RES 2026-02 Town Council Rules of Procedure TOWN OF TROPHY CLUB, TEXAS
RESOLUTION NO. 2026-02
A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF
TROPHY CLUB, TEXAS, REPEALING RESOLUTION 2025-04;
ADOPTING UPDATED TOWN COUNCIL RULES OF PROCEDURE;
PROVIDING FOR AMENDMENTS; 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 Resolution 2025-02,
establishing the Town Council Rules of Procedure; and
WHEREAS, the Town Council previously adopted Resolution 2025-04,
repealing Resolution 2025-02 providing for amendments; and
WHEREAS, the Town Council has determined that amendments to the Town
Council Rules of Procedure are necessary (1) to reference the Town's Code of Ethics
and Conduct for confidentiality and ethical obligations; (2) to revise travel and training
procedures; and (3) to clarify the applicability of the Rules to boards and commissions,
which will improve efficiency, transparency, and governance; and
WHEREAS, the Town Council desires to repeal Resolution No. 2025-04 in its
entirety and adopt revised Town Council Rules of Procedure as set forth in Exhibit A
attached hereto;
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. Resolution 2025-04 is hereby repealed in its entirety, and all
previously adopted Town Council Rules of Procedure in conflict with Exhibit A are
hereby repealed to the extent of such conflict.
RESOLUTION 2026-02 PAGE 2
Section 3. The Town Council hereby adopts the revised Town Council Rules of
Procedure, attached hereto as Exhibit A. These updated Town Council Rules of
Procedure shall govern the conduct of Town Council meetings and related proceedings
and incorporate amendments to reference the Town's Code of Ethics and Conduct,
revise travel and training procedures, and clarify the applicability of the Rules of
Procedure to boards and commissions, which will improve efficiency, transparency, and
governance.
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 12th day of January 2026.
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RESOLUTION 2026-02 PAGE 3
EXHIBIT A
TOWN OF TROPHY CLUB
TOWN COUNCIL RULES OF PROCEDURE
T (
TROPHY CLUB
TOWN COUNCIL
RULES OF PROCEDURE
Approved by Resolution 2026-02
January 12, 2026
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 5
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 7
3.6 CONSENT AGENDA 8
4. RULES OF CONDUCT
4.1 GENERAL PROCEDURE 8
4.2 CONFIDENTIALITY AND ETHICAL OBLIGATIONS 8
4.3 PARLIAMENTARY PROCEDURES 8
4.4 DAIS SEATING 8
4.5 AUTHORITY OF PRESIDING OFFICER 9
4.6 PRESIDING OFFICER TO FACILITATE COUNCIL MEETINGS 9
4.7 COUNCIL DELIBERATION AND ORDER OF SPEAKERS 9
4.8 LIMIT DELIBERATIONS TO ITEM AT HAND 9
4.9 OBTAINING THE FLOOR 9
4.10 MOTIONS 9
4.11 PROCEDURES FOR AGENDA ITEM DISCUSSIONS/MOTIONS 9
4.12 VOTING 12
4.13 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 18
8.4 STAFF CONDUCT 18
8.5 MAIL 19
8.6 TOWN COUNCIL CORRESPONDENCE 19
8.7 CLERICAL SUPPORT 20
8.8 TOWN COUNCIL EVENT COORDINATION 20
8.9 REQUESTS FOR RESEARCH OR INFORMATION 20
8.10 TOWN COUNCIL NOTIFICATION OF SIGNIFICANT INCIDENTS 20
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 23
10.2 ADHERENCE TO PROCEDURES 23
10.3 TOWN ATTORNEY AS PROCEDURE ADVISOR 23
10.4 APPLICABILITY OF RULES OF PROCEDURE 24
10.5 APPLICABILITY TO BOARDS,COMMISSIONS,CORPORATIONS,
COMMITTEES 24
EXHIBIT A-TOWN COUNCIL TRAVEL & TRAINING PROCEDURES 25
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 Tern 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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Resolution 2026-02 adopted 01/12/2026
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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Resolution 2026-02 adopted 01/12/2026
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.
• The following statement will be placed on all Council Agendas when
videoconference is authorized: "Pursuant to Texas Government Code Section
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Resolution 2026-02 adopted 01/12/2026
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 video conference 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 internet 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 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
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Resolution 2026-02 adopted 01/12/2026
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-Tern, 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.
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.
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Resolution 2026-02 adopted 01/12/2026
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))
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.
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Resolution 2026-02 adopted 01/12/2026
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.
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-
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Resolution 2026-02 adopted 01/12/2026
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 CONFIDENTIALITY AND ETHICAL OBLIGATIONS
Town Council Members are subject to the Town's Code of Ethics and Conduct, adopted by
ordinance, which governs ethical standards, conflicts of interest, and the handling and disclosure of
confidential information obtained through service in office.
The Town Council has the authority and responsibility to address alleged violations of
confidentiality or ethical standards by Council Members and may, but is not required to, utilize the
Ethics Review Commission to review and make findings concerning violations of the Town's Code
of Ethics and Conduct.
4.3 PARLIAMENTARY PROCEDURES
Robert's Rules of Order Newly Revised, as amended by the Council, shall generally guide the
proceedings of the Town Council.
4.4 DAIS SEATING
The Mayor shall be seated at the center of the dais,with the Mayor Pro Tem 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.
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Resolution 2026-02 adopted 01/12/2026
4.5 AUTHORITY OF THE PRESIDING OFFICER
Subject to appeal to the full Town Council, the Presiding Officer shall have the authority 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.
4.6 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.
4.7 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.
4.8 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.
4.9 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.
4.10 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.
4.11 PROCEDURES FOR AGENDA ITEM DISCUSSIONS/MOTIONS
The following is the general procedure for agenda item discussions and making motions:
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Resolution 2026-02 adopted 01/12/2026
a. The Presiding Officer or, if requested, the Town Secretary reads the agenda item.
b. Staff presents its report to the Town Council.
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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Resolution 2026-02 adopted 01/12/2026
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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Resolution 2026-02 adopted 01/12/2026
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.
4.12 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.
a. Charter Amendment—Two-thirds Vote
An Ordinance submitting a proposed Charter amendment must be adopted by a two-
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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)
4.13 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.
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
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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@trophyclub.org. 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.
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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 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.
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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 sentenceprecludes 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 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.
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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 update the available
allocations for each member accordingly.
Town Council travel and training expenditures shall comply with the procedures set forth in
Exhibit A, "Town Council Travel and Training Procedures."
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All approvals, documentation requirements, allowable expenses, and limitations related to
Council travel and training are governed by Exhibit A.
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.
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 staff's 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.
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All staffmembers 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 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.
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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 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.
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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.
• 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.
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• 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. The
Committee has the flexibility to invite department directors/liaisons, board
representatives, or other stakeholders to participate in interviews as non-voting
participants. 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.
All applications will be made available to the entire Town Council in the Town
Secretary's Office. During the interview process, Council Members must avoid
violations of the Texas Open Meetings Act by directing any comments or feedback on
an application to the Town Manager, not to the Appointments Committee.
At the conclusion of the interview process, the Committee shall prepare a standardized
report outlining its recommended slate of nominees and the justification for each Board
appointment. The report shall be submitted to the Town Council for discussion at a
dedicated work session prior to consideration at a regular meeting. The regular meeting
should be held 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
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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.
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
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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 Tern shall be interchangeable with the
Chair and Vice Chair, or President and Vice President when sitting as another entity.
10.5 APPLICABILITY TO BOARDS, COMMISSIONS, CORPORATIONS,
COMMITTEES (BOARDS)
a. Rules of Procedure
The Town Council Rules of Procedure are intended to serve as a guiding framework
for the conduct of meetings and deliberations of the Town's boards, to the extent
applicable.
Boards shall generally follow the same meeting procedures, standards of conduct,
public hearing practices, and public comment rules set forth herein, unless otherwise
provided by state law, Town ordinance, or the board's enabling resolution or bylaws.
In the event of a conflict, applicable state law,Town ordinance,or the board's enabling
authority shall control.
b. Travel and Training
To the extent that travel or training funds are budgeted and authorized for a Town
board, members of such bodies shall comply with the Town's travel and training
requirements applicable to elected officials, as set forth in Exhibit A, "Town Council
Travel and Training Procedures," unless otherwise provided by state law, Town
ordinance, or the entity's enabling authority.
All travel and training expenditures for boards must be Town-related,pre-approved in
accordance with applicable procedures, and limited to available budgeted funds.
Nothing herein shall be construed to create an entitlement to travel or training funding
for any board, nor to override any approval requirements established by the Town
Council or the board's enabling ordinance or resolution.
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EXHIBIT A
Town Council Travel and Training Procedures
The purpose of these Town Council Travel and Training Procedures is to establish clear, consistent,
and fiscally responsible guidelines for travel and training undertaken by the Mayor and Town Council
Members in the performance of official Town business.
1. APPLICABILITY
These procedures apply to the Mayor and Town Council Members when traveling, attending
training, or incurring eligible expenses on behalf of the Town of Trophy Club.
2. GENERAL PROVISIONS
All travel and training must be Town-related, pre-approved, reasonable, necessary, and within
budgeted Council allocations.
3. APPROVAL PROCESS
a. All travel and training requests must be submitted with a written justification
identifying the purpose of the activity, estimated costs, and its relevance to Town
business.
b. Requests shall be reviewed and approved by the Town Manager.
c. If a request is denied, the Council Member may appeal the decision to the Mayor. If
the request involves the Mayor, the appeal shall be made to the Mayor Pro Tern. The
decision on appeal shall be final.
d. Additional travel expenditures for Council Members selected to represent the Town at
special events or in an official capacity beyond routine training must be approved by
action of the Town Council at a posted meeting.
4. ELIGIBLE AND INELIGIBLE TRAINING
a. Eligible training activities include conferences, seminars, workshops, and educational
programs hosted locally, statewide, or nationally, as well as online educational
seminars, provided the subject matter is directly related to municipal governance,
public administration, or the functions of Town government.
b. Travel and training funds shall not be used for credit classes at a college,university, or
other institution designed to provide post-secondary degrees, academic credit, or
degree-seeking programs.
c. Council Members are encouraged to select training opportunities offered by recognized
municipal and governmental organizations, including but not limited to:
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• Texas Municipal League
• National League of Cities
• North Central Texas Council of Governments
This list is not exclusive and does not prohibit attendance at other qualifying training
opportunities.
5. GENERAL PROVISIONS
a. Council Members traveling on behalf of the Town must use services and
accommodation appropriate for official business. They are expected to travel in
reasonable comfort while exercising sound judgement to differentiate between
necessity and extravagance.
b. All travel-related expenses, except for meals covered by a per diem,must be supported
by original receipts whenever possible, along with appropriate documentation. If a
receipt is unavailable,the Council Member must provide a signed and dated declaration
of the expense.
c. Tips or gratuities shall exceed 20% of the subtotal.
d. Unauthorized travel will be at the Council Member's expense.
6. REIMBURSABLE AND NON-REIMBURSABLE EXPENSES
Reimbursable and non-reimbursable expenses shall be governed by Town financial standards,
including transportation, lodging, meals (per diem), parking, tolls, and documentation requirements.
Alcoholic beverages and personal expenses are not reimbursable.
The following expenses are eligible for reimbursement, provided they meet the standard
criteria of reasonableness and appropriateness.
A. Conference or registration fees.
B. Reimbursable expenses include:
(1) Transportation
Council Members may not permitted to use municipal vehicles. Council Members
should consider the most economical means of transportation.
a. Airfare
The Town will cover coach or economy class airfare or the cheapest fare
available with documentation. Fees for one checked bag are reimbursable,with
additional baggage fees requiring Town Manager approval. When possible, air
travel should be planned far enough in advance to take advantage of reduced
fares. Private air carriers and charters are not reimbursable unless approved by
the Town Manager, with documented cost savings or schedule requirements.
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b. Vehicle Rental
The vehicle size should align with the number of passengers and luggage. If the
Council Member elects to drive, and the distance is more than 250 miles one-
way, the Council Member must request a car rental as the mode of
transportation,unless the Council Member elects to fly. If the Council Member
chooses to take his/her own vehicle, the Town will reimburse the Council
Member for fuel receipts only.
c. Taxi/Ride Share
• Taxi and Ride Share services are reimbursable with receipt.The vehicle size
should align with the number of passengers and luggage.Taxes and tips(not
to exceed 20%) are eligible for reimbursement.
• Ride Share companies are acceptable for transportation to and from the
airport. Parking at the airport may be approved for reimbursement.
d. Personal Vehicle
• If using a personal vehicle, and the travel is less than 250 miles one-way,
mileage will be reimbursed at the prevailing IRS rate. A map must be
submitted showing starting and ending points with the most direct route
utilized for calculating the reimbursement amount.
• Council Members may not use a Town vehicle for travel unless riding with
an employee who is assigned to that vehicle.
• The reimbursement amount for personal vehicle use to the airport is
calculated from Town Hall.
• Mileage reimbursement applies to both local and out-of-town travel, with
rates outlined in the Local Mileage Reimbursement Form, Travel
Authorization Form, and Travel Expense Report Form.
• Point of Departure and Home Area Definition:
o Reimbursement defaults to Town Hall.
o Determination of travel mode based on distance:
o If travel is less than 250 Miles (One-Way): Use personal
vehicles or approved rentals is standard.Air travel may be
approved at the Town Manager's discretion.
o If travel is greater than 250 Miles (One-Way): Air travel
is generally required unless an alternative mode is
approved by the Town Manager. Lodging during transit
is not reimbursable.
e. Toll Expenses
Toll expenses incurred during approved Town travel will be reimbursed when
they are reasonable, necessary, and supported by a receipt or toll statement.
However, if a more cost-effective route is available that does not significantly
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Resolution 2026-02 adopted 01/12/2026
increase travel time, Council Members are expected to use the more
economical option.
(2) Lodging
a. Lodging expenses will be reimbursed at the lowest available rate (including
flexible cancellation options) for appropriate hotels, motels, or other
accommodation (excluding short-term apartments or rental houses unless pre-
approved by the Town Manager).
b. If lodging is needed for travel less than 50 miles from Town Hall,approval will
be at the Town Manager's discretion.
c. Late check-outs may be reimbursed were appropriate due to the event schedule.
d. The Town will pay for a single occupancy room. If the room rate exceeds the
single rate due to sharing with a family member, the Council Member will be
responsible for paying the difference.
e. Departure and return guidelines for approved lodging prior to an event or after an
event:
• If the Council Member would be required to depart prior to 8:00 am, the
Town will typically cover the cost of lodging the night before the event.
• If the Council Member would be required to return after 10:00 pm,the
Town will typically cover the cost of lodging the night the event ends.
• In no case shall lodging be authorized beyond the night before the event
and/or the night the event ends.
• Exceptions require Town Manager approval.
*The Town is not exempt from Hotel Occupancy Tax, but Council Members should request
government or conference rates when booking, if available.
(3) Meals
a. Meals and Incidental Expenses (M&IE) will be paid on a per diem basis for
travel requiring an overnight stay.
b. If an event requires the Council Member to travel outside of the Town and
meets during lunch, and lunch is not provided, per diem for that lunch may be
reimbursed at the Town Manager's discretion.
c. The daily per diem allowance will be the rate established by the Government
Services Administration (GSA) schedule or Department of State rate for
international travel.
d. The per diem rate will be based on the type (i.e. breakfast, lunch, dinner) and
the location of the meal, and departure and return times.
e. Per diem is not authorized for any meal provided by the host of the
seminar/conference/class or hotel(such as complimentary breakfast).
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Resolution 2026-02 adopted 01/12/2026
f. Per diem will be paid to Council Members after travel is completed, upon
submission of a completed Travel Per Diem Request Form.
g. A Reasonable Accommodation may be made for any Council Member with a
disability. Council Member's requesting a Reasonable Accommodation must
request it through the Human Resource Department prior to travel.
h. The Town will not pay for meals between a Council Member and third parties
without prior Town Manager approval.
i. In order to be reimbursed for the cost of meals, travel must begin or end as
shown in the following schedule:
Meals Departure on Initial Day of Return on Final Day of
Travel Travel
Breakfast Before 7:00 a.m. After 10:00 a.m.
Lunch Before 11:00 a.m. After 2:00 p.m.
Dinner Before 4:00 p.m. After 7:00 p.m.
(4) Parking
a. The Town will reimburse for airport parking,hotels involving an overnight stay,
conference parking, and other reasonable business-related parking.
(5) Incidentals
a. The incidental per diem covers fees and tips given to porters,baggage carriers,
bellhops,hotel staff, and staff on ships,while meal rates cover the actual cost of
meals, including gratuities. These items will not be reimbursed beyond the per
diem amount.
C. Non-reimbursable expenses
The Town will not reimburse the following expenses during a Council Member's travel.
Any exception must be pre-approved by the Town Manager.
(1) Alcoholic beverages,
(2) Personal entertainment, such as movies or sightseeing,
(3) Unauthorized room service charges,
(4) Fines,traffic tickets, or penalties during travel,
(5) Laundry/dry cleaning,
(6) Shoe shining,
(7) Haircuts,
(8) Magazines and Books,
(9) In-Room Movies,
(10)Tours,
(11)Limousines,
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Resolution 2026-02 adopted 01/12/2026
(12)Valet Parking if standard parking is available,
(13)Spouse or other family expenses, and
(14)Any extracurricular conference outings or events, such as golf,
entertainment venues, concerts, etc.
(15)All other expenses reasonably determined to be personal expenses or of
personal benefit or entertainment to the Council Member.
7. DOCUMENTATION AND REIMBURSEMENT
Council Members must submit required forms and receipts in accordance with Town
financial procedures to ensure timely and accurate reimbursement.
8. ETHICAL AND COMPLIANCE REQUIREMENTS
All travel and training expenditures must comply with the Town's Code of Ethics and
Conduct and all applicable state and federal laws governing the use of public funds. Council
Members must avoid conflicts of interest and ensure public funds are spent responsibly. Any
misuse of travel funds may include reimbursement of unauthorized expenses. Travel cannot be
accepted when provided by vendors for attendance at specific trainings or conference events.
9. ADMINISTRATION
These procedures shall be administered by the Town Secretary and the Finance
Department. Where these procedures are silent or require interpretation, the Town Manager's
interpretation shall control, subject to applicable law.
10. EFFECTIVE DATE
These procedures shall take effect upon adoption by the Town Council and may be
amended by action of the Town Council.
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