HomeMy Public PortalAbout2014_M002 Council Rules of Procedure COUNCIL MEETING January 14, 2014
MOTION 2014-002
I move to amend the Council Rules of Procedure, as presented
1 I Page
Rules of Procedure:
Section 1 Time and Place of Regular Business Meeting.
The council shall meet in formal session at 7:30 p.m., on the second and fourth Tuesday in each
month in the Council Chambers, 25 West Market Street. The Council does not meet the fourth
Tuesdays of August and December.
(Ord.No. 83-0-41, §1, 3-28-90; Ord.No. 90-0-37, §1, 11-14-90)
Charter references: One regular monthly meeting of council required and authority of council
to adopt rules for time of its meeting, § 2-7.
Section 1. Cancellation of Meetings.
At its annual meeting,the governing body may fix the day or days to which a regular business
meeting shall be continued if the chairman or mayor, or vice-chairman or vice-mayor, if the
chairman or mayor is unable to act, finds and declares that weather or other conditions are such
that it is hazardous for members to attend the regular business meeting. Such finding shall be
communicated to the members and the press as promptly as possible. All hearings and other
matters previously advertised shall be conducted at the continued meeting and no further
advertisement is required.
Section 2. Special Meetings and Alternate Locations
The Council may determine that from time to time it may wish to meet at alternate locations
within the Town of Leesburg. The Council may also establish special meetings at a time and
location to be duly advertised in compliance with the Freedom of Information Act.
Section 3. Mayor Presides over Meetings
As referenced in the Town Charter, the Mayor shall preside at all meetings unless absent or must
relinquish the chair due to a conflict of interest. The Vice-Mayor shall preside at meetings when
the Mayor is not present. Should the Mayor or Vice-Mayor not be present to preside at a
meeting,then the member of Council with the most seniority will chair the meeting.
Section 4. Order of Business at Regular Business Meetings
The order of business at regular business meetings of the Town Council shall be set out in the
printed agenda and shall include, but not be limited to the following items:
1. Call to order
2. Invocation
3. Salute to the flag
4. Roll call
5. Minutes
6. Adopt meeting agenda—Amendments/deletions to the agenda
7. Presentations
8. Petitioners
9. Approval of the Consent Agenda
10. Public Hearings
11. Ordinances
12. Resolutions
13. Unfinished Business
14.New Business
15. Council Comments
16. Mayor's Comments
17. Manager's Comments
18. Closed Session (as needed)
19. Adjournment
Section 5. Time Limits for Speakers
The chair shall, at the beginning of each meeting, have the authority to establish a time limit for
petitioners of no less than three (3) minutes and no more than five (5) minutes, whether speaking
as an individual or as representing any group or organization. Time allotted will be determined
by the number of people who have signed up to speak. Any member of Council may appeal the
ruling and overturn the time limit by a majority vote of the members present without debate.
This rule shall further apply to all meetings of committees, boards and commissions appointed
by Council. Order of speakers will be determine on first register, first speak basis.
(Ord.No. 94-0-5, 2-22-94)
Section 6. Mayor and Council Comment
At each regular business meeting of the Town Council an item will be included on the agenda for
"Council Comment" and "Mayor's Comments". At that time,the Mayor and Council members
shall have up to five minutes to make comments of general interest on matters such as public
issues, community events or milestones, or constituent concerns. With the consent of the
Council,the Chair may delete or reduce the time for Comments in the event the time for the
Council to conduct its business is constrained or the agenda is unusually lengthy.
Section 7. Unfinished Business Items
Unfinished Business shall include all business not concluded at the previous two regular business
meetings. The Town Manager shall automatically place unfinished business items including
postponed motions, under this agenda item.
(Ord.No. 83-0-41, §1, 12-14-83; Ord No. 95-0-5, §1, 2-28-95)
Section 8. New Business Items
New Business, not on the agenda, may be transacted during regular or special town council
meetings if all members of town council present vote to consider new business by suspension of
the rules.
Section 9. Application of Robert's Rules of Order
The provisions of Robert's Rules of Order, revised, edition date, shall govern the Council in its
meetings, except in so far as such provisions are inconsistent with law and modified by the
special rules of order as set forth below. In the event that there is an inconsistency between the
respective rules of order,the special rules shall control.
Section 9.1. Special Rules of Order
— The Chair shall vote on all matters before Council unless contrary to law or the Chair
abstains from the vote
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— During Council meetings, Council deliberations will be held amongst Council members;
unless the Chair consents and there are no objections to invite other participants.
— Rulings of the Chair may be overturned by a majority of the members present and voting.
— Any motion, amendment or resolution may be withdrawn or modified by the mover at
any time before a decision, (with the concurrence of the seconder) of an amendment or
ordering of the yeas and nays, except a motion to reconsider, which shall not be
withdrawn without leave.
— The maker of the Motion shall be allowed to provide opening and closing discussion
during debate.
— On the demand of any Member, before the question is put by the Chair, a question shall
be divided, if it includes propositions so distinct in substance that, one being taken away,
a substantive proposition shall remain.
Section 10. Committee of the Whole/Council Work Session
The council shall sit as a"committee of the whole" in a Council Work Session convening at 7:30
p.m. on the Monday preceding the regular council business meeting, with the Chair presiding at
the Town Council Chambers. The committee of the whole may consider such business as may
come before it, for study purposes only. The council members may review upcoming agenda
items,hear staff reports and public comment and take other non-legislative action as it deems
necessary. Complex or controversial land use items that have been placed on the Council's
agenda for public hearing will be scheduled for Council discussion at the next work session after
Public Hearing. No formal action may be taken at the committee of the whole work session.
The time and place may be changed by a two-thirds majority of the committee of the whole.
Notification shall be in compliance with the Code of Virginia.
(Ord.No. 99-0-36, §1, 12-14-99).
Section 11. Order of Business at Regular Committee of the Whole Work Sessions
The order of business at regular Committee of the Whole Work Sessions of the Town Council
shall be set out in the printed agenda and shall include, but not be limited to,the following items:
1. Work session items for discussion
2. Additions to current Council meetings
3. Additions to future Council meetings
4. Information Memoranda in the pocket
5. Council Invitations
Section 12. Additions to Current Council Meetings
Council members, at this time may request items to be included in the next day's regular
business meeting. Items will only be added to the agenda if agreed to by a majority of Council
present. As a guideline, additions to next-day meetings should be limited to items requiring
minimal staff time and, as there would be limited time to inform constituents, items that are
likely to be without controversy.
Section 13. Additions to Future Council Meetings
Other than in Section 12, agenda items to future Council meetings may be added in the following
ways:
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1. The Town Manager may add any items to business meetings or work sessions as
previously directed by Council,that are of a legal nature, or that are required for normal
town operations.
2. Any Council member may request an item be placed on an agenda of a future work
session. The majority of Council shall rule whether the item will be added as (a) an
information item,that is information provided to Council but not discussed at the
meeting; (b)an item for discussion; or(c) an item for discussion with potential action the
following day.
3. In addition, any Council member may request a motion or resolution moved directly to
the next regular business meeting, bypassing a work session, as long as it requires no
staff time other than the actual crafting of the motion or resolution.
Section 14. Quorum; procedure in absence of quorum
The majority of members of the council shall constitute a quorum. If a quorum fails to exist,the
meeting shall stand adjourned to a time and place agreed upon by a majority of the members
present. At the discretion of the presiding officer, the members present may conduct briefings at
the Committee of the Whole Work Session (Adjourned to next regularly scheduled meeting).
(Ord.No. 83-0-41, §1, 12-14-83).
Section 15. Journal of proceedings
The clerk shall keep a journal of the Council's proceedings. As a general practice, Council
members shall be furnished with a copy of the minutes for action and approval prior to the next
regular meeting. Council shall approve the minutes, which shall be signed by the person
presiding when the previous meeting adjourned or, if he is not present, by the person presiding
when presented. The name of each member voting and how he voted shall be recorded on the
final vote on any ordinance or resolution.
(Ord.No. 83-0-41, §1, 12-14-83).
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