26-M-029 Amending Council Code of Conduct and Procedures-City Council Liaison PositionsORDINANCE 26-M-029
AN ORDINANCE BY THE CITY COUNCIL OF THE CITY OF
SCHERTZ, TEXAS AUTHORIZING AND AMENDING CITY
COUNCIL RULES OF CONDUCT AND PROCEDURES FOR
CITY COUNCIL LIAISON POSITIONS TO THE CITY OF
SCHERTZ BOARDS, COMMITTEES, AND COMMISSIONS
AND THE ORDER OF LISTING OF RESPONSIBLE STAFF ON
THE AGENDA; REPEALING ALL ORDINANCES OF PARTS
OF ORDINANCES IN CONFLICT WITH THIS ORDINANCE;
AND PROVIDING AN EFFECTIVE DATE
WHEREAS, THE City Council of the City of Schertz has previously adopted Rules of Conduct
and Procedure for the conduct of meetings of the City Council 26-M-028; and
WHEREAS, the City Council discussed the following changes at their Workshop meeting on
June 16, 2026, and edited during the City Council meeting held July 7, 2026; and
WHEREAS, the City Council of the City has determined that it is in the best interest of the
City to amend, update, and clarify the Rules of Conduct and Procedure as they relate to the placement
of City Council Members and City Council Liaisons to City Boards, Commissions, and Committees;
WHEREAS, the City Manager has amended Section 6.1 (b) Order of Listing Items: Sponsor
and Responsible Staff.
NOW THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF SCHERTZ,
TEXAS THAT:
Section 1. The City Council's Rules of Conduct and Procedure Articles 5: Appointment
Procedures and Article 6: Order of Business are amended as set forth in the City Council Rules
of Conduct and Procedure Amended: July 14, 2026, attached hereto and incorporated herein as
Exhibit A.
Section 2. The recitals contained in the preamble hereof are hereby found to be true, and such
recitals are hereby made a part of this Ordinance for all purposes and are adopted as a part of
the judgment and findings of the Council.
Section 3. All ordinances and codes, or parts thereof, which are in conflict or inconsistent with
any provision of this Ordinance are hereby repealed to the extent of such conflict, and the
provisions of this Ordinance shall be and remain controlling as to the matters resolved herein.
Section 4. This Ordinance shall be construed and enforced in accordance with the laws of the
State of Texas and the United States of America.
Section 5. If any provision of this Ordinance or the application thereof to any person or
circumstance shall be held to be invalid, the remainder of this Ordinance and the application of
such provision to other persons and circumstances shall nevertheless be valid, and the City
hereby declares that this Ordinance would have been enacted without such invalid provision.
Section 6. It is officially found, determined, and declared that the meeting at which this
Ordinance is adopted was open to the public and public notice of the time, place, and subject
matter of the public business to be considered at such meeting, including this Ordinance,
was given, all as required by Chapter 551, as amended, Texas Government Code.
Section 7. This Ordinance shall be effective upon the date of final adoption hereof and any
publication required by law.
PASSED AND ADOPTED on the (%�/t of 2026.
CITY OF SCHERTZ, TEXAS
Ral Rodriguez, May
ATT
Sheila Edmondson, fRMc
City Secretary
CITY OF SCHERTZ
CITY COUNCIL
RULES OF CONDUCT AND PROCEDURE
These Rules of Conduct and Procedure (these "Rules") are intended to provide an
understandable and workable structure for City Council meetings.
These Rules shall serve to aid the conduct of public business at Council meetings, to
facilitate communication at Council meetings among Councilmembers and between
Councilmembers and City staff and members of the public, and to promote confidence
in the citizens that their government is performing its duties with the highest of ethical
standards and with a genuine interest in the well-being of the community.
These Rules are in all events subject to the City Charter and applicable provisions of
State law, including the Texas Open Meetings Act.
As a part of these Rules, the Council has established the following Code of Conduct for
the Mayor and all Councilmembers:
• Address the merits of the issues - no personal attacks.
• Focus on representing the interests of all citizens.
• Attempt to resolve personal conflicts among Councilmembers internally
before speaking publicly.
• Assume positive intentions - don't look for hidden agendas.
• Observe the City's written Rules of Conduct and Procedure.
• When others are speaking, listen with an open mind.
• Recognize that inappropriate public disclosure of confidential information
can be detrimental to the city and its citizens.
• Understand that "majority rules". Once a vote is taken, if you are in the
minority agree to disagree and move on. Recognize that a majority view,
when expressed in a vote, becomes an expression of City policy.
• Coordinate all requests of the city staff through the City Manager.
TABLE OF CONTENTS
ARTICLE 1
AUTHORITY
1.1 City Charter.............................................................................................................................1
1.2 Effective Date; Amendment.....................................................................................................1
ARTICLE 2
GENERAL RULES
2.1 Meetings To The Public............................................................................................................1
2.2 Attendance................................................................................................................................ l
2.3 Minutes Of Meetings...............................................................................................................2
2.4 Questions To Contain One Subject..........................................................................................2
2.5 Right To The Floor...................................................................................................................2
2.6 City Manager............................................................................................................................2
2.7 City Attorney............................................................................................................................2
2.8 City Secretary...........................................................................................................................2
2.9 Officers And E 1 nployees..........................................................................................................2
2.10 Rules Of Order.......................................................................................................................2
2.11 Suspension Of Rules..............................................................................................................2
2.12 Amendment To Rules.............................................................................................................2
2.13 Matters Not Addressed By Rules...........................................................................................2
ARTICLE 3
TYPES OF MEETINGS
3.1 Regular Meetings...................................................................................................................... 3
3.2 Special Meetings.......................................................................................................................3
3.3 Recessed Meetings....................................................................................................................3
3.4 Adjourned Meetings..................................................................................................................3
3.5 Closed Sessions.........................................................................................................................3
3.6 Emergency Meetings.................................................................................................................3
ARTICLE 4
PRESIDING OFFICER AND DUTIES
4.1 Mayor........................................................................................................................................ 3
4.2 Call To Order............................................................................................................................3
4.3 Preservation Of Order...............................................................................................................3
4.4 Rulings By Presiding Officer....................................................................................................4
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4.5 Questions To Be Stated............................................................................................................4
4.6 Substitution Of Mayor............................................................................................................. 4
ARTICLE 5
APPOINTMENT PROCEDURES
5.1 Appointment Procedure For The Mayor Pro Tem...................................................................4
5.2 Appointment Procedure For A Councilmember.......................................................................4
5.3 Appointment Procedure For City Council Member and City Council Liaison Positions . ........ 5
ARTICLE 6
ORDER OF BUSINESS
6.1 Agenda......................................................................................................................................6
6.2 Communication To Mayor And Council..................................................................................7
6.3 Approval Of Minutes................................................................................................................8
6.4 Presentations By Members Of Council.....................................................................................8
6.5 Consent Agenda........................................................................................................................8
ARTICLE 7
CONSIDERATION OF ORDINANCES, RESOLUTIONS, AND MOTIONS
7.1 Printed, Typewritten, Or Electronic Form................................................................................8
7.2 City Manager Review............................................................................................................... 8
7.3 City Attorney To Approve........................................................................................................ 8
7.4 Funding..................................................................................................................................... 8
7.5 Reading Of Caption..................................................................................................................8
7.6 Ordinances.................................................................................................................................8
7.7 Recording Of Votes...................................................................................................................8
7.8 Vote Required............................................................................................................................9
7.9 Tie Vote.....................................................................................................................................9
7.10 Numbering Ordinances And Resolutions................................................................................ 9
7.11 Ordinance Passage Procedure..................................................................................................9
ARTICLE 8
RULES OF DECORUM
8.1 Recognition Of Presiding Officer..............................................................................................9
8.2 Order..........................................................................................................................................9
8.3 Presiding Officer........................................................................................................................9
8.4 Improper References To Be Avoided........................................................................................9
8.5 Interruptions............................................................................................................................... 9
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ARTICLE 9
MOTIONS AND MEETING PROCEDURES
9.1 Motions....................................................................................................................................10
9.2 Debate......................................................................................................................................10
9.3 Motion Procedures..................................................................................................................10
9.4 Point Of Privilege....................................................................................................................11
9.5 Point Of Procedure Or Order....................................................................................................12
9.6 To Appeal A Ruling.................................................................................................................12
9.7 To Recess.................................................................................................................................12
9.8 To Withdraw............................................................................................................................12
9.9 To Postpone Or Extend............................................................................................................12
9.10 To Refer.................................................................................................................................13
9.11 To Amend...............................................................................................................................13
9.12 To Limit Or Close Debate Or "Call The Question".....................................................................13
9.13 To Count The Vote...................................................................................................................13
9.14 To Take Action Or Reconsider An Action: Main Motions...........................................................13
9.15 To Take Action Or Rescind Motion...........................................................................................14
9.16 To Take Action: Main Motions.................................................................................................14
9.17 Effect Of Abstentions...............................................................................................................14
ARTICLE 10
ENFORCEMENT OF DECORUM
10.1 Warning ....................................................
10.2 Removal ...................................................
10.3 Resisting Removal .....................................
10.4 Motions to Enforce ....................................
10 5 Adjournment
............................................................................14
............................................................................15
............................................................................15
............................................................................15
...........................................................................................................................15
ARTICLE 11
CREATION OF COMMITTEE
11.1 Standing Committees............................................................................................................15
11.2 Special Committees................................................................................................................16
ARTICLE 12
CITIZEN'S RIGHTS
12.1 Addressing The Council........................................................................................................16
12.2 Manner of Addressing The Council — Time Limit................................................................... 16
12.3 Personal And Slanderous Remarks..........................................................................................16
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12.4 Public Hearing .................
12.5 Written Communications.
12.6 Hearing Of Residents.......
..............................................................
..............................................................
..............................................................
ARTICLE 13
COUNCIL AND STAFF RELATIONS
.......................................16
.......................................17
.......................................17
13.1 City Manager To Provide Information..................................................................................17
13.2 City Manager's Responses To Requests..................................................................................17
13.3 Directions To City Manager....................................................................................................18
13.4 City Manager's Duty To Inform..............................................................................................18
13.5 Customer Concerns...............................................................................................................18
13.6 City Manager/Council Relations.............................................................................................18
ARTICLE 14
CITY COUNCIL TRAINING AD TRAVEL POLICY
14.1 Training For Council.............................................................................................................18
14.2 Authorized Training Opportunities..........................................................................................19
14.3 Authorized Training Not Listed...............................................................................................19
14.4 Webinar Participation.............................................................................................................19
14.5 Notification And Registration..................................................................................................19
14.6 Travel Expenses......................................................................................................................20
14.7 City's Credit Card Policy........................................................................................................20
14.8 Annual Budget Limits And Discretionary Approval................................................................20
14.9 Policy Compliance..................................................................................................................20
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ARTICLE 1
AUTHORITY
1.1 City Charter. Section 4.09 (d) of the City Charter provides that the Council shall, by ordinance,
determine its own rules and order of business.
1.2 Effective Date: Amendment. These Rules shall be in effect upon their adoption by the Council
and until such time as they are amended, or new rules are adopted. In the event of a conflict
between these Rules and the Charter, the Charter shall govern over these Rules. In the
event of a conflict between these Rules and State law, State law shall take precedence.
ARTICLE 2
GENERAL RULES
2.1 Meetings to be Public. All meetings of the Council and all meetings of committees composed
of a quorum of the Council shall be open to the public as provided by State law, except
when State law allows closed or Closed sessions for certain limited topics.
2.2 Attendance. Councilmembers shall attend all meetings of the Council. Absence of a
Councilmember from a meeting shall be managed in accordance with 2.2 B.
A. Quorum. Four members of the Council, not including the Mayor, shall constitute a
quorum. In the absence of the Mayor, the Mayor Pro Tem or other presiding officer
shall be counted for purpose of determining the existence of a quorum. If a quorum is
not present, those in attendance will be named, and they may recess to a later time as
permitted by State law or may hear business before them, taking no official action.
B. Absences. In the event a Councilmember is unable to attend a meeting of the Council,
the Councilmember shall notify either the Mayor or the City Secretary as soon as they
become aware that they will be unable to attend. Notification may be accomplished via
e-mail or telephone and must include the reason for the absence. The Mayor or
presiding officer will annotate the absence at the Council meeting for the record.
Absences from meeting of the City Council that are due to occupational or business
demands, personal or family illness or absence from the city shall be approved by the
Council as excused.
The City Secretary shall annotate the Councilmember's absence and the reason
therefore in the minutes of the meeting from which the Councilmember is absent.
Council approval of the subject minutes shall ratify the absence and the reason given
therefore and thus excuse the absence. If a Councilmember raises an objection to the
absence or the reason given therefore at the time the minutes are to be approved, the
matter may be place on a future agenda for debate, discussion and further consideration.
C. Due to the challenges of connectivity, audio quality and equipment standards required,
videoconferencing will not be permitted.
2.3 Minutes of Meetings. An account of all proceedings of the Council shall be kept by the City
Secretary and shall constitute the official record of the Council. Such Minutes, after being
approved by the Council (except any closed or closed session portion), shall be open to
public inspection. The City Secretary shall provide an index showing the action of the
Council in regard to all matters before it at both regular and special meetings. A recording
or "certified agenda" of each closed session shall be made and maintained as required by
State law.
2.4 Questions to Contain One Subject. All questions submitted for a vote shall contain only one
subject. If two or more subjects are involved, any Councilmember may require a division,
if the subjects can be reasonably divided.
2.5 Right to the Floor. Subject to Section 8.5, any Councilmember or member of City staff desiring
to speak shall be recognized by the Mayor (or the presiding officer in the Mayor's absence)
at an appropriate time and shall confine his/her remarks to the subject under consideration
or to be considered.
2.6 City Manager. The City Manager or the Acting City Manager shall attend all meetings of the
Council unless excused. The City Manager may make recommendations to the Council
and shall have the right to take part in all discussions of the Council but shall have no vote.
The City Manager shall be notified of all special meetings of the Council.
2.7 City Attorney The City Attorney shall attend all meetings of the Council as required by the
Council or as requested by the City Manager, and shall, upon request of the Council or the
City Manager, give an opinion, either written or oral, on questions of law.
2.8 City Secretary. The City Secretary and/or the Deputy City Secretary shall attend all meetings
of the Council, unless excused, and shall keep the official minutes.
2.9 Officers and Employees. Any officer or employee of the City, when requested by the City
Manager, shall attend meetings of the Council. If requested to do so by the City Manager,
they shall present information relating to matters before the Council.
2.10 Rules of Order. Part 8 of these Rules shall govern the proceedings of the Council.
2.11 Suspension of Rules. Any provision of these Rules not required by the Charter or State law
may be temporarily suspended by a majority vote of the Councilmembers who are present.
The vote of each person on any such suspension shall be entered in the minutes.
2.12 Amendment to Rules. These Rules may be amended, or new rules adopted, by a duly adopted
ordinance.
2.13 Matters Not Addressed by Rules. Issues of the conduct or procedure of public meetings not
addressed by these Rules, the Charter, or State law shall be determined by the Mayor (or
the presiding officer in the Mayor's absence).
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ARTICLE 3
TYPES OF MEETINGS
3.1 Regular Meetings. The Council shall hold regularly scheduled meetings as provided by the
Code of Ordinances, Part II, Section 2-2. The Council may also hold regularly scheduled
meetings which may be designated by the Council as "workshop" sessions.
3.2 Special Meetings. Special meetings may be called by the Mayor, the City Manager, or any
three (3) members of the Council. The call for a special meeting shall be filed with the
City 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, hour, and place of the special
meeting and shall identify the subject or subjects to be considered.
3.3 Recessed Meetings. Subject to State law, any meeting of the Council may be recessed to a
later time, provided that no recess shall be for a longer period than until the next regular
meeting.
3.4 Adjourned Meetings. Any meeting of the Council that has been adjourned may not be
reconvened except by a motion to reconsider prior to any Counci 1 member's departure from
the Council chamber. See Sections 9.3 and 9.4.
3.5 Closed Sessions. Closed sessions may only be held in accordance with state law.
3.6 Emergency Meetings. In case of emergency or urgent public necessity, an emergency meeting
may be called as a special meeting as set forth in Section 3.2, however, an emergency
meeting may not be held unless authorized by, and notice is given in accordance with State
law.
ARTICLE 4
PRESIDING OFFICER AND DUTIES
4.1 Mayor. The Mayor, if present, shall preside at all meetings of the Council. In the absence of
the Mayor, the Mayor Pro Tern shall preside. In the absence of both the Mayor and the
Mayor Pro Tem, the most senior Councilmember (by time of service on the Council)
present shall preside.
4.2 Call to Order. Each meeting of the Council shall be called to order by the Mayor, or in the
Mayor's absence, by the Mayor Pro Tem. In the absence of both the Mayor and the Mayor
Pro Tem, the meeting shall be called to order by the most senior Councilmember (by time
of service on the Council) present.
4.3 Preservation of Order. The presiding officer shall preserve order and decorum, prevent
personalities from becoming involved during debate or the impugning of members'
motives, and confine Councilmembers in debate to the question under discussion.
4.4 Rulings by Presiding Officer. The presiding officer shall rule on points of privilege, points of
procedure or order, and withdrawals of motions, subject to the right of any member to
appeal to the Council as set forth in Article 9 of these Rules. See Sections 9.3, 9.4, 9.5, 9.6,
and 9.8.
4.5 Questions to be Stated. The presiding officer shall state all questions submitted for a vote and
announce the result.
4.6 Substitution of Mayor. In the event the Mayor must relinquish the chair, the Mayor shall call
upon the Mayor Pro Tem to preside if the Mayor Pro Tern is present. If the Mayor Pro Tem
is not present, the Mayor may call upon the most senior Councilmember (by time of service
on the Council) present to preside, but such substitution shall not continue beyond
adjournment of that meeting.
ARTICLE 5
APPOINTMENT PROCEDURES
5.1 Appointment Procedure for the Mayor Pro Tem.
(a) The Council will discuss, and with a majority vote, appoint the Councilmember to
serve as the Mayor Pro Tem for the City.
(b) The appointed Mayor Pro Tem must be a Councilmember and must meet the
qualifications of Section 4.02 of the City Charter. In addition, to be appointed to the
position of Mayor Pro Tem, a Councilmember must be an elected member of Council
and a member in good standing.
(c) Tenn dates for the Mayor Pro Tem position will begin in February and August of
each year (the election dates offset by three (3) months). Terms will sequentially
rotate according to Councilmember place.
(d) If the Councilmember place that is up for appointment as Mayor Pro Tem is vacant or
is held by a Councilmember who is not qualified to serve as Mayor Pro Tem, the
Mayor Pro Tem appointment will go to the next qualified Councilmember.
(e) The position will have a tenn of office of six (6) months.
(f) The appointed Mayor Pro Tem may be removed by Council by a two-thirds (2/3)
majority vote of the members of Council at any time during his or her tern.
(g) Council reserves the right to alter this procedure at any time by resolution or rule.
5.2 Appointment Procedure for a Councilmember.
(a) The Council may appoint a Councilmember to a vacant seat as authorized by Section
4.06 of the City Charter.
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(b) The Council will announce and advertise on the City's website and in the City's
newspaper of record that applications are being accepted for a vacant position on
Council.
(c) A due date for applications to be submitted will be set.
(d) Applicants must meet the qualifications for a Councilmember set forth in Section 4.02
ofthe City Charter.
(e) Applications will be received by the City Secretary's office and distributed to all
Councilmembers.
(f) An interview date will be set and posted for a public meeting.
(g) Interviews of prospective candidates will be held in a public forum by a quorum of
Councilmembers.
(h) Councilmembers will discuss, and appoint by majority vote, the new member of
Council at either the same meeting as the interviews or at a subsequent Council
meeting.
(i) The Council is the final judge of whether a candidate is qualified to serve as a
Councilmember as set forth in Section 4.03 of the City Charter.
0) Council reserves the right to alter this procedure at any time by resolution or rule.
5.3 anointment procedure for City Council Member and City Council Liaison Positions to the
City of Schertz Boards, Commissions. and Committees
(a) An appointed City Council Member or City Council Liaison must be the Mayor or a
Councilmember who meets the qualifications set forth in Section 4.02 of the City
Charter. The individual must be an elected or appointed member of the City Council
and remain a member in good standing throughout the appointment.
(b) Member and Liaison assignments shall be reviewed biemiially each December of
every even -numbered year, beginning in 2026. The review shall occur following the
regular municipal election to provide for a comprehensive assessment of all
assignments while maintaining continuity of service. Newly elected or appointed
Councilmembers and the Mayor shall temporarily assume the assignments of their
predecessors until the next scheduled review.
(c) Board, Commission, and Committee Member and Liaison assignments shall be made
using Council seniority as the starting point while providing meaningful
opportunities for newer Councilmembers to serve in areas of interest. The
assignment process shall begin with the Mayor, followed by Councilmembers in
order of seniority. During each round, each official shall select two (2) assignments,
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consisting of one Member assignment and one Liaison assignment. The process
shall continue in order of seniority until all assignments have been filled.
(d) Council shall seek to maintain continuity of assignments where appropriate while
providing periodic opportunities for rotation so that Councilmembers may gain
experience serving on different Boards, Commissions, and Committees over time.
Assignment changes between biennial reviews may be approved by majority vote of
the Council when mutually agreed upon or when circumstances such as workload,
scheduling conflicts, or personal commitments warrant reassignment.
(e) An appointed City Council Member or City Council Liaison may be removed from
an assignment at any time by a two-thirds (2/3) vote of the members of Council.
(f) City Council Liaison will attend meetings for observation and communication
purposes only and will provide updates and information from their assigned Board,
Commission, or Committee, as needed or requested by the Council.
(g) City Council Liaisons are not ex-officio members of Boards, Commissions, or
Committees to which they are assigned. Their role is to facilitate communication
between the City Council and their assigned Board, Commission, or Committee not
to direct or influence its actions.
(h) City Council Liaison shall exercise caution in expressing personal or political
opinions during meetings of their assigned Board, Commission, or Committee. Any
comments made by a Councilmember shall be clearly identified as the
Councilmember's individual opinion and shall not be represented as the position for
the City Council unless authorized by Council action. Councilmembers shall also
recognize that Board, Commission, and Committee members serve the community
as a whole and not individual Councilmembers.
(i) A City Council Member appointed to serve on a Board, Commission, or Committee
is expected to attend all regular and special meetings of the assigned body. The
appointed Member shall serve as a full participant, exercise all voting rights afforded
by the appointment, actively engage in discussions and deliberations, and represent
the interests of the City Council while contributing to the work of the assigned body.
(j) Council reserves the right to amend, suspend, or replace this procedure at any time
by amendment to its rules of procedure and approved via ordinance.
ARTICLE 6
ORDER OF BUSINESS
6.1 Agenda. The City Manager and the City Secretary shall prepare an agenda for each meeting
of the Council. Items may be placed on the agenda by the City Manager (or in his
absence any Assistant City Manager), the Mayor, or any Councilmember directing that
an item or items be placed on an agenda must do so in open session, during a properly
posted meeting of the Council.
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Items place on the agenda by the City Manager (or in his absence the Deputy City
Manager or Assistant City Manager) may be removed only by the City Manager (or the
Deputy City Manager or Assistant City Manager) and he/she may do so at any time that
permits the agenda for the Council meeting to be properly posted by the City Secretary's
Office under the Texas Open Meetings Act.
Item placed on the agenda by the Mayor may be removed only by the Mayor, and he/she
may do so at any time that permits the agenda for the Council meeting to be properly
posted by the City Secretary's Office under the Texas Open Meeting Act.
Items place on the agenda by a Councilmember may be removed only by that specific
Councilmember, and he/she may do so any time that permits the agenda for the Council
meeting to be properly posted by the City Secretary's Office under the Texas Open
Meeting Act.
(a) Information Required. Any item to be on the agenda must be provided to the City
Manager pursuant to a procedure established and modified by the City Manager from
time to time. Each item on the agenda must contain sufficient inforniation so that full
disclosure of the item to be addressed is present so as to alert the Council and the
public of the topic to be considered.
(b) Order for Listing Items: Responsible Staff. The agenda shall list all items for
consideration in a format recommended by the City Manager. The name and title of the
person or persons expected to present shall be stated on the agenda.
(c) Copy Provided to Mayor and Councilmembers. The City Secretary shall furnish the
Mayor and each Councilmember a copy of the agenda, including the proposed
ordinances, resolutions, petitions, notices, or other materials as required. Copies of
attaclnnents and background material will generally be provided for the initial
presentation only and should be retained by the Mayor and the Councilmembers until
such time as the item is finalized.
(d) Copy Available to Public. A copy of the agenda, with or without attachments as
determined by the City Manager, shall be made available to the public at City Hall
prior to the meeting. Copies of the agenda shall be available to the public at the
meeting.
(e) Order: Exception. The ordinances, resolutions, and other proposed actions shall be
taken up and disposed of by the Council in the order listed in the agenda, subject to
the right of the presiding officer to take up matters in a different order.
(f) Chair Shall Not Entertain Objections. An agenda item properly placed on a future
agenda by a member of Council during open session shall not be subject to objection
by another member.
6.2 Communication to Mayor and Council. The City Manager shall provide the Council with a
copy of each ordinance or resolution and appropriate analysis of items proposed to by
acted upon by the Council at a meeting. These communications shall be delivered to the
7
Mayor and Councilmembers along with the agenda. This information should also be
retained by the Mayor and Councilmembers until such time as the item is finalized. Staff
members, in making presentations to Council at a meeting of the Council, should
endeavor to restrict their presentations to five (5) minutes, excluding responses to
questions by the Mayor and/or Councilmembers.
6.3 Approval of Minutes. Minutes may be approved without public reading if the City Secretary
has previously furnished the Mayor and each Councilmember with a copy thereof.
6.4 Presentations by Members of Council. The agenda shall provide a time when the Mayor and
each Councilmember may bring before the Council any business that person believes
should be brought up during the "Requests by Mayor and Councilmembers" and
"Announcements by Mayor and Councilmembers" portions of the agenda. These matters
need not be specifically listed on the agenda unless the person desiring to make a
comment knows prior to posting of the agenda that he/she will make such comment. In
response to an unposted comment, there (1) may only be a statement of factual
information in response, (2) a recitation of existing City policy, or (3) discussion
regarding a proposal to place the subject on the agenda for a subsequent meeting.
6.5 Consent Agenda. At the direction of the City Manager (or in his absence the Deputy City
Manager or Assistant City Manager) with respect to items believed to be non -controversial,
the City Secretary shall place multiple items on a "Consent Agenda" portion of the agenda,
subject to the right of the Mayor or any Councilmember to request at the meeting that any
one or more of such items be removed from the Consent Agenda for individual
consideration. Readings of ordinances shall be posted for individual consideration
and shall not be included on the Consent Agenda.
ARTICLE 7
CONSIDERATION OF ORDINANCES, RESOLUTIONS, AND MOTIONS
7.1 Printed, Typewritten, or electronic Form. All ordinances and resolutions shall be presented
to the Council only in printed, typewritten, or electronic form.
7.2 City Manager Review. All ordinances and resolutions shall be reviewed by the City
Manager or his designee.
7.3 City Attorney to Approve. All ordinances and resolutions shall be approved as to form
and legal content by the City Attorney, when requested by the Mayor or the City
Manager.
7.4 Funding.. All actions authorizing an expenditure of money shall include the exact source
of the funds to be expended.
7.5 ReadinL of Caption Only. Upon being introduced, each proposed ordinance or resolution
shall be read by caption only.
7.6 Ordinances. Ordinances introduced at a Council meeting shall be adopted in accordance
with the city charter and state law as applicable.
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7.7 Recording of Votes. The ayes and nays shall be taken upon the consideration of all
ordinances and resolutions and shall be entered in the minutes of the Council.
7.8 Vote Required. Approval of every ordinance, resolution, or motion, unless otherwise
required by these Rules, the Charter, or State law, shall require the affirmative vote
of four (4) Councilmembers who are present and eligible to vote.
7.9 Tie Vote. In the event of a tie in votes on any motion, the Mayor shall cast the decisive
vote in accordance with Section 4.05 of the Charter. Other Councilmembers acting
as presiding officer shall not be restricted to voting only in the event of a tie.
7.10 Numbering Ordinances and Resolutions. The City Secretary shall assign a number to
each ordinance or resolution within the records of the City.
7.11 Ordinance Passage Procedure, After passage, an ordinance shall be signed by the
presiding officer and shall be attested by the City Secretary or Deputy City Secretary,
and it shall be filed and thereafter preserved in the office of the City Secretary.
ARTICLE 8
RULES OF DECORUM
8.1 Recognition by presiding officer. Subject to Section 8.5, No person shall address the
Council without first being recognized by the presiding officer.
8.2 Order. While the Council is in session, the Councilmembers must preserve the order and
decorum of the meeting, and a Councilmember shall neither, by statement or otherwise,
delay or interrupt the proceedings or the peace of the Council or disturb any other
Councilmember while speaking or refuse to obey the orders of the presiding officer.
Councilmembers are expected to remain on the dais during a Council meeting unless
they have good cause to vacate.
8.3 Presiding Officer. The Mayor or Mayor Pro Tem or such other member of the Council
who is serving as the presiding officer may participate in debate, subject only to such
limitations of debate as are the rights and privileges of a Councilmember by reason of
such Councilmember acting as the presiding officer. If the presiding officer is engaged
in debate and is, at the insistence of four (4) Council members, abusing the position of
the presiding officer, the presiding officer must relinquish the chair to the Mayor Pro
Tem, or in his/her absence, to the next most senior Councilmember (by time of service
on the Council) present. The Mayor Pro Tem or such other member, other than the
Mayor, who is serving as presiding officer may move, second, and debate from the chair,
subject only to such limitations of debate as are the rights and privileges of a
Councilmember by reason of the member acting as the presiding officer.
8.4 Improper References to be Avoided. When a Councilmember has the floor pursuant to
Section 2.5 or 8.5, he/she shall avoid all references to personalities and indecorous
language.
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8.5 Interruptions. A Councilmember, once recognized, shall not be interrupted by the Mayor
or another Councilmember when speaking unless it is to raise a point of privilege
(Section 9.4) or a point of procedure or order (Section 9.5), or to enter a motion to
withdraw a previously stated motion (Section 9.8), or as otherwise provided in these
Rules. if a Councilmember, while speaking, is interrupted as set forth herein, the
Councilmember so interrupted should cease speaking until the question is determined.
ARTICLE 9
MOTIONS AND MEETING PROCEDURES
9.1 Motions. A Councilmember, after he/she obtains the floor, or the Mayor may make a
motion on the particular subject of discussion, or a procedural point as permitted. A
"Second" to the motion, if required, must be made by a Councilmember who did not
make the motion within a reasonable but brief time period. The Mayor may not
"Second" a motion. A motion or a "Second" merely implies that the maker of the
motion and the person who "Seconds" agree that the motion should come before the
meeting and not that he/she necessarily favors the motion. Without a "Second", if
required, the motion dies.
9.2 Debate. Debate, if pem 1 itted, must be limited to the merits of the issue under discussion
as stated by the presiding officer.
9.3 Motion Procedures. There are twelve (12) types of motions in three (3) categories:
Meeting Conduct Motions (4 types), Disposition Motions (7 types), and Main Motions
(I type)'. When any motion is pending, any motion listed above it on the chart below
is in order; those below it is out of order.
May
Second
Resolved
Affirmative
2/3
Motion
Interrupt
Debatable
Required
Amendable
by ChairVote
by 4
o
Vo
Speaker
No Vote
Councilmembers
A. Meeting Conduct Motions
1. point of privilege
yes
no
no
no
yes
no
no
?. point of procedure or order
yes
no
no
no
yes
no
no
3. to appeal a ruling
no
yes
yes
no
no
yes
no
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4.to recess
B. Disposition Motions
no
yes
yes
yes
no
yes
no
I
5. to withdraw
yes
no
no
no
yes
I
no
no
6. to postpone
no
yes
yes
yes
no
yes
no
7.to refer
no
yes
yes
yes
no
yes
no
8. to amend
no
yes
yes
yes
no
yes
no
9. to limit or close debate or
"call the question"
no
yes
yes
yes
no
no
yes
10. to extend debate
no
yes
yes
yes
no
yes
no
1 l . to count the vote
no
yes
no
no
no--
no
no
C. Main Motions
12.to reconsider
yes
yes
no
no
yes
no
if original
motion was
debatable
13. to rescind
no
yes
yes
yes
no
no
yes
14.totake action
no
yes
yes
yes
no
yes***
no
Sections 9.3 through 9.14 are included by permission of Donald A. Tortorice, The Modem Rules of Order ABA
Publishing, 2nd Edition.
** Mandatory if seconded; no vote required.
••• Unless a greater vote is required by the Charter or State Law
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9.4 Point of Privilege. A point of privilege, sometimes called a point of personal privilege,
is a communication from a Councilmember to the presiding officer, drawing urgent
attention to a need for personal accommodation. For example, the point may relate to
an inability to see or hear, a matter of comfort, a matter of requested convenience, or
an overlooked right of privilege that should have been accorded to the
Councilmember(s). In essence, it is a call to the presiding officer for the purpose of
assuring a Councilmember's convenient and appropriate participation in the meeting.
Because of its urgent nature, a point of privilege can interrupt a speaker. Because it is
addressed to the attention of and action by the presiding officer, it cannot be debated
or amended, and no vote is required.
9.5 Point of Procedure or Order. A point of procedure, sometimes called a point of order, is
a question addressed to the presiding officer, no seconding is required, and either
inquiring into the manner of conducting business or raising a question about the
propriety of a particular procedure. It is simply an inquiry and is resolved by correction
or clarification by the presiding officer. A point of procedure can interrupt a speaker.
Because it is addressed to the attention of and action by the presiding officer, a second
is not required, and it cannot be debated or amended, and no vote is taken.
9.6 To Appeal a Ruling_ Decisions or rulings of the presiding officer are final on questions
of procedure, except that any ruling by the presiding officer's ruling can be appealed to
a vote of the Council. Whenever a Councilmember questions the appropriateness or
essential fairness of the presiding officer, that member can appeal the ruling to a vote of
the meeting. If, however, a motion is out of order as a matter of law (not a proper subject
of the meeting, improper notice given, etc.), the presiding officer's ruling cannot be
appealed. A motion to appeal cannot interrupt a speaker. To prevent frivolous appeals,
a second is required. The motion is subject to debate (which should be brief) and, by its
nature, is not amendable. To overrule a procedural decision of the presiding officer,
an affirmative vote of four (4) Councilmembers is required.
9.7 To Recess. A motion to recess requests a brief interruption of the meeting's business,
usually so that an ancillary matter can be addressed, or simply to provide a needed
break. Unless stated in the motion, the period of recess is decided by the presiding officer.
If necessary, a recess can extend the meeting from one day to another, subject to State law.
The motion cannot interrupt a speaker, and a second is required. It is debatable, it can be
amended, and an affirmative vote of four (4) Councilmembers is required.
9.8 To Withdraw. Only the maker of the motion can make a motion to withdraw it. It is
essentially a communication to the presiding officer that the maker is withdrawing his/her
proposal. This is the maker's privilege; thus, it does not require a second. Because the
withdrawal motion obviates discussion; it can interrupt a speaker. In addition, because
another Councilmember later can make a similar motion, a withdrawal motion is not subject
to debate, amendment, or vote. The presiding officer should simply state that the motion is
withdrawn, and the meeting should proceed with a new treatment of the issue at hand or a
new issue.
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9.9 To Postpone or Extend. These motions may arise from a need for further infonnation, a
matter of convenience, or for any other reason that will enable the Council to deal with the
issue more effectively during the same meeting or at a later time. Unless otherwise
specifically provided in the motion itself, a postponed or extension motion can be renewed
at a later appropriate time during the meeting or, if properly posted, at a later meeting. This
motion cannot interrupt a speaker. It requires a second, it is debatable, and it is amendable
(particularly as to postponement, timing), and an affinnative vote of four (4)
Councilmembers is required.
9.10 To Refer. A motion to refer is typically used to submit an issue to a committee, usually for study
leading to a subsequent recommendation. Because it ordinarily disposes the motion for purposes of
the current meeting, a motion to refer is subject to the same rules that apply to a main motion. (See
Section 9.14). This motion cannot interrupt a speaker, and a second is required. It is debatable and
amendable, and an affirmative vote of four (4) Councilmembers is required.
9.11 To Amend. A motion to amend proposes a change in the wording of a motion then under
consideration. When a motion to amend is pending and an amendment to the amendment is
proposed, the presiding officer should focus discussion on the latest amendment, resolve
that question, then proceed to the first amendment before continuing discussion on the main
motion. Votes on amendments are thus in reverse order of the sequence in which they are
proposed. A motion to amend cannot interrupt a speaker. It requires a second, and it is
debatable and amendable. An affirmative vote of four (4) Councilmembers is required for
approval of the amendment. Note that State law may restrict amendments to proposals that
are required to be set forth in the notice of the meeting.
9.12 To Limit or Close Debate or "Call the Question". Because the extent to which an issue is
discussed rests primarily with discretion of the presiding officer, it is the presiding officer
who carries the burden of ensuring that adequate time and discussion are given to differing
points of view. A motion to limit or close debate is therefore an overruling of the presiding
officer's determination. A motion to close debate is the same as a motion to "call the
question". Because this motion affects the most fundamental right of any Councilmember,
the right to speak one's views, it is the only procedural motion that requires an affirmative
vote of two-thirds of participants voting.
9.13 To Count the Vote. A motion to count the vote should be limited to those circumstances where
the convenient hearing of "yeas" and "nays" cannot clearly resolve the issue. It represents
the right of a Councilmember to have a vote demonstrated by count. That count can be
directed by the presiding officer either as a showing of hands or a standing of voting
members while the vote is recorded. Upon completion of the count, the presiding officer
announces the result -and final disposition of the issue voted upon. This motion cannot interrupt a
speaker. It requires a second; it is neither debatable nor amendable; and, because of the importance
of the matter, it should be considered mandatory; thus, no vote is required.
9.14 Motion to Reconsider. Allows a main motion to be brought back before the City Council for
consideration. May be made only at the meeting at which the vote to be reconsidered was
taken. It may be made by any member of City Council. Any City Council member may
second it. It can be made while any other question is pending, even if another member has
the floor. It requires a majority vote to pass. A motion may only be reconsidered twice. If
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the reconsideration is moved while another subject is before the City Council, it cannot
interrupt the pending business, but, as soon as the pending business has been disposed of
the motion has the preference over all other main motions and general business of the
agenda. In such a case the Mayor does not state the question on the reconsideration until
the immediately pending business is completed.
9.15 Motion to Rescind. The motion to rescind is a main motion without any privilege, may only
be made when there is nothing else before the City Council and must be made at the same
meeting at which the subject matter of the motion was considered, and it requires two thirds
vote of the City Council members. It cannot be made if a motion to reconsider has been
previously made. The motion to rescind can be applied to votes on all main motions with the
following exceptions: votes cannot be rescinded after something has been done as a result
of that vote that the City Council cannot undo; or, where a resignation has been acted upon,
or one has been appointed to, or expelled from, a committee or office, and was present or
was officially notified. In the case of expulsion, the only way to reverse the action
afterwards is to restore the person to the committee or office, which requires the same
preliminary steps and vote as is required for the original appointment.
9.16 To Take Action: Main Motions. Main motions state proposed policy or action on a substantive
issue being considered by the Council. As such, the motion is an initial call to take particular
action. Although lowest in precedence among all motions, main motions are clearly the most
important: through their content, the business decisions of the Council are detemlined. A
main motion can be made only when a prior main motion has been disposed of. It cannot
interrupt a speaker; a second is required; it is debatable and amendable; and an affinnative
vote of four (4) Councilmembers is required unless a greater vote is prescribed by the
Charter or State law.
9.17 Effect of Abstentions. action on required Abstentions; Effect of non -required Abstentions.
The following rules shall apply when a Council Member abstains from voting on an item:
When the Council Member is Le fall Obliylated to Abstain
When a Council Member is legally obligated to abstain from voting pursuant to Texas
Local Government Code Chapter 171, a local ordinance or the City Charter then the Council
Member shall leave the dais and exit City Council Chambers until such time as the debate
and vote on the item has been concluded. The City Secretary shall record that the
Council Member left the room and abstained from the vote in the official minutes and there
shall be no other effect.
When the Council Member has no Legal Obligation to Abstain from VotiM
When a Council Member has no legal obligation to abstain from voting then an abstention
shall be recorded in the minutes as an abstention and shall procedurally be treated as a "no"
vote.
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ARTICLE 10
ENFORCEMENT OF DECORUM
10.1 Warnia. All persons other than a recognized speaker shall, at the request of the presiding
officer, be silent. If, after receiving a warning from the presiding officer, a person persists
in disturbing the meeting, the presiding officer may order the person to leave the meeting.
The Chief of Police, or such member or members of the Police Department or other
persons as the presiding officer may designate, shall be sergeant -at -arms of the Council
meetings. If the person so requested does not leave the meeting, the presiding officer may
order the sergeant -at -arms to remove such person.
10.2 Removal. Any designated sergeant-at-anns shall carry out all orders and instructions given
by the presiding officer for the purpose of maintaining order and decorum at the Council
meeting. Upon instruction of the presiding officer, it shall be the duty of the sergeant -at -
arms to remove from the meeting any person who intentionally disturbs the proceedings of
the Council (or successor provision of law).
10.3 Resisting Removal. Any person who resists removal by the sergeant-at-arnis shall be
charged with violating Section 42.05 (a) of the Texas Penal Code.
10.4 Motions to Enforce. Any Councilmember may move to require the presiding officer to
enforce these Rules and the affirmative vote of a majority of the Councilmembers present
and eligible to vote shall require the presiding officer to do so.
10.5 Adjournment. In the event that any meeting is willfully disturbed by a person or groups
of persons so as to render the orderly conduct of such meeting unfeasible and when
order cannot be restored by the removal of the individuals who are creating the
disturbance, the meeting may be adjourned and the remaining business considered at
the next regular or a special meeting or, subject to State law, may be recessed to a set
time and date.
ARTICLE 11
CREATION OF COMMITTEES, BOARDS, AND COMMISSIONS
11.1 Standing Committees. The Council may create committees, boards and commissions to
assist in the conduct of the operation of the City government with such duties as the
Council may specify not inconsistent with the Charter, the Code of Ordinances, or
State law. Membership and selection of members shall be as determined by the
Council if not specified by the Charter, the Code of Ordinances, or State law.
(a) No person may concurrently serve on the Economic Development Corporation Board,
the Plamiing and Zoning Commission, or the Parks and Recreation Advisory Board.
(b) Persons related within the second degree by affinity or consanguinity to the Mayor or
any member of the Council shall not be appointed to the Board of Adjustments,
Economic Development Corporation Board, Planning and Zoning Commission,
15
Building and Standards Commission, or Tax Increment Reinvestment Zone Board.No
standing committee so appointed shall have powers other than advisory to the Council
or to the City Manager, except as otherwise specified by the Charter, the Code of
Ordinances, or State law.
11.2 Special Committees. The Council may, as the need arises, authorize the appointment of
"ad hoc" Council committees. Except where otherwise specifically provided by the
Charter, the Mayor and the City Council shall appoint the members of the special
committees. Any committee so created shall be given a "mission statement" directing
its activities. Any special committee 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 Councilmembers present and entitled to vote.
ARTICLE 12
CITIZENS RIGHTS
12.1 Addressing the Council. Any person desiring to address the Council by oral
communication shall first secure the permission of the presiding officer.
12.2 Manner of Addressing the Council. Time Limit. Each person addressing the Council
shall speak at the podium into the microphone (or at another designated location), shall
give his/her name and address in an audible tone of voice for the record, and, unless
further time is granted by the Council, shall, subject to Section 12.4 below, limit his/her
remarks to three (3) minutes or less. A person who addresses the Council through i a
translator will limit his/her remarks to six 6 minutes or less. All remarks shall be
addressed to the Council as a body, and not to any individual member thereof. No
person, other than members of the Council or City staff (when requested by the
presiding officer) and the person having the floor, shall be permitted to enter into any
discussion, either directly or through the members of the Council, unless requested or
approved by the presiding officer. No questions shall be asked the Councilmembers,
except through the presiding officer. Responses to questions may be limited as
required by State law.
12.3 Personal and Slanderous Remarks. Any person making personal, impertinent, or
slanderous remarks, or who shall become boisterous, either while addressing the
Council or otherwise while in attendance at a Council meeting, may be requested to
leave the meeting, pursuant to Article 10 of these Rules, and may be removed from the
meeting if necessary for the conduct of the remainder of the meeting. This is not
intended to prohibit public criticism of the Council, including criticism of any act.
omission. policy, procedure. program. or service unless such is otherwise prohibited by
law.
12.4 Public Hearings. After being recognized by the presiding officer, interested persons, or
their authorized representatives, may address the Council with respect to the subject
matter of a public hearing being conducted. The presiding officer may establish
procedures at a public hearing to limit the amount of time (which, unless modified by
the presiding officer, shall be as set forth in Section 12.2 above) interested persons may
16
speak, subject to the Councilmembers' right to appeal the presiding officer's ruling
pursuant to Section 9.6. Subject to modification by the presiding officer, and subject to
the Councilmembers' right of appeal pursuant to Section 9.6, the normal order of a
public hearing is as follows: (i) the opening of the hearing and the establishment, if any, of
a modified public hearing procedure by the presiding officer; (ii) address to the Council
by any interested person(s); (iii) discussion by the Mayor and Councilmembers,
including requests for infonnation from City staff or any person(s) who addressed the Council;
and (iv) action by the Council, if any is posted on the agenda relating to the hearing.
12.5 Written Communications. Interested persons, or their authorized representatives, may
address the Council by written communication in regard to any matter concerning the City's
business or over which the Council has control at any time by direct mail or by addressing
the City Secretary, who shall, at the request of the writer, distribute copies to the
Councilmembers. Written statements will not be read or made part of the official meeting
record.
12.6 Hearing of Residents. There shall be included on the agenda of each City Council meeting,
prior to any items listed on the agenda for action to be taken, an item labeled "Hearing of
Residents". After being recognized by the presiding officer, members of the public
(giving precedence to residents of the City) may address the Council on items on or
not on the agenda at that time, providing they have completed the "Hearing of Residents"
form, unless authorized by the presiding officer. The foml shall be made available to
persons wishing to address the Council prior to the calling of the meeting to order and such
completed form shall be made available to the presiding officer prior to the calling of the
meeting to order. The persons signed up for "Hearing of Residents" must speak during the
"Hearing of Residents" portion of the meeting. Councilmember and members of City
staff may not discuss unposted items nor take any action thereon except to (I) make a
statement of factual information, (2) make a statement of existing City policy, or (3) discuss
placing the item on a future agenda. Persons speaking shall be subject to the time limits
set forth in Section 12.2, unless otherwise authorized by the presiding officer.
ARTICLE 13
COUNCIL AND STAFF RELATIONS
13.1 City Manager to Provide Information. The City Manager is directly responsible for providing
information to all the Councilmembers concerning any inquiries by a specific
Councilmeimber. If the City Manager or his staff s time is being dominated or misdirected
by a Councilmember, it is his responsibility to inform the Mayor or the Council as a whole.
13.2 City Manager's Responses to Requests. The City Manager is expected to respond in a timely
manner to the Council and Councilmember's requests. When information is requested, the
City Manager will estimate a reasonable time frame for collecting the requested
information.
(a) If the City Manager disagrees with the request, he should say so and explain his position.
(b) If the City Manager disagrees with individual directives, he should initiate clarification of
17
the Council's will with regard to the individual Councilmember's request.
(c) The City Manager may delegate responsibility for the response as necessary and
appropriate, but the City Manager will be responsible for its receipt by the Council in a
timely manner.
(d) The City Manager should maintain a checklist and timetable for requests and other
directives of the Council.
(e) All Councilmembers will be provided the same written information when any matter
under consideration may be of general concern to the Council. There will be no
preferential dissemination of information by the City Manager or his staff.
13.3 Directions to City Manager. During meetings of the Council, unless a vote is taken, a
consensus of the Councilmembers present will be required to direct the City Manager
to take any action.
13.4 City Manamer's Duty to Inform. The City Manager is responsible for keeping the Council
informed. The Council should be provided weekly reports outlining progress on
outstanding issues as well as information on new issues and opportunities. Additionally,
the Council should be informed of City news prior to release of such information to the
community, newspaper(s), or other governmental entities, etc.
13.5 Customer Concerns. It is the responsibility of the City Manager to establish procedures
for handling customer concerns in all departments with prompt feedback to citizens
and Councilmembers.
13.6 City Manager/Council Relations. The City Manager should strive to maintain positive
relations with the Council by following these guidelines:
(a) Work to establish mutual trust with the Council.
(b) Maintain open lines of communication with the Council and keep Council informed.
(c) Inform all Councilmembers of educational opportunities, recognizing that an
educated Council is in the City's best interest.
(d) Include the Council in City -sponsored employee social events.
(e) Conduct orientation sessions for new Councilmembers, including a tour of City
buildings and introductions to staff.
ARTICLE 14
CITY COUNCIL TRAINING AND TRAVEL POLICY
14.1 Training for Council. The purpose of the Training and Travel Policy is to ensure that all
training and travel undertaken by City Council Members is aligned with his or her
official municipal duties, contributes to effective governance, and represents
is
responsible stewardship of public funds. This policy applies to all elected members of
the City Council who have not completed the term for which they were elected nor
tendered a resignation. Elected officials serving in a hold -over status to ensure the
furtherance of governmental business may not participate in city -funded training nor
be reimbursed for training received after their official term has ended or they have
effectively resigned.
14.2 Authorized Training Opportunities. City Council Members are encouraged to participate
in professional development and training that enhances his or her understanding of
municipal governance, policy development, and public services. Authorized training,
workshops, and conferences may be provided by:
(a) Texas Municipal League (TML) and its affiliates
(b) National League of Cities (NLC)
(c) Alamo Area of Governments (AACOG)
(d) Texas Association of Counties (TAC)
(e) Texas State Agencies
(f) Texas Institutions of Higher Education Certification Programs
14.3 Authorized Training Not Listed Above. Other training opportunities not listed above
may be considered on a case -by -case basis but must be clearly relevant to municipal
duties and approved by the City Council prior to registration, based on the following
considerations:
(a) Relevance to municipal duties - the training should align with the responsibilities
and decision -making duties of a city council member.
(b) Availability of remaining City Council training funds - training expenses must be
within the approved budget for council professional development.
(c) Public purpose and benefit to the city - the training should provide measurable or
demonstrable value to city governance, operations or community outcomes.
(d) Timing and scheduling relative to critical city budget obligations - opportunities may
be deferred or denied if conflicting with budget adoption.
14.4 Webinar Participation. All webinars must be relevant to municipal duties.
14.5 Notification and Registration Process. Before registering for any training or travel, the
Council Member must submit a travel form to the City Secretary's Office to verify the
availability of training and travel funds. Once confirmation is received, option (a) or
(b) is available:
(a) The Council Member may complete registration on his or her own and book travel
19
(airfare and lodging); or
(b) Request the assistance of the City Secretary's Office to complete registration and
make travel arrangements on his or her behalf.
All arrangements must comply with the City's travel guidelines.
14.6 Travel Expenses. All municipal business travel expenses, including transportation,
lodging, per diem, and incidentals, shall follow the same procedural standards and
limits established for City staff. Request for Travel (RT) form should be submitted to
the City Secretary to ensure travel (car, flight), hotel accommodation, and per diem is
calculated. City -funded travel is limited to official City business, including municipal -
related training, conferences, and events in which the Council Member is attending in
his or her official capacity. Council Members are expected to exercise fiscal
responsibility and seek cost-effective arrangements.
14.7 City's Credit Card Policy The City of Schertz provides business credit cards to allow
for and provide immediate access to goods and/or services, to more easily allow for
travel, and to make small purchases with businesses. Individuals issued credit cards
may initiate a transaction within the limits of the city's credit card policy. Receipts
must be submitted to the City Secretary's Office within 10 days of purchase. Note: If
per diem is made available for your travel the credit card may not be used as a source
of payment for food and beverage purchases. Alcohol purchases on the city credit card
are prohibited.
14.8 Annual Budget Limits and Discretionary Approval. Each Council Member will be
allocated an annual training and travel budget as detelmined in the City's adopted
budget. If a Council Member's requested training or travel expenses exceed the
allocated amount, City Council shall have the discretion to approve or deny the
additional expense, in accordance with Section 14.3 (a) through (d).
14.9 Policy Compliance., All Council Members are expected to comply with this policy. Any
expenses incurred outside the scope of this policy will be disallowed. The City
Secretary 's office shall maintain records of all training and travel for auditing and
public transparency purposes.
Amended: July 21, 2026
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