RES 2018-08 New Handbook TOWN OF TROPHY CLUB, TEXAS
RESOLUTION NO. 2018-08
A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF
TROPHY CLUB, TEXAS, REPEALING RESOLUTION NO. 2015-15 AND
ADOPTING A NEW MUNICIPALITY OF TROPHY CLUB HANDBOOK
FOR ELECTED AND APPOINTED OFFICIALS; AND PROVIDING AN
EFFECTIVE DATE.
WHEREAS, the Town benefits by having its citizens involved in local government
through service on Town Boards and Commissions and has established several boards
and commissions that perform various functions for the Town; and
WHEREAS, the Town initially adopted the Municipality of Trophy Club Handbook
for Elected and Appointed Officials" (hereinafter "Handbook") to establish guidelines and
procedures for Town Boards, Commissions and Corporations and to ensure uniform
treatment of all persons applying for and serving on those bodies and has adopted
amendments to those guidelines as determined appropriate since the initial Handbook
adoption; and
WHEREAS, the guidelines established in the Handbook are in addition to those
requirements imposed by the Texas Open Meetings Act and other applicable state law;
and
WHEREAS, the passage of this Resolution repeals Resolution No. 2015-15, and
all other conflicting Resolutions adopting or amending the Handbook and adopts a new
Handbook which has been determined by the Council to be beneficial to the Town and
its residents and to serve the public welfare.
NOW, THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE
TOWN OF TROPHY CLUB, TEXAS:
Section 1. That the foregoing recitals are adopted and incorporated herein as
findings.
Section 2. That the Town Council hereby repeals Resolution No. 2015-15 and
all other conflicting Resolutions adopting or amending the Handbook and hereby adopts
the new "Municipality of Trophy Club Handbook for Elected and Appointed Officials", a
true and correct copy of the new Handbook being attached hereto and incorporated
herein as Exhibit "A".
Section 3. That this Resolution shall become effective upon its passage, and
that upon passage of this Resolution, the Handbook (Exhibit "A") shall become effective.
PASSED AND APPROVED by the Town Council of the Town of Trophy Club,
Texas, on this 12th day of June 2018.
C. Nick Sanders, Mayor
Town of Trophy Club, Texas
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RES 2018-08 Page 2 of 3
EXHIBIT A
Municipality of Trophy Club
Handbook for Elected and Appointed Officials
RES 2018-08 Page 3 of 3
MUNICIPALITY OF TROPHY CLUB
Handbook for Elected and Appointed Officials
Tall7
TOWN OF
TROPHY
CLUB
MUNICIPALITY OF TROPHY CLUB
Handbook for Elected and Appointed Officials
EFFECTIVE DATE:06-12-2018 REVISION DATE:06-12-2018
(Resolution No. 2018-08)
This Handbook is applicable to all paid, non-paid and voluntary positions and seats to include;
Town Council, Boards, Commissions, and Corporations.
I acknowledge receiving and agree to comply with the policies set forth in the Handbook for
Elected and Appointed Officials.
Elected/Appointed Official Signature Date
Elected/Appointed Official Printed Name Board/Commission/Corporation Serving
Return this page to the Town Secretary and attach the Texas Open Government Training
Certificates where applicable.
Handbook for Elected and Appointed Officials Page 1 of 11
Introduction
In order to be "A Great Place to Call Home," the Town of Trophy Club encourages and is
indebted to our dedicated citizens who serve on Boards, Commissions, and Corporations. In
accordance with Section 4.16 of the Town Charter, the citizens who serve do so without
compensation. They are appointed to serve after indicating their interest through the
application process, and they serve at the discretion of the Town Council.
Generally, members of each Board, Commission or Corporation are charged with researching
pertinent projects and with making recommendations to the Town Council. Members serve in
an advisory capacity. The exceptions are the Zoning Board of Adjustment and the Building
Standards Commission, which have quasi-judicial duties. The exact duties and requirements of
each Board, Commission or Corporation can be found in the ordinance establishing that specific
body and/or applicable enabling statute.
Each Board, Commission, and Corporation consists of members, a Chair/President, a Town Staff
Liaison and a Council Liaison if one is appointed by the Council.
Applicant Requirement for Boards, Commissions, or Corporations
Applicants for Boards, Commissions, or Corporations must be United States Citizens and
registered voters prior to their appointment and must also be Trophy Club residents for at least
six (6) months prior to their appointment. Based upon good cause shown, Council may waive
the voter registration and/or length of residency requirement for a person appointed to a
Board, Commission, or Corporation, except where restricted by State law. Neither Town elected
officials, nor persons appointed to fill vacancies on any elected Town governmental body may
serve on a Town Board, Commission, or Corporation, per Town Charter.
The technical expertise of applicants shall be a consideration in gaining appointment.
Residency Requirement/Temporary Change in Residency Status
In addition to the residency requirement for citizens making application to serve on Town
Boards, Commissions, and Corporations, a person serving as a member must reside within the
Town of Trophy Club during his or her term of service in order to continue serving. However, if
during the term of appointment or during the time frame for reapplication, the residency status
of a then current member of a Board, Commission or Corporation temporarily changes for a
period of no more than six (6) months, the member may request that the Council review
his/her specific circumstances affecting residency. If the temporary change in residency status
does not disqualify a member of a Board, Commission, or Corporation from continuing to serve
either because of a Charter or state law requirement for service on his/her respective Board,
Commission, or Corporation, the Council may authorize the continued service or
reappointment of the member until such time as the member returns to permanent residency
status.
Handbook for Elected and Appointed Officials Page 2 of 11
Posting Process
The Town Secretary will ensure that annual appointments for Boards, Commissions, and
Corporations are posted in the month of June:
• Announced in the Town Newsletter
• Posted on the marquees
• Posted on the Town's Web page at: www.trophyclub.org
• Posted to Town-managed social media sites at: www.facebook.com/TrophvClubGov and
www.twitter.com/TrophvClubGov
The Town Secretary will also notify each member whose term is expiring that they must
resubmit the Board, Commission and Corporation Application.
Application Process for Annual Appointments
Applications will be accepted each year in July or within a time frame as otherwise directed by
Town Council. A received application will be considered active for one year following the date
of receipt, provided it meets all previously stated requirements.
Applications are available in the Town office and online at the Town's website. The completed
application shall be submitted to the Town Secretary and forwarded as soon as possible to the
Town Council Appointments Committee and ex-officio members, all additional members of the
Town Council, the Chair/President of the respective Board, Commission, or Corporation, and
the Staff Liaison.
Town Council Appointments Committee
At the first Town Council meeting in June, the Council shall establish a Town Council
Appointments Committee tasked with making recommendations to the full Council regarding
appointments to all Boards, Commissions, and Corporations (hereinafter " Appointments
Committee"). The Appointments Committee shall be comprised of three (3) Council members,
and the Committee shall have the discretion to add additional non-voting ex-officio members to
the Committee as determined appropriate.
Interview Process—Appointments Committee
Interviews shall be conducted by the Appointments Committee after the close of each
application period.
Staff Liaisons shall be responsible for scheduling interviews for each candidate who submits an
application for their respective Board, Commission, or Corporation. Typically these interviews
will be held at a regular interval as determined by the Appointments Committee. In the event
of scheduling conflicts or workload demands, alternate dates may be selected. The
Appointments Committee shall make every effort to interview the applicants. It is not required
that there be more than 1 member of the committee at an interview although it is
recommended that at least 2 members be present. Having other Council members who are not
members of the Committee present in interviews is not recommended.
Handbook for Elected and Appointed Officials Page 3 of 11
After conducting interviews, the Appointments Committee shall provide its recommendations
relating to nominations for appointment to the Town Manager preceding the Council meeting
at which such appointments are to be considered. Appointments generally will be made by
resolution at the second (2"d)Town Council meeting of the month.
The Appointments Committee and Council will not evaluate applicants on the basis of race,
color, religion, sex, national origin, ethnic group, age, or disability. Recommendations for
appointment to a Board, Commission or Corporation will not be made based on stereotypes or
assumptions about the abilities or traits of individuals of a certain race, color, religion, sex,
national origin, ethnic group, or age, or individuals with disabilities.
Mid-Term Vacancy/ Resignations
When a Board, Commission, or Corporation member resigns mid-term, a written notice of
resignation shall be submitted to that body's Chair/President. The Chair/President shall forward
the notice to the Staff Liaison who shall then forward the notice to the Town Secretary and
Town Council.
Upon receiving notice of vacancy, the Town Secretary shall initiate the application process in
accordance with the Posting Process set forth above, and interviews shall be conducted in
accordance with the Interview Process as set forth above.
Members appointed to fill vacancies shall be appointed to serve out the remainder of a
predecessor's term. Council may directly appoint an applicant whose application is previously
on file under the established application process provided that the applicant is still willing to
serve on the Board, Commission or Corporation that he/she applied for without the
requirement of an additional interview.
Removal
Members of Boards, Commissions and Corporations serve at the discretion of the Town Council
and may therefore be removed at the sole discretion of Council at any time; provided however,
that members of the Building Standards Commission may only be removed for cause on a
written charge. Before the decision regarding removal is made, the Council shall hold a public
hearing on the matter if requested by the member that is subject to the removal action.
Removal shall be by majority vote of the Council.
Appointments Process
Terms of office for Board, Commission, and Corporation members shall begin in October unless
Town Council extends the time period for the application process or otherwise determines it
appropriate to alter the annual appointment schedule.
Term Lengths
Term lengths are set forth in the ordinance establishing the Board, Commission, or Corporation
and/or applicable enabling statutes.
Terms are staggered, with the Council making annual appointments to replace members whose
regular terms expire in any given year.
Handbook for Elected and Appointed Officials Page 4 of 11
Compensation
Members appointed to a body by the Town Council shall serve without compensation; provided
however, that they shall be entitled to reimbursement of any necessary expenses incurred in
the performance of their official duties, when approved by Council or its' designee.
Maximum number of Appointments
It is the goal of the Council to afford the opportunity to serve on Town Boards, Commissions
and Corporations to as many interested residents as possible; however, except as otherwise
specifically provided in this Section, if the number of open Board, Commission, or Corporation
seats exceeds the number of qualified applicants, the Council may allow a person to serve on
more than one (1) Board, Commission, or Corporation. In the event that the number of
qualified applicants exceeds the number of open Board, Commission, or Corporation seats, it is
the goal of the Council to first appoint those qualified applicants not already serving before
taking action to appoint an applicant who is already serving on a Town Board, Commission, or
Corporation. Council may act to replace a current member who is serving on more than one
Board, Commission or Corporation prior to the end of his or her term, provided there is an
adequate number of qualified applicants.
Exception: Since the Building Standards Commission (BSC) and the Zoning Board of Adjustment
(ZBA) do not meet on a regular basis but meet only as needed, it is the intention of the Council
to utilize a dual appointment process when making appointments to the BSC and ZBA.
Therefore, a person may be appointed to serve on both the Building Standards Commission and
the Zoning Board of Adjustment concurrently.
Open Government Training
Elected and appointed public officials are required by State law to receive training in Texas
open government laws. The Office of the Attorney General offers free video training courses,
which were developed to ensure that all elected and appointed government officials, have a
good command of both open records and open meetings laws.
Each elected or appointed official who is a member of a governmental body subject to the
Open Meetings Act or the Public Information Act must attend training. Additionally, employees
who serve as a governmental body's designated public information coordinator are required to
complete the Public Information Act training course.
Officials who are elected or appointed shall complete the required open government training
within ninety (90) days after taking elected office or after appointment. Staff Liaisons from the
individual groups requiring the training shall be responsible to ensure that all members of their
group receive the training. Training CDs are available in the Town Secretary's office.
Certificates of completion must be maintained by the member's governmental body and made
available for public inspection upon request. The original Certificate shall be forwarded to the
Town Secretary to be kept in permanent records.
More information on Open Government may be obtained online at the Texas Attorney
General's Office. (http://www.oag.state.tx.us)
Handbook for Elected and Appointed Officials Page 5 of 11
Nepotism
Members of an Economic Development Corporation, Building Standards Commission, Zoning
Board of Adjustment or Planning and Zoning Commission cannot be related to a Council
member.
For all other Boards, Commissions, and Corporations,the following rules shall apply:
1. A Board, Commission, or Corporation Chair/President cannot be a relative of the Mayor
or of a Council Member; and
2. No more than one (1) member on any given Board, Commission, or Corporation may be
a relative of a Council Member. A person is a relative if he/she is related in the first degree
by consanguinity (blood) or by affinity (marriage).
Guidelines for Members
All members of Boards, Commissions, and Corporations have specific duties and
responsibilities.
All members of Boards, Commissions, and Corporations are expected to participate in formal
and informal training sessions.
Many Boards, Commissions, and Corporations deal with technical issues that can require a
foundation of certain knowledge that must be updated from time to time. The Town will
provide reasonable opportunities for members to acquire and keep current in these training
efforts. Members are expected to participate.
Regular attendance
Effectiveness as a member requires regular attendance. Should a member of a Board,
Commission, or Corporation fail to attend three consecutive regular meetings without being
excused by the Board, Commission, or Corporation, the Council may declare that member's
appointment forfeited. A member who is unable to attend a meeting shall notify the Staff
Liaison of his/her inability to attend the meeting and shall provide an explanation of the conflict
or other reason that prevents his/her attendance. Notice to the Staff Liaison shall be provided
as soon as practicable after the member becomes aware of the impending absence.
It is particularly important that all members attend briefing sessions and work sessions prior to
formal meetings to promote effective and efficient meetings. If a member finds difficulty in
maintaining regular attendance, it is suggested that the member consider whether they have
sufficient time to be an effective member. It is the responsibility of a member in this position to
initiate a discussion with the Chair/President or Staff Liaison about attendance.
The Chair/President of the Board, Commission, or Corporation is to maintain a charted
attendance record for all members. If attendance becomes an issue, the Staff Liaison will
attempt to secure a written resignation.
The Staff Liaison is responsible for submitting periodic reports to the Town Council on behalf of
Handbook for Elected and Appointed Officials Page 6 of 11
the Board, Commission, or Corporation noting progress and members' attendance.
Avoidance of contacts and individual discussions
It is not uncommon for applicants, opponents, or their representatives to approach individual
members to solicit support or disapproval of a pending issue. These individual contacts shall be
declined by members of the Building Standards Commission, Zoning Board of Adjustment and
by members of the Ethics Commission.
Requests for sponsorships/donations/agreements with vendors
Unless acting jointly with a Staff Liaison pursuant to the direction of their respective Board,
Commission, or Corporation, members do not have the authority to seek donations, to make
agreements with vendors, or to give the impression that they are acting as an agent for the
Town. Furthermore, Board, Commission and Corporation members are not permitted to
obligate any Town funds or enter into any agreements without prior written approval of the
Town Manager or the Manager's designee. All actions requiring the obligation or expenditure
of funds shall be in accordance with the applicable approved budget.
Ethics
All members of the Town Council, Boards, Commissions, and Corporations shall be familiar with
the requirements of the Town's Ethics ordinance.
Effective Meetings
All members of Boards, Commissions and Corporations should familiarize themselves with the
elements of a successful meeting. These include:
• Having a purpose for the meeting;
• Giving adequate notice;
• Posting public notice when required;
• Preparing for the meeting in advance;
• Preparing an agenda;
• Allowing for appropriate participation from all parties;
• Selecting an appropriate meeting place;
• Determining the outcome or results of the meeting;
• Keeping an accurate record of all proceedings; and
• Keeping discussion focused on items listed on the agenda.
Members should avoid common mistakes that can make meetings unproductive, including but
not limited to:
• Lack of control at the meeting, appearing unfair, being unable to bring issues to a vote and
wasting people's time.
The Staff Liaison and all members are responsible for compliance with the Texas Open
Meetings law. Meetings of all Boards, Commissions and Corporations are open to the public. All
meetings shall be held in such a fashion that all participants have assigned seating with clearly
visible nameplates. Board Members must take care to speak into the microphone at all times
while in session. If a meeting is recorded with only audio and no video, each person must
identify themselves prior to speaking. Prior to initiating a closed or "Executive Session," the
Handbook for Elected and Appointed Officials Page 7 of 11
Staff Liaison and Chair/President shall receive approval from the Town Attorney.
Prior to any meeting, the Chair/President and Staff Liaison shall prepare an agenda describing
actions to be taken by the group. The agenda shall be prepared in a format approved by the
Town Attorney and shall be posted in compliance with State law.
The Chair/President shall allocate sufficient time for both applicants and opponents of an issue
to present their information. Regardless of whether an agenda item is listed as a public hearing
item or not, members of the public shall be given a reasonable opportunity to present their
information and opinions. The Chair/President must allocate and manage the time to be
allotted and shall use discretion based upon the agenda, the Council Rules of Procedure and
other factors; provided however, that the Chair/President shall have the discretion to allow
additional time without objection by a majority of the Board, Commission or Corporation.
The Chair/President shall endeavor to see that all persons attending or participating in
meetings are treated with respect and dignity. All members must refrain from prejudicial or
stereotypical comments. All members must refrain from questioning that takes the form of
"badgering" or "debating" with those providing testimony/comment.
All members need to be cautious of publicly representing their positions beyond the scope of
the business at hand. The official position of the Town shall be represented only by Town staff,
as established by the Town Council.
Conduct in meetings
Board, Commission, and Corporation members should act in a professional manner. If a
resident presents a complaint to the Board, Commission, or Corporation at a meeting the
information should be taken and referred to Staff to reply to the resident.
Rules of Decorum
Meetings of all Boards, Commissions, and Corporations shall be conducted in accordance with
adopted Town Council Rules of Procedure.
PARLIAMENTARY MOTIONS AND Requires A Majority Vote of
PRECEDENCE 2nd Debatable Amendable ' Those Present
1. To adjourn Yes No No Yes
2. To take a recess Yes No Yes Yes
3. To commit, refer, or recommit to Yes Yes Yes Yes
committee
4. To amend Yes Yes Yes Yes
5. To amend an amendment Yes Yes No Yes
6. To postpone indefinitely Yes Yes No Yes
7. To table Yes No No Yes
8. Calling the question No No No 2/3
9. Objecting to consideration of a No No No 2/3
question
Handbook for Elected and Appointed Officials Page 8 of 11
Responsibilities of the Chair/President
Each Board, Commission, or Corporation shall have a Chair/President. A Board, Commission, or
Corporation at the Council's discretion, may be asked to make a recommendation for a
Chair/President with the final determination left to the Council. The Chair/President should
have some experience as a member of the group. The Planning and Zoning Commission's Chair
will be determined entirely by the Council.
The Chair/President must act as the "leader" and take responsibility for the group's efficient
and meaningful operation. The Chair/President must ensure that roles are clearly spelled out,
meetings are efficiently conducted and necessary information is readily available, which helps
create a good working environment.
Appointment of a Chair/President
The Council will have final determination on the appointment of a Chair/President for each
Board, Commission and Corporation, except where state law requires appointment of a
Chair/President by another method. Following the appointment of a new Chair/President, the
Mayor or his or her designee and a Staff Liaison will arrange a meeting with the new
Chair/President to review this Handbook and share ideas on how to run an effective meeting.
The Chair/President should manage the meeting to ensure that:
• A few members do not monopolize discussion or questions;
• Appropriate time is taken for presentation and discussion;
• Dialogue and interactions are maintained in a courteous and professional Manner;
• Minutes of each Board, Commission, and Corporation meeting are taken and maintained
by the Staff Liaison;
• Staff and members treat each other with mutual respect at all times;
• Discussion is limited to those items on the agenda. However, the Chair/President or Staff
Liaison may place any item on a future agenda for discussion;
• All Board, Commission, and Corporation meetings shall be recorded as required by the
Texas Open Meetings Act.
The Chair/President must ensure that effective communication exists between Board,
Commission, Corporation, Council, Staff and the public. This requires frequent interaction with
the Staff Liaison and Council Liaison to the Board, Commission, or Corporation. The Town
Manager is responsible for ensuring that that the Staff Liaison is efficient in providing requested
technical assistance and information to members. This includes helping to develop appropriate
rules and procedures for the group in order to complete its duties. It also requires preparation
of proper meeting notices and agendas, gathering and relaying pertinent information in a
timely fashion to members and providing support at meetings. If the Staff Liaison is not
effectively operating in this manner, the Chair/President should first discuss the issue with the
Town Manager. If satisfactory results are not achieved, the Chair/President should next contact
the Mayor and Council Liaison to the Board, Commission or Corporation if a Council Liaison has
been named.
Handbook for Elected and Appointed Officials Page 9 of 11
It is the responsibility of the Chair/President to be mindful of the attendance, actions and
activities of individual members, as well as to discuss with these members any deviations from
the rules.
The Chair/President shall be responsible for communicating to the Staff Liaison any requests to
be placed on the Town Council agenda for consideration.
The Chair/President and Staff Liaison shall define the scope, objectives and criteria for
completion of any project to be undertaken by the group that has not been referred directly
from Council. This should be done prior to the initiation of all projects. For items referred to a
Board, Commission or Corporation by Council, it is the responsibility of the Chair/President and
Staff Liaison to see that proceedings of the Board, Commission or Corporation fulfill the
direction provided by Council in whole and in a timely manner, with appropriate information
and context.
Prior to a Board, Commission or Corporation undertaking any project or initiative that requires
the expenditure of funds, other than those authorized in the approved Town budget, such
initiative or project shall be submitted to the Staff Liaison for action by the Town Manager.
Responsibilities of the Staff Liaison
A member of the Town staff will be assigned to each Board, Commission, or Corporation. The
Staff Liaison shall not assume the responsibility or task of the group. Rather, the Staff Liaison
shall provide information that group members need to perform their obligations. The Staff
Liaison shall also serve as a communication link between members of the group and the Town
staff. The Staff Liaison shall be responsible for making periodic reports to the Town Council
regarding the activities of his/her Board, Commission or Corporation. The Staff Liaison, when
appropriate and in accordance with the Texas Open Meetings Act, shall place an item on the
agenda for his/her designated Board, Commission or Corporation to allow the Council Liaison to
provide an update regarding the actions, direction and input of the Town Council.
Responsibilities of the Council Liaison and Council members
A member of the Town Council may be assigned as liaison to each Board, Commission, or
Corporation. The Council Liaison shall not assume the responsibility or task of the assigned
body. The Council Liaison shall serve as a communication link between the Board, Commission
or Corporation and the Town Council. The Council Liaison shall make periodic reports to the
Town Council regarding the activities of their assigned Board, Commission or Corporation.
In order to maintain appropriate separation of responsibilities between Council and boards,
Council Liaisons and Council members are expected to exercise restraint in providing input to
boards, but if they choose to do so, shall clearly and definitively state that they are providing
input as an individual and do not represent the Council as a body in any way. Council members
may freely speak before any Board, Commission or Committee on behalf of their own personal
interest and concerns; in which case, they shall publicly state the nature of their interest and/or
concern and that they are appearing only in their private capacity. The Council Liaison should
communicate with the Chair/President throughout the year to ensure Boards, Commissions and
Corporations focus on their missions and roles and to stay abreast of board activities. Council
Handbook for Elected and Appointed Officials Page 10 of 11
Liaisons should be accessible to Board, Commission and Corporation Chairs/Presidents to offer
feedback and guidance. Council members and Council Liaisons may address a Board,
Commission or Corporation and express his or her individual opinion when that Board,
Commission or Corporation is addressing a matter that personally impacts the Council Liaison or
his or her personal property or interests; however, all other statements made by Council
members or Council Liaisons shall reflect the opinion, advice or direction of a majority of the
Town Council.
Handbook for Elected and Appointed Officials Page 11 of 11