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Item 9ACity of Southlake, Texas MEMORANDUM December 31, 2003 TO: Billy Campbell, City Manager FROM: Rick Black, Director of Public Safety (Ext. 2421) SUBJECT- Resolution No. 98 -68B, Amending Resolution No. 98 -68A regarding the Joint Drug and Alcohol Awareness Committee. Action Requested: City Council approval of a Resolution 98 -68B as recommended by the Joint Drug and Alcohol Awareness Committee. Background Information: The Joint Drug and Alcohol Awareness Committee was formed by Council Resolution in 1998. It was originally made up of two members from the City Council, two members of the CISD Board, two citizen members appointed by the Council and two by the CISD Board, two members from the Chamber of Commerce and one from the Mayor's Advisory Council for a total of eleven appointed members. Both the Council and CISD Board would also select one of their members as Co- Chairs for the committee. Over the past two years, the Committee has found this structure to be difficult in operation. The primary difficulty was getting the number of members necessary to attend meetings. The Committee has recommended a number of changes including: 1. Reducing Committee size to a total of six. One member appointed from both the Council and CISD Board, one citizen member appointed by the Council and CISD Board, and one member from both the Chamber and the Mayor's Advisory Committee. 2. The Chairperson and Vice - Chairperson is elected annually by the members of the Committee. 3. Proxy voting is allowed by substitutes if the member cannot attend. 4. Monthly meetings are changed to quarterly meetings. 1 Billy Campbell December 31, 2003 Page 2 Financial Considerations: There are no additional costs to the City. Financial Impact: There is no financial impact. Citizen Input/ Board Review: No citizen input has been received. Not subject to any Board review. Legal Review: This resolution has been reviewed and approved by City Attorney Tim Sralla. Alternatives: Continued operation under the old resolution making Committee action on issues more difficult. Supporting Documents: Resolution 98 -68B Staff Recommendation: Place the proposed Resolution on the January 6, 2004 City Council meeting agenda for approval. RB /mrp RESOLUTION NO. 98 -68B 2 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SOUTHLAKE, TEXAS, AMENDING RESOLUTION 98 -68A CREATING A JOINT DRUG AND ALCOHOL AWARENESS COMMITTEE TO CLARIFY THE MEMBERSHIP, TERMS OF OFFICE, VOTING, AND DUTIES AND RESPONSIBILITIES OF MEMBERS. WHEREAS, the City Council of the City of Southlake, deems it advisable and necessary to establish a Joint Drug and Alcohol Awareness Committee, to assist in recommendation and implementation of programs, initiatives, and action plans which will serve to focus on the goal of reducing drug and alcohol abuse by the youth of Southlake; and WHEREAS, the Citizens of Southlake are confronted with the societal issue of drug and alcohol abuse by the youth of our community and desire to undertake a mutual effort to address this situation; and WHEREAS, the City Council, CISD Board of Trustees, and the initial Joint Drug and Alcohol Awareness Committee have identified that the problems of drug and alcohol abuse that exist in Southlake are in need of better and more effective drug and alcohol abuse prevention efforts; and WHEREAS, the current Drug and Alcohol Awareness Committee membership has identified a better and more efficient arrangement for membership, voting, and operation of the Committee and seeks to further improve its operation; THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SOUTHLAKE, TEXAS THAT: Section 1. Continuation of the Joint Drug and Alcohol Awareness Committee. The Joint Drug and Alcohol Awareness Committee created through the enactment of Resolution 98 -68 -A is hereby continued, provided that hereafter, the Committee shall be organized and governed in the following manner. Section 2. Powers In fulfillment of its purpose, the Committee shall develop initiatives for drug and alcohol awareness, and shall be governed by the appropriate Council Resolution and shall have all the powers set forth in the resolution, and other applicable law. Section 3. Powers, Number and Term of Office (a.) The affairs of the Joint Drug and Alcohol Awareness Committee shall be managed by the members of the Committee. (b) The Committee shall be composed of the following members who will participate as voting members of the Committee: 1) One member of the City Council, appointed by the City Council; 2) One member of the School Board, appointed by the School Board; 3) One member of the community at large, appointed by the City Council; 3 4) One member of the community at large, appointed by the Carroll ISD Board of Trustees; 5) One member of the Mayor's Advisory Committee, appointed by the Committee; and 6) One member from the Southlake Chamber of Commerce, appointed by the Chamber. (c.) Each member shall serve a term of two years. Section 4. Meetings of the Committee The Committee shall meet quarterly at 7:00 p.m.on the 2nd Tuesday of the first, fourth, seventh and tenth months of the year, beginning in January, 2004, and at such other times as determined by the Committee by majority vote. Members not planning to attend any meeting shall notify the city staff representative by 12:00 noon on the meeting day. All regular meetings and deliberations of the Committee 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 5. Special Meetings Special meetings of the Committee may be called at the request of the Chairperson. The person or persons authorized to call special meetings of the Committee may fix any place for holding special meetings of the Committee. All special meetings and deliberations of the Committee 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 6. Quorum. For the purpose of the Committee, a quorum will be comprised of the majority of all voting members of the Committee. For purposes of a Quorum, any voting member may designate a person to attend and vote as a proxy member on behalf of the Committee member by notifying the Chairperson prior to the meeting. The Chairperson should not take the chair until a quorum is present, except where there is no hope of there being a quorum, and then no business can be transacted, except to adjourn. If during the proceedings, the number of members should be reduced below a quorum, business is not interrupted, unless a member calls attention to the fact. If it is determined during the meeting there is found not to be a quorum present, the meeting will be adjourned Section 7. Removal of Committee Member. Any member may be removed from the Committee at the discretion of the governing body who appointed the member for any of the following reasons: (1) the member misses two consecutive regular Committee meetings; (2) in the opinion and judgment of either the Committee chairperson or a majority of the Committee, the member has not exhibited sufficient interest in the work of the Committee; or (3) any other reason allowed by law or rule of the governing body that appointed the member. If, in the judgment of either the Committee chairperson or a majority of the Committee, any member of the Committee meets any of these criteria for removal, the chairperson of the Committee shall inform the governing body that appointed the member of such. 0 Section 8. Conduct of Business (a.) The Committee shall enact such rules and regulations as may be deemed necessary to conduct the business of the Committee not inconsistent with the terms of this resolution. (b) The current edition of Robert's Rules of Order shall be the final source of authority in all questions of parliamentary procedure, when such rules are not inconsistent with this resolution. (c.) At all meetings of the Committee, the Chairperson shall preside. In the Chairperson's absence, the Vice - Chairperson shall preside. (d) The Chairperson and Vice - Chairperson shall be voting members of the Committee. (e) Minutes of each Committee meeting shall be filed with the City Secretary. Section 9. Vacancies Any vacancy occurring in the Committee shall be filled by appointment by the City Council, CISD Board of Trustees, Chamber of Commerce, Mayor's Advisory Committee, or designees. Section 10. Ex- Officio Members. The Committee may, as it deems appropriate, appoint ex- officio members to the Committee if such appointment is determined to be in the best interest of the Committee. Consideration shall be given to appointing ex- officio members who represent organizations whose purpose is to reduce drug and alcohol abuse by the youth. Ex- Officio members are non - voting members. Individuals appointed as ex- officio members may include, but not be limited to, one or more of the following: (a) One Licensed Chemical Dependency Counselor (LCDC); (b) One professional from the Juvenile Justice System; (c) One professional from the Drug Prevention Program; or (d) One member of the Federal Drug Enforcement Agency. (e) A list of non - voting emeritus members may be established who can be called upon as resources or in the event of a community crisis Section 11. Compensation of Committee Members Committee members shall not receive any salary or compensation for their services as Committee members. Section 12. Officers and Terms of Office 5 (a.) The Committee Officers will consist of a Chairperson and Vice - Chairperson to be elected from the voting members at the first meeting of each year. Each officer shall serve for a one -year term or until their successors are elected, whichever is later. (b.) A vacancy in one of the Committee Officer positions will be filled by vote at the next regular meeting of the Committee. Section 13. Powers of the Chairperson The Chairperson shall, in general, preside at all meetings of the Committee and perform all duties incident to the office of Chairperson and such other duties as may be prescribed by the Committee and the City Council and CISD Board of Trustees. Section 14. Appointments and Authority. The Committee shall create sub - committees as deemed necessary to facilitate implementation of the Committee's goals and objectives. Each sub - committee shall have representation from one or more committee members to ensure the direction of each sub - committee meets their intention. The Chairperson of the Committee may appoint additional ad hoc committees as deemed necessary to carry out the mission of the Committee. The sub - committees will ensure full representation from the community. The Committee may appoint members to the sub - committees to include, but not be limited to, the following individuals: 1) Members from each school within CISD to be drawn from the administration, coaching staff, teachers, nursing staff and counselors; 2) PTSO representation from the schools mentioned above; 3) School Resource Officers; 4) Members from the Southlake Youth Action Commission, the Youth Park Board, various school related organizations, and any other youth representatives should be invited to participate; 5) Heath care professionals including doctors and /or nurses specializing in the field of addition (i.e.: addictionologist, psychiatrist, etc.); or 6) Representatives from social services agencies, churches, and other community groups and organizations. It shall be the function of the sub - committees to implement the initiatives set forth by the full Committee. Each sub - committee shall report to the full committee. A majority of members of a sub - committee shall constitute a quorum for meetings. 31 Section 15. Limitation of Authority. All sub - committees shall be advisory only. The Committee shall not delegate any final or official authority to a sub - committee. Rather, all final, official actions of the Committee may be exercised only by the Committee. Each sub - committee shall keep regular minutes of the transactions of its meetings and shall cause such minutes to be submitted to the Committee. Section 16. Resolution 98 -68A. The provisions of Resolution 98 -68A, except to the extent that they are inconsistent herewith, shall remain effective in their entirety. PASSED AND APPROVED THIS DAY OF , 2004. Andy Wambsganss, Mayor ATTEST: Lori Farwell, City Secretary 7