RES 2003-43IClIVA0Ell a IT 113 9toAwo M1
RESOLUTION NO. 2003 - 43
A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF
TROPHY CLUB, TEXAS ADOPTING THE CITIZENS ADVISORY
GROUP SYSTEM; AND PROVIDING AN EFFECTIVE DATE.
WHEREAS, on August 18, 2003, the Town Council appointed a Committee Task Force
to review the current volunteer committee system utilized by the Town and to make
recommendations to improve the efficiency and effectiveness of the Town's current committee
system; and
WHEREAS, the members of the Committee Task force met with Committee
Chairpersons, Committee Members, Town Council Members, Staff Members, and various other
residents of the community regarding the Town's committee system in order to identify areas in
need of improvement and to receive input regarding possible changes to the committee system;
and
WHEREAS, having concluded its assessment of the existing committee system, the
Committee Task Force made recommendations to the Town Council based upon the input that it
received from the aforementioned persons; and
WHEREAS, based upon the input received, the Task Force has recommended that the
Town convert its existing committee system to a system that utilizes "Citizens Advisory
Groups"; and
WHEREAS, members of the Citizens Advisory Groups will be selected and lead by a
Town staff person who will serve as the Staff Administrator to such groups; and
WHEREAS, the Citizens Advisory Group System will be utilized for those groups
identified in the organizational chart attached hereto and incorporated herein as Exhibit "A", and
all other commissions and boards shall continue to exist and function under the current Board
and Commission System; and
WHEREAS, the Citizens Advisory Group System shall be structured in accordance with
Exhibit "A", and shall be implemented and conducted in accordance with an implementation
plan developed by Staff and approved by Town Council;
NOW THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE
TOWN OF TROPHY CLUB, TEXAS:
Section 1. The foregoing premises are affirmed and adopted by the Town Council.
Section 2. The Citizen Advisory Group System as described in the foregoing
premises is hereby adopted and shall be implemented in accordance with the plan developed by
staff and approved by Town Council.
Section 3. 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 17th day of November, 2003.
ATTEST:
Town Secretary,
Town of Trophy Club, Texas
APPROVED AS TO FORM:
Town Attorney,
Town of Trophy Club, Texas
I
Advisory Group Implementation
• All current committee members move to the newly established Advisory Groups
• Attrition will be used to reduce the committees to the recommended 5 members
• Staff administrators with the input of their advisory groups will determine their
regular meeting schedule with at least two publicly scheduled meetings a year.
Other meetings may be held by phone, e-mail, or in person as needed.
• Application process will remain the same with inquiries on vacancies going
directly to the city secretary's office for distribution to the appropriate staff
administrator for the interview and selection process.
• Additional criteria will be added to the performance reviews of staff administrators
to ensure the effective utilization of the advisory groups.
• Staff administrator in conjunction with the Advisory Group will give biannual
reports to the Council on the status of operations and programs of the advisory
groups.
• After the first year, all the Advisory Group participants will be asked to complete a
survey that evaluates the system including areas such as effectiveness of
communication, accomplishments of the groups and weaknesses of the system.
This information will be used to determine what if any changes need to be made
to make the system more effective.
Staff Administrator Responsibilities
• Establishes a Citizens Advisory Group Not To Exceed Five (5) Core Members
• Interviews, Selects and Replaces Individuals for the Citizens Advisory Group
• Responsible for Planning, Scheduling and Conducting Meetings on a Consistent
Basis
• Prepares Citizens Advisory Group Meeting Agenda
• Staff administrators will be responsible for publicizing advisory group vacancies
via the website, ListServe, marquees and newsletter.
• Provides Appropriate Orientation for Advisory Group Members
• Presents Items to the Town Council for Action
• Town Council Reviews, Discusses and Votes to Approve or Disapprove
Recommended Items
• Communicates Citizens Advisory Group Activities to the Community
• Schedules, Conducts and Participates in Semi -Annual Town Hall Meetings
Member Responsibilities
• Review, Discuss, Analyze and Recommend Items to Staff Administrator for Town
Council Consideration
• Request Item(s) To Be Added to the Group Meeting Agenda
• May Be Requested to Participate in Special Assignments and Projects
• May Be Requested to Assist Other Citizens Advisory Groups
• Participates in Presentations at Workshops, Town Council and Town Hall
Meetings
• Member May Be Appointed Acting Chairperson in the Absence of the Staff
Administrator