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.
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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
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Lisa Hennek, Town Secretary
Town of Trophy Club, Texas
December 15, 2008 Minutes
Bill Rose, Chair
Charter Review Commission