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Minutes Charter Review 12/15/2008MINUTES OF THE CHARTER REVIEW COMMISSION MEETING FOR THE TOWN OF TROPHY CLUB LOCATION: 100 MUNICIPAL DRIVE, TROPHY CLUB, TEXAS PUBLIC SERVICES CONFERENCE ROOM Monday, December 15, 2008 at 4:30 P.M. STATE OF TEXAS § COUNTY OF DENTON § The Charter Review Commission for the Town of Trophy Club, Texas, met in a Regular Session on Monday, December 15, 2008. The meeting was held within the boundaries of the Town and was open to the public. CHARTER REVIEW COMMISSION (CRC) MEMBERS PRESENT: William (Bill) Rose CRC Chair Ben Brewster CRC Recording Secretary Bob Downey CRC Vice -Chair Larry Crosser CRC Member Richard Hobday CRC Member Roger Williams CRC Member CHARTER REVIEW COMMISSION (CRC) MEMBERS ABSENT: Joel Quile CRC Member Melissa Klauss CRC Member Richard (Scott) Briggs CRC Member STAFF AND GUEST(S) PRESENT: Stephen Seidel Assistant Town Manager Patricia Adams Town Attorney Shannon DePrater Deputy Town Secretary / RMO A.1 Chairman Rose, noting a quorum, called the meeting to order at 4:34 p.m. A.2 Citizen Presentations: this is an opportunity for citizens to address the Charter Review Commission (CRC) on any matter whether or not it is posted on the agenda. The CRC will not take action on or discuss any presentations made to the CRC at this time concerning an item not listed on the agenda. The CRC will hear presentations on specific agenda items prior to the CRC addressing those items. You may speak up to three (3) minutes or the time limit determined by the Chairman or presiding officer. To speak during this item you must complete the Speaker's form that includes the topic(s) of your statement. Topics of presentation should be limited to matters over which the CRC has authority. No citizen presentations were made. All matters listed as Consent Agenda are considered to be routine by the CRC and will be enacted by one motion. There will not be a separate discussion of these items. If discussion is desired, that item will be removed from the consent agenda and will be considered separately. B.1 Consent Agenda: Discuss and take appropriate action to approve Minutes dated, December 8, 2008. No action taken. �tJli73Ka]d6��d�1 CA Discuss and take appropriate action regarding Texas Open Meeting Act training certification. No action taken. December 15, 2008 Minutes C.2 Review and discuss Bedford TX approach for presentation of charter amendments. Chairman Rose shared that Bedford's Commission had 15 members, meet 11 times, no meeting lasted more than an hour and one-half, and everyone of their amendments were adopted by the citizens by an 89% vote or greater. Commissioner Brewster shared that he and Chairman Rose visited with City of Bedford's Charter Review Commission Chairman Dr. Jeff Corbet. Both commissioners asked Dr. Corbet questions regarding how Bedford's Commission kept their Council informed and how their meetings were run. Bedford's Town Manager and Town Secretary attended all their meetings and citizens were free to speak at meetings. The Commissioners did not meet with Council members individually. Bedford's Commission started from scratch and reviewed the Charter. Thirty-three amendments were proposed. The Commission translated the amendments into a presentation with 104 slides that included the ballot language, which was very simple and straightforward. Bedford's attorney also took a straightforward approach. Ballot language was not more than one sentence. Bedford's attorney worked hand in hand with the Commission and when the commission presented their findings to the Council, work was complete. At the conclusion of the presentation, Bedford's Council called an election and placed the amendments on the ballot. There was no contention from the Council and all amendments were passed. Bedford's timetable was rushed, they began meeting in October, met with Council in February and placed amendments on May's ballot. Bedford first amended their Charter in 1996 with more complex issues, but the same procedure was followed. Bedford's Commission is not a standing commission, Council appoints a new commission each time they amend the Charter. No action taken, information only C.3 Discuss and take appropriate action regarding how the CRC will proceed with the 19 Proposed Amendments. Chairman Rose and Commissioner Hobday met with Town Attorney Adams on Wednesday, December 10, 2008 to discuss the proposed amendments. Rose asked Town Attorney Adams how she is coming along with her review. Adams shared she is reviewing the amendments and waiting for the Commission's final assessment to be able to complete her review. Chairman Rose asked for another meeting with Town Attorney Adams and Commissioner Hobday. Commissioner Williams stated he would like the Commission to complete a presentation for the Council and present to Council in January. Commissioner Brewster shared is has not finished going through all the documentation to complete a presentation, but believes the Commission can follow Bedford's formatting; with either each Commissioner presenting a section or Chairman Rose presenting all sections. Chairman Rose believes only the Minority Report missing. Commissioner Brewster believes Chairman Rose should complete.the Minority Report. Commissioner Hobday likes Commissioner Brewster's idea of how the presentation should flow. At the next meeting, the Board will discuss how they will disseminate copies of presentation to Council and the best way for Council and citizens can follow the presentation when presented. No action taken. December 15, 2008 Minutes C.4 Discuss and take appropriate action regarding CRC "white paper" and related topics. Chairman Pose gave an input to the "white paper" based on his review of the handbook. Chairman Rose states the handbook does not mention "committees' until page seven or eight; previously the handbook discusses only Boards, Commissions and Advisory Groups. Commissioner Williams feels that the presentation needs to be completed before the "white paper" is constructed. Chairman Rose stated Commissioner Brewster is tasked with the "white paper." Commissioner Brewster stated that the "white paper" was only a list of topics at the present time. Commissioner Brewster mentioned that Dr. Corbet stated the Charter needs to be forwarded to the DOJ for review. Town Attorney Adams shared that is included in the Preclearance Letter process and the review takes 60 days and it is included in the timeline. Commissioner Downey mentioned that the Charter needs to be translated into Spanish as well. Town Attorney Adams will look into the process of translation. No action taken. C.5 Discuss and take appropriate action regarding how the CRC will proceed with meetings. The consensus of the Commission is to not meet on December 22 and meet on Monday, December 29, 2008 at 4:30 p.m. Commissioner Williams asked for a copy Bedford's presentation so he could start working the Commission's version. No action taken. C.6 Items for Future Agenda. Discussion regarding Commissioner Downey's member status and how past action items would be addressed if Commissioner Downey was removed from the Commission ensued. Commissioner Hobday mentioned the Charter basically has only a few meetings before making their presentation to Council. Commissioner Williams suggested having multiple meetings during the weeks to come. No action taken. C.7 Adjourn. Commissioner Hobday made a motion to adjourn. Commissioner Williams seconded. Motion carried unanimously. Meeting adjourned at 5:17 p.m '2�q �r �0=4 Lisa Hennek, Town Secretary Town of Trophy Club, Texas December 15, 2008 Minutes Bill Rose, Chair Charter Review Commission