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RESOLUTION 15-04

 

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF COLEMAN ESTABLISHING RULES AND PROCEDURES FOR CONDUCTING COUNCIL MEETINGS

 

WHEREAS, Section 2.12 of the City Charter authorizes the City Council to determine its own rules of produced and order of business for meetings of the Council; and

 WHEREAS, it is deemed advisable for the Council to establish rules and procedures for conducting Council meetings.

 

NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF COLEMAN, TEXAS, THAT:

The following rules and procedures are adopted for conducting all meetings of the City Council:


COLEMAN CITY COUNCIL PROCEDURES

SECTION 1.  AGENDA

 

A.        Each City Council meeting shall strictly follow a written agenda which shall be posted in accordance with State Law.

 

B.        No subject matter or public business may be acted upon unless same is clearly set forth as an agenda item.

 

C.        The order of items set out on the agenda shall be followed unless the order is changed at the discretion of the presiding officer (as defined in Section 2.), when for the convenience of the Council or public. 

 

D.        The agenda shall allow for the hearing of visitors concerning items not on the agenda. Rules and policy for hearing such visitors are contained in Section 5. of this Resolution and shall be posted in the City Council Chambers.

 

E.         When possible, items of business may be placed on a consent agenda. In order for an item to be placed on the consent agenda it must be either: (1) a routine item of City business that is normally approved without discussion, or (2) an ordinance that was passed unanimously on first reading. Any member of the Council or the Mayor may request that an item be removed from the consent agenda if the Council Member or Mayor feels that additional discussion is necessary on said item. Upon such request, such item shall be removed from the consent agenda and placed under old or new business for separate discussion and voting. The consent agenda shall be voted on in its entirety and not on an item-by-item basis.

 

F.         The agenda shall be prepared by the City Manager who shall generally determine the items to be on the agenda. In addition, any Council Member or the Mayor may request that any appropriate item be placed on the agenda.

 

SECTION 2.  GENERAL CONDUCT OF MEETINGS

 

A.        The presiding officer over each Council meeting shall be the Mayor, or in his or her absence, the Mayor Pro Tem.  In the event that the Mayor and the Mayor Pro Tem are both absent, the Council members present may elect one of their number upon nominations for that purpose to serve as temporary presiding officer for the meeting.

 

B.        No person shall speak on a matter until recognized by the presiding officer.

 

C.        All visitors or members of the public who speak with permission of the presiding officer shall speak from the podium and shall identify themselves for the record prior to their comments.

 

D.        Unless an agenda item is designated as a public hearing, no member of the public shall be entitled to speak or comment, and shall do so only with permission of the presiding officer. 

 

E.         Any person desiring to address the Council regarding an item on the agenda may do so by registering on the form provided in the Council Chambers and/or contained on the City’s website.  Each persons’ remarks will be limited to 3 minutes, unless the time is extended by the presiding officer (with the consent of the majority of the City Council).

 

F.         On agenda items designated as public hearings, each person wishing to speak shall confine remarks to 5 minutes in length unless the presiding officer allows additional time (with the consent of the majority of the City Council). The presiding officer may set additional rules for public hearings as may be necessary for orderly conduct of the meeting.

 

G.        Visitors or members of the public shall refrain from disruptive comments, direct conversation with Council members or noisy conversation with each other while the meeting is in session.

 

SECTION 3.  MOTIONS AND VOTING

 

A.        Each agenda item shall be read in its entirety prior to commencement of discussion by the Council. After discussion, the presiding officer will call for a motion. If no motion is made or if a motion does not receive a second, the item will fail and Council will proceed to the next agenda item.

 

B.        All motions must be clear and concise and shall track the language of the agenda item and clearly set out any variance from agenda wording.

 

C.        After a motion is seconded, the presiding officer may allow for additional discussion or questions or clarification. However, no new motion may be made unless the original motion is withdrawn. The original movant may offer an amended motion which will require a new second prior to voting.

 

D.        The presiding officer may call for a vote by ayes and nays, but the presiding officer, at his or her discretion, may poll the council individually.

 

E.         In case of a tie vote, the Mayor must vote unless prohibited by law due to conflict of interest or other similar reason. The Mayor may not vote if the vote would cause a tie vote.  

 

SECTION 4.  GENERAL

 

A.        The objective of the Coleman City Council is to conduct business in open, well publicized meetings in order to be accountable to the citizens of Coleman and to instill confidence in the management of the public’s business. It is recognized that are certain narrow exceptions under state law that allow for closed sessions when necessary. However, any action as a result of a closed session will be handled only in open session.

 

B.        During the Council meetings, Council members shall preserve order and decorum, shall not interrupt or delay proceedings, and shall not refuse to obey the orders of the Mayor or the rules of the Council. Council members shall demonstrate respect and courtesy to each other, to city staff members, and to members of the public appearing before the council.

 

C.        During the Council meetings, no visitors or members of the public shall delay, interrupt, or disrupt the proceedings or refuse to obey orders of the presiding officer.  All visitors or members of the public shall demonstrate respect and courtesy to the Mayor and City Council members, to each other and to City staff members.  Any person refusing to follow these rules while addressing the Mayor and City Council or while attending the Council meeting may be removed from the room if the Sergeant at Arms is so directed by the presiding officer.  The Chief of Police, or such member or members of the Police Department as the presiding officer may designate, shall be Sergeant at Arms of the Council meetings. 

 

D.        The purpose of these procedures is to insure a fair opportunity for discussion and consideration of the City’s business in an efficient manner. When any issue concerning procedure arises that is not covered by these simplified rules, the council will refer to the current edition of Robert’s Rules of Order which shall determine such procedural issue.

 

SECTION 5. HEARING OF VISITORS CONCERNING MATTERS NOT ON THE AGENDA

 

A.        Any visitor or member of the public who desires to address the Council on a matter not included on the agenda may do so under this section of the agenda.  However, Council respectfully requests that prior to appearing before Council, the visitor or member of the public has made every attempt to resolve the problem through administrative channels, if appropriate.

 

B.         To provide an efficient and orderly process to handle presentations under this section of the agenda, each person desiring to speak will be asked to complete a speaker request form to be provided in the Council Chambers and/or contained on the City’s website.

 

C.         Each visitor or member of the public will be allowed a maximum of 5 minutes to address the Council, unless the time is extended by the presiding officer (with the consent of the majority of the City Council).

 

D.        If a group is present on a single issue, no more than two individuals may speak for the group. 

 

E.         Please understand that the Council may not take any action on items not included on the agenda and the Council is prohibited from deliberating on the subject except for a proposal to place the subject on the agenda for a subsequent meeting.   

 

The foregoing rules and procedures for City Council meetings shall supersede all other rules previously passed and approved by previous Councils.

MAY 14, 2015/SIGNED-MAYOR/RECORDED-CITY SECRETARY


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