HomeMy WebLinkAboutDocumentation_Workshop_Tab 01_04/01/2013 Council Procedures
4/10/08
Votin
1. Voting shall be by "Yes" or "No" vote, except when the Mayor or another Councii
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 mation 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, particularfy because the public would not know it was going
to be vo#ed 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, 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 comrnents shalf 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 shaA foNow 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
AQenda Item: Communications from Council
1. Communications from Council is an opportunity for individual Council Members to
relate to their coileagues 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.
Aqenda Item: Anv Other Matters
1. Any Other Matters shall normally � limited to informational matters, such as reports
of ineetings attended.
2. If a Council Member requests #hat 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 wili be
added.
Quasi-Judici�l Hearins�s
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
• S#aff
• 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 Councii Members requesting the Mayor give them the opportunity to speak
and/or present their views, with each Councif 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 accomptished by the Village Manager and
published to Council when implemented.
5. The Village Attomey shall only be tasked to perForm services by a Consensus of
Council or at the request of the Village Manager.
A�tenda Packet Distribution
1. Email of draft butleted 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 padcet 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.
Hirina 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
Councii Seatinq ArranQements (not Council approved — 3/07)
A M M V S S S C
T A A - E E E L
T N Y M A A A E
O A O A T T T R
R G R Y # # # K
N E O * * *
E R R
Y
X X X � X X x X
* Seats will sit numericaliy after the Vice-Mayor
4