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Home My WebLink AboutDocumentation_Regular_Tab 11_04/10/2008Item 11 Word Addition Highlighted 2. Consent Agenda items shall be listed in a separate section of the agenda, eliminating the need for asterisks to designate the Consent Agenda items. 3. Council Meetings shall be conducted and controlled by the Mayor in a formal matter with Council Members requesting the Mayor give them the opportunity to speak and/or present their views, with each Council Member having equal opportunity to participate with the mutual respect of their colleagues. 4. Establishment of a new Department within the Village Administration, if deemed necessary, shall be proposed by the Village Manager and approved by Council prior to implementation. Realignment within an existing Department to maximize efficiency and effectiveness shall be accomplished by the Village Manager and published to Council when implemented. 5. The Village Attorney shall only be tasked to perform services by a Consensus of Council or at the request of the Village Manager. Agenda Packet Distribution 1. Email of draft bulleted items will be sent out two Friday's prior to the Council Meeting. The draft is subject to change with additions or deletions and is only to be used as a guide to what will potentially be placed on the agenda. 2. The agenda packet inclusive of all backup will be delivered to Council Members the Friday prior to the Council Meeting. Minutes (Council ~ Boards and Committees) All minutes (Council and Boards and Committees) will be "Action Minutes" and should include the motion, second and vote. The audio of the meeting will be placed on the website for convenient access by the public and a CD of the audio can be requested through the Clerk's Office. Council Travel 8~ Per Diem Reimbursement Council Members shall be entitled to receive reimbursement as outlined by Florida State Statute. Hiring of Outside Counsel The Village Manager in coordination with the Village Attorney shall recommend the employment of outside counsel, whenever necessary, and this matter shall be brought before Council for approval. If outside counsel is needed immediately, prior to Council approval, the Village Manager will select an attorney, with the concurrence of the Village and present same to Council for ratification at the next Council Meeting. 3 1. VILLAGE COUNCIL MEETING: VILLAGE OF TEQUESTA AGENDA ITEM TRANSMITTAL FORM Meeting Date: 4/10/08 Meeting Type: Regular Ordinance #: "dick here to enter text. Consent Agenda: Yes Resolution #: Click here to enter text. Originating Department: Clerk 2. AGENDA ITEM TITLE: (Wording form the SUBJECT line of your staff report) Approval of Updated Council Procedures 3. BUDGET /FINANCIAL IMPACT: Account #: C1!iCk here to enter text. Amount of this item: ~~;!ic,~ here tc+ entertext Current Budgeted Amount Available: Amount Remaining after item: Budget Transfer Required: Goose an Appropriate Fund Balance: Chcr~se fir, ~t~ r 4. EXECUTIVE SUMMARY OF MAJOR ISSUES: (This is a snap shot description of the agenda item) During the 3/24/08, Council reviewed and made recommendations to update the Council Procedures. 5. APPROVALS: Dept. Head: V `~~~~L~~- Attorney: (for legal sufficiency) Village Manager: ~~`~ • SUBMIT FOR COUNCIL DISCUSSION: [~ • APPROVE ITEM: C~" Finance Director: Yes ^ No ^ • DENY ITEM: ^ ~~~ ~ VILLAGE OF TEQUESTA MEMORANDUM TO: Mayor and Council Michael Couuo, Village Manager FROM: Lori McWilliams, Village Clerk DATE: March 26, 2008 SUBJECT: Council Procedures During the 3/24/08, Council reviewed and made recommendations to update the Council Procedures. The attached procedures have been reviewed by the Village Attorney for legal sufficiency and accuracy. 345 Tequesta Dr., Tequesta, FI 33469 561.575.6200 * Fax: 561-575-6203 www.tequesta.org Council Procedures 4/10108 Votin 1. Voting shall be by "Yes" or "No" vote, except when the Mayor or another Council Member requests a roll call vote; and roll call votes shall be ordered and called for by the Village Clerk with the person who made the motion called first, the person who seconded the motion called second, and the others called in any order, except the Mayor shall be called to cast the final vote. 2. It shall be standard policy that the Village Council shall not vote on any item which was not on the agenda, particularly because the public would not know it was going to be voted on. Agenda Item: Communications from Citizens 1. Communications from Citizens is an opportunity for the Village Council to hear concerns from citizens and not a time for questions, answers and debate. 2. There shall be strict adherence to the 3-minute time limit allowed for each citizen's comments; however, when the bell rings indicating the expiration of the time limit, the citizen shall be allowed to finish his or her sentence. 3. A citizen may not give his or her 3 minutes to another citizen in order to allow them 6 minutes in which to speak. 4. All questions and comments shall be addressed to through the Mayor. The Mayor shall ask the Council Member or staff person addressed if they want to address the subject at that time, to which they may respond at that time or state they would respond later. If they choose to respond at that time the response and any resulting discourse shall be within the 3-minute time allowed for that citizen to speak. 5. Comments by citizens regarding agenda items shall be addressed at the time of the agenda item. A 3 minute time limit shall be allowed for the whole discourse. 6. Communications from Citizens shall follow the Consent Agenda, with the provision that any Council person shall have the option to change the order on the agenda in special circumstances. 7. Request to speak cards (Public Comment Cards) will be accepted until the start of Communications from Citizens. Request cards submitted after the meeting has been called to order will be handed to the Village Clerk. 1 Agenda Item: Communications from Council 1. Communications from Council is an opportunity for individual Council Members to relate to their colleagues on the Council items of interest not on the agenda. Complimentary comments on performance are also appropriate for presentation. This should not be used in lieu of Any Other Matters as described herein. Agenda Item: Any Other Matters 1. Any Other Matters shall normally be limited to informational matters, such as reports of meetings attended. 2. If a Council Member requests that a matter be reconsidered, a vote shall be taken under Any Other Matters on whether to place that item on the next agenda. 3. One Council Member may request addition of an item to the agenda for the next Village Council Meeting, and unless there is a vote to the contrary the item will be added. Quasi~ludicial Hearings 1. Witnesses shall be sworn at the beginning of the hearing; however, if someone wanted to speak who had not been sworn they may be sworn at the time they request permission to speak. 2. When reporting ex-parte communications, Council Members shall include a statement of the following: • Who they spoke to • Subject discussed • If they visited the site 3. The following order shall be observed by speakers during the hearing: • Open public hearing • Applicant • Staff • Village Council • Public • Applicant -final comments • Close public portion of hearing • Council deliberation and voting General Items 1. At Village Council meetings, staff members shall sit in the audience and come to the podium for presentations, eliminating the need for tables in front of the Village Council dais. 2 2. Consent Agenda items shall be listed in a separate section of the agenda, eliminating the need for asterisks to designate the Consent Agenda items. 3. Council Meetings shall be conducted and controlled by the Mayor in a formal matter with Council Members requesting the Mayor give them the opportunity to speak and/or present their views, with each Council Member having equal opportunity to participate with the mutual respect of their colleagues. 4. Establishment of a new Department within the Village Administration, if deemed necessary, shall be proposed by the Village Manager and approved by Council prior to implementation. Realignment within an existing Department to maximize efficiency and effectiveness shall be accomplished by the Village Manager and published to Council when implemented. 5. The Village Attorney shall only be tasked to perform services by a Consensus of Council or at the request of the Village Manager. Agenda Packet Distribution 1. Email of draft bulleted items will be sent out two Friday's prior to the Council Meeting. The draft is subject to change with additions or deletions and is only to be used as a guide to what will potentially be placed on the agenda. 2. The agenda packet inclusive of all backup will be delivered to Council Members the Friday prior to the Council Meeting. Minutes (Council ~ Boards and Committees) All minutes (Council and Boards and Committees) will be "Action Minutes" and should include the motion, second and vote. The audio of the meeting will be placed on the website for convenient access by the public and a CD of the audio can be requested through the Clerk's Office. Council Travel ~ Per Diem Reimbursement Council Members shall be entitled to receive reimbursement as outlined by Florida State Statute. Hiring of Outside Counsel The Village Manager in coordination with the Village Attorney shall recommend the employment of outside counsel, whenever necessary, and this matter shall be brought before Council for approval. If outside counsel is needed immediately, prior to Council approval, the Village Manager will select an attorney, with the concurrence of the Village Attorney, and present same to Council for ratification at the next Council Meeting. 3