Loading...
HomeMy WebLinkAboutCity Council Resolutions (R-90-612)-07/17/1990 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 1 2 RESOLUTION R-90-612 3 A RESOLUTION ADOPTING RULES OF PROCEDURE FOR COUNCIL MEETINGS PURSUANT TO AUTHORITY GRANTED IN SECTION 3.09B OF THE CITY CHARTER, ESTABLISHING AN EFFECTIVE DATE 4 5 WHEREAS, the City Charter of the City of Colleyville authorizes the City Council to determine its own rules and order 6 of business; and 7 WHEREAS, the City Council has been elected by the Public to represent all the citizens on their behalf; and 8 WHEREAS, reasonable government; Council honor 9 orderly Council meetings providing and citizen input; foster good the democratic process; and WHEREAS, unlimited discussion and input can project a perspective inconsistent with the majority will and beyond the right of the minority regarding matters of public policy; and WHEREAS, Public input and comment was obtained by public hearing prior to the passage hereof: NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF COLLEYVILLE, TEXAS THAT: SECTION I. AUTHORITY Section 3.09B of the Charter of the City of Colleyvill provides that "the Council shall determine its own rules and order of business...". Further, Section 2.01 of such Charter provides that the City "may exercise all powers that are now or hereafter may be granted to municipalities by the Constitution or the laws of the State of Texas". In order to provide the framework for the execution of these powers and authority the fOllowing set of rules shall be in effect upon their adoption by the City Council and until such times as they are amended or new rules adopted in the manner provided for by these rules. SECTION II. GENERAL RULES 2.1 Meetings to be Public. Council shall be open to the public. All meetings of the City Page 1 18 19 20 21 22 Resolution R-90-612 1 2 2.2 Quorum. Four members of the City Council shall 3 constitute a quorum. 4 2.3 Minutes of of the Council shall be entered in a book City Council. Meetings. An account of all proceedings be kept by the City Secretary and shall consti tuting the official record of the 5 6 2.4 Questions to Contain One Subiect. All questions submi tted for a vote shall contain only one subject. I f two or more points are involved, any Council member ("member" hereafter) may require a division, if the question reasonably admi ts of a division. Di vision shall be required only on the affirma ti ve vote of three (3) members. If no division is so requested and approved, or the questions do not reasonably admit of a division, the question shall be submitted as originally framed. 7 8 9 10 11 2.5 City Manager. The City Manager shall attend City Council meetings unless expressly excused. He may recommendations to the City Council and take part in discussions of the Council, but shall have no vote. all make all 12 2.6 City Attorney. The City Attorney shall attend all 13 regular meetings of the City Council unless expressly excused and shall upon request give an opinion, either written or oral, 14 on questions of law. The City Attorney shall act as the City Council's Parliamentarian. 15 shall attend excused, and other duties 16 2.7 City Secretary. The City Secretary all meetings of the City Council unless expressly shall keep the official minutes and perform such as may be requested by the Council. 17 2.8 Officers and Employees. Any officer or employee of the City, when requested by the City Manager or the City Council, shall attend any meeting of the City Council. If requested to do so by the City Manager, such officer or employee may present information relating to matters before the City Council. 2.9 govern the they are procedures honored. Rules of Order. Roberts Rules of Order Revised shall proceedings of the City Council in all cases unless in conflict with these rules. The commonly used identified in Exhibit "A" attached hereto shall be 23 2.10 Suspension of Rules. Any provisions of these rules not governed by State law, the City Charter, or City Code may 24 25 26 Page 2 15 16 17 18 19 20 21 22 23 24 25 26 Resolution R-90-612 1 2 3 be temporarily suspended by a majority vote of all members present and voting. SECTION III. 4 TYPES OF MEETINGS 5 3.1 Regular Meetings. The City Council shall meet in the City Hall on the first and third Tuesday of each month at 6: 30 p. m. unless otherwise officially established by the City Council. The call for and conduct of all meetings of the City Council, both regular and special as provided in Section 3.2 hereof shall be in accordance with Article 6252-17, Vernon's Annotated Civil Statutes, known as the Texas Open Meeting Act. 6 7 8 9 3.2 Special Meetings. Special meetings may be called by the Mayor or any three (3) members. The call for a special meeting shall be documented and filed with the City Secretary in written form, except that announcement of a special meeting, during any regular meeting at which all members are present, shall be sufficient notice of such special meeting. The call for a special meeting shall specify the day and the hour of the special meeting, and shall list the subject or subjects to be considered. No special meeting shall be held until at least two (2) hours after the call is issued and the notice thereof is posted. 10 11 12 13 14 3.3 Recessed Meetings. Any meeting of the City Council may be recessed to a later time provided that no recess shall be for a longer period than until the next regularly scheduled City Council meeting. 3.4 Workshop Meetings. Workshop meetings may be called by the Mayor or any three (3) Council members for the purpose of discussing in depth , investigating or exploring matters of interest to the City, without formal action being taken thereon by the City Council. The time, place, and purpose of such workshop meeting shall be stated in a notice complying with the Texas Open Meeting Act. Such workshop meetings may be held in any appropriate location outside the City Hall upon concurrence by any three (3) members. Such workshop meetings may include, but shall not be limited to, meetings with neighboring governmental bodies or agencies, meetings with one of the City's appointed Boards or Committees, meeting with civic organizations or a meeting for members to research, evaluate, explore, investigate or discuss any matter of interest or possible action affecting the City, subject to compliance with the provisions of the Texas Open Meeting act. The City Council may establish regular workshop meetings immediately prior to regular Tuesday Page 3 16 17 18 19 20 21 22 23 24 25 26 Resolution R-90-612 1 2 meetings. No official action shall be taken at any workshop 3 meeting, unless a regular or special meeting is called as provided for in these Rules. 4 SECTION IV. 5 CONDUCT OF MEETINGS 6 Presiding Officer. The Mayor, if present, shall as Chairman at all meetings of the Council. In the of the Mayor, the Mayor Pro Tern shall preside. In the of both Mayor and Mayor Pro Tern, the City Council shall Chairman. 7 4.1 preside absence absence elect a 8 9 4.2 Call to Order. The meetings of the City Council shall be called to order by the Mayor, or in his absence, by the Mayor Pro Tem. In the absence of both Mayor and Mayor Pro Tem, the meeting shall be called to order by the City Secretary. 10 11 4.3 Preservation of Order. order and decorum, prevent clash of of members' motives to occur and the question under discussion. The Chai rman shall preserve personalities or the impugning confine members in debate to 12 13 4.4 Points of Order. The Chairman shall determine all points of order, subject to the right of any member to appeal to the City Council. If any appeal is taken, the question shall be "Shall the decision of the Chairman be sustained?" 14 15 4.5 Questions to be Stated. The Chairman shall state all questions submitted for a vote and announce the result. 4.6 Substitution for Chairman. The Chairman may call the Mayor Pro Tern, or in his absence, any other member to take his place in the chair, such substitutions not to continue beyond adjournment. SECTION V. AGENDA 5.1 Preparation of Agenda. A. The order of business of each meeting shall be as contained in the City Council agenda prepared by the City Manager. The agenda shall be a listing by topic of subjects to be considered by the City Council, and, in the case of regular meetings, shall be delivered to members of the City Council each Friday preceding the Tuesday Page 4 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 Resolution R-90-612 1 2 3 evening meeting to which it pertains. 4 B. Any mEmber desiring to present a subject Council consideration shall advise the City office of the fact not later than 4:30 p.m. preceding regular City Council meetings. 5 for City Secretary's on Wednesday 6 C. Items Omitted from Agenda. Any item not appearing on the agenda shall not be taken up for discussion as a matter of Council business during a regular meeting unless it is of an errergency nature and comes to the City's attention too late to apI'ear on the agenda. Such spe'cial, urgent or emergency issues shal I be posted in compliance wi th the Texa s Open Meeting Act and the City Charter and may be added as a supplerrental item to the regular agenda. 7 8 9 D. Any member of the City staff desiring to have an item placed on the agenda shall submit the same, to the City Manager's office for approval. The City Manager may establish procedures for submission of routine items without his approval. E. In arranging the agenda, the City Manager shall consider those items affecting the largest number of citizens likely to attend and shall recognize the need to serve citizens in attendance as soon as possible. To facilitate this concern the following guidelines shall be used for the preparation of the agenda, with the provision that the agenda arrangement may be modified from time to time where practical considerations indicate. During any meeting of the City Council, the order of the agenda may, by majority will, be rearranged as need or desired to accomplish the meeting's purpose. 1. Call to Order 2 . Invocation 3. Pledge of Allegiance 4. Approval of Minutes of previous meeting(s) 5. Announcements, Proclamation, Presentations 6. Consent Items 7. Public Hearings 8. Action Items (generally, old business first, new business second) 9. Reports of Advisory Boards and Commissions Page 5 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 Resolution R-90-612 1 2 3 10. Items from Council not Requiring Action 11. Staff Reports 12. City Comments/Presentation Regarding Items not on Agenda 13. General Resolution Approving Council Action not otherwise Approved by Specific Ordinance or Resolution 14. Adjournment 4 5 6 7 8 F. The City Manager shall provide the City Council with a written analysis of and recommendation of items to be acted on by the City Council at its meetings. These communications shall be generally referred to as agenda packets. The agenda packets for all regular meetings shall be completed by the staff on Friday preceding the regular meetings and shall be delivered to members each Friday preceding the Tuesday regular meeting to which it pertains, unless an emergency condition makes it necessary to deliver the communication on a subsequent day. 9 G. The City Secretary shall issue to the pertinent members of the news media a copy of the agenda in advance of the Tuesday regular meetings with due consideration being given to the desire of the Council for notice and such public news media of Council meetings on or before the day before the scheduled meeting. The City Secretary shall post notices of all Council meetings in order to afford compliance with the Texas Open Meeting Act. 5.2 Consent Agenda. In preparing the agenda, the City Manager shall give consideration to the number and degree of complexi ty of items to be considered by the City Council for the purpose of conserving the Council's time in meetings. Items which are anticipated to be routine and require little or no consideration by the Council shall be designated by an asterisk, and shall be considered as a part of the "Consent Agenda". Prior to taking up the Consent Agenda, the Mayor shall determine if there are any items thereon which should be removed fro~ the Consent Agenda for discussion. Any Council member may, upon request, remove any item from the Consent Agenda for discussion and individual action. Thereafter, all remaining Consent Agenda items may be acted upon by a single motion approving the Consent Agenda. 5.3 Oral Presentations by City Manager. Matters requiring the Council's attention or action which may have developed since Page 6 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 Resolution.R-90-612 1 2 3 the deadline for delivery of the agenda packets may, upon approval of the City Council, and after satisfying the requirements of the Open Meetings Act, be presented orally by the City Manager. 4 5.4 City Presentations. 5 6 Presentation by citizens must be confined to the subject immediately before the assembly and any questions will be directed to the Chair. No person shall speak more than the time limits provided herein on any subject. That privilege shall not be accorded unless there is an exception supported by two-thirds (2/3) of the Council. The Chair shall not be obligated to recognize a speaker for a second comment on a subject until all others have spoken and there is unused time available. 7 8 9 A. Any person desiring to present a subject fo Ci ty Council consideration shall advise the City Manager I s office of the fact not later than 4: 30 p. m., on Tuesday preceding the meeting at which he wishes to have the subject to be considered. Said person shall make himself available for a conference with the City Manager at the Manager I s request at some time prior to said Council meeting. B. At the end of the each agenda any person who has not been listed on the agenda as provided under 5.4 A above, but who desires to speak at a Council meeting will be recognized by the Mayor and allowed to speak provided said person completes a form furnished inquiring as to name, address and topic prior to commencement of the meeting. (Summary of procedures and rules for speaking to be printed on the back of the form for anyone to speak, except applicants on public hearing items.) C. Presentation by citizens shall be limited to a time period of not more than five (5) minutes with two (2) additional minutes to wrap up at the option of the Chairman or the Council for each speaker. Any time spent by City Council members will not be counted against the citizen's time allotment. D. These rules shall not apply to anyone appearing at a public hearing in response to official notice. 5.5 Citizen Participation at Meetings. A. Citizens wishing to speak in connection with any matter not encompassed in Section 5.4 above, including Page 7 18 20 21 22 23 24 25 26 Resolution R-90-612 1 2 but not limited to, resolutions, shall be the consideration of deli vers to the City as to name, address completed such a form the agenda shall not be public hearings on ordinances and allowed to speak provided prior to the item said person completes and Secretary a form furnished inquiring and topic. A person who has not prior to discussing of the item on allowed to speak. 3 4 5 6 B. To maintain decorum the presiding recognize persons who have completed forms desire to address the Council. officer shall indicating a 7 8 C . As a in discussions the presiding public hearings rules. general rule, citizens may not participate of the Council except when recognized by officer and during citizen presentations, and as otherwise provided for in these 9 10 SECTION VI. 11 DECORUM AND DEBATE 12 6.1 When a measure is presented for consideration t to the Council, the presiding officer shall recognize the appropriate Councilmember to present the case. When two or more members wish to speak, the presiding officer shall name the member who is to speak first. No member to the Council shall interrupt another while speaking except to make a point of order or to make a point of personal privilege. No Councilmember shall speak more than five (5) minutes on any amendment to the question except as further provided in this section. 13 14 15 16 17 6.2 No member shall speak more than the time limits provided herein on any subject or amendment, and such member may use his/her time in any combination, in separate speech or comments totaling the number of minutes permitted. The Mayor shall not be obligated to recognize any Councilmember for a second comment on the subject or amendment until every Councilmember wishing to speak has been allowed a first comment. Councilmembers shall also have the right to yield a portion of time to another member. 19 6.3 Any member deciding to speak more than ten (10) minutes on any question or more than five (5) minutes on any amendment to the questions shall be accorded the privilege unless there is an objection supported by two-thirds (2/3) of the Council. No member shall be permitted to interrupt while another member is speaking. Page 8 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 Resolution R-90-612 1 2 6.4 Questions to the Council with request for an immediate answer from speakers except the applicants and persons representing applicants on platting or zoning cases shall be prohibited. 3 4 Council members questions to speakers should be to specific indi viduals and the Chair should explain to those individuals beforehand that they may come to the podium and answer if they choose to; but, they cannot offer additional unsolicited input or engage in question and answer sessions with Council members. 5 6 7 6.5 Right of Floor. Any member desiring to speak shall be recognized by the Chairman, and shall confine his remarks to the subject under discussion or to be discussed. No member shall be allowed to speak more than once on anyone subject until every member wishing to speak shall have spoken. 8 9 6.6 No Councilmember shall be permitted to indulge in personali ties, use language personally offensive, impugn motives of members, charge deliberate misrepresentation, or use language tending to hold a member of the City Council, the public or City staff up to contempt. 6.7 Likewise, the Presiding Officer shall not permit unrecognized speaker's comments or allow a member of the audience to indulge in personalities, use language tending to hold a member of the City Council, the public or City staff up to contempt. 6.8 I f a member is speaking or otherwise transgressing the rules of the Council, the presiding officer shall or any Councilmember may call him/her to order in which case he/she shall immediately be quiet unless permitted to explain. The Council shall, if appealed to, decide the case without debate. If the decisions is in favor of the member called to order, he/she shall be at liberty to proceed, but not otherwise, and if the case occurs he/she shall be liable to censure or such punishment as the Council deem proper consistent with City Ordinances and Charter. 6.9 Any member of the public who shall disrupt the Council proceedings or disregard the Presiding Officer shall first be warned of such offense and be requested that they refrain from disrupting the proceedings and/or disregarding the instructions of the Chair. Any member of the public failing to honor the first warning for the Chair for order, shall receive a second and final warning prior to expulsion and/or citation for disturbing a public meeting pursuant to Section 42.05 of the Texas Penal Code, Disrupting Meeting or Procession (a Class "B" Misdemeanor). Page 9 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 Resolution R-90-612 1 2 Where the Chair fails to maintain order and decorum, the Councilmembers may compel the Chair to enforce this provision 3 following due parliamentary procedure which affirms such compulsion by a majority vote of the Councilmembers. 4 SECTION VII. 5 PROCEDURES FOR COUNCIL APPOINTMENTS 6 The following procedures are for making appointments to committees and commissions established by ordinance. Appointments to ad hoc committees and task forces established by resolution should not necessarily be bound by the same procedures, but may be done in a manner appropriate to the situation as deemed proper by the City Council and Mayor. Council shall set the quorum for a committee. The Council shall vote whether the committee selection will be handled by the rules of procedures or by slate. 7 8 9 10 7.1 Announce the position(s) to be filled. In the announcement define the duties of the position (s), define the term of the position and request that applications be formally submitted to the City Council by a specific deadline. The deadline should be at least one month prior to the appointment date of the position to be filled. This announcement should be made at least one month prior to the deadline for submission of applications and should be placed in the local newspaper, posted at City Hall and placed in the Colleyville Communicator (if timely). 7.2 At the first City Council meeting after deadline for application submission, invite the candidates for interviews with the Council which may be in Executive Session. 7.3 The candidates will be selected to fill the open posi tions no later than the second Council meeting after the deadline for application submission in the following manner: A. If more than one position is to be filled, handle the appointment for each position individually in the order selected by the Mayor as follows: B. For the first position, the Mayor should request a verbal nomination from each Councilmember individually, and then make one verbal nomination himself. A maximum of one nomination may be made by each Councilmember or the Mayor. A Councilmember or the Mayor may elect not make a nomination if previous nominations are acceptable. C. to make After each Councilmember has had an opportunity a nomination or defer to make a nomination, the Page 10 Resolution R-90-612 1 2 Mayor will take a vote on the slate of nominees by asking each Councilmember to state the name of the nominee that the Councilmember votes to appoint to the position under consideration. 3 4 D. The nominee recelvlng the majority of the votes is declared the winner and will be appointed to fill the vacant position. In the event of a tie, the nominees involved in the tie are considered the new slate of nominees and the vote is taken again in the same manner. In the event of the second tie, the Mayor will cast the deciding vote. 5 6 7 8 E. the next filled. Go back to step b) and repeat the process position to be filled until all positions 9 for are 10 SECTION VIII. 11 REPEAL 12 This Resolution repeals previous Rules and Procedure and becomes effective after the meeting adopting Resolution R-90-612. 13 -j to ~ on this the 17th day of July, 14 Passed by a vote of 1990. CITY OF COLLEYVILLE 15 16 17 18 ~ATT~ST' ~! ~ ~ ,1 " ,- . ',' ' · [J;;6 'fw&~ LaVada Johnson City Secretary 19 20 21 L/DD/5 22 23 24 25 Page 11 26 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 1 AMENDED BY RESOLUTION R-9~-654 on January 22, 1991 - bold type 1 2 RESOLUTION R-90-612 3 A RESOLUTION ADOPTING RULES OF PROCEDURE FOR COUNCIL MEETINGS PURSUANT TO AUTHORITY GRANTED IN SECTION 3.09B OF THE CITY CHARTER, ESTABLISHING AN EFFECTIVE DATE 4 5 WHEREAS, the City Charter of the City of Colleyville authorizes the City Council to determine its own rules and order of business; and 6 WHEREAS, the City Council has been elected by the Public to 7 represent all the citizens on their behalf; and 8 WHEREAS, orderly Council meetings providing and citizen input; foster good the democratic process; and reasonable government; Council honor 9 WHEREAS, unlimited discussion and input can project a perspective inconsistent with the majority will and beyond the right of the minority regarding matters of public policy; and WHEREAS, Public input and comment was obtained by public hearing prior to the passage hereof: NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF COLLEYVILLE, TEXAS THAT: SECTION I. AUTHORITY Section 3.09B of the Charter of the City of Colleyvill provides that "the Council shall determine its own rules and order of business...". Further, Section 2.01 of such Charter provides that the City lImay exercise all powers that are now or hereafter may be granted to municipalities by the Constitution or the laws of the State of Texasll. In order to provide the framework for the execution of these powers and authority the following set of rules shall he in effect upon their adoption by the City Council and until such times as they are amended or new rules adopted in the manner provided for by these rules. SECTION II. GENERAL RULES 2.1 Meetings to be Public. Council shall be open to the public. All meetings of the City Page 1 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 I Resolution R-90-612 1 2 2.2 Quorum. Four members of the City Council shall constitute a quorum. 3 2.3 Mtnutes of Meetings. An account of all proceedings of the Council shall be kept by the City Secretary and shall be entered in a book constituting the official record of the Ci ty Council. 4 5 6 2.4 Questions to Contain One Subiect. All questions submitted for a vote shall contain only one subject. I f two or more pOints are involved, any Council member ("member" hereafter) may require a division, if the question reasonably admi ts of a division. Di vision shall be required only on the affirmative vote of three (3) members. If no division is so requested and approved, or the questions do not reasonably admit of a division, the question shall be submitted as originally framed. 7 8 9 10 2.5 City Manager. The City Manager shall City Council meetings unless expressly excused. recommendations to the City Council and take discussions of the Council, but shall have no vote. all make all 11 attend He may part in 2.6 Ci tv Attorney. The City Attorney shall attend all regular meetings of the City Council unless expressly excused and shall upon request give an opinion, either written or oral, on questtons of law. The City Attorney shall act as the City Council's Parliamentarian. 2.7 City Secretary. The City Secretary all meetings of the City Council unless expressly shall keep the official minutes and perform such as may be requested by the Council. shall attend excused, and other duties 2.8 Officers and Emplovees. Any officer or employee of the City, when requested by the City Manager or the City Council, shall attend any meeting of the City Council. If requested to do so by the City Manager, such officer or employee may present information relating to matters before the City Council. 2.9 govern the they are procedures honored. Rules of Order. Roberts Rules of Order Revised shall proceedings of the City Council in all cases unless in conflict with these rules. The commonly used identified in Exhibit "A" attached hereto shall be 2.10 Suspension of Rules. Any provisions of these rules not governed by State law, the City Charter, or City Code may Page 2 14 15 16 17 18 19 20 21 22 23 24 25 26 Resolution R-90-6~~ 1 2 be temporarily suspended by a majority vote of all members present and voting. 3 SECTION III. 4 TYPES OF MEETINGS 5 3.1 Regular Meetings. The City Council shall meet in the City Hall on the first and third Tuesday of each month at 6: 15 p. m. unless otherwise officially established by the City Council. The Council shall take a vote at 12:00 a.m. on whether or not to continue a meeting for addtional time if further items are on the agenda and have not been considered. (Amended by R-91-564 on January 22, 1991.) The call for and conduct of all meetings of the City Council, both regular and special as provided in Section 3.2 hereof shall be in accordance with Article 6252-17, Vernon r s Annotated Civil Statutes, known as the Texas Open Meeting Act. 6 7 8 9 10 11 3.2 Special Meetings. Special meetings may be called by the Mayor or any three (3) members. The call for a special meeting shall be documented and filed with the City Secretary in written form, except that announcement of a special meeting, during any regular meeting at which all members are present, shall be sufficient notice of such special meeting. The call for a special meeting shall specify the day and the hour of the special meeting, and shall list the subject or subjects to be considered. No special meeting shall be held until at least two (2) hours after the call is issued and the notice thereof is posted. 12 13 3.3 Recessed Meetings. Any meeting of the City Council may be recessed to a later time provided that no recess shall be for a longer period than until the next regularly scheduled City Council meeting. 3.4 Workshop Meetings. Workshop meetings may be called by the Mayor or any three (3) Council members for the purpose of discussing in depth, investigating or exploring matters of interest to the City, without formal action being taken thereon by the City Council. The time, place, and purpose of such workshop meeting shall be stated in a notice complying with the Texas Open Meeting Act. Such workshop meetings may be held in any appropriate location outside the City Hall upon concurrence by any three (3) members. Such workshop meetings may include, but shall not be limited to, meetings with neighboring governmental bodies or agencies, meetings with one of the City's appointed Boards or Committees, meeting with civic organizations or a meeting for members to research, evaluate, explore, Page 3 Resolution R-90-612 1 2 investigate or discuss any matter of interest or possible action affecting the City, subject to compliance with the provisions of the Texas Open Meeting act. The City Council may establish regular workshop meetings immediately prior to regular Tuesday meetings. No official action shall be taken at any workshop meeting, unless a regular or special meeting is called as provided for in these Rules. 3 4 5 SECTION IV. 6 CONDUCT OF MEETINGS 7 4.1 preside absence absence elect a Presiding Officer. The Mayor, if present, shall as Chairman at all meetings of the Council. In the of the Mayor, the Mayor Pro Tern shall preside. In the of both Mayor and Mayor Pro Tern, the City Council shall Chairman. 8 9 10 4.2 Call to Order. The meetings of the City Council shall be called to order by the Mayor, or in his absence, by 11 the Mayor Pro Tern. In the absence of both Mayor and Mayor Pro Tem, the meeting shall be called to order by the City Secretary. 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 4.3 Preservation of Order. order and decorum, prevent clash of of members' motives to occur and the question under discussion. The Chairman shall preserve personalities or the impugning confine members in debate to 4.4 Points of Order. The Chairman shall determine all points of order, subject to the right of any member to appeal to the City Council. If any appeal is taken, the question shall be lIShall the decision of the Chairman be sustained?lI 4.5 Questions to be Stated. The Chairman shall state all questions submitted for a vote and announce the result. 4.6 Substitution for Chairman. The Chairman may call the Mayor Pro Tern, or in his absence, any other member to take his place in the chair, such substitutions not to continue beyond adjournment. SECTION V. AGENDA 5.1 Preparation of Agenda. A. The order of business of each meeting shall be as contained in the City Council agenda prepared by Page 4 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 Resolution R-90-61~ 1 2 the City Manager. The agenda shall be a listing by topic of subjects to be considered by the City Council, and, in the case of regular meetings, shall be delivered to members of the City Council each Friday preceding the Tuesday evening meeting to which it pertains. 3 4 5 B. Any member desiring to present a subject for City Council consideration shall advise the City Secretary's office of the fact not later than 4:30 p.m. on Wednesday preceding regular City Council meetings. Subject matter will be accompanied by a summary regarding the purpose for the inclusion of this subject on the agenda in addition to supporting comments regarding said subject. (Amended by Resolution R-91-564 on January 22, 1991.) 6 7 8 9 C. Items Omitted from Agenda. Any item not appearing on the agenda shall not be taken up for discussion as a matter of Council business during a regular meeting unless it is of an emergency nature and comes to the City's attention too late to appear on the agenda. Such special, urgent or emergency issues shall be posted in compliance wi th the Texas Open Meeting Act and the City Charter and may be added as a supplemental item to the regular agenda. D. Any member of the City staff desiring to have an item placed on the agenda shall submit the same to the City Manager's office for approval. The City Manager may establish procedures for submission of routine items without his approval. E. In arranging the agenda, the City Manager shall consider those items affecting the largest number of citizens likely to attend and shall recognize the need to serve citizens in attendance as soon as possible. To facilitate this concern the following guidelines shall be used for the preparation of the agenda, with the provision that the agendR arrangement may be modified from time to time where practical considerations indicate. During any meeting of the City Council, the order of the agenda may, by majority will, be rearranged as need or desired to accomplish the meeting's purpose. 1. Call to Order (6:15 p.m.) 2. Invocation 3. Pledge of Allegiance 4. Approval of Minutes of previous meeting(s) 5. Executive Session and/or Work Session (6:30 - 7:30 p.m.) Page 5 15 16 17 18 19 20 21 22 23 24 25 26 Resolution R-90-612 1 2 3 4 8. 9. 10. 11. 12. 13. 5 6 7 8 9 14. 15. 10 11 16. 17. 12 18. 6. 7. Correspondence Miscellaneous by the Council Announcements, Consent Items Public Hearings Action Items Reports of Meetings Attended and City Officials Proclamation, Presentations Staff Reports Reports of Advisory (to Include Monthly Project/Development operating in writing) City Manager's Report and Budget Report Citizen Comments/Presentation regarding items NOT on the agenda Miscellaneous Items by the Council Resolution Approving Council Action not otherwise Approved Adjournment Boards and Commissions Status Reports on all Committees currently 13 (Amended by Resolution R-91-564 on January 22, 1991.) F. The City Manager shall provide the City Council with a written analysis of and recommendation of items to be acted on by the City Council at its meetings. These communications shall be generally referred to as agenda packets. The agenda packets for all regular meetings shall be completed by the staff on Friday preceding the regular meetings and shall be delivered to members each Friday preceding the Tuesday regular meeting to which it pertains, unless an emergency condition makes it necessary to deliver the communication on a subsequent day. 14 G. The City Secretary shall issue to the pertinent members of the news media a, copy of the agenda in advance of the Tuesday regular meetings with due consideration being given to the desire of the Council for notice and such public news media of Council meetings on or before the day before the scheduled meeting. The City Secretary shall post notices of all Council meetings in order to afford compliance with the Texas Open Meeting Act. 5.2 Consent Agenda. In preparing Manager shall give consideration to the complexi ty of items to be considered by the agenda, the City number and degree of the City Council for Page 6 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 Resolution R-90-612 1 2 the purpose of conserving the Council's time in meetings. Items which are anticipated to be routine and require little or no consideration by the Council shall be designated by an asterisk, and shall be considered as a part of the "Consent Agenda". Prior to taking up the Consent Agenda, the Mayor shall determine if there are any items thereon which should be removed from the Consent Agenda for discussion. Any Council member may, upon request, remove any item from the Consent Agenda for discussion and individual action. Thereafter, all remaining Consent Agenda items may be acted upon by a single motion approving the Consent Agenda. 3 4 5 6 7 5.3 Oral Presentations bv City Manager. Matters requiring the Council's attention or action which may have developed since the deadline for delivery of the agenda packets may, upon approval of the City Council, and after satisfying the requirements of the Open Meetings Act, be presented orally by the City Manager. 8 9 5.4 City Presentations. Presentation by citizens must be confined to the subject immediately before the assembly and any questions will be directed to the Chair. No person shall speak more than the time limits provided herein on any subject. That privilege shall not be accorded unless there is an exception supported by two-thirds (2/3) of the Council. The Chair shall not be obligated to recognize a speaker for a second comment on a subject until all others have spoken and there is unused time available. A. Any person desiring to present a subject fo Ci ty Council consideration shall advise the City Manager's office of the fact not later than 4: 30 p. m., on Tuesday preceding the meeting at which he wishes to have the subject to be considered. Said person shall make himself available for a conference with the City Manager at the Manager I s request at some time prior to said Council meeting. B. At the end of the each agenda any person who has not been listed on the agenda as provided under 5.4 A above, but who desires to speak at a Council meeting will be recognized by the Mayor and allowed to speak provided said person completes a form furnished inquiring as to name, address and topic prior to commencement of the meeting. (Summary of procedures and rules for speaking to be printed on the back of the form for anyone to speak, except applicants on public hearing items.) C. Presentation by citizens shall be limited to a time period of not more than five (5) minutes with two Page 7 I Resolution R-90-612 1 2 (2) additional minutes Chairman or the Council by City Council members citizen's time allotment. to wrap up at the option of the for each speaker. Any time spent will not be counted against the 3 4 D. These rules shall not apply to anyone appearing at a public hearing in response to official notice. 5 5.5 Citizen Participation at Meetings. 6 A. Citizens wishing to speak in connection with any matter not encompassed in Section 5.4 above, including but not limited to, public hearings on ordinances and resolutions, shall be allowed to speak provided prior to the consideration of the item said person completes and delivers to the City Secretary a form furnished inquiring as to name, address and topic. A person who has not completed such a form prior to discussing of the item on the agenda shall not be allowed to speak. 7 8 9 10 11 B. To maintain decorum the presiding recognize persons who have completed forms desire to address the Council. officer shall indicating a 12 13 C. As a general rule, citizens may not participate in discussions of the Council except when recognized by the presiding officer and during citizen presentations, public hearings and as otherwise provided for in these rules. 14 15 SECTION VI. 16 DECORUM AND DEBATE 17 6.1 When a measure is presented for consideration t to the Council, the presiding officer shall recognize the appropriate Councilmember to present the case. When two or more members wish to speak, the presiding officer shall name the member who is to speak first. No member to the Council shall interrupt another while speaking except to make a point of order or to make a point of personal privilege. No Councilmember shall speak more than five (5) minutes on any amendment to the question except as further provided in this section. 18 19 20 21 22 6.2 No member shall speak more than the time limits provided herein on any subject or amendment, and such member may use his/her time in any combination, in separate speech or comments totaling the number of minutes permitted. The Mayor shall not be obligated to recognize any Councilmember for a 23 24 Page 8 25 26 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 Resolution R-90-612 1 2 second comment on the subject or amendment until every Councilmember wishing to speak has been allowed a first comment. Councilmembers shall also have the right to yield a portion of time to another member. 3 4 6.3 Any member deciding to speak more than ten (10) minutes on any question or more than five (5) minutes on any amendment to the questions shall be accorded the privilege unless there is an objection supported by two-thirds (2/3) of the Council. No member shall be permitted to interrupt while another member is speaking. 5 6 7 6.4 Questions to answer from speakers representing applicants prohibited. the Council with request for an immediate except the applicants and persons on platting or zoning cases shall be 8 9 Council members questions to speakers should be to specific individuals and the Chair should explain to those individuals beforehand that they may come to the podium and answer if they choose to; but, they cannot offer additional unsolicited input or engage in question and answer sessions with Council members. 6.5 Right of Floor. Any member desiring to speak shall be recognized by the Chairman, and shall confine his remarks to the subject under discussion or to be discussed. No member shall be allowed to speak more than once on anyone subject until every member wishing to speak shall have spoken. 6.6 No Councilmember shall be permitted to indulge in personali ties, use language personally offensive, impugn motives of members, charge deliberate misrepresentation, or use language tending to hold a member of the City Council, the public or City staff up to contempt. 6.7 Likewise, the Presiding Officer shall not permit unrecognized speaker's comments or allow a member of the audience to indulge in personalities, use language tending to hold a member of the City Council, the public or City staff up to contempt. 6.8 I f a member is speaking or otherwise transgressing the rules of the Council, the presiding officer shall or any Councilmember may call him/her to order in which case he/she shall immediately be quiet unless permitted to explain. The Council shall, if appealed to, decide the case without debate. I f the decisions is in favor of the member called to order, he/she shall be at liberty to proceed, but not otherwise, and if the case occurs he/she shall be liable to censure or such punishment as the Council deem proper consistent with City Page 9 14 15 16 17 18 19 20 21 22 23 24 25 26 Resolution R-90-612 1 2 Ordinances and Charter. 3 6.9 Any member of the public who shall disrupt the Council proceedings or disregard the Presiding Officer shall first be warned of such offense and be requested that they refrain from disrupting the proceedings and/or disregarding the instructions of the Chair. Any member of the public failing to honor the first warning for the Chair for order, shall receive a second and final warning prior to expulsion and/or citation for disturbing a public meeting pursuant to Section 42.05 of the Texas Penal Code, Disrupting Meeting or Procession (a Class "B" Misdemeanor). 4 5 6 7 8 When the Chair fails to maintain order and decorum, the Councilmembers may compel the Chair to enforce this provision following due parliamentary procedure which affirms such compulsion by a majority vote of the Councilmembers. 9 10 SECTION VII. 11 PROCEDURES FOR COUNCIL APPOINTMENTS 12 The following procedures are for making appointments to committees and commissions established by ordinance. Appointments to ad hoc committees and task forces established by resolution should not necessarily be bound by the same procedures, but may be done in a manner appropriate to the situation as deemed proper by the City Council and Mayor. Council shall set the quorum for a committee. The Counci 1 shall vote whether the committee selection will be handled by the rules of procedures or by slate. 13 7.1 Announce the position(s) to be filled. In the announcement define the duties of the position(s), define the term of the position and request that applications be formally submitted to the City Council by a specific deadline. The deadline should be at least one month prior to the appointment date of the position to be filled. This announcement should be made at least one month prior to the deadline for submission of applications and should be placed in the local newspaper, posted at City Hall and placed in the Colleyville Communicator (if timely). 7.2 At the first City Council meeting after deadline for application submission, invite the candidates for interviews with the Council which may be in Executive Session. 7.3 The candidates will be selected to fill the open posi tions no later than the second Council meeting after the deadline for application submission in the following manner: A. If more than one position is to be filled, handle Page 10 EXIHUlT A. 1t(50LUIION j( - fP,- Jf7 BASIC CIIAln Of MOTIONS RECON- IHTER- SECOI{O UEUA TE Al'IENO VOTE S lUlk ItUl'lS PRIVILEGED MOTIONS(high privllege Illations) Fix a tillle to which to adjourn................ Adjourn. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Recess....................................... . Raise a question of privilege................. Call for o,'ders of thc day.................... (Takes a 213 IIcg,Jtive vote to prevcnt rctul'Il) SUBSIDIARY MOTIONS(assistinCJ Illations) Lay of the table.............................. Previous question (close debate).............. Linrit or extend debate........................ Postpone to a set tillle (definite)............. (To lIIake Special Order 2/3 vote) CUlllni t (refer to a cOllulli ttee). . .. .. . .. .. . .. . .. AII~nd........................................ . Postpone indefinitely......................... MAIN (or Principal] MOTION OR RESOLUTION Note: The above 1II0tions hold the rank indicated with the lIIain 1II0tion lowest in rank. RESTORATORY MOTIONS (lIIain motions) Recons ider (the vote)......................... Resc i lid (repe<ll).............................. Ra t i fy( approv/: ) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Take f,'olll the table........................... s s ~ S S S S o s o I) D ,. ... 5 S 5 c ... 0* o o s A A M M M Ch. Ch. M 213 213 A M A M A-a* M M A A ~I 1. P. 213* I{-n M I{-n M R 1. S. I. S. R* R I{ R It f(-a ~ I.... III.P.II indicates may interrupt a proceeding and usually a speaker with consent (*) indicates there are one or more exceptions but these can be considered minor as basically the rule indicated applies. (--) indicates a .lIno" 'under that 'particular heading. IICh." Chair decides or rules Any Councilmember may call for the question on any issue, and upon seconding by another Councilmember, the issue shall inunediately be put to vote. This shall be done by the member calling for the previous question. Passage of the motion to address the previous question shall terminate debate on the motion, amendment or amend motion, and the matter shall be acted on inunediately. The Council may agree to limit debate on any business before it. That agreement may be formalized by a majority vote of the Council. The presiding officer shall not entertain any dilatory motions. indicates a secono is required indicates debatable indicat~s amendable unoer Amend indicates only two amelldments C<in be pendillg at one tin~. (Majority or "2/3" indicates vote requireo tha t vo te 011 1Il0t i on lIIay be recoils i der'eo -- if fo 11 Owed by an "II" on 1 Y IUHJative vote iUlO if by an "a" ollly the ilffirm",tive vote. indicates may interrupt a speaker SPECIAL MAIN MOTIONS By-Laws (amending or revising)................ i\ccepting or iloolJting reports of conwulttees... INCIDENTAL MOTIONS( incidenta I to the pe/ldillg questiOIl) Demallds or Requests (decided by the Chair) Point of Order................................ Parliamentary IlIquiry......................... Miscellaneous IlIfOl"lllatiOIl or Requests......... Di vi s ions of Asselllb 1 i. . . . . . .. . .. . . . . . . . . .. . .. . ~Iithoraw a Motio/l (by 1II0tion S.M.Jt-n)......... Ques t i on Quorum............................... OBJECTIONS Objectioll to General Consent.................. Object to Consideration of a Question......... Appeal decisiOIl of the Chair.................. Reading Papers-Object to...................... EXPEDITERS Suspend Rules................................. Choose Method of Voting....................... Close Nominations or Pulls.................... Reop!:n Nominations or Polls................... Division of Questioll or Motion................ Consideratioll by Paragraph-Seriatim........... (Chair lIIay suggest) Fi 11 i ng b I all ks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . LEGEND: "5" "D" "A" "Aa" uMu "It" "I. 5." S $ D U A A 213 M Ch. Ch. Ch. Ch. Ch. eh. S M 2/3 M M 5 $ U* s S S S 5 $ A A A A 2/3 M 2/3 M M M --* R-n I{ I.P. 1. P. I.P. I. P. 1.1'. 1. S. R-n I.P. It-II I.P.* It I.P. /{-II I.P. I.P. J.P. I.P. R-n I.P. I. P. R-n I.P. M R-n I.P.