Item 4D: Approve Ordinance No. 598-E and related exhibits… Page 6 of 20 October 13, 2010 revised criteria for at-large membership, as appropriate, shall be recommended to the City Council for approval. st E. Any prior appointments of members will automatically extend through May 31 of the final year of said appointment. F. If a member or alternate member fails to complete the term to which he or shewas appointed, a successor shall be appointed to complete the unexpired balance of his or her term. Members and alternate members may continue to serve until their successors are appointed and qualify. G. Members and alternate members of the Standing Committee shall serve without pay, but may receive reimbursement for actual expenses incurred after prior approval of the City when such expenses result from the performance of official committee duties. SECTION 3. The Standing Committee shall adopt Articles of Organization to govern its activities and meetings. Any modification of the Articles of Organization shall be subject to approval of the City Council, and shall not take effect until so approved. In the event of any conflict between this ordinance or any other ordinance of the City and the Articles, the ordinance shall control. The Standing Committee shall be subject to the conditions set forth in the Articles of Organization. The Standing Committee may recommend to the City Council by a simple majority vote of the Standing Committee that the City Council amend or repeal the Articles of Organization or adopt new Articles of Organization, provided a quorum of Standing Committee Members is present. At least 72 hours written notice must be given of the intention of the Standing Committee to recommend at such meeting that the City Council amend or repeal the Articles, or adopt new Articles. SECTION 4. Any member or alternate member of the Standing Committee duly appointed under the terms of this ordinance shall automatically forfeit the seat on the Committee in the event he/she 1) discontinues residency within the neighborhood he/she was appointed to represent as shown on the neighborhood map attached as exhibit "A," 2) ceases to be a resident of the City of Southlake if appointed at-large or 3) files for public office. The Standing Committee may include in the Articles of Organization additional grounds for forfeiture or removal from the Committee. SECTION 5. The Standing Committee shall elect from its members a chairperson, a vice- chairperson, and secretary who, together with the City Manager's representative, shall constitute the SPIN Executive Committee. Alternate Members shall not be eligible L:\Meetings\City Council\Archives\2010\2010-10-19 CC Meeting\Packet\Item 4D.docx Page 6 Item 4D: Approve Ordinance No. 598-E and related exhibits… Page 7 of 20 October 13, 2010 to hold office. The Standing Committee shall meet once a month. The Standing Committee or representatives thereof, as determined by the Standing Committee, shall meet with the Southlake City Council at regular intervals a minimum of two (2) times a year to communicate citizen and neighborhood activities, needs and concerns to the City Council. SECTION 6. The Standing Committee shall act in an advisory capacity to the City Council and the City staff in the planning and implementation of programs and activities involving neighborhoods and addressing citizen concerns. Specific concerns and activities of the Standing Committee will be determined by the Standing Committee itself after due consideration of the advice and cooperation of the City staff, the City Council, and neighborhood groups, with an emphasis on programs and activities designed to improve the quality of life in neighborhoods either singularly or collectively. A second and equally important aspect of the Standing Committee shall be to provide leadership and coordination for the activities of neighborhood based groups of citizens, to remain current and informed on issues affecting the City, and to provide a channel of communication between citizens of Southlake and elected officials and/or City staff. SECTION 7. All ordinances or parts of ordinances in conflict with the provisions of this ordinance are hereby repealed. SECTION 8. It is hereby found and determined that the meeting at which this ordinance is passed is open to the public as required by law and that public notice of the place, time, and purpose of said meeting was given as required. PASSED AND APPROVED ON FIRST READING ON THIS ______ DAY OF __________________, 2010 . ________________________________________________ THE HONORABLE JOHN TERRELL, MAYOR ATTEST: ________________________________________________ LORI PAYNE, CITY SECRETARY L:\Meetings\City Council\Archives\2010\2010-10-19 CC Meeting\Packet\Item 4D.docx Page 7 Item 4D: Approve Ordinance No. 598-E and related exhibits… Page 8 of 20 October 13, 2010 PASSED AND APPROVED ON SECOND READING ON THIS ______ DAY OF ____________________, 2010. ________________________________________________ THE HONORABLE JOHN TERRELL, MAYOR ATTEST: ________________________________________________ LORI PAYNE, CITY SECRETARY EFFECTIVE: ____________________________ APPROVED AS TO FORM AND LEGALITY: ________________________________________ CITY ATTORNEY L:\Meetings\City Council\Archives\2010\2010-10-19 CC Meeting\Packet\Item 4D.docx Page 8 Item 4D: Approve Ordinance No. 598-E and related exhibits… Page 9 of 20 October 13, 2010 ORDINANCE 598-E EXHIBIT “A” L:\Meetings\City Council\Archives\2010\2010-10-19 CC Meeting\Packet\Item 4D.docx Page 9 Item 4D: Approve Ordinance No. 598-E and related exhibits… Page 10 of 20 October 13, 2010 ORDINANCE 598-E EXHIBIT “B” SOUTHLAKE PROGRAM FOR THE INVOLVEMENT OF NEIGHBORHOODS ARTICLES OF ORGANIZATION ARTICLE 1: DEFINITIONS When used in these Articles of Organization, the below listed terms and phrases shall have the following concepts and meanings: (1) SPIN, The term SPIN shall mean the Southlake Program for the Involvement of Neighborhoods, as established by Southlake City Ordinance No. 598, as amended. (2) SPIN Neighbor, The term SPIN Neighbor shall mean any citizen of the City of Southlake, Texas. (3) SPIN Neighborhood, The term SPIN Neighborhood shall mean each of the SPIN neighborhood areas of the City of Southlake, Texas, as recommended by the SPIN Standing Committee and established by the City Council in Exhibit "A" of Southlake City Ordinance No. 598, as amended. (4) SPIN Standing Committee Neighborhood Representative, The term SPIN Standing Committee Representative shall mean the Southlake City Council appointed member of the SPIN Standing Committee. (5) SPIN Standing Committee At-Large Member. The term SPIN Committee At- Large Member shall mean citizens of the City of Southlake, Texas appointed to the SPIN Standing Committee by the Southlake City Council upon the recommendation of the SPIN Standing Committee. (6) SPIN Standing Committee Alternate Member. The term SPIN Standing Committee Alternate Member shall mean citizens of the City of Southlake, Texas appointed by the Southlake City Council to serve in place of Spin Committee Neighborhood Representatives and SPIN Standing Committee At-Large Members who are unable to attend a meeting of the SPIN Standing Committee (“alternate members” or “alternates”). One Alternate Member is appointed by the City Council to serve as an alternate for each Neighborhood Representative and each At-Large Member. An Alternate Member is entitled to vote in place of the L:\Meetings\City Council\Archives\2010\2010-10-19 CC Meeting\Packet\Item 4D.docx Page 10 Item 4D: Approve Ordinance No. 598-E and related exhibits… Page 11 of 20 October 13, 2010 absent Neighborhood Representative or At-Large Member whom he or she is replacing at the meeting. (7) SPIN Standing Committee. The term SPIN Standing Committee shall include the SPIN Standing Committee Neighborhood Representatives, and SPIN Standing Committee At-Large Members, each appointed by the Southlake City Council according to Ordinance No. 598-E, as amended, and a designated, non-voting representative of the City Manager's Office as well as Standing Committee Alternate Members, each appointed by the Southlake City Council, when called to serve. (8) SPIN Executive Committee. The SPIN Executive Committee shall consist of the officers of SPIN (Chairperson, Vice-Chairperson, and Secretary), together with the designated, non voting representative of the City Manager’s Office. An Alternate Member is not entitled to vote at an Executive Committee meeting. ARTICLE II: PURPOSE The purpose of this program is to provide a vehicle for citizen participation in the affairs of the City of Southlake and to create a forum for neighbor-to-neighbor, neighbor- to-City and City-to-neighbor communication. The program’s objectives are: (1) To direct and channel citizen involvement and participation within the City and its government; (2) To provide a common meeting ground for neighbors to come together for the free exchange of ideas on a wide variety of subjects; (3) To act as a mechanism to leverage Southlake's wide array of human resources and establish a public forum that will ensure a permanent, ongoing, community- wide dialogue; and (4) To include citizens in governmental problem-solving processes. ARTICLE III: ORGANIZATION Section 1: Composition of the SPIN Standing Committee. The City staff initially identified, designated and defined sixteen (16) Southlake SPIN Neighborhoods in Exhibit “A” to City of Southlake Ordinance No. 598, as amended. Characteristics of geography, proximity and other homogeneous factors shall be used in their determination. The SPIN Standing Committee shall be responsible for maintaining the integrity and applicability of Exhibit “A”, as Southlake develops, by reviewing and recommending to the City Council annual updates to this exhibit. The Southlake City Council shall appoint a SPIN Standing Committee Neighborhood Representative and a SPIN Standing Committee Alternate Representative from each of the SPIN Neighborhoods, and other members appointed at-large and their respective Alternate L:\Meetings\City Council\Archives\2010\2010-10-19 CC Meeting\Packet\Item 4D.docx Page 11 Item 4D: Approve Ordinance No. 598-E and related exhibits… Page 12 of 20 October 13, 2010 Members. Together they shall constitute the voting membership of the SPIN Standing Committee. Each SPIN Standing Committee Neighborhood Representative and Alternate Neighborhood Member shall reside and continue to reside within the SPIN Neighborhood he or she is appointed to represent during the term of his or her appointment or in the case of SPIN Standing Committee At-Large members and At- Large Alternate Members, each At-Large member and Alternate member shall reside and continue to reside within the City of Southlake during the term of his or her appointment. A representative of the City Manager's office shall be an ex-officio, non- voting member of the SPIN Standing Committee. A quorum, for the purpose of conducting business, shall consist of a simple majority of the voting members attending a meeting. Section 2: Officers. The SPIN Standing Committee shall elect from its members a Chairperson, a Vice-Chairperson, and a Secretary, who, together with the designated, non-voting representative of the City Manager's office, shall make up the SPIN Executive Committee. Spin Standing Committee Alternate Members are not eligible to hold office. The roles and responsibilities of the SPIN Officers and the SPIN Executive Committee are as follows: (a) Chairperson. The Chairperson shall be the chief executive officer of the SPIN Standing Committee and the SPIN Executive Committee, and shall be responsible for their general supervision, direction and control. The Chairperson shall preside at all meetings of the SPIN Standing Committee and the SPIN Executive Committee. (b) Vice-Chairperson. In the absence, disability, or resignation of the Chairperson, the Vice-Chairperson shall perform all the duties of the Chairperson, and when so acting shall have all powers of, and be subject to all restrictions on, the Chairperson. c) Secretary. The Secretary shall work with the designated representative of the City Manager's office to ensure that there are appropriate minutes kept of all SPIN Standing Committee and SPIN Executive Committee meetings, and that there is timely public notification of SPIN Standing Committee meetings as prescribed by law. The Secretary shall be empowered to sign or attest any documents required by law, relating to the business of the SPIN Standing Committee. In the absence of both the Chairperson and Vice-Chairperson, the Secretary shall function as a temporary Chairperson. In case of the absence, resignation or disability of the Secretary, any SPIN Standing Committee voting member may be authorized by the Chairperson or Vice-Chairperson (when acting as Chairperson) to perform the functions of Secretary. L:\Meetings\City Council\Archives\2010\2010-10-19 CC Meeting\Packet\Item 4D.docx Page 12 Item 4D: Approve Ordinance No. 598-E and related exhibits… Page 13 of 20 October 13, 2010 (d) City Manager's Representative. The City Manager's Representative is an ex-officio, non-voting representative, designated by the City Manager, who shall be responsible for the administration and coordination of SPIN Standing Committee and SPIN Executive Committee activities. The City Manager's Representative will act as parliamentarian. In the event that an issue requires a decision prior to the next regularly scheduled SPIN Standing Committee meeting, the Executive Committee may make decisions as required for the purpose of conducting the business of the SPIN Program. Any action taken by the Executive Committee will be subject to review by the SPIN Standing Committee. Section 3: Meetings. The SPIN Standing Committee shall meet on a monthly basis, unless otherwise approved by the SPIN Standing Committee, but no two (2) consecutive monthly meetings may be omitted. Each meeting is to be open to all SPIN Neighbors with public notice of the place, time, and purpose of said meeting given, as required by law. Inclusive of these meetings, the SPIN Standing Committee and the Southlake City Council shall meet in joint session at least two (2) times a year. Section 4: SPIN Report to City Council. The agenda of every regularly scheduled Southlake City Council meeting shall provide SPIN the opportunity to report SPIN Neighborhood activities, needs and concerns. Section 5: Removal of a Standing Committee Representative. If a SPIN Standing Committee Representative or an Alternate Member resigns, such representative shall relinquish his/her appointment and a vacancy shall result, but such representative shall continue to serve until a successor is elected. If a SPIN Standing Committee Representative or an Alternate Member moves out of his/her respective SPIN Neighborhood, ceases to be a resident of the City of Southlake if appointed At-Large, or files for public office, or if the SPIN Standing Committee, the City Council, or other adjudicatory body with jurisdiction over such issue, determines that such representative or alternative representative has violated the SPIN Code of Conduct, or if the SPIN Standing Committee finds that a replacement is necessary so that a SPIN Neighborhood is adequately served, such representative or alternate representative may be removed from such appointment. Removal shall be upon the recommendation of the SPIN Standing Committee and approval of the City Council. In the event of such removal, a vacancy shall result, and be filled as provided herein. ARTICLE IV: ANNUAL ELECTIONS Section 1: Annual Elections. Elections shall be held annually during the regularly scheduled March meeting, or as soon thereafter as is practicable. Permanent officers of the SPIN Standing Committee shall be Chairperson, Vice-Chairperson, and Secretary. Subject to a quorum being present, a simple majority of members present shall determine each office, with voting being in the order of Chairperson, Vice- Chairperson, and Secretary. The term of each office shall be one (1) year, with no term L:\Meetings\City Council\Archives\2010\2010-10-19 CC Meeting\Packet\Item 4D.docx Page 13 Item 4D: Approve Ordinance No. 598-E and related exhibits… Page 14 of 20 October 13, 2010 limits. Each officer so elected shall serve until the next annual election, unless otherwise removed. Officers shall not be subject to term limits. Section 2: Special Elections. Upon the resignation of any officer, each officer in the order of Chairperson, Vice-Chairperson, and Secretary, shall move up to the next office and serve in that capacity until the next annual election. In the event that two or more offices become vacant simultaneously, a special election shall be held to elect replacements for each office to fill the unexpired term(s). In the event that the office of Secretary becomes vacant, a special election shall be held, as indicated above, to elect a replacement Secretary for the remainder of the unexpired term. L:\Meetings\City Council\Archives\2010\2010-10-19 CC Meeting\Packet\Item 4D.docx Page 14 Item 4D: Approve Ordinance No. 598-E and related exhibits… Page 15 of 20 October 13, 2010 ARTICLES OF ORGANIZATION EXHIBIT 1 SOUTHLAKE PROGRAM FOR THE INVOLVEMENT OF NEIGHBORHOODS Code of Conduct Preamble The purpose of the Southlake Program for the Involvement of Neighborhoods (SPIN) is to foster two-way communication between the City and its citizens. Broad based participation in neighborhood issues and projects is an important element of the SPIN program. SPIN Standing Committee members have been appointed by the Southlake City Council to serve as representatives of the SPIN program, in addition to serving as leaders in their respective neighborhoods. Standing Committee representatives are responsible for directing and promoting the SPIN program. The role of the Standing Committee representative includes, but is not limited to, assisting the neighborhood by facilitating communication between City officials and the neighborhood, clarifying issues, and encouraging participation in the local government process. It is a privilege to serve the City of Southlake as a SPIN Standing Committee representative and each SPIN representative should make every effort to fulfill the obligations of the selection. The highest standards of integrity, impartiality, and professional competence are expected from Standing Committee representatives. The importance of neutrality cannot be overemphasized in regard to maintaining credibility as a Standing Committee representative for the neighborhood. As such, SPIN Standing Committee representatives have a continuing duty to disclose anything that may affect, or might appear to affect their ability to be an impartial leader of their SPIN neighborhood. Standing Committee representatives should be committed to representing all parties as necessary. The purpose of this Code of Conduct is to define the high standards expected of Standing Committee representatives. These standards will ensure public confidence in the SPIN program. The guidelines represent a standard of behavior for SPIN leaders, and it is expected that this Code shall also help to guide the official behavior of other Neighborhood Council members. This Code is not intended to address every situation which may arise in the conduct of SPIN program business; rather, it is envisioned that SPIN participants will rely on the ideals embodied in this Code to lead them through issues concerning conflicts of interest and ethical behavior. 1. Process 1.1 Standing Committee representatives shall ensure that meetings they L:\Meetings\City Council\Archives\2010\2010-10-19 CC Meeting\Packet\Item 4D.docx Page 15 Item 4D: Approve Ordinance No. 598-E and related exhibits… Page 16 of 20 October 13, 2010 conduct are open to all individuals and organizations and shall not be limited by age, race, creed, color, gender, national origin, income, or home ownership. Any form of discrimination by a SPIN member against any party on the basis of characteristic, condition, preference, belief or status of such party conflicts with the purpose of SPIN, and shall not be practiced, condoned, or facilitated by Standing Committee representatives. 1.2 Standing Committee representatives shall create an environment conducive to the expression of ideas by any neighbor wishing to be involved in the Program. It is hoped that SPIN will be a forum for encouraging open and honest discussion of issues, which would include differing viewpoints. 1.3 Standing Committee representatives should conduct neighborhood meetings in sufficient frequency to provide an opportunity for neighbors to be well informed of events, issues and activities. Standing Committee representatives shall make sure that minutes of all meetings are maintained in accordance with City Ordinance 598-D. In addition to neighborhood meetings, Standing Committee representatives should make diligent effort to ensure that their neighbors are made aware of SPIN activities and projects. 1.34 Standing Committee representatives shall transmit both recommendations and dissenting views proposed by particular neighborhoods on given issues to City officials. It is important that all viewpoints be considered on a particular issue. 1.45 Standing Committee representatives should participate in Standing Committee activities and abide by the terms and conditions of the SPIN Standing Committee Attendance Policy attached hereto as Exhibit “AA”. 1.5 Alleged violations shall be handled as follows: a. The alleged violation shall be reported to the SPIN Staff Liaison and/or a member of the SPIN Executive Committee. b. The SPIN Executive Committee shall review the alleged violation of the Code of Conduct to determine if a violation has occurred. Such review may include interviewing those who reported the violation and those who are alleged to have committed the violation. c. If at least two members of the SPIN Executive Committee agree that a violation of the Code of Conduct has occurred, the SPIN Executive Committee shall send a letter to the SPIN Standing committee member who committed the violation asking for improved conduct and reminding the member of the SPIN Code of Conduct. Copies of L:\Meetings\City Council\Archives\2010\2010-10-19 CC Meeting\Packet\Item 4D.docx Page 16 Item 4D: Approve Ordinance No. 598-E and related exhibits… Page 17 of 20 October 13, 2010 all letters pertaining to violations in the SPIN Code of Conduct shall be provided to the Southlake City Council. 1.6 Should a Standing Committee representative be found in violation of this Code and refuse to accept the decision of the majority of Executive Committee members reviewing the violation, by either withdrawing from the Standing Committee or correcting said violation, the case shall then be referred to the City Council for action. 2. Professionalism 2.1 To effectively serve, Standing Committee representatives should take every opportunity to educate themselves about the operations of the municipal organization and current events within the City so that they may provide accurate information to their neighborhoods. 2.2 Standing Committee representatives should promote mutual respect among all parties involved in the program, including, but not limited to, other Standing Committee representatives, City staff, and elected officials. Standing Committee representatives and other SPIN participants should always exercise decorum, discretion, patience, restraint, and consideration of others time during Standing Committee and neighborhood meetings. 2.3 Standing Committee representatives shall represent facts or circumstances as accurately as possible in the course of either providing information from the City to their neighborhoods, or in reporting information from their neighborhoods to the City. 2.4 Standing Committee representatives shall not use their influence as SPIN representatives to influence the electoral process. A SPIN Standing Committee representative shall never coerce, make a decision for, or impose his or her own judgment on neighbors. Although Standing Committee representatives may, as individuals and citizens of the City of Southlake, exercise their right to support or oppose candidates, it is inappropriate to use their position with SPIN as a political tool. Standing Committee representatives must maintain electoral neutrality and remain nonpartisan in regard to all candidates running for public office or ballot issues when performing functions in their official role. 2.5 When serving in an official capacity, Standing Committee representatives shall not offer any type of personal or professional opinions as an official representative of SPIN. L:\Meetings\City Council\Archives\2010\2010-10-19 CC Meeting\Packet\Item 4D.docx Page 17 Item 4D: Approve Ordinance No. 598-E and related exhibits… Page 18 of 20 October 13, 2010 2.6 Standing Committee representatives should withdraw from the Standing Committee if they feel they can no longer maintain the impartiality needed to effectively serve as representatives of their neighborhoods. 2.7 Standing Committee members should withdraw from hosting a neighborhood meeting within their district if they feel they can not remain an impartial representative regarding a particular project. 2.8 Standing Committee representatives shall not accept any type of financial remuneration, direct or indirect, as an incentive to promote or support a particular political or commercial issue. 2.9 This Code of Conduct shall apply to all Standing Committee members, including SPIN Standing Committee At Large Members, SPIN Standing Committee Neighborhood Representatives, and SPIN Standing Committee Alternate Members. L:\Meetings\City Council\Archives\2010\2010-10-19 CC Meeting\Packet\Item 4D.docx Page 18 Item 4D: Approve Ordinance No. 598-E and related exhibits… Page 19 of 20 October 13, 2010 SPIN Standing Committee Code of Conduct EXHIBIT “AA” Southlake Program for the Involvement of Neighborhoods (SPIN) Standing Committee Attendance Policy POLICY PURPOSE: This policy sets expectations and standards of SPIN Standing Committee member attendance such that members are able to meet and act as an advisory body more effectively by participating regularly at meetings. POLICY DETAILS: The SPIN Standing Committee at its November 6, 2008 meeting, adopted the following policy, regarding attendance, absences, and excused absences for SPIN Standing Committee members: 1. Neighborhood Representatives and At-Large Members of the SPIN Standing Committee are expected to attend all regularly scheduled meetings. Attendance of less than sixty percent (60%) of the regularly scheduled meetings and/or two consecutive absences in twelve (12) months is considered substandard. a. Attendance requirements for Alternate Members shall be applied in cases where an Alternate Member failed to attend a meeting if requested to do so by their corresponding Neighborhood or At-Large Member. 2. When substandard attendance issues are identified, a letter from the SPIN Executive Committee may be sent to the member asking for improved attendance and reminding the member of the policy on consecutive absences. If the member has two (2) consecutive absences from regularly scheduled meetings, the SPIN Standing Committee may recommend that member's seat be declared vacant by the Council. 3. A SPIN Standing Committee member shall be required to attend sixty percent 60% of scheduled meetings during a fiscal year. If an Alternate Member attends a meeting when the member is absent, that member shall not be considered as absent from the meeting for purposes of this policy. 4. The SPIN staff liaison shall monitor attendance requirements for non-compliance and report such noncompliance to the SPIN Executive Committee. Upon notification of such noncompliance, the SPIN Executive Committee may submit a recommendation to the City Council for appropriate action. 5. The SPIN staff liaison shall prepare an annual report and preset such report to the SPIN Standing Committee each April. The report shall include number of meetings attended, meetings missed (excused or unexcused), and a delineation of two consecutive absences or less than sixty percent (60%) attendance. L:\Meetings\City Council\Archives\2010\2010-10-19 CC Meeting\Packet\Item 4D.docx Page 19 Item 4D: Approve Ordinance No. 598-E and related exhibits… Page 20 of 20 October 13, 2010 6. Prior to the annual report being submitted for SPIN Standing Committee review, the SPIN staff liaison shall provide the report to the SPIN Executive Committee for review and comment. The SPIN Executive Committee shall notify those Committee Members whose attendance is below sixty percent (60%) that improvement is needed. 7. Following submission of the annual report, the SPIN Standing Committee may make a recommendation to the City Council for appropriate action during the appointment process. 8. The City Council may remove those members who do not meet the qualifications for appointment or the requirements for attendance at meetings. 9. All applicants for the SPIN Standing Committee shall be notified prior to City Council appointment regarding time requirements for serving and the policy regarding removal. L:\Meetings\City Council\Archives\2010\2010-10-19 CC Meeting\Packet\Item 4D.docx Page 20