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RES 2024-24 Boards and Commission Manual TOWN OF TROPHY CLUB, TEXAS RESOLUTION NO. 2024-24 A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF TROPHY CLUB, TEXAS, ADOPTING THE TOWN OF TROPHY CLUB BOARDS AND COMMISSIONS MANUAL AND REPEALING RESOLUTION NO. 2018-08; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the Town of Trophy Club, Texas (the "Town") recognizes the importance of citizen involvement in local government through service on Town Boards and Commissions, which provide essential advisory and quasi-judicial functions to the Town Council and Town Staff; and WHEREAS, the Town adopted the "Municipality of Trophy Club Handbook for Elected and Appointed Officials" by Resolution No. 2018-08 to establish guidelines and procedures for the operation of Town Boards and Commissions; and WHEREAS, the Town Council has determined that it is necessary to update and replace the Handbook with a new "Boards and Commissions Manual" to enhance clarity, improve procedures, and better serve the Town's current and future needs; and WHEREAS, the new "Boards and Commission Manual" will ensure compliance with state laws, including the Texas Open Meetings Act, and provide consistent guidelines for the operation and management of all Town Boards and Commissions; and WHEREAS, the Town Council finds and determines that the new "Boards and Commissions Manual" will be beneficial to the Town and promote the general health, safety, and welfare of the Town's residents. NOW, THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN OF TROPHY CLUB, TEXAS, THAT: Section 1. The facts and recitals set forth in the preamble of this Resolution are hereby found to be true and correct. Section 2. The Town Council hereby repeals Resolution No. 2018-08 and all other resolutions adopting or amending the "Municipality of Trophy Club Handbook for Elected and Appointed Officials" and adopts the new "Boards and Commission Manual", which is attached to this Resolution as Exhibit A. Section 3. The Town Council further directs Town Staff to provide a draft ordinance for the Town Council's consideration recommending amendments to the Town's Code of Ordinances that reference the "handbook for elected and appointed officials". RESOLUTION 2024-24 PAGE 3 EXHIBIT A TOWN OF TROPHY CLUB BOARDS AND COMMISSIONS MANUAL RESOLUTION 2024-24 PAGE 2 Section 4. This Resolution shall take effect from and after its date of passage in accordance with law. PASSED and APPROVED by the Town Council of the Town of Trophy Club, Texas, on this 28th day of October 2024. O, vikOPiyyC (G� J�eanrietteiffan , Mayor 0 11� L-�� CID rf" ATTEST: R`1 Th)/)Erlf\-) Tammy Dixon, o n Secretary APPROVED AS TO FORM: Dean Ro gi , wn Attorney Exhibit A - Resolution 2024-24 111-jTOWN OF r.: TROPHY CLUB www.trophyclub.org ■ ■ TROD CT I . BOADSA \ D Cqv V I S S I O \ S „ ,_ .. . ... _ „. s i hi u AL ..,,:., . .....,...„ . ,,,,.„ , ., " . . , 1.1 ,,- _::: , ''. ..-- • _ . - - pito _ ,:_.. . .�,;a 2g24 ' , _7* s- -•t•-• s ---*I"1 I I 6'4 61'ws-\;,,..6.2'1 I 1'-' ,IL- ..:,-,4 i."-II:._ _ '1 1 i-, -.""---' - , _ I . . PROCEDURAL MANUAL This Boards and Commissions Manual provides information about applying for and serving as a member of a Trophy Club Board or Commission. It outlines the roles and responsibilities of board members in relation to the Trophy Club Town Council,Town staff,and the community. Adopted by Resolution 2024-24 October 28, 2024 I NTRO DUCTION GRATITUDE AND APPRECIATION The Town Council of Trophy Club encourages and deeply appreciates our dedicated citizens who serve on Boards, Commissions, and Corporations. Serving on a board or commission can be a rewarding experience for community service-minded residents, offering an excellent opportunity to participate in the functioning of local government and to personally contribute to shaping the future of Trophy Club. Making local government effective and responsive is everybody's responsibility. Throughout this manual, references to "board(s)" should be interpreted to also mean "commission(s)," "corporation(s)," and"committee(s)." As a board member,you perform a public service to the Town, with both the obligation and opportunity to provide valuable trill input.This requires a thorough understanding of your role and a willingness to engage constructively with the public, r elected officials,and Town staff. � _' This Boards and Commissions Manual provides information about applying for and serving as a member of a Trophy Club = O Board. It outlines the roles and responsibilities of board A,,..�t Z Club members in relation to the Trophy Club Town Council, Town of staff, and the community. While no single document can cover all aspects of serving on a Town board, this manual IIIIconsolidates various topics and regulations for quick --`\� ®z: reference. It is not intended to answer every question or address every situation you may encounter as a board 1I I - -- member. Your experience may lead to suggestions for improving this manual in future editions, and we welcome t your input. Ii Ifil A This manual has been adopted by resolution of the Town , Council and will be updated periodically. If any provision of Ii _ ... this manual conflicts with any Town Ordinance or the Town Charter,the Ordinance or Charter shall prevail. - Thank you for your interest in serving your community! Your efforts will continue to make Trophy Club "A Great Place to Call Home." page 02 I Boards and Commissions Manual GOVERNMENT STRUCTURE The Trophy Club Town Charter, adopted in 2004, serves as the basic governing authority of the Town. HOME RULE CHARTER The Trophy Club Town Charter, adopted in 2004, serves as the basic governing authority of the Town. It determines the form of municipal government, the composition, and powers of the Town Council and establishes the legal framework necessary for the Town to function. The Charter provides for municipal functions under the council-manager form of government. Under this system, the Town Council serves as community leaders and policymakers,while a professional manager oversees the daily operations of the Town. TOWN COUNCIL The Town Council consists of a mayor and six council members who together serve as the legislative body of the Town. All members are elected at large and serve three-year terms, with no more than two consecutive terms. The mayor presides over Town Council meetings,acts as the community spokesperson,and facilitates communication and understanding among elected officials. As a member of the Town Council,the mayor is entitled to vote. Council members are policy makers elected to represent the entire community,focusing on addressing citizens' needs and wishes. As the legislative body, they are the community decision-makers, responsible for approving the budget and determining the tax rate. The council concentrates on community goals, major projects, and long-term considerations such as community growth,land use development,capital improvement plans,and strategic planning. is i' -_ _ ,,/ •--- i--. •u �_' ti_,- - - -" � N page 03 I Boards and Commissions Manual • • GOVERNMENT STRUCTURE TOWN MANAGER Appointed by the Town Council,the Town Manager is the chief administrative officer of the Town. The Town Manager oversees administrative operations, implements Town Council policies, and advises the Town Council on matters brought before them for consideration. Responsibilities include preparing the Town's annual budget for the Council's review and approval, recruiting, hiring, and supervising Town staff, and serving as the Council's chief adviser by providing objective information on policy matters.Additionally,the Town Manager makes policy recommendations to the Council, which the Council may adopt, modify, or reject. TOWN SECRETARY The Town Secretary is a statutory position required by state law and the Town Charter and is appointed by the Town Council. The Town Secretary provides legislative and administrative support to the Town Council and Town Manager. Additionally, the Town Secretary serves as the Records Management Officer, oversees the Boards and Commissions appointment process, administers all regular and special elections, prepares and posts Town Council meeting agendas and minutes,and maintains the official records of the Town. TOWN ATTORNEY The Town Attorney is appointed by the Town Council and serves as the legal advisor, representing the Town's legal interests and rights.The Town Attorney attends Town Council meetings and other Board meetings when needed.Questions regarding legal matters should first be directed to the board liaison to determine if a consultation with the Town Attorney is necessary. ice• ,` Wn��> C?u "f," .. .,,.r page 04 I Boards and Commissions Manual • • BOARDS + COMMISSIONS ABOUT The Town of Trophy Club has over eighty individuals serving on nine boards, commissions, and committees,all of whom assist in local government functions.Many of these bodies are advisory to the Town Council,while others have distinct responsibilities established by law. Each board receives staff support from a specific Town department, which assists in preparing agendas,maintaining minutes,and keeping attendance records. In addition to the boards and commissions established by the Town Charter, the Town Council has the authority to create additional boards and commissions to advise on various issues. These bodies may be referred to as "commissions," "corporations," or "districts," with members known as "commissioners" or "directors." However, for the purposes of this manual, any reference to a "board" shall also include "commissions," "corporations," and "districts," as well as their members. These boards advise the Town Council on public ADVISORY BOARDS policy, providing creative ideas and community & COMMISSIONS feedback and serving as a sounding board for proposed policies. They do not make policy nor have any legal authority. These boards may serve as advisory groups but DECISION-MAKING also have quasi-judicial authority, often established BOARDS AND by state law. They set or enforce policy and make COMMISSIONS legally binding decisions. Members are often required to have expertise in specific areas. SEPERATE ENTITY These are separate legal entities from the Town of BOARDS AND Trophy Club but are overseen and appointed by the COMMISSIONS Town Council. AD-HOC Created periodically for specific tasks or COMMITTEES recommendations to the Town Council. ad-hoc committees cease to exist once their specific purpose is accomplished. page 05 I Boards and Commissions Manual • • BOARDS + COMMISSIONS HOW DO BOARDS OPERATE? Each board receives its charge from the Texas statutes and/or from a Town ordinance or resolution establishing the board. The Town Council may, from time to time, ask a board to consider specific items not in conflict with existing laws. Boards must ensure that all actions align with the Town of Trophy Club's goals, objectives, adopted plans, and policies. As a board member, you represent the Town and are required to abide by all applicable rules and laws governing ethical behavior. All new appointees are orientated by the Town staff liaison. The Town staff, the Texas Municipal League, and other training organizations may provide additional training Iti sessions for board members. The Town Council encourages members to take advantage of these opportunities. a No board member who is not present at a meeting shall be . 10 a lloW tC7 vote by proxy. i 44 .• , . The board must comply with open meeting laws,including the '�` . for public notice of meetings. With limited exceptions, board �--? " meetings must be open to the public, and public notices of i each meeting must be posted at least 72 hours prior to the " . 144, i.,:t AtI To conduct official business at a regular or special meeting,a quorum of the board must be present. In the absence of a ..4 '. , p rule, bylaw, or statute providing otherwise, a quorum is -- defined as more than half of the board members, not `,,. counting vacant seats. If a quorum is absent at any meeting, r the chair must postpone the meeting until a quorum can be present, provided adequate notice is given pursuant to open4 1 meeting laws. If there is a quorum present, and both the - Chair and the Vice-Chair are absent, the Board Members present may agree upon a Board Member to preside and serve as temporary Chair. Some boards may have standing committees or ad-hoc committees consisting of fewer members than a quorum. These committees are not required to post notices of meetings or take minutes.However,their purpose is to study an issue and report back to the board as a whole. page 06 I Boards and Commissions Manual BOARDS + COMMISSIONS QUALIFICATIONS Applicants for Boards must be United States citizens, residents of Trophy Club for at least six (► months, and registered voters at the time of appointment. The Town Council may, for good cause 4, 7 shown, waive the voter registration and/or length of residency for an applicant, except where restricted ; ; by State Law. The knowledge, skills, and technical expertise of applicants may be a consideration in the appointment process. If a member's residency status temporarily changes for up to six months during their term or reapplication period,they may request a review by the Council. If this r temporary change does not violate any Charter or state Ilioa " law s, the Council may authorize the member's 1 continued service or reappointment until they return to permanent residency status. APPOINTMENT PROCESS 01. Applications Recieved 03. Open Seats and Applicants All applications received, including those from incumbents, The Council strives to provide opportunities for as many are reviewed and considered for interviews by the Town interested residents as possible to serve on the Town Council Appointments Committee, which is comprised of Boards. However, if the number of open seats exceeds the three Town Council Members appointed each June. The number of qualified applicants, the Council may allow a Committee interviews applicants and makes person to serve on more than one Board. recommendations to the full Council regarding appointments to all Boards. Interviews are typically conducted in July and August. with appointments made in September and terms 04. Exception beginning on October 1. The Committee also considers applicants during the year in the event of mid-year vacancies. The Building Standards Commission(BSC)and the Zoning Board of Adjustment(ZBA)do not meet regularly but only as 02. Attend Meetings needed.Therefore,the Council utilizes a dual appointment process for these bodies.The BSC shall be comprised of the Applicants are encouraged to attend several members of the ZBA. meetings of a board prior to applying and/or being appointed to a board. page 07 I Boards and Commissions Manual BOARDS + COMMISSIONS TERMS/VACANCIES/RESIGNATIONS Members are typically appointed to a two-year term with no term limits, with terms beginning in October.All board members serve at the pleasure of the Town Council and may be removed before their term expires. Terms are staggered, with the Town Council making annual appointments to replace members whose regular terms expire yearly. A member shall serve until the expiration of their term or until a successor is appointed, whichever occurs later unless otherwise provided by law. Reappointment to a second term is not ai 1tnrnatic,and a new application is required for consideration. Exception: Members of the Zoning Board of Adjustment may only be removed when their term has expired or for cause on a written charge after a public hearing(GC 211.008). Vacancies generally occur when a member resigns or moves out of Town. Board members should notify their staff liaison or staff contact immediately once a vacancy is confirmed. The staff person will inform the Town Secretary's office, which will notify the Town Council Appointments Committee of the vacancy. A replacement will be appointed promptly if the vacancy creates a hardship in the board's ability to conduct business or if it occurs early in the fiscal year. Otherwise, a replacement may be delayed until the Town's annual board process in the fall. Vacancies,if filled,will be for the remainder of the vacated term. � KA 14::,44.4%4 "l3 u� J page 08 I Boards and Commissions Manual RESPONSIBILITIES BOARD MEMBERS & STAFF . . - .. `,'' ,.. x 5.- . OATH OF OFFICE & ANTI- 0 °4' `~ ; 4 ``l ` ar BRIBERY STATEMENT I r , ,.- ;.e .� - All appointed and reappointed board members are \� -� ,�., " required to take the oath of office and sign the anti- `` -- ' �'` � `= _ bribery statement, as mandated by the Texas Constitution. x. `' Assuming the duties of office before taking, subscribing,and filing the oath of office may result in removal from office. ATTENDANCE The Town Council values your viewpoint and takes your appointment, attendance, and _ involvement on a board seriously. They ask 0 - 71W- ' - that you take your role with the same level of seriousness. Effectiveness as a board member requires c regular attendance. The Town Council understands that board members have careers and other responsibilities, but due to ATTENDANCE CONT. the importance of citizen boards, the Council asks that all members, including alternates, If a board member misses three consecutive regular make every effort to attend all meetings. meetings without notifying the Staff Liaison,or if the reason for absence is deemed invalid, the Staff h / - Liaison will inform the Town Secretary, who will then r advise the Town Council Appointments Committee for review. If maintaining regular attendance ,' becomes difficult, consider whether you have `-,, j." sufficient time to be an effective member. ' , , Attendance of all members shall be recorded by the - 110 - Staff Liaison or board secretary and provided to the wow, Town Secretary annually upon request. page 09 I Boards and Commissions Manual RESPONSIBILITIES BOARD MEMBERS & STAFF . :II" ,-,--_,-, ..---:,-LA t.---z--i-_-,,_ --c.41 , _- =-7 ,,),::47'..1.'- '..`; ,, 4 ' 1.4: k '7,. i 01.111 i 1- E1 ii - - Wiz: . _; _ .,"MC _• '3 I e.• OPEN MEETINGS ACT AND PUBLIC INFORMATION ACT TRAINING The Open Meetings Act and the Public =J Information Act impose mandatory open - 7 government educational s on elected and `���� appointed officials. Each board member is 9 required to take this training within 90 days after their appointment or reappointment. Training videos are available online at 0' www.oag.state.tx.us. EXTERNAL TRAINING } Additional training opportunities may be available f J through regional governmental organizations such as the North Central Texas Council of Governments,the 3 ! -- ,M . Texas Municipal Clerks Association, or the Texas ." ' , ,),� .. Municipal League. The Town Secretary's office or ` V staff liaison will inform board members about relevant opportunities based on availability and funding. page 10 I Boards and Commissions Manual RESPONSIBILITIES BOARD MEMBERS & STAFF SELECTION OF CHAIR/VICE CHAIR Procedures for the election of a chair and vice chair(officers)are designed to ensure iiieir 0 that meetings are conducted in an orderly manner. Except as otherwise provided by IIstate or federal law, Town Charter, or Town ordinance or resolution, the election of officers for Town Council-appointed boards will be as follows: O Tn o the r appoint cd, m instancesheTow ,C the uncil vice-chair hash fool certainautho ity boards (e.g.the, Planninghairan &in Zoning so Commission, Tax Increment Reinvestment Zone, Zoning Board of Adjustment).All other chairs and vice-chairs will be elected by voting board members. For boards that elect officers, elections shall be held annually as soon as O practicable after the annual appointment process. If, for any reason, the chair or vice-chair vacates their seat,an election should be held by the voting members to fill the unexpired term. A temporary chair may be selected by the board. The chairperson presides over the meetings and is entitled to vote. ROLE OF A CHAIR/PRESIDENTS ` The Chair/President serves as the leader of the board, responsible for ensuring efficient and meaningful operations. This includes clarifying roles, conducting efficient meetings, and ensuring that necessary information is readily available to create a positive working environment. The board bylaws or rules of order may grant specific authority to the Chair/President.Generally,the Chair/President,or in their absence,the Vice Chair,has the following duties: Illif1141: Presides at Meetings: Leads all board meetings, ensuring the board's work _ O is accomplished.The Chair must control the meeting to prevent irrelevant, . repetitive, or unproductive discussions while ensuring all viewpoints are "" heard and considered fairly and impartially. The Chair cannot make rules related to meeting conduct or procedures without full board approval. Signs Correspondence/Documents: Signs correspondence and documents co on behalf of the board. Represents the Board:Represents the board before the Town Council.© The Chair/President and Staff Liaison are responsible for ensuring that the board's proceedings fulfill the direction provided by the Council in a timely manner, with appropriate information and context. Before undertaking any project or initiative that requires funding beyond the approved Town budget, the initiative must be submitted to the Staff Liaison for action by the Town Manager. page 11 I Boards and Commissions Manual RESPONSIBILITIES BOARD MEMBERS & STAFF ROLE OF AN ALTERNATE Alternates serve as voting members in the ; ` absence of a regular member. In determining which alternate member shall serve in the absence of a regular member, alternates will • gig' r.`; be selected in order of place number. If, for LEI� ,� , any reason, alternate member #1 is unable to ig � r ,t serve, alternate member #2 shall serve, and so forth. HIM- TROPHY r' • G` CLUB Alternates are encouraged to attend all } , meetings to remain apprised of the board's work but may not participate unless serving in the absence of a regular member. GENERAL PUBLIC INTERACTION Board members have an obligation to consider the welfare of the entire Town, to be fair, objective, and courteous, and to ensure due process to all who come before them. While public opinion should be sought, no board member should allow their judgment to be unduly influenced by the criticism of those1:64 attending 9 the meetings. �— Communications from the public to boards should be received and relayed to the board through the staff contact. Staff is ims responsible for including all communications received in the agenda packet according to publication deadlines. Official responses to citizen inquiries must be approved by the full yE board and sent via staff. iw -yam: The roster of board members is a public document and includes the name, residential or mailing address, and either a home or -- business phone number of each board member. Board members — may interact with the public; however, if contacted by the public -- outside a meeting, they should encourage citizens to send their comments to staff for distribution to all board members. page 12 I Boards and Commissions Manual RESPONSIBILITIES BOARD MEMBERS & STAFF REPRESENTATION, CONTACTS, AUTHORITY OF BOARD MEMBERS REPRESENTATION: Individual board members may not represent the board before the general public unless authorized by the Town. When appearing in a private capacity before other boards, outside agencies, the media, or the general public, the board member must clearly indicate that they are speaking as a private individual, not as an official representative. 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. Members of the Building Standards Commission, Zoning Board of Adjustment, and Ethics Commission must decline these individual contacts. REQUESTS FOR SPONSORSHIPS, DONATIONS, AND AGREEMENTS WITH VENDORS: Unless acting jointly with a Staff Liaison and pursuant to the direction of their respective board, members do not have the authority to seek donations, make agreements with vendors,or give the impression that they are acting as an agent for the Town. Furthermore, board members are not permitted to obligate any Town funds or enter into any agreements without prior written approval from the Town Manager. All actions requiring the obligation or expenditure of funds shall be in accordance with the applicable approved budget. • - page 13 I Boards and Commissions Manual RESPONSIBILITIES BOARD MEMBERS & STAFF ROLE OF STAFF LIAISON vG'i It__ it,-, _ The Town Manager assigns a staff liaison to work 4 with each board. A staff liaison serves as a resource for the board, answering questions and providing ��oa�olA° e''' general assistance. liopre 00044 ilk tikf io��o; �41 •i pfI Board members do not have authority over the work - ° .i program of Town staff. The liaison acts as an r information resource and provides technical assistance `" �' to the board. Board members may not direct Town staff in their board-related activities, nor can they assign projects or direct staff work. A board may request staff assistance on various projects; however, the Town Manager must approve all requests that create a substantial demand for a work product. STAFF LIAISON RESPONSIBILITIES: 01 Preparing and providing meeting 03 Responding to board member or public calendars, agendas, staff reports, and requests for information related to the supporting information to the board business of the board. members prior to meetings. 02. Ensuring compliance with the Texas 04. Taking meeting minutes,as applicable. Open Meetings Act. page 14 I Boards and Commissions Manual RESPONSIBILITIES BOARD MEMBERS & STAFF RULES OF PROCEDURE Some boards establish their own rules and procedures to govern their operation.These rules will be discussed in detail with your staff liaison or staff contact. Every open meeting will include a public comment section on the agenda. The Texas Open Meetings Act restricts members of the governing body or board from discussing items not posted on the agenda. If a topic is not a posted agenda item, actions or responses to a speaker's remarks by members of the governing body or board are limited to either a statement of fact, a recitation of existing policy, or a proposal to place the subject on the agenda for a future meeting. The Town Council has adopted Robert's Rules of Order to serve as a guide on all questions of procedure not addressed by provisions of the Town Charter or contained within the Code of Ordinances.In the event of a conflict between the Charter or Code of Ordinances and Robert's Rules of Order,the Charter and/or Code of Ordinances shall prevail. MINUTES The staff liaison will take meeting minutes in a form consistent with Town Council meeting minutes. The minutes will be presented for approval by the members present at the next meeting, with revisions,corrections,or amendments made at that time. COMMUNICATION WITH TOWN COUNCIL Staff liaisons will seek input from boards for work topics and priorities for council discussion and consideration during their annual strategic planning session. At the request of the Town Council, boards may occasionally participate in a joint work session with the Town Council when more immediate feedback or input on a topic is needed. Some boards are required to provide annual reports to the Town Council. Other boards may be periodically asked to report on their activities,accomplishments,projects,and initiatives. Board members are encouraged to first contact their staff liaison regarding policy matters that fall within the scope and purpose of the board. The mayor or any member of council may also be contacted individually or collectively at MayorandCouncil@trophyclub.org. ( y • se 4a. ^yam` page 15 I Boards and Commissions Manual RESPONSIBILITIES BOARD MEMBERS & STAFF BEING AN EFFECTIVE BOARD MEMBER The role of a board member is to bring their experience and insight to the board, deliberating with other members to reach decisions that fulfill the board's purpose in the best interest of the citizens it serves, and in accordance with applicable laws. Several strategies can help you be an effective board member: Reading your agenda packet before the board BE PREPARED meeting is essential. Thorough preparation enhances your ability to actively participate. Board members are not expected to know everything. ASK QUESTIONS When policy is discussed or decisions are deliberated, ask questions to facilitate learning. Seek clarification from those presenting during the meeting. New regulations are continually revised and updated. KNOW THE LAW Stay informed about changes that impact the board you serve on. Being a board member requires attentiveness and MAINTAIN FOCUS openness to learning new things. Remain engaged in the meeting and avoid distractions such as smartphones and other devices. page 16 I Boards and Commissions Manual • • RESPONSIBILITIES BOARD MEMBERS & STAFF BEING AN EFFECTIVE BOARD MEMBER 111 Every member's contribution is significant. Treat all BE COURTEOUS members equally and with respect when sharing thoughts, ideas, and suggestions, as these viewpoints are crucial for the decision-making process. Make every attempt to arrive on time for meetings and inform your board liaison if you will be absent.Unexpected absences can cause BE PUNCTUAL a meeting to be cancelled if not enough members are present to establish a quorum.As a courtesy of your fellow board members and the public,please provide advance notice of any absences. Passivity breeds inactivity. Rather than simply reacting, be ACTIVE pro-active in your thinking. Asking appropriate questions, PARTICIPATION requesting important information, and participating in discussions will enhance your effectiveness as a board member. Reviewing materials or videos from prior meetings can help familiarize you with topics before the board. Board meetings WATCH/LISTEN are either streamed live or audio recorded, and archived at www.trophyclub.orgLgendas. There are many ways you can have a successful board meeting; these are just a few. Consider your actions, how you present yourself, and how you represent the Town as these factors impact your board's effectiveness. You have been appointed to help the Town Council make informed decisions for the citizens of Trophy Club. As a public official, you have certain responsibilities and must abide by specific rules. SECURITY There are security measures in place at Town Hall should the need ever arise. Your staff liaison can provide an overview of these measures,as well as the evacuation plan. page 17 I Boards and Commissions Manual ETH I CS AND CONFLICTS ETHICS The Town Council has adopted an ethics policy that applies to all council members and appointed Town officials, including board members. For detailed information about the Town's Code of Ethics,please click here. It is important to familiarize yourself with these regulations. CONFLICTS OF INTEREST The State's conflict of interest law, Chapter 171 of the Texas Government Code, , although only applicable to officers of the Town, has been made applicable to all board members by practice. However, penal provisions of Chapter AI 171 are not applicable to advisory board members. _t.. Chapter 171 requires a board member with substantial w "� 111011r- interest in a business entity or real property to file an f ' : ii.. .1 affidavit with the staff liaison and abstain prior to a vote or i • decision on any matter involving the business entity or real 1 . : ( property if the action on the matter will have a special economic effect on the business entity distinguishable from ' 1 the effect on the public,or if it is foreseeable that the action on the matter will have a special economic effect on the % value of the real property, distinguishable from its effect on the public.For example,the Attorney General(AG)has opined i ` t that a special economic effect on the value of real property �� distinguishable from the effect on the public exists when a ' 1 ftif Planning and Zoning board member has an interest in real I property located within 200 feet of property being rezoned. However, the AG made it clear that these evaluations are highly fact intensive. Ask yourself the question, will this , action before my board affect the value of my real property in a manner that is different from the public at large? , J /``(. ,„F.'.. iv. ' Sias OYou have a substantial interest in a business entity if: f: `�' .. You own 10 percent or more of the voting shares of the business entity or own either 10 percent or more or $15,000 or more of its fair market value; O You received funds from the business entity exceeding 10 percent of your gross income for the previous year. page 18 I Boards and Commissions Manual ETH I CS AND CONFLICTS CONFLICTS OF INTEREST CONT. You have a substantial interest in real property if the interest is an equitable or legal ownership with a fair market value of$2,500 or more. You have a substantial interest if your close relative within the first degree of consanguinity and affinity has a substantial interest. A violation of chapter 171 is a Class A misdemeanor. APPEARANCE OF CONFLICT 14 1'_ _ � There are times you will have a perceived conflict of interest even though it is not a conflict that is prohibited by law. In 74 those cases, you should make a judgment call as to whether �w you should abstain from the matter. If you think the •. perceived conflict affects your ability of independent judgment or there is a strong appearance that you lack the _ - —_- ability to remove yourself from the perceived conflict in '11 - making a decision, you should carefully consider whether abstention is appropriate.Often,these are difficult judgment calls for which there are no absolute right answers. In making your decision, you should weigh the harm of participating - against your general duty to serve on the board. You have a duty to participate and vote on all matters that come before •.:= the board, unless you have a conflict, or you lack information ,t to decide the issue.Do not hesitate to consult with the Town � � � y■ 1i ' d till Attorney's office for guidance. page 19 I Boards and Commissions Manual ETHICS AND CONFLICTS CHAPTER 176 CONFLICTS DISCLOSURE - Chapter 176 of the Texas Local Government Code requires you to file a CO `1CI of Conflict Disclosure Statement with the Town Secretary if you or your family member: TF ig Has an employment or business relationship with a Town contractor or - 0 vendor that results in taxable income. Received or accepted one or more gifts from a Town contractor or vendor (excluding gifts of food, lodging, transportation, or entertainment accepted as a guest) with an aggregate value of $250 in the preceding 12 months. You are required to file the form within seven days after you become aware of the relationship with the Town. The Conflict Disclosure Statement is signed under penalty of perjury, and it is a Class C misdemeanor to fail to timely file the form. However, it is a defense to prosecution if you file the Conflict Disclosure Statement not later than the seventh day after you receive notice of violation.Therefore,you have two chances to comply. INCOMPATIBILITY OF OFFICE OThe common law doctrine of incompatibility of office prohibits you from holding two conflicting public offices. You cannot hold another public office that conflicts with I I I your duties on the board. Because this is a very fact-sensitive issue, you should contact the Town Secretary, who will consult with the Town Attorney's office if you hold another public office.It is important to do this before serving as a governmental board member, as your acceptance of appointment may result in the automatic forfeiture of your other public office. page 20 I Boards and Commissions Manual 111 TEXAS OPEN M EETI NG ACT Town boards must comply with the Texas Open Meetings Act(the "Act") (Government Code Chapter 551). There are exceptions for some recommending boards or committees based on their duties or structure. The act generally requires that meetings of a governmental body be public. Written notice must be given of dates,times, and locations of all meetings. Minutes of each meeting must be taken, and a record of votes and decisions must be kept as a public record. The board liaison will ensure the agenda is properly posted and minutes are taken, as applicable. Criminal penalties exist for holding an unauthorized closed meeting for boards with decision-making authority. When a quorum is anticipated in any place where Town business is being discussed, the meeting should be posted as a precautionary measure to avoid the accusation of attempting to conduct Town business privately. Board discussion during meetings should be limited to only those items listed on the posted agenda. Discussing or taking action on items not posted on the agenda would be considered a violation of the act. The Open Meetings Act does not apply to purely social gatherings, conventions, or workshops. Any specific questions or issues should be referred to the Town Attorney's office through the staff liaison. All board members are required to complete Texas Open Meetings training within 90 days of their appointment. For more detailed information about the Act, including what constitutes a meeting, notices, open/closed session rules, and penalties and remedies for violations click on the following link for the Texas Open Meetings Act Handbook produced by the Texas Attorney General. Per Town Charter,Section 3.11(c), citizens of the Town shall have a reasonable opportunity to be heard at any meeting. r . c = �d#, "i. page 21 I Boards and Commissions Manual PUBLIC INFORMATION ACT The Texas Public Information Act (the "Act"), provides all public records must be open to inspection and copying unless otherwise made confidential by law. All board members are subject to the Act. For this reason, it is a good approach to always presume that the public has access to the contents of board files and records, including email, text messages, and social media as it relates to Town business. Treat the contents of all communication in a professional manner. Rule of Thumb: Ask yourself, would I want to see what I wrote in the local paper, posted in social media,or recited during a public meeting? As part of your orientation as a new board member, and in accordance with Government Code 552.024, you will be asked to complete a form that indicates your preference as to what information you would allow the public access to as it relates to home address, home telephone number, emergency contact information, or that reveals whether the person has family members.This form should be completed and signed no later than the 14th day after the appointment. fy x --day" Iz_::.,--ji.'1,`;', , ---..... 1 ga;-).-Vg TV 114;4"7,it:7: Ilk , , ef-....) ` \ ._ y r. itil page 22 I Boards and Commissions Manual 111 • BOARDS AB D COMMISSION LISTINGS Each Town board is listed below along with a link to its webpage. The webpage provides information on its creating authority, description, composition, meeting schedule, staff liaison information and current listing of members. ANIMAL SHELTER The Animal Shelter Advisory Board is charged with ADVISORY BOARD working with staff to set standards for the towns animal shelter and the care of animals, and to provide periodic reports to the Texas Department of Health. The board meets 3 times annually. Click here for the Animal Shelter Advisory Board webpage BUILDING The Building Standards Commission hears and STANDARDS determines cases concerning alleged violations of COMMISSION Ordinances regulating buildings and structures. The Commission is tasked with determining whether buildings and structures within the Town meet minimum building, fire,floodplain, and related code s. The Commission also orders appropriate remedial actions, has the authority to impose civil penalties as allowed by law, and provides a review of administrative decisions in addition to other functions authorized by the ordinance. Cases must be heard by at least 4 members, either regular or alternate. Click here for the Building Standards Commission webpage CRIME CONTROL The purpose of the CCPD to enhance the capability AND PREVENTION of law enforcement and to further crime prevention DISTRICT(CCPD) programs through the acquisition of personnel, new " equipment and technology for the police department. The Board establishes the annual budget and policies, oversees expenditures and evaluates programs funded by the district. Funds are restricted as outlined in Section 363, Subchapter D of the Local Government Code. Additional information concerning the duties and responsibilities of the Board may be found in Chapter 363, Texas Local Government Code. Click here for the Click here for the Crime Control & Prevention District webpage page 23 I Boards and Commissions Manual BOARDS ABD COM M ISS I O N LISTINGS ECONOMIC The mission of the Trophy Club Economic DEVELOPMENT Development Corporation is to promote economic CORPORATION development within the Town and the State of Texas in order to eliminate unemployment and underemployment, and to promote and encourage employment and the public welfare of, for, and on behalf of the town by undertaking, developing, providing,and financing projects under the Economic Development Act and as defined in Section 4B of the Act. The Town Council has authority over the EDC and must approve its programs, projects, and expenditures. Click here for the Economic Development Corporation webpage ETHICS REVIEW The Ethics Review Commission administers the COMMISSION Code of Ethics and Conduct ordinance relating to elected officers, appointed board, committee and commission members and Town employees. s for the form and content of the complaint are specified in the ordinance: Chapter 1, Article 17. Complaints are filed via email to the Town Secretary. The town attorney shall be utilized to advise the commission and participate in hearings. Click here for the Ethics Review Commission webpage PARKS AND The Parks and Recreation Board enables residents to RECREATION actively participate and provide direct input to the BOARD Parks and Recreation Director for developing parks and recreational facilities in the Town. Its responsibilities include advising on the development } of long-range capital improvement programs, serving in an advisory capacity to the Council and Parks and Recreation Director, and acts as the Town's tree board with duties outlined in the Code of Ordinances. Click here for the Parks and Recreation Board webpage page 24 I Boards and Commissions Manual • • BOARDS AND COMMISSIONS LISTINGS PLANNING AND The Planning and Zoning Commission reviews all ZONING applications for development within the Town for COMMISSION compliance with zoning ordinances and the Comprehensive Land Use Plan. The Commission makes recommendations of approval or denial of development proposals to the Town Council. Town ordinances relevant to Planning and Zoning actions are regularly reviewed and/or revised as appropriate. Click here for the Planning & Zoning Commission webpage TAX INCREMENT The mission of the Tax Increment Reinvestment REINVESTMENT ZONE Zone (TIRZ) Number 1 board is to promote an (TIRZ) BOARD#1 economically thriving district that enhances and strengthens the town's tax base, attracts new investment opportunities, and preserves existing development values through the use of available financial, marketing, land planning, and capital infrastructure development tools. .Click here for the TIRZ Board webpage ZONING BOARD OF The Zoning Board of Adjustment serves as an appeal ADJUSTMENT body for individuals seeking variances or special (ZBA) exemptions to the zoning ordinance or to a decision made by an administrative official enforcing the ordinance. Click here for the ZBA webpage page 25 I Boards and Commissions Manual • • te_ r -- • ,," ` / wry ?1 . ,,,_ , „......,....„,, "pp i . ____ _ i„,n, „I._ , /„., y,, ' A 1 I i'''.1.1...'.41111L--.4.....6'..'".1 6....4.1 '' .111k..',' "/ "ir ,,,,4"-- i ( is- /j, illi ,' lito d _ iiil,� ."1 4"1 THANK YOU! °' The Town of Trophy Club couldn't do what it does for it's residents without our dedicated community volunteers! , , r I /:;:/:;:/ //:.,/////, I "44" / N; , \,-2'N\ MORE ABOUT US To find out more about the Town of Trophy Club Boards and Commissions,please visit www.trophyclub.org/boards. EilPhone ei Email 682.237.2900 townsec@trophyclub.org Website = _ Office Address www.trophyclub.org 1 Trophy Wood Drive