HomeMy WebLinkAbout09/22/2011 - Regular Minutes - Sunset Advisory CommitteeMINUTES OF THE SUNSET ADVISORY COMMISSION
CITY OF COLLEGE STATION
SEPTEMBER, 22, 2011
STATE OF TEXAS §
COUNTY OF BRAZOS §
Present:
Dick Birdwell, Chairman
Gary Erwin
M.D. Marshall
Merribeth Kahlich
City Staff:
Shelley Major, Records Management Coordinator
1. Call to Order and Announce a Quorum is Present
With a quorum present, the Regular Meeting of the Sunset Advisory Commission was called to
order by Chairman Dick Birdwell at 6:01 p.m. on Thursday, September 22, 2011 in the
Administrative Conference Room No. 2 of the City of College Station City Hall, 1101 Texas
Avenue, College Station, Texas 77842.
Mr. Birdwell and commission members gave brief introductions.
2. Presentation, possible action, and discussion on parliamentary procedure.
MOTION: Upon a motion made by Commission Member Marshall and a second by
Commission member Erwin, the Sunset Advisory Commission voted four (4) for and none (0)
opposed, to conduct general business of the commission by Robert's Rules of Order. The
motion passed.
3. Presentation, possible action, and discussion on committee attendance policy.
MOTION: Upon a motion made by Commission Member Kahlich and a second by
Commission Member Erwin, the Sunset Advisory Commission voted four (4) for and none (0)
opposed, to re -open the application process and request applications for vacant seats on the
commission. The motion passed.
4. Presentation, possible action, and discussion to select regular meeting dates.
MOTION: A motion was made by Chairman Birdwell to set regular meeting dates for the 3`
Thursday of each month at six o'clock, location to be determined. The motion passed by rule of
common consent.
5. Presentation, possible action, and discussion on creating a mission statement and goals
for the Sunset Review Commission.
The committee reviewed the policies and procedures set in place by the Sunset Advisory
Commission Ordinance. Mr. Birdwell started dialogue by expressing his concern about the
requirements to interview each committee member individually and attend two committee
meetings. Mr. Erwin stated that attending one meeting should be sufficient in order to get a
broad overview of each committee and then making inquiries of board members as needed. Mr.
Birdwell discussed splitting up the committees evenly between members. Mr. Marshall
suggested drafting a questionnaire in place of individual interviews.
No action was taken and further discussion was postponed until all :positions on the Sunset
Advisory Commission are filled.
6. Presentation, possible action, and discussion on future agenda items — A Sunset
Advisory Commission member may inquire about a subject for which notice has not been
given. A statement of specific factual information or the recitation of existing policy may
be give. Any deliberation shall be limited to a proposal to place the subject for a
subsequent meeting.
Mr. Birdwell will draft a questionnaire and procedure for the sunset process. He also requested
from staff that a packet outlining the full list of city Boards, Commissions, and Committees be
included in the agenda for the October 20` 2011 meeting.
The committee requested that Mrs. Sherry Mashburn, City Secretary, be invited to attend the
next meeting, to discuss the stipulations of the ordinance outlining the procedures for the sunset
process.
Mr. Erwin requested that a hear visitors section be added to the beginning of each agenda.
Adiournment
There being no further business, Chairman Dick Birdwell adjourned the Regular Meeting of the
Sunset Review Commission at 6:35 p.m. on Thursday, September
,,4, 2011.
Dick Birdwell, Chairman
ATTEST:
Shelley M ' r, Staff Viaison
Records Management Coordinator