Min - City Council - 1998 - 06/23 - Special CalledPresent:
Stephen Terrell, Mayor
Councihnembers•
Lonnie Thomas
David Kerr, Mayor Pro Tem
Doug Gallagher
Susan Bardemay
Kenneth Folk
Melissa Owen
City Stats:
Michael Stanger, Acting City Manager
Judy Morrison, City Secretary
Don Horton, Director of Parks and Recreation
Call to Order and Announce a Ouorum is Present (Agenda Item 1)
With a quorum of the Councilmembers present, the Policy Governance Training Session of the Allen
City Council was called to order by Mayor Terrell at 3:40 p.m. on Tuesday, June 23. 1998, in the Council
Chambers of the Allen Public Library, Two Allen Civic Plaza, Allen, Texas.
Workshop Presented by Mr. Bill Charney (Agenda Item 11)
Council reviewed the City of Bryan, Texas, Policy Governance Policy Manual.
Mr. Bill Charney of Bill Chamey & Associates, Ltd., reviewed the setting of Bryan's agenda. The
Bryan Council deals with "ends" projects for the majority of its agenda. Staff provides a background
document, attains outside speakers and solicits public input. Removal of an item on the consent agenda
requires a motion, second and a majority vote. Statutory agenda items need two members to remove. The
Bryan Council trains the public to make the City a better place to live. Citizens no longer come to Council to
complain; they come to look at what is anticipated in the future
Council reviewed the proposed resolution adopting govemance policies and will consider adoption of
the resolution on the July 2 agenda.
Mr. Chantey suggested that each Council sub -committee needs to setup a "sunset" meeting and review
ongoing items that still need attention. However, Council needs to set up an "ad-hoc" committees to deal with
certain issues. Council requested a guide for the "sunset" committee. Items will either be turned over to Staff
ALLEN CITY COUNCIL
SPECIAL CALLED MEETING
POLICY GOVERNANCE TRAINING
JUNE 23, 1998
Present:
Stephen Terrell, Mayor
Councihnembers•
Lonnie Thomas
David Kerr, Mayor Pro Tem
Doug Gallagher
Susan Bardemay
Kenneth Folk
Melissa Owen
City Stats:
Michael Stanger, Acting City Manager
Judy Morrison, City Secretary
Don Horton, Director of Parks and Recreation
Call to Order and Announce a Ouorum is Present (Agenda Item 1)
With a quorum of the Councilmembers present, the Policy Governance Training Session of the Allen
City Council was called to order by Mayor Terrell at 3:40 p.m. on Tuesday, June 23. 1998, in the Council
Chambers of the Allen Public Library, Two Allen Civic Plaza, Allen, Texas.
Workshop Presented by Mr. Bill Charney (Agenda Item 11)
Council reviewed the City of Bryan, Texas, Policy Governance Policy Manual.
Mr. Bill Charney of Bill Chamey & Associates, Ltd., reviewed the setting of Bryan's agenda. The
Bryan Council deals with "ends" projects for the majority of its agenda. Staff provides a background
document, attains outside speakers and solicits public input. Removal of an item on the consent agenda
requires a motion, second and a majority vote. Statutory agenda items need two members to remove. The
Bryan Council trains the public to make the City a better place to live. Citizens no longer come to Council to
complain; they come to look at what is anticipated in the future
Council reviewed the proposed resolution adopting govemance policies and will consider adoption of
the resolution on the July 2 agenda.
Mr. Chantey suggested that each Council sub -committee needs to setup a "sunset" meeting and review
ongoing items that still need attention. However, Council needs to set up an "ad-hoc" committees to deal with
certain issues. Council requested a guide for the "sunset" committee. Items will either be turned over to Staff
H
ALLEN CITY COUNCIL
SPECIAL CALLED MEETING
JUNE 23, 1998
PAGE 2
or an ad-hoc committee will be appointed. Each board, commission and committee needs to go through this
review process. A report should go to Council which determines whether the board should continue as
established. Specific boards that need to be evaluated are: Allen Arts Alliance, Keep Allen Beautiful Board;
Library Board; and, Parks and Recreation Board.
Council appointed boards, commissions and committees should make presentations to Council along
with staff support. The committees need to discuss with Council possible "ends" which can aid and assist the
Council.
Mr. Chamey reviewed with Council the "ends" checklist and the role of the Mayor and prioritized
major issues. Council was encouraged to finalize the "ends" plug on a specific timeline and the monitoring
policy (Section 4.3) should be changed as needed after finalization of a City Manager.
Other items to be accomplished include:
• Internal Subcommittee to conduct a review and report back to Council.
• Boards and Commission should probably be dealt with no later than the end of the calendar year.
Mayor Pro Tem Kea left the Council bench due to a prior commitment.
Executive Session (Agenda Item III)
The Executive Session was not held.
Items of Interest (Agenda Item IV)
There were no items of interest.
(Agenda Item V)
MOTION: Upon a motion made by Councilmember Gallagher and a second by Councilmember Fulk, the
Council voted six (6) for and none (0) opposed to adjourn the Policy Governance Training of
the Allen City Council at 9 10 p.m. on Tuesday, June 23, 1998. The motion carried.
These minutes approved on the 2nd day of July, 1998
/ATTEST:
Judy Mon on, CMC, CITY SECRETARY
APPROVED:
Stephen Terrell, MAYOR