Board of Directors Regular Meeting Agenda


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Meeting Date: 12/05/2018  

SUBJECT MATTER:
Receive, consider and act upon adopting the Board of Director’s meeting schedule for 2019;
FISCAL IMPACT:
N/A
BACKGROUND:
The proposed Board meeting calendar for 2019 is based on the 2018 schedule and the Board Policy on meeting time, date and format. The Board meeting dates are typically the fourth Wednesday of each month at 4 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. In addition, planning sessions are scheduled for 6 p.m. on the fourth Wednesday and 4 p.m. on the Thursday prior, consistent with the Board’s current schedule for incorporation-related planning sessions. 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.
 
The proposed calendar also includes a budget planning session in May in lieu of one of the regularly scheduled planning sessions to allow the Board to discuss broader topics in preparation for the August 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. In addition, the proposed calendar notes that prior to the Wednesday Board Meeting in January, a program to recognize Township volunteers will be held at 5 p.m. at the Town Hall building.
 
In November, based on current election law, the Board must canvass election results within the 8th to 14th day following the election, making the canvass period November 13-19, 2019. A special meeting for this purpose is scheduled for Friday, November 15 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 2019. 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 20). When this meeting falls on the night before Thanksgiving, the meeting has traditionally been moved to the last Wednesday of the month; however, in 2019 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 20 at 4 p.m.

It was noted earlier this year that if the Board follows its previous meeting format, the Thursday, January 17, 2019, meeting and planning session 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 2019 calendar year.
Attachments
Board Operation Policy - Meeting time and format
Draft 2019 Meeting Schedule


    

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