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Item 6E M E M O R A N D U M May 26, 2015 To: Shana Yelverton, City Manager From: Ben Thatcher, Assistant City Manager nd Subject: Item 6E:Ordinance No. 1073-A, 2 Reading, Approve an ordinance reauthorizing the Community Engagement Committee. Action nd Requested: Approve Ordinance No. 1073-A, 2 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 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 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 reauthorized and become a permanent committee under the 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 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 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 the sense of community by providing excellent customer 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. Alternatives: 1. Take no action and let the committee sunset 2. Make amendments to the proposed ordinance Supporting Documents: Ordinance No. 1073-A AnnualEngagement 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 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 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 -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. (4)Annually prepare and community engagement efforts to include the following: a.Committee accomplishments of the previous year. b.Annually and engagement efforts for the year, identifies key topics of interest to community members, and identifies tools or techniques to aid in community engagement. c.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. d.Annually review the Southlake Program for the Involvement of Neighborhoods (SPIN) Map and recommend revisions to the City Council, as necessary. (5)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 Handbook on What is Citizen Engagement? What Can Help?: Embracing New Platforms for Engagement, Texas Civic Health Report