Agenda Packet CCPD 03/18/2015
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Crime Control Prevention District1 of 24Meeting Date: Wednesday, March 18, 2015
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Crime Control Prevention District2 of 24Meeting Date: Wednesday, March 18, 2015
Trophy Club Entities 100 Municipal Drive
Trophy Club, Texas 76262
Legislation Details (With Text)
File #:2015-0155-T Version:1 Name:
Type:Agenda Item Status:Regular Session
File created:2/20/2015 In control:Crime Control and Prevention District (CCPD)
On agenda:3/18/2015 Final action:
Title:Discuss and take appropriate action regarding the Trophy Club Crime Control and Prevention District
Board Minutes for October 21, 2014.
Attachments:October 21, 2014 Minutes.pdf
DateVer.Action ByActionResult
Discuss and take appropriate action regarding the Trophy Club Crime Control and Prevention District Board Minutes for
October 21, 2014.
Crime Control Prevention District3 of 24Meeting Date: Wednesday, March 18, 2015
MINUTES
CRIME CONTROL AND PREVENTION DISTRICT MEETING
FOR THE TOWN OF TROPHY CLUB
LOCATION: 100 MUNICIPAL DRIVE, TROPHY CLUB, TEXAS
October 21, 2014 at 7:00 p.m.
Public Service Conference Room
The Crime Control and Prevention District Board of the Town of Trophy Club, Texas, met in a Regular Session
on Tuesday, October 21, 2014. The meeting was held within the boundaries of the Town and was open to the
public.
STATE OF TEXAS §
COUNTY OF DENTON AND TARRANT §
CCPD BOARD MEMBERS PRESENT:
Dena Boudreau, Vice Chairman
Adam Broyles, Board Member
J.J. Isherwood, Board Member
Lou Opipare, Board Member
Patrick Arata, Board Member
Paul Glowacki, Board Member
CCPD BOARD MEMBERS ABSENT:
None
STAFF AND GUEST(S) PRESENT:
Sgt. Wess Tyler
Janet Grunt, Administrative Assistant
CALL TO ORDER AND ANNOUNCE A QUORUM
Vice Chairman Dena Boudreau called the Meeting to order and announced a quorum at 7:01 p.m..
CITIZEN PRESENTATIONS
/źƷźǩĻƓƭ ğƩĻ ğƌƌƚǞĻķ ƷŷƩĻĻ ΛЌΜ ƒźƓǒƷĻƭ Ʒƚ ğķķƩĻƭƭ ƷŷĻ .ƚğƩķ ƩĻŭğƩķźƓŭ ğƓ źƷĻƒ ƚǝĻƩ Ǟŷźĭŷ ƷŷĻ .ƚğƩķ ŷğƭ ƦƚƌźĭǤ
ƚƩ ƚǝĻƩƭźŭŷƷ ğǒƷŷƚƩźƷǤ ğƭ ƦƩƚǝźķĻķ ĬǤ Ļǣğƭ ƌğǞͲ ƷŷĻ ĻƷŷźĭƭ ƚƩķĻƩͲ ƚƩ ƚƷŷĻƩ ƦƚƌźĭǤ ƚƩķĻƩ͵
There were no Citizen Presentations.
REGULAR SESSION
1.Discuss and take appropriate action regarding the Trophy Club Crime Control and Prevention District
Board Minutes for August 20 and August 26, 2014.
Vice Chairman Dena Boudreau called for a review of the Minutes of the August 20, 2014 and August
26, 2014 meetings of the Crime Control and Prevention District; the Minutes were reviewed and a
motion was made by Board Member Adam Broyles to accept the August 20, 2014 Minutes and the
August 26, 2014 Minutes, as presented. Motion seconded by Board Member J.J. Isherwood. Motion
approved by a vote of 6-0.
Crime Control Prevention District4 of 24Meeting Date: Wednesday, March 18, 2015
2.Conduct interviews of prospective candidates to fill the two (2) vacant positions of the Crime Control
and Prevention District Board Member positions.
Scheduled were:
Loren Van Roekel 7:15 p.m.
Robert W. Hauer 7:30 p.m.
Jennifer Winmill 7:45 p.m.
Michael Conklin 8:00 p.m.
NOTE: Due to the late arrival of the first candidate, Vice Chairman Dena Boudreau moved to address
Agenda Item # 4 while waiting for the candidates to arrive.
Commencing at 7:18 p.m., Vice Chairman Dena Boudreau introduced early arrival, Robert W. Hauer,
followed by Loren Van Roekel, Jennifer Winmill and Michael Conklin. Board members explained the
purpose, goals and priorities of the CCPD Board to the candidates. Each candidate was interviewed
regarding their background and experience and their reasons for desiring a position on the CCPD
Board.
ŷĻ //t5 .ƚğƩķ ƷƚƚƉ ğ ƭŷƚƩƷ ĬƩĻğƉ ğƷ БʹЊЎ Ʀ͵ƒ͵
3.Discuss and take appropriate action regarding the proposed appointment of two (2) Crime Control
and Prevention District Board Member positions for presentation to Council.
Following an in-depth discussion of the qualifications and merits of each candidate, votes were cast
and an initial motion was made by Board Member Paul Glowacki to select Michael Conklin for a vacant
CCPD Board position, with a request to table the selection of a second candidate for the remaining
position to allow more time to seek qualified candidates. Motion was then withdrawn by Board
Member Paul Glowacki.
A revised motion was made by Board Member Paul Glowacki for a vote to recommend to Town
Council the appointment of Michael Conklin as the preferred candidate for a CCPD Board position.
Motion was seconded by Board Member Patrick Arata. Motion approved by a vote of 6-0.
Following further discussion regarding the qualifications of the remaining candidates, a second motion
was made by Board member Paul Glowacki to table the selection of a candidate for the remaining
position to allow more time to seek qualified candidates. Motion was seconded by Lou Opipare.
Motion approved by a vote of 6-0.
4.Consider and act upon appointing a Chairman and Vice Chairman of the CCPD.
Board Member Lou Opipare made a motion to appoint Dena Boudreau as Chairman of the Crime
Control and Prevention District Board. Motion seconded by Board Member Adam Broyles. Motion
approved by a vote of 6-0.
Board Member Adam Broyles made a motion to appoint Paul Glowacki as Vice Chairman of the Crime
Control and Prevention District Board. Motion seconded by Board Member Patrick Arata. Motion
approved by a vote of 6-0.
Crime Control Prevention District5 of 24Meeting Date: Wednesday, March 18, 2015
ADJOURN
Board Member Paul Glowacki made a motion to adjourn at 8:31 p.m. Motion seconded by Board member Lou
Opipare. Motion approved by a vote of 6-0.
The meeting adjourned at 8:31 p.m.
Janet Grunt, Administrative Assistant Dena Boudreau, Vice Chairman
Town of Trophy Club, Texas Town of Trophy Club, Texas
Crime Control Prevention District6 of 24Meeting Date: Wednesday, March 18, 2015
Trophy Club Entities 100 Municipal Drive
Trophy Club, Texas 76262
Legislation Details (With Text)
File #:2015-0156-T Version:1 Name:
Type:Agenda Item Status:Regular Session
File created:2/20/2015 In control:Crime Control and Prevention District (CCPD)
On agenda:3/18/2015 Final action:
Title:Discuss and take appropriate action regarding a review of the CCPD budget to include the use of last
year's surplus funding balance for the purchase of new radios.
Attachments:CCOD Budget.pdf
CCPD Budget Line Item Detail.pdf
CCPD Budget Summary as of 3-12-2015.pdf
DateVer.Action ByActionResult
Discuss and take appropriate action regarding a review of the CCPD budget to include the use of last year's surplus
funding balance for the purchase of new radios.
Crime Control Prevention District7 of 24Meeting Date: Wednesday, March 18, 2015
Crime Control Prevention District8 of 24Meeting Date: Wednesday, March 18, 2015
PLANNING$0$0$0$0$0$0
2020
2020 PLANNING
PROPOSED
$35,135
2015
$0
18,
PLANNING $0$0$0$0$0$0
March
2019
04-251 251 POLICE - CCPD
ACCTNUM: 04-251-78400
Wednesday,
DIVISION
PLANNING$0$0$0$0$0$0
2018
2019 PLANNING
TOTAL REVIEW
Date:
$0$0
Meeting
2015 BASE PROPOSED
PLANNING$0$0$0$0$0$0
2017
PLANNING$0$0$0$0$0$14,000
2016
2018 PLANNING
ADJ TO BASE
($4,919)
$0
PROPOSED$4,000$10,000$2,900$5,235$13,000$0
2015
PROPOSED LINE ITEM DETAIL
TROPHYCLUB CITY
ACCT TITLE: SMALL EQUIPMENT
ESTIMATE$0$12,500$6,000$11,000$0$0
LINE ITEM MATRIX
2014
251 POLICE - CCPD
DEPARTMENT
BASE SUBMITTED
2017 PLANNING
$35,135
of 24
$0
9
Rapid Response Equipment for five existing patrol vehicles. One unit included as vehicle equipment in capital
TASER - 8 units - Purchase six additional units to issue to all full-time sworn officers and maintain existing
4 Radar @ $3,250 - a fifth unit will be included in vehicle equipment in the capital outlay budget.
2016 PLANNING
ESTIMATE
$29,500$14,000
DESCRIPTION
ACCT CATEGORY: SERVICES/SUPPLIES
2015 PROPOSED
AMENDED
Automated External Defibrilators (2 @ $1,450 ea.)
$36,285
2014
Identify and issue duty weapons and accessories
$0
04 CCPD FUND
District
FUND
units for back-up or for reserve officers.
Updated opticom technology - 4 units.
Prevention
2015 SUPP / REDUCTION
Control
BUDGET
$40,054
$1,150
Crime
outlay budget.
PLANNING$0$0
2020
2020 PLANNING
PROPOSED
$39,079
2015
$0
18,
PLANNING $0$0
March
2019
04-251 251 POLICE - CCPD
ACCTNUM: 04-251-83700
Wednesday,
DIVISION
PLANNING$0$0
2018
2019 PLANNING
TOTAL REVIEW
Date:
$0$0
Meeting
2015 BASE PROPOSED
PLANNING$0$0
2017
PLANNING$0$0
2016
2018 PLANNING
ADJ TO BASE
($5,867)
$0
PROPOSED$9,079$30,000
2015
PROPOSED LINE ITEM DETAIL
TROPHYCLUB CITY
ACCT TITLE: CAPITAL EXPENSES
ESTIMATE$18,946$26,006
LINE ITEM MATRIX
2014
251 POLICE - CCPD
DEPARTMENT
BASE SUBMITTED
2017 PLANNING
$39,079
of 24
$0
10
Equipment to outfit sixth patrol unit - includes all emergency lighting, siren, brackets, console, video camera, etc. and installation of same. This is $2500 more than found in last
year's estimate. Video camera was quoted
$2500 less than actual last Revised to include all equipment otherwise issued to patrol vehicles including
flexible ballistic shield, AED, and a new mobile radio. Breakdown is as follows: Emergency equipment -
$11,438 Video - $5000 RADAR - $3250 AED - $2000 Ballistic shield - 1047 Radio - $5530.
2016 PLANNING
ESTIMATE
$44,952
$0
DESCRIPTION
2015 PROPOSED
ACCT CATEGORY: CAPITAL
AMENDED
$47,179
2014
$0
04 CCPD FUND
District
FUND
Prevention
2015 SUPP / REDUCTION
Control
2015 Chevrolet Tahoe PPV
BUDGET
$44,946
$8,100
Crime
PLANNING$0
2020
2020 PLANNING
PROPOSED
$75,000
2015
$0
18,
PLANNING $0
March
2019
04-251 251 POLICE - CCPD
ACCTNUM: 04-251-99400
Wednesday,
DIVISION
PLANNING$0
2018
2019 PLANNING
TOTAL REVIEW
Date:
$0$0
Meeting
2015 BASE PROPOSED
PLANNING$75,000
2017
PLANNING$75,000
2016
2018 PLANNING
ADJ TO BASE
$7,500
$0
PROPOSED$75,000
2015
PROPOSED LINE ITEM DETAIL
ACCT TITLE: TRANSFER TO DEBT SERVICE
TROPHYCLUB CITY
ESTIMATE$0
LINE ITEM MATRIX
2014
251 POLICE - CCPD
DEPARTMENT
BASE SUBMITTED
2017 PLANNING
$75,000$75,000
of 24
11
Transfer to Debt Service in FY 14 was not needed. Transfer to Debt Service Fund in FY 15 is proposed.
2016 PLANNING
ESTIMATE
$75,000
$0
DESCRIPTION
2015 PROPOSED
ACCT CATEGORY: OTHER USES
AMENDED
$75,000
2014
$0
04 CCPD FUND
District
FUND
Prevention
2015 SUPP / REDUCTION
Control
BUDGET
$67,500
Crime
$0
Crime Control Prevention District12 of 24Meeting Date: Wednesday, March 18, 2015
Trophy Club Entities 100 Municipal Drive
Trophy Club, Texas 76262
Legislation Details (With Text)
File #:2015-0166-T Version:1 Name:
Type:Agenda Item Status:Regular Session
File created:2/26/2015 In control:Crime Control and Prevention District (CCPD)
On agenda:3/18/2015 Final action:
Title:Discuss and take appropriate action regarding a review of the Town of Trophy Club Handbook for
Elected and Appointed Officials.
Attachments:2015 Handbook for Elected and Appointed Officials (02242015 Approved).pdf
DateVer.Action ByActionResult
Discuss and take appropriate action regarding a review of the Town of Trophy Club Handbook for Elected and Appointed
Officials.
Crime Control Prevention District13 of 24Meeting Date: Wednesday, March 18, 2015
MUNICIPALITY OF TROPHY CLUB
Handbook for Elected and Appointed Officials
MUNICIPALITY OF TROPHY CLUB
Handbook for Elected and Appointed Officials
EFFECTIVE DATE: 02-24-2015 REVISION DATE: 02-24-2015
(Resolution No. 2015-06)
This Handbook is applicable to all paid, non-paid and voluntary positions and seats to include;
Town Council, Boards, Commissions, and Corporations.
I acknowledge receiving and agree to comply with the policies set forth in the Handbook for
Elected and Appointed Officials.
__________________________________ ____________________________
Elected/Appointed Official SignatureDate
__________________________________ ____________________________
Elected/Appointed Official Printed Name Board/Commission/Corporation Serving
Return this page to the Town Secretary and attach the Texas Open Government Training
Certificates where applicable.
Crime Control Prevention District14 of 24Meeting Date: Wednesday, March 18, 2015
Introduction
In order to be “A Great Place to Call Home,” the Town of Trophy Club encourages and is
indebted to our dedicated citizens who serve on Boards, Commissions, and Corporations. In
accordance with Section 4.16 of the Town Charter, the citizens who serve do so without
compensation. They are appointed to serve after indicating their interest through the
application process, and they serve at the discretion of the Town Council.
Generally, members of each Board, Commission or Corporation are charged with researching
pertinent projects and with making recommendations to the Town Council. Members serve in
an advisory capacity. The single exception is the Zoning Board of Adjustment, which has some
quasi-judicial duties. The exact duties and requirements of each Board, Commission or
Corporation can be found in the ordinance establishing that specific body and/or applicable
enabling statute.
Each Board, Commission, and Corporation consists of members, a Chair/President, a Town Staff
Liaison and a Council Liaison if one is appointed by the Council.
Applicant Requirement for Boards, Commissions, or Corporations
Applicants for Boards, Commissions, or Corporations must be United States Citizens and
registered voters prior to their appointment and must also be Trophy Club residents for at least
six (6) months prior to their appointment. Based upon good cause shown, Council may waive
the voter registration and/or length of residency requirement for a person appointed to a
Board, Commission, or Corporation, except where restricted by State law. Neither Town elected
officials, nor persons appointed to fill vacancies on any elected Town governmental body may
serve on a Town Board, Commission, or Corporation, per Town Charter.
The technical expertise of applicants shall be a consideration in gaining appointment.
Residency Requirement/Temporary Change in Residency Status
In addition to the residency requirement for citizens making application to serve on Town
Boards, Commissions, and Corporations, a person serving as a member must reside within the
Town of Trophy Club during his or her term of service in order to continue serving. However, if
during the term of appointment or during the time frame for reapplication, the residency status
of a then current member of a Board, Commission or Corporation temporarily changes for a
period of no more than six (6) months, the member may request that the Council review
his/her specific circumstances affecting residency. If the temporary change in residency status
does not disqualify a member of a Board, Commission, or Corporation from continuing to serve
either because of a Charter or state law requirement for service on his/her respective Board,
Commission, or Corporation, the Council may authorize the continued service or
reappointment of the member until such time as the member returns to permanent residency
status.
Crime Control Prevention District15 of 24Meeting Date: Wednesday, March 18, 2015
Posting Process
The Town Secretary will ensure that annual appointments for Boards, Commissions, and
Corporations are posted in the month of June:
Announced in the Town Newsletter
•
Posted on the marquees
•
www.trophyclub.org
Posted on the Town’s Web page at:
•
Posted to Town-managed social media sites at: www.facebook.com/TrophyClubGov and
•
www.twitter.com/TrophyClubGov
The Town Secretary will also notify each member whose term is expiring that they must
resubmit the Board, Commission and Corporation Application.
Application Process for Annual Appointments
Applications will be accepted each year in July or within a time frame as otherwise directed by
Town Council. A received application will be considered active for one year following the date
of receipt, provided it meets all previously stated requirements.
Applications are available in the Town office and online at the Town’s website. The completed
application shall be submitted to the Town Secretary and forwarded as soon as possible to the
Town Council Appointments Committee and ex-officio members, all additional members of the
Town Council, the Chair/President of the respective Board, Commission, or Corporation, and
the Staff Liaison.
Town Council Appointments Committee
At the first Town Council meeting in June, the Council shall establish a Town Council
Appointments Committee tasked with making recommendations to the full Council regarding
appointments to all Boards, Commissions, and Corporations (hereinafter “Appointments
Committee”). The Appointments Committee shall be comprised of the Mayor and two (2)
Council members, and the Committee shall have the discretion to add additional non-voting ex-
officio members to the Committee as determined appropriate.
Interview Process – Appointments Committee
Interviews shall be conducted by the Appointments Committee after the close of each
application period.
Staff Liaisons shall be responsible for scheduling interviews for each candidate who submits an
application for their respective Board, Commission, or Corporation. Typically these interviews
will be held at a regular interval as determined by the Appointments Committee. In the event
of scheduling conflicts or workload demands, alternate dates may be selected. Group
interviews are conducted for most vacancies. However, individual interviews may be conducted
for certain positions at the request of the Appointments Committee.
After conducting interviews, the Appointments Committee shall provide its recommendations
relating to nominations for appointment to the Town Manager preceding the Council meeting
Crime Control Prevention District16 of 24Meeting Date: Wednesday, March 18, 2015
at which such appointments are to be considered. Appointments generally will be made by
nd
resolution at the second (2) Town Council meeting of the month.
The Appointments Committee and Council will not evaluate applicants on the basis of race,
color, religion, sex, national origin, ethnic group, age, or disability. Recommendations for
appointment to a Board, Commission or Corporation will not be made based on stereotypes or
assumptions about the abilities or traits of individuals of a certain race, color, religion, sex,
national origin, ethnic group, or age, or individuals with disabilities.
Mid-Term Vacancy / Resignations
When a Board, Commission, or Corporation member resigns mid-term, a written notice of
resignation shall be submitted to that body’s Chair/President. The Chair/President shall forward
the notice to the Staff Liaison who shall then forward the notice to the Town Secretary and
Town Council.
Upon receiving notice of vacancy, the Town Secretary shall initiate the application process in
accordance with the Posting Process set forth above, and interviews shall be conducted in
accordance with the Interview Process as set forth above.
Members appointed to fill vacancies shall be appointed to serve out the remainder of a
predecessor’s term. Council may directly appoint an applicant whose application is previously
on file under the established application process provided that the applicant is still willing to
serve on the Board, Commission or Corporation that he/she applied for without the
requirement of an additional interview.
Removal
Members of Boards, Commissions and Corporations serve at the discretion of the Town Council
and may therefore be removed at the sole discretion of Council at any time.
Appointments Process
Terms of office for Board, Commission, and Corporation members shall begin in October unless
Town Council extends the time period for the application process or otherwise determines it
appropriate to alter the annual appointment schedule.
Term Lengths
Term lengths are set forth in the ordinance establishing the Board, Commission, or Corporation
and/or applicable enabling statutes.
Terms are staggered, with the Council making annual appointments to replace members whose
regular terms expire in any given year.
Compensation
Members appointed to a body by the Town Council shall serve without compensation; provided
however, that they shall be entitled to reimbursement of any necessary expenses incurred in
the performance of their official duties, when approved by Council or its’ designee.
Crime Control Prevention District17 of 24Meeting Date: Wednesday, March 18, 2015
Maximum number of Appointments
It is the goal of the Council to afford the opportunity to serve on Town Boards, Commissions
and Corporations to as many interested residents as possible; however, if the number of open
Board, Commission, or Corporation seats exceeds the number of qualified applicants, the
Council may allow a person to serve on more than one (1) Board, Commission, or Corporation.
In the event that the number of qualified applicants exceeds the number of open Board,
Commission, or Corporation seats, it is the goal of the Council to first appoint those qualified
applicants not already serving before taking action to appoint an applicant who is already
serving on a Town Board, Commission, or Corporation. Council may act to replace a current
member who is serving on more than one Board, Commission or Corporation prior to the end
of his or her term, provided there is an adequate number of qualified applicants.
Open Government Training
Elected and appointed public officials are required by State law to receive training in Texas
open government laws. The Office of the Attorney General offers free video training courses,
which were developed to ensure that all elected and appointed government officials, have a
good command of both open records and open meetings laws.
Each elected or appointed official who is a member of a governmental body subject to the
Open Meetings Act or the Public Information Act must attend training. Additionally, employees
who serve as a governmental body's designated public information coordinator are required to
complete the Public Information Act training course.
Officials who are elected or appointed shall complete the required open government training
within ninety (90) days after taking elected office or after appointment. Staff Liaisons from the
individual groups requiring the training shall be responsible to ensure that all members of their
group receive the training. Training CDs are available in the Town Secretary’s office.
Certificates of completion must be maintained by the member's governmental body and made
available for public inspection upon request. The original Certificate shall be forwarded to the
Town Secretary to be kept in permanent records.
More information on Open Government may be obtained online at the Texas Attorney
General’s Office. (http://www.oag.state.tx.us)
Nepotism
Members of an Economic Development Corporation, Zoning Board of Adjustment or Planning
and Zoning Commission cannot be related to a Council member.
For all other Boards, Commissions, and Corporations, the following rules shall apply:
A Board, Commission, or Corporation Chair/President cannot be a relative of the Mayor
1.
or of a Council Member; and
No more than one (1) member on any given Board, Commission, or Corporation may be
2.
a relative of a Council Member. A person is a relative if he/she is related in the first degree
by consanguinity (blood) or by affinity (marriage).
Crime Control Prevention District18 of 24Meeting Date: Wednesday, March 18, 2015
Guidelines for Members
All members of Boards, Commissions, and Corporations have specific duties and
responsibilities.
All members of Boards, Commissions, and Corporations are expected to participate in formal
and informal training sessions.
Many Boards, Commissions, and Corporations deal with technical issues that can require a
foundation of certain knowledge that must be updated from time to time. The Town will
provide reasonable opportunities for members to acquire and keep current in these training
efforts. Members are expected to participate.
Regular attendance
Effectiveness as a member requires regular attendance. Should a member of a Board,
Commission, or Corporation fail to attend three consecutive regular meetings without being
excused by the Board, Commission, or Corporation, the Council may declare that member’s
appointment forfeited. A member who is unable to attend a meeting shall notify the Staff
Liaison of his/her inability to attend the meeting and shall provide an explanation of the conflict
or other reason that prevents his/her attendance. Notice to the Staff Liaison shall be provided
as soon as practicable after the member becomes aware of the impending absence.
It is particularly important that all members attend briefing sessions and work sessions prior to
formal meetings to promote effective and efficient meetings. If a member finds difficulty in
maintaining regular attendance, it is suggested that the member consider whether they have
sufficient time to be an effective member. It is the responsibility of a member in this position to
initiate a discussion with the Chair/President or Staff Liaison about attendance.
The Chair/President of the Board, Commission, or Corporation is to maintain a charted
attendance record for all members. If attendance becomes an issue, the Staff Liaison will
attempt to secure a written resignation.
The Staff Liaison is responsible for submitting periodic reports to the Town Council on behalf of
the Board, Commission, or Corporation noting progress and members’ attendance.
Avoidance of contacts and individual discussions
It is not uncommon for applicants, opponents, or their representatives to approach individual
members to solicit support or disapproval of a pending issue. These individual contacts shall be
declined by members of the Zoning Board of Adjustment and by members of the Ethics
Commission.
Requests for sponsorships/donations/agreements with vendors
Unless acting jointly with a Staff Liaison pursuant to the direction of their respective Board,
Commission, or Corporation, members do not have the authority to seek donations, to make
agreements with vendors, or to give the impression that they are acting as an agent for the
Crime Control Prevention District19 of 24Meeting Date: Wednesday, March 18, 2015
Town. Furthermore, Board, Commission and Corporation members are not permitted to
obligate any Town funds or enter into any agreements without prior written approval of the
Town Manager or the Manager’s designee. All actions requiring the obligation or expenditure
of funds shall be in accordance with the applicable approved budget.
Ethics
All members of the Town Council, Boards, Commissions, and Corporations shall be familiar with
the requirements of the Town’s Ethics ordinance.
Effective Meetings
All members of Boards, Commissions and Corporations should familiarize themselves with the
elements of a successful meeting. These include:
Having a purpose for the meeting;
•
Giving adequate notice;
•
Posting public notice when required;
•
Preparing for the meeting in advance;
•
Preparing an agenda;
•
Allowing for appropriate participation from all parties;
•
Selecting an appropriate meeting place;
•
Determining the outcome or results of the meeting;
•
Keeping an accurate record of all proceedings; and
•
Keeping discussion focused on items listed on the agenda.
•
Members should avoid common mistakes that can make meetings unproductive, including but
not limited to:
Lack of control at the meeting, appearing unfair, being unable to bring issues to a vote and
•
wasting people’s time.
The Staff Liaison and all members are responsible for compliance with the Texas Open
Meetings law. Meetings of all Boards, Commissions and Corporations are open to the public. All
meetings shall be held in such a fashion that all participants have assigned seating with clearly
visible nameplates. Board Members must take care to speak into the microphone at all times
while in session. If a meeting is recorded with only audio and no video, each person must
identify themselves prior to speaking. Prior to initiating a closed or “Executive Session,” the
Staff Liaison and Chair/President shall receive approval from the Town Attorney.
Prior to any meeting, the Chair/President and Staff Liaison shall prepare an agenda describing
actions to be taken by the group. The agenda shall be prepared in a format approved by the
Town Attorney and shall be posted in compliance with State law.
The Chair/President shall allocate sufficient time for both applicants and opponents of an issue
to present their information. Regardless of whether an agenda item is listed as a public hearing
item or not, members of the public shall be given a reasonable opportunity to present their
information and opinions. The Chair/President must allocate and manage the time to be
allotted and shall use discretion based upon the agenda, the Council Rules of Procedure and
other factors; provided however, that the Chair/President shall have the discretion to allow
Crime Control Prevention District20 of 24Meeting Date: Wednesday, March 18, 2015
additional time without objection by a majority of the Board, Commission or Corporation.
The Chair/President shall endeavor to see that all persons attending or participating in
meetings are treated with respect and dignity. All members must refrain from prejudicial or
stereotypical comments. All members must refrain from questioning that takes the form of
“badgering” or “debating” with those providing testimony/comment.
All members need to be cautious of publicly representing their positions beyond the scope of
the business at hand. The official position of the Town shall be represented only by Town staff,
as established by the Town Council.
Conduct in meetings
Board, Commission, and Corporation members should act in a professional manner. If a
resident presents a complaint to the Board, Commission, or Corporation at a meeting the
information should be taken and referred to Staff to reply to the resident.
Rules of Decorum
Meetings of all Boards, Commissions, and Corporations shall be conducted in accordance with
adopted Town Council Rules of Procedure.
PARLIAMENTARY MOTIONS AND Requires A Majority Vote of
PRECEDENCE2ndDebatableAmendableThose Present
1.To adjournYesNoNoYes
2.To take a recessYesNoYesYes
3.To commit, refer, or recommit to YesYesYesYes
committee
4.To amendYesYesYesYes
5.To amend an amendmentYesYesNoYes
6.To postpone indefinitelyYesYesNoYes
7.To tableYesNoNoYes
8.Calling the questionNoNoNo2/3
9.Objecting to consideration of a NoNoNo2/3
question
Responsibilities of the Chair/President
Each Board, Commission, or Corporation shall have a Chair/President. A Board, Commission, or
Corporation at the Council’s discretion, may be asked to make a recommendation for a
Chair/President with the final determination left to the Council. The Chair/President should
have some experience as a member of the group. The Planning and Zoning Commission’s Chair
will be determined entirely by the Council.
The Chair/President must act as the “leader” and take responsibility for the group’s efficient
and meaningful operation. The Chair/President must ensure that roles are clearly spelled out,
meetings are efficiently conducted and necessary information is readily available, which helps
create a good working environment.
Crime Control Prevention District21 of 24Meeting Date: Wednesday, March 18, 2015
Appointment of a Chair/President
The Council will have final determination on the appointment of a Chair/President for each
Board, Commission and Corporation. Following the appointment of a new Chair/President, the
Mayor or his or her designee and a Staff Liaison will arrange a meeting with the new
Chair/President to review this Handbook and share ideas on how to run an effective meeting.
The Chair/President should manage the meeting to ensure that:
A few members do not monopolize discussion or questions;
•
Appropriate time is taken for presentation and discussion;
•
Dialogue and interactions are maintained in a courteous and professional Manner;
•
Minutes of each Board, Commission, and Corporation meeting are taken and maintained
•
by the Staff Liaison;
Staff and members treat each other with mutual respect at all times;
•
Discussion is limited to those items on the agenda. However, the Chair/President or Staff
•
Liaison may place any item on a future agenda for discussion;
All Board, Commission, and Corporation meetings shall be recorded as required by the
•
Texas Open Meetings Act.
The Chair/President must ensure that effective communication exists between Board,
Commission, Corporation, Council, Staff and the public. This requires frequent interaction with
the Staff Liaison and Council Liaison to the Board, Commission, or Corporation. The Town
Manager is responsible for ensuring that that the Staff Liaison is efficient in providing requested
technical assistance and information to members. This includes helping to develop appropriate
rules and procedures for the group in order to complete its duties. It also requires preparation
of proper meeting notices and agendas, gathering and relaying pertinent information in a
timely fashion to members and providing support at meetings. If the Staff Liaison is not
effectively operating in this manner, the Chair/President should first discuss the issue with the
Town Manager. If satisfactory results are not achieved, the Chair/President should next contact
the Mayor and Council Liaison to the Board, Commission or Corporation if a Council Liaison has
been named.
It is the responsibility of the Chair/President to be mindful of the attendance, actions and
activities of individual members, as well as to discuss with these members any deviations from
the rules.
The Chair/President shall be responsible for communicating to the Staff Liaison any requests to
be placed on the Town Council agenda for consideration.
The Chair/President and Staff Liaison shall define the scope, objectives and criteria for
completion of any project to be undertaken by the group that has not been referred directly
from Council. This should be done prior to the initiation of all projects. For items referred to a
Board, Commission or Corporation by Council, it is the responsibility of the Chair/President and
Staff Liaison to see that proceedings of the Board, Commission or Corporation fulfill the
direction provided by Council in whole and in a timely manner, with appropriate information
Crime Control Prevention District22 of 24Meeting Date: Wednesday, March 18, 2015
and context.
Prior to a Board, Commission or Corporation undertaking any project or initiative that requires
the expenditure of funds, other than those authorized in the approved Town budget, such
initiative or project shall be submitted to the Staff Liaison for action by the Town Manager.
Responsibilities of the Staff Liaison
A member of the Town staff will be assigned to each Board, Commission, or Corporation. The
Staff Liaison shall not assume the responsibility or task of the group. Rather, the Staff Liaison
shall provide information that group members need to perform their obligations. The Staff
Liaison shall also serve as a communication link between members of the group and the Town
staff. The Staff Liaison shall be responsible for making periodic reports to the Town Council
regarding the activities of his/her Board, Commission or Corporation. The Staff Liaison, when
appropriate and in accordance with the Texas Open Meetings Act, shall place an item on the
agenda for his/her designated Board, Commission or Corporation to allow the Council Liaison to
provide an update regarding the actions, direction and input of the Town Council.
Responsibilities of the Council Liaison and Council members
A member of the Town Council may be assigned as liaison to each Board, Commission, or
Corporation. The Council Liaison shall not assume the responsibility or task of the assigned
body. The Council Liaison shall serve as a communication link between the Board, Commission
or Corporation and the Town Council. The Council Liaison shall make periodic reports to the
Town Council regarding the activities of their assigned Board, Commission or Corporation.
In order to maintain appropriate separation of responsibilities between Council and boards,
Council Liaisons and Council members are expected to exercise restraint in providing input to
boards, but if they choose to do so, shall clearly and definitively state that they are providing
input as an individual and do not represent the Council as a body in any way. Council members
may freely speak before any Board, Commission or Committee on behalf of their own personal
interest and concerns; in which case, they shall publicly state the nature of their interest and/or
concern and that they are appearing only in their private capacity. The Council Liaison should
communicate with the Chair/President throughout the year to ensure Boards, Commissions and
Corporations focus on their missions and roles and to stay abreast of board activities. Council
Liaisons should be accessible to Board, Commission and Corporation Chairs/Presidents to offer
feedback and guidance. Council members and Council Liaisons may address a Board,
Commission or Corporation and express his or her individual opinion when that Board,
Commission or Corporation is addressing a matter that personally impacts the Council Liaison or
his or her personal property or interests; however, all other statements made by Council
members or Council Liaisons shall reflect the opinion, advice or direction of a majority of the
Town Council.
Crime Control Prevention District23 of 24Meeting Date: Wednesday, March 18, 2015
Trophy Club Entities 100 Municipal Drive
Trophy Club, Texas 76262
Legislation Details (With Text)
File #:2015-0157-T Version:1 Name:
Type:Agenda Item Status:Regular Session
File created:2/20/2015 In control:Crime Control and Prevention District (CCPD)
On agenda:3/18/2015 Final action:
Title:Update from Chief Patrick Arata regarding the status of the Police Department evidence review and
destruction process; as well as discussion regarding new staff positions within the Department and
implementation of new policies and procedures.
Attachments:
DateVer.Action ByActionResult
Update from Chief Patrick Arata regarding the status of the Police Department evidence review and destruction process;
as well as discussion regarding new staff positions within the Department and implementation of new policies and
procedures.
Crime Control Prevention District24 of 24Meeting Date: Wednesday, March 18, 2015