HomeMy WebLinkAbout2006 01-09 530 CMWAGENDA
CITY COUNCIL/MANAGER WORKSHOP
Monday, January 9, 2006
Council Chambers, City Hall
5:30 p.m.
Council Determination of Seating Arrangements - No Report
B. ROLL CALL
C. APPROVAL OF AGENDA
D. NEW BUSINESS
1. 2006 Council Appointments - Discussion
2. Revisions to the Rules of Procedure for City Council Meetings
3. IT Council Chamber Upgrade - Presentation
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P.
Item D -2
MEMORANDUM
TO: Richard Fursman, City Manager
FROM: Karen Guilfoile, City Clerk
DATE: January 3, 2006
RE: Council Policy and Procedure Manual
Introduction
The City Council Rules of Procedure for Council Meetings and Council Administrative Policies is
reviewed annually for any changes and or requested updates.
The only item that has been highlighted for change is council action on November 28, 2005 moving
Visitor Presentation to the beginning on the agenda.
Instruct staff to make chanizes as decided by Council.
!CG � 1Is
City of Maplewood
1
and Council Meetings
DRAFT 2006
CITY OF MAPLEWOOD
RULES OF PROCEDURE
FOR CITY COUNCIL MEETINGS
TABLE OF CONTENTS
PAGE
Section1
Meetings ....................................................................... ...............................
1
Section
2
Agenda for Regular Meetings and Council Manager Workshop ................
3
Section
3
Limitation on Council Action ..................................... ...............................
3
Section4
Minutes .......................................................................... ..............................4
Section
5
Duties of the Presiding Officer ..................................... ...............................
4
Section6
Rules of Debate ............................................................ ...............................
4
Section
7
Addressing the Council ................................................ ...............................
5
Section
8
General Rules of Order ................................................ ...............................
5
Section
9
Decorum and its Enforcement and Rules of Civility for Our Community. 5
Section
10
Ordinances, Resolutions, Motions and Reports ........... ...............................
6
Section
11
Conduct of City Employees at Council Meetings ........ ...............................
7
Section12
Waiver .......................................................................... ...............................
7
Section13
Adjournment .................................................................. ..............................7
Section
14
Council Administrative Policies ............................ ...............................
8 & 9
ROE � 1 Is
Section 1
El
A
Regular
The City Council shall hold regular meetings on the second and fourth Mondays of
each month at 7 :00 p.m., provided that when the day fixed for any regular meeting
falls on a day designated by law as a legal holiday, such meeting shall be held at the
same hour on the next succeeding Tuesday, not a holiday, unless authorized by the
City Council. In addition, the Council shall meet at 4:45 p.m. on the Thursday
preceding the second and fourth Mondays. These meetings may be canceled by the
City Council or City Manager if warranted.
Special
The Mayor or any two members of the
least twenty -four (24) hours before such
such meeting shall state the purpose
delivered to each member or be left at
person of suitable age and discretion
shall be left in a conspicuous place at
there. The notice shall be delivered twe
for trivial matters. business transacted
MEETINGS
or p
the
then r
the re
Ive (I
at a
mentioned in the
107-4
k.
waivers
A by writing filed with the City Clerk at
ng may call a special meeting. Notice of
urposes thereof and shall be personally
members usual place of residence with a
esiding therein, or written notice thereof
sidence if no such person can be found
2) hours before the meeting time. Except
special meeting shall be limited to that
may be called at any time providing all
e to such meeting and said waivers shall
All meetings shall be held in the Council Chambers of the Maplewood City Municipal
Building unless there is a posted and /or published notice designating another location.
Presiding Officers
The Mayor shall preside at all meetings of the Council. In the absence of the Mayor,
the Acting Mayor shall preside. In the absence of both, the Council members shall
elect one of their members as temporary chairperson.
-1-
INE � 1 Is
E. Ouorum
Three members of the Council shall constitute a quorum at any meeting of the Council,
but a smaller number may convene from time to time.
F. Order of Business
At the hour appointed for meeting, the members shall be called to order by the Mayor,
or in his /her absence by the Acting Mayor. Upon the appearance of the quorum, the
Council shall proceed to business which shall be conducted in the established order:
A.
Call to Order
B.
Pledge of Allegiance
C.
Roll Call
D.
Approval of Minutes
E.
Visitor Presentations
F.
Approval of Agenda
G.
Presentations
H.
Consent Agenda
1.
Public Hearings
J.
Award of Bids
K.
Unfinished Business
L.
New Business
M.
Council Presentations
N.
Administrative Preser
O.
Adiourn e t
J be 'discussed after 11:00 p.m. Meetings adjourned
ued on the next Thursday at 5:00 p.m. The continued
on the agenda where the adjournment occurred. No
continued meeting agenda. A majority of the Council
the 10:30 p.m. curfew.
H.
At the first regular Council meeting in January of each year, the Council shall (1)
designate the official newspaper, (2) choose an Acting Mayor on a rotating basis from
the membership of the Council who shall perform the duties of the Mayor during the
disability or absence of the Mayor, and (3) make other annual appointments as
required.
-2-
INE � 1 Is
Section 2
AGENDA FOR REGULAR MEETING
A. All matters to be submitted to the Council shall be filed no later than 12:00 noon on
the Monday prior to the Monday Council meeting at which consideration is desired,
and shall be delivered to the City Manager, or in his/her absence, the City Clerk. In
unusual circumstances and when the matter does not require investigation, an item
may be accepted after the deadline upon the approval of the City Manager.
B. Except for trivial matters, no item or business shall be considered for action by the
Council, which does not appear on the agenda for the meeting, except an item of
urgent business, which requires immediate action and is so determined by a majority of
the Council. The Council will hear all reasonable citizen petitions, requests and
statements; however, such items which do not specifically appear on the agenda shall
be deferred to a future meeting for more careful consideration and study if Council
action, other than filing, is required or requested.
The Mayor and each Council member shall be provided with a copy of the agenda,
minutes of the previous meeting, any other reports and information pertinent to the
agenda at least forty -eight (48) hours prior to each regular Council meeting unless
authorized by the City Manager.
No matter may be submitted for Council action by any administrative official,
department head, or employee unless it has first been presented to the City Manager
for inclusion on the agenda.
AGENDA FOR COUNCIL MANAGER WORKSHOP
A. All matters to be submitted for the Council Manager Workshop shall be filed no later
that 12:00 noon on the Monday prior to the Workshop and shall be delivered to the
City Manager, or in his /her absence, the City Clerk. Workshops are held at 6:00 p.m.
prior to regularly scheduled Council meetings . The Council Manager Workshop is
designed to look in -depth into upcoming issues, interviewing commission and board
members, and meeting and discussing issues with other civic leaders. Council
Manager Workshop is a regularly scheduled meeting.
Section 3
LIMITATION ON COUNCIL ACTION
The Council shall only take action at regularly scheduled meetings, or special meetings, called
pursuant to Section 1, unless all Council members are present at the time the action is taken.
Regular meetings do not include meetings with public bodies in joint or cooperative sessions. All
Council actions shall conform to the requirements of the open meeting law.
-3-
!CG � 1Is
Section 4
MINUTES
A. The City Clerk or Acting City Clerk shall keep a record of all regular Council
meetings.
B. Unless a reading of the minutes of a Council meeting is requested by a member of the
Council, such minutes may be approved without reading if each member has
previously been provided a copy.
C. The Council may, by motion carried by a majority vote, amend the minutes. Such
amending motion shall become a part of the minutes of the subsequent meeting.
Sects
DUTIES OF THE PR
The Presiding Officer shall preserve strict
He /She shall state every question coming be
on all subjects, and decide all questions or 4
which event a majority vote of the Council s
of order. He /She shall vote on all questions
are cast.
ICER
order and decorum at all meetings of the Council.
ire the Council, announce the decision of the Council
rder subject however, to an appeal to the Council in
tall govern and conclusively determine such questions
and on a roll call vote rotate the order in which votes
Secti
EBATE
A. The Mayor, or other Presiding Officer, may move, second and debate from the chair,
subject only to such limitations of debate as are by the rules imposed on all members
and ,shall not be deprived of any of the rights and privileges of a Council member by
reason of his acting as the Presiding Officer.
B. Every member desiring to speak shall address the chair, and upon recognition by the
Presiding Officer shall confine himself/herself to the question under debate avoiding
all personalities and indecorous language.
C. A member, once recognized, shall not be interrupted when speaking unless it is to call
him/her to order or to vote on a motion to close a debate, or as herein otherwise
provided. If a member, while speaking, is ruled out of order, the member shall cease
speaking until the question of order is determined and if in order, he /she shall be
permitted to proceed.
-4-
INE � 1 Is
D. A motion to reconsider any action taken by the Council must be made at the meeting at
which such action was taken or at the next regular meeting of the Council and must be
made by a member of the Council who voted with the prevailing side. Provided such
motion to reconsider is passed, then the parties entitled to notice on the original action
shall be notified, and the reconsideration of the action shall be taken at the next regular
meeting following passage of the motion to reconsider.
E. A Council member may request, through the Presiding Officer, the privilege of having
an abstract of his /her statement on any subject under consideration by the Council, or
the reason for the member's dissent from
entered in the minutes.
Section 7
ADDRESSING
Any person desiring to address the Council shall
or support of any action of the Council,
OLNCIL
the permission of the Presiding Officer.
Each person addressing the Council shall give his /her name and address in an audible tone for the
records, and unless further time is granted by the Presiding Officer, shall limit his address to five (5)
minutes. All remarks should be addressed to the Council as a body and not to any member. No
person shall be permitted to enter into any discussion, either directly or through a member of the
Council, without the permission of the Presiding Officer. No question shall be asked a Council
member or any member of the Administrative
Presiding Officer.
Sects
S OF ORDER
Robert's Rules of Order and Robert's Parliamentary Law shall be accepted as an authority on
parliamentary practice on matters not specifically covered, and in case of a conflict these rules shall
govern.
Section 9
DECORUM AND ITS ENFORCEMENT
The Council members, while the Council is in session, must preserve order and decorum, and a
member shall neither, by conversation or otherwise, delay or interrupt the proceedings or the peace
of the Council, nor disturb any member while speaking or refuse to obey the orders of the Council
or its Presiding Officer, except as otherwise herein provided.
-5-
INE � 1 Is
RULES OF CIVILITY FOR OUR COMMUNITY
Following are some rules of civility the City of Maplewood expects of everyone appearing at
Council Meetings - elected officials, staff and citizens. It is hoped that by following these simple
rules, everyone's opinions can be heard and understood in a reasonable manner. We appreciate the
fact that when appearing at Council meetings, it is understood that everyone will follow these
principles: Show respect for each other, actively listen to one another, keep emotions in check and
use respectful language.
Section 10
ORDINANCES, RESOLUTIONS,
MOTIONS AND REPORTS
A. Ordinances, resolutions, and other matters or subjects requiring action by the Council
shall be introduced and sponsored by a member of the Council, except that the City
Manager or Attorney may present ordinances, resolutions and other matters or subjects
to the Council.
B. Every ordinance and resolution shall be presented in writing at a Council meeting;
provided however, that the reading of an ordinance or resolution may be requested
with a 415 vote. Upon the vote on ordinances, resolutions and motions, the ayes and
nays shall be recorded. The vote shall be by roll call of all members of the Council as
provided under DUTIES OF THE PRESIDING OFFICER in this resolution. A
majority vote of all members of the Council shall be required for the passage of all
ordinances, motions and resolutions except as otherwise provided by law and except
that amendments to the comprehensive plan and zoning ordinance shall require at least
four (4) votes in favor.
C. Every ordinance, other than emergency ordinances, shall have two public readings as
provided in Subsection (B) of this Section, and at least fourteen (14) days shall elapse
between the first reading or waiver thereof and the second reading or waiver thereof.
D. An emergency ordinance is an ordinance necessary for the immediate preservation of
the public peace, health, morals, safety or welfare in which the emergency is defined
and declared, passed by a roll call vote of at least four (4) members of the Council, as
recorded by ayes and nays. No prosecution shall be based upon the provisions of any
emergency ordinance until the same has been filed with the City Clerk and posted in a
conspicuous place in the City, and twenty -four (24) hours after such filing and posting
shall have elapsed or until the ordinance has been published, unless the person,
persons, firms or corporations charged with violations thereof shall have had notice of
the passage thereof prior to the act or omission complained of
-6-
INE � 1 Is
Section 11
CONDUCT OF CITY EMPLOYEES
AT CITY COUNCIL MEETINGS
A. The City Manager may take part in the discussions of the City Council and may
recommend to the Council such measures as he /she may deem necessary for the
welfare of the people and efficient administration of the affairs of the City. The City
Manager shall have all the rights, powers and duties prescribed by Minnesota Statutes
in regard thereof, however, it is recognized that the City Council is the policy - making
body for the City and the City Manager shall confine his/her discussion at Council
meetings to statements of fact, recommendations based on his knowledge and
experience and explanations of the reasons for the same, and any matters pertaining to
administration.
B. No City employee, other than the City Manager or Attorney, shall enter into
discussions of the City Council except to answer questions directed to such employee,
or to present factual information.
C. The above regulations of City employees shall not be construed to limit the appearance
before the City Council of any City employee, when such appearance is made as a
taxpayer or member of the public, for or against some particular issue under discussion
by the Council when such employee has an interest in the outcome thereof.
Section 12
WAIVER
By
Am
may be waived.
Section 13
ADJOURNMENT
be in order and decided without debate.
—7—
DRAFT 2006
Section 14
COUNCIL ADMINISTRATIVE POLICIES
A. Administrative
Staff reports or memorandums regarding any property, including City -
owned property, should include the street address and a location map.
All appointees to commissions, boards, etc., are to appear before the Council
and are ratified by council vote.
All material received at City Hall that will require City Council action shall
be date stamped on the original.
B. Internal Rules of Council
Appearances
When an applicant has requested a public hearing and does not attend the
meeting, the item may be= tabled -until the applicant can appear.
Procedural Rules
When a Council member is absent from a meeting where a four - fifth's (4l5)
vote is required, the item may be tabled until a full Council is present.
When a Council member is going to be absent when an Agenda item that
they are interested in is scheduled, they may ask for the item to be tabled
until they return, but the request must be approved by the City Council.
Items introduced during Council Presentations at a Council meeting can be
handled in several ways, depending on the direction of the City Council:
a. By a majority vote of the City Council, the item shall be placed
on an agenda of a designated future meeting; or
b. Directed by a consensus of the City Council, staff will
research the item and submit a report to the City Manager for
distribution to the City Council as soon as possible; or
c. The City Manager may handle the item administratively without
any further action by the Council.
DRAFT 2006
C. Land Use Matters
When a substantive change is made to a previously approved development
site plan, the change shall be submitted to Council.
D. Other Matters
Council audiotapes shall be retained for one year.
A permit fee for an event sponsored by the City may be waived by the City
Manager.
The City, at the discretion of the City Manager, can allow the building to be
closed early on the day before Christmas and the day before New Year's.
Commercial and multiple- dwelling traffic should not be directed through
single - dwelling neighborhoods, unless there is no reasonable alternative.
City Hall is a nonpublic forum and prohibits all campaigning for public
office within all municipal buildings and equipment.
-9-