HomeMy WebLinkAboutDocumentation_Regular_Tab 08_05/12/2005 MEMORANDUM
DATE: MAY 4, 2005
TO: The Mayor and Members of Council
THRU: Michael R. Couzzo, Village Manager
FROM: Gwen Carlisle, Village Clerk
RE: Agenda Item: 5/12/05 Village Council Regular Meeting - Draft Policies
and Procedures for Council .
Attached for your consideration and approval are the draft policies and procedures for
Council as addressed at the Village Council Special Meeting March 28, 2005.
Staff recommends approval of the latest draft of Council's policies and procedures.
Summary of Procedural Changes Discussed at the March 28, 2005 Village Council Workshop
Meeting
Votin
1. Voting shall be by "aye" or "nay" 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 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.
Aqenda 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 and 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 three minutes to another citizen in order to allow them six
minutes in which to speak.
4. All questions and comments shall be addressed 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 three-minute time limit shall be allowed for the whole discourse.
6. Communications from Citizens shall be moved on the agenda to follow the Consent Agenda,
with the provision that a�i� �e� Ctiun��i shall have the option to change the order
�, ,,,
on the agenda in special circumstances.
7. Request to speak cards �Pu t�rrirtt'e�� ��ar,�d�� will be accepted until the start of
Communications from Citizens. Request cards submitted afterthe meeting has been called
to order will be handed to the Village Manager by the Recording Secretary.
Page 1
Aqenda Item: Communications from Council
8. Corr�municatians from Council is an opportunity for individual Council Members ta relate to
their Calleagues on --the Council items of interest not on the Agenda. Complimentary
commenfs on performance are also appropriate for presentation. This should not be used in
lieu' of Any Other Matters a:s described herein.
Agenda Item: Anv 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 underAny
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-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, Council Members 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 before the vote.
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.
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Page 2
2. New goals and objectives shall be established after the new Village Council is in place
following the March election. Annualiy in Aprii Council Members will come forward u�rith their
�ES#s of 3 or 4 goals and vbjectiues for the Viliage Manager that they`'wish to accomplish for
the coming fiscal year. Counci( will then prioritize and set their goals and objectives in May:
3. Consent Agenda items shall be listed in a separate section of the agenda, eliminating the
need for asterisks to designate the consent agenda items.
,
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4. Council Meetings shall be conducted and controlled by the Mayor in a formal manner with
Councii Members requesting the Mayar give them the opportunity to speak and/or present
their views, with each Council Member having equal oppo�tunity to participate with the
mutual respect af their eolleagues.
�v ,_; , Establishment of a new Department within the Village Administration, if deemed necessary,
shall be proposec€ by the Village Manager and approved by Council prior to imp[ementation:
Realignment within an existing Department to m:aximize efficiency and effectiveness shall be
aecomp4ished by the Village Manager and published to Counci{ when implemented:
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a�e r.ec�uest �f�tl�� �lillage fl�anager;
Page 3
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 ca11 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 for 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. The Mayor shall ask the
Councilmember 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.
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 option to change the order on the agenda in
special circumstances.
Page 1 of 3
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.
Agenda 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 before the vote.
Page 2 of 3
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 detertnined 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.
Page 3 of 3