EXHIBITA  A  CORPORATED)  City Council Protocol Policy Adopted May 19, 2022 Amended November 2, 2023 Amended November 16, 2023 Amended May 2, 2024  City ofHutto City Council Protocols  Page 1of24    EXHIBIT A  1 Overview of Roles and Responsibilities  a) Role oft the Mayor The Mayor shall:  1) Act as the official head oft the City for all ceremonial purposes. 2) Chair Council Meetings and Work Sessions ofthe City Council. 3) Vote on propositions that come before the City Council but shall have no 4) When authorized by the City Council, sign all official documents such as ordinances, resolutions, conveyances, grant agreements, official plats,  power to veto. contracts, and bonds. 6) Call for special meetings.  5) Recognize comments from citizens at public meetings.  7) Selectasubstitute for City representation when Mayor cannot attend. 8) Makej judgment calls onj proclamations, special presentations, etc. 9) Recommend subcommittees as appropriate for Council approval. 10)Lead the Council into an effective, cohesive working team. 11) Work with City Manager or designee to prepare the Council agenda. 12)Perform such other duties consistent with this Charter or as may bei imposed  upon him or her by the City Council.  b) Role ofMayor Pro-Tem  The Mayor Pro-Tem shall be elected by the City Council at the first regular City Council Meeting following each regular City election or allowed by the Hutto City Charter. Ifthel Mayor Pro-Tem position becomes vacant or the Mayor Pro-Tem is removed by forfeiture of office, the Mayor Pro-Tem shall be elected at the next regular City Council Meeting to fill the remainder of the term of the Mayor Pro-  Tem.  The Mayor Pro-Tem shall:  1) Act as Mayor during the disability or absence of the Mayor, and in this capacity shall have the rights conferred upon the Mayor.  Roleofa Council Member  All members of the City Council, including those serving as Mayor and Mayor Pro- Tem, have equal votes. No Councilmember. has more] powert than any other Council  member, and all should be treated with equal respect.  AlICouncil members shall:  1) Fully participate in City Council Meetings and other public forums while demonstrating respect, kindness, consideration, and courtesy to others.  City ofHutto City Council Protocols  Page 2 of24    EXHIBITA  2) Prepare in advance of Council Meetings and be familiar with issues on the agenda. Stay focused and act efficiently during public meetings. 3) Represent the City at ceremonial functions at thei request oft the Mayor. 4) Be respectful of other people's time. Serve as a model of leadership and Provide contact information to the City Manager's Office in case an emergency or urgent situation arises whilea Council member is out oftown. 7) Demonstrate honesty and integrity in every action and statement. 8) Participate in scheduled activities to increase team effectiveness and review Council procedures, such as this Council Protocol Policy.  civility to the community.  5) Inspire public confidence inl Hutto government.  d) Meeting Chair's Responsibilities  The Mayor will chair official meetings of the City Council, unless the Mayor Pro- Tem or another Council member is designated as Chair of a specific meeting. This individual maintains order, decorum, and the fair and equitable treatment of all speakers and keeps discussion and questions focused on the specific agenda item  under consideration. Parliamentary Authority  1) Robert's RulesofOrder, 12th Edition 2021, shalll bei thej parliamentary authority for City Council Meetings, until the 13th or other successive edition is designated by the City Council Rules and Procedures may be adopted that conflict with. Robert' 's Rules ofOrder and shall take precedence. 2) When rules and procedures are silent on an issue, Robert's Rules of Order shall 3) When Robert's Rules of Order conflict with statues, the Charter, ordinances, resolutions, or motions oft the City Council, the latter shall prevail. ) Process for Appointment to a City Board. Commission, Committee. EDC.LGC, The City Council is responsible for making appointments to a City Board, Commission, Committee, EDC, LGC, TIRZ or Task Force. To promote a process that is efficient, transparent, and that allows input from the entire City Council, the following process shalll be used to make appointments toa City Board, Commission,  prevail.  TIRZ or Task Force  Committee, EDC, LGC, TIRZ or Task Force: 1) The City Secretary shall collect applications.  2) After receiptofapplication, the City Secretary will verify that each applicant meets the qualifications for serving on the desired Board or Commission. 3) Thel list ofapplicants and vacancies willl bes sent to thel Nominating Committee for consideration. (Applications will be available in a drop box for review  by the entire Council).  City of] Hutto City Council Protocols  Page3 30 of24    EXHIBITA  4) The Nominating Committee will consist oft three (3) Council Members who will serve for one year, beginning January Ist ofeach year, and the chair of the Board or Commission whose vacancy is being considered. Council Members with odd-numbered seats (1,3, 5) will begin service in odd- numbered years, and Members with even-numbered seats (2,4,6)willl begin service in even-numbered years. The Mayor does not serve on the 5) The Chair of each Board, Commission, Committee, EDC, LGC, TIRZ, or Task Force,ifapplicable, will also participate in thel Nominating Committee when considering appointments to their specific Board, Commission, The Nominating Committee will review applications, interview applicants, and present recommendations to the full City Council at the next Council Meeting held after thei meeting. Thel Nominating Committee shall notify the City Secretary of the names for nominees ahead ofthe meeting where they will be presented for a vote oft the entire Council. The City Secretary shall notify the other Council Members oft the impending nominations before the 7) All Board, Commission, Committee, EDC, LGC, TIRZ, or Task Force appointments must be confirmed by a vote of the City Council. 8) Noperson can be ppoimedtoaCiycreated Board, Commission, Committee, EDC, LGC, TIRZ, or Task Force unless that person has filled out and submitted an appropriate application1 toi the City Secretary before thei meeting at which they are appointed by the City Council. A new application does not need to be submitted for aj person being re-appointed to a position. 9) Appointments to the Economic Development Corporations, Local Government Corporations, and TIRZ Boards will follow the process as outlined ini the Bylaws governing those organizations. 10)It is preferred, but not required, that appointees serve on only one Board, Commission, Committee, EDC, LGC, TIRZ, or Task Force at a given time. 11)For Boards or Commissions having alternate members, upon thei removal or resignation ofaregular member, the alternate withi thel longest tenure shall be 12)Reappointments of existing members only require written notice by the member to the Nominating Committee indicating they are interested and willing to continue serving in their current appointment. The Nominating Committee will noti requireanew: application! buti may chooset tointerviewthe member prior to presenting the name tot the City Council forr reappointment. 13) The City Secretary's Office shall bei responsible for orienting and swearing- in (if applicable) newly appointed members to Boards, Commissions, etc. This orientation shall include official notice of appointment, listing responsibilities, notifying the appointee of the days, times, frequency, and locations of meetings, and notifying the Chair of the appointment. This orientation shall bec done as sonspacticabealertheappointumemtismade  Nominating Committee.  Committee, EDC, LGC, TIRZ, or Task Force.  meeting.  given first preference when filling the vacancy.  City yofHutto City Council Protocols  Page 4 of24    EXHIBIT. A  g) Process for Removal from a City Board, Commission. Committee. EDC. LGC, The City Council is responsible for removing members from a City Board, Commission, Committee, EDC, LGC, TIRZ, or Task Force. To promote a process that is efficient, transparent, and that allows input from the entire City Council, the following process shall be used to remove members from a City Board, 1) Absences - Any City Board, Commission, Committee, EDC, LGC, TIRZ, or Task Force member whose attendance falls below 75% within a rolling 12-1 month period or missing four consecutive meetings shall be considered for removal. The Chair shall provide written notice to the City Secretary of the dates and reasons, if known, of the member's absences. The City Secretary shall work with the City Manager or designee to add an item to the next regular City Council Meeting for discussion and possible action on1 the removal oft the member. The City Secretary shall also notify the member of their non-compliance of the attendance requirement to allow them an 2) Other Removals- - A Board, Commission, Committee, EDC, LGC, TIRZ, or Task Force member serves at the pleasure of the City Council and may be a) Upont thei recommendation: ofany member ofthe City Councilandi the affirmative vote of four (4) or more members oft the City Council. b) The Board, Commission, EDC, LGC, TIRZ, or Task Force may, by majority vote, submit to the City Council a recommendation for one oft their own members to be removed. The Chair shall forward this recommendation to the City Secretary, who shall work with the City Manager or designee to add an item to the next regular City Council Meeting for discussion and possible action on the recommendation for removal. The City Council may remove the member by the affirmative vote of four (4) or more members oft the City Council.  TIRZorT Task Force  Commission, Committee, EDC, LGC, TIRZ, or Task Force:  opportunity to respond.  removed in either of the following manners:  3) Vacancies shall be filled in accordance with the appointment procedures for 4) These removal procedures do not apply to any Board, Commission, Committee, EDC, LGC, TIRZ, or Task Force established by state or federal law, City Charter, or ordinance to the extent these procedures are in direct  new members.  conflict with such other law.  h) Nomination and Voting Procedure for Positions not Subject to Nominating For positions not subject to Nominating Committee recommendations, the City Council shall follow the procedure for nominations from the floor described below:  Committee Recommendations  City ofHutto City Council Protocols  Page 5of24    EXHIBITA  Nominations:  a) Thej presiding officer will call fori nominations from the City Council bys stating, for example, Nominations are nowi in order fort the office b) AI Member need not be recognized by the presiding officer to make aj nomination, unless the Member wishes to speak in the debate on it d) The presiding officer repeats each nomination until all nominations Members ofthe City Council are not required to make ai nomination, but no Member may nominate more than one person. Alli nominations are completed before voting takes place.  of..."  at the same time. Nos second is required. for the office have been made.  2) Voting:  a) Votes can be cast for any person who is eligible for election, even if b) When called upon by the presiding officer, every Member, in turn, will state the name oft the person they are voting for. Ifno nominee receives at least four votes, the nominee with the lowest votes shall be dropped from consideration and voting will be repeated for the remaining nominees. This procedure will be followed until one nominee receives at least four votes. d) Once a nominee receives at least four votes, a motion may be accepted to appoint such nominee to the office or position. Aftert the motion iss seconded, discussion on the motion is entertained and then a formal vote to appoint the nominee is conducted. Ifthe motion fails, the nomination process may be repeated until the  that person. has not been nominated.  office or position is filled.  Charge from the Mayor and Council.  1) The Mayor and Council shall adopt a "charge" for every appointed Board, 2) The charge shall be recommended by the appropriate City staff liaison 3) The charge by definition establishes the direction, boundaries, and intended accomplishments of a Board, Commission, or Committee and includes  Commission, or Committee. designated by the City Manager.  appropriate elements, such as the following: a) General powers and duties b) Vision and/ori mission statements Goals, responsibilities d) Officers, members e) Qualifications Ethics and standards of! performance g) Training requirements  City ofHutto City Council Protocols  Page 6 of24    EXHIBITA  h) Timeline, schedule, reporting dates Meeting requirements Accountability to Mayor and Council k) Accessibility and accountability to the public I) Liaison with City staff Mayor and Council. modified as necessary.  4) The charge shallbei reviewed ini required orientation and subsequent training. 5) The City Secretary shall develop ai template for committee charges from the 5) This charge shall be reviewed annually by Council and staff and updated or  2 Meetings  a) Agenda Development. Review. and Posting  The agenda of each City Council Meeting is prepared as a joint effort between the Mayor, City Manager or designee, and any other staff members designated by the The Mayor may consult with the City Manager or designee regarding proposed agenda items to be included in the agenda of a regular or special meeting of the Council. The review may be waived by the Mayor or other presiding officer. Ifnot waived, the review should be an update regarding the agenda, recommended actions, and other developments. The review shall focus on the agenda and related written materials and shall not constitute. al briefing. The review shall not be subject to the posting requirements of the Texas Open Meetings Act, unless attended by Any two members ofCity Council may place items on the agenda by submitting them to the City Manager or designee or City Secretary preferably noon on the Tuesday of the week prior to the Thursday Council Meeting, but no later than the day of posting of the City Council Meeting. The request should state the nature of the item, the desired action by City Council, and include any supporting material. Once finalized, the proposed agenda and packet are placed into the designated City Council online file location on the Friday before the scheduled meeting date. Council members have until noon ont the Monday before the scheduled meeting date to propose changes or corrections to the proposed agenda and packet. The agenda items placed by the members of the City Council are not subject to review by the Mayor, other Council Member, City Manager or designee, or other City staff member, norisa an agenda item subject to editing without the approval ofthe member ofthe Council who submitted it. Thei final agenda is posted ont the City Hall Bulletin Board and on the City's website in accordance with the Texas Open Meetings Act (the "TOMA"). A link to the packet shall be emailed to all Council Members.  City Manager.  additional Council Members.  City ofHutto City Council Protocols  Page 7 of24    EXHIBITA  b) Meeting Schedule  Regular meetings arel held the first and third' Thursdays ofe each month at 7:00 p.m., in the City Hall Council Chambers, 500 W. Live Oak Street, Hutto, Texas. Other meetings may arise on an as-needed basis, such as budget work sessions. A schedule of regular meetings is determined in December for the upcoming, year. At times, scheduling conflicts will arise, and ai regular meeting may be rescheduled to another day. Per thel Hutto City Charter, any special meeting may be called by the  Mayor or three (3) Council Members.  Work Sessions  Work Sessions have several purposes:  to discuss pending items for the Council agenda; 2) to discuss items that staff needs tol bring to Council's attention; 3) to receive progress reports on current projects; and 4) tohear regular updates from members ofappointed Boards, Commissions,or Overall, the purpose ofthe work session is for Council and staffto meet and discuss various items in ani informal mannerwhere questions may bes asked ofe each otherand in-depth discussion can take place. Official action on City business is allowed to take place during Work Sessions in the same manner as action is taken by City Work sessions are typically held at 6:00 p.m. on the day oft the Council Meeting but may be held on other days and at times as determined by the City Council. All Work Session agendas are posted in compliance with the TOMA and are always open to Work Sessions are attended by all members oft the City Council, the City Manager, Assistant City Manager or designee(s), and the City Secretary. Depending on the agenda items, the City Attorney, Department Directors, other staff members,  Task Forces.  Council during regular or special meetings.  the public.  consultants, board members, etc. may be invited.  d) Emergency Meetings  Special rulesallow: for posting notice ofemergency meetings and for supplementing aj posted notice with emergency items. These rules affect the timing and content of the notice, but not its physical location. Section 551.045 of the Texas Government 1) In an emergency or when there is an urgent public necessity, the notice ofa meeting or the supplemental notice of a subject added as an item to the agenda for a meeting for which notice has been posted is sufficient ifitis posted for at least one hour before the meeting is convened.  Code provides:  City ofHutto City Council Protocols  Page 80 of24    EXHIBIT A  2) An emergency or urgent public necessity exists only ifimmediate action is  required of a governmental body because of: a) Ani imminent threat toj public health and safety; or b) Areasonably unforeseeable situation. necessity in the notice or supplemental notice. reason for the emergency or urgent public necessity.  3) The governmental body shall clearly identify the emergency or urgent public 4) A person who is designated or authorized to post notice of a meeting by a governmental body shall post the notice stating the governmental body's 5) The sudden relocation ofa larger number of residents from the area ofa declared disaster to a governmental body's jurisdiction is considered a reasonably unforeseen situation for a reasonable period immediately following the relocation. Notice of an emergency meeting or supplemental notice of an emergency item added to the agenda of a meeting to address a situation described by this subsection must be given to the members of the news media as provided by Section 551.047 ofthe' Texas Government Code Thej public notice of an emergency meeting must be posted at least one hour before the meeting is scheduled to begin. A government body may decide to consider an emergency item during a previously scheduledi meeting instead of calling a new emergency meeting. The governmental body must post notice of the subject added as an item to the agenda at least one hour before the In addition to posting thej public notice of an emergency meeting or supplementing ai notice with an emergency item, the governmental body must give special notice ofthee emergency: meeting or emergency itemt tot the newsi mediawhohaveprewiously (1) filed a request with the governmental body, and (2) agreed to reimburse the governmental body for providing the special notice. The notice to members of the news media is to be given by telephone, facsimile transmission, or electronic mail Because Section 551.045 of the Texas Government Code provides for a one-hour notice only for emergency meetings or for adding emergency items to the agenda, a governmental body adding non-emergency items to its meeting agenda must satisfy the general notice period of Section 551.043 or Section 551.044 ofthe Texas Government Code, as applicable, regarding the subject oft that item. The public notice of an emergency meeting or emergency item must "clearly identify" the emergency or urgent public necessity for calling the meeting or for adding the item to the agenda of aj previously scheduled meeting. The Act defines "emergency" for purposes of emergency meetings and emergency items under  not later than one. hour before the meeting is convened.  meeting begins.  at least one hour before the meeting is convened.  Texas Government Code Section 551.045(b).  City ofHutto City Council Protocols  Page 9 of24    EXHIBIT A  A governmental body's determination that and emergency exists is subject toj judicial review. The existence of an emergency depends on the facts in a given case.  e) Public Comments  The City Council encourages and solicits public input on all matters both in and out of City Council Meetings. Members of the public wishing to make general announcements, or address a topic that is not included on the agenda, must do SO under the "Public Comments" agenda item at the beginning oft the meeting. At each regular meeting, the Council will set aside time at the beginning of a meeting to afford the public an opportunity to speak to the City Council regarding matters of concern or interest to the public regarding City affairs. Members of the public wishing to address the City Council speak inj person or by telephone must fill out the required sign-in form. The required sign-in form will be provided at the meeting location and online. Sign-in forms provided at the meeting location must be turned in to the City Secretary prior to the meeting being convened and online forms must be completed at least fifteen (15) minutes before the meeting. Written Public Comments received prior to the meeting will have the individual's name Public Comment about non-agenda items. Members of the public signing up to speak about non-agenda items shall, when recognized by the presiding officer, have three (3) minutes to speak regarding non-agenda items. Comments on non-agenda items shall not! be used by citizens as anadditional comment period for agenda items. The presiding officer shall not be obligated to recognize a speaker for a second Public Comment About Agenda Items. Members oft the public signing up to speak about agenda items shall, when recognized by the presiding officer, have three (3) minutes to speak regarding each: agenda item the speaker has signed upi for when the agenda item is up for consideration. Alternatively, the speaker may choose to give their comments on specific agenda items at the beginning of the meeting during Public Comment. Speakers may express their opinions or viewpoints on an issue, but are not permitted to participate in the debate on an issue. The time limit for Public Comments about agenda items may be extended to answer questions from Members of the public wishing to read a letter from another member of the public will be allowed only three (3) minutes to read the letter and address their own Members of1 the public who are present may designate their time to another speaker with a limit of two designations or at total time of nine (9) minutes per speaker.  recorded in the official meeting minutes.  comment: regarding non-agenda items.  members oft the City Council.  comments.  City ofHutto City Council Protocols  Page 10 of24    EXHIBIT - A  Members of the public addressing the Council through a translator or needing additional time due to a disability shall be allowed six (6) minutes. The City Any person, including persons in the audience, who acts in an inappropriate or disruptive manner may be asked to leave the City Council Chambers or may be Signs will be permitted in the City Council Chambers or in any other room in which the City Council: isi meeting as long as the sign does not disrupt thei meeting by blocking either the video camera(s) or other inj person attendees' views. Signs may not be used to disrupt the meeting to ensure the meeting can proceed in a timely and orderly manner. Exhibits, displays, and visual aids used in connection with presentations to Once Public Comment has been received, the City Council may proceed to other The audience and the viewers are reminded that the comments of the speakers City Council Members' responses to any comment made by a speaker during Public Comment are restricted by law. The Council and its members are prohibited from discussing or acting upon any matter that was not listed under the action item portion of the agenda and not included on the posted notice, other than to provide statements off fact or to request that an item be put on ai future agenda for discussion and/or possible action. A lackofar response from Councill Members doesnoti indicate However, the City Manager or designee, City Attorney, and City staff are not prohibited by law or City policy from responding as is deemed appropriate to comments made int thel Public Comment portion of this meeting. The Mayor or person chairing the City Council Meeting may read this policy prior to the commencement oft the Public Comments portion ofthe meeting.  Secretary is the designated timekeeper.  removed as allowed by law.  the City Council are permitted.  business.  reflect the speaker's positions or opinions.  agreement or approval ofthe comments.  City Council Comments  City Council Comments shall be limited to items of community interest as defined by the TOMA and requests to place subjects on the agenda for a future meeting. The City Council may not prohibit public criticism of the governmental body, including criticism of any act, omission, policy, procedure, program, or service. This subsection does not apply to public criticism that is otherwise prohibited by  law.  City ofH Hutto City Council Protocols  Page 11 of24    EXHIBIT A  g) Public Hearings  The staff member that is responsible for the public hearing will make a brief presentation on the item, and the Mayor will open the hearing for Public Comment. Individuals may sign up to speak by completing a Public Comment Card and submitting it to the City Secretary. Each speaker will have three (3) minutes to speak. The Mayor will close the public hearing when Public Comment has  concluded.  h) Video and Streaming of Meetings  City Council Meetings are held at 500 West Live Oak Street, Hutto, Texas 78634, except for some work sessions and those meetings or portions of meetings conducted in] Executive Session, are web streamed live, made available ont the local Community Access Channel, and archived on the City's website. Videos and audio are archived on the City's website for up to five (5) years for the sole purpose of being able to rebroadcast the meetings on the Community Access Channel and the web.) Both forms ofbroadcasted meetings are for the viewing by Hutto citizens and  are not the permanent record of City Council proceedings.  Proclamations  The Mayor issues proclamations as a way to give special recognition by the City to an individual, event, issue, etc. All requests for proclamations must go through the City Secretary's Office and be approved by the Mayor. Proclamations may be presented at a City Council Meeting (or other meetings as approved by the Mayor) or prepared and mailed to the requester. If the proclamation is to be presented at a City Council Meeting, there must be a representative at the meeting to receive the document or arrangements made toj provide the proclamation to the representative.  J) Executive Session  Where possible, documents to be discussed in Executive Session will be made available to City Council Members before the meeting at which the Executive Session is held. Executive Sessions will be audio recorded as allowed by the  TOMA.  k) Texas Open Meetings Act  Every meeting of the City Council and a Board, Commission, Committee, EDC, LGC, or TIRZ must be conducted in accordance with Chapter 551 of the Texas Government Code, commonly referred to as the TOMA (the "Texas Open Meetings Act" or the "Act"). City Task Forces are exempt from this requirement. The. Actis based on1 the notion that public officials should discuss and vote on public business under public scrutiny, sO that the public will have the opportunity to know what their public officials are doing. The Act contains criminal penalties for violations.  City of] Hutto City Council Protocols  Page 12 of24    EXHIBIT A  To help educate government officials on the Act requirements, each elected or appointed member of a governing body must take at least one hour oftraining in the TOMA. The training must be completed no later than ninety (90) days after the member takes the oath ofc office or assumes the responsibilities oft the office. The Attorney General'sOffice: allows the requirement to be met in at least two ways: 1)A video is available to view online on the Attorney General's webpage 2) Certification of other entities, such as the Texas Municipal League, to The training needs to be conducted in coordination with the City Secretary who is responsible for certifying that all elected and appointed officials are in compliance  concerning open government; and provide the training.  with the requirements under the TOMA.  Format of Meetings  The City Council, City Boards, Commissions, Committees, EDC, LGCs, TIRZs, or Task Forces will: follow. Robert's AulseOnrincomlustin, publici cmeetings. The presiding officer will use the following guidelines when addressing each agenda Announce the item. The presiding officer should clearly announce the item 2) Receive a Report. The staff or Council Member who was responsible for adding the item to the agenda should provide background information ora report, sO the governmental body has a clear understanding of the item. Council Members will be allowed to ask questions and receive answers if further clarification ont thei item is needed, but deliberation ofthei item should 3) Receive Citizen Input. If any citizens have signed up to speak on the item, they should be given an opportunity to speak. They may speak either before 4) Make Motions. The presiding officer will accept any motions and allow for discussions on the motion. The presiding officer will repeat the motion (with any amendments) and ask for discussion on the motion. Each Council Member will be given an opportunity to speak, and nol Member shall speak a second time unless all other Council Members havel been given an opportunity tos speak, unless otherwise allowed by Robert's Rules of Order. No Council Member shall speak more than twice on an agenda item, which rule may be suspended as circumstances require. The time for each council member to speak on an item shall be limited to five (5) minutes for each opportunity to 5) Voting. Once discussion is complete, the president officer shall call for a vote. The vote will be recorded by the City Secretary and will be announced  item:  number and read the entire item as listed on the agenda.  ber reserved until after motions are: made. or after the staff report is given.  speak.  by the presiding officer.  City ofHutto City Council Protocols  Page 13 of24    EXHIBIT. A  6) The City Attorney (or another person designated by the City Council) shall serve as parliamentarian for City Council Meetings and shall ensure. Robert's  Rules ofOrder are followed.  m), Use of Digital Media During the Meeting  The City Council should limit the use of digital media except in cases where they are being notified of something of a personal nature or are being forwarded information by city staff regarding an item under consideration. The use of such messaging contrary to the authorized uses as outlined above could constitute a  violation of the TOMA. n) Violations of Protocols  Any Council Member may be disciplined for violation oft this Protocol Policy, ori if a Council Member acts in a manner that, including but not limited to bullying, cyberbullying, harassment, and sexual harassment, causes embarrassment or For discipline to be considered, an item shall be placed on a City Council agenda by at least two (2) Members ofthe City Council for discussion in] Executive Session unless a Council Member requests the item to be heard in Open Session. Such action may only take place after discussion ofthe offense inl Executive Session unless the Member for whom discipline is being considered requests the discussion to be held in Open Session. The offending Member shall be present to answer any questions asked by Members oft the City Council or make other statements as he or she may desire. Ifthe offending Member refuses to attend the Executive Session but has not requested the item tol be held in Open Session, the remaining Members After discussion in Executive Session (or Open Session as allowed above), the City Council may choose to discipline the offending Member as follows, and ifrequired by law, shall be made publicly in Open Session in accordance with the TOMA: 1) No. Action. The City Council chooses to take no action. 2) Private Censure. The City Council may choose to leave their comments to the offending Member left ini the confines of Executive Session. 3) Assignments. Temporary removal from Committee or Liaison assignments foras specified period oftime by a supermajority vote. 4) Public Censure. The City Council may choose to publicly censure the offending Member through a resolution passed by a supermajority vote and  disgrace tot the City ofl Hutto.  oft the City Council may proceed in their presence.  entered into the public record.  City ofHutto City Council Protocols  Page 14 of24    EXHIBIT A  3 Financial Matters a) Budget  The budget is the City's financial plan that presents the services to be provided to the community over the coming year and the funds necessary to perform these services. Hutto operates under a fiscal year that begins on October 1st and ends on September 30th. In early spring, staff begins the process of estimating anticipated revenues, identifying and evaluating potential expenditures, and preparing a recommended budget. Special budget workshops willl be scheduled with the Council throughout the summer, as needed, for the City Manager or designee to present the recommended budget on or before. August 15th of each fiscal year. Public hearings are typically held ont the budget in August, with the Council considering the budget ata September Council Meeting. For more information, please reference the City  of Hutto Fiscal and Budgetary Policy. b) Training and Education  There are training opportunities for Council Members offered by various organizations such as the Texas Municipal League and the National League of Cities. During the budget process, City Council Members are asked to submit a training plan for the upcoming year. The City Manager's Office will assist any Council Member with registration, travel arrangements, and forms that are required  by the Financel Department. Travel and Reimbursement  City Council Members shall follow the City's Travel and Reimbursement Policy that is  outlined int the City ofl Hutto Employee Manual.  d) Council Campaign Disclosures  Generally, candidates and officeholders are required to file reports of contributions and expenditures by January 15th and July 15th of each year. The reports filed on these dates are known as semi-annual reports. These reports must be filed even if  there is no activity to report for the period covered. litps/vww.ethicssatetkus/ata.formslohlcoh.pd.  An" "Appointment ofa Campaign Treasurer by a Candidatel Form" (Form CTA)must bei filed with City Secretary before accepting contributions or making expenditures atps/www.cthicsstatelzus/lat/formsycoh/cta.pdp. It is recommended that this form be filed at the time the candidate's: application is filed.. A candidate that does not intend to accept more than $940.00 (or other amount designated by the Texas Ethics Commission) inj political contributions or make more than $940.00 (or other amount designated by the Texas Ethics Commission) in political expenditures should sign page2ofthei form declaring "Modified Reporting";t thereby, eliminating  City ofHutto City Council Protocols  Page 15 of24    EXHIBITA  the election reporting requirements ofJanuary 15th and. July 15th.) Morei information regarding campaign financial disclosures can be found at  www.cthicsstate.KUresources/ct.  4 Ethics  a) Conflicts ofInterest  No City official or appointee shall intentionally or knowingly disclose any confidential information gained by reason of said official's or appointee's position concerning thej property, operations, policies, or affairs oft the City, or use such confidential information for the pecuniary gain of said official or 2) No City official or appointee shall intentionally orl knowingly use one's official position or City-owned facilities, equipment, or supplies for the pecuniary gain or advantage ofs said official or appointee, or use City-owned vehicles, printing facilities, postage facilities, or long-distance telephone service for personal reasons, for pecuniary gain or advantage, or in any political campaign. 3) Except as otherwise specifically authorized by ordinance, no City official or appointee shall intentionally or knowingly appear before the body of which the official is a member while representing himself, or any other person, group, 4) No City official or appointee shall intentionally or knowingly represent directly or indirectly any private person, group, ori interest other than himself or a family member before any department, agency, commission, or board of the City for 5) No City official or appointee shall vote on or participate in any decision-making process ifthe official or appointee hasac direct financial interest int the outcome of the matter under consideration. No City official or appointee shall vote on or participate in any decision-making process on any matter concerning real property or a business entity if the City official or appointee has a substantial None of the foregoing shall be construed to prohibit any City official or appointee from representing his interest in his owner-occupied homestead before the council, board, commission, or any department except fort the body ofwhich the 7) Ina any action or proceeding in the Municipal Court of the City which was instituted by a City official or appointee in the course of official duties, no City official shall knowingly represent anyone other than himself or a family  appointee, or others.  association, interest, or business entity.  economic benefit or pecuniary gain.  interest ini the business entity or real property.  official or appointee is ai member.  City ofHutto City Council Protocols  Page 16 of24    EXHIBIT A  member. Ifa Council Member elects tol have ai trial in Municipal Court, the City Council, without the participationofthea affected Council Member, shall appoint 8) No City official or appointee shall act as a surety for any person or business entity that has any contract with the City, or on any bond required by the City  aspecial judge toj preside over the trial.  for any City official or appointee.  b) Disclosure of] Interest  1) Ifany City official or appointee has a substantial interest in any real property or al business entity involved in any decision pending before the body ofwhich the City official or appointee is a member, the City official or appointee shall not vote or otherwise participate in the consideration of the matter. 2) In the case of a City official or appointee, the City official or appointee shall publicly disclose, verbally ori in writing, the nature and extent of such interest to the body on which the City official or appointee serves prior to any discussion or determination ofthe matter to be considered or immediately upon discovery of the conflict of interest. The statement of disclosure shall be included in the  official minutes of the body.  c) Financial Disclosure  1) No later than April 30th of each year, each City official shall file a sworn Financial Disclosure Statement with the City Secretary reflecting the financial situation of the City official as of December 31st of the previous year. Notwithstanding: any other term or provision oft these Council Protocols, as used a) The term "family member" shall include only the City official and the spouse and the minor children of the City official. b) Thei term' "substantial interest" shall include only thei interests ofthe City official and the spouse and minor children oft the City official.  in this section:  2) Anewlyappointed' Cityo official shallf fileasworn! Financial Disclosure Statement with the City Secretary within thirty (30) days from the date the position with the City is assumed. Said statement shall reflect the financial situation as of the date ofe employment or appointment and for the previous twelve (12) months. 3) Each person required to file al Financial Disclosure Statement shall do SO on the form approved by the City Council and supplied by the City Secretary. 4) The City Secretary shall maintain all Financial Disclosure Statements required tol be filed herein as public records and retain them for the period required by  the Public Information Act.  City of] Hutto City Council Protocols  Page 17 of24    EXHIBIT A  5) Pursuant to Ordinance 2023-060, the City Council established procedures for the City Secretary to make Financial Disclosure Statements available to the public. Thej procedures are currently set forth in Article2.05.046 "Public. Access to Statements; Retention" of the Hutto City Code of Ordinances. The procedures include requiring the City Secretary to maintain the statements ina a manner accessible to the public; redacting certain personal information of the official before review by the public; and keeping a log oft those members ofthe public who review and/or inspect the financial statements of City Council  Members. d) Gifts  No City official or appointee shall intentionally or knowingly solicit or accept any contribution, gift, or economic benefit with actual or constructive knowledge that 1) Offered or given with the intent to influence the judgment or discretion 2) Given in consideration of the favorable exercise of such official's or  same is:  ofsuch official or appointee; or  appointee's judgment or discretion ini the past.  Communications  a) Correspondence To/From Council  The City Secretary receives and processest the City Counci'sincoming: mail. Allmail tot the Mayor and Council Members isi reviewed and placed in thei mailboxes located in the Council Executive Conference Room. All invitations are scanned and sent to the Council Members via email for action, and the City Secretary will take care of confirming the Members' attendance at an event and, if necessary, schedule the event on their calendar and post a potential quorum notice in accordance with the All mail to the Mayor is opened and reviewed as to priority for a response, copies needed for city staff and/or City Council, notation of upcoming events, etc. All important letters addressed to the Mayor are copied to the Mayor and an original is All needed responses to letters are coordinated between the Mayor, City Manager  TOMA.  kept in the official files in the City Secretary's Office.  or designee, and City Secretary. b) Media Relations  The media frequently contacts Council Members for information and quotes. The Mayor may issue statements on behalfoft the City only after having consulted with the City Communications Department and jointly developed a statement. Any  City of Hutto City Council Protocols  Page 18 of24    EXHIBIT A  comment made by the Mayor that has not been reviewed by the City Communications Department shall not be considered ai representation ofthe official City position on the communication. Ift the media contacts an individual Council Member, the Council Member should be clear that any comments represent their  own personal viewpoint and not that oft the City.  Below are three things to remember when dealing with the press: 2) Choose words carefully and cautiously; and 3) Remember the media lives by tight deadlines.  1) Never go "offt the record";  All official City statements that will be sent out as aj press release will go through the City Manager's Office for distribution. The Public Information Officer maintains up-to-date contact information for all local media outlets. In order to ensure that all mediaoutlets arei treated fairly, all news releases should bes submitted  tot the Public Information Officer for review and distribution.  c) Social Media  Individuals are encouraged toj positively promote the City and share information on their own social media websites, as allowed by law. However, City Council Members along with Board, Commission, Committee, EDC, LGC, TIRZ, or Task Force Members should exercise caution when commenting or responding to other posts. Only factual information: should bej provided to City-related topics as personal views may not reflect that oft the entire Council, Board, or City. In addition, unless authorized by state law, you should carefully check to ensure that no other Council Members or Board or Commission Members have responded ont the same discussion In general, responses should be referred to and handled by the City's Public Information Officer (the PIO"). In certain circumstances, the City Manager or designee, PIO, and/or Mayor may determine that it is appropriate for someone else The Mayor and Council should treat each other with dignity and: respect in all social media posts. Disagreements on policy are allowed, but personal attacks are not The Mayor and Council shall have a disclaimer on all social media platforms that are used ini their capacity as elected officials that their posted information does not represent the official position oft the City or other Council Members. Social media platforms include, but are not limited to, Instagram, Facebook, Snapchat, TikTok, The Mayor and Council should utilize the Official City of Hutto Council Online  thread to avoid a possible violation oft the TOMA.  tor respond directly.  allowed.  X, and YouTube.  Message Board for comments relating to City business.  City ofHutto City Council Protocols  Page 19 of24    EXHIBITA  d) Public Information Act  Texas Government Code, Chapter: 552, known as the Texas Public Information Act, requires that most City records, including those in the possession of Council "Public Records" are broadly defined under the Act to include "the portion of all documents, writings, letters, memoranda, or other written materials which contain public information." "Public information" includes "all information collected, assembled, or misinadyeriepneenat bodies] pursuant tol lawo or ordinance Certain information is specifically excluded from the requirements of the Texas Public Information Act. While the list ofexempt materials is tool long to recite here, iti includes such items as working papers being used to draft ordinances or resolutions; certain personnel records; information that would, ifr released, give an advantage to bidders; documents protected because ofattorney-client relationships; Despite the narrow exemptions established in the law, the effect is to require that most of the written material used or produced by Council Members be made available upon request to the news media and other members of the public. Ifitis felt that certain records are exempt from the requirements of the law, and there has been no previous determination that particular types of records are exempt, the City Secretary's Office will request an opinion from the Attorney General's Office, within the deadlines provided by the Texas Public Information Act. Ifan. Attorney General's Opinion is requested, and the Opinion subsequently holds that the information is public, and the City official has not released it, Section 552.324(b) of Texas Government Code requires that a suit by a governmental body bel brought nol later than the 30th calendar day after the governmental body receives the decision it seeks to challenge. The City shall not appeal an Attorney General The City of Hutto has designated the City Manager or designee as the PIO with regard to the Public Information Act. Therefore, all requests made under thel Public Information. Act shall be directed to the City Manager or designee. Requests by Council Members in their Official Capacity  Members, be open to the public for inspection.  orin connection with the transaction ofofficial business."  and documents related toj pending or ongoing litigation.  ruling without first receiving the consent oft the City Council.  An official oft the City who, in an official capacity, requests information held by the City doesnota act asamemberofthe) publici in doing so. Thus, the exceptionsrequiring public disclosure under the Act do not control the right of açcess of an official of the City to information maintained by the City. Accordingly, information may be released to City officials requesting the information in their official capacity in  City ofHutto City Council Protocols  Page 20 of24    EXHIBIT. A  compliance with the following policy:  1) Requests for information from a City official must be submitted to the City 2) The City Secretary shall promptly provide notice ofthe request tot the remaining 3) As soon as possible, but no later than ten (10) business days from the receipt of the request, the City Secretary will respond to the request from the City official with either copies of the requested information, notice that the information is available for inspection, or notice that the request will be added to the next City 4) Information provided in response to a request by a Member of the Council will be made available to all Members oft the Council, unless they waive their right to 5) Members of the Council will not be charged for information sought in their Information that is protected by confidentiality lawsa and/or common! law privacy laws that has no relationship to the transaction of official business, such as individuals' dates of birth, social security numbers, and personal financial 7) The City Secretary will mark all information provided in response to ai request from a Member oft the Council as "Confidential - For Official Eyes Only." For more information regarding the Public Information Act, please refert to the City  Secretary and the City Manager or designee in writing.  Members oft the Council.  Council agenda for consideration and direction.  receive the specific material. official capacity.  information, will be redacted prior to release.  ofHutto Public Information Policy - Ordinance No. 2020-022.  e) Communication with City Staff  The City Council ori its Members shall deal with City officers and City employees who are subject to the direction and supervision of the City Manager or designee solely through the City Manager or designee, and neither the City Council nor its Members shall give orders to any such officer or employee, either publicly or privately, except as otherwise provided in the Hutto City Charter.  ) information requests  a) Thel Mayor and Council Members may request information from City staff, especially whilei following upt to Council's directives and concerns expressed by constituents, sO long as such inquiries are not attempts to "deal with" or to "give orders" to City staff and, therefore, are consistent with the Charter. 1) These requests may relate to securing information or determining the status of work assigned in response to Council directives. 2) Such requests shall not be considered management directives," but, simply, legitimate information requests allowed by the Charter. 3) City staff members shall inform the City Manager or designee of any 4) Ifthe City Manager or designee or City staff members have questions  such contacts.  City ofHutto City Council Protocols  Page 21 of24    EXHIBIT A  about the propriety of providing the information requested, they shall direct their concerns to the Mayor and Council for their decision, rather  than decline to provide it.  2) Communication with City Staff  a) The City Manager or designee shall assist the Mayor and Council Members inc developing andi implementing methods fori facilitating communicationand interaction with City staffi members, especially department directors. 1) This may include scheduling presentations by department directors and 2) Such presentations shall be duly posted and may be scheduled before 3) Department presentations may be combined with staff reports, constituent requests, and queries about the status of projects and b) Thel Mayor and Council Members may interact freely and communicate with City staffn members at town hall meetings, budget hearings, workshops, and C) City staff members shall make every effort to facilitate cooperative efforts with the Mayor and Council Members to meet the needs of constituents.  their staff to the Mayor and Council. regular Council business meetings. responses to Council directives.  committee meetings.  General Policies and Documents  a) Technology and Equipment Use & Electronic Communications: and Systems Access  Use  City-Issued. Smart. Phones  The City implemented the electronic distribution of agendas, reports, budget documents, etc. In order to access and use such documents, a City-issued electronic smartphone will be provided for each Council Member. City-issued electronic smartphones are for official City business only; personal use is prohibited. The City does not pay: for any accessories for any oft the: smartphones, such as cases, When Council Members complete their term of office, all City-issued equipment  styluses, screen covers, personal applications, etc. shall be returned to the City Manager or designee.  E-mail. Account  Each Council Member is assigned an individual City e-mail address with the huttotx.gov domain. E-mails to the entire Council can be sent to ibcouneil@hutol.gov. The City's e-mail system shall be used for the  City ofHutto City Council Protocols  Page 22 of24    EXHIBITA A  communication and exchange ofi information related to City business. City e-mail Council Members can access their e-mail from their computer, phone, iPad, etc.  may not be used for personal or political purposes.  through a web-based client; IT staff will assist with the set-up. There should be no expectation of privacy when using City e-mail.  Please note, Council Members are subject to the City'sTechnology and Equipment  Use Policy. b) Political Activity  Council members have the right to endorse candidates for all Council seats or other elected offices. However, to mention endorsements during Council Meetings or at  other official city meetings may violate Texas election laws.  c) City Charter  The City of Hutto Charter is a written document that establishes the basic governmental structure, form of government, corporate boundaries, and municipal powers. In this respect, it is similar to a state or national constitution. As such, amendments to the City Charter require an election and approval of the citizens of Hutto. The copy ofthe Charter can be retrieved at www.huttotx.gov or in the City  Secretary'sOffice. d) Code of Ordinances  The City Code of Ordinances is the compilation of the local laws that have been adopted and codified by the City Council. The City Code covers a wide range of areas, including taxes, court, environmental regulations, alcoholic beverages, business regulations, etc. Amendments to the City Code must be adopted by the City Council. A copy oft the Code of Ordinances can be found at www.huttotx.gov  or in the City Secretary's Office. e) Council Liaison Duties  The City Council may choose to designate a City Council Member or thel Mayor rasa liaison between the City Council and a Board, Commission, or Task Force. Council Liaison duties and expectations for the Board, Commission, or Task Force 1) Liaisons should attend the meetings of the Board, Commission, or Task Force whenever possible, but have no voting authority. Interactions should  Appointments are made by vote oft the Council. to which they are assigned are as follows:  bel limited to an advisory role.  City ofHutto City Council Protocols  Page 23 of24    EXHIBIT A  2) Liaisons are encouraged to become subject matter experts in the area to which they are assigned, becoming a resource to the other Members of 3) The Liaison may also meet with the chair as well as the staff members assigned to support the Board, Commission, or Task Force. These meetings should focus on helping to coordinate the work, get items on City Council agendas, or otherwise be their advocate to the rest of Council. 4) Liaisons may report to other Council Members on activities, updates, or concerns oft their assigned Board, Commission, or Task Force that would be beneficial for the other Members of Council to know about. These reports should be given during Council Comments at a City Council Meeting or on the Official City ofHutto Council Online Message. Board.  Council.  City of] Hutto City Council Protocols  Page 24 of24