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HomeMy WebLinkAboutR-15-09 Board Meeting ProceduresRESOLUTION NO. R-15-09 A RESOLUTION OF THE CITY OF SEBASTIAN, INDIAN RIVER COUNTY, FLORIDA, PROVIDING FOR MEETING START TIME AND END TIMES FOR ALL CITY BOARDS AND COMMITTEES; PROVIDING FOR A STANDARD AGENDA FORMAT; PROVIDING FOR PROCEDURES FOR PUBLIC INPUT AND PUBLIC HEARINGS; PROVIDING FOR USE OF ROBERTS RULES OF ORDER AS A GENERAL GUIDELINE; PROVIDING FOR CONFLICTS; AND PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the City Council of the City of Sebastian, Indian River County, Florida, believes it to be in the best interest of the citizens of Sebastian to provide clear direction to its appointed Boards and Committees by approving a standard meeting time, meeting and public input guidelines, and agenda format to be used to provide for successful Board and Committee meetings. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEBASTIAN, INDIAN RIVER COUNTY, as follows: SECTION 1. BOARD AND COMMITTEE MEETING TIME. City Board and Committee meetings shall begin no later than 6:00 p.m. and shall adjourn at 9:30 p.m. unless extended for not more than 30 additional minutes by a majority vote of members present. All unfinished business at adjournment shall be carried to the next meeting. SECTION 2. ROBERTS RULES OF ORDER ADOPTED. City Boards and Committees will follow the current edition of Robert's Rules of Order Newly Revised as a general guideline in the conduct of all meetings and workshops. Failure to follow said rules shall not affect the validity of any action taken. SECTION 3. THE CHAIR. The Chair may make a motion, second a motion or participate in discussion without relinquishing the chair. Members of the Board or Committee have the exclusive right to raise questions of procedure or points of order to the Chair and have the Chair rule on the procedure or point of order. Any member of the Board or Committee may appeal the decision of the Chair, and the result shall be determined by majority vote. SECTION 4. AGENDA FORMAT AND GUIDELINES FOR MEETINGS. The general format and guidelines for City meeting agendas shall be generally in the form attached hereto as Exhibit "A". However, the board or committee may change the order of agenda headings by majority vote. SECTION 5. ORDER FOR PUBLIC HEARINGS (OTHER THAN QUASI-JUDICIAL) Order for public hearings (other than quasi-judicial procedures which are established by City Council Resolution No. R-99-12) before City boards and committees: A. Order of Business 1. Chair shall announce the opening of the public hearing. 2. Where applicable, City Attorney shall read the Ordinance or Resolution by title unless applicable law requires more than the title be read. 3. Chair, if appropriate, shall announce the rules that apply to the hearing. 4. Applicant presentation, if appropriate. 5. City staff shall make a presentation, comments and preliminary recommendation, if any. 6. Public input. 7. City staff final comments and recommendation, if any. 8. Chair closes hearing. 9. Council Deliberation and Action B. Continuance of Public Hearing. The Board or Committee may continue a public hearing unless a continuance would violate applicable law. A public hearing may be continued to a time certain stated in the record, or a continuance may be indefinite, in which case it shall be re - noticed. The Board or Committee may defer action on a matter and continue the public hearing for receipt of written comments on the matter. SECTION 6. PROCEDURES FOR PUBLIC INPUT. A. Procedures for All Public Input. 1. Time Limit. Individuals who wish to address the Board or Committee on any agenda items for which official action is to be taken (typically items listed under public hearings, new business and unfinished business) are allowed five minutes to speak on that item, however, the Board or Committee may extend or terminate an individual's time by majority vote of members present. 2. Input Directed to Chair. Speakers shall address the Board or Committee immediately prior to deliberation of the agenda item and all input shall be directed to the Chair, unless answering a question of a member of the Board or Committee or City staff. Individuals shall not address the Board or Committee after commencement of deliberation on an agenda item after public input has concluded, provided, however, the Chair and any member of the Board or Committee may call upon an individual to provide additional input if desired. 3. Certain Remarks Prohibited. Personal, impertinent, and slanderous remarks, political campaigning and applauding are not permitted and may result in sanctions imposed by the Chair including expulsion from the meeting. Decisions by the Chair may be appealed in accordance with Section 2 above. C. Public Input. The heading on Regular Meeting agendas "Public Input" provides an opportunity for individuals to bring new information or requests to the Board or Committee not otherwise on the prepared agenda. Individuals are asked to attempt to resolve matters with staff prior to meetings. Individuals are asked to provide copies of material for the Board or Committee one week prior to the meeting if they intend to refer to specific material. The Board or Committee will not debate an issue during Public Input but may by consensus place a requested item on a future agenda. SECTION 7. RULES AS GUIDELINES. It is intended that the rules set forth in this Resolution provide a guideline for the effective operation of the business meetings of City Boards and Committees, and no rights are bestowed upon any parties by the adoption of these rules or by Board or Committee failure to act in accordance with them. A. Suspension of Rules. Any provisions of this Resolution, in whole or part, may be suspended by the affirmative vote of at least a majority of the members present. B. Failure to Follow Rules. If a Board or Committee fails to abide by any provision of this Resolution, such failure shall not invalidate action taken by the Board or Committee. SECTION 8. CONFLICT. All resolutions or parts of resolutions in conflict herewith are hereby repealed. SECTION 9. EFFECTIVE DATE. This Resolution shall take effect upon its adoption. 2 The foregoing Resolution was passed for adoption by Council Member c () was seconded by Council Member VVI- t l a.n , and upon being put to a vote, th v� ote was as follows: Mayor Richard Gillmor 0.y 2 Vice Mayor Jerome Adams Qy e Councilmember Andrea Coy 0.0 2 Councilmember Jim Hill Q—� Councilmember Bob McPartlan 0.0 Ee T The Mayor thereupon declared this Resolution duly passed and adopted this ZZhdday of YI 1 2015. CIT F SEN, FLORIDA Righ6d H. Gillmor, Mayor ATTE Sally A. Maio, MC City Clerk Approved as to Form and Content for Reliance by the City of Sebastian Only: Robert A. Ginsburg, Cii Attorney EXHIBIT "A" SEBASTIAN BOARD AND COMMITTEE AGENDAFORMAT AND GUIDELINES" 1. CALL TO ORDER 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL 4. AGENDA MODIFICATIONS Modifications and additions require unanimous vote of members. Deletions do not apply. 5. PUBLIC HEARINGS (does not apply to all boards) Chair shall announce the opening of the public hearing Where applicable, City Attorney shall read the Ordinance or Resolution by title unless applicable law requires more than the title be read Chair, if appropriate, shall announce the rules that apply to the hearing Applicant presentation, if appropriate City staff shall make a presentation, comments and preliminary recommendation, if any Public input City staff final comments and recommendation, if any Chair closes hearing. Council Deliberation and Action 6. UNFINISHED BUSINESS PUBLIC INPUT Public Input on items other than on the printed agenda, is five minutes, however, it can be extended or terminated by a majority vote of members present 8. NEW BUSINESS 9. STAFF MATTERS 10. BOARD OR COMMITTEE MEMBER MATTERS 11. ITEMS FOR NEXT AGENDA 12. ADJOURN `Any provisions of this Resolution may be suspended by the affirmative vote of at least a majority of members present. 0