(a) 
Pursuant to section 3.11 of the home rule charter of the town, the town council shall determine its own rules of procedure.
(b) 
The town charter, provides for open meetings for the town council at which reasonable opportunity shall be given for citizens to be heard under such rules as the council may provide. The rules of procedure establish guidelines to be followed by all persons attending a town council meeting, including members of the town council, town staff and visitors.
(a) 
Meetings to be public.
All official meetings of the town council and all sessions of a subcommittee of the town council consisting of a quorum of the council shall be public unless otherwise specified by council.
(b) 
Quorum.
The governing body of the town consists of a mayor and six (6) councilmembers. Attendance at a council meeting by four (4) of the seven (7) members of the town council constitutes a quorum for the purpose of a regular or special meeting.
(c) 
Attendance.
As specified in the town charter, should a member of the town council fail to attend three consecutive regular meetings without being excused by the council, his/her office may be declared forfeited by the council. A member of the town council who is unable to attend a council meeting shall notify the town secretary of his/her inability to attend the meeting and shall provide an explanation of the conflict or other reason that prevents his/her attendance. Written notice to the town secretary via email or followed up with an email shall be provided as soon as practicable after the member becomes aware that he/she will be absent. The town secretary shall notify the council of the absence prior to the beginning of the council meeting from which the member will be absent or as soon as the town secretary receives written notice.
(d) 
Misconduct.
The town council may punish its own members for misconduct as authorized by state law and town charter.
(e) 
Minutes of town council meetings.
An account of all proceedings of the town council shall be maintained by the town secretary and shall be entered into a book constituting the official record of the town council.
(f) 
Questions to contain one subject.
All questions submitted for a vote shall contain only one subject. If two or more points are involved, any member may require a division, if the question reasonably admits of a division.
(g) 
Right to floor.
Any town council member desiring to speak shall be recognized by the chairman/mayor. No member shall be allowed to speak more than once on any one subject until every member wishing to speak shall have spoken.
(h) 
Town manager.
The town manager or assistant town manager or acting town manager, shall attend all meetings of the town council unless excused by the mayor or town council. The town manager, assistant town manager, or acting town manager may make recommendations to the town council and shall have the right to take part in all discussions of the town council, but shall have no vote. The town manager may place an item for discussion and/or action on the council agenda.
(i) 
Town attorney.
The town attorney or acting town attorney, shall attend all meetings of the town council unless excused by the mayor or town council and shall, upon request, give an opinion, either written or oral, on questions of law. The town attorney shall act as the town council’s parliamentarian.
(j) 
Town secretary.
The town secretary or acting 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 of him/her by the town council.
(k) 
Officers and employees.
Any officer or employee of the town, when requested by the town manager, shall attend any meeting of the town council. If requested to do so by the town manager, they may present information relating to matters before the town council.
(l) 
Rules of order.
Robert’s Rules of Order Newly Revised, as amended by the council, shall govern the proceedings of the town council.
(m) 
Suspension of rules.
Any provision of these rules may be temporarily suspended by a two-thirds vote of all members of the town council in attendance. The vote on any such suspension shall be taken by a show of hands and entered into the record.
(n) 
Amendment to rules.
These rules may be amended, or new rules adopted with a favorable vote by four (4) members of the town council in attendance, provided that the proposed amendments or new rules shall have been introduced into the record at a prior town council meeting.
(a) 
Regular meetings.
The town council shall primarily meet in the council chambers located at 1 Trophy Wood Dr., Trophy Club, Texas, on the second and fourth Monday of each month and each meeting shall commence at the time and place posted on the agenda.
(b) 
Special meetings.
Special meetings may be called by the mayor or by any three (3) members of the town council. The call for a special meeting shall be filed with the town secretary in written form, except that announcement of a special meeting, during any regular meeting at which all members are present, shall be sufficient notice of such special meeting. The call for a special meeting shall specify the day and the hour of the special meeting, and shall list the subject or subjects to be considered. No special meeting shall be held until at least 72 hours after the call is issued or within two (2) hours for an emergency meeting. Only such business may be transacted at a special meeting as may be listed in the call for said meeting or as incident thereto.
(c) 
Emergency meetings.
In case of an emergency or urgent public necessity, an emergency meeting shall be called by the mayor or by three (3) members of the town council, and shall follow state statutes and be posted accordingly.
(d) 
Recessed meetings.
Any meeting of the town council may be recessed to a later time, provided that no recess shall be for a longer period than until the next regular meeting.
(e) 
Public hearings.
(1) 
All meetings shall be held in full compliance with the provisions of state law and codes of the town. Any party in interest may appear in his/her own behalf or be represented by counsel or agent.
(2) 
The town secretary shall set public hearing dates for the town council as requested, be responsible for timely advertising in the official newspaper, and notify interested parties according to requirements of the town council.
(a) 
Designation.
The mayor, if present, shall preside at all meetings of the town council. In the absence of the mayor, the mayor pro-tem shall preside. In the absence of both the mayor and the mayor pro-tem, the town council shall elect a presiding officer.
(b) 
Call to order.
The meetings of the town council shall be called to order by the mayor. In the absence of both the mayor and the mayor pro-tem, the meeting shall be called to order by the town secretary.
(c) 
Preservation of order.
The mayor shall preserve order and decorum, prevent personalities from becoming involved in debate and confine members in debate to the question under discussion.
(d) 
Points of order.
(1) 
A member may interrupt debate for immediate consideration of questions relating to rights and privileges of the assembly. The mayor will decide the question or may refer to the town attorney for a ruling. The mayor’s decision is subject to appeal to the town council.
(2) 
A member of the council may appeal a ruling of the mayor by obtaining the floor and stating, “I appeal the ruling of the mayor.” The person appealing can interrupt a speaker who has the floor. If another member seconds the appeal, the procedure is as follows: the presiding officer puts the question to the members for a vote. The question cannot be amended and it is debatable unless the immediately pending question is not debatable, the purpose of the vote is to decide whether the mayor’s ruling should be sustained. The mayor is entitled to speak first and last in any discussion about the appeal or his/her decision. A majority vote is required to overturn the decision of the mayor, and the question can be reconsidered.
(e) 
Questions to be stated.
The mayor shall state all questions submitted for a vote and announce the result. The announcement of the result will include the number of votes for, number of votes against and abstentions, or state if unanimous.
(f) 
Substitution of presiding officer.
The mayor may call any other member to take his place in the chair, such substitution not to continue beyond adjournment.
(a) 
Agenda.
The business of each meeting shall be as contained in the agenda in the order established by the mayor. The town secretary is responsible for the preparation of the agenda and providing a draft to the town council the topics to be considered each Thursday preceding the Tuesday council meeting. The agenda may provide for a work session immediately preceding the regular council meeting in order to allow council discussion and questions related to one or more of the items posted on the regular council agenda. At the end of each agenda item, the agenda should specify the first initial and last name of the person(s) adding the item to be considered on the agenda. Draft agendas are to be emailed to council at a minimum of 1 week prior to the regular town council meeting.
(b) 
Presentations by members of town council; future agenda items.
The future agenda items’ list shall provide the mayor or any two (2) town council members the opportunity to bring an item before the town council for consideration at a future meeting. Pursuant to the town charter, before any item is placed for discussion and/or action on a future town council agenda, a request for its placement on the agenda shall be made by either the mayor or by any two (2) councilmembers.
(c) 
Request for agenda item by mayor/presiding officer.
The mayor or a presiding officer of a council appointed board, commission, corporation, or other appointed body requesting that an item be placed on the council agenda for discussion and/or action shall present such request to the town manager in writing in the time frame set forth in subsection (d) below.
(d) 
Public comment by citizens or representative(s) of organized groups.
Public comment by citizens at a council meeting, with or without prior notification, shall be limited to a total of four (4) minutes.
(e) 
Presentation by citizens or representative(s) of organized groups; agenda items.
For items on the agenda - presentations by citizens, with or without prior notification, shall be limited to a total of six minutes. The speaker will be limited to four (4) minutes of time to complete his/her comments prior to council discussion and two (2) minutes prior to the vote. The mayor shall maintain the time and advise the speaker when his/her time has expired. A person may not give his/her speaking time to another. Persons wishing to express their position on an agenda item but who do not wish to speak shall complete a speaker’s form and indicate their support or opposition. The name and respective position of such person(s) shall be read into the record by the mayor. Topics of presentations should be limited to matters over which the council has authority.
(f) 
Rules of conduct applicable to citizen’s presentations for agenda items, citizen’s presentations, and for public hearings.
(1) 
Each person addressing the council shall step up to the microphone, shall give his or her name and address in an audible tone of voice for the record. If representing an organized group, the speaker shall identify the group represented. All remarks shall be addressed to the council as a body, and not to any member thereof. No person, other than town staff, members of the council and the person having the floor, shall be permitted to enter into any discussion, either directly or through the members of the council. No questions shall be asked of the councilmembers, except through the presiding officer.
(2) 
All citizens shall refrain from private conversations in the chamber while the town council is in session.
(3) 
Citizens attending the council meetings shall observe the same rules of priority, decorum, and good conduct applicable to the administrative staff. Any persons making personal, impertinent, or slanderous remarks, or who becomes boisterous while addressing the town council or while attending the council meeting, shall be removed from the room if the chief of police (or his representative) is directed by the mayor/presiding officer, and such person shall be barred from further audience before the council during that council session.
(4) 
Unauthorized remarks from the audience, stamping of feet, whistles, yells and similar demonstrations shall not be permitted by the mayor/presiding officer, who shall direct the chief of police or his designee to remove such offenders from the room.
(5) 
In case the mayor/presiding officer shall fail to act, any member of the town council may move to require the mayor to enforce the rules, and the affirmative vote of a majority of all members present of the town council shall require the mayor/ presiding officer to act.
(6) 
No placards, banners or signs of any kind shall be permitted in the council chamber unless exhibits, displays and visual aids are used in connection with presentations to the town council, provided that such exhibits, displays and visuals aids do not disrupt the meeting.
(7) 
The mayor may issue proclamations as needed without council approval should the proclamation request not satisfy the deadline for placement on the council agenda.
(g) 
Written communications to council.
(1) 
General.
Interested parties, or their authorized representatives, may address the council by written communication in regard to any matter concerning the town’s business or over which the council has control at any time.
(2) 
Agenda items.
A written communication relative to a citizen presentation and an item posted for consideration on a town council agenda may be submitted by direct mail to the council or to the town secretary at least four (4) hours prior to the time for commencement of the town council meeting at which the item will be discussed. Upon timely receipt of a communication, the town secretary shall distribute copies to each of the councilmembers and shall make copies available for public review at a designated location in the council chambers. The names of those submitting the communication and the topic addressed will be entered into the record without the necessity for reading as long as sufficient copies are available at the meeting for review by members of the audience/public.
(h) 
Presentations by town manager.
Matters requiring the council’s attention which may have developed since the deadline for delivery of the written communication to the council may be presented orally by the town manager for informational purposes only in accordance with chapter 551 Texas Government Code.
(i) 
Requests for research or information.
The mayor and individual councilmembers 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, he and the members of council will coordinate a reasonable and responsible timeframe in which to expect the results without unduly interfering with other activities of higher priority.
(j) 
Notification of significant activities or events.
The mayor and councilmembers expect the town manager to notify them, and provide periodic updates regarding significant activities or events in the town related to natural or manmade disasters, major criminal activity, accidents involving town property, or death involving town staff/employees.
(k) 
Seating arrangement.
The town manager, town secretary, and town attorney shall occupy the respective seats in the council chamber assigned to them by the mayor/presiding officer, but any two (2) or more of the town council may exchange seats.
(a) 
Printed or typewritten form.
All ordinances and resolutions shall be presented to the town council only in written form.
(b) 
Town attorney to approve.
All ordinances and resolutions shall be approved as to form and legality by the town attorney.
(c) 
Distribution of ordinances.
The town secretary shall include drafts of all proposed ordinances within the agenda packet or provide to all members of the town council at the meeting at which the ordinance is introduced.
(d) 
Recording of votes.
The show of hands shall be taken and entered upon the passage of all ordinances and resolutions and entered into the official record of the council.
(e) 
Vote required for approval.
Approval of every ordinance, resolution, or motion shall require the affirmative vote of four (4) of the members of the town council in attendance.
(f) 
Mayoral vote.
The mayor shall have a vote on all matters before the council.
(g) 
Conflict of interest.
Should any person on the town council have a conflict of interest pursuant to any state laws and/or town ordinances regulating conflicts of interest with regard to an item on the council agenda, such person shall openly declare their conflict prior to any discussion of the item, shall have completed the conflict of interest affidavit as required by state law, and have filed it with the town secretary, and shall be prohibited from participating in the discussion or vote on the item.
(a) 
Recognition by mayor/presiding officer.
No person shall address the town council without first being recognized by the mayor/presiding officer.
(b) 
Order.
While the council is in session, the members must preserve order and decorum, and a member shall neither, by conversation or otherwise, delay or interrupt the proceedings or the peace of the town council nor disturb any member while speaking or refuse to obey the orders of the presiding officer. Members of the town council shall not leave their seats during a meeting without first advising the mayor/presiding officer.
(c) 
Mayor/presiding officer may debate.
The mayor/presiding officer may move only to such limitations of debate as are the rights and privileges of a town council member by reason of their acting as the mayor/presiding officer. If the presiding officer is engaged in debate and is abusing the position as presiding officer, at the insistence of any three (3) councilmembers, the mayor/presiding officer member must relinquish the chair in accordance with provisions of Robert’s Rules of Order Newly Revised.
(d) 
Getting the floor, improper references to be avoided.
Every member desiring to speak shall address the mayor/presiding officer, and upon recognition by the mayor/presiding officer shall confine himself/herself to the questions under debate, avoiding all personalities and inappropriate language.
(e) 
Interruptions.
A member, once recognized, shall not be interrupted when speaking unless it be to call the member to order, or as herein otherwise provided. If a member, while speaking, is called to order, the town council member shall cease speaking until the question of order be determined and, if in order, the town council member shall be permitted to proceed.
(a) 
Discussion of items.
The meeting is governed by the agenda and the agenda constitutes the only items to be discussed. Each agenda item shall be considered open for discussion after that item is read by the mayor/presiding officer. If a member wishes to challenge an agenda item on the basis that the item is not a proper topic for council discussion, such member shall state that he or she “objects to the consideration of the agenda item” during the reading of the item. This action does not require a second. When the objection is made, the mayor/presiding officer will finish reading the item after the objection, then shall immediately call the question: “will the assembly consider this agenda item?” if 2/3 of the members vote “no,” the agenda item will not be considered open. A motion for appropriate action shall be made after discussion of an item has been concluded.
(1) 
The mayor/presiding officer should invite the appropriate people to report on the item, including any recommendation they might have.
(2) 
The mayor/presiding officer should ask the members if they have any technical questions for clarification. At this point, the members may ask clarifying questions to the people who reported on the item, and they should be given time to respond.
(3) 
The mayor/presiding officer should invite resident comments (limited to 4 minutes or a time determined appropriate by the mayor/presiding officer) - or if a public hearing, open the public hearing. Upon conclusion of the public hearing, the mayor/presiding officer should announce the public hearing closed.
(b) 
Motions.
After obtaining the floor a motion can be made before the assembly on the particular subject of discussion. The mayor/presiding officer should invite a motion from the members before debate is given on the merits of the item. The mayor/presiding officer should announce the name of the councilmembers who makes the motion.
(1) 
A “second” to the motion must be made by another councilmember within a reasonable but brief time period which is determined and recognized by the mayor/presiding officer. The mayor/presiding officer should announce the name of the member who seconds the motion. If no members wish to second the motion, then the motion fails, and should be so stated by the mayor/presiding officer. Without a “second” the motion dies.
(2) 
If the motion is made and seconded, the mayor/presiding officer should make certain that everyone (including the audience) understands the motion. This is done in three ways:
(A) 
The mayor/presiding officer can ask the maker of the motion to repeat it;
(B) 
The mayor/presiding officer can repeat the motion; or
(C) 
The mayor/presiding officer can ask the town secretary to repeat the motion.
(3) 
No main motion can be made when another motion is pending. The mayor/presiding officer should now invite the members to discuss the motion. If there is no desired discussion, the mayor/presiding officer should invite additional resident comments (limited to 2 minutes or a time determined appropriate by the chair). If there has been no input or discussion or a brief discussion, then there is no need to repeat the motion before taking a vote. If the discussion has been lengthy, it is a good idea to repeat the motion before calling for the vote.
(c) 
Withdrawal of motions.
A motion may be withdrawn, or modified, by its mover without asking permission until the motion has been stated by the mayor/presiding officer. If the mover modifies his motion, the person who seconds the motion may withdraw his second. After the question has been stated, the mover shall neither withdraw it nor modify it without the consent of the council.
(d) 
Stating the question.
In principle, the mayor/presiding officer must state the question on a motion immediately after it has been made and seconded, unless the councilmember is obligated to rule that the motion is out of order or if the wording is not clear.
(e) 
Amendments to motions.
No motion or proposition of a subject different from that under consideration shall be admitted under color of 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.
(f) 
Debate.
Debate must be limited to the merits of the immediately pending question as stated by and by authority of the mayor/presiding officer.
(g) 
Calling for the question by mayor/presiding officer - ending debate.
(1) 
The mayor/presiding officer may “call for the question” without a vote if debate appears to have closed and if there are no objections by any councilmember.
(2) 
A motion for the previous question (call the question) may not interrupt a speaker who has the floor, must be made and seconded, is not debatable, cannot be amended, requires an affirmative, two-thirds vote of members present to pass and in this assembly cannot be reconsidered. Additionally, in order to protect the democratic process, any councilmember or member of the public who is on record to speak before the motion is made will be permitted to speak before the vote is taken on the motion for the previous question.
(3) 
The mayor/presiding officer calls for the vote. Unless a super-majority is required for passage of the motion, a simple majority vote determines whether the motion passes or fails.
(4) 
The mayor/presiding officer announces the results of the vote and should also state what action (if any) the members have taken.
(a) 
Ad-hoc committees.
The council may, as the need arises, authorize the appointment of “ad hoc” committees. Except where otherwise specifically provided, the mayor shall appoint the members of the “ad hoc” committees, subject to the approval of the town council. Any committee so created shall cease to exist upon the accomplishment of the special purpose for which it was created or when abolished by a majority vote of the town council.
(b) 
Citizen boards, commissions, corporations, and other appointed bodies.
The town council may create boards, commissions, corporations and other council appointed bodies to assist in the conduct of the operation of the town government with such duties as the council may specify. Memberships and selection of members shall be as provided in accordance with the guidelines in the handbook for elected and appointed officials, as amended from time to time. Any such appointed bodies so created shall cease to exist upon the accomplishment of the special purpose for which it was created, or when abolished by a majority vote of the town council. No body so appointed shall have powers other than advisory to the town council, except as otherwise specified by the laws of the state. These rules of procedure shall apply to council appointed boards, commissions, corporations, and other appointed bodies in accordance with the town’s handbook for appointed and elected officials and shall only be modified as provided in the enabling ordinances for each such council appointed body.
(2006 Code, ch. 1, sec. 6.01; Ordinance 2001-27, ex. A, adopted 11/19/01; Ordinance 2006-03, ex. A, adopted 2/6/06; Ordinance 2006-30, sec. II, adopted 8/21/06; 2006 Code, ch. 1, sec. 6.01; Ordinance 2008-19 adopted 8/4/08; Ordinance 2009-16, sec. II, adopted 7/6/09; Ordinance 2014-10, sec. 2, ex. A, adopted 4/7/14; Ordinance 2014-14 adopted 6/16/14; Ordinance 2016-09, sec. 2, adopted 3/22/16; Ordinance 2017-19 adopted 9/26/17; Ordinance 2017-30 adopted 1/9/18; Ordinance 2020-17 adopted 9/22/20; Ordinance 2021-10 adopted 5/25/21; Ordinance 2023-11 adopted 6/13/2023)