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Home My WebLink About5.F.5. Council Meeting Procedures ___.- I � . { � � V � i i i CITY OF SHAKOPEE � � � i Memorandum , �„°,, ,�. � � ,-.. .�.a, ,� � T � � TO: Shakopee City Council `- °� . w`v-� �� FROM: Brad Tabke, Mayor � � � SUBJECT: Council Meeting Procedures � � � � DATE: January 3, 2012 � � � � , � INTRODUCTION: I At the first meetin of the new Council on Januar 3rd I will ask that the Council � ' g Y � , endorse some operating policies for City Council meetings. � i BACKGROUND: I , i Annually, the mayors of Shakopee have defined their expectations and proposed i operating policies to govern City Council meeting. My proposed list is slightly modified ', ; from previous yeaxs, in that I hope to streamline meetings and responsibilities beginning � � in 2012: � � � i 1. A consolidated "Council Member Report" will include both Council Liaison ' I Report, and Council Concerns. The Liaison Report should be given for each meeting held by the organization where a Council Member is the appointed ' Liaison. If a Council Member is unable to attend the meeting, he or she should , � obtain meeting minutes or contact the organization for information to report to the ', � , Council. A Council member may also use this time to report on immediate ! � concerns of the public, which are not on the agenda. � � 2. If an issue presents a conflict of interest, the affected Council member must absta�n from voting, and leave the Council table if a discussion of the rtem is i ; necessary. However, Council members should not abstain from a vote simply i ; because they do not wish to take a stand on an issue. ; � ' 3. Citizens are encouraged to utilize the "Recognition of Involved Citizens by City ', Council" portion of the agenda with a maximum of five minutes per ' person/subj ect. Action generally will not be taken during the current meeting on ; ; items brought up by a citizen. If an order must be resolved immediately, it should i ; be placed under "Other Business". If an action is necessary, but not immediately �� ' warranted, an action item will be assigned or placed on a future City Council �' � agenda. This will also be the point in the meeting where there will be any special ', i presentations which are to be made by the Mayor. ; , i ' i ' � � -------------- �'� � __ _ f , � I � I ' j 4. Reasonable deviations from the set agenda may be attempted to accommodate � I audience members. Public Hearings will be heard in the order in which they are � I placed on the agenda. I I 5. To the greatest extent possible, we will follow parliamentary procedure as �� outlined in "Robert's Rules of Order". I shall adhere to the following concepts: � I I • Only those having the floor as recognized by the Chair shall speak. I � • Encourage both audience members and Council n�einbers to address � I the Chair. � � • Encourage that motions be descriptive of action sought, i.e, not simply � � "move the requested action". � � • Make a strong effort to ensure that motions are made only in the i affirmative. • Allow any member to make modifications to a motion, if acceptable to � � the maker, but only prior to the start of discussion as signaled by the , Chair. � � • The Chair will not make a motion. , � • Disallow discussion on a motion until seconded. I • Generally follow that the member who makes a motion will be given the first opportunity to speak in discussion. � • Generally recognize any member who has not spoken on a question ' over one who has. ' • Rule against explanation of vote by members during voting. , I • Declare a unanimous vote if a motion receives any votes on one side , and none on the other. • Generally report by the Chair results of all votes indicating those members in the minority. ' i � 6. "Other Business" agenda items will be included as a regular part of each agenda. i i � 7. Any audience member or Council member may ask to have an item removed from , the consent agenda. As a courtesy of the City staff, if a Council member is intending to remove an item from the Consent Agenda, they should notify the Cit Administrator b noon on the da of the meetin . If notification is not iven I Y Y Y g g for removing an item from the Consent Agenda, the action will be deferred, and � placed on the next available City Council Agenda. An exception may be made if � the action is time sensifive. � 7. Prior to adoption of the consent agenda, I will ask for any additions or deletions ,� from the consent agenda. A synopsis of each item proposed to be adopted as the , consent agenda will be read prior to a vote being taken. � 8. I will make every effort to be protective of staff, Council, and citizens from � personal or unnecessary derogatory attacks. , i � i - - - - --- --- --- ------- ------ - - -- - - -- - - -- -� i I I I 'I I 9. Out of respect for City staff, please submit questions to the City Administrator by i � noon on meeting day. Doing this will allow staff to better prepare and facilitate an � i efficient meeting. A development question may be asked during the meeting, but ! if an answer is not available, and agenda item may need to be tabled until tha next ! ! meeting. !, i � RECOMMENDATION: i i i ; I believe adherence to the above policies and procedures will be of benefit in the , operation of City Council meetings. For that reason, I reconnmend that Council adopt i these guidelines. � � ACTION REQUIRED: If the Council concurs, it should, by motion, approve and endorse the Council Meeting �, Procedures, as outlined in this memorandurn. � I I I � Brad Tabke � i � � Mayor � i � BT:cn ! � I ; � '' i �, i � I � � , i � I � � � i I ! � , i i � i I I � � , � �, _ _ _ _ ATTAC�IlVIENT Summary of Changes from Previous Council Meeting Procedures 1. :� ,� . � b � .,.�,,,,.., „��i.o r,,,,,,,.;i n ° . 2. A"Council Concerns" section of the agenda is listed near the end of the agenda, and is for issues needing to be brought up by the Council that are unable to be included on the printed Council a enda due to late notification, and which cannot be deferred to a future I g � meeting. If action is required, it should be added as an agenda item at the beginr�ing of ; the meeting under "Additions or Corrections to the Agenda" Issues of concerns brought j to Council members by residents should be forwarded to staff before the meeting so that I staff can review and respond in the timeliest manner. (Combines #1 with #2, and relabe_ls i it "Coui�cil Menzber Report) ' � ' � 3. If an issue presents a�a� conflict of interest, the affected Council member must � abstain from votin�on �'��'�' ��°»,��°',��„�°'�� », and leave the Council table if � discussion of the item is necessary, and further not �articipate in any subsequent vote.� � j � ,, ° �;��„��;�„ � �„'��°�„°.�* ��+° ��*'��: Council members should not abstain i from a vote simply because they do not wish to take a stand on an issue. i 4' , � ' ; '. ., � i -t • t +t, ,- � • i �. + • +� a i i 5. Re-labels "RecoQnition of Involved Citizens". whicli still_allows for�e i� a five- i minute limit per person/subject for issues that are brought before the Council under the "Concerned Citizens" portion of the agenda. An issue that must be resolved at that � meeting and cannot be deferred should be placed under "Other Business" later on the � agenda, out of fairness to other individuals who are on the agenda. This would also be � the �lace where special �resentations by the mayor would take �lace. � � i ; , ' 6. , R�easonable ; � accommodations from the set agenda maX be attempted to accommodate audience , � •71 �«., +„ L.o �, .,,ao �„ .�lo<,;.,�� 4;.,,.,, +1,v �o+ � .�.a„ t„ .,11,.�,� r1,.,�a ; r,� ],o � members«�• , rt° ��,�� i i n�-a��anc-�1-�°��-atic�re��e-i-�� °�—Public hearings, however, i will be heard in the order that they are placed on the agenda. � i 7. To the greatest extent possible, we will follow parliamentary procedure as outlined in II "Robert's Rules of Order". I shall adhere to the following concepts: ' I • Only those having the floor as recognized by the Chair shall speak. � � , i _- - - - - -- - - - - - - - - - - - - - - - - - - - - - - - - � I • Encourage both audience members and Council members to address the Chair. • Encourage that motions be descriptive of action sought, i.e. not simply "move the requested action". i • Make a strong effort to ensure that motions are made only in the affirmative. • Allow any member to make modifications to a motion, if acceptable to the maker, but only prior to the start of discussion as signaled by the Chair. '� • The Chair will not make a motion. • Disallow discussion on a motion until seconded. • Generally follow that the member who makes a motion will be given the first opportunity to speak in discussion. • Generally recognize any member who has not spoken on a question over one who has. • Rule against explanation of vote by members during voting. • Declare a unanimous vote if a motion receives any votes on one side and none ' on the other. • Generally report by the Chair results of all votes indicating those members in the minority. 8. "Other Business" "' will be included as a regular part of every agenda. The "Mavor's Report" will be as part of the "Council Members Re�ort" � � 9. Any audience member or Council member may ask to have an item removed from the consent agenda. Modified to add a Councilmember's request to remove an item from the i Consent A�enda be made by noon on the da�of the meetin� 10. Prior to adoption of the consent agenda, I will ask for any additions or deletions from the i consent agenda. A synopsis of each item proposed to be adopted as the consent agenda will be read prior to a vote being taken. 11. � , , , I 12. , , , ,.�:,,� , ,:,� i..,, a:�,.,.,,,.�,.o,a b' 13. I will make every effort to be protective of staff, Council, and citizens from personal or I unnecessary derogatory attacks. 14. Council members should make an effort to keep the discussion relevant to the topic at I hand. Adds"All efforts will be made by the Chair to conduct an efficient meetin� I 15. , „ao,h.,i,�� .,�+o,. i i.nn D�a ,,,- „ r;,.> �,,,,,,,.;i „,oa�;�,� I I