Agenda Packet 06/27/2023 WorkshopTown of Trophy Club
Workshop Agenda Packet
Town Council
1 Trophy Wood Drive
Trophy Club, Texas 76262
June 27, 2023 6:00 PM
EOC
CALL TO ORDER AND ANNOUNCE A QUORUM Led by Mayor Jeannette Tiffany
INDIVIDUAL ITEMS
1.Discussion of Council Committees
ADJOURN
CERTIFICATION
I certify that the above notice was posted on the bulletin board at Trophy Club Town Hall,
1 Trophy Wood Drive, Trophy Club, Texas, on Friday, June 23, 2023, by 5:00 p.m. in
accordance with Chapter 551, Texas Government Code.
__________________________________
Terri Johnson
Interim Town Secretary
If you plan to attend this public meeting and have a disability that requires special needs,
please contact the Town Secretary’s Office at 6822372900, 48 hours in advance, and
reasonable accommodations will be made to assist you.
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To: Mayor and Town Council
From: Terri Johnson, Interim Town Secretary
CC: Patrick Arata, Interim Town Manager
Re: Discussion of Council Liaisons and Council Committees
Town Council Workshop, Tuesday, June 27, 2023
Agenda Item:
Discussion of Council Committees .
Background and Explanation:
There has been much confusion in recent weeks regarding the Town Council’s Subcommittees.
Maggie has helped me do research on these committees.
There are only two (2) subcommittees that have been established by Town Ordinance/Resolution
and continue year-to-year.
1) The Finance Subcommittee was established in 2015 for the purpose of providing fiduciary
oversight of the budget, as well as providing input regarding the administration of the
budget and budget process. The subcommittee shall meet with Town Staff and shall
provide updates to the full Council as the budget is developed.
2) Town Council adopted a Handbook for Elected and Appointed Officials by Resolution. The
newest Handbook was approved in 2018 and established a Town Council Appointments
Committee. This is the committee that has recently been called the Board and
Commission Subcommittee. The Appointments Committee is tasked with making
recommendations to the full Council regarding appointments to the Town’s Boards and
Commissions after completing interviews of the applicants.
The other “Subcommittees” are basically Ad Hoc Committees established for a specific project.
Once the project is completed, the committee should be dissolved.
The Public Art Subcommittee was created to consider the use of funds from the Hotel Occupancy
Tax Fund. The proposed project was the installation of statutes at the entrances to the Town of
Trophy Club. 2
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The Sports Subcommittee was re-established in 2019 as part of the Town’s Park and Recreation
Board and no longer has a purpose. The Town’s Park and Recreation Board assumed the tasks
assigned to the Sport Subcommittee.
The MUD Subcommittee’s purpose was to define the partnership between the Town and the
Municipal Utility District.
The Town Manager & Town Secretary Search Committee will be dissolved upon the selection of
a new Town Manager and a new Town Secretary.
Financial Considerations:
None
Attachments:
•Town Code of Ordinances §1.02.033 Council subcommittee
•Town Code of Ordinances §1.03.039 Creation of committees, board and commissions
•Handbook for Elected and Appointed Officials, Pages 3-4
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§ 1.02.033. Council subcommittee.
At the first meeting in June of each year, the town council shall take action to designate three (3)
of its members to serve on a council subcommittee formed for the purpose of providing fiduciary
oversight of the budget, as well as providing input regarding the administration of the budget
and the budget process. The subcommittee shall meet with town staff and shall provide updates
to the full council as the budget is developed.
(Ordinance 2015-25 adopted 9/8/15)
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§ 1.03.039. Creation of committees, boards and commissions.
(a) Ad-hoc committees. The council may, as the need arises, authorize the appointment
of “ad hoc” committees. Except where otherwise specifically provided, the mayor shall
appoint the members of the “ad hoc” committees, subject to the approval of the town
council. Any committee so created shall cease to exist upon the accomplishment of the
special purpose for which it was created or when abolished by a majority vote of the town
council.
(b) Citizen boards, commissions, corporations, and other appointed bodies. The town
council may create boards, commissions, corporations and other council appointed
bodies to assist in the conduct of the operation of the town government with such duties
as the council may specify. Memberships and selection of members shall be as provided
in accordance with the guidelines in the handbook for elected and appointed officials, as
amended from time to time. Any such appointed bodies so created shall cease to exist
upon the accomplishment of the special purpose for which it was created, or when
abolished by a majority vote of the town council. Nobody so appointed shall have powers
other than advisory to the town council, except as otherwise specified by the laws of the
state. These rules of procedure shall apply to council appointed boards, commissions,
corporations, and other appointed bodies in accordance with the town’s handbook for
appointed and elected officials and shall only be modified as provided in the enabling
ordinances for each such council appointed body.
(2006 Code, ch. 1, sec. 6.01; Ordinance 2001-27, ex. A, adopted 11/19/01; Ordinance
2006-03, ex. A, adopted 2/6/06; Ordinance 2006-30, sec. II, adopted 8/21/06; 2006 Code,
ch. 1, sec. 6.01; Ordinance 2008-19 adopted 8/4/08; Ordinance 2009-16, sec. II, adopted
7/6/09; Ordinance 2014-10, sec. 2, ex. A, adopted 4/7/14; Ordinance 2014-14 adopted
6/16/14; Ordinance 2016-09, sec. 2, adopted 3/22/16; Ordinance 2017-19 adopted
9/26/17; Ordinance 2017-30 adopted 1/9/18; Ordinance 2020-17 adopted 9/ 22/20;
Ordinance 2021-10 adopted 5/25/21)
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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
•Posted on the Town's Web page at: www.trophyclub.org
•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 three (3) 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. The Appointments
Committee shall make every effort to interview the applicants. It is not required that there be
more than 1 member of the committee at an interview although it is recommended that at
least 2 members be present. Having other Council members who are not members of the
Committee present in interviews is not recommended.
Handbook for Elected and Appointed Officials Page 3 of 11
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After conducting interviews, the Appointments Committee shall provide its recommendations
relating to nominations for appointment to the Town Manager preceding the Council meeting
at which such appointments are to be considered. Appointments generally will be made by
resolution at the second (2nd) 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; provided however,
that members of the Building Standards Commission may only be removed for cause on a
written charge. Before the decision regarding removal is made, the Council shall hold a public
hearing on the matter if requested by the member that is subject to the removal action.
Removal shall be by majority vote of the Council.
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.
Handbook for Elected and Appointed Officials Page 4 of 11
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