Item 4GCITY OF
SOUTHLAKE
MEMORANDUM
May 13, 2015
To: Shana Yelverton, City Manager
From: Ben Thatcher, Assistant City Manager
Subject: Item 4G: Ordinance No. 1073-A, 1st Reading, Approve an
ordinance reauthorizing the Community Engagement
Committee.
Action
Requested: Approve Ordinance No. 1073-A, 1st Reading, reauthorizing
the Community Engagement Committee.
Background
Information: The purpose of this ordinance is to amend the current
Community Engagement Committee (CEC) enabling
ordinance to continue their existence as one of the City's
appointed committees until such time that the City Council
chooses to dissolve the committee.
Under the current ordinance the CEC is required to submit an
annual engagement report and communications plan to the
City Council. Attached you will find the committee's annual
report for your review. The CEC has completed the specific
items noted in Ordinance 1073, and has fulfilled its
responsibilities for calendar year 2014 as well as implement
the direction City Council gave the committee at their joint
meeting last June. It is the Community Engagement
Committee's recommendation that this committee be
reauthorized and become a permanent committee under the
City Council's stewardship.
In 2013, the City Council tasked the SPIN Standing
Committee to re -envision the SPIN program and further
define their role within the program. In November 2013 under
the guidance and direction of the City Council, the SPIN
Standing Committee ultimately recommended that their group
be reestablished as a Community Engagement Committee,
defined by Ordinance No. 1073. This new committee was
structured to be more streamlined, flexible, and capable of
exploring new methods for community engagement.
City Council approved Ordinance No. 1073 at 1st reading on
November 5, 2013. City Council requested that language be
included to allow Council to review the committee after one
year to assess its ability to enhance the City's community
engagement work and determine if the committee serves the
needs of the Council. Per the ordinance if City Council
chooses to take no action to reauthorize the committee then
the CEC will automatically sunset.
Section 7 of Ordinance No. 1073 states:
"Unless the City Council affirmatively votes to continue the
existence of the committee, the committee shall be
automatically dissolved and abolished eighteen months after
the date of enactment of this ordinance without further action
by the City Council."
Ordinance No. 1073-A has no major substantive changes to
the previously approved ordinance other than reauthorizing
the committee to serve the City Council until it is deemed no
longer needed. This is done in Section 4 of the proposed
ordinance.
The proposed ordinance also makes several smaller
housekeeping changes that clean up and clarify the original
ordinance (i.e. clarifying that the committee shall meet at a
minimum quarterly).
Financial
Consideration: N/A
Strategic Link: The proposed ordinance aligns with the City Strategy Map
under the Focus Area "Partnerships and Volunteerism" and
Corporate Objectives "C5 Promote opportunities for
partnerships and volunteer involvement" and "C6 Enhance
the sense of community by providing excellent customer
service and citizen engagement opportunities."
Citizen Input/
Board Review: The Community Engagement Committee has reviewed and
recommends approval of the proposed ordinance
amendment.
Legal Review: The proposed ordinance amendment has been reviewed by
the City Attorney's Office.
Alternatives: 1. Take no action and let the committee sunset
2. Make amendments to the proposed ordinance
Supporting
Documents: Ordinance No. 1073-A
Annual Engagement Report
Staff
Recommendation: Council approval of the proposed ordinance.
ORDINANCE NO. 1073-A
AN ORDINANCE AMENDING SECTIONS 2-168 AND 2-169 OF
CHAPTER 2, ARTICLE V, DIVISION 2, OF THE CODE OF
ORDINANCES OF THE CITY OF SOUTHLAKE, TEXAS,
RELATING TO THE COMMUNITY ENGAGEMENT
COMMITTEE ("CEC"); AMENDING THE FREQUENCY OF
MEETINGS AND THE DUTIES AND RESPONSIBILITIES OF
THE CEC; PROVIDING THAT THE CEC SHALL CONTINUE
TO EXIST UNTIL DISSOLVED BY THE CITY COUNCIL;
PROVIDING THAT THIS ORDINANCE SHALL BE
CUMULATIVE OF ALL ORDINANCES; PROVIDING A
SEVERABILITY CLAUSE; PROVIDING A SAVINGS CLAUSE;
AND PROVIDING AN EFFECTIVE DATE.
WHEREAS, the City Council of the City of Southlake, Texas, established the
Community Engagement Committee (CEC) to act as an advisory board to the City
Council in matters regarding community engagement, outreach programs and related
issues; and
WHEREAS, the City Council desires to enhance communication and
engagement within the Southlake community by allowing the CEC to meet more
frequently; and
WHEREAS, the City Council desires to continue the existence of the CEC until
dissolved by the affirmative vote of the City Council.
NOW THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF
THE CITY OF SOUTHLAKE, TEXAS:
SECTION 1.
That all of the above preambles are found to be true and correct factual and
legislative determinations of the City of Southlake and are hereby approved and
incorporated into the body of this Ordinance as if copied in their entirety.
SECTION 2.
That Section 2-168, Meetings and By -Laws, of Article V, Boards, Commissions
and Committees, of Chapter 2, Administration, of the Code of Ordinances of the City of
Southlake, Texas, is hereby amended to read as follows:
The committee shall select from the members a chairman, vice-chairman, and
secretary who shall serve for one-year terms, and thereafter until their successors are
elected. The by-laws shall be kept on file in the City Secretary's Office and shall govern
the meetings of the committee. The committee may amend such by-laws, or adopt new
by-laws, as the committee determines is appropriate to best govern the holding of its
meetings, provided that any amendments or new bylaws shall be effective only after
being approved by resolution or ordinance of the City Council. The committee's by-laws
shall be consistent with state law, the City Charter and City Code, and the Board and
Commission Manual, and shall, at a minimum, encompass the following matters:
(1) Regular meetings shall be held, at a minimum, once each quarter.
(2) Manner of holding and calling of special meetings shall be specified.
(3) Majority of members shall constitute a quorum.
(4) Members not planning to attend a regular meeting or special meeting shall notify
the staff liaison or the chair of the committee by 12:00 o'clock noon of the
meeting day.
(5) Any member with unexcused absences from two (2) consecutive meetings or not
exhibiting interest in the work of the committee shall be reported to the City
Council, as outlined in the Board and Commission Manual. The City Council
may, at its discretion, remove the committee member and appoint a replacement.
(6) Minutes of each meeting shall be filed with the City Secretary.
SECTION 3.
That Section 2-169, Duties and Responsibilities, of Article V, Boards,
Commissions and Committees, of Chapter 2, Administration, of the Code of Ordinances
of the City of Southlake, Texas, is hereby amended to read as follows:
The duties and responsibilities of the committee shall be to:
(1) Act in an advisory capacity to the City Council in matters pertaining to
community engagement, including Town Hall Forums (SPIN meetings).
(2) Serve in accordance with the provisions of the Board and Commission
Manual.
(3) Cooperate with other city boards and commissions, other governmental
agencies, civic groups, and all citizens of the city in the advancement of
community engagement.
Annually prepare and submit a report to the City Council regarding the City's community
engagement efforts to include the following:
Committee accomplishments of the previous year.
a. Annually 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.
b. 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.
c. Annually review the Southlake Program for the Involvement of
Neighborhoods (SPIN) Map and recommend revisions to the City
Council, as necessary.
Perform such other advisory tasks as are delegated to it by the City Council.
SECTION 4.
That the Community Engagement Committee shall continue to exist until
dissolved or abolished by ordinance by the affirmative vote of the City Council.
SECTION 5.
This ordinance shall be cumulative of all provisions of ordinances of the City of
Southlake, Texas, except where the provisions of this ordinance are in direct conflict with
the provisions of such ordinances, in which event the conflicting provisions of such
ordinances are hereby repealed.
SECTION 6.
It is hereby declared to be the intention of the City Council that the phrases,
clauses, sentences, paragraphs and sections of this ordinance are severable, and if any
phrase, clause, sentence, paragraph or section of this ordinance shall be declared
unconstitutional by the valid judgment or decree of any court of competent jurisdiction,
such unconstitutionality shall not affect any of the remaining phrases, clauses, sentences,
paragraphs and sections of this ordinance, since the same would have been enacted by the
City Council without the incorporation in this ordinance of any such unconstitutional
phrase, clause, sentence, paragraph or section.
SECTION 7.
All rights and remedies of the City of Southlake are expressly saved as to any and
all violations of the provisions of Ordinance No. 1073-A or any other ordinances
affecting community engagement which have accrued at the time of the effective date of
this ordinance; and as to such accrued violations and all pending litigation, both civil and
criminal, whether pending in court or not, under such ordinances, same shall not be
affected by this ordinance but may be prosecuted until final disposition by the courts.
SECTION 8.
This ordinance shall be in full force and effect from and after its passage and
publication as required by law, and it is so ordained.
PASSED AND APPROVED ON FIRST READING ON THIS 19th DAY OF May,
2015.
THE HONORABLE LAURA HILL, MAYOR
ATTEST:
Lori Payne, CITY SECRETARY
PASSED AND APPROVED ON SECOND READING ON THIS 2nd DAY OF
June, 2015.
THE HONORABLE LAURA HILL, MAYOR
ATTEST:
Lori Payne, CITY SECRETARY
EFFECTIVE:
APPROVED AS TO FORM AND LEGALITY:
CITY ATTORNEY
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