HomeMy Public PortalAboutResolution 97-3577 City Council Rules of Order1
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RESOLUTION NO. 97 -3577
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF TEMPLE CITY ADOPTING RULES OF
ORDER
THE CITY COUNCIL OF THE CITY OF TEMPLE CITY DOES HEREBY RESOLVE,
DETERMINE AND ORDER AS FOLLOWS:
WHEREAS, the City Council fords and determines that it is common practice in this and other
cities to adopt routine rules of order. These Rules of Order will apply to the City Council, all Commissions
and Boards.
WHEREAS, the City Council further fords and declares that such procedures are advantageous
and expedite meetings.
WHEREAS, the City Council further finds and determines that each Councilman, Commissioner,
or Boardmember will subscribe to these Rules of Order herein set forth.
SECTION 1. REGULAR MEETINGS
Regular meetings may be held at the location and at the time indicated by ordinance; once
convened such meeting may be adjourned to another location within the City if unusually large crowds or
other circumstances warrant.
A. Adjourned Meetings
All meetings may be adjourned to a time, place and date certain, but not beyond the next
regular meeting. Once adjourned, the meeting may not be reconvened. Only matters
listed on the Agenda may be discussed or decided.
B. Special Meetings
Special meetings may be called by the Mayor /Chair or majority of members of the Council,
Commission, or Board on 24 -hour notice, as set forth in Government Code 54958. Only
matters contained in the notice may be considered.
C. All meetings are open to the public except certain "personnel ", litigation matters or real
estate negotiations as prescribed by Government Code Sections 54956 and 54957; closed
sessions may be held only during a duly called meeting of the City Council.
SECTION 2. NOTICE
Notice of all regular, special and adjourned meetings must be provided and posted in accordance
with the California Government Code. 72 hours notice is required for regular meetings; 24 hour notice
for special meetings.
SECTION 3. QUORUM
A majority of the City Council is sufficient to do business, and motions may be passed 2 -1 if only
3 attend, but ordinances and resolutions granting franchises and payment of money require at least 3
affirmative votes.
SECTION 4. ROLL CALL
There is never a legal requirement for roll call voting unless some member of the Council,
Commission or Board demands it. However, since all ordinances required by law, resolutions for
franchises, and motions for the payment of money require the affirmative vote of at least three members,
most cities follow the roll call procedure for these particular enactments.
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SECTION 5. CORRECT LEGAL DOCUMENT
Upon occasion, ordinances or resolutions are submitted in longhand or in draft form with on -the-
spot amendments. These preliminary papers may be re -typed in final form; such re- draft, when signed
and attested, becomes the original and proper document to be retained in the files.
SECTION 6. THE MINUTES
Minutes are the concern of the City Clerk or Secretary until presented to the Council, Commission
or Board for approval; the Council, Commission or Board may then, by motion, make such corrections as
conform to fact.
A. The minutes shall include the date, hour and place of the meetings; whether it is a
regular, adjourned regular or special meeting; that notice has been given of the hearing.,
the names of the Councilmen, Co sioners, or Boardmembers and staff present and
absent; and any action taken by the City Council, Commission or Board.
B. If any Councilman, Commissioner, or Boardmember arrives later or departs before the
adjournment, the minutes shall reflect his or her arrival or departure time.
C. The minutes should be a clear and concise statement of the actions, including the motions
made and the vote thereon.
D. Whenever the Council, Commission or Board acts in a quasi-judicial proceeding such as
assessment or zoning matters, it is necessary to compile a complete summary of the
witnesses.
SECTION 7. RULES
The City Council, Commission or Board may establish its own rules, prescribe an agenda, limit
debate and eject unruly persons. The procedural rules hereinafter set forth should control only in the
absence of adoption of specific Rules of Order:
A. Processing of Motions
When a motion is made and seconded, it shall be stated by the Mayor /Chair before debate.
A motion may not be withdrawn by the mover without consent of the member seconding
it and the approval of the Council, Commission or Board.
1. Motions out of order
The Mayor /Chair may at any time, by majority consent of the members, permit
a member to introduce an ordinance, resolution, or motion out of the regular
agenda order.
2. Division of question
If the question contains two or more divisible propositions, the Mayor /Chair may,
and upon request of a member shall (unless appealed), divide the question and
require a vote on each portion of the question.
B. Precedence of Motions
When a motion is before the Council, Commission or Board, no motion shall be entertained
except:
to adjourn
to fix hour of adjournment
to lay on the table
for the previous question
to postpone to a certain day
to refer
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Resolution No. 97 -3577
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to amend
to postpone indefinitely
These motions shall have precedence in the order indicated.
1. Motion to adjourn (not debatable)
A motion to adjourn shall be in order at any time, except as follows:
a. when repeated without intervening business or discussion
b. when made as an interruption of a member while speaking
c. when the previous question has been ordered
d. while a vote is being taken
A motion to adjourn "to another time" is debatable only as to the time to which
the meeting is adjourned.
2. Motion to fix hour of adjournment
Purpose is to set a definite time at which to adjourn. Undebatable and
unamendable except as to time set.
3. Motion to table
Purpose is to temporarily by -pass the subject. A motion to lay on the table is
undebatable and shall preclude all amendments or debate of the subject under
consideration. If the motion shall prevail, the matter may be "taken from the
table" at any time prior to the end of the next regular meeting.
4. Motion for previous question
Purpose is to close debate on main motion. Undebatable. Just indicating
"question" does not accomplish the same thing. If motion fails, debate is reopened;
if motion passes, then vote on the main motion is in order.
5. Motion to amend (debatable only as to amendment)
A motion to amend an amendment is in order, but one to amend an amendment
to an amendment is not. An amendment modifying the intention of a motion is
in order, but an amendment relating to a different matter shall be in order. A
substitute motion on the same subject is acceptable. Amendments are voted first,
then the main motion is amended.
6. Motion to postpone
A motion to postpone indefinitely is fully debatable and if the same is adopted, the
principal question shall be declared lost. Motions to postpone to a definite time
are amendable and debatable as to propriety of postponement and time set.
Motions to refer are similarly not debatable except to the propriety of referring.
7. Withdrawing a motion
A motion may be withdrawn if the motion has not been stated by the
Mayor /Chair. A withdrawn motion does not appear in the minutes. Once a
motion has been stated by the Mayor /Chair, it can be withdrawn only by general
consent or by a majority vote.
C. Voting
On the passage of every motion, the vote shall be taken by voice or roll call and entered
in full upon the record.
1. Roll call
Upon demand of any member, made before the negative has been put, the roll call
shall be called for yeas and nays upon any question before the Council,
Commission or Board. It shall not be in order for members to explain their vote
before the next order of business.
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2. Failure to vote
Every member should vote unless disqualified for cause accepted by vote of the
Council, Commission or Board or by opinion of the City Attorney. Self -
disqualification, with approval, which results in a tie vote should be avoided as
thwarting Council, Commission or Board action, but no member can be forced to
vote.
a. The abstainer, in effect, "consents" that a majority of the quorum may act
for him/her.
b. Tie votes are "lost motions ", and may be reconsidered later.
3. Disqualification
Where a Councilman, Commissioner, or Boardmember suffers a conflict of
interest, bias, or predetermination, such member shall state the disqualification,
leave the dais and except for the purpose of counting a quorum, his vote or lack
of it shall not be considered.
D. Reconsideration
Any member who voted with the majority may move a reconsideration of any action at the
same (or "have entered on the minutes" for vote at the next succeeding meeting),
providing no legal rights have intervened to create an estoppel. After a motion for
reconsideration has once been acted upon, no other motion for a reconsideration thereof
shall be made without unanimous consent.
E. Personal Privilege
The right of a member to address the Council, Commission or Board on a question of
personal privilege shall be limited to cases in which his integrity, character, or motives are
questioned, or to where the welfare of the Council, Commission or Board is concerned may
interrupt another speaker if the chairman recognizes the "privilege ".
F. Appeal
Any decision or ruling of the Mayor /Chair may be appealed by request of any member.
The Mayor /Chair shall call for roll call to see if the Chair shall be upheld. If the roll call
loses, the Mayor /Chair is reversed.
SECTION 8. RESOLUTIONS
A. Where the particular resolution has been prepared and is available for presentation.
1. Procedure: motion, second, discussion, voice vote, (i.e. all in favor signify by
saying "aye" etc.), result declared. It is not necessary to read a resolution in full
or by title, except to identify it.
2. Any member may call for a roll call vote, or demand that the resolution be read
in full.
B. Where the particular resolution has not been prepared.
1. Procedure: motion, second, "no objection? - so ordered" process instructing the
City Attorney to prepare such a resolution for presentation.
2. This process may be waived in some rush matters and the resolution may be
presented verbally in motion form together with instructions for written
preparation thereof for later execution. In this event, voting procedure A.1. above
should be followed after the resolution has been verbally stated. This short -cut
procedure should be avoided entirely when resolutions are required by law or in
improvement acts, zoning matters, and force account work on public projects.
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SECTION 9. ORDINANCES
A. Where the particular ordinance has not been prepared in advance:
The "no objection" process may be followed, instructing the City Attorney to prepare the
same.
B. Where the particular ordinance has been prepared in advance:
1. Introduction (first reading)
a. Technically, no action is necessary to introduce an ordinance other than
for the sponsor thereof to declare the same to be introduced by the
reading thereof in full.
b. The more usual and probably preferable method is to have the same
introduced or placed on first reading by motion.
1. Any ordinance may be read at both first and second
reading/adoption "by title only ", if reading in full is waived by
majority vote.
2. Voice vote procedure to "read by title only" is set forth below.
Any member may demand roll call vote and majority vote is
required, otherwise motion fails and the ordinance must be read
in full.
3. No changes except clerical corrections are allowed after first
reading.
2. Adoption: At least five days later
a. Either must be read in full or voice vote procedure to be read "by title
only ":
1. Mayor or Clerk reads title; then City Council votes on such
motion. Roll call, if demanded.
2. If passed by majority vote, ordinance is ready for adoption,
otherwise must be read in full.
b. Roll call procedure to adopt. Voice vote is legally sufficient.
NOTE: Each ordinance should be passed only by this double motion
method: a combination motion to "adopt by reading title only" is
dangerous in that if the Council splits, the passage may be
defective.
3. Effective date
All ordinances, except as provided in Section 36937 of the Government Code shall
become effective thirty days after adoption or upon such later date as may be
designated in the ordinance.
4. Publishing
It is the duty of the City Clerk to publish or post the ordinance as set forth in
Section 36933 of the Government Code within fifteen days after adoption; failure
to do so may invalidate the ordinance.
5. Emergency ordinances
If any "emergency ordinance" fails to receive an affirmative vote of 4 /5ths of the
members, such ordinance shall be as if it had not been read as an emergency
enactment. Emergency ordinances must pass by a 4 /5ths vote, must be published
and become effective immediately. Emergency ordinances may be declared void
if no true urgency existed.
6. Type of meeting
Ordinances may be adopted only at regular /adjourned meetings; emergency
ordinances may be adopted at special meetings.
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SECTION 10. MOTIONS
A. Motions may usually be adopted by the "no objection" method unless any member prefers
voice or roll call vote. This method of expediting long agenda is common practice, and any
defects are probably cured by the later approval of minutes which should reflect a "no
objection" vote as "unanimously carried ".
NOTE: Approval of minutes should be effected only by voice or roll call vote.
B. Distinction between motion and resolution:
1. In most cases a resolution is little more than a formal motion set forth in a
separate written document. In a few matters such as assessment procedures or
rezonings, a resolution is required.
2. Motions will generally suffice unless a resolution is specifically called for by laws
or unless there is some reason for desiring the particular action formalized by
separate instrument.
SECTION 11. CONDUCT OF PUBLIC HEARING
A. Hearing: Mayor /Chair opens audience participation portion of public hearing.
B. Evidence: The parties concerned, at this point, must be prepared to submit all evidence
pertinent to their position. However, in order to save time, anyone may refer to previous
testimony or to documents previously filed, as all of the records, exhibits, and minutes of
other meetings are before each member, all of which is part of the record.
Each speaker is required to abstain from irrelevant testimony, repetition,
excessive hearsay, indulging in personalities or making statements not recorded
by the secretary.
All parties are reminded to restrict their remarks to matters relevant to the
pertinent portions of the Municipal Code.
C. Witnesses: Each person who desire to speak must first be recognized by the Mayor /Chair.
Upon receiving recognition, the speaker shall give his or her name and address for the
record.
D. Format of hearing: The applicant will be given the opportunity to present his or her case
first.
The opponents will then be permitted to present their case.
The applicant will then be allowed to present rebuttal (not supplemental)
evidence.
E. Petitions - Letters: Evidence in administrative hearings may not be read unless the writer
is present for cross - examination or unless the other side consents.
F. Close of hearing: Mayor /Chair will call the public hearing to be closed. After the close of
the hearing, the Mayor /Chair will ask for a motion disposing of the matter.
SECTION 12. Ex- officio members
Ex- officio members have all of the rights of any other member, but none of the obligations. They are not
counted in quorum, but must be notified of all meetings.
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SECTION 13. Addressing the City Council, Commission or Board
A. Public comment
Any person may address the City Council, Commission, or Board regarding any matter
with which they are concerned. Comments on issues already on the agenda should be
saved until that item is being discussed. All other comments regarding issues not on the
agenda should be made during Oral Communications.
B. Each person addressing the City Council, Commission, or Board 1) should speak into the
microphone at the speakers podium; 2) should state his or her name and address; 3) shall
limit the address to five minutes unless additional time is granted by the Mayor or Chair;
4) no person other than the City Council, Commission, or Board and the person having the
floor shall be permitted to discuss any matter either directly or through a member of the
City Council, Commission, or Board without permission of the Mayor /Chair; and 5) shall
address all remarks to the City Council, Commission, or Board as a body, not to any
individual member or to the audience.
C. No action may be taken on any matter which is not listed on the Agenda.
D. When an identifiable group of persons wishes to address the City Council, Commission,
or Board on the same agenda item, the Mayor /Chair shall have the discretion to request
that a spokesperson be chosen by the group to address the City Council, Commission, or
Board. If additional issues are to be presented on the subject by any other member of
such group, the Mayor /Chair may limit the number of persons and the time period for
speaking to the City Council, Commission, or Board, to avoid unnecessary repetition of
issues.
E. Any persons making personal, impertinent or slanderous remarks, or who becomes unruly
while addressing the City Council, Commission, or Board shall be barred from further
speaking at said meeting before the City Council, Commission, or Board, and may be
ejected if his or her conduct disrupts the meetings..
SECTION 14. Agenda
The Brown Act requires that no action may be taken at any time unless on a printed and posted agenda
containing sufficient information to apprise a reasonable person of the scope of any proposed action.
SECTION 15. Relationship of Council to electors
It must be remembered, that the Councilmen are elected by all of the people to serve as representative
of all of the people; authority and responsibility for legislative enactments are vested in the Council.
California follows the council type of government where it is the function of the representatives to do that
which in their best judgement is proper, California does not follow the "Town Meeting" type of government
where the people legislate. Therefor, the Council has the authority to limit debate on any subject and to
act in good faith regardless of the viewpoints of limited minorities. The purpose of Council meetings is for
the council to debate openly on particular matters, to hear public expression thereon and to inform the
public of what the Council is doing. No Council is infallible and it is proper that public opinion be sought,
but no Councilman can permit his judgement to become subservient to the criticism of council meeting
attendants. Conversely, Councilmen should remember that they are servants of the people, not free
agents, in administering the affairs of government.
A. It is the responsibility of the Chair to control public debate so that repetitive or irrelevant
remarks are not made; so that everyone has had a chance to speak before others speak
for a second time; and to expedite the business at hand.
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B. The responsibility of making decision is not easy not without its problems but it is the
responsibility of Councilmen to vote and decide issues, regardless of person hesitation.
There will always be segments of the population dissatisfied with any decision. The
purpose of government is to balance, legally, fairly and without favor the limitations,
restrictions or losses that are to be placed upon the individual or to several individuals
against the good, the benefit or welfare of or to a majority of the people.
C. The electors have delegated to the Council the right, the power and the duty to act; the
same electors have reserved to themselves the "P.E.R.R.I.T." rights of
1. Petition
2. Election
3. Recall
4. Referendum
5. Initiative
6. Taxpayer's Suits
Both the councilmen and the electors must accept the authority or powers given (or
reserved) to them, and exercise the same accordingly and in good faith.
SECTION 16. The City Council further fmds and declares that the aforementioned Rules of Order
will be used and followed as a guideline by all members of the City Council, Commissions and Boards.
SECTION 17. The City Clerk shall certify to the adoption of this resolution.
ADOPTED AND APPROVED THIS 11th day of March, 1997.
MAYOR
IvZYOR PRO TEM
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COUNCILMEMBER
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COUNCILMEMBER
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Resolution No. 97 -3377
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ATTEST:
Ity/Cle
I hereby certify that the foregoing Resolution, Resolution No. 97 -3577 was duly adopted by the City
Council of the City of Temple City at an adjourned regular meeting held on the 11th day of March, 1997,
by the following vote:
AYES: Councilman- Breazeal, Brook, Wilson, Gillanders, Souder
NOES: Councilman-None
ABSENT: Councilman-None