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Home My WebLink About4.F.3. 2013 City Council Meeting Policies and Procedures L E 3. 48 rp,:g5 11111111±0411 C .!• i P ii$�S "d1 SHAKOI'EE TO: Mayor and City Council Mark McNeill, City Administrator FROM: Brad Tabke, Mayor DATE: 01/08/2013 SUBJECT: 2013 City Council Meeting Policies and Procedures (F) Action Sought The City Council should endorse recommended City Council meeting operating policies and procedures for 2013. Background Annually, the mayors of Shakopee have defined their expectations and proposed operating policies to govern City Council meeting. My proposed list is what I proposed for 2012, and what i would like to see happen again in 2013: 1. A consolidated "Council Member Report" will include both Council Liaison 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 effected Council Member must abstain from voting, and leave the Council table if a discussion of the item is necessary. 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/subject. 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 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 presentations which are to be made by the Mayor. 4. Reasonable deviations from the set agenda may be attempted to accommodate audience members. Public Hearings will be heard in the order in which they are placed on the agenda. 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: • Only those having the floor as recognized by the Chair shall speak. • 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 ". • 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. 6. "Other Business" agenda items will be included as a regular part of each agenda. 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 City Administrator by noon on the day of the meeting. If notification is not given 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 sensitive. 8. 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. 9. I will make every effort to be protective of staff, Council, and citizens from personal or unnecessary derogatory attacks. 10. Out of respect for City staff, please submit questions to the City Administrator by noon on meeting day. Doing this will allow staff to better prepare and facilitate an 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 the next meeting. Recommendation I recommend that the Council adopt the policies and procedures as outlined in this memo for meetings which are to be held in 2013. Budget Impact None Relationship to Vision This impacts all of the City's adopted goals and procedures, but specifically it supports Goal F, "Housekeeping ". Requested Action If the Council concurs, it should, by motion, adopt the Council meeting policies and procedures as outlined in this memorandum for 2013. Attachments: