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HomeMy WebLinkAboutRESOLUTION NO. 3-3-88c � o .Q, Sax 43 �&a 1 .r. IM04 5202y 319-946-2204 RESOLUTION 3388-C A RESOLUTION ESTABLISHING RULES & PROCEDURES FOR THE FAIRFAX CITY COUNCIL. BE IT RESOLVED that the Fairfax City Council desires to establish certain Rules & Procedures for City Council meetings , NOW, THEREFORE, BE IT RESOLVED by the City Council of Fairfax, Iona that these rules and procedures are in effect upon the passage and approval of this resolution. Passed by Council the= day of 1988 i Mayor AT'TEST,i City Clerk �lau�'a Q�[Cc r�ear�tC �-�-'!�-� S•30 - 4:30 RULES PROCEDURE FOR FAIRFAX CITY COUNCIL 1 . AUTHORITY 1 . 1 _CHARTER: The. Charter of the City of Fairfax, provides that thesCouncil may determine its own rules of procedure for meetings . The following set of rules shall be in effect upon their adoption by the Council and until such time as they are amended or new -rules adopted in the :Wanner provided by these rules . 2 . GENERAL RULES : 271 i--MEETINGS TO BE PUBLIC : All official meetings of the Council shall�beTopen to the public . The journal of proceedings shall be open to public inspection. 2 . 2 QUORUM : A majority of the members of the Council (3 ) shall constitute a quorum and shall be necessary for the trans- action of business . If a quorum is not present , those in attendance will be named and they shall adjourn to a later time . 2 . 3 COMPELLING ATTENDANCE : The Council may adjourn from day to day Yto�compel the attendance of absent members . 2 . 4 JOURNAL OF PROCEEDINGS : An account of all proceedings of the Council shall be kept by the City Clerk and shall be entered in a book constituting the offical record of the Council . 2 . 5 ORDINANCES , CONFINED TO ONE SUBJECT, EXCEPTIONS : No ordinance except�anappropriation ordinance, an ordinance adopting or embodying an administrative or governmental code, or an ordinance adopting a code of ordinances , shall relate to more than one subject , which shall be clearly stated in its title . 2 . 6 RIGHT—OF—FLOOR: Any member desiring to speak shall be recognized by the Chair, and shall confine his or her remarks to one subject under consideration or to be considered . 2 . 7 CITY CLERK: The City Clerk shall attend all meetings of the Council unless excused and shall keep the official journal. (minutes ) and perform such other duties as may be requested by the Council. 2 . 8 RULES OF ORDER : "Roberts Rules of Order, Revised" shall govern the proceedings of the Council in all cases , unless they are in conflict with these rules . 3 . TYPES OF MEETINGS 3� �.���bREGULAR�_MEETINGS : The Council shall meet in the City Hall for�Regular,�Adjourned and/or Special meetings . The Regular Council meetings are to commence at 7 : 00 PM on the first Thursday of each month, unless otherwise specified . If the day of any Regular meeting shall fall on a holiday, such regular meeting will be held at: 7 : 00 PM on following Thursday. 3 . 2 SPECIAL MEETINGS : Special meetings may be called by the Mayor or any�four�members of the Council . The call for a special meeting shall be filed with the City Clerk in written form except the announcement of a special meeting during any regular meeting at which all members are present shall be sufficient notice of such special meeting . ( 2) 3 .. 2 Special meetings (con' t) The call for a special meeting shall specify the day and hour and shall list the subject or subjects to be considered. No Special meeting shall be held until at least twenty-four ( 2.4) hours after the call is issued. Only such business may be trans- acted at a Special meeting as may be listed in the call for said meeting or an incident there to. 3 . 3 ADJOURNED MEETINGS : Any meeting of the Council may be adjourned to'a later�date 0and time , provided that no adjournment shall be for a longer period then until the next Regular meeting . 3 . 4 WORK SESSIONS : The Council may meet informally in work sessions , open to the public , at the call of the Mayor or any four members of the Council , to review forthcoming programs of the City, receive progress reports on current programs or projects , or similar information, provided that all discussions and conclusions thereon shall be informal . 3 . 5 EXECUTIVE_SESSIONS : Executive Sessions or closed meetings may be held but they must be in accordance with the provisions of the State of Iowa Open Meetings law. 3 ,. 6 ATTENDANCE OF MEDIA AT COUNCIL MEETINGS : All official meetings of—the—City Council , and its—committees—shall be open to the media, freely subject to recording by radio, television and photographic services at any time , provided 'that such arrangements do not interfere with the orderly conduct of the meetings. 4 . CHAIRMAN—AND—DUTIES- 4 . 1 CHAIRMAN : GHAIRMANANDDUTIES4. 1CHAIRMAN : The Mayor, if present , shall preside as Chairman at all meetings of the Council and preserve order and decorum in the tr.ansaction 'of City business . In the absence of the Mayor, the Mayor Pro Tempore shall preside . 6 . 2 CALL—TO—ORDER : The meetings of the Council shall be called to order�by�the�Mayor or, in case of absence,by the Mayor Pro Tempore . In the absence of both, the meeting shall be called to order by the City Clerk for the election of a temporary Chairman.. 4 . 3 PRESLRVATION OF ORDER: The Chairman shall preserve order and decorum,�prevent�attacks on personalities or the challenging of members motives , and confine members in debate to the question under discussion. 4 . 4 POINTS OF_ORDER: The Chairman shall determine all points of order,�subject ito right of any member to appeal to the Council . If any appeal is taken, the question shall be , "Shall the decision of the Chairman be sustained' "' 's . 5 QUESTIONS TO_BE_STATED : The Chairman shall state all questions submitted for vote^and announce the results . A roll call vote shall be taken upon the request of any member, in the manner provided in Section 6. 7 of these rules . 4 ., 61 SUBSTITUTION—FOR—CHAIRMAN : The Chairman may call any other member^to temporarily Chair the meeting in order to take in debate , or to covet: a temporary absence, such substitution not to continue beyond adjournment . (3 ) 5 . ORDER OF, ?3USINESS..ANU .AGENDA S . 1 ORDER—OF BUSINESS :— The General rule as to the order of business—in regular meetings shall be as follows : 1 . Call to order, approval of agenda, roll call of members 2 . Minutes of preceding meeting-.; for approval , Clerks financial and budget reports, committee reports 3 . Correspondence, permits etc . 4 . Public Hearings , Unfinished business as noted on the agenda 5 . New Business specifically noted on approved agenda 6 . Ordinance and resolutions 7 . Communications and personal appearances of citizens 8 . Adjournment 5 . 2 AGENDA : The order of business of each meeting shall be as contained in the Agenda prepared by the City Clerk. The agenda shall be a listing by topic of subjects to be considered by the Council , and shall be delivered to members of the Council at least forty eight (48 ) hours preceding the meeting to Which it pertains . 5. 3 PRESENTATION BY MEMBERS_OF COUNCIL: The Agenda shall provide a—time when the _Mayor—or any_Council member may bring before the Council any business that he/she feels should be deliberated upon by the Council . These matters need not be specifically listed on the Agenda , but formal_action_on_such—matters_shall be deferred_ - until a subsequent Council—meeting _and—be—shown on the agenda. .,... — ------------ — —.__...._ __—__------------------- READING DING OF�MINUTES : Unless readings of the minutes of a Council meeting—isTrequested by a member of the Council , such minutes may be approved without reading if the City Clerk previously -Furnished each member with a copy thereof, and has published same in a newspaper in general circulation with in the City. 6 . ORDINANCES , RESOLUTIONS, AND MOTION: C . J. FORM_AND FUNDING :. All ordinances and resolutions shall be. presented—to—the_Council only in printed or typewritten fora All ordinances authorizing expenditure of money shall include the exact source of the Funds to be expended . 6 . 2 CITY—ATTORNEY—TO—APPROVE : All ordinances and resolutions shall be approved as—to—form—and—legality by the City Attorney. 6 . 2 DISTRIBUTION_OF ORDINANCES : The City Clerk shall prepare copies of—all—proposed—ordinances—for distribution to all members of the Council at least 24 hours before the Council meeting at which the Ordinance is to be introduced. If the ordinance carries an emergency clause, copies of the ordinance must be distributed at least 12 hours prior to the meeting of the Council at which said ordinance is to be considered . 6 . 4 READING BY TITLE ONLY: Upon being introduced , each proposed ordinance shall.—be—read by title only, unless any member of the Council requests a full reading of the ordinance . 6 . 5 CONSIDERATION OF ORDINANCE : Each proposed ordinance shall be read by—title or—in full—three times . 6 . 6 SUSPENDING RULES : Proposed ordinance may be approved for passage on first reading by suspending rules requiring three readings by a vote of not less than three-fourths of the Council, (4) . (4) . 7 RECORDING OF VOTES : The Ayes and Na "es shall be taken upon the passage of all ordinances and resolutions and entered upon the official record of the Council . 6 . 8 MAJORITY-VOTE-REQUIRED: . An affirmative vote of at least a. majority (3) of-'the members of the Council shall be necessary to pass an ordinance and/or resolution. A motion or any other proposition may be adopted by a majority voting on the issue ( except as otherwise specified in the State Statues . ) When any vote is called each Council member shall. respond "yes" (aye) '"no"" (nay) , abstain or pass . Council member who responds "puss" shall be given an opportunity at the end of the roll call to change their vote to "yes" , "no" or abstain. Any ,"pass" responce not so changed shall be recorded as an abstention. An abstention vote shall be considered a "no" (nay) unless a valid reason. is stated. If Council member declares a "Conflict of Interest" for non-voting, a valid reason must be stated . 6 . 19 TIE-VOTE_ In the event of a tie in votes on any motion, resolution or ordinance it shall be considered lost . '7 ., 10 NUMBERING-ORDINANCES-AND RESOLUTIONS` Upon passage a number shall be assigned-to each Ordinance and Resolution by City Clerk. 6 . 11 ORDINANCE-PASSAGE-PROCEDURE : When passed by the Council , an ordinance shall be signed by the Mayor and be attested to 'by the City Clerk; and it shall be immediately filed and published as required by the State of Iowa, and thereafter preserved in the office of the City Clerk. 6 . 1.2 REQUEST FOR -ORDINANCES`ANCES OR LEGAL OPINION : Any member of the RE _ S_ City Council may request the City _Clerk-to have prepared proposed ordinances with such ordinances to be placed on the agenda of the next scheduled Council meeting, provided the ordinance can be drafted and distributed to members of the Council in accordance with 'the time schedules set forth in Section 6 . 3 of these rules . Any member of the City Council may request written legal opinions , relating to City business , from the City Clerk. Upon receiving requests for a proposed ordinance or written legal opinion, the City Clerk shall forthwith request same from the City Attorney; and upon return receipt thereof, the City Clerk shall distribute the subject ordinance or written legal opinion to all members of the Council , so that they all may be fully informed of the status of City affairs . Any member of the Council may, for purposes of inquiry, request verbal opinion or advise on City legal matters directly from the City Attorney. 7 . CREATION OF COMMITTEES , BOARDS AND COMMISSIONS : 771 __CITIZEN-COMMITTEE'S ,-BOARDS AN `COMMISSIONS : The Council may create committees, boards andcommissionsto assist in the conduct of the operation of the City Government with such duties as the Council may specify not inconsistent with the. City Code or the Code of Iowa. 7 . 2 MEMBERSFITP AND SELECTION; Membership and selection of members shall-be as provided by the Council if not specified by the City Code .. Any committee , board, or commission so created shall cease to exist upon the accomplishment of the special purpose for which it was created, or when abolished by a majority vote of the Council . No committee so appointed shall have powers other than advisory to the Council or City Clerk except as otherwise specified in the City Code. (5 ) 8 . CITIZENS ' RIGHTS . 1. ADDRESSING TBE COUNCIL : Any person desiring to address the Council by oral communication shall first secure the permission of the presiding officer , provided, however, that preference will be given to those persons who have notified the City Clerk by noon of the Wednesday immediately preceding the Thursday Council meeting (or 24 hours before a special council meeting) of their desire to speak in order that their name may be placed on the agenda and they will be recognized by the presiding officer without further action. 8 . .2 MANNER OF ADDRESSING THE—COUNCIL_- - TIME LIMIT :_ Each person addressing the Council shall give his/her name and address in an audible tone of voice for the record and, unless further time is granted by the Council , shall limit their address to five ( 5) minutes . All remarks shall be addressed to the Council as a body, and not to any member thereof . No person, other than members of the Council and the person having the floor, shall be permitted. to enter into any discussion, either directly or through the members of the Council . NO questions shall be asked the Council members , except through the presiding officer. 8 . 3 PERSONAL_AND_SLANDEROUS_REMARKS : Any person making personal , impertinent�or�slanderous remarks , or who shall become boisterous , while addressing the Council may be requested to leave the meeting and may forthwith, by the presiding officer, be banned from further audience before the Council . 8 . 4 READING—OF—,PROTESTS :- Interested persons , or their authorized representatives , may address the Council for the reading of protests , petitions, or communications relating to any matter over which the Council has control when an item is under consideration by the Council, if a majority of the Council. present agrees to let them be heard . 8 . 5 MAYOR MAY APPOINT COMMTTTEE OR REFER_CITIZENS_COMPLAINTS : The Mayor may appoint a committee of two members of�the�City Council to hear Citizens complaints as the same are referred thereto by -the Mayor or may refer Citizens complaints to an Executive Session of the City Council , whenever the subject would be appropriate . 8 . 6 WRITTEN_COMMUNICATION: Interested parties, or their authorized representatives , may address the Council by written communication in regard to any matter concerning the City' s business or over which the Council, has control at any time by direct mail or by addressing the City Clerk and copies will be distributed to the Council members . 9 . SUSPENSION AND ADMENDMENT OF THESE RULES : 9 .. 1 SUSPENSION OF THESE RULES : Any provisions of these rules not governed by the CityCodemay be temporarily suspended by the vote of three (3) members of. the Council . The vote on any suspension shall be taken by roll call vote and entered upon the record. 3 . 2 AMENDMENT OF THESE RULES : These rules may be. amended, or new rules adopted, by�a�majority vote of all members of the Council provided that the proposed amendments or new rules shall have been introduced into the record at a prior Council meeting.