RES 2025-02 Town Council Rules of Procedure TOWN OF TROPHY CLUB, TEXAS
RESOLUTION NO. 2025-02
A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF
TROPHY CLUB, TEXAS, ADOPTING THE TOWN OF TROPHY CLUB
TOWN COUNCIL RULES OF PROCEDURE AND PROVIDING AN
EFFECTIVE DATE.
WHEREAS, the Town of Trophy Club is a home rule municipality acting under
its charter adopted by the electorate pursuant to Article XI, Section 5, of the Texas
Constitution and Chapter 9 of the Texas Local Government Code; and
WHEREAS, Section 3.11 of the Town Charter grants the Town Council the
authority to determine its own rules of procedure; and
WHEREAS, the Town Council previously adopted rules of procedure by
ordinance but now finds that adopting such rules by resolution is in the best interest of
the Town to provide greater flexibility and efficiency in governance; and
WHEREAS, the Town Council desires to adopt the Town Council Rules of
Procedure as set forth in the attached Exhibit "A" to this Resolution to provide a
streamlined and updated framework for the conduct of its meetings and proceedings;
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 adopts the "Town Council Rules of Procedure",
which is attached to this Resolution as Exhibit A.
Section 3. Any Town Council Rules of Procedures previously adopted and in
conflict with Exhibit A are hereby repealed to the extent of such conflict.
Section 4. This Resolution shall take effect from and after its date of passage in
accordance with law.
RESOLUTION 2025-02 PAGE 2
PASSED and APPROVED by the Town Council of the Town of Trophy Club,
Texas, on this 13th day of January 2025.
FSROp
O y),< /Je net • a Mayor
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ATTEST: *s \
9V4Ry ,Jai
Tammy Dixon, To Secr tary —
APPROVED AS TO FORM:
Dean,;.ggi: ttorney
RESOLUTION 2025-02 PAGE 3
EXHIBIT A
TOWN OF TROPHY CLUB
TOWN COUNCIL RULES OF PROCEDURE
Tiiii.‘i
TROPHY CLUB
TOWN COUNCIL
RULES OF PROCEDURE
Approved by Resolution 2025-02
January 13, 2025
TABLE OF CONTENTS
1. AUTHORITY
1.1 CHARTER 1
1.2 COUNCIL MEMBER ELECTION/APPOINTMENTS 1
1.3 MAYOR TO ACT AS COUNCIL CEREMONIAL REPRESENTATIVE 1
1.4 COUNCIL MEMBER PARTICIPATION IN COMMUNITY ACTIVITIES 2
2. COUNCIL MEETINGS
2.1 REGULAR MEETINGS 2
2.2 SPECIAL MEETINGS AND EMERGENCY MEETINGS 2
2.3 EXECUTIVE SESSIONS 2
2.4 NOTICE OF MEETINGS 3
2.5 QUORUM 3
2.6 VIDEO CONFERENCE PATICIPATION 3
2.7 PRESIDING OFFICER 5
2.8 APPOINTED OFFICIALS 6
2.9 ATTENDANCE BY THE PUBLIC 6
2.10 MINUTES 6
2.11 ESTABLISHING THE TOWN COUNCIL MEETING AGENDA 6
3. ORDER OF BUSINESS
3.1 GENERAL ORDER 7
3.2 ORDINANCES AND RESOLUTIONS 7
3.3 NUMBERING AND INDEXING OF AGENDA ITEMS 7
3.4 PUBLIC RECOGNITION/COMMUNITY SPOTLIGHT 7
3.5 ITEMS OF COMMUNITY INTEREST/COUNCIL COMMUNICATIONS 8
3.6 CONSENT AGENDA 8
4. RULES OF CONDUCT
4.1 GENERAL PROCEDURE 8
4.2 PARLIAMENTARY PROCEDURES 8
4.3 DAIS SEATING 8
4.4 AUTHORITY OF PRESIDING OFFICER 8
4.5 PRESIDING OFFICER TO FACILITATE COUNCIL MEETINGS 9
4.6 COUNCIL DELIBERATION AND ORDER OF SPEAKERS 9
4.7 LIMIT DELIBERATIONS TO ITEM AT HAND 9
4.8 OBTAINING THE FLOOR 9
4.9 MOTIONS 9
4.10 PROCEDURES FOR AGENDA ITEM DISCUSSIONS/MOTIONS 9
4.11 VOTING 12
4.12 NON-OBSERVANCE OF RULE 13
5. PUBLIC HEARINGS
5.1 GENERAL PROCEDURE 13
5.2 CONTINUANCE OF HEARINGS 14
5.3 PUBLIC COMMENT AT HEARINGS 14
5.4 COMMUNICATIONS AND PETITIONS 15
6. ADDRESSING THE TOWN COUNCIL
6.1 STAFF PRESENTATIONS 15
6.2 ORAL PRESENTATIONS BY MEMBERS OF THE PUBLIC 15
6.3 PUBLIC COMMENTS AGENDA ITEM 15
6.4 RIGHT TO SPEAK 16
6.5 PUBLIC MEETING APPEARANCE CARDS 16
6.6 REPETITIOUS COMMENTS 16
6.7 WAIVER OF RULES 17
6.8 NON-EXCLUSIVE RULES 17
7. COUNCIL MEMBER TRAINING AND PROFESSIONAL DEVELOPMENT
7.1 TOWN COUNCIL ORIENTATION 17
7.2 TOWN COUNCIL TRAVEL,TRAINING,MEMBERSHIPS,AND
CLOTHING ALLOCATION POLICY 17
8. TOWN COUNCIL STAFF RELATIONS AND ADMINISTRATIVE SUPPORT
8.1 COMMUNICATION WITH STAFF 18
8.2 AGENDA QUESTIONS 18
8.3 PROBLEM RESOLUTION 19
8.4 STAFF CONDUCT 19
8.5 MAIL 19
8.6 TOWN COUNCIL CORRESPONDENCE 20
8.7 CLERICAL SUPPORT 20
8.8 TOWN COUNCIL EVENT COORDINATION 20
8.9 REQUESTS FOR RESEARCH OR INFORMATION 21
8.10 TOWN COUNCIL NOTIFICATION OF SIGNIFICANT INCIDENTS 21
9. BOARDS AND COMMISSIONS
9.1 BOARD AND COMMISSION APPOINTMENTS/REMOVALS 21
9.2 BOARD,COMMITTEE,AND COMMISSION TRAINING 23
9.3 CREATION OF AD HOC COMMITTEE/TASK FORCE 23
10. PROCEDURES ADMINISTRATION
10.1 BIENNIAL REVIEW OF TOWN COUNCIL RULES OF PROCEDURE 24
10.2 ADHERENCE TO PROCEDURES 24
10.3 TOWN ATTORNEY AS PROCEDURE ADVISOR 24
10.4 APPLICABILITY OF RULES OF PROCEDURE 24
1.AUTHORITY
1.1 CHARTER
The Town of Trophy Club Charter,Article III;Section 3.11 provides that the Town Council
shall determine its own rules of procedure.
These Rules of Procedure shall be in effect upon adoption by the Town Council and until
such time as amended, suspended, or new rules are adopted by the Town Council.
1.2 COUNCIL MEMBER ELECTION/APPOINTMENTS
a. Election of Mayor Pro Tem
Pursuant to Article III,Section 3.07 of the Town Charter,the Town Council shall elect
one of its members to serve as Mayor Pro Tem at its first meeting after election of
council members. Upon election, the Mayor Pro Tem shall perform all the duties of
the Mayor in the absence or disability of the Mayor.
b. Council Committees
At the first Town Council meeting in June,the Mayor may present recommendations
for the members of the following Council Subcommittees and open the floor for
additional nominations, all subject to the approval of the Town Council. Town
Council Members may propose changes or make their own nominations for the
following Council Subcommittees. Appointment of members to all committees of the
Town,inclusive of Council Subcommittees, is exclusively vested in the Council.
• Appointments Committee
• Budget Oversight Committee
• Municipal Utility District No. 1 Coordination Committee
1.3 MAYOR TO ACT AS COUNCIL CEREMONIAL REPRESENTATIVE
Pursuant to the Town Charter Article III; Section 3.06, the Mayor has been delegated the
responsibility to act as the Town Council's representative for all ceremonial purposes. In the
Mayor's absence or disability,the Mayor Pro Tem assumes this responsibility.In both the Mayor's
and Mayor Pro Tem's absence or disability, the Mayor will request another Council Member to
assume this responsibility. If the Mayor is unable to request another Council Member to assume
this responsibility, the Town Council may select a Council Member to assume this responsibility
by a majority vote of the Town Council.
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1.4 COUNCIL MEMBER PARTICIPATION IN COMMUNITY ACTIVITIES
From time to time,the Mayor or Council Members may choose to participate in community
activities,committees, events and task forces. When the Mayor or a Council Member participates
in these types of activities,he/she is assumed to be acting as a member of the general public rather
than acting on behalf of the Town Council. Acting or participating on behalf of the Town Council
is limited to those instances when the Town Council has formally designated the Mayor or Council
Member as its representative for the matter. As specified in Section 1.3, the Mayor is delegated
to serve as the Town Council's representative for ceremonial purposes.
2. COUNCIL MEETINGS
2.1 REGULAR MEETINGS
Consistent with Charter Section 3.09, the Council shall hold at least two (2) regular
meetings a month for at least seven(7)months and a minimum of one meeting during each of the
other five(5)months at a time to be fixed by Council for such regular meetings.Council may hold
as many other meetings as may be necessary for the transaction of the business of the Town.
All regular meetings shall be held at Town Hall or at such other places within town limits
as will permit the attendance of the general public. All meetings will be held in accordance with
open meeting laws of the State of Texas.
2.2 SPECIAL MEETINGS AND EMERGENCY MEETINGS
Consistent with Charter Section 3.10, special meetings may be called at any time by the
Mayor or by three(3)members of the Town Council. The Town Secretary shall post notice thereof
as provided by State law.
In case of emergency or urgent public necessity, which shall be expressed in the notice of
the meeting, an emergency meeting may be called by the Mayor or by three (3) members of the
Town Council, and it shall be sufficient if the notice is posted one (1) hour before the meeting is
convened, or as may be required by the Texas Open Meetings Act. Diligent effort to notify all
Council Members shall be made prior to the emergency meeting. (Texas Gov't Code,Sec.551.045)
2.3 EXECUTIVE SESSIONS
The Town Council may meet in Executive Session during any workshop,regular,or special
meeting, or anytime otherwise authorized by State law, to consider or hear any matter which is
authorized by State law to be heard or considered in Executive Session.
a. The specific section of the Texas Open Meetings Act authorized for the executive
session and the subject matter for consideration shall be announced by the Presiding
Officer or announced by the Town Secretary as instructed by the Presiding Officer, in
an open meeting before such session is held.
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b. Council Members may not reveal the nature of discussion from a closed session unless
required by State law,required by a court of competent jurisdiction,or unless made in
connection with any investigation or proceeding regarding whether there has been a
violation of the Town Code of Ethics and Conduct. Except as provided above,
disclosure of the discussion from a closed session is a violation of the Town Code of
Ethics and Conduct. (Code of Ordnances,Section 1.05.004(3))
2.4 NOTICE OF MEETINGS
Notice of meetings and the agenda for all Town Council meetings shall be posted by the
Town Secretary on the Town's official bulletin board and website pursuant to the requirements of
the Texas Open Meetings Act.
2.5 QUORUM
Charter Section 3.12 states a majority of the Council shall constitute a quorum to do
business. Except as otherwise specifically provided in the Charter or as provided by law, four(4)
members of Council shall constitute a quorum for the purpose of transaction of business and no
action of the Council shall be valid or binding unless adopted by the affirmative vote of four(4)
or more members of the Council,or as required by State law or the Town's Charter.
2.6 VIDEO CONFERENCE PARTICIPATION
Council Members may participate in Town Council meetings via videoconference in
accordance with Section 551.127 of the Texas Open Meetings Act.The following conditions shall
apply:
a. Quorum and Participation Limits
A quorum of the Town Council must be physically present at the meeting location posted
on the agenda.
No more than two (2) Council Members may participate in a single meeting via
videoconference,granted on a first-come, first-served basis.
The Presiding Officer must be physically present where the quorum of the meeting is
located.
Remote participation shall be limited to open or closed meetings held at Town Hall where
sufficient technology is available to conduct remote participation in accordance with State
law.
b. Notification Requirements
Council Members wishing to attend via videoconference must notify the Town Secretary
no later than noon on the Wednesday prior to the meeting; or as soon as practical.
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• The following statement will be placed on all Council Agendas when
videoconference is authorized: "Pursuant to Texas Government Code Section
551.127, one or more members of the Town Council may participate in this
meeting by videoconference call. A quorum of the Town Council will be
present at the physical location of the meeting."
In case of a personal emergency, Council Members may request videoconference
participation by notifying the Mayor and Town Manager no later than 5:00 p.m. on the
business day prior to the meeting.
c. Technology and Public Access
The technology used must ensure two-way audio and video communication, enabling all
participants to be audible and visible to each other and to the public during open sessions
of the meeting.
Members participating remotely are responsible for ensuring they have the necessary
equipment and a stable interne connection to establish and maintain their participation
throughout the meeting.
If a remote participant becomes inaudible or invisible to those at the physical meeting
location, they will be considered absent for the portion of the meeting during which the
connection is lost.
The Town Council meeting will proceed as scheduled and will not be paused or adjourned
due to technical or technology issues affecting the participation of remotely attending
Council Members.
d. Videoconference Etiquette
During videoconference attendance, the Council Member's face must be clearly visible,
and audio must be clear while speaking.
e. Executive Session Confidentiality
For executive sessions or closed meetings, Council Members participating remotely must
take appropriate measures to ensure that audio and video communications are inaccessible
to unauthorized persons to preserve confidentiality and attorney-client privilege.
f. Frequency of Remote Participation
Remote participation is not intended to be a regular occurrence for Council Members.
Council Members are strongly encouraged to attend all Town Council meetings in person.
A Council Member desiring to attend more than two(2)meetings remotely in any calendar
year must request approval for remote participation from the full Town Council.
A Council Member requesting Town Council approval to attend three (3) or more
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Town Council meetings remotely in any calendar year must provide "good cause"
justification for the request. Below are examples of"good cause"justifications,which
are intended to be more than mere inconvenience or preference for attending remotely.
• Examples of"good cause" are:
• Sudden illness or hospitalization,
• Conflict related to employment, and
• Conflict related to planned travel.
g. Eligibility for Remote Attendance:
The Town Manager may request permission from the Presiding Officer for a staff
member to attend remotely when that member's presence is critical to a purpose at the
meeting.
Consistent with the regulations and practices outlined in this Section 2.6,members of
the Planning & Zoning Commission, Economic Development Corporation Board,
Crime Control & Prevention District Board, Zoning Board of Adjustment, and
Building Standards Commission may participate remotely in their respective meetings.
Remote participation is not allowed for members of all other boards and commissions.
2.7 PRESIDING OFFICER
a. Designation
Consistent with Charter Section 3.06, the Mayor shall preside at all meetings of the
Council. The Mayor may participate in the discussion of all matters coming before the
Council and shall have a vote on all matters before the Council. In the absence or
disability of the Mayor, the Mayor Pro-Tern shall preside. In the absence or disability
of both the Mayor and the Mayor Pro-Tem, the Town Council shall elect a presiding
officer.
b. Call to Order
The meetings of the Town Council shall be called to order by the Presiding Officer. In
the absence of both the Mayor and the Mayor Pro-Tern,the meeting shall be called to
order by the Town Secretary.
c. Preservation of Order
The Presiding Officer shall have the authority to preserve order at all Town Council
meetings, to enforce the rules of the Town Council, and to determine the order of
business under the rules of the Council.
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2.8 APPOINTED OFFICIALS
The Town Manager shall attend all meetings of the Town Council unless excused by the
Mayor or Town Council and shall have the right to participate in all discussions.
The Town Attorney shall attend all meetings of the Town Council unless excused by the
Mayor or Town Council,and shall,upon request,give opinion,either written or oral,on questions
of law. The Town Attorney shall also serve as the Town Council's parliamentarian.
The Town Secretary shall attend all meetings of the Town Council unless excused by the
Mayor or Town Council and shall keep the official minutes and perform such other duties as may
be requested by the Town Council.
2.9 ATTENDANCE BY THE PUBLIC
All meetings of the Town Council shall be open to the public in accordance with the terms
of provisions of the Texas Open Meetings Act,except for the Executive Session or closed meetings
as allowed by State law.
Citizens and other visitors attending Town Council meetings shall observe the same rules
of propriety,decorum,and good conduct applicable to members of the Town Council.
2.10 MINUTES
At a minimum, the minutes shall include the members present, state the subject of each
deliberation,and indicate each vote,decision,or other action taken.The minutes shall also indicate
how each member voted on each matter. (Texas Gov't Code,Sec.551.021)
a. Town Council Approval of Minutes
Minutes of meetings are generally submitted to the Town Council for approval at the
next regularly scheduled meeting. The Mayor and Council Members present shall be
required to vote on the approval of the minutes, even if absent at the meeting for which
the minutes pertain.
2.11 ESTABLISHING THE TOWN COUNCIL MEETING AGENDA
The Town Manager shall establish a preliminary Town Council meeting agenda based on
the policy direction of the Mayor and Town Council and specific items of business that require
action by the Town Council. The Town Manager shall review the preliminary agenda with the
Mayor prior to finalizing the final meeting agenda. The Town Secretary shall prepare the final
meeting agenda,which shall be publicly posted in accordance with the Texas Open Meetings Act.
Any item requested by two (2) Council Members, or by the Mayor, or by the Town
Manager shall be placed on the agenda by the Town Secretary. (Town Charter,Section 3.11 (b))
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The Town Manager may discuss with the requesting Council Member the delay of the
agenda item. In consultation with the Town Manager and/or Mayor,the request will be placed on
an agenda as soon as possible. Such a determination will be communicated to the requesting
Council Member.
3. ORDER OF BUSINESS
3.1 GENERAL ORDER
Town Council meetings will be generally conducted in the following order, unless
otherwise specified or removed. An Executive Session may be held at any time during a work
session,regular,or special called meeting consistent with applicable State law.
WORK SESSION AGENDA
CALL TO ORDER AND ANNOUNCE A QUORUM
PUBLIC COMMENTS
WORK SESSION ITEMS
ADJOURN WORK SESSION
REGULAR MEETING AGENDA
CALL TO ORDER AND ANNOUNCE A QUORUM
INVOCATION
PLEDGE OF ALLEGIANCE
PUBLIC COMMENTS
COMMUNITY SPOTLIGHT
CONSENT AGENDA
INDIVIDUAL ITEMS (includes Public Hearings, if any)
EXECUTIVE SESSION(as needed)
ADJOURNMENT
3.2 ORDINANCES AND RESOLUTIONS
All ordinances and resolutions shall be reviewed and approved as to form and legality by
the Town Attorney prior to being placed on an agenda for consideration.
3.3 NUMBERING AND INDEXING OF AGENDA ITEMS
All items of any nature shall be numbered consecutively for purposes of consideration on
the agenda. Upon passage, the Town Secretary shall separately index all ordinances and
resolutions.
3.4 PUBLIC RECOGNITION/COMMUNITY SPOTLIGHT
All special presentations and announcements will be calendared and coordinated through
the Town Secretary and Mayor. A period of time,typically not to exceed five(5)minutes,will be
provided for each recognition.
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3.5 ITEMS OF COMMUNITY INTEREST/COUNCIL COMMUNICATIONS
Members of the Town Council have the opportunity to briefly comment and notify others of
items of community interests pursuant to Texas Gov't Code Sec. 551.0415, which may include
expressions of thanks,congratulations or condolences;holiday schedule information;an honorary
or salutary recognition of a public official,public employee, or other citizen; information about a
Town-organized or sponsored event or other social, ceremonial, or community event;
announcements involving an imminent threat to the public health and safety of the citizens that has
arisen after the posting of the agenda.
3.6 CONSENT AGENDA
The Consent Agenda shall contain routine, non-controversial items that require Town
Council action but need little or no further Town Council deliberation.
Agenda items may be removed from the Consent Agenda at the request of the Mayor, a
Council Member,or Town Manager and will be considered after approval of the remainder of the
Consent Agenda.The requested item removed from the Consent Agenda will then be considered for
a separate vote of the Town Council.
4. RULES OF CONDUCT
4.1 GENERAL PROCEDURE
These Rules of Procedure and the following rules of conduct in this Section 4, consistent
with the Town Charter and any applicable Town ordinance,statute or other legal requirement,shall
govern the proceedings of the Town Council. The Town Council Rules of Procedure shall be
interpreted and read harmoniously with the Town Charter and any applicable Town ordinance,
statute or other legal requirement. The Town Charter and any applicable Town ordinance, statute
or other legal requirement shall control in the event of a conflict with the Town Council Rules of
Procedure.
4.2 PARLIAMENTARY PROCEDURES
Robert's Rules of Order Newly Revised,as amended by the Council,shall generally guide
the proceedings of the Town Council.
4.3 DAIS SEATING
The Mayor shall be seated at the center of the dais, with the Mayor Pro Tern seated
immediately to the Mayor's right. The remaining Council Members will be seated by Place
number,one through six from left to right,as viewed from the audience.
4.4 AUTHORITY OF THE PRESIDING OFFICER
Subject to appeal to the full Town Council, the Presiding Officer shall have the authority
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to prevent the misuse of motions, the abuse of any privilege, or the obstruction of the business of
the Town Council by ruling any such matter out of order. In so ruling,the Presiding Officer shall
be courteous and fair and should presume that the moving party is acting in good faith.
Any member of the Town Council may move to require enforcement of the rules,and the
affirmative vote of a majority of the Town Council shall require the Presiding Officer to act.
4.5 PRESIDING OFFICER TO FACILITATE COUNCIL MEETINGS
In the role of facilitator,the Presiding Officer will assist the Town Council in focusing on
agenda discussions and deliberations.
4.6 COUNCIL DELIBERATION AND ORDER OF SPEAKERS
The Presiding Officer has been delegated the responsibility to control the debate and the
order of speakers. Speakers will generally be called upon in the order of the request to speak.
With the concurrence of the Presiding Officer,a Council Member holding the floor may address
a question to another Council Member and that Council Member may respond while the floor is
still held by the Council Member asking the question. A Council Member may opt not to answer
a question while another Council Member has the floor.
4.7 LIMIT DELIBERATIONS TO ITEM AT HAND
Council Members will limit their comments to the subject matter, time,or motion being
currently considered by the Town Council.
4.8 OBTAINING THE FLOOR
Any member of the Town Council wishing to speak must first obtain the floor by being
recognized by the Presiding Officer. The Presiding Officer must recognize any Council Member
who seeks the floor when appropriately entitled to do so.
4.9 MOTIONS
Motions may be made by any member of the Town Council, including the Presiding
Officer, provided that before the Presiding Officer offers a motion, the opportunity for making
a motion should be offered to other members of the Town Council. Any member of the Town
Council,other than the person offering the motion,may second a motion.
4.10 PROCEDURES FOR AGENDA ITEM DISCUSSIONS/MOTIONS
The following is the general procedure for agenda item discussions and making motions:
a. The Presiding Officer or, if requested,the Town Secretary reads the agenda item.
b. Staff presents its report to the Town Council.
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c. The applicant or vendor,if applicable,may give a presentation and answer questions
from the Town Council.
d. Members of the public are provided the opportunity to ask questions or make
comments germane to the agenda item. Individuals will be requested to state their
name and address for the record.
e. The Town Council deliberates on the issue, which may include asking questions of
staff and,if applicable,the applicant or vendor.The Town Council may also respond
to related questions posed by the public,applicant, or vendor, or may direct staff to
respond.
f. Following deliberation, the Presiding Officer calls for a motion. Once the motion is
made and seconded,the Council may engage in further discussion.
g. At the Presiding Officer's discretion, additional public comment germane to the
agenda item may be invited after a motion has been made.
h. Once discussion is complete, the Presiding Officer calls for a vote. No further
discussion will be allowed unless Council Members wish to explain their vote.
Council Members may word motions in any common manner provided such motions and
intended action are clear. The Presiding Officer may confirm that each of the Council Members
understand the motion prior to calling for a vote on the motion.
When a motion is on the floor and an amendment is offered, the amendment should be
acted upon prior to acting on the main motion. No motion of a subject different from that under
consideration shall be admitted as an amendment. A motion to amend an amendment shall be in
order, but one to amend an amendment to an amendment shall not be in order. Action shall be
taken on the amended amendment prior to any other action to further amend the original motion.
The following are examples of possible motions:
MOTION TO APPROVE OR DENY
A motion to approve or deny is a proposal to take a specific action. The maker of the
motion may state, "I make a motion to approve/deny Agenda Item #" or may state the
recommended motion (under state law, certain motions require specific language in which case
staff will provide the specific motion in the packet that the specific language must be used), or
such person may state the agenda caption although it is not necessary. A failed vote to approve
shall result in the agenda item being denied.
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MOTION TO APPROVE WITH AMENDMENTS
A motion to approve a specific action may include amendments recommended by a board,
Town Attorney,another Council Member,or staff. The maker of the motion may state,"I make a
motion to approve Agenda Item # with the following amendment(s)..." or state recommended
motion or the agenda caption with the amendment included.
MOTION FOR RECONSIDERATION
A motion for reconsideration indicates a Council Member wants the Town Council to
reconsider a prior action of the Town Council and if successful, for the Town Council to consider
taking different action. A motion to reconsider may be made at the same meeting or at the next
succeeding meeting following the relevant Town Council action, provided the reconsideration
request complies with the requirements of the Texas Open Meetings Act and applicable law. If the
motion to reconsider a prior action is not made at the same meeting, such motion and the related
agenda item must be posted on the agenda for the meeting at which the motion is to be reconsidered.
The maker of the motion may state: "I make a motion to reconsider Agenda Item#"or may state
the full agenda caption. If that motion fails, then the matter is finally concluded. If the motion to
reconsider passes,then a motion is in order for the different action.
A motion for reconsideration may only be made by a Council Member who voted with the
majority of the Town Council on the action proposed to be reconsidered by the Town Council.
Any member of the Town Council may second a motion for reconsideration.
MOTION TO ADJOURN
If the Town Council has reached the end of the agenda, no motion is required. The
Presiding Officer can declare the meeting adjourned.A motion to adjourn may also be made during
the meeting. The maker of the motion may state, "I make a motion to adjourn the meeting."The
motion requires a second and is not debatable. If the motion passes by majority vote, the meeting
is adjourned.
WITHDRAWAL OF MOTION
A withdrawal of a motion indicates a motion may be withdrawn or modified by the Council
Member who originally made the motion at any time prior to its passage. If a motion is withdrawn,
the Council Member who originally made the motion,or another Council Member,may then make
a motion requiring to be seconded by another Council Member.
MOTION TO CONTINUE A PUBLIC HEARING
The Town Council may continue a public hearing to a date time certain unless State law
provides otherwise. The maker of the motion may state, "I make a motion to continue the public
hearing to xxx date at xxx time".This motion will prevent the Town from incurring the cost of re-
advertising or publishing notice of the public hearing in the newspaper.
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MOTION TO REFER OR POSTPONE/TABLE
The Town Council may desire to continue discussion of an agenda item at a future meeting,
may require the Town staff to provide further information,or require the matter to be reconsidered
by an applicable board or commission. In such event the Town Council may postpone or table
consideration of the agenda item to a date time certain or subsequent Council Meeting (or for
example until such time as Town staff can provide the requested information) or refer the matter
back to the applicable board or commission to reconsider the agenda item.
4.11 VOTING
Abstention
a. Pursuant to Section 3.20 of the Town Charter, if a Council Member abstains
because of a legal conflict of interest, such member is not counted as present for
quorum purposes and is not deemed to be "voting" for purposes of determining
whether there has been a"majority vote of those voting and present."
b. When the Mayor or a Council Member abstains because of a legal conflict of
interest, the Mayor or such Council Member must file an affidavit with the Town
Secretary stating the nature and extent of the conflict before the agenda item is
announced by the Mayor. The Mayor or Town Secretary shall briefly state, on the
record, the nature of the conflict of the Council Member. State law requires the
inclusion of this information in the public record. A Council Member with a legal
conflict of interest shall excuse themselves from the dais for that portion of the
Council meeting and may return once the Council has completed action on the
agenda item.
Tie Votes
A tie vote results in a lost motion. In such an instance, any member of the Town Council
may offer a motion for further action. Per Section 3.12 of the Town Charter, except as otherwise
specifically provided by the Charter or by law, no action of the Council shall be valid or binding
unless adopted by the affirmative vote of four(4)or more members of the Council,or as otherwise
required by State law or the Charter.
Charter or Statute Voting Requirements
Per the Town Charter,actions taken by the Town Council require the affirmative vote of four
(4) or more Council Members to be valid and binding, unless State law specifies differently.
Provided below are items that require more than four(4) affirmative votes or more than a simple
majority of Council Members. Items listed herein are not intended to be an exhaustive list; the
Town Attorney shall provide notice to the Town Council when the Council is taking action on
such an item.
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a. Charter Amendment—Two-thirds Vote
An Ordinance submitting a proposed Charter amendment must be adopted by a two-
thirds vote of the entire Town Council, except when an amendment is otherwise
requested by petition pursuant to Texas Local Gov't Code Sec. 9.004. (Texas Local
Gov't Code,Sec.9.002(a),Texas constitution Article XI,Section 5)
b. Protested Changes in Zoning Ordinance—Three-fourths Vote
If a proposed change to a zoning regulation or boundary is protested by owners of
twenty percent or more of the area of the lots or land included in such proposed
change, or of the area of the lots or land immediately adjoining the area covered by
the proposed change and extending 200 feet there from in accordance with Texas
Local Gov't Code Ch.211,as amended,the affirmative vote of at least three-fourths
of the entire Town Council is required for the proposed change to take effect. (Texas
Local Gov't Code,Sec.211.006(d))
An affirmative vote of at least three-fourths of the entire Town Council is required
to overrule a recommendation of the Planning and Zoning Commission that a
proposed amendment, supplement,or change to a zoning be denied. (Town Ordinance,
Sec. 14.02.403(b)(3))
If a Council Member has abstained because of a legal conflict of interest and filed
the required affidavit,the number of the members of full Town Council counted present
and voting is reduced by the number of such conflicted Council Members.
c. Canvassing an Election - Two (2) members of the Town Council constitute a
quorum for purposes of canvassing an election. (Texas Election Code Sec.67.004)
4.12 NON-OBSERVANCE OF RULE
Rules adopted to expedite and facilitate the transaction of the business of the Town
Council in an orderly fashion shall be deemed to be procedural only, and the failure to strictly
observe any such rules shall not affect the jurisdiction of, or invalidate any action taken by, the
Town Council.
5. PUBLIC HEARINGS
5.1 GENERAL PROCEDURE
A public hearing will be conducted separately from Town Council consideration of related
ordinances, resolutions, or other motions. The public hearing will allow for staff
presentations,applicant input,and public comments.Following a public hearing,the Town
Council will have separate consideration of the related agenda item (i.e. consideration of
the ordinance or resolution), when applicable, following the procedures outlined under
Section 4.10. The following are general guidelines to conduct the public hearing.
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a. The Presiding Officer opens the Public Hearing.
b. Staff presents its report.
c. The applicant or appellant has the opportunity to present comments,testimony,or
arguments. The applicant or appellant shall have a total of fifteen(15)minutes for
a presentation when recognized by the Presiding Officer.
d. Members of the public are provided the opportunity to make comments germane
to the public hearing as outlined in Section 5.3.
e. The Presiding Officer closes the Public Hearing.
5.2 CONTINUANCE OF HEARINGS
Any Public Hearing being held by the Town Council may by motion, be continued to a
subsequent meeting date and time certain.
5.3 PUBLIC COMMENT AT HEARINGS
When a matter for Public Hearing comes before the Town Council,the Presiding Officer
shall inquire if there is anyone present who wishes to speak or present evidence regarding the
matter.A Public Hearing,no matter what the subject matter,is not a question-and-answer period.
Speakers must address their comments to the Town Council.Council Members should not address
members of the public during a Public Hearing.
a. Public Member Request to Speak
Any person desiring to speak at a Public Hearing scheduled on the agenda is
requested to complete a Public Meeting Appearance Card prior to the matter being
reached and present it to the Town Secretary. Upon being recognized by the
Presiding Officer,the person may speak or present evidence relevant to the matter
being heard. No person may speak without first being recognized by the Presiding
Officer. Each speaker,other than the applicant or appellant, is limited to three(3)
minutes, although the Presiding Officer or a majority vote of the Town Council
may adjust the time limit.
b. Materials for Public Record
In Person: Individuals interested in the matter being heard by the Town Council
may submit written or graphic evidence and remarks in person at the meeting. All
evidence presented will be retained by the Town Secretary's Office as part of the
record of the hearing, in accordance with State law.
Electronically: Individuals may also submit written or graphic evidence and
remarks electronically by sending the materials to townsec(a,trophyclub.org.
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Submissions must clearly identify the Town Council meeting date and agenda
item to which they pertain. Electronic materials must be submitted at least twenty-
four(24)hours prior to the scheduled start time of the Town Council meeting.
5.4 COMMUNICATIONS AND PETITIONS
Written communications and petitions, appropriately submitted as described herein,
concerning the subject matter of the hearing will be noted, read aloud, or summarized by the
Presiding Officer or Town Secretary. A reading in full, limited to the same time limit imposed
on all other public comments regarding that agenda item, shall take place if requested by any
Council Member.
6. ADDRESSING THE TOWN COUNCIL
6.1 STAFF PRESENTATIONS
Staff presentations will be concise and will provide factual background information on
the item as well as a recommendation,when appropriate, for the Town Council.
6.2 ORAL PRESENTATIONS BY MEMBERS OF THE PUBLIC
The following procedures will guide oral presentations by members of the public at Town
Council meetings:
a. Prior to the meeting or during the meeting prior to a matter being reached,persons
wishing to address the Town Council are requested to complete a Public Meeting
Appearance Card and present it to the Town Secretary.
b. When called upon,individuals are requested to come to the podium and state their
name and address for the record. If speaking for an organization or other group,
individuals are requested to identify the group represented.
c. Public comments should be directed to the entire governing body pursuant to
Texas Gov't Code Sec. 551.007.
6.3 PUBLIC COMMENTS AGENDA ITEM
The Public Comments portion of the Town Council meeting is set aside for members of
the public to address the Town Council on any item of business being considered on the agenda,or any
item that is not formally scheduled on the agenda,listed on the Consent Agenda,or scheduled as a
Public Hearing. Members of the public are requested to complete a Public Meeting Appearance
Card prior to the commencement of the meeting and present it to the Town Secretary.
a. Timing
Public comments are generally permitted at the beginning of the regular Town
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Council meeting, as specified on the agenda. Presentations shall be limited to three
(3) minutes each, although the Presiding Officer or a majority vote of the Town
Council may adjust the time limit. A person may not "give their time" to another
person making comments.
b. No Council Deliberations
In compliance with the Texas Open Meetings Act, the Town Council may not
deliberate or vote on any matter raised during the public comments section of the
agenda, except for the purpose of determining whether such matter should be placed
on a future Town Council agenda. The Presiding Officer,however,may request the
Town Manager, or his designee, to provide additional information on a matter of
general interest to the full Town Council,the public at large,or to the citizen making
the comment.
6.4 RIGHT TO SPEAK
Texas Gov't Code Sec. 551.007 requires the Town Council to allow a citizen to address
the Town Council prior to the Town Council's consideration of an item listed on the meeting
agenda. The Town Charter provides that citizens of the Town shall have reasonable opportunity
to be heard at any meeting.A person who wants to speak and address the Town Council regarding
an item listed on the agenda to be considered by the Town Council are requested to complete a
Public Meeting Appearance Card prior to the commencement of the meeting and present it to the
Town Secretary.The citizen may either speak during the Public Comments portion of the meeting
or when the item is reached on the agenda after being recognized by the Presiding Officer.
6.5 PUBLIC MEETING APPEARANCE CARDS
Public Meeting Appearance Cards may be used by members of the public who do not wish
to or cannot verbally address the Town Council during a meeting. A person may indicate such
person's comments and support or opposition for an agenda item on a Public Meeting Appearance
Card. During the Public Hearing regarding the item or prior to taking action on an item on the
agenda, the Presiding Officer will indicate that the Town Council has received written comments
from (name of persons) in support of the item, project, or issue and from (name of persons) in
opposition. The minutes will reflect the Town Council's receipt of written comments in support
or opposition of the item,project,or issue.
6.6 REPETITIOUS COMMENTS
a. Speakers are discouraged from presenting the same or substantially the same items
or arguments to the Council repeatedly for each item or be repetitious in presenting
their oral comments. Nothing in the foregoing sentence precludes submission of
comments to the Town Council in writing, for such action or non-action as the
Council, in its discretion,may deem appropriate.
b. In order to expedite matters and to avoid repetitious presentations, the designation
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of a spokesperson is encouraged. Whenever any group of individuals wishes to
address the Town Council on the same subject matter, those individuals are
encouraged to designate a spokesperson to address the Town Council.
6.7 WAIVER OF RULES
Any of the foregoing rules may be waived or suspended by a majority vote of the Council
Members present when it is deemed appropriate,based upon the particular facts and circumstances
involved.
6.8 NON-EXCLUSIVE RULES
The rules set forth are not exclusive and do not limit the inherent power and general legal
authority of the Town Council,or of its Presiding Officer,to govern the conduct of Town Council
meetings as may be considered appropriate from time to time, or in particular circumstances, for
purposes of orderly and effective conduct of the affairs of the Town.
7. COUNCIL MEMBER TRAINING AND PROFESSIONAL DEVELOPMENT
7.1 TOWN COUNCIL ORIENTATION
The Town Manager will, in a timely manner, provide appropriate orientation services for
new Council Members. Such services shall include,but not be limited to,the following:
• Availability of Texas Municipal League conferences and seminars;
• An individual meeting with new Council Members informing them about Town
facilities and procedures; and
• Printed documents and resource materials necessary to the performance of the
office of Council Member.
7.2 TOWN COUNCIL TRAVEL, TRAINING, MEMBERSHIPS, AND CLOTHING
ALLOCATION POLICY
The annual allocation to the Mayor and Council Members(referred to collectively in these
Town Council Rules of Procedure as the"Town Council") for travel, training, memberships, and
clothing will be established in the approved budget. That budget will be allocated fourteen and
three-tenths percent (14.3%) for each Council Member to utilize as necessary for Town-related
purposes for the purchase of travel, training, memberships, and clothing (herein referred to
collectively as "Eligible Expenses"). All Eligible Expenses will be reimbursed or paid from this
allocation up to each members' individual budget allocations. Unused allocation will not roll
forward to a future budget year.
All Town financial policies related to training, travel, and purchases shall apply to the
Town Council.The use of Eligible Expense allocations for the Town Council will be maintained,
monitored,and tracked by the Town Secretary.A member may contribute from their allocation to
another member by submitting an allocation transfer request to the Town Secretary who will
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update the available allocations for each member accordingly.
Town funds may only be used for Town-related purposes. For training and/or travel,
members are required to submit a justification,which shall be reviewed and approved by the Town
Manager. If a training/travel request is denied by the Town Manager,the member may appeal the
decision to the Mayor. The Mayor's decision shall be final. If the Mayor's training/travel request
is denied by the Town Manager, the appeal shall be made to the Mayor Pro Tern.
Training opportunities include conferences hosted locally or in other cities/states and
online educational seminars where the topic is applicable to the functions of Town government.
Travel and training funds will not be used for credit classes at a college, university, or other
institution designed to provide post-secondary degrees or training. The Town Council is
encouraged to select training events from the following providers:
• Texas Municipal League
• National League of Cities
• North Central Texas Council of Governments
Additional travel expenditures for members chosen to represent the Town Council related
to attending a special event or otherwise representing the Town shall be made only after having
been placed on the agenda of a Town Council Meeting and acted upon by a favorable majority
vote.
8. TOWN COUNCIL STAFF RELATIONS AND ADMINISTRATIVE SUPPORT
8.1 COMMUNICATION WITH STAFF
The Town Council should contact Town employees through the Town Manager. Council
Members should refrain from giving orders or direction to any subordinate of the Town Manager,
either publicly or privately. Work assignments and policy direction should come from the Town
Council and not from individual Council Members.
Nothing herein shall be construed to limit the power of the Town Council to directly
communicate(in writing or verbally),with those officers and employees directly appointed by the
Town Council(Town Manager,Town Secretary,Town Attorney,and Municipal Court Judge).
8.2 AGENDA QUESTIONS
a. Questions arising from Council Members after receiving the agenda should be
presented to the Town Manager for staff consideration prior to the Town Council
meeting. If additional information is requested, the information will be distributed
to all Council Members.
b. Any request for additional information shall be provided to the entire Town Council
as expeditiously as possible prior to any meeting to ensure appropriate review.
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c. The Town Manager shall designate appropriate staff to address each agenda item
and shall see that it is adequately prepared and presented to the Town Council.
8.3 PROBLEM RESOLTION
If the Town Manager's or staff's time is being dominated or misdirected by a Council
Member or in any conflict arising between staff and Town Council,the Town Manager shall:
a. Visit with the Council Member and discuss the problem and/or impact on Town
Manager's or staffs time;
b. If unresolved, ask the Mayor to facilitate a resolution to the issue;
c. If still unresolved,ask the Mayor to present the concerns to the Town Council;
d. If the unresolved issue is with the Mayor, ask the Mayor Pro Tem to facilitate a
resolution to the issue; and
e. If still unresolved, ask the Mayor Pro Tem to present the concerns to the Town
Council.
8.4 STAFF CONDUCT
The Town Manager is responsible for the professional and ethical behavior of the Town
staff All staff members shall show each other,Town Council, and the public, respect and courtesy
at all times.
8.5 MAIL
All general mail will be opened, and date stamped and distributed to individual Council
Members as identified herein.
a. Letters Addressed to the Mayor and Town Council
All letters addressed to the Mayor and Town Council requiring a response from staff
will be copied to all Council Members with a note as to which staff person will be
preparing a response for either the Mayor's or Town Manager's signature. A copy
of the response, along with the original letter, will be provided to each Council
Member.
Letters addressed to the Mayor and Town Council that do not require a response but
provide information on Town Council agenda items or like matters are copied to
the full Town Council.
b. Letters Addressed to Individual Council Members
All letters addressed to individual Council Members requiring a response from staff
are copied to all Council Members with a note as to which staff person will be
preparing a response for either the identified Council Member's or Town
Manager's signature. Copies of the responses, along with the original letters, are
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provided to the full Town Council.
Letters addressed to individual Council Members that do not require a response
from staff but provide information on Town Council matters are copied to the full
Town Council.
Cards and other Council Member mail marked "personal" will not be opened and
will not be copied to the full Town Council. These personal items will be placed in
the Council Member's mail slot at Town Hall.
8.6 TOWN COUNCIL CORRESPONDENCE
All Council Member correspondence prepared with Town resources (letterhead, typing,
staff support, postage, etc.) will reflect the position of the full Town Council, not individual
Council Member's positions.
Personal Correspondence:
Town Council Members will be provided individual stationery and envelopes to use for
official communications reflecting their individual position as a Council Member.
8.7 CLERICAL SUPPORT
The Town Secretary's Office will coordinate the typing of Town-related correspondence
requested by individual Council Members. All correspondence typed for Council Members will
be on Town letterhead and will reflect the position of the full Town Council and will be copied to
the full Town Council.
8.8 TOWN COUNCIL EVENT COORDINATION
a. Event Coordination
The Town Secretary's Office will be responsible for coordinating Town Council
attendance at public events, functions,and meetings. This includes:
• Receiving notifications from Council Members regarding their attendance
at upcoming events or functions.
• Collecting event details such as location, time, and purpose, as well as
tracking potential Council attendance.
b. Council Member Notifications
Council Members are encouraged to notify the Town Secretary's Office as soon as
possible if they plan to attend any public event or function. This notification will
allow the Town Secretary's Office to assess whether a quorum may be present and
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ensure that Council attendance at public events/meetings complies with all legal
requirements.
8.9 REQUESTS FOR RESEARCH OR INFORMATION
The Mayor and Council Members may request information or research from the Town staff
on a given topic through the Town Manager who will make all members of Council aware of the
special request, as it may be of interest to them as well. Accordingly, the Town Manager will
provide the results of the request to all members of Council. In the event the Town Manager
believes he cannot respond in a timely manner or that the request will require extensive staff time
and resources, the Town Manager may present the request to the full Town Council prior to
proceeding. If approved, the Town Manager and the Town Council will coordinate a reasonable
and responsible timeframe in which to expect the results without unduly interfering with other
activities of higher priority.
8.10 TOWN COUNCIL NOTIFICATION OF SIGNIFICANT INCIDENTS
In conjunction with the Town's public safety departments and the Public and Media
Relations Director,the Town Manager's Office will coordinate the notification to the Town Council
of major crime, fire or other disasters or incidents.
9. BOARDS AND COMMISSIONS
9.1 BOARD AND COMMISSION APPOINTMENTS/REMOVALS
The Town Council Appointments Committee is established to interview applicants and
make recommendations to the full Council regarding appointments to all Boards during the annual
appointment process and during the year in the event of mid-year vacancies. The Committee will
also review and make recommendations for any removals from the Town's Boards and
Commissions as deemed necessary.
a. Recruitment
The annual recruitment period for Board positions with expiring terms and known
vacancies will begin in June, and applications will be accepted through July,or as
otherwise directed by the Town Council.
In June of each year,the Town Secretary will:
• Advertise that the Town is accepting applications for individuals to be
considered for appointment to Boards.The notice will specify the vacancies
for all Boards and provide details regarding the application procedure and
the deadline for receipt of applications. Advertisements will be posted on
the Town's website, marquees, weekly newsletter, through all Town-
managed social media platforms, and on posters placed in the lobby of
Town Hall.
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• Notify incumbent Board members with expiring terms that their term is
approaching.If the member is eligible and wishes to seek another term,they
must reapply in the same manner as other applicants.
b. Applicant Requirements
Applicants for all "Town Boards" which includes, but is not limited to,
Commissions, Corporations, Councils (excluding the Town Council), and/or
Committee,must meet the following criteria prior to their appointment:
• Be United States Citizens.
• Be registered voters.
• Be residents of the Town for at least six(6)months.
• Town elected officials and persons appointed to fill vacancies on any
elected Town governmental body may not serve on a Town Board in
accordance with the Town Charter.
• Consent to and meet the requirements of a background check.
• Have not been removed from a previous board or commission.
• While applicable technical or educational expertise related to the business
of Town Boards is not required, it may be considered by the Appointments
Committee and Town Council during the appointment process.
c. Application Review/Appointments
The Appointments Committee interviews applicants and makes recommendations
to the full Council regarding appointments to all Boards and Commissions.
Interviews are typically conducted in July and August,with appointments made in
September and terms beginning on October 1. The Committee also considers
applicants during the year in the event of mid-year vacancies.
The Council stives to provide opportunities for as many interested residents as
possible to serve on Town Boards. However, if the number of open seats exceeds
the number of qualified applicants, the Council may allow a person to serve on
more than one Board. Town Council may act to replace a current member who is
serving on more than one Board prior to the end the member's term,provided there
is an adequate number of qualified applicants.
At the conclusion of the interview process, the Committee shall prepare a report
with its recommended slate of nominees for each Board appointment. The report
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shall be submitted to the Town Council for discussion and consideration,preferably
in September,but not later than the first meeting in October.
d. Removal
At the request of the Town Manager,Town Secretary,Board/Commission Chair,or
any two (2) members of the Town Council, the Committee will review any
circumstances such as misconduct, absenteeism, or ineligibility of a Town Board
member. The Committee will thoroughly investigate the situation considering all
facts, evidence, and viewpoints. If after careful deliberation, a majority of the
Committee votes in favor of removal, a formal written report recommending
removal will be submitted to the Town Council, with a copy of the report sent to
the Town Board member and the applicable Town Board chair.
If the Town Board member, does not certify in writing the Town Board member's
resignation from the Town Board, the Town Council will review and consider the
recommendation in a scheduled meeting, allowing the Board member to respond,
and then vote on the final decision.
9.2 BOARD,COMMITTEE,AND COMMISSION TRAINING
a. Members of any Town Board shall complete Town-sponsored open government
training within ninety (90) days of their appointment to a Town Board. Such
training may be completed either by attending a live training session offered by the
Town,or by watching a video provided by the Town.
b. The training required by this section is in addition to any training a member of a
Town Board may be required to complete pursuant to Texas Gov't Code Chapters
551 or 552,or other applicable law.
c. Failure of a Town Board member to complete the training required by this section,
within the time frame prescribed by this section, may be considered grounds for
removal.
9.3 CREATION OF AD HOC COMMITTEE/TASK FORCE
a. The Town Council may create an Ad Hoc Committee/Task Force to assist the Town
Council in its business.
b. The Ad Hoc Committee/Task Force shall be established by a Town Council
resolution or ordinance for a specific purpose that expires upon the completion of
its assigned task(s)or according to a specified deadline.
c. Any existing ad-hoc committee or any other subgroup not created or required by
resolution or ordinance shall cease to exist upon adoption of this policy.
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10. PROCEDURES ADMINISTRATION
10.1 BIENNIAL REVIEW OF TOWN COUNCIL RULES OF PROCEDURE
The Town Council will review and revise, if deemed necessary, the Town Council Rules
of Procedure as needed, and at a minimum, every two(2)years.
10.2 ADHERENCE TO PROCEDURES
During Town Council discussions,deliberations and proceedings,the Presiding Officer has
been delegated the primary responsibility to ensure that the Town Council, staff and members of
the public adhere to the Council's adopted Rules of Procedure.
10.3 TOWN ATTORNEY AS PROCEDURE ADVISOR
The Town Attorney assists the Mayor and Town Council as a resource and as an advisor
for interpreting the Town Council's adopted Rules of Procedure.
10.4 APPLICABILITY OF RULES OF PROCEDURE
The Town Council Rules of Procedure shall also apply to the Town Council when sitting as
other appointed entities or agencies. The role of Mayor and Mayor Pro Tem shall be interchangeable
with the Chair and Vice Chair,or President and Vice President when sitting as another entity.
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