HomeMy WebLinkAbout06/23/1999 City CouncilMINUTES OF THE WORK SESSION OF COUNCIL
HELD ON JUNE 23, 1999
The WORK SESSION of the City Council of the City of The Colony, Texas was called to order at 6:00
p.m. on the 23rd day of June 1999 at City Hall, with the following council roll call:
William W. Manning, Mayor Present
John Gordon, Councilmember Present
Lewis Jue, Councilmember Present
David Stanwick, Councilmember Present
A1 Garcia, Councilmember Present
John Dillard, Councilmember Present
Jeff Meyers, Councilmember Present
and with seven members present, a quorum was established and the following items were addressed:
ITEM DESCRIPTION SOURCE STATUS
1.1 Review of city's planning and development process
Mr. Harry Persaud gave a step by step presentation of the
planning and development process in the city from the first
contact with a developer to the final action of council. The
steps include& Pre-design Conference, Development Review
Committee (DRC), Planning and Zoning Commission and
City Council. Mr. Persaud informed the council of the
increased activity since the 95-96 year. General discussion
followed regarding platting, site plan and zoning and what
issues are appropriate for each step. It was council consensus
that an ordinance should be written to remove the platting
process from council responsibility unless there is a request
for a variance. Mr. Persaud advised that many cities handle
platting in this manner. An ordinance will be prepared.
1.2 City Council rules and procedures for council meetings
and other functions of the city council
Council reviewed procedures used in other cities as well
as the resolution currently in place for The Colony. Several
items were noted as needing amendment:
· Citizen Input - encourage written comments from the
public (if provided, city secretary to copy all council);
limit time of 30 minutes for/and against an issue; give
persons only one time to speak; speakers will sign an
input card and will not be recognized by raising their
hand; keep 5 minute time limit in place; send a courtesy
letter to speaker if action is requested during citizen
input (copy all council); public comments should be '
prior to council deliberation; large groups should select
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one spokesperson; comments must be to the mayor, not --
to individual Councilmembers;
· General - Persons attending council meetings should
remove hats and should refrain from private
conversations; no placards, banners or signs of any
kind will be permitted in the chambers
A. Scheduled work sessions prior to regular sessions
After brief discussion council decided there would be no
regularly scheduled work session prior to a regular session. Il
a work session is needed on a particular subject, the city
manager will advise the council and it will be scheduled.
Council also decided to begin regular council meetings al
7:00 p.m.
B. Style of minutes of council meetings
After reviewing several styles of minutes, the city secretar~
was directed to begin adding a little more detail to the
minutes. However, verbatim transcripts are not required and
direct quotes from Councilmembers or other speakers are not
required or encouraged. It was suggested that an action
minute form could be provided to the council following every
meeting. Currently a "Bullet Summary" isprovided to the
council following each meeting to let them know at a glance
action taken on any particular item. An action minute form --
will be drafted for the council review. Minutes will be
prepared in more detail. The council will advise if further
modifications are desired.
City Secretary - Job description and role in relationship
1.3 to the city council
At the request of Mayor Manning, Patti Hicks, City
Secretary covered the duties and responsibilities of the
position of city secretary and how that position relates to the
mayor and city council. She further explained the duties and
responsibilities of the Director of Administrative Services, the
position added to her title in 1993. One of the duties of that
position was to serve as acti.ng city manager. That duty was
removed from the city secret~/DAS job description two
years ago.
Mayor Manning said it is the city council's decision to
name the acting city manager and that he would like to see
that duty restored to the city secretary/DAS. The council
agreed. That change will be made.
1.4 City Council committees, boards and other appointments
The following committee appointments were made:
2
· Denton County Mayors & City Managers: Manning &
Lambert
· Metrocrest Hospital Authority - Gordon
· Animal Shelter Standards - Dillard & Garcia
· Finance - Stanwick, Meyers, Dillard
· Personnel - Manning, Garcia, Jue
Still to be appointed - Voting member of COG and the
Denton County Substance Abuse Commission representative.
David Stanwick volunteered to serve as the representative to
the S.H. 121 Task Force. Mr. DonBlackwood may also serve
on behalf of the city. Council requested that Mr. Lambert
attend these meetings as well.
The Council did not appoint a CIP committee. They wish
to hold a work session to discuss this issue.
General discussion followed regarding advisory boards,
board liaisons, and joint meetings with boards. The council
requested an advertisement be placed in the paper for
advisory boards. The council wants to hold a joint work
session with P&R, P&Z, Library, 4A and 4B boards.
1.5 Establish date for Council/Staff Retreat
A tentative date of July 31, 1999 was set. The city
secretary is to confirm. The council will meet with
department directors to hear an overview of the department'~
activities, projects, goals, etc.
With no further business to address, Mayor Manning adjourned the meeting at 9:30 p.m.
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