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Minutes Charter Review 06/02/2008Minutes of Regular Charter Review Commission Meeting for the Town of Trophy Club LOCATION: 100 MUNICIPAL DRIVE, TROPHY CLUB, TEXAS PUBLIC SERVICE CONFERENCE ROOM Monday, June 2,2008 at 4:00 P.M. ST ATE OF TEXAS § COUNTY OF DENTON § The Charter Review Commission for the Town of Trophy Club, Texas, met in a Regular Session on Monday, June 2, 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 Bob Downey CRC Vice-Chair Ben Brewster CRC Recording Secretary Roger Williams CRC Member Richard (Scott) Briggs CRC Member (will miss the next 2 meetings) Larry Crosser CRC Member Melissa Klauss CRC Member (arrived at 4:45 p.m.) ABSENT: Richard Hobday CRC Member JoelOuile CRC Member STAFF AND GUEST(S) PRESENT: Brandon Emmons Town Manager Stephen Seidel Assistant Town Manager Lisa Ramsey Town Secretary Council member Moss MUD Director Cantrell A.1 Chairman Rose, noting a quorum, called the meeting to order at 4:00 p.m. A.2 Citizen Presentations: No citizen presentations made. A.3 Staff Presentation; this is an opportunity for staff to address the CRC on any matter related to the Charter Review whether or not it is posted on the agenda. Town Secretary, Lisa Hennek advised the Commission that she will not be at next week's meeting; Shannon DePrater will be attending in her absence. Hennek updated the Commission that they will only be approving the May 17'h and 19th Minutes under Item B.1. Currently the May 5th and 1i h Minutes are outstanding and will be considered on June 9th . Hennek informed the Commission that the Town Council would begin meeting at 5:00 p.m., starting June 16th and continuing through August. Commissioner Brewster questioned whether the Commission would have staff support as stated the Handbook for Elected and Appointed Official and expressed concern about the online log being current and update. Town Secretary, Lisa Hennek advised the Commission that either she or the Deputy Town Secretary would continue to support them and eX~lained that eight to ten PA's were submitted at the Commission's Saturday meeting on May 17 h. Hennek had the joint election the previous Saturday and then was on vacation the following week. Hennek updated the log over the weekend and the log is current and up to date. Commissioner Briggs advised that he will miss the next two meetings. 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, May 12,17 and 19. Commissioner Crosser's Motion: "to approve the Minutes dated May 1i h and 19 th ." Commissioner Williams seconded. The motion was amended to a~prove the minutes, noting Commissioner Brigg's absence on May 1i h and Downey's on May 191 • Motion to approve the May 1i h Minutes as amended passed 5:0: 1, with Briggs abstaining. Motion to approve the May 19 th Minutes as amended passed 5:0: 1, with Downey abstaining. END OF CONSENT C.1 Discuss and take appropriate action regarding Town Council May 19, 2008 agenda item "A.S Town Council to discuss the Charter and to provide direction to the Charter Review Commission." 19 thCommissioner Downey gave a brief summary of the Town Council's May meeting. Commissioners Brewster and Briggs asked to review the tape of this meeting and will do so after the Commission adjourns. C.2 Discuss and take appropriate action regarding Municipality of Trophy Club Handbook for Elected and Appointed Officials. Chairman Rose explained the Handbook for Elected and Appointed Officials and said he would like to investigate whether or not the acknowledgment forms and Texas Open Government Training Certificates are kept on file as indicated on the first page of Handbook. Rose questioned whether informal training is occurring as mentioned in the Handbook and asked the Commission their thoughts about pursuing an investigation. The Commission agreed that based on the information provided to them they are not subject to the Open Meetings Act. Town Attorney Adams and Town Manager Emmons agreed that this Commission is strictly an advisory group. Town Attorney Adams is comfortable that as an Advisory Group the Commission will only be making recommendations to the Council and is not bound by the Open Meetings Act. Commissioner Downey would like the Commission to consider white paper and not an investigation. The Commission agreed. C.3 Recording Secretary, Commissioner Brewster to update the Commission with recommendations received. (Recommendations presented will be included to the Minutes as exhibits.) Chairman Rose presented PA Add Council Compensation. It was based on an input by Connie White. Rose noted that staff is being diligent with the online PA log updates. 2 C.4 Discuss and take appropriate action regarding Article IX Budget, Finance, and Taxation and related Charter provisions. Chairman Rose asked the Commission whether they wanted to discuss Article IX, section by section. Commissioner Brewster identified the following as key items to consider. The sub­ committee has had two meetings to discus the budget process. The sub-committee would like to see the annual ending report that details accomplishments, the cost of service delivered compared to similar entities and that staff involve the Council earlier in the planning process. Commissioner Brewster said that staff has a budget workshop in February and Council is not brought in until May/June; by then the Council only has a couple of months to review and it is too late and too hard to amend with things that Councilor residents would like included in the budget document. Additionally, the sub-committee is looking at a performance based budget. Chairman Rose advised the Commission that he would attend the scheduled meeting with Ways and Means Advisory Group meeting, and requested the CRC review the budget background information that was forwarded to them. Commissioner William's Motion: "to Items C.4 and C.S until next Monday." Commissioner Downey seconded; motion carries unanimously. C.S Discuss and take appropriate action regarding proposed amendment Budget Process Enhancement and related Charter provisions. C.G Discuss and take appropriate action regarding proposed amendment Align Majority of Council Verbiage contained in various provisions throughout the Charter. Chairman Rose said this amendment was suggested by Commissioner Hobday and he mentioned some reservations regarding the proposal prior to leaving for his vacation. Commissioner Downey's Motion: "to table to a date uncertain." Commissioner Crosser seconded; motion carries unanimously. C.7 Discuss and take appropriate action regarding proposed amendment Reduce Recall Signatures Required and related Charter provisions. This item was previously delayed pending the definition of qualified voter by Town Attorney Adams. Adams recommends leaving the definition of registered voters as is. Commissioner William's Motion: "to advance to roundup, changing from 20% to 10% and leaving the word qualified in the definition." Commissioner Rose seconded; motion carries unanimously. C.B Discuss and take appropriate action regarding proposed amendment Franchise Term and related Charter provisions. Chairman Rose clarified that the Commission is waiting on a per forma from staff and for Commissioner Hobday to return. Commissioner Downey's Motion: "to table until next week." Commissioner Rose seconded; motion carries unanimously. C.g Discuss and take appropriate action regarding proposed amendment Add One Councilmember and Three Year Terms and related Charter provisions. Council member Moss said that he does not have a position on this proposal. Moss continued that Council was in favor of this last year but felt that the Town was still too small and that it would 3 be more appropriate once the Town built out. Moss reminded the Commission that a candidate must win by 50% or a run-off election would have to be conducted. Commissioner Brewster's Motion: "to advance to roundup." Commissioner Downey seconded; motion carries unanimously. The Commission discussed the PA Adding 1 Council member. Commissioner Rose's Motion: "to strike out the majority of the Council and leave the Mayor, in all applicable places." Commissioner Crosser seconded; motion carries unanimously. C.10 Discuss and take appropriate action regarding how the CRC will proceed. The Commission discussed alternate meeting times and considered meeting space conflicts and staff support. The consensus was to leave the meetings as currently scheduled. Commissioner Brewster advised that the Commission is planning another town hall meeting. C.11 Items for Future Agenda. Items CA, C.5, C.6 and C.a.were tabled and will be posted to next week's meeting. C.12 Reports. There will be no action taken regarding any individual project posted under this item and discussion will be limited. If extensive discussion is required, the item may be placed on a future agenda. No reports given. C.13 Adjourn. Commissioner Williams moved to adjourn, Commissioner Briggs seconded, motion carried unanimously. Meeting adjourned at 5:11 P.M. ofl.k2Q cL1~f)&L Lisa Hennek, Town Secretary Bill Rose, Chair Town of Trophy Club, Texas Charter Review Commission 4