Thursday, June 26 — The Farmers Branch Historic Preservation and Restoration Board agreed that starting with the June meeting city staff will produce the official minutes and that the board secretary may continue to submit supplemental board notes for the record.

Board members said the official minutes will be maintained and voted on at future meetings, while board notes taken by a volunteer or the secretary will be attached as supplemental documentation. An unidentified board member moved to accept the minutes “as posted,” and another seconded the motion; the transcript does not include a recorded roll-call tally.

The board also reviewed language in a draft notice tied to Ordinance 3730 that flags members approaching the 25% absence threshold. Members asked staff to change wording that read “25% attendance” to “25% absence” and to include a clear statement of which reporting period (calendar year or each member’s anniversary year) the notice covers. Hillary, a city staff member, said staff will provide an updated roster and individualized letters specifying which meetings were missed and when the member’s attendance period resets.

Board members discussed whether the body needs a volunteer secretary position going forward. City staff said the role is optional; the city will provide the official minutes and the board may retain a secretary for continuity or to provide supplemental notes. The board will consider officer elections at its August meeting and decide whether to keep a secretary then.

The change transfers the legal record of meetings to city staff while leaving procedural choices about a volunteer secretary to the board’s future vote.