Resolution No. 95-53 CITY OF TIGARD, OREGON
RESOLUTION NO. 95-4�
A RESOLUTION ESTABLISHING POLICY OF THE CITY COUNCIL REGARDING
COUNCIL GROUNDRULES CONCERNING CONDUCT OF CITY MEETINGS;
INTERRELATIONSHIPS BETWEEN THE CITY COUNCIL AND ITS APPOINTED
BOARDS! COMMUNICATIONS BETWEEN CITY COUNCILORS, CITY ADMINISTRATOR
& STAFF; COMMUNICATIONS AMONG COUNCILORS; COMMUNICATIONS WITH THE
COMMUNITY/GENERAL PUBLIC; PLUS COMMUNICATION PROCEDURES IN GENERAL
(SUPERSEDING RESOLUTION NOS. 94-35, 81-11=A, 77-91, AND 75-30)
WHEREAS, the Tigard City Council reviewed Council Groundrules,
includirig Council agenda and meeting process on August 1, 1995; and
WHEREAS, the Council updated the procedures of operation and the
manner in which it is to conduct business; and
WHEREAS, it is the desire of the City Council to supersede previous
resolutions in the record as noted in the Resolution Title above.
NOW, THEREFORE, BE IT RESOLVED by the Tigard City Council that:
Section 1: The City Council hereby adopts the Council
Groundrules described in Exhibit "A" attached
hereto-
PASSED:
ereto_-PASSED: This ! y b� day of _LJU✓L J95.
M jy r - City of Tigard
ATTEST:
City Recorder - City of Tige.-d
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1T "A"
CITY COURC'^- GROMDRUM AND .AGMMA PROMS
The folito_ ing Mormatin i intended gist with .boon a.._
�_ wi_ _ n_s i...,end.,d to as�.�.....th prepara�,+,u for and te`iti+;oudilot
of City Council meetings. The City Charter, Article IV, Section 13, contains
regulations that govern Council meetings. The groundrules describe the process
followed by Council In scheduling and conducting meetings.
Conduct of City Meetings
QD Council will meet at least once a month. Regularly scheduled meetings shall
be on the second, third, and fourth Tuesdays of each month.
® The Council meetings on the second and fourth Tuesdays are "Business"
meetings; the ;ouncll meetings on the third Tuesday of the month are
rr` orl—I Shf--a" meetings unless otherwise designated by the City Council.
ar va a�...,s.
a Unless specifically noted otherwise, Lio meetings of Council shall begin at
0;30 p.m. at the established place of meeting. On the second and fourth
Tuesdays the meetings will begin with a Study Session following by the
Business meeting. On the third Tuesday,the Workshop meeting will began at
8:30 p.m. - -
® Roll Call: The roil shall be called in alphabetical order by last name. At
each succeeding meeting at which a roll call vote is taken,the council person
who voted last during the previous meeting, shall vote first and the Council
person who voted first during the preceding meeting shall voted second and
so on in a rotating fashion. It is the intent that the voting order remain
fixed for each meeting and that a different Council person shall vote last
during each separate meeting for the duration of that meeting.
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a. The Chair, or other members if the Chair fails to remember, shall call for a
Point of Order at or around 10 P.M.to review remaining items on the agenda
with the Council. The Council may reset or resethedule.. thtese ite— which it
feels may net be reached prior to the regular time of adjournment.
® Ths regular time of adjournment shall be 11 p.m. unless extended by
majority consent of all Council members than present. If not �,nntlnued by
majority consent, then the meeting shall be adjourned to either the next
sc'leduled meeting or the meeting shall be continued to a special meeting on
an-other date.
a Definitions - Weeting Types:
> BUSUIESS RWMNGS: Business meetings are regular meetings where
Council may deliberate toward a final decision on an agenda item
including consideration of ordinances,resolutions & conducting public
hearings. Business meetings are usually televised. (See Figure 1)
Business meetings are generally scheduled to begin at 7:30 p.m. with
A IS i A g at 0-30 n W.
Study Session preceding the Business R.eed�.us „. Study
Sessions are a workshop-type of meeting(see definition below)which
also provide am opportunity fer the Council to revxewv the business
meeting agenda and to ask questions for clarification on issues or on
process. Steady Sessions are open to the public.
All Council meetings are open to the public with the exception of
Executive Sessions. Executive Sessions can be called under certain
circumstances and topics are limited to those defined by ORS IRMO.
The "Visitor's Agenda” is a regular feature on the Council
Business meetings. This item will be placed near the beginning
of the Council Agenda to give citizens and visitors a chance to
Introduce a topic to the City Council. Council may decide to
refer Issue to staff and/or schedule the topic for a later Council
meeting.
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> WORKSHOP AMETING: Workshop meetings are regular meetings where
Council reviews and discusses agenda topics with no intent of
deliberating toward a final decision during the meeting. Workshop
meetings are not scheduled to be televised.
Workshop agenda items are generally topics which Council is receiving
preliminary Information and providing direction for further analyses
and staff Information gathering for a later business meeting.
Workshop topics may also include discussions with standing boards
and committees.
Appropriate topics for Worksbop meed°^gs I c-lude•
— Introduce a Topic: Staff will bring up new Items to determine
whether Council wants to entertain further discussion and
whether to schedule as an item on a future agenda.
--- Educational Meetings-review research information presented by
staff, consultants, or task forces-- usually as a process check;
i.e., on the right "track"?
— Meet with individuals from other jurisdictions to discuss items
of common interest (examples: other Councils, the School
District,and other .^.s elms').
.LaLR18U&dVe updates: items such as calendar information,
scheduling preferences, process checks.
POLICY REGARDING INTERRELATIONSHIEPS BETWEEN THE CITY COUNCIL AND ITS
APPOINTED C0111,MSSIONS, BOARDS OR COMMITTEES (hereinafter referred to as
"Boards"
® It Is Council policy to make Known to the public, by notice in local
newspaper(s), of the occurrence of vacancies on its boards for the purpose
of In€ormIng persons who may be Interested in appointment.
e Council will entertain suggestions from each Board for candidates to be
considered for appointment to vacancies. It shall be the responsibility of
each Board to be aware of vacancies and to submit its suggestions to the
Council in a timely fashion.
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® Council will entertain regular representai€uu by persons outside the City on
those boards which provide for such non-city membership.
s The Mayor and one Council member will serve on the Mayor's Appointment
Advisory committee for the purpose of interviewing potential board members.
Council members will serve on this Committee with the Mayor on a iotutcu
basis for a term of six months.
Communications Between City Councilors, City Administrator and Staff
Cj6unclllo d t dint*in n".e.n °'..^.W.'n micadens With tilt f:ity
® UV�aBaGSlYa.�7 $ao ouvvuia��u vim'+. •+y --,,
Administrator, both as a. group and Individually in one-on-one sessions.
a Councilors are encouraged to direct inquiries thought the City Administrater,
giving as much information as possible to ensure a t wrough response.
® In the absence of the City Administrator, Councilors are encouraged to
contact the Assistant to the City Administrator. In the absence of both the
City Administrador and the.Assistant to the City Administrator,Councilors are
encouraged to contact the Depariment Head, realizing that the Department
Dead will discuss any such inquiries with the laity Administrator.
® Contacts below the Department Head are discouraged due to the possible
disruption of wok, confusion on priorities, and limited scope of response.
® The agenda cycle calls for submittal of items 10 days in advance of a
meeting. Add-ons are to be minimized,and handouts distributed at the start
of meetings, except Executive Sessions.
g Staff will schedule items allowing time for staff research and the agenda
cycle deadlines.
® Do not assume staff is guilty until proven innocent.
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® Surprises should be avoided,especially if they appear intended to embarrass
or discredit. Councilors and staff should prepare in advance of public
meetings and issues presented in packets.
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recommendations. Staff is aware of Council's right to make final decisions.
All recognize the need to respect the messenger.
Communications Amone Councilors
® Add-on-Agenda items should be brought up at the start of the meeting and
...11y „ Qidered enio iP ecniint ino• to a later age-nria is rent a.Tilrnllrlate.
® Councilors are encouraged to suggest agenda topics at the bench or to
contact the City Administrator about scheduling an item into the Tentative
Agenda.
® Requests for legislative artion of Council may be initiated by an individual
Councilor during a Connell meeting. The City Administrator will respond to
the request consistent with resources and priorities, or refer to Council as a
whole.
® Councilors try to avoid behavior which tends to embarrass or discredit, even
If unintentional.
Communications with CommuMly(Ceneral Public
a Councilors and General Public are reminded of the Agenda cycle and cut-off
dates. AdnAnistrative staff is available to explain how public issues are
handled and how citizen input may be accomplished.
® "Official" communication should come through City hall and be provided by
the Administrator. Direct submittal or inquiries to the Council or individual
Councilors should be referred to the Administrator,or Councilors may ask the
Administrator to look Into an issue.
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® Official "press releases" are encouraged, both to assure accurate reporting
and to advise Council and Staff of the official position communicated to the
press. Press releases are through the Mayor's Office.
General
e Councilors are always Councilors in the eyes of the Administration, never
simply private citizens.
® Information that "affects" the Council should go to Council. The City
Administrator is to decide on "grey areas," but too much information is
-preferable to ten UttlA
• Budget cuts or increases mean policy decisions. Budgets will not be cut
"piece meal" or "across the hoard," but rather should be made In service or
program areas,giving Staff full opportunity to provide data clearly defining
Impact.
4 if Councilors are contacted regarding labor relations during labor
negotiations or conflict resolution proceedings, then Councilors have no
comment.
• Councilors and the CIty Administrator agree to report and discuss any eontaet
which might affect labor relations with the entire Council In Executive
Session.
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