HomeMy WebLinkAboutHandouts_Special Meeting_Tab _03/28/2005 From: Councilmember Ed Resnik 28 March, 2005
To: Colleagues on the Council
Subject: Proposed items for consideration during Council meeting on procedures
The following are proposed for Council consideration during deliberationldiscussion for
updating the Council operating procedures approved 11/3/00 & updated 12/14100.
I A the following section:
�enda Item: Communications from Council
1. Communications from Council is an opportunity for individual Councilmembers
� to relate to their Colleagues on the Council items of interest not on the Agenda.
Complimentary comments on performance are also appropriate for presenta.tion�
�� This should not be used in lieu of Any Other Matters as described herein.
fsu�r.�a.� ^ s -
II Add, modify or delete, as indicated, the following to the section on General Items
� p,�.� 2 Recommend this item be deleted. No longer required.
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3. Modify this item as follows:
"New goals and objectives shall be esta.blished when the annual budget �
���oU`� rov . The Village Manager will submit a proposed list of goals and
��- L � objectives, for the coming fiscal year, in addition to those approved in the
� Budget and specified in the Village Charter, that Council can use as a baseline,
to modify, as they desire , for approval and execution by the Village Manager."
� Q`j 5 Recommend this item be deleted. Village Manager meets residents in his of�ce
� 6. Council meetings shall be conducted and controlled by the Mayor in a formal
manner with Council Members requesting the Mayor give them the opporhanity
to speak and/or present their views. and with each Council Member having
equa.l opportunity to participate. with the mutual respect of their colleagues.
r 7 Individua.l Council Members wili adhere to the provisions of Section 2.11 of
'� �`�' � the Village Charter "Interference with the Administrative Department" in order
�a c,� to insure the ability of the Village Manager to effectively and efficiently execute
� �..� his duties, functions and responsibilities under the Charter.
U
� ,�. The Village Manager shall provide time to meet with each Council Member to
� �
discu�s Village business and or provide explanations of ongoing Village matters
S�
e to facilitate common understanding of all Council Members.
9 Establishment of a new Department within Village Administration, if deemed
necessary, shall be proposed by the 'Village Manager and approved by Council
prior to implementation. Re-aligrvmen i�f an e�sting Department to ma�mize
ef�eiency and effectiveness shall be ac omplished by the Viliage manager and
published to Council when implemente � �
W ���
Summary of Procedural Changes Discussed at the November 3, 2000 Village Council
Workshop meeting and Updated to Include Changes made at the December 14, 2000
Village Council Meeting
Votinq
1. Voting shall be by "aye" or "nay" vote, except when the Mayor or another Councilmember
request a roll call vote; and roll call votes shall be ordered and called for by the Recording
Secretary 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. Voting by ballot shall only be used in special circumstances in which case each ballot shall
be signed.
3. 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.
A�enda Item : Communications from Citizens
4. Communications from Citizens is an opportunity for the Village Council to hear concerns
from citizens and not a time far questions and answers and debate.
5. 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.
6. A citizen may not give his or her three minutes to another citizen in order to allow them six
minutes in which to speak.
7. All questions and comments shall be addressed through the Mayor. TheMayor shall ask the
Councilmember or staff person addressed if they want to address the subj ect 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.
8. Comments by citizens regarding agenda items shall be addressed at the time of the agenda
item. A three minute time limit shall be allowed for the whole discourse.
9. Communications from Citizens shall be moved on the agenda to follow the Consent Agenda,
with the provision that the Mayor shall have the aption to change the order on the agenda in
special circumstances.
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10. Request to speak 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 Manager by the Recording Secretary.
Aqenda Item: Any Other Matters
1. Any Other Matters shall normally be limited to informational matters, such as reports
of ineetings attended.
2. If a Councilmember 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 Councilmember 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-Judicial Hearinqs
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 communication, Councilmembers shall include a statement
of who they spoke to and the subject discussed, and if they visited the site .
3. The following order shall be observed by speakers during the hearing:
(1) Applicant
(2) Staff
(3) Village Council
(4) Public
(5) Applicant - final comments
(6) Executive Session - voting
This would make two changes: assuring the public would be called upon before the
vote, and allowing the applicant final comments befiore the vote.
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General Items
1. At Village Council meetings, staff inembers shall sit in the audience and come to the podium
for presentations, eliminating the need for tables in front of the Village Council dias.
2. A day and time best suited for the convenience of Councilmembers serving as members of
the committees of the Village Council shall be established as the meeting time for each
committee, with the dates to be determined when a meeting is needed.
3. New goals and objectives shall be established after the new Village Council is in place
following the March election.
4. Consent Agenda items shall be listed in a separate section of the agenda, eliminating the need
for asterisks to designate the consent agenda items.
5. The Village Manager plans to be available in the Village Council Chambers an hour before
the meetings to meet informally with residents and answer any questions, and plans to
provide a list of to the Councilmembers of the questions that were asked.
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