HomeMy WebLinkAbout12/09/2014 02 Quarterly Meeting with Bill ChiatBUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
Item No. 2.
For Meeting of: December 09, 2014
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ITEM TITLE:
SUBMITTED BY:
SUMMARY EXPLANATION:
Quarterly meeting with Bill Chiat
Tony O'Rourke, City Manager
3:00 Welcome & Update
3:45 Check up on how the council has been performing:
• Self Governance
Having an End in Mind
Problem Solving Cycle
Resolution: Ordinance:
Other (Specify):
Contract: Contract Term:
Start Date: End Date:
Item Budgeted: Amount:
Funding Source/Fiscal
Impact:
Strategic Priority:
Insurance Required? No
Mail to:
Phone:
APPROVED FOR
SUBMITTAL:
City Manager
RECOMMENDATION:
ATTACHMENTS:
Description
rules and procedures
Upload Date
10/2/2014
Type
Cover Memo
RULES OF PROCEDURE
OF
YAKIMA CITY COUNCIL
A. ORGANIZATION
1. Election of Mayor and Assistant Mayor.
The Council of the City of Yakima immediately after its election and
qualification shall elect from among the members a Mayor and Assistant Mayor.
2. The Mayor is Chairman of Council Meetings.
The Mayor shall preside as Chairman of all meetings of the Council and shall have
the general direction of the meetings.
3. Chairman may call Member to Chair.
The Mayor or any other member of the Council who may be acting as Chairman
at a meeting of the Council may call any member of the Council to the Chair to
occupy same temporarily and such member shall be vested with all the powers of
the Chairman while so presiding. Such a substitution shall not extend beyond an
adjournment.
4. Duties of the Mayor.
It shall be the general duty of the Mayor as Chairman of the Council:
(a) To take the chair every day precisely at the hour for which the meeting of
the Council has been called or to which the Council may have adjourned
and immediately to call the Council to order, and proceed with the daily
order of business.
(b) To announce the business before the Council in the order in which it is to
be acted upon.
(c) To receive and submit in the proper manner all motions and propositions
presented by the members of the Council.
(d) To put to vote all questions which are properly moved, or which
necessarily arise in the course of proceedings and to announce the result
thereof
(e) To inform the Council when necessary, or when referred to for that
purpose, on any point of order or practice. In the course of the discharge
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(f)
(g)
of this duty he shall have the right to call upon the City Attorney or any
legal member of the department for advice.
To authenticate by his signature when necessary, or when directed by the
Council, all the ordinances and resolutions, and all the acts, orders and
proceedings of the Council, and entries in the official journal of the Council
when the same have been approved by it.
To maintain order at the meetings of the Council, for which purpose he
shall have the right to call upon the Chief of Police and any and all other
officers of the Police Department for assistance.
5. Duties of Assistant Mayor
The Assistant Mayor during the absence of the Mayor shall have and perform all
the duties and functions of the Mayor.
6. Temporary Chairman.
In the event of the absence of or disability of both the Mayor and the Assistant
Mayor, the Council shall elect a temporary chairman to serve until the Mayor or
Assistant Mayor so absent or disabled shall return or the disability shall be
removed, as the case may be. In such event the temporary chairman shall have all
the powers and perform the functions and duties herein assigned to the Mayor
and Chairman of the Council.
7. Clerk of the Council.
The Council shall appoint an officer of the City, who shall have the title of Clerk
of the Council. The Clerk of the Council shall qualify in the manner provided by
ordinance and shall serve at the pleasure of the Council.
8. Duties of Clerk of the Council
The Clerk of the Council shall act as the secretary and recording officer for the
Council and shall have the following duties:
(a) To give notice of all Council meetings as hereinafter provided.
(b) To attend every session of the Council, to call the roll and record the same,
to read all communications, ordinances, resolutions and other papers which
are ordered to be read by the chairman of the meeting and to receive and
bring to the attention of the Council all messages and other communic-
ations from other sources.
(c) To keep the Minutes of the regular and special proceedings of the Council
and to index the same.
(d) To take and keep secure Minutes of confidential Executive Sessions of the
Council.
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(e) To authenticate by his signature and record in full in a book kept for that
purpose all ordinances and resolutions.
(f)
To cause all notices of all public hearings to be held by the Council and all
ordinances ordained by the Council to be published at and for the time and
in the manner required by law or any order of the Council.
(g) To superintend all copying and work to be done for the Council.
(h) To keep and maintain a permanent record file of all documents and papers
pertaining to the work of the Council and to maintain an index of all files.
(i) With the Mayor to authenticate with his signature the entries in the Minutes
of the Council when the same have been approved by it. To attest with his
signature and the seal of the City of Yakima the signature of the Mayor
upon all official documents and records where such attestation is required
or is desirable and similarly to attest the signature of the City Manager
upon all official documents and records authorized or directed by the
Council to be signed by the Manager.
(j) To permit no records or papers belonging to the Council to be taken out of
his custody except temporarily, in the regular course of business by an
Officer of the City of Yakima, in which event the officer removing said files
shall sign a receipt for the same which shall be maintained by the Clerk until
the return of such records or papers.
(k) To make audio tape recordings of all City Council meetings and to retain
all such audio tape recordings for no less than ninety days after the
approval by the City Council of minutes of the meeting recorded on each
respective tape; provided, all such tape recordings which may involve
discussions and decisions or other actions which may become issues or
evidence in legal actions involving the City shall be retained no less than six
years from the date of the meeting.
(1) To perform such other duties as may be required by these rules or by
ordinance."
B. RIGHTS AND DUTIES OF MEMBERS
1. Duty to Vote - Absentation.
Every member of the Council present at a meeting where a vote is taken on any
proposal shall vote thereon unless excused. A member desiring to be excused
from voting may, when his name is called, make a brief statement, not exceeding
five minutes, giving the reasons for making such a request, and the question of
excusing him shall then be decided by vote of the other members of the Council.
2. Explaining Vote.
Any member of the Council desiring to explain his vote when his name is called
shall be allowed a like opportunity.
3. Not to Vote unless present.
No member of the Council shall be permitted to vote on any question unless he
shall be present when the vote is taken and when the result is announced. No
member shall give his proxy to any person whomsoever and no pairing of the
vote of an absent member against the vote of a present member shall be
permitted.
4. Notification of a Member's Absence from a Council Session.
Members of the Council will notify the Mayor or City Clerk prior to being late or
absent from a regular or special Council session.
C. MEETINGS.
1. Regular Meetings -- Time of Meeting
Regular meetings of the Council shall be held on the first and third Tuesdays of
each month, unless otherwise changed. Meetings shall convene at 6:00 pm.
2. Study Sessions
Study sessions of the City Council shall be scheduled to convene at the hour of
8:00 am.
3. Regular Meetings -- Place of Meetings.
a. City Hall.
Unless notice is given pursuant to Rule C.3.b. of these Rules, all regular
business meetings of the Council shall be held in the City Council meeting
room on the first floor of the City Hall and all study session meetings shall
be held either in the City Council meeting room, or the adjoining
conference room, on the first floor of the Yakima City Hall. However, a
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meeting having been convened at said place may be adjourned by the
Council to any other place within the City of Yakima for the purpose of
conducting a particular matter of business which may be more conveniently
conducted at such other place.
b. Changed Meeting Place.
Any meeting of the Council may be held at a place other than that required
by Rule C.3.a. hereof on notice of a changed meeting place, which notice
shall be given by an announcement at the immediately preceding meeting of
such changed meeting place or by written notification by the Clerk of the
Council to each Council member given no less than three days prior to the
meeting to be held at the changed meeting place.
4. Special Meetings -- Call.
Special meetings may be called in the manner provided by law and by the City
Charter.
5. Meetings -- Items Considered.
(a) At regular business meetings of the City Council, no action shall be taken
on any item(s) not appearing on the posted agenda of such meeting except
and unless, by majority vote of the City Council members present, it is
determined that an emergency exists and that immediate action must be
taken by the City Council to address the emergency.
(b) Any City Council member(s) may, under "Other Business", propose that
an item(s) or issue(s) be referred to City staff for research and review, be
assigned to a specific committee of the Council for research and review,
and/or be added to the agenda of the next available City Council regular
business meeting so that such item(s) or issue(s) can be considered by the
full Council, provided that such a proposal receives a positive majority
vote by the City Council members present.
(c) At special meetings of the City Council, no item(s) not included on the
posted agenda of such meeting may be considered or acted upon only with
the unanimous consent of all members of the City Council.
6. Notice to City Manager.
The Clerk of the Council shall serve upon the City Manager a copy of all notices
required by these rules to be served.
7. Quorum.
Four members of the Council shall constitute a quorum thereof for the transaction
of business. Except as otherwise specified by law, a majority vote of the Council
members present at a meeting shall be required and shall be sufficient to transact
any business before the Council.
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D. PROCEDURE - ORDER AND DECORUM.
1. Chairman to decide who entitled to the floor.
If two or more members of the Council desire to be heard at the same time, the
Chairman shall name the member who is to speak first.
2. Seating Policy
The mayor shall sit in Chair #5 at the center of the dais. The mayor pro tem shall
sit in Chair #4 immediately to the right of the mayor. With the exception of
special circumstances (medical necessity, etc.), all other seating shall be
determined by lottery following each Council election cycle. Such seating lottery
shall be conducted between the 1s` Council regular agenda business meeting of the
year following each Council election cycle and the 2' such meeting of the year.
3. Reading of Ordinance/Resolution Title
When an ordinance or resolution is to be considered by the Council, prior to any
discussion or debate, the title of the ordinance or resolution to be considered will
be read aloud by the Clerk of the Council.
E. PROCEDURE - MOTIONS.
1. Form of Motion.
Every motion except motions to adjourn, postpone or commit, shall be reduced
to writing if the chairman or any member of the Council request it, but otherwise
motions may be made orally and shall be noted by the Clerk of the Council.
2. Motion to be stated or read.
When an oral motion is made, it shall be stated by the chairman and when a
motion is presented, it shall be handed to the Clerk of the Council and read aloud
before debate.
3. Second required.
A second to any motion of the Council shall be required.
4. Withdrawing a motion.
After a motion is stated by the Chairman or read by the Clerk of the Council, it
shall be deemed in the possession of the Council, but may be withdrawn at any
time before division or amendment by the unanimous consent of the Council.
5. Motions in order during debate.
When a question is under debate, no motion shall be received except:
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(a) To fix the time to adjourn.
(b) To adjourn.
(c) To call the Council.
(d) To commit
(e) To lay on the table.
(f) To postpone to a day certain.
(g) To postpone indefinitely.
(h) To amend.
(i) To recess.
6. Motion to adjourn always in order - Exceptions.
A motion to adjourn shall always be in order except when the Council is voting,
and except when a previous motion to adjourn having been defeated, no
intervening business has been transacted; but this rule shall not authorize any
member to move an adjournment when another member has the floor.
7. Motion to table temporary only.
The passage of a motion to lay on the table shall have only the effect of disposing
of the matter temporarily, and the tabled matter may be taken from the table at
any time by order of the Council.
8. Motions to Postpone or Commit
No motion to postpone to a day certain or indefinitely, or to commit, being
decided in the negative, shall again be allowed on the same day and at the same
state of a proposition.
9. Motions must be germane
No motion or proposition on a subject different from that under consideration is
in order and no such motion or proposition shall be admitted under color of
amendment.
10. Motions to commit or postpone preclude amendments.
A motion to commit until it is decided shall preclude all amendments and debate
on the main question, and a motion to postpone indefinitely or to a day certain,
until it is decided, shall preclude all amendments on the main question.
11. Questions not debatable.
Motions to adjourn to take a recess, to lay on the table, or to take from the table
shall be decided without debate, and all incidental questions of order arising after
any such motion is made and pending decision thereon shall be decided whether
on appeal or otherwise without debate.
12. Division of question.
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If a question or proposition submitted to the Council contains several points, any
member may have the same divided and each point considered separately; but on
a motion to strike out or insert, it shall not be in order to move for a division of
the question, but the rejection of a motion to strike out or insert one proposition
shall not prevent a motion to strike out or insert a different proposition.
F PROCEDURE - RECONSIDERATION.
1. Who may move to reconsider.
It a proposition shall fail to pass on account of not having received a majority
vote, any member of the Council having voted in the negative shall have the
right to move for a reconsideration of such proposition. If a proposition shall
pass by majority vote, any member having voted in the affirmative shall have the
right to move for a reconsideration of such proposition.
2. Vote required for Reconsideration.
Upon a motion to reconsider the vote on any matter, a majority of all the
members of the Council shall be required to reconsider the same.
3. Time for motion to reconsider.
When a question has been decided by the Council, any member voting with the
prevailing side may move a reconsideration thereof, or give notice that he will
make such motion within the time prescribed by the rules. In the event notice of
intention to move for reconsideration is given, no further proceedings shall be had
on the proposition in question until the motion for reconsideration is made and
determined, or until the time for making such motion has lapsed. No motion for
reconsideration shall be in order unless made before the adjournment of the next
regular meeting of the Council after the meeting at which the original motion was
taken. Such motion shall take precedence over all other motions and questions,
except a motion to adjourn.
G. PROCEDURE - DEBATE
1. Substitute motions.
All so-called substitute motions and resolutions (except such matter as may be
reported by a committee to which a proposition has been referred) shall be
considered as amendments only, and shall be subject to the rules relating
thereto.
2. Amendments must be germane
All amendments must relate to the same subject as the original motion, resolution,
proposition or ordinance.
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3. Tabling amendment - Not to prejudice motion.
An amendment may be laid on the table without prejudice to the main motion or
question. When an amendment proposed to any pending measure shall be laid on
the table, such action shall not carry with it or prejudice such measure.
4. Committee amendments - How reported - Speaking on amendments.
Amendments reported by a committee shall refer to the written measure, and shall
not be inserted therein until after such amendments shall have been adopted by
the Council, when they shall be properly inserted by the Clerk of the Council in
the official copy thereof A copy of the written measure with all proposed
amendments entered thereon shall accompany the committee's report. On an
amendment being moved, a member of the Council who has spoken to the main
question may speak again to the amendment.
5. Amendments referred to committee to be reported.
Whenever any measure to which an amendment is pending shall be referred to a
committee, the reference shall carry with it the amendment, and such amendment
shall be reported back to the Council with the measure.
6. Order of Action.
If any amendment be offered, the question shall be first upon the amendment.
7. Order of Discussion/Debate
After the title of an ordinance or resolution has been read (see Section D — 3
herein), the mayor will request a staff report(s), if necessary, be given. Following
the staff report(s), the mayor will entertain a motion to adopt or deny the
ordinance or resolution. If the motion receives a second, the mayor will restate
the motion, and then invite discussion by the Council. The maker of the motion
will be given the choice to speak first. Each Council member will then be allowed
to speak once before any other Council member may speak for a second time. At
such time as is reasonable, or when a "call for the question" motion is made,
seconded, and approved, the mayor will close discussion/debate and the original
motion will be voted on in accordance with Section H herein.
H. PROCEDURE - VOTING
1. Roll call on final passage.
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The vote upon the final passage of all ordinances and resolutions shall be by
ayes and nos given by members of the Council individually on roll call. The
names of the members on such roll call shall be called alphabetically. On other
questions the vote shall be taken viva voce in the manner hereinafter provided,
PROVIDED that a roll call shall be ordered on the vote on any other question
when demanded by any two members of the Council. Votes taken on roll call
shall be recorded by the Clerk of the Council and reported to the chairman who
shall announce the result. In recording votes on roll call the Clerk of the
Council shall record and report those absent or not voting.
2. Voting or changing vote after decision announced.
When a vote is taken on roll call on any question, no member shall be permitted
to vote or to change his vote after the decision is announced by the chair.
3. Changing vote before decision announced.
On any such vote any member may change his vote before the decision of the
question has been announced by the chair.
4. Council members required to vote - late voting.
Every member of the Council present when a question is put, or when his name is
called, shall vote unless a member shall, for a special reason, be excused as
hereinbefore provided, or unless he has a direct personal or pecuniary interest in
the event of such question. In case the vote is on roll call, or by a division, a
member entering the chamber after the question is put and before it is decided,
may have the question stated, record his vote and be counted.
5. Putting the question - Division.
Except as hereinbefore provided the chairman shall put questions in this form,
to -wit:
"As many as are in favor (as the question may be) say 'Aye.
After the affirmative vote is expressed he shall say,
"As many as are opposed, say 'No',"
If he doubts the result of the vote viva voce, or if a division be called for by any
member of the Council, the Council shall divide. In such division those in the
affirmative shall first rise from their seats and be counted, and afterward those in
the negative.
I. PROCEDURE - ORDER OF BUSINESS.
1. Roll call - Minutes of previous meeting.
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(a) At all meetings before proceeding to business the roll of the Council
members shall be called and the names of those present and those absent
shall be entered on the record.
(b) Minutes of the previous meeting may be approved by any two members of
the Council who attend that meeting by their signing of those minutes as
being approved.
2. Agenda for meetings.
The Clerk of the Council, with the assistance of the City Manager, shall prepare
written agenda for each meeting as far in advance thereof as possible and shall
place such agenda in the hands of each member of the Council prior to the com-
mencement of the meeting. Such agenda shall be delivered to the members of the
Council at least one day in advance of each meeting whenever possible.
3. Special order of business.
The Council may at any time on motion supported by a majority vote of the
members of the Council present proceed out of order to any item on business or
return to an item already passed.
4. Audience Participation
Community members are invited to address items which are not listed on the
regular business meeting agenda. A guideline of three (3) minutes per speaker is
in place in order to allow as much opportunity as possible for audience
participation. A speaker's time may be extended at the discretion of the mayor
and/or the consensus or vote of the Council.
J. PROCEDURE - ADOPTION OF ORDINANCES, RESOLUTIONS AND
MOTIONS.
1. Introduction and form - Working copies.
Every ordinance and resolution proposed shall be introduced in writing in form
for final passage and may be sponsored by any member of the Council. The
Council at any time may require the Clerk of the Council, with the assistance of
the Legal Department, to prepare working copies of proposed ordinances or
resolutions showing what changes, if any, will be accomplished in existing
ordinances or resolutions.
2. Passage on first reading.
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All resolutions and motions and all ordinances except those appropriating funds
may be passed upon first reading, and shall take effect as provided by law and the
City Charter.
3. Hearings.
In all cases provided by law and in such other cases as the City Council by
resolution may determine, hearings shall be had upon proposed ordinances upon
the giving of proper notice, and all persons interested therein shall be given an
opportunity to be heard.
4. Ordinances and resolutions adopted - Signing, deposit and publication.
Upon final passage, every ordinance and resolution shall be signed by the Mayor
and attested by the City Clerk under the seal of the City of Yakima and shall
thereupon be deposited in the office of the City Clerk. The City Clerk shall
thereupon cause the title of all ordinances to be forthwith published in the manner
required by law.
K. PROCEDURE - SUSPENSION OF RULES.
These rules of the Council shall not be suspended without the vote of a majority of all
of the members of the Council.
L. PROCEDURE - ROBERT'S RULES OF ORDER.
The rules of parliamentary procedure contained in Robert's Rules of Order Newly
Revised for Deliberative Assemblies shall govern the Council in all matters of procedure
not specifically provided for herein and to which they are applicable.
M. AMENDMENT.
These rules or procedures may be amended at any meeting of the Council held after not
less than five days written notice of the proposal to amend the rules, upon a two-thirds
vote of all of the members of the Council.
N. RECORDING OF RULES.
These rules and all subsequent amendments thereto shall be recorded by the City Clerk
in the book kept by him/her for the recording of ordinances and resolutions and each
member of the Council shall be furnished with a copy thereof in form convenient for
reference.
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