Boards & Commissions Management May 15, 2012

Purpose of Presentation Update Council on project status Solicit feedback on outstanding issues Set date to formally bring forward Board Manual

City of Southlake Strategy Map The City of Southlake provides municipal services that support the highest quality of life for our residents and businesses. We do this by delivering outstanding value and unrivaled quality in everything that we do. unrivaled quality in everything that we do. Fulfill Our Mission Live Our Core Values PromoteLearning and Growth ProvideFinancialStewardship Serve Our Customers C1 Achieve the highest standards of safety and security C3 Provide attractive and unique spaces for enjoyment of personal interests C4 Attract and keep top-tier businesses to drive a dynamic and sustainable economic environment C2 Provide travel convenience within City and region B6 Optimize use of technology B1 Achieve best- in-class status in all City disciplines B5 Improve performance of delivery and operational processes B4 Provide high quality customer service B2 Collaborate with select partners to implement service solutions F1 Adhere to financial management principles and budget F3 Achieve fiscal wellness standards F4 Establish and maintain effective internal controls F2 Invest to provide and maintain high quality public assets Manage the Business Safety and Security L2 Enhance leadership capabilities to deliver results L3 Attract, develop and retain a skilled workforce L1 Ensure our people understand the strategy and how they contribute to it L4 Recognize and reward high performers C5 Promote opportunities for partnerships and volunteer involvement Deliver on Our Focus Areas Integrity ● Innovation ● Accountability ● Commitment to Excellence ● Teamwork B3 Enhance resident quality of life and business sustainability through tourism L5 Empower informed decision- making at all levels in the organization Infrastructure QualityDevelopment Mobility Performance Management and Service Delivery Partnerships and Volunteerism

Background From Concept to Practice: September 2010 City Council Mtg Discussion of SPIN Code of Conduct Decision to broaden code to all Boards & Commissions January 2011 Winter Workshop Brainstorming Session Agreed upon project framework June 2011 Budget Retreat Presented draft concepts Solicited feedback

Project Framework

Board Management Plan Application and Selection Improve the size of the pool of candidates Improve the application process Improve the interview process Training and Expectations Improve knowledge and experience of board members Create clear requirements and expectations Standardize training/orientation for all boards & commissions Board Management Organize enabling ordinances Standardize expected board behavior Create system of communication between Council and Boards

Supporting Initiatives:  Developed detailed job descriptions  Created a marketing plan (outlined as SOP)  Revised application  HR provided standard interview questions Application and Selection

Training and Expectations Supporting Initiatives:  Job descriptions include clear expectations Job descriptions  Established a training curriculum for orientationtraining curriculum  Offer online orientationonline orientation  Developed leadership training for chairsleadership training

Board Management Supporting Initiatives:  Standardized format for enabling ordinances  Developed a board member welcome packetwelcome packet  Created a board member manual; including a code of conduct and policy guidelinescode of conduct  Plan more joint meetings with Council

Board & Commission Toolbox

Welcome Packet Welcome letter Training Requirements Job Description Board Manual City Charter Governing Ordinances General Information –Organizational Chart –Staff Liaison Contact Information –Board Contact Information

Board & Commission Toolbox Board Manual Code of Conduct Guidelines for board members Introduction to city government General information Meeting responsibilities Conflict of interest disclosure guidelines

Board & Commission Toolbox Online Training Portal General Information City Overview Ethics & Code of Conduct Open Government Leadership Strategic Planning & Comprehensive Planning Specific Board / Commission Information

City Council Direction How do you feel about:  Staggering of terms?  City Council review process?  Annual board reporting process?

Next Steps Finalize Board Manual Council adoption on June 5

Item 4C Questions?

Job Descriptions Job Summary General overview of board position Essential Functions Key responsibilities of board position Patterned after enabling ordinances Membership Explanation of board membership makeup Meetings Meeting frequency and structure Meeting Location

Training Curriculum Governance Structure Ethics Ordinance & Code of Conduct Strategic Management & Comprehensive Planning Enabling Ordinance(s) & State Statutes Job Description Open Government Requirements Board Operating Procedures Board Chair Duties

Board Member Welcome Packet Welcome Letter Training Requirements Job Description Board Manual City Charter Governing Ordinances General Information

Board Manual Satisfies Board Management Plan components: –Standardizes expected behavior of boards –Communicates requirements –Introduces operational background information

Guidelines for Board Members EligibilityRepresentation Relationship with other boards & members Southlake Corporate Values Effectiveness Checklist Introduction to City Government City CouncilCity Manager Relationship with Staff Strategic Management & Comprehensive Planning General Information Enforcement Attendance Policy VacanciesStaff Liaison Role Orientation & Training BudgetOpen Records Meeting Responsibilities Public Input Notice Requirements Open Meetings Executive Sessions Quorum Responsibilities Chair Responsibilities Conflict of Interest Guidelines Conflicts of Interest Contracts with the City Disclosure of Confidences Gifts and FavorsPolitical Activities Discrimination & Harassment Code of Conduct and Policy Guide