(a)
Popular name.
This article shall be cited as the “Meeting Procedures Ordinance.”
(b)
Purpose.
This article is adopted so that the city council may promote the public health, safety, morals and general welfare within the city through the enactment of reasonable procedures and rules designed to facilitate the orderly and efficient conduct of city council meetings in a manner that promotes a positive city image reflecting order, harmony and pride, thereby strengthening the economic stability of the city. By and through this article, the city council additionally seeks to establish fair, reasonable, and efficient guidelines for maintaining order and promoting effective public participation at city council meetings.
(c)
Application.
This article applies to all meetings of the city council. This article shall apply to the board of adjustment when composed of the city council. The city council may, by separate ordinance, apply these policies to any and all other appointed boards, committees and commissions of the city. The deadlines contained herein apply solely to regular meetings. Nothing in this article supersedes, or waives compliance with state law.
(d)
Procedural directive.
This article is directory, only, and a violation of the provisions contained herein shall not affect the validity or legality of any council action otherwise properly performed. The guidelines set forth herein are objectives but not requirements.
(1996 Code, sec. 2-300)
(a)
General.
Words and phrases used in this article shall have the meanings set forth in this section. Terms not defined below, but defined elsewhere in the Code of Ordinances, shall be given the meanings set forth in the Code. Words and phrases not defined in the Code of Ordinance shall be given their common, ordinary meaning unless the context clearly requires otherwise. When not inconsistent with the context, words used in the present tense shall include the future tense; words in the plural number shall include the singular number (and vice versa); and words in the masculine gender shall include the feminine gender (and vice versa). The word “shall” is always mandatory, while the word “may” is merely directory. Headings and captions are for reference purposes only.
(b) City City council or council City council meeting Council chamber Closed meeting Conduct Deliberation Designated recording area Electronically record Intentional Meeting Misdemeanor Official tape recording Open Person Presiding officer Quorum Recklessly Unlawful Use of a recording device.
Specific.
means the City of West Lake Hills, an incorporated municipality located in Travis County, Texas.
means the governing body of the City of West Lake Hills, Texas.
means any public meeting held by the City Council of the City of West Lake Hills as authorized or required by the Texas Constitution and applicable state law.
The city council chamber, where city council meetings are conducted, is located in City Hall, 4010 Bee Cave Road, West Lake Hills, Texas.
means a meeting to which the public does not have access (i.e., executive session).
means an act or omission and its accompanying mental state.
means a verbal exchange during a meeting by a quorum of the city council, or between a quorum of the city council and another person, concerning a public issue within the jurisdiction of the city council.
means that area of the council chamber clearly marked as a space for all persons wishing to operate tape recorders, video cameras, or other means of aural or visual reproduction, within which such persons may operate such electronic recording devices during city council meetings.
means to capture aural or visual sounds and/or images through the use of a tape recorder, video camera, or other means of aural or visual reproduction.
means the culpable mental state of “intent” as defined by Section 6.03 of the Texas Penal Code. A person acts intentionally, or with intent, with respect to the nature of his or her conduct or to a result of his or her conduct when it is his or her conscious objective or desire to engage in the conduct or cause the result.
means any official proceeding of the council at which a quorum is gathered and participating. This term includes, but is not limited to, all regular, special (i.e., “called”), emergency, executive session (i.e., “closed”) and workshop meetings. This term includes the definition of a “meeting” prescribed by Texas Government Code Chapter 551.
means an offense so designated by law or punishable by fine, by confinement in jail, or by both fine and confinement in jail.
means any audio recording made by the city secretary or other city official or employee at the direction of the city council and as part of that city official’s or employee’s official duties.
means the public is allowed to attend.
means a human individual, association, corporation, or other entity.
means the person chairing a meeting. The mayor shall be the presiding officer when present and participating. In the mayor’s absence, the mayor pro-tem shall preside. If neither the mayor nor mayor pro-tem are present and participating, the remaining members of the city council shall select a presiding officer for purposes of that one meeting.
means a majority of the city council for regular meetings, and two-thirds of the council for special meetings and meetings to consider the imposition of taxes. The mayor does not count toward the establishment of a quorum.
means the culpable mental state of “recklessness” as defined by Section 6.03 of the Texas Penal Code. A person acts recklessly, or is reckless, with respect to the circumstances surrounding his or her conduct or the result of his or her conduct when he or she is aware of but consciously disregards a substantial and unjustifiable risk that the circumstances exist or the result will occur. The risk must be of such a nature and degree that its disregard constitutes a gross deviation from the standard of care that an ordinary person would exercise under all the circumstances as viewed from the actor’s standpoint.
means criminal or tortious or both and includes what would be criminal or tortious but for a defense not amounting to justification or privilege.
The term includes use of a tape recorder, video camera, or other means of aural or visual reproduction. The use of any device used to capture and record and/or transmit and replay sounds and/or images. This term includes, but is not limited to, tape recorders, video cameras, digital cameras, web cameras, and live video streaming devices.
(1996 Code, sec. 2-301; Ordinance 2025-011 adopted 8/13/2025)
(a)
Regular date.
The city council shall hold regular meetings on the 2nd and 4th Wednesday of each month, and regular workshop meetings on the 1st Wednesday of each month, with the following exceptions:
(b)
Regular time.
The city council shall commence regular meetings at approximately 7:00 p.m. The board of adjustment shall commence regular meetings before the first council meeting of each month at approximately 7:00 p.m. when it meets immediately prior to regular city council meetings. The city council shall commence regular workshop meetings at noon. The time certain prescribed in this section means that the meeting may not be convened prior to the time indicated, but may be convened at a later time.
(c)
Rescheduling.
When the day for any regular meeting falls on a state, federal, or city holiday, the regularly scheduled meeting for such day shall be cancelled unless otherwise specified by the city council. At other times that the mayor deems appropriate, the mayor may reschedule regular or special meetings. Public notice of such cancellation or rescheduling shall be given on the city website and by posting a notice on the door of the council chamber at city hall.
(d)
Special meetings.
The mayor may call a special meeting on the mayor's own motion or on the application of three councilmembers. Each member of the city council, the city administrator, city secretary, and city attorney must be notified in writing or in person of the special meeting at least three business days prior to the meeting date, except in emergency situations.
(e)
Cancellation.
The may or may cancel regular meetings when deemed necessary. Public notice of such cancellation shall be given on the city website and by posting a notice on the door of the council chamber at city hall. Meetings for which no quorum is present shall be deemed as automatically cancelled by operation of law.
(f)
Location.
Except as otherwise provided in this paragraph, the city council shall conduct all meetings in the council chamber, located at city hall. However, the city council may from time to time elect to meet at other locations and, upon such election, shall give public notice of the change of location in accordance with state law. If by reason of fire, flood or other emergency, it is unsafe to meet in the council chamber, for the duration of the emergency the council may hold its meetings at such other place as the presiding officer shall designate.
(a)
Open meetings.
The city shall comply with all notice requirements of the Texas Open Meetings Act, chapter 551 of the Texas Government Code.
(b)
Preparation.
The city administrator shall, at the direction of the mayor, be responsible for preparing the agenda for council meetings. The mayor may determine which items to include in the agenda, provided that, the mayor shall include any item requested by a councilmember. The city administrator shall present a draft of the agenda to the mayor, city secretary and city attorney prior to posting. The agenda shall be approved by the mayor prior to posting.
(c)
Submission of items.
(1)
Deadline.
City council members and city staff seeking the inclusion of items on a regular meeting agenda shall submit requests to the city administrator before 5:00 p.m. on the Wednesday prior to the meeting.
(2)
Special meetings.
Requests for items for special meeting agendas shall be submitted to the city administrator as soon as possible and prior to posting of the agenda.
(3)
Late items.
Any item requests submitted after the deadline shall be placed on the agenda for the next regularly scheduled meeting, unless deemed necessary by the mayor for the city to conduct its business.
(4)
Legal necessity.
The deadline shall not apply to items submitted by the city attorney when deemed by the city attorney to be required by law or necessary to protect the city's legal interests.
(5)
Citizen requests.
Citizens requesting items be placed on an agenda may submit the request to the mayor, a city council member, or the city administrator. Whether to include on an agenda an item requested by a citizen but not sponsored by the mayor or a city council member shall be within the discretion of the mayor (or mayor pro tem[??] in the mayor's absence), or city administrator.
(6)
Wastewater issues.
Any nonemergency issue involving the wastewater system, which cannot be resolved administratively, may be placed on a city council agenda for consideration and final decision.
(d)
Agenda format.
(1)
Identification of sponsor.
Agenda items shall include the name of the requesting person for that item.
(2)
Format.
The city administrator shall arrange agenda items by topic or department. Each item shall state whether it involves consideration of an ordinance or resolution.
(3)
Consent agenda.
The city council may adopt or approve routine items by consent, without a separate vote on each item. Items may be removed from the consent agenda and considered separately upon request of one city council member.
(4)
Discussion and action.
It shall be presumed that all items listed on an agenda shall be eligible for full deliberation at the meeting, including discussion and action. However, specific agenda items may be identified as being for discussion only.
(e)
Posting.
(1)
Posting official.
The city secretary or city administrator shall be responsible for posting the agenda for city council meetings.
(2)
Posting deadline.
The agenda shall be posted by 5:00 p.m. on the Thursday (or at least three business days) prior to the meeting, unless the deadline is waived, in which case it shall be posted in accordance with state law.
(3)
Website.
The agenda shall be posted on the city's bulletin board and website, concurrently.
(4)
Legal necessity.
The deadline shall not apply to items submitted by the city attorney when deemed by the city attorney to be required by law or necessary to protect the city's legal interests.
(f)
Order of business.
When possible, agenda items will be addressed in the following manner:
(1)
Briefing.
City staff or consultants will brief the mayor and council on the item.
(2)
Presentation.
The applicant, mayor, councilmember, vendor or citizen seeking action from the city council shall speak to the mayor and council.
(3)
Public hearing.
Citizens will have the opportunity to address the mayor and council if the item is required by law, or a hearing is otherwise scheduled by the city administrator.
(4)
Deliberation.
The mayor and council may discuss the item as a group.
(5)
Action.
The council (and the mayor when authorized) shall vote to take any action deemed necessary and appropriate.
(Ordinance 365 adopted 10/24/18; Ordinance 2025-009 adopted 8/13/2025)
(a)
Open meetings.
The city shall comply with all notice requirements of the Texas Open Meetings Act, chapter 551 of the Texas Government Code.
(b)
Preparation.
The city administrator shall at the direction of the mayor be responsible for preparing the agenda for council meetings. The mayor may determine which items to include in the agenda, provided that, the mayor shall include any item requested by a councilmember. The city administrator shall present a draft of the agenda to the mayor, city secretary and city attorney prior to posting. The agenda shall be approved by the mayor prior to posting.
(c)
Submission of items.
(1)
Deadline.
City council members and city staff seeking the inclusion of items on a regular meeting agenda shall submit requests to the city administrator before 5:00 p.m. on the Thursday prior to the meeting.
(2)
Special meetings.
Requests for items for special meeting agendas shall be submitted to the city administrator as soon as possible and prior to posting of the agenda.
(3)
Late items.
Any item requests submitted after the deadline shall be placed on the agenda for the next regularly scheduled meeting, unless deemed necessary by the mayor for the city to conduct its business.
(4)
Legal necessity.
The deadline shall not apply to items submitted by the city attorney when deemed by the city attorney to be required by law or necessary to protect the city’s legal interests.
(5)
Citizen requests.
Citizens requesting items be placed on an agenda may submit the request to the mayor, a city council member, or the city administrator. Whether to include on an agenda an item requested by a citizen but not sponsored by the mayor or a city council member shall be within the discretion of the mayor (or mayor protem in the mayor’s absence), or city administrator.
(6)
Wastewater issues.
Any nonemergency issue involving the wastewater system, which cannot be resolved administratively, may be placed on a city council agenda for consideration and final decision.
(d)
Agenda format.
(1)
Identification of sponsor.
Agenda items shall include the name of the requesting person for that item.
(2)
Format.
The city administrator shall arrange agenda items by topic or department. Each item shall state whether it involves consideration of an ordinance or resolution.
(3)
Consent agenda.
The city council may adopt or approve routine items by consent, without a separate vote on each item. Items may be removed from the consent agenda and considered separately upon request of one city council member.
(4)
Discussion and action.
It shall be presumed that all items listed on an agenda shall be eligible for full deliberation at the meeting, including discussion and action. However, specific agenda items may be identified as being for discussion only.
(e)
Posting.
(1)
Posting official.
The city secretary or city administrator shall be responsible for posting the agenda for city council meetings.
(2)
Posting deadline.
The agenda shall be posted by 5:00 p.m. on the Friday prior to the meeting, unless the deadline is waived, in which case it shall be posted in accordance with state law.
(3)
Website.
The agenda shall be posted on the city’s bulletin board and website, concurrently.
(4)
Legal necessity.
The deadline shall not apply to items submitted by the city attorney when deemed by the city attorney to be required by law or necessary to protect the city’s legal interests.
(f)
Order of business.
When possible, agenda items will be addressed in the following manner:
(1)
Briefing.
City staff or consultants will brief the mayor and council on the item.
(2)
Presentation.
The applicant, mayor, councilmember, vendor or citizen seeking action from the city council shall speak to the mayor and council.
(3)
Public hearing.
Citizens will have the opportunity to address the mayor and council if the item is required by law, or a hearing is otherwise scheduled by the city administrator.
(4)
Deliberation.
The mayor and council may discuss the item as a group.
(5)
Action.
The council (and the mayor when authorized) shall vote to take any action deemed necessary and appropriate.
(Ordinance 2020-015 adopted 10/14/20; Ordinance 2025-009 adopted 8/13/2025)
(a)
Deadline.
Supporting material (e.g., memoranda, correspondence, draft ordinances, draft resolutions, maps, plats, permit applications, etc.) must be submitted to the city administrator at the same time as requests for the inclusion of items on the agenda.
(b)
Agenda packets.
The final (as-posted) agenda and all available supporting materials shall be compiled into an agenda packet. The packet shall be hand-delivered by city staff to the mayor and city council members by 7:00 p.m. on the Friday prior to the regular city council meeting. Such agenda packet shall include a copy of any minutes proposed to be approved.
(c)
Supplemental agenda.
In no event may any changes be made to a posted agenda less than 72 hours prior to the scheduled time of the meeting. However, after the final agenda has been posted, it may be revised under the following circumstances:
(d)
Legal necessity.
Adherence to the schedule time tables set forth above may be waived at the discretion of the city attorney with the approval of the mayor (or mayor pro-tem in the mayor’s absence) when deemed by the city attorney to be required by law or necessary to protect the city’s legal interests.
(e)
Web posting.
Agenda materials shall be posted on the city’s website as soon as practicable after the agenda is posted. The city’s website shall include a disclaimer notifying the public that agenda materials are drafts only, and as such are subject to change prior to the city council meeting and/or prior to approval by the city council.
(1996 Code, sec. 2-304)
(a)
Public access.
In accordance with the terms and spirit of the Texas Open Meetings Act, and the Texas Constitution, the public shall be provided the opportunity to observe and listen to all meetings of the city council, except for the limited exemptions provided by law for executive sessions (i.e., closed meetings).
(b)
Citizen communications.
There shall be an item on all regular meeting agendas allowing for members of the public to address the city council regarding subjects not included as items on the agenda. Citizens may not speak during this time on agenda items. The citizen communications portion of the agenda shall be positioned toward the beginning of the meeting.
(c)
Public hearings.
Agendas shall provide for public hearings when required by law. Public hearings shall be conducted when the city council considers the related agenda item, not during the citizen communications portion of the agenda.
(d)
Rules.
Persons wishing to make public comments shall abide by the following rules:
(1)
Prior to the meeting, or during the meeting prior to discussion of a specific matter upon which a person wishes to comment, speakers who wish to address the city council should complete a citizen comment form and present it to the city secretary. Speakers shall indicate whether they wish to comment on a specific agenda item or on a separate matter during the citizens Communications period.
(2)
When recognized, the speaker should approach the podium, state speaker’s name and address for the record, and, if speaking on behalf of an organization or other group, identify the group represented.
(3)
Only one person may address the council at any one time.
(4)
Speakers should address all remarks to the city council as a whole, not to individual members or to the audience.
(5)
Speakers must limit their presentations to no more than five minutes each. There shall be no substitutions or pooling of speakers. The city secretary will notify speakers one minute before their time is up.
(6)
The presiding officer or the council may encourage speakers to not merely repeat views expressed by others.
(e)
Lengthy items.
Notwithstanding the foregoing, at any point during the meeting, the presiding officer or a majority of the city council may opt to limit the number of speakers or impose time limits on speakers for a particular topic or topics not yet reached. The optional restrictions allowed by this section must be implemented prior to public comment on the item.
(f)
Written comments.
All persons may submit written comments or exhibits related to agenda items to the city secretary for inclusion in the record file copy of the agenda, regardless of whether the person spoke at a public meeting. The mayor and city council shall be provided with copies of the written comments prior to city council approval of minutes for the meeting at issue.
(1996 Code, sec. 2-305)
(a)
Contents.
Minutes of the city council meeting shall accurately reflect the following:
(b)
Approval of minutes.
(1)
The city council may correct, revise, approve, or amend its minutes. Minutes may be amended by a majority vote of the council members present at the meeting for which the minutes are being amended.
(2)
After minutes have been reviewed by the city council, they will be filed for record by the city secretary.
(1996 Code, sec. 2-306)
(a)
Location of equipment.
(1)
At each city council meeting, the council shall designate an area within the council chamber for the operation of tape recorders, video cameras, and other means of aural or visual reproduction. Operation of such equipment is limited to the designated recording area.
(2)
The designated recording area shall be indicated by means reasonably calculated to provide sufficient space for all persons wishing to operate a tape recorder, video camera, or other means of aural or visual reproduction to occupy the designated recording area with reasonable comfort and sufficiently near the proceedings to facilitate adequate recording.
(3)
No person shall operate a tape recorder, video camera, or other means of aural or visual reproduction within the council chamber outside of the designated recording area.
(4)
The provisions of this section do not apply to the creation of an official tape recording of a city council meeting by a duly authorized city official. Nor do these provisions apply to duly authorized closed (i.e., “executive”) sessions.
(b)
Recording of individuals outside meeting.
(1)
No person shall operate a tape recorder, video camera, or other means of aural or visual reproduction within the council chamber within one hour before or one hour after a city council meeting unless the person being recorded expressly grants his or her consent.
(2)
Members of the news media and other interested persons may request personal interviews with city staff by calling the city administrator. Requests for interviews with the mayor or city council members may be given to them directly.
(1996 Code, sec. 2-307)
The city seeks to ensure effective communication with members of the public who attend and participate in city council meetings. An individual who requires auxiliary aids and services or other accommodation should contact the city secretary with a request for such services. The city encourages such individuals to submit requests at least 48 hours in advance of a meeting so that the city may effectively address the individuals’ requests.
(1996 Code, sec. 2-308)
(a)
Decorum.
Each person attending a city council meeting shall observe decorum. Persons shall not speak out of turn, use disparaging or abusive language, or make threats of violence against any other person during a city council meeting. Each person shall demonstrate respect to each other at all times.
(b)
Parliamentary procedure.
City council meetings are not subject to any published parliamentary rules, such as Roberts Rules of Order. Instead, the presiding officer is charged with maintaining order and providing for the efficient flow of deliberations. The order of business may be changed by the presiding officer or a majority of the city council present and participating.
(c)
Hindering proceedings by disorderly conduct.
(1)
A person commits an offense if the person intentionally hinders a meeting by noise or violent or tumultuous behavior or disturbance.
(2)
A person commits an offense if the person recklessly hinders a meeting by noise, violent or tumultuous behavior, or disturbance and continues after explicit official request to desist.
(d)
Disrupting a meeting.
A person commits an offense if, with intent to prevent or disrupt a meeting, the person obstructs or interferes with the meeting by physical action or verbal utterance.
(1996 Code, sec. 2-309)
(a)
Civil and criminal penalties.
The city shall have the power to administer and enforce the provisions of this article as may be required by governing law. Any person violating any provision of this article is subject to suit for injunctive relief as well as prosecution for criminal violations.
(b)
Criminal prosecution.
Any person violating any provision of this article shall, upon conviction, be fined a sum not exceeding $500.00. Each instance that a provision of this article is violated shall constitute a separate offense. An offense under this article is a misdemeanor.
(c)
Civil remedies.
(1)
Nothing in this article shall be construed as a waiver of the city’s right to bring a civil action to enforce the provisions of this article and to seek remedies as allowed by law, including, but not limited to, the following:
(2)
Injunctive relief to prevent specific conduct that violates the article or to require specific conduct that is necessary for compliance with the article; and
(3)
A civil penalty up to $100.00 when it is shown that the defendant was actually notified of the provisions of this article and after receiving notice committed acts in violation of this article or failed to take action necessary for compliance with this article; and
(4)
Other available relief.
(d)
Authority of presiding officer.
(1)
The presiding officer is hereby granted the authority to order any person removed from the meeting, or to take any appropriate legal action against any person who violates any provision of this article.
(2)
The presiding officer is authorized to contact the city’s police department or other law enforcement agencies with jurisdiction over the city to ensure compliance with this article and applicable state laws.
(1996 Code, sec. 2-310)