HomeMy WebLinkAboutR-1787-12-99RESOLUTION NO. 1787-12-99(R)
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ALLEN, COLLIN
COUNTY, TEXAS, ADOPTING THE CITY OF ALLEN CITY COUNCIL RULES
OF ORDER AND PROCEDURE ATTACHED HERETO AS EXHIBIT "A";
PROVIDING FOR A REPEALING CLAUSE; AND PROVIDING AN EFFECTIVE
DATE.
WHEREAS, the City Council previously adopted Policy Governance; and
WHEREAS, the City Council desires to adopt rules of procedure specifically tailored for the needs of the
City; and
WHEREAS, the City Council desires to adopt the Rules of Order and Procedure attached hereto as Exhibit
"A" in place of Policy Governance;
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ALLEN,
COLLIN COUNTY, TEXAS:
SECTION 1. That the City Council of the City of Allen, Collin County, Texas, adopts City Council Rules
of Order and Procedure attached hereto as Exhibit "A."
SECTION 2. That Resolution No. 1618-8-98(R) and all resolutions of the City of Allen, Collin County,
Texas, in conflict with the provisions of this Resolution be, and the same are hereby, repealed; provided,
however, that all other provisions of said resolutions not in conflict with the provisions of this Resolution
shall remain in full force and effect.
SECTION 3. That this Resolution shall become effective immediately from and after its passage.
DULY PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF ALLEN, COLLIN
COUNTY, TEXAS, ON THIS THE le DAY OF DECEMBER, 1999.
APPROVED:
Stephen Terrell, MAYOR
ATTEST:
Jutry Mon, CMC/AAE, CITY SECRETARY
;V���
CITY OF ALLEN
City Council
Rules of Order and Procedure
City of Allen January 2000
One Allen Civic Plaza
Allen, TX 75013
(972) 727-0100
E-mail: coa@ci.allen.tx.us
w vci.allen.tx.us
CITY COUNCIL
RULES OF ORDER AND PROCEDURE
City of Allen, Texas
January 2000
8.3 CITY ATTORNEY AS PROCEDURE ADVISOR
The City Attorney assists the Mayor and City Council as a resource and
as an advisorforinterpreting the City Council's adopted rules and procedures.
8.4 APPLICABELITY OF PROCEDURES
The City Council Rules of Order and Procedures shall also apply to the
City Council when sitting as other entities and agencies. The role of Mayor
and Mayor Pro Tem shall be interchangeable with Chair and Vice Chair, or
President and Vice President when sitting as another entity.
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7.5 REQUESTS FOR RESEARCH OR INFORMATION
Councils embers may request information orresearch from staff on a given
topic through the City Manager. Requests for policy direction will be brought
to the fill] City Council at a regular meeting for consideration. All written
products will be copied to the full City Council. The City Manager will
determine if extensive staff time and resources are required to accomplish
the request. If so, at his/her discretion, the City Manager may present that
request to the full City Council prior to proceeding. Councilmembers may
similarly request information from the City Attorney, City Secretary and
Municipal Judge. If significant resources are required, the City Attorney,
City Secretary or Municipal Judge will ask the City Manager to place the
request on a City Council agenda for approval prior to any action.
7.6 CITY COUNCIL NOTIFICATION OF SIGNIFICANT
INCIDENTS
In conjunction with the City's public safety departments and the Public
Information Officer, the City Manager's Office will coordinate the notification
to the City Council of major crime, fire or other disasters or incidents. This
will be accomplished concurrently through a pager system with a call back
number for additional information.
8. PROCEDURES ADMINISTRATION
8.1 BIENNIAL REVIEW OF CITY COUNCIL PROCEDURES
The City Council will review and revise the City Council Rules of Order
and Procedure as needed, and at a minimum, every two years.
8.2 ADHERENCE TO PROCEDURES
During City Council discussions, deliberations and proceedings, the Mayor
has been delegated the primary responsibility to ensure that the City Council,
staff and members of the public adhere to the Council's adopted procedures.
0
TABLE OF CONTENTS
tea; I-69
1.1
Charter......................................................................................... 1
1.2
Ad Hoc Committees..................................................................... 1
1.3
Councilmember Appointments and Assignments .........................1
1.4
Mayor to Act as Council Ceremonial Representative .................. 1
1.5
Councilmember Participation in Community Activities ............... 2
2.
COUNCIL MEETINGS.............................................................. 2
2.1
Regular Meetings.........................................................................2
2.2
Pre -Council Meeting Workshops..................................................3
2.3
Special Meetings and Emergency Meetings ................................. 3
2.4
Adjourned Meetings.....................................................................3
2.5
Executive Sessions....................................................................... 3
2.6
Notice of Meetings....................................................................... 4
2.7
Quomm........................................................................................ 4
2.8
Chair............................................................................................ 4
2.9
Attendance by the Public.............................................................. 5
2.10
Minutes........................................................................................ 5
3. ORDER OF BUSINESS
3.1
General Order...............................................................................5
3.2
Numbering and Indexing of Agenda Items...................................6
3.3
Public Recognition....................................................................... 6
3.4
Consent Agenda ...........................................................................6
3.5
Items of InterestlCouncil Communications .................................. 6
3.6
Standard Adjournment................................................................. 7
4. RULES OF CONDUCT
4.1
General Procedure ........................................................................7
4.2
Authority of the Chair.................................................................. 7
4.3
Mayor to Facilitate Council Meetings .......................................... 7
4.4
Council Deliberation and Order ofSpeakers................................ 8
4.5
Limit Deliberation to Item at Hand .............................................. 8
4.6
Length of Council Comments......................................................
8
4.7
Obtaining the Floor......................................................................
8
4.8
Motions........................................................................................
8
4.9
Procedures for Motions................................................................
9
4.10
Voting...........................................................................................
11
4.11
Non -Observance of Rule..............................................................
12
5.
PUBLIC HEARINGS..................................................................
12
5.1 GeneralProcedure ........................................................................ 12
5.2 Continuance of Hearings.............................................................. 13
5.3 Public Discussion at Hearings...................................................... 14
5.4 Communications and Petitions..................................................... 15
6.
ADDRESSING THE CITY COUNCIL ......................................
15
6.1
Staff Presentations.......................................................................
15
6.2
Oral Presentations by Members of the Public ..............................
15
6.3
Citizens' Comments.....................................................................
16
6.4
PowerPoint Presentations.............................................................
16
6.5
Public Meeting Appearance Cards ...............................................
17
6.6
Repetitious Comments Prohibited ................................................
17
6.7
Waiver of Rules............................................................................
18
6.8
Non -Exclusive Rules....................................................................
18
%ItK�111CC i ul u : : 7SU�IT. Y:: Y I1' kY : ..
7.1 Mail.............................................................................................. 18
7.2 City Council Correspondence....................................................... 19
7.3 Clerical Support ........................................................................... 19
7.4 Master Calendar ........................................................................... 19
7.5 Requests for Research or Information .......................................... 20
7.6 City Council Notification of Significant Incidents ....................... 20
y?♦ti;>;iaTti1Y17YCY-\Y]uIIh1671Y,7:VMCY)` t:
8.1 Biennial Review of City Council Procedures ............................... 20
8.2 Adherenceto Procedures.............................................................. 20
8.3 City Attorney as Procedure Advisor ............................................ 21
8.4 Applicability of Procedures.......................................................... 21
signature. Copies of the responses, along with the original letters,
are provided to the full City Council.
Letters addressed to individual Councilmembers that do not require
a response from staff but provide information on City Council mat-
ters are copied to the full City Council.
Cards and other Councilmember mail marked "personal' will not
be opened and will not be copied to the full City Council.
7.2 CITY COUNCIL
All Councilmember correspondence prepared with City resources
(letterhead, typing, staff support, postage, etc.) will reflect the position of
the full City Council, not individual Councilmember's positions.
Personal Correspondence
City Councilmembers will be provided individual stationery and envelopes
to use for official communications reflecting their individual position as a
Councilmember.
7.3 CLERICAL SUPPORT
The City Manager's Office will coordinate the typing of correspondence
requested by individual Councilmembers. All correspondence typed for
Councilmembers will be on City letterhead and will reflect the position of
the full City Council and will be copied to the full City Council.
7.4 MASTER CALENDAR
A master calendar of City Council events, functions or meetings will be
maintained by the City Manager's Office and provided to the full City
Council.
Functions, events or meetings to be attended by individual Councilmem-
bers will only be included on the master calendar at the request of individual
Councilmembers.
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City Council, the Mayor may extend the time allocation for a
designated spokesperson.
6.7 WAIVER OF RULES
Any of the foregoing rules may be waived or suspended by a majority vote
of the Councilmembers present when it is deemed that there is good cause to
do so, based upon the particular facts and circumstances involved.
6.8 NON-EXCLUSIVE RULES
The rules set forth are not exclusive and do not limit the inherent power
and general legal authority of the City Council, or of its presiding officer, to
govern the conduct of City Council meetings as may be considered appropriate
from time to time, or in particular circumstances, for purposes of orderly
and effective conduct of the affairs of the City.
7. COUNCILMEMBER ADMU41STRATIVE SUPPORT
7.1 MAIL
All general mail will be opened and date stamped and distributed to
individual Councilmembers.
a. Letters Addressed to the Mayor and City Council
All letters addressed to the Mayor and City Council requiring a
response from staff are copied to all Councilmembers with a note as
to which staff person will be preparing a response for the Mayor's
signature. A copy of the response, along with the original letter,
will be provided to each Councilmember.
Letters addressed to the Mayor and City Council that do not require
a response but provide information on City Council agenda items or
like matters are copied to the full City Council.
b. Letters Addressed to Individual Councilmembers
All letters addressed to individual Councilmembers requiring a
response from staff are copied to all Councilmembers with a note as
to which staff person will be preparing a response for the addressee's
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b. All PowerPoint presentations must be submitted to the City Secretary,
or appropriate staff, on 3.5 -inch disks already formatted in
PowerPoint no later than noon on the day of the City Council meeting
to allow for vims checks and confirm compatibility with City
equipment.
C. Any disks submitted believed to contain viruses or are unable to be
scanned for viruses by City equipment will not be permitted to be
used on City equipment.
d. If compatibility or viruses are at issue, a member of the public may
provide a printed hard copy of the PowerPoint presentation to be
projected onto the screen via a visual projector during the presentation
or run the PowerPoint presentation on their own equipment.
6.5 PUBLIC MEETING APPEARANCE CARDS
Public Meeting Appearance Cards may be used by members of the public
who do not wish to or cannot verbally address the City Council during a
meeting. A person may indicate his/her comments and support or opposition
form agenda item on a Public Meeting Appearance Card. During the public
testimony regarding the item, the Mayor will indicate that the City Council
has received written comments from (name of persons) in support of the
project or issue and from(name of persons) in opposition. The minutes will
reflect the City Council's receipt of written comments in support or opposition
of the project or issue.
6.6 REPETITIOUS COMMENTS PROHIBITED
a. A speaker shall not present the same or substantially the same items
or arguments to the Council repeatedly or be repetitious in presenting
their oral comments. Nothing in the foregoing precludes submission
of comments to the City Council in writing, for such action or non-
action as the Council, in its discretion, may deem appropriate.
b. In order to expedite matters and to avoid repetitious presentations,
the designation of a spokesperson is encouraged. Whenever any
group of individuals wishes to address the Council on the same
subject matter, those individuals are encouraged to designate a
spokesperson to address the City Council. With the consent of the
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6.3 CITIZENS' COMMENTS
This portion of the City Council meeting is set aside for members of the
public to address the City Council on any itemof business that is not formally
scheduled on the agenda or scheduled as a Public Hearing. Members of the
public should complete a Public Meeting Appearance Card prior to the item
being heard and present it to the City Secretary.
a. Tuning
Citizens' Comments are generally permitted at the beginning of the
regular City Council meeting, as specified on the agenda.
Presentations shall be limited to three minutes each, but may be
extended for an additional two minutes with approval of a majority
of the City Council. Citizens' Comments shall be limited to a
cumulative total not to exceed fifteen minutes for all speakers.
b. City Business
Presentations under Citizens' Comments arelimited to items within
the subject matter jurisdiction of the City.
No Council Deliberations
In compliance with the Texas Open Meetings Act, the City Council
may not deliberate or vote on any matter raised in Citizens'
Comments, except for the purpose of determining whether such
matter should be placed on afuture City Council agenda. The Mayor,
however, may request the City Manager to provide additional
information on a matter of general interest to the full City Council,
the public at targe and to the citizen making the comment.
6.4 POWERPOINT PRESENTATIONS
Members of the public may present a PowerPoint software presentation
to the City Council utilizing the City's audio/visual equipment or their own
equipment.
a. All PowerPoint presentations must comply with applicable time
limits for oral presentations and cumulative time limits. Presentations
should be planned with Flexibility to adjust to any changes in these
time limits.
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1. AUTHORITY
1.1 CHARTER
The City of Allen Charter Sections 2.18 and 2.19 provide that the City
Council shall determine its own rules of order of business and procedures
for meetings. These shall be in effect upon adoption by the City Council and
until such time as amended, suspended or new mles are adopted in the manner
provided.
1.2 AD HOC COMMITTEES
The Mayor's Committee and the Finance/Audit Committee are the only
Council Standing Committees. Ad Hoc Committees are formed on an as
needed basis with a clearly defined purpose and term, as well as reporting
requirements. Ad Hoc Committees will consist of up to three Councilmembers
recommended by the Mayor with concurrence through a motion of the full
City Council.
13 COUNCILMEMBER APPOINTMENTS AND ASSIGNMENTS
The Mayor nominates and the City Council confirms Councilmember
appointments to outside agencies, committees, task forces, boards and
commissions. Councilmembers provide a link for representing the values,
beliefs and position of the City Council to these entities. The representative
will periodically report to the City Council on the activities of these
organizations.
1.4 MAYOR TO ACT AS COUNCIL CEREMONIAL REPRE-
SENTATIVE
According to Charter Section 2.05, the Mayor has been delegated the
responsibility to act as the City Council's ceremonial representative at public
events and functions. In the Mayor's absence, the Mayor Pro Tem assumes
this responsibility. In both the Mayor's and Mayor Pro Tem's absence, the
Mayor will appoint another Councilmember to assurne the responsibility.
1.5 COUNCILMEMBER PARTICIPATION IN COMMUNITY
ACTIVITIES
From time to time, Councilmembers may choose to participate in
community activities, committees, events and task forces. When a
Councilmember participates in these types of activities, the Councilmember
is acting as an interested party rather than acting an behalf of the City Council.
Acting or participating on behalf of the City Council is limited to those
instances when the City Council has formally designated the Councilmember
as its representative for the matter.
2. COUNCIL MEETINGS
2.1 REGULAR MEETINGS
Consistent with Charter Section 2.15, regular meetings of the City Council
shall be held on the first and third Thursdays of each month. The meetings
are held in the City Council Chambers and begin at 7:00 p.m.
a. Other Locations
The City Council may, occassionally, elect to meet at other locations
within the City and, upon such election, shall give public notice of
the change of location in accordance with provisions of State law.
b. Location During Local Emergency
If by reason of fire, Flood or other emergency, it is unsafe to meet in
the City Council Chambers, the meetings may be held for the duration
of the emergency at such other place as may be designated by the
Mayor or, in the Mayor's absence by the Mayor Pro Tem or the
City Manager.
C. Cancellation of Meetings
When the day for my regular meeting falls on a legal holiday, the
regularly scheduled meeting for such day shall be deemed canceled
unless otherwise specified by the City Council. At other times,
when the City Council deems appropriate, one or more regular
meetings may be canceled by a majority vote of the City Council.
e. Germane Comments
During the Public Hearing, no person will be permitted to speak
about matters or present evidence which is not germane to the matter
being considered. A determination of relevance shall be made by
the Mayor, but may be appealed to the full City Council.
5.4 COMMUNICATIONS AND PETITIONS
Written communications and petitions concerning the subject matter of
the hearing will be noted, read aloud, or summarized by the Mayor. A
reading in full shall take place if requested by my memberof the City Council.
6. ADDRESSING THE CITY COUNCIL
6.1 STAFF PRESENTATIONS
Staff presentations will be concise and will provide factual background
information on the item as well as a recommendation for the City Council.
6.2 ORAL PRESENTATIONS BY MEMBERS OF THE PUBLIC
The following procedures will guide oral presentations by members of the
public at City Council meetings:
a. Prior to the meeting or during the meeting prior to a matter being
reached, persons wishing to address the City Council should complete
a Public Meeting Appearance Card and present it to the City
Secretary.
b. When called upon, the person should come to the podium state his/
her name and address for the record, and, if speaking for an
organization or other group, identify the group represented.
C. All remarks should be addressed to the City Council as a whole, not
to individual members.
d. Questions, if my, should be directed to the presiding officer who
will determine whether, or in what manner, an answer will be
provided.
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5.3 PUBLIC DISCUSSION AT HEARINGS
When a matter for Public Hearing comes before the City Council, the
Mayor will open the Public Hearing. Upon opening the Public Hearing and
before any motion is adopted related to the merits of the issue to be heard,
the Mayor shall inquire if there is anyone present who desires to speak on
the matter which is to be heard or to present evidence regarding the matter.
Public Member Request to Speak
Any person wishing to speak at a Public Hearing scheduled on the
agenda shall complete a Public Meeting Appearance Card prior to
the matter being reached, and present it to the City Secretary. Upon
being recognized by the Mayor, the person may speak or present
evidence relevant to the matter being heard. No person may speak
without first being recognized by the Mayor. All persons wishing
to speak on the matter shall be limited to three minutes each and
theresball be acumulative limit of sixty minutes for a0 those speaking
in favor of an item and a like limit for those speaking in opposition.
The time limit may be extended by a majority vote of the City
Council.
b. Time Limits
The Mayor, with the concurrence of the City Council, may alter
any of the enumerated time allocations based on the complexity of
the item and the number of persons wishing to speak on the item.
c. Questions of Speakers
Members of the City Council who wish to ask questions of the
speakers or each other during the Public Hearing portion may do
so, but only after first being recognized by the Mayor. Interaction
with the speaker shall be limited to a question or questions, rather
than an ongoing dialogue.
d. Materials for Public Record
All persons interested in the matter being heard by the City Council
shall be entitled to submit written evidence or remarks, as well as
other graphic evidence. All such evidence presented will be retained
by the City Manager's Office as pan of the record of the hearing, in
accordance with the requirements of State law.
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2.2 PRE -COUNCIL MEETING WORKSHOPS
Immediately prior to each regular City Council meeting, beginning at 6:00
p.m., the City Council shall conduct a Workshop in order to allow the City
Council to informally review items of interest that may be scheduled for
formal presentation at future City Council meetings, or are strictly
informational in nature. The City Council may not take formal action on
items presented at the Workshop.
2.3 SPECIAL MEETINGS AND EMERGENCY MEETINGS
Consistent with Charter Section 2.15, special meetings may be called at
any time by the Mayor or by two or more members of the City Council. The
City Secretary shall post notice thereof as provided by State law. Special
meetings may be held at any location in the City as long as such meetings
are conducted in accordance with State law. In case of emergency or urgent
public necessity which shall be expressed in the notice of the meeting, an
emergency meeting may be called by the Mayor or by two members of the
City Council, and it shall be sufficient if the notice is posted two hours
before the meeting is convened. Diligent effort to notify all Councilmembers
shall be made prior to the emergency meeting.
(Texas Govemment Code, Section 551.045)
2.4 ADJOURNED MEETINGS
The City Council may adjourn any regular, adjourned regular, special or
adjourned special meeting to a time and place specified in the order of
adjournment pursuant to the provisions of the Texas Open Meetings Act.
(Texas Government Code, Section 55 1)
2.5 EXECUTIVE SESSIONS
The City Council may meet in Executive Session during any regular or
special meeting, or anytime otherwise authorized by State law, to consider
orhear any matter which is authorized by State law to be heard or considered
in Executive Session.
a. The City Council may exclude from any such Executive Session
any person or persons which it is authorized by State law to exclude
from such sessions.
b. The general subject matter for consideration shall be expressed in
an open meeting before such session is held.
C. Councilmembers may not reveal the nature of discussion from a
closed session unless required by State law.
2.6 NOTICE OF MEETINGS
Notice of meetings and the agenda for all City Council meetings shall be
posted by the City Secretary on the City's official bulletin board pursuant to
the requirements of the Texas Open Meetings Act.
(Texas Government Code, Section 55 1)
2.7 QUORUM
Charter Section 2.19 states four members of the seven member City Council
shall constitute aquomm to do business and the affirmative vote of a majority
of those present shall be necessary to adopt any ordinance or resolution,
except as required by City Charter or State law.
2.8 CHAIR
Consistent with Charter Section 2.05, the Mayor shall preside at all
meetings of the Council. The Mayor may participate in the discussion of all
matters coming before the City Council.
The Mayor shall be required to vote as a member on legislative and other
matters. The Mayor shall have the authority to preserve order at all City
Council meetings, to enforce the rules of the City Council and to determine
the order of business under the rules of the Council. The Mayor shall also
have the power to administer oaths.
a. Absence of Mayor
Pursuant to Charter Section 2.05, the Council shall elect from among
the Councilmembers a Mayor Pro Tem who shall act as Mayor
during the absence or disability of the Mayor.
b. Absence of Mayor and Mayor Pro Tem
When the Mayor and Mayor Pro Tem are absent from any meeting
of the Council, the members present shall choose another member
C. The applicant or appellant then has the opportunity to present
comments, testimony, or arguments. In the case of an appeal when
the appellant is different from the applicant, the appellant should be
called upon first to provide comments or testimony. The applicant
or appellant shall have a total of fifteen minutes for a presentation
when recognized by the Mayor or presiding officer.
The initial comments or presentation shall be limited to ten minutes
and the rebuttal or concluding comments shall be limited to five
minutes.
d. Councilmembers may ask questions of the applicant and/or appellant.
e. The Mayor opens the Public Hearing.
f. Members of the public are provided with the opportunity for rebuttal
or concluding comments. In the case of an appeal when the appellant
is different from the applicant, both are given the opportunity for
closing comments.
g. The Public Hearing is closed.
h. The City Council deliberates on the issue.
L If the City Council raises new issues through deliberation and seeks
to take additional public testimony, the Public Hearing must be
reopened. At the conclusion of the public testimony, the Public
Hearing is again closed.
j. The City Council deliberates and takes action.
k. The Mayor announces the final decision of the City Council.
5.2 CONTINUANCE OF HEARINGS
Any Public Hearing being held, noticed or ordered to be held by the City
Council may, by order, notice or motion, be continued to any subsequent
meeting.
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b. Changing Paving Assessment Plan — Two-thirds Vote
Changes in plans for paving assessments require a two-thirds vote
of the full City Council.
(Texas Transportation Code, Section 313.053)
Protested Changes in Zoning Ordinance — Three-fourths Vote
If a proposed change to a zoning regulation or boundary is protested
by owners of twenty percent or more of the area of the lots or land
included in such proposed change, or of the area of the lots or land
immediately adjoining the area covered by the proposed change and
extending 200 feet therefrom, the affirmative vote of at least three-
fourths of the full City Council is required for the proposed change
to take effect.
An affirmative vote of at least three-fourths of the full City Council
is required to overrule a recommendation of the Planning and Zoning
Commission that a proposed change to a zoning regulation be denied.
(Texas Local Goverment Code, Section 211.006(d); Allen
Comprehensive Zoning Ordinance)
4.11 NON -OBSERVANCE OF RULES
Rules adopted to expedite and facilitate the transaction of the business of
the City Council in an orderly fashion shall he deemed to be procedural
only, and the failure to strictly observe any such rules shall not affect the
jurisdiction of, or invalidate any action taken by, the City Council.
5. PUBLIC HEARINGS
5.1 GENERAL PROCEDURE
The City Council procedure for the conduct of Public Hearings is generally
as follows:
a. Staff presents its report.
b. Councilmembers may ask questions of staff.
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to act as Mayor Pro Tem and that person shall, for the duration of
the meeting, have the powers of the Mayor.
2.9 ATTENDANCE BY THE PUBLIC
Pursuant to Chatter Section 2.15, all meetings of the City Council shall be
open and public in accordance with the terns of provisions of the Texas
Open Meetings Act except the Executive Session or closed meetings allowed
by State law.
Citizens and other visitors attending City Council meetings shall observe
the same rules of propriety, decorum and good conduct applicable to members
of the City Council.
2.10 MINUTES
In accordance with the provisions of Charter Section 2.18 and 2.19, action
minutes of City Council meetings will be kept. Action minutes will include
final motions with votes. The minutes will also reflect the names of public
speakers.
a. City Council Approval of Minutes
Minutes of meetings are generally submitted to the City Council
within two weeks for approval.
b. Recording of Meetings
Tape recordings of proceedings are maintained by the City Secretary
for six months after approval by the City Council.
3. ORDER OF BUSINESS
3.1 GENERAL ORDER
City Council meetings will be generally conducted in the following order,
unless otherwise specified. An Executive Session may be held at any time
during a meeting consistent with applicable State law.
WORKSHOP AGENDA
CALL TO ORDER AND ANNOUNCE A QUORUM IS PRESENT
QUESTIONS ON CURRENT AGENDA
ITEMS OF INTEREST
ADJOURN TO REGULAR MEETING
REGULAR MEETING AGENDA
CALL TO ORDER AND ANNOUNCE A QUORUM IS PRESENT
PLEDGE OF ALLEGIANCE
PUBLIC RECOGNITION/CITIZENS' COMMENTS
CONSENT AGENDA/APPROVAL OF MINUTES
REGULAR AGENDA
OTHER BUSINESS
EXECUTIVE SESSION (AS NEEDED)
ADJOURNMENT
3.2 NUMBERING AND INDEXING OF AGENDA ITEMS
All items of any nature shall be numbered consecutively for purposes of
consideration on the agenda. Upon passage, the City Secretary shall
separately index all ordinances and resolutions.
3.3 PUBLIC RECOGNITION
All special presentations and announcements will be calendared and
coordinated through the City Secretary. A period of time, not to exceed
fifteen minutes, will be set aside for public recognition at each City Council
meeting.
3.4 CONSENT AGENDA
The Consent Agenda shall contain routine, non -controversial items that
require City Council action but need little or no City Council deliberation.
Agenda items removed from the Consent Agenda by the request of
Councilmembers or staff will be considered after approval of the entire
Consent Agenda.
3.5 ITEMS OF INTEREST/COUNCIL COMMUNICATIONS
Members of the City Council have the opportunity to notify others of
community events, functions and other activities. There will also be an
A motion for reconsideration may only be made by a Councilmember
who voted with the majority of the City Council on the action proposed to be
reconsidered by the City Council. Any member of the City Council may
second a motion for reconsideration.
4.10 VOTING
F -M
a. If a Councilmember abstains because of a legal conflict, he/she is
not counted as present forquorum purposes and is not deemed to be
"voting" for purposes of determining whether there has been a
"majority vote of those voting and present."
b. When a Councilmember abstains or excuses himself/herself from a
portion of a Council meeting because of a legal conflict of interest,
the Councilmember must briefly state, on the record, the nature of
the conflict. State law requires the inclusion of this information in
the public record.
M. _ �Pt�'
A tie vote results in a lost motion. In such an instance, any member of the
City Council may offer a motion for further action. If there is not an
affirmative vote, the result is no action. If the matter involves an appeal and
an affirmative vote does not occur, the decision appealed stands as decided
by the decision-making person or body from which the appeal was taken.
Charter or Statute Voting Requirements
Some actions taken by the City Council require more than a simple majority
vote of approval as required by either the Charter or State statutes.
a. Charter Amendment—Two-thirds Vote
An Ordinance submitting a proposed Charter amendment must be
adopted by a two-thirds vote of the full City Council.
[Texas local Government Code, Article XI, Section 5, Texas Con-
stitution, Section 9.002(a))
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MOTION TO TABLE
A motion to table will delay consideration of the item being discussed by
the City Council.
MOTION TO POSTPONE INDEFINITELY
A motion to postpone indefinitely will kill or reject the item under
consideration.
MOTION TO REFER
A motion to refer forwards the item under consideration to the named
group, committee, or board for further study.
MOTION TO LAY ON THE TABLE
A motion to lay on the table allows the item to be temporarily set aside
underdiscussion.
MOTION TO TAKE FROM THE TABLE
A motion to take from the table allows the matter to be discussed again
and would only be used in conjunction with a motion to lay on the table at
the same meeting.
WITHDRAWAL OF MOTION
A withdrawal of motion indicates a motion may be withdrawn or modified
by the Councilmember who originally made the motion at any time prior to
its passage. If the motion is modified, the Councilmember who seconded the
motion may withdraw his/her second.
A motion for reconsideration may be made at the same meeting or at the
next succeeding meeting following a City Council action, as long as the
reconsideration request complies with the requirements of the Texas Open
Meetings Act.
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opportunity to briefly comment on City Council business, City operations,
projects and other items coming before the City Council.
3.6 STANDARD
The City Council establishes 11:30 p.m. as the hour of adjournment and
will notcontinue beyond that time without a majority vote of the City Council.
To assist in making the determination to continue an item under consideration,
the City Council should find that discussion, deliberation and action, on the
item could be concluded by 12:00 midnight. If agenda items remain after
the 11:30 p.m. adjournment, a special meeting may be scheduled or the
items deferred until the next regular meeting. Deferred items will appear
first on the regular agenda of the next meeting.
4. RULES OF CONDUCT
4.1 GENERAL PROCEDURE
new rules, consistent with the City Charter and any applicable City
ordinance, statute or other legal requirement, shall govern the proceedings
of the City Council.
4.2 AUTHORITY OF THE CHAIR
Subject to appeal to the full City Council, the Mayor shall have the authority
to prevent the misuse of motions, the abuse of any privilege, or the obstruction
of the business of the City Council by ruling any such matter out of order.
In so ruling, the Mayor shall be courteous and fair and should presume that
the moving party is acting in good faith.
Any member of the City Council may move to require enforcement of the
rules, and the affirmative vote of a majority of the City Council shall require
the presiding officer to act.
4.3 MAYOR TO FACILITATE COUNCIL MEETINGS
In the role of facilitator, the Mayor will assist the City Council in focusing
agenda discussions and deliberations.
4.4 COUNCIL DELIBERATION AND ORDER OF SPEAKERS
The Mayor has been delegated the responsibility to control the debate and
the order of speakers. Speakers will generally be called upon in the order of
the request to speak. With the concurrence of the Mayor, a Councilmember
holding the floor may address a question to another Councilmember and
that Councilmember may respond while the floor is still held by the
Councilmember asking the question. ACouncilmembermayoptnottoanswer
a question while another Councilmember has the floor.
4.5 LIMIT DELIBERATIONS TO ITEM AT HAND
Councilmembers will limit their comments to the subject matter, time or
motion being currently considered by the City Council.
4.6 LENGTH OF COUNCIL COMMENTS
Councilmembers will govern themselves as to the length of theircomments
or presentation. As a courtesy, the Mayor will signal by hand to a
Councilmember who has been speaking foroverfrve minutes. Thisprocedure
is not meant to limit debate or to cut comments short, but rather to assist
Councilmembers in their efforts to communicate concisely.
4.7 OBTAINING THE FLOOR
Any member of the City Council wishing to speak must first obtain the
floor by being recognized by the Mayor. The Mayor must recognize any
Councilmember who seeks the floor when appropriately entitled to do so.
4.8 MOTIONS
Motions may be made by any member of the City Council, including the
presiding officer, provided that before the presiding officer offers a motion,
the opportunity for making a motion should be offered to other members of
the City Council. Any member of the City Council, other than the person
offering the motion, may second a motion.
4.9 PROCEDURES FOR MOTIONS
The following is the general procedure for making motions:
a. Before a motion can be considered or debated it must be seconded.
b. ACouncilmember who wishes to make a motion should do so through
a verbal request to the Mayor.
C. A Councilmember who wishes to second a motion should do so
through a verbal request to the Mayor.
d. Once the motion has been properly made and seconded, the Mayor
shall open the matter for discussion offering the first opportunity to
the moving party and, thereafter, to any Councilmember properly
recognized by the Mayor.
e. Once the matter has been fully discussed and the Mayor calls for a
vote, no further discussion will be allowed, provided, however,
Councilmembers may be allowed to explain their vote.
When a motion is on the floor and an amendment is offered, the amendment
should be acted upon prior to acting on the main motion. No motion of a
subject different from that under consideration shall be admitted as an
amendment. A motion to amend an amendment shall be in order, but one to
amend an amendment to an amendment shall not be in order. Action shall be
taken on the amended amendment prior to any other action to further amend
the original motion.
A motion to continue will leave the motion in its present condition for
consideration on a date and time certain.
MOTION TO REMOVE
A motion to remove will take the matter off the agenda and will not be
considered by the Council for an indefinite period of time.