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HomeMy WebLinkAboutResolution 3294 Amend Commission rules of procedure -..------ . .-. - -. .---.---- -- .~:'~" __..____...u_ COMMISSION RESOLUTION NO. 3294 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF BOZEMAN, MONTANA, AMENDING THE RULES OF PROCEDURE FOR THE CONDUCT OF CITY COMMISSION BUSINESS. WHEREAS, the City Commission has adopted its rules of procedure in written form; and WHEREAS, these rules of procedure are contained in Commission Resolution No. 3105, adopted on March 4, 1996; and WHEREAS, these rules of procedure were revised by Commission Resolution No. e 3122, adopted on June 3, 1996; and WHEREAS, said rules are hereby revised to more accurately reflect the manner in which the Commission currently conducts its business. NOW, THEREFORE, BE IT RESOLVED by the City Commission of the City of Bozeman, Montana, that the rules of procedure, as contained in Exhibit" A", attached hereto and by this reference made a part hereof, are hereby adopted. PASSED AND ADOPTED by the City Commission of the City of Bozeman, Montana, at a regular session thereof held on the 7th day of June 1999. ~~~~ ALF M. STIFF, Mayor ATTEST: ()~ ~ -L~ ROBIN L. SULLIVAN Clerk of the Commission APPROVED AS TO FORM: ? ------ -. ----- -.-..---.---.- EXHIBIT "A" CITY OF BOZEMAN, MONTANA CITY COMMISSION RULES OF PROCEDURE Adopted March 4, 1996 Revised June 3, 1996 Revised June 7, 1999 I. AUTHORITY Montana Code Annotated Sections 7-3-4323(3) and 7-5-4103 provide that the Commission may determine its own rules of procedure for meetings. The following set of rules shall be in effect upon their adoption by the Commission and until such time as they are amended or new rules are adopted. II. ROBERT'S RULES OF ORDER Unless otherwise specifically provided herein or provided by statute, all meetings and hearings shall be conducted in accordance with Robert's Rules of Order, revised. III. COMMISSION MEETINGS A. Regular Meetings: 1. The City Commission shall hold its regular meetings on the first and third Monday of each month at and from the hour of 3:00 o'clock p.m. until 5:30 o'clock p.m. in the Commission Chambers of the Municipal Building located at 411 East Main Street, Bozeman, Montana, provided, however, that when the day affixed for any regular meeting of the Commission falls upon a day designated by law as a legal or national holiday, such meeting shall be held at the same hour on the next succeeding day not a holiday. 2. The time of the meeting may be extended by the Mayor or a majority vote of the members of the Commission beyond the time specified above should additional matters remain on the Commission docket or agenda. 3. Any meeting of the Commission may be adjourned to a later date and time, provided that no adjournment shall be for a longer period than until the next regular meeting. B. Public Hearings: 1. When a matter is required by law to have a public hearing, or when a matter is set for a public hearing, upon motion of a City Commissioner, duly seconded and passed, all public hearings will be held, following due notice on the first and third Mondays of each month at the hour of 7 o'clock p.m. or as otherwise designated by the Commission, provided, however, that when the day affixed for any public hearing of the Commission falls upon a day designated by law as a ---- - - ..---..----- ----.---.. .-- - ..---.--- EXHIBIT "A" legal or national holiday, such hearing shall be held at the same hour on the next succeeding day not a holiday. 2. Public hearings shall be held in the City Commission chambers in the Municipal Building located at 411 East Main Street, Bozeman, Montana, or in an alternative location as duly noticed to the public. 3. Any hearing may be rescheduled or adjourned to a later date and time. C. Work Sessions/Agenda Meeting: 1. The Commission shall meet on the second, fourth and last Monday of the month at and from the hour of 3:00 o'clock p.m. until 5:30 o'clock p.m., provided, however, that when the day affixed for any work session/agenda meeting of the Commission falls upon a day designated by law as a legal or national holiday, such meeting shall be held at the same hour on the next succeeding day not a holiday. 2. Work sessions/agenda meetings shall be held in the City Commission chambers in the Municipal Building located at 411 East Main Street, Bozeman, Montana, or in an alternative location as duly noticed to the public. 3. Any meeting of the Commission may be adjourned to a later date and time, provided that no adjournment shall be for a longer period than until the next regular meeting. 4. Work sessions are to review forthcoming programs of the City, receive progress reports on current programs or projects, view sites or community projects of interest, or receive other similar information from the City Manager. All discussions and conclusions thereon shall be informal and no formal action may be taken. Work sessions provide an informal setting for discussion of topics for which no formal action is immediately required. Public comment may be received during the work session, at the Commission's discretion. 5. Agenda meetings are to review informally the agenda for the forthcoming regular meeting with staff. Public comment will not be received during the agenda meeting. 6. The Commission is not bound by Robert's Rules of Order during work sessions and agenda meetings. IV. AGENDA All reports, communications. ordinances, resolutions, contract documents or other matters to be submitted to the Commission, shall be submitted to the Clerk of the Commission by 12 o'clock noon on the Tuesday immediately preceding the next scheduled Commission meeting, provided, however, that the City Manager may approve late submittals deemed to be in the City's best interest. The Clerk of the Commission and the City Manager shall arrange a list of such - 2 - n___._____._____._____ --.-----.- EXHIBIT "A" matters according to the order of business specified herein, and furnish each member of the Commission, City Manager, and City Attorney with a copy of the same prior to the Commission meeting on the Thursday immediately preceding the next scheduled Commission meeting. Copies of the agenda shall be available from the Clerk of the Commission and one copy shall be posted at the designated posting board in the Municipal Building for public viewing. Pursuant to Section 7-1-4135, MCA, the City Commission designates as its official posting place the posting board in the lobby of the Municipal Building located at 411 East Main Street, Bozeman, Montana. V. OPEN MEETINGS Except for properly-called executive sessions as permitted by state law, all meetings of the City Commission shall be open to the public and media, freely subject to recording by radio, television and photography at any time, provided that such arrangements do not interfere with the orderly conduct of the meetings. VI. MAYOR AND MAYOR PRO TEMPORE The presiding officer of the Commission shall be the Mayor. The Mayor shall appoint a Mayor Pro Tempore. During the absence of the Mayor, the Mayor Pro Tempore shall discharge the duties and exercise the powers and authority of the Mayor. The presiding officer shall preserve strict order and decorum at all meetings of the Commission and confine members in debates to the question under consideration. The Mayor shall assign each Commissioner to a seat at the commission table as the Mayor deems advisable. Upon passing the gavel, the Mayor may move or second any item of business then before the Commission. The Mayor shall state, or cause to be stated, every motion coming before the Commission, announce the decision of the Commission on all subjects, and decide all questions of order, subject, howeverto an appeal to the Commission, in which event a majority vote of the Commission shall govern and conclusively determine such question of order. The Mayor shall vote on all questions with the Mayor's name being called last. The Mayor shall sign all ordinances and resolutions adopted by the Commission during his presence within two days after the Commission meeting at which they were adopted. In the event of the absence of the Mayor, the Mayor Pro Tempore shall sign ordinances or resolutions as then adopted. VII. CALL TO ORDER The Mayor, or in his/her absence, the Mayor Pro Tempore, shall take the chair precisely at the hour appointed for the meeting, and shall immediately call the Commission to order. In the absence of the Mayor or Mayor Pro Tempore, the Clerk of the Commission shall call the Commission to order, whereupon a temporary chair shall be elected by the members of the - 3 - EXHIBIT "A" Commission present. Upon the arrival of the Mayor or Mayor Pro Tempore, the temporary chair shall relinquish the chair upon the conclusion of the agenda item immediately pending before the Commission. VIII. ROLL CALL Before proceeding with the business of the Commission, the Clerk of the Commission shall call the roll of the members, and the names of those present shall be entered in the minutes. IX. QUORUM AND VOTING A quorum shall consist of three Commissioners. If a quorum is not present, those in attendance shall be named and shall adjourn to a later time. The Clerk of Commission shall reduce motions to writing and, upon request, the motion shall be read prior to the vote. The affirmative vote of three Commissioners shall be necessary to adopt or reject any motion, resolution or ordinance, or pass any measure unless a greater number may be required by law. Upon every vote, the ayes and nays shall be called and recorded. X. ORDER OF BUSINESS FOR REGULAR MEETINGS The City Manager shall prepare the Commission agenda which shall be in substantially the following form: 1. Roll Call 2. Pledge and Moment of Silence 3. Approval of Minutes 4. Scheduled Matters: (a) petitions, remonstrances and communications; (b) old and new business; (c) ordinances; (d) miscellaneous. 5. Consent items (consent items are those which staff considers no discussion is necessary, including resolutions. However at the beginning of each meeting, any Commissioner may request item(s) be removed from the consent agenda for the purpose of discussion.) 6. Recess 7. Reconvene 8. Public hearings 9. Public interest matters 10. Adjournment NOTE: Items not on the agenda may be discussed at the discretion of the Commission, but NO action may be taken until formally placed upon an upcoming meeting's agenda. EXCEPTION: (Order may be adjusted by Commission consent.) XI. MINUTES Minutes of all meetings shall be recorded. Minutes shall be approved by the Commission. It shall not be necessary to formally read the minutes prior to approval. Such minutes may be revised by the Clerk of the Commission to correct spelling, numbering and other such technical - 4 - _._________nnno_____..._ ____on..... ___u____..__ - ----- EXHIBIT "A" defects. Prior to approval, any Commissioner may, through the Mayor or the Clerk, request the privilege of amending or correcting the minutes to accurately reflect the substance of the prior meeting. If objection is made by any Commission member to such amendment or correction, a majority vote of the Commission shall be necessary for adoption of the correction or amendment. XII. RULES OF DEBATE 1. Every Commissioner desiring to speak shall address the Chair, and upon recognition by the presiding officer, shall confine discussion to the question under debate, avoiding all personalities and indecorous language. 2. A Commissioner, once recognized, shall not be interrupted when speaking unless it is to be called to order, or as herein otherwise provided. If a Commissioner, while speaking is called to order, the Commissioner shall cease speaking until the question of order be determined, and, if in order, the Commissioner shall be permitted to proceed. 3. Order of rotation in matters of debate or discussion shall be at the discretion of the Mayor. 4. a. A motion to reconsider any action taken by the Commission may be made on the day such action was taken. It may be made either immediately during the same session, or at a recessed and reconvened session thereof. Such motion shall be made by one of the prevailing side, but may be seconded by any Commissioner, and may be made at any time and have precedence over all other motions or while a Commissioner has the floor; it shall be debatable. b. Nothing herein shall be construed to prevent any Commissioner from making or remaking the same or any other motion at a subsequent meeting of the Commission, but the matter must be an agenda item. 5. Any Commissioner who has a conflict of interest as defined by the Code of Ethics previously adopted or as may be amended by the City Commission or as established by the laws of the State of Montana or as advised by the City Attorney shall not participate in the debate nor vote in that matter. Any Commissioner attempting to so participate may be censured by a majority vote of the remaining members of the City Commission. ("Censured" is defined as a formal resolution of the legislative body reprimanding a member for specified conduct. An official reprimand or condemnation.) 6. After a motion, duly made and seconded, by the Commission, no person shall address the Commission without first securing the permission of the Chair. - 5 - EXHIBIT "A" XIII. ORDER OF PRESENTATION AND PUBLIC PARTICIPATION IN REGULAR MEETINGS AND PUBLIC HEARINGS 1. The procedure in which items are presented to the Commission shall be as follows: a. The City Manager shall present the agenda item to the Commission. b. The City Staff may present a background report on the matter for discussion. If the agenda item is a public hearing, the public hearing will be opened prior to staff presentation. The presiding officer may explain the hearing procedures and may limit the length of a speaker's presentation or testimony, provided all speakers similarly situated are treated the same. A representative of a neighborhood or other group, speaking on behalf of the neighborhood or group, may be given more time than individual speakers. c. Comments from the applicant, or his agent, shall be heard by the Commission. d. After being recognized by the Chair, a Commissioner may direct questions to the staff or applicant. e. Members of the audience or their agent may be invited to present testimony or other evidence beginning with those in favor of the proposal, then from those opposing the proposal and then from anyone desiring to comment. To be recognized, each person desiring to give testimony shall step to the lectern and, after being recognized, give his or her name and address before testifying, commenting or pres enting other evidence. Representatives of neighborhoods or groups will be allowed to address the Commission first under the appropriate category. 1. After being recognized by the Chair, a Commissioner may direct questions to any person so testifying for purposes of clarification. g. Following public comment, the applicant and staff shall be given the opportunity to rebut any testimony or other evidence. h. After being recognized by the Chair, a Commissioner may direct questions limited to the rebuttal testimony and evidence for clarification only. i. The presiding officer, City Manager, Clerk of Commission or City Attorney shall read into the record all correspondence received, to include the public hearing sign-up sheet. - 6 - EXHIBIT "A" j. Except for public hearings, the Commission may continue the discussion to a date certain, close discussion and vote on the matter, or close the discussion and continue the vote to a date certain. k. If the agenda item is a public hearing, the Commission, after presentation of all comments, testimony and evidence, may continue the public hearing to a date certain to allow additional information to be submitted, close the public hearing to discuss and vote on the matter, or close the public hearing for receiving written public comment and testimony pending the continued discussion. If the Commission chooses the close the public hearing and continue to accept written public comment, the written comment must be received in the Clerk of Commission's office by 12:00 noon on Wednesday of the following week and preceding the next scheduled meeting for the agenda item. The Commission may elect to shorten or lengthen this time period or elect not to receive any written comments. 2. All testimony and evidence shall be directed to the Chair. No person, other than a Commissioner and the person recognized as having the floor, shall be permitted to enter into any orderly and relevant discussion. No questions shall be asked of a Commissioner except through the presiding officer. 3. The Commission may ask staff for its recommendation. 4. In the event the applicant does not appear at the scheduled time and place, unless the applicant has waived his or her appearance in writing, and which waiver has been accepted by the Commission, or unless the matter is submitted as a consent item, the matter may be continued to the next regular meeting, public hearing date, or other date certain. 5. The Commission may appoint a hearing examiner to conduct the public hearing. 6. For all public hearings involving land use decisions, the Commission will wait a minimum of one week before making a decision whenever requested by a member of the Commission unless a statute, ordinance or other law requires a decision to be made immediately. 7. Witnesses may be required to testify under oath. 8. The Commission shall not be bound by the strict rules of evidence, but may exclude irrelevant, immaterial, incompetent or unduly repetitious testimony or evidence. 9. The Chair shall rule on all questions relating to the admissibility of evidence with advice from the City Attorney, which ruling may be overruled by a majority vote of the Commission. 10. A public hearing which has been formally closed for all public input may not be reopened and no additional evidence or testimony shall be received or considered. If additional - 7 - --...----- n. _______ - _. n____ - ..--"..--.- --------.- ,.-.-.---... EXHIBIT "A" information is required before a decision can be made, the Commission upon motion duly made, seconded and passed, may call for an additional public hearing which hearing shall be duly noticed, specifying date, time place and subject matter of hearing. XIV. DECORUM 1. While the Commission is in a session, the Commissioners must preserve order and decorum, and a Commissioner shall neither, by conversation or otherwise, delay or interrupt the proceedings or the peace of the Commission nor disturb any member while speaking or refuse to obey the orders of the Commission or its presiding officer. 2. Any person making personal, impertinent or slanderous remarks or who shall become boisterous while addressing the Commission shall be forthwith barred from further audience with the Commission by the presiding officer, unless permission to continue be granted by a majority vote of the Commission. 3. The Commission shall not debate, in a heated or argumentative manner, with a member of the public presenting testimony during a public hearing or regular meeting. 4. Speakers shall only address the agenda item before the Commission. Any person speaking on an agenda item not before the Commission shall be called out of order. XV. BOARDS, COMMISSIONS AND COMMITTEES Except for boards and commissions established by Statute, the Commission may create boards, commissions or committees as determined necessary. All City boards, commissions or committees will be established by the City Commission and members appointed following a public solicitation through the newspaper. Subcommittees of existing boards, commissions or committees may be appointed by the City Commission without the necessity of pu blic solicitation .lim:~~~i:::il~[!![[[[ii:::~Pi9~9~il:::li:[[i::::miJPd~~::::p~:::mi::::HPOOm~11ig:*::::::]Q ~bi'~~g~,itiiJ~9r~!~[J~qli~~~~g""liM~tri!::::i.Pi:~[!~ii.~~~i~Jm':::,Miigr:~~~hill'~ii:~:::mi.:::~~~d~g~~i9~i::::i~ I:t]i!!t,,:,:~i9:,::q~mit:_'g.~I:~[!:i!~~~i[r!:';, Balloting for said board, commission or committee appointments shall occur at a regular meeting. XVI. ORDINANCES AND RESOLUTIONS 1. Preparation of the Ordinance. All ordinances and resolutions shall be prepared or approved by the City Attorney. No ordinance or resolution shall be prepared for presentation to the Commission unless ordered by a majority vote of the Commission, requested by the City Manager or prepared by the City Attorney on his own initiative. - 8 - .. - --.----- --- EXHIBIT "A" 2. Staff Review. The ordinances and resolutions shall, before presentation to the Commission, be approved as to form and legality by the City Attorney and shall have been examined and approved for administration by the City Manager. Unless the City Manager provides otherwise, all such instruments shall have first been referred to the head of the department under whose jurisdiction the administration of the subject matter of the ordinance or resolution would evolve. 3. Introduction and Passage. Ordinances and resolutions must be introduced by a member of the Commission, City Manager or City Attorney; otherwise, ordinances or resolutions shall not be considered by the Commission. a. A draft of the proposed ordinance shall be presented to the Commission for review and comment unless the Commission has considered the subject matter of the proposed ordinance in a different forum. b. If the draft ordinance is approved by the Commission, it shall then be placed on the agenda for first reading and provisional adoption, with second reading and final adoption occurring at least twelve (12) days after the first reading and provisional adoption. After being provisionally adopted, the ordinance shall be posted in a conspicuous place in the Municipal Building, 411 East Main Street, Bozeman, Montana, and copies thereof shall be available to the public from the Clerk of the Commission. The reading of the ordinance's title and number shall be sufficient to constitute a reading and an actual oral pronouncement of each work contained therein of the proposed ordinance or resolution is not required and shall be waived unless required by a majority vote of the City Commission. c. All ordinances, except emergency ordinances, and resolutions shall become effective thirty (30) days after final adoption. All emergency ordinances shall become effective upon passage. Revised by the City Commission of the City of Bozeman, Montana this 7th day June 1999. - 9 - --------.-...----... .--.. --.....-