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Item 8ACITY OF SOUTHLAKE MEMORANDUM April 15, 2014 To: Shana Yelverton, City Manager From: Alicia Richardson, City Secretary Subject: Resolution No. 14-013, Appoint members to the Community Engagement Committee. Action City Council approval of Resolution No. 14-013, to appoint seven Requested: (7) members to serve on the Community Engagement Committee. Background City Council recognized the need for the SPIN Program to evolve to address the ever changing social and technological environment, and the new and innovative ways for residents to communicate and interact with their local government. City Council, at their 2012 June Retreat, directed the SPIN Standing Committee to bring forward recommendations to enhance the SPIN program, and define a clear role for the committee, in order to aid the City Council in its goals to effectively engage the community. Ordinance No. 1073 was presented to Council on November 5, 2013 for first reading and approved and adopted on November 19, 2013. The ordinance establishes a Community Engagement Committee that will act as an advisory board to the City Council in matters regarding community engagement, outreach programs and related issues. The ordinance also provides for the number of members, terms of office, qualifications, duties and responsibilities and Bylaws to govern the committee. The ordinance also provides for the following: • The SPIN map would still be used for a number of planning and communication purposes within the city, as it is today. However, committee members would not be directly tied to areas of the map. The Council would instead appoint members to the committee with "strong consideration to the geographical location and diversity of committee members." • The new committee would annually review and provide comments on the City's communication plan that highlights the City's outreach and engagement efforts for the year, identifies key topics of interest to community members, and identifies tools or techniques to aid in community engagement. • The committee would hold quarterly meetings, and in between these quarterly meetings, they would meet jointly with other groups, boards or commissions, as appropriate. The focus for any joint meetings would be to share information from the City's communication plan, find out what specific interests a group may have, and learn what communication tools are most effective in reaching their group. This information could then be used to shape future outreach/engagement efforts. • The committee would provide an annual report to the City Council capturing some of the City's community engagement efforts and the results of the committee's meetings throughout the year. • Members serving on the committee would also commit to being involved in the community by participating in other groups or organizations. • SPIN Town Hall Forums would not be impacted by these changes to the committee. As recommended at the 2013 June Retreat, the forums would move to Council Chambers and be recorded for Video on Demand. The committee members would still participate in scheduling and hosting those meetings, as they currently do, with the committee member living closest to a proposed development assisting with and facilitating that meeting. Article II, Section 2.1 (Composition and Terms of Office) of the Bylaws of the City of Southlake Community En_ga_gement Committee, provides that the committee shall consist of seven (7) citizens of the City of Southlake, Texas with strong consideration to the geographical location and diversity of committee members in relation to the demographics of the community. Members shall be appointed for two (2) year terms with odd -numbered places to be appointed in odd -numbered years, and members appointed to even -numbered placed to be appointed in even -numbered years, provided, however, that the initial term of the odd -numbered places shall be one (1) year. The Bylaws outline the duties and responsibilities of the committee: (a) Act in an advisory capacity to the City Council in matters pertaining to community engagement, including the Southlake Program for the Involvement of Neighborhoods (SPIN) Town Hall Forums. (b) Serve in accordance with the provisions of the Board and Commission Manual. (c) Cooperate with other city boards and commissions, other governmental agencies, civic groups, and all citizens of the city in the advancement of community engagement. (d) Recommend policies, programs, tools, and technology for the advancement of community engagement within the city, along with any associated budgetary impacts, for consideration by the City Manager and City Council. (e) Annually review and provide comments on the City's communication plan that highlights the City's outreach and engagement efforts for the year, identifies key topics of interest to community members, and identifies tools or techniques to aid in community engagement. (f) Annually review the Southlake Program for the Involvement of Neighborhoods (SPIN) Map and recommend revisions to the City Council, as necessary. (g) Annually prepare and submit a report to the City Council regarding the City's community engagement efforts and the accomplishments of the committee throughout the year; and (h) Perform such other advisory tasks as are delegated to it by the City Council. In preparation for the appointments, staff publicized a "Call for Volunteers" on MySouthlakeNews.com, City's website and an article in the monthly Volunteer Southlake newsletter. City Council was provided with a copy of applications submitted by the public, which was followed by interviews conducted on Thursday, April 10. Financial Considerations: Non -applicable Strategic Link: C5: promote opportunities for partnerships and volunteer involvement Citizen Input/ Non -applicable Board Review: Legal Review: Non -applicable Alternatives: Input towards the discussion and appointments as desired. Supporting Resolution No. 14-013 Documents: Staff Recommendation: Approval of Resolution No. 14-013, Appoint seven (7) members to the Community Engagement Committee. RESOLUTION NO. 14-013 A RESOLUTION OF THE CITY OF SOUTHLAKE, TEXAS, APPOINTING MEMBERS TO THE COMMUNITY ENGAGEMENT COMMITTEE; PROVIDING AN EFFECTIVE DATE. WHEREAS, on November 5, 2013, the City Council of the City of Southlake, Texas, approved the first reading of Ordinance No. 1073 and conducted a public hearing prior to approving the second and final reading on November 19, 2013. WHEREAS, Ordinance No. 1073 creates a Community Engagement Committee to act as an advisory board to the City Council in matters regarding community engagement, outreach programs and related issues; and, WHEREAS, the Community Engagement Committee shall be comprised of seven (7) citizens of the City of Southlake who shall be appointed by a majority vote of the City Council for two (2) year terms with such terms commencing on October 1 and expiring on September 30; and, WHEREAS, 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. However, provided that the initial term of the odd - numbered places shall be for one year and appointments for two-year terms to begin in 2015; and, WHEREAS, Council desires to appoint seven (7) citizens to the Community Engagement Committee with places on the committee to be numbered one (1) through seven (7). THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SOUTHLAKE, TEXAS, THAT: Section 1. All of the findings in the preamble are found to be true and correct and the City Council hereby incorporates said findings into the body of this resolution as if copied in their entirety. Section 2. That the City of Southlake hereby appoints the following citizens to Places 1 through 7: Place 1 Place 2 Place 3 Place 4 Place 5 Place 6 Place 7 Term Expires September 30, 2015 Term Expires September 30, 2014 Term Expires September 30, 2015 Term Expires September 30, 2014 Term Expires September 30, 2015 Term Expires September 30, 2014 Term Expires September 30, 2015 Section 3. That this resolution is effective upon passage by the City Council. PASSED AND APPROVED THIS THE 151" DAY OF APRIL, 2014. CITY OF SOUTHLAKE, TEXAS John C. Terrell Mayor ATTEST: Alicia Richardson City Secretary