Board of Directors Regular Meeting Agenda


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Meeting Date: 12/04/2019  

SUBJECT MATTER:
Receive, consider and act upon adopting the Board of Directors meeting schedule for 2020;
FISCAL IMPACT:
N/A
BACKGROUND:
The proposed Board meeting calendar for 2020 is based on the 2019 schedule and the Board Policy on meeting time, date and format. The Board meeting dates are typically the fourth Wednesday of each month at 6 p.m., and the Thursday prior to the fourth Wednesday at 6 p.m. (with the exception of the November and December meetings), as reflected on the attached calendar. While the meeting times have been adjusted from time to time, this meeting schedule has essentially stayed the same since 2012. The draft calendar presented is not a recommendation from staff, however, it merely represents a continuation of the current schedule. The Board sets policy related to meeting time and format, and annually establishes its meeting schedule.

In 2019, Board planning sessions on Incorporation have been held as needed. In 2019, Incorporation planning sessions typically have been held on the same days as regular meeting days, with the regular meeting moving to 4 p.m. to accommodate a planning session at 6 p.m. While the Board will need to hold Incorporation planning sessions in 2020, no meeting schedule for this purpose has been established. The Board's next planning session on Incorporation is scheduled for Wednesday, December 11, 2019, at 6 p.m.

The proposed calendar includes a budget planning session in April in lieu of one of the regularly scheduled planning sessions to allow the Board to discuss broader topics in preparation for the July budget workshops. A proposed schedule for budget workshops will not be available until after the first of the year, pending information from the Montgomery County Tax Assessor's Office on deadlines. Due to changes in tax law in 2019, the budget planning process will take place earlier in the year than in the past.

In November, based on current election law, the Board must canvass election results within the 8th to 11th day following the election. Because the 11th day is a Saturday, the deadline is moved to Monday, making the canvass period November 11-16, 2020. A special meeting for this purpose is scheduled for Friday, November 13 at 4 p.m.; however, it should be noted that the Counties are unable to guarantee delivery of final results until the last day to canvass and this meeting date and time may need to be adjusted once feedback is received from the Counties' election offices in 2020. Since 2020 is a Presidential Election year, it is possible that this results will not be available until November 16. In accordance with Board policy, the first meeting of the new Board should be held on the third Wednesday of the month. The Wednesday following the canvassing meeting is the third Wednesday of the month (November 18). When this meeting falls on the night before Thanksgiving, the meeting has traditionally been moved to the last Wednesday of the month; however, in 2020 there is no conflict. The attached calendar proposes the consolidated November meeting to seat the new Board and elect officers be held on Wednesday, November 18 at 6 p.m.

In addition, the proposed calendar notes that prior to the Wednesday Board Meeting in Febuary, a program to recognize Township volunteers will be held at 5 p.m. at the Town Hall building. 

It has been noted in years past that if the Board follows its previous meeting format, the Thursday, January 16, 2020, meeting will be held at the same time as The Woodlands Area Chamber of Commerce's Taste of the Town event.
RECOMMENDATION:
Adopt a schedule of meeting dates for The Woodlands Township Board of Directors for the 2020 calendar year.
Attachments
Draft 2020 Meeting Schedule
Board Operation Policy - Meeting time and format


    

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