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Home My WebLink AboutMIN 05.16.2000 CC-SMINUTES OF THE SPECIAL MEETING OF THE GOVERNING BODY OF THE CITY OF GEORGETOWN, TEXAS TUESDAY, MAY % 2000 The City Council of the City of Georgetown, Texas, met in Special Session on the above date with Mayor MaryEllen Kersch presiding. Regular Session — Called to Order at 5:37 p.m. Executive Session A. Sec.551.071 consultation with attorney B. Sec.551.072 deliberation on real property - Georgetown Village Pool Regular Session — 7:57 p.m. B. Action from Executive Session There was no action from Executive Session C. Consideration and possible action regarding the Council Meeting brochure regarding speaker sign-up format to include, but not restricted to issues relating to: (1) Open Meetings Act compliance regarding citizen comments; (2) disclosure of speaker special interest group affiliation; (3) speaker -deferral guidelines; (4) time constraints for speakers addressing Council; (5) other related issues. Kersch reviewed her notes to Council regarding this item. Bain asked to add that the audience would turn off cell phones and pagers. It was suggested that wording could be added to Item 5A and that it should say: "all audible cell phones and pagers should be turned off." Kersch noted that Banks suggested adding that persons who disrupt the meeting by not adhering to these rules may be asked to leave. Kersch asked Banks to determine whether the word "will" or "may" should be used in the document. Banks said the word "may" could be used, unless this is going to be incorporated into the procedures ordinance, in which case the word used should be "will" or "shall." Kathryn Heidemann, P. O. Box 281, said she preferred the old policy of allowing the public to comment. She said she felt the Attorney General did not agree with the Texas Municipal League's interpretation. She also said she did not like the disclosure of special interest - group affiliation. Kersch explained the reason behind asking for the disclosure. Lyda said he felt it would be irrelevant to disclose affiliation unless the speaker were speaking on a subject for which the affiliation might have interest. Navarrette said he didn't think it would be necessary to know the affiliation unless the speaker was speaking on behalf of a certain organization. Kersch said the Council has a responsibility to make sure that issues of concern that people might wish to speak about would be placed on the agenda in order for the citizen to be able to address the Council. Bain spoke of not having liked the interpretation in the beginning, Minutes of Special Meeting May 16, 2000 Page 1 of 3 Pages but has since seen the results of the ruling and feels it allows Council to be prepared in advance and should lead to more meaningful discussion about issues. Lyda asked to deal with speaker deferral issues. He suggested that no speaker should be allowed to speak on a deferral from more than two other people for a total allowed time of nine minutes. Tonn suggested limiting the time to six minutes. Banks suggested when it is a subject that the Council wishes to find out more about, they have the option to ask questions which lengthens the time allowed for the speaker. Council agreed with the three- minute rule with a one -minute warning. Bain noted that allowing citizens to speak is a privilege that the council allows to the citizens, and therefore the Council should set the guidelines. Banks said the only time the Council is required to allow public comment is during a Public Hearing. Kersch said she feels strongly that it is important to allow every person an opportunity to speak. There was more discussion as to how many times or how long a person should be allowed to speak. Banks expressed that the past policy had been "three minutes per item" with a total of no more than five minutes. Council agreed to a six -minute limit when the speaker is allowed to continue on a deferral from another speaker. Council agreed to set ten minutes as the limit on the amount of time allowed for formal presentations by applicants Council agreed that all printed information must be provided in the agenda packet for any item that is placed on the agenda rather than being provided for review on the dais just minutes prior to the meeting or at the time the item is discussed. Banks asked for further clarification, and it was determined that if an issue changed after the packet was distributed, but prior to the meeting, the Council should be notified of the change and would make a determination as to whether to handle the item or defer it to a future agenda. There was discussion on whether to state on the meeting brochure/sign-up sheet that if a speaker brings information to share with the Council, it must be provided in advance or may not receive full consideration. Navarrette said he would prefer not to have anything printed in the brochure so as not to discourage citizen participation. D. Consideration and possible action on establishing Council policy regarding City Council - appointed boards and commissions including, but not limited to issues such as attendance, conflict of interest, conduct, and responsibility of members — Mayor MaryEllen Kersch Kersch asked Council for their reaction to her draft policy relating to Boards and Commissions. Bain and others asked to remove the term "risk-taking" from Paragraph 8 on the draft policy. Kersch suggested that Council adopt paragraphs 1, 3, 5, 6, and 7 of the d raft. Motion by Lyda, second by Bain to adopt the draft provided by Kersch entitled "Responsibilities of Board and Commission Members" with a modification to paragraph 8, removing the term "risk-taking." Approved 7-0. E. Consideration and possible action on establishing Council policy relating to City projects involving preservation and/or historic issues — Mayor MaryEllen Kersch Minutes of Special Meeting May 16, 2000 Page 2 of 3 Pages Banks asked for clarification and suggested that staff bring back recommended wording for an ordinance to be considered at a future meeting. F. Discussion and possible action on Council Governance Policy — Councilmember Charles "Noss" Burson and Mayor MaryEllen Kersch Kersch asked Council to review the International City Managers Association (ICMA) guidelines for Council in the paper entitled "Council -Manager Relations in Small Communities." Burson suggested that Council review the existing Council governance policy and rewrite it. Lyda suggested waiting until after the City Manager is selected. Kersch asked the Council to review the ICMA guidelines and be prepared to discuss and possibly take action at the first Council Meeting in June. G. Consideration of the appointment of a Councilmember to the City Council Facilities Subcommittee to replace former Councilmember Charlie Barton — Mayor MaryEllen Kersch 11 • • • C. • • • • • .•• • -• H. Discussion regarding the composition of a citizen committee to investigate options for funding needed transportation and parkland improvements — Councilmember Lee Bain and Mayor MaryEllen Kersch It was determined that the issue of providing additional space for the Georgetown Public Library should be added to the charge of this committee. Bain noted that transportation issues and parkland improvements require funds, and a group of citizens needs to determine all the options and make recommendations to the Council as to whether or how the improvements would be funded. Banks said she would research the regulations of using sales tax for parks. Bain said the Council should not tell the Committee what to do or how to do it, but allow them to determine if the projects should be done and how they would be funded. Council decided on one large committee that would "break" into subcommittees, as needed. It was decided that an item would be placed on the May 23, 2000 Council Agenda and would be worded to determine the members of, and the charge for a committee regarding transportation, parkland and city -owned facilities. Council agreed to defer the Council governance discussion to the first council meeting in June. The meeting was adjourned at 9:40 p.m. Approved: Mayor MaryEllen Kersch Minutes of Special Meeting May 16, 2000 Page 3 of 3 Pages Attest: Secretary Sandra D. Lee