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1990-26 Adoption of Rules & Procedures for City Commission Meetings RESOLUTION NO. 90 - 26 A RESOLUTION ADOPTING RULES OF PROCEDURE FOR CITY COMMISSION MEETINGS OF THE CITY OF PARKLAND. WHEREAS, the City of Parkland City Commission desires to enact rules and regulations for the conduct of its meetings; NOW THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF PARKLAND AS FOLLOWS: section 1. General Rules A. All city Commission meetings and workshops shall be open to the public. The city Clerk shall keep minutes of the meetings, which minutes shall be reduced to writing in a concise and summary manner and approved by the City Commission. B. All minutes approved by the City Commission shall be placed in a journal constituting the official records of the City Commission. Section 2. Conduct of Meetinas A. If present, the Mayor shall preside as Chairman at all meetings and shall be responsible for conducting the meetings of the City commission. In the absence of the Mayor, the Vice Mayor shall preside. In the absence of both the Mayor and the Vice Mayor, the Commission shall select a temporary Chairman. Any member desiring to speak shall be recognized by the Chairman and shall confine his or her remarks to the subject under consideration. B. The City Manager, the City Clerk, and the City Attorney shall attend all City commission meetings and shall, when requested, attend City Commission workshops. Section 3. Rules of Order Robert's Rules of Order Revised shall govern the proceedings of the Commission in all cases, unless they are in conflict with these rules. section 4. Workshop Meetinqs The Commission may meet informally in workshop meetings at the call of the Mayor or of any three (3) Commission members, to review forthcoming programs of the City, receive progress reports on current programs or projects, or receive other similar information from the City Manager or other City employees, provided that all discussions and conclusions thereon shall be informal. No formal action shall be taken at such meetings. section 5. Call To Order The meetings of the Commission shall be called to order by the Chairman. The meeting shall be called to order by the city Clerk for the selection of a temporary Chairman. Section 6. Preservation of Order The Chairman shall preserve order and decorum, prevent attacks against either commissioners or citizens or argument of either Commissioners or citizens or the impugning of members' motives, and confine members in debate to the question under discussion. Section 7. Points of Order The Chairman shall determine all points of order, subject to the right of any member to appeal to the Commission. If any appeal is taken, the question shall be, "Shall the decision of the Chairman be sustained?" Section 8. Questions to be Stated The Chairman shall state all questions submitted for a vote and announce the result. A roll call vote shall be taken on all ordinances, resolutions, and actions which require the expenditure of City funds. Section 9. Substitution for Chairman The Chairman may call another member to temporarily chair the meeting in order to make a motion, or to cover a temporary absence, provided that such substitution shall not continue beyond the action being taken by the Chairman. Section 10. Order of Business and Agenda The general rule as to the order of business in regular meetings shall be as follows: 1. Call to Order. 2. Pledge of Allegiance. 3 . Roll Call. Approval of minutes 4. Public Input. 5. Comments by the Mayor and Commissioners. 6. Consent Agenda. 7. Regular Agenda. 8. Comments by City Manager. 9. Comments by City Attorney. 10. Adjournment. Section 11. Aaenda The order of business of each meeting shall be as contained in the agenda prepared under the direction of the City Manager. The agenda shall be a listing by topic of subjects to be considered by the Commission, and shall be delivered to members of the Commission as soon as possible prior to the meeting to which it pertains. There shall be consent agenda which shall consist of bid awards, proclamations, resolutions and other items requiring no discussion, which shall be adopted by motion of the Commission without debate or public hearing. Any Commissioner may remove any item from the consent agenda. section 12. Ordinances. Resolutions. and Motions A. Form: Ordinances and resolutions shall be presented to the Commission only in printed or typewritten form. B. citv Attornev to Approve: All ordinances shall be "Approved as to Form and Legality" by the City Attorney. Such approval shall be so indicated by signature on the last page of the ordinance before presentation to the Commission. C. Distribution of Ordinances: The City Clerk shall prepare copies of all proposed ordinances for distribution to all members of the Commission with the agenda backup material for the commission meeting at which the ordinance is to be introduced. D. Readina bv Title Only: Upon being introduced, each proposed ordinance shall be read by title only, unless any member of the Commission requests a full reading of the ordinance. E. Consideration of Ordinances: Each proposed ordinance shall be read by title or in full two times. Except in case of an emergency ordinance or an appropriation ordinance, not more than one such reading shall be on the same day, and at least two (2) weeks shall elapse between introduction and final passage. F. Tie Vote: In the event of a tie in votes on any motion, the motion shall be considered defeated. G. Numberinq Ordinances and Resolutions: Before consideration by the commission, a number shall be assigned to each ordinance or resolution by the city Clerk. H. Ordinance and Resolution Passaqe Procedure: When passed by the Commission, all ordinances and resolutions shall be signed by the presiding officer and be attested by the city Clerk; and it shall be immediately filed and thereafter preserved in the office of the City Clerk. Except when requested by a Commissioner voting on the prevailing side on an ordinance or resolution, no ordinance or resolution shall be revised or repealed within three (3) months of its adoption. I. Requests for Ordinances or Legal Opinions: Any two (2) members of the City Commission may request the City Manager to have prepared proposed ordinances with such ordinances to be placed on the agenda of the next scheduled Commission meeting, provided the ordinance can be drafted, properly advertised, and distributed to members of the Commission in a timely fashion. Any member of the city Commission may request written legal opinions, with a copy to the City Manager, relating to city business, from the City Attorney and such opinions shall be forwarded to the City Manager for dissemination to the city commission. Any member of the Commission may, for purposes of inquiry, request verbal opinions or advice on city legal matters directly from the City Attorney. Section 13. citizen's Riqhts A. Addressinq the Commission: Any person desiring to address the Commission by oral communication shall first secure the permission of the presiding officer. B. Manner of Addressinq the Commission -- Time Limit: Each person addressing the Commission shall step up to the microphone, shall give his/her name and city of residence and any representative capacity in an audible tone of voice for the record and, unless further time is granted by the Commission, shall limit his/her address to three (3) minutes. A person's time may not be reserved for another turn or transferred to another speaker. All remarks shall be addressed to the Commission as a body, and not to any member thereof. No person, other than members of the Commission and the person having the floor, shall be permitted to enter into any discussion, either directly or through the members of the Commission. When requested by any member of the Commission, the City Manager, City Attorney, as well as staff members, may enter into any discussion. No questions shall be asked or documents distributed to Commissioners or staff, except through the presiding officer. C. Personal and Slanderous Remarks: Any person making personal, impertinent or slanderous remarks, or who shall become boisterous, while addressing the Commission may be requested to leave the meeting and may be forthwith, by the presiding officer, barred from further audience before the Commission at the meeting from which ejected. D. Public Hearinqs: The Commission shall conduct public hearings only under the following circumstances: 1. On all Ordinances and Resolutions; 2. On matters requiring the City to sell City property; 3. On consideration of plat and site plans; 4. When required by statute; 5. When determined to be in the best interest of the City by a majority of the Commission. Section 14. Susoension and Amendment of These Rules A. Susoension of These Rules: Any provision of these rules not governed by the City Charter or City Code may be temporarily suspended by a vote of two-thirds of the Commissioners in attendance, except that where three (3) Commissioners are present, then a unanimous vote shall be required. B. Amendment of These Rules: These rules may be amended, or new rules adopted, by a majority vote of all members of the Commission in attendance, provided that the proposed amendments or new rules shall have been introduced into the record at a prior commission meeting. section 15. Unless extended by a majority vote of the commissioners in attendance, all meetings shall adj oum automatically at 11:00 p.m. PASSED AND ADOPTED THIS 24th DAY OF SEPTEMBER , 1990. ~~~ ATTEST: ~~_ C~~ SUSAN ARMSTRONG, CITY RK APPROVED AS TO FORM ,AND LEGALITY: <~.~ ---mfDREW S. MAUROD , CITY ATTO EY Res.02 10/3/90