Resolution No. 08-45 CITY OF TIGARD, OREGON
TIGARD CITY COUNCIL
RESOLUTION NO. 08- , �,,.-
A RESOLLMON ANIENDINGCOUNCIL GRO RULES (E BIT A) AND
SUPERSEDING RESOLUTION 07-48.
VA-IEREAS, on Nlay 17,2008 and July 15,2008,the Cary Cbuncil discussed its Groun es whereby support
was expressed to change the Groundrules.
NOW,, REFORE,BE IT RESOLVED by the Tigard City Council that:
SECTION 1: The City Council hereby revises the Council Groundrules as shown in the attached.
Exhibit A. Language to be deleted is shown with strikeout lanes. Added text is shown in
italics.
SECTION 2: The attached City(council Groundrules supersede the Cary Council Groundrules adopted by
Resolution No.07-48.
SECTIO N1 This resolution is effective irnmediately upon passage.
PASSED: This day of fc. ' 2008.
Mayor Ytyof Tigard
ATTEST-
GtyRecorder- Qtyof Tigard
RESOLLMONTNO.08-
Page 1
CITY COUNCIL X
CHARTER AND MUNICIPAL CODE PROVISIONS I MEETING PROCESS GROUNDRULES
COMMUNICATION GRO 1 VDRULES
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The City Charter,Article IV,Section 13,contains regulations that govern .Council meetings. CAiner
array y dw*lay a ante of tho perp ; pr u'.swa Waxy dvrC&by al ' rAm
rnq dt*by rrt z1 Resob onese Gr- Zhis d=w t is divided into thiee sections dut
list Grz.wzbvl that �ncs -�r�nestablish
sh the
meeting process;and Gruoxhulei that guide communication among Councilors and with the community..
CHARTER AND MUNICIPAL CODE PROVISIONS
ounc VMayor:Roles
• The Mayor,or in the absence of the Mayer,the Council President,shall be the Presiding Officer at all
meetings. The Presiding Officer shall conduct all meetings,preserve order,enforce the rules of the
Council and determine the order and length of discussion on any matter before the Council,subject to
these rules. The Presiding Officer may move,second,debate and vote and shall not be deprived of any
of the rights and privileges of a Councilor.. The Presiding Officer shall sign all ordinances,resolutions,
contracts and other documents,except where authority to sign certain contracts and other documents
has been delegated to the City Manager and all documents shall be attested to by the City Recorder.
The Mayor shall appoint the committees provided by the Rules of Council.
• In all other actions,decisions and other matters relating to the conduct of business of the City,the
Mayor or President shall have no more or less authority than any other Council member. For the
purposes of this written procedure any reference to the Council(unless otherwise specifically noted to
the contrary) will include the Mayor,President and Council.members,
Conduct of City Meetings
• 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 Council
meetings on the third Tuesday of the month are" orltshop" meetings unless otherwise designated by
the City Council. Menies of the City C.o mcd may set other'nzetingy ofthe full Cxwxd su&as joint nrdiV ui b
a zs or Wmral co pity n
Amended Groundrule Text 8/12/08 1
• Unless specifically noted otherwise,the meetings of Council shall begin at 6:30 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 begirt at 6:30
p.m.
® Roll Voting Order.The roll shall be called in alphabetical order by last name. At each succeeding
meeting at which a roll call vote is talzeen,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 vote
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 the meeting.
• Charter Section 19 provides that 'the concurrence of a majority of the members of the Council present
and voting,when a quorum of the Council is present,at a Council meeting shall be necessary to decide
any question before the Councn.' A Council member who abstains or passes shall be considered
present for determining whether a quorum exists,but shall not be counted as voting. Therefore,
abstentions and 'passes'shall not be counted in the total vote and only-votes in favor of or against a
measure shall be counted in determining whether a.measure receives a majority.
City Council Compensation
Section 2.44.010 of the Tigard Municipal Mode provides for compensation for attendance at Council
meetings and meetings for an intergovernmental board,committee or agency: The amount of the
compensation for Council members may be reviewed and set annually by resolution of the City Council as
part of the budget cycle. A s pxt of&a maaal mtiozzq C idl nuy dect to azer into an agwnm ukb the MeW or
orn City Ca&x& to ass unr add` ' l mpo ib Wis for addzhowl conpensatwn 7 additiowl dutiff shaft 7date to
?Vn er6t g the city a? ' state tar fe ral issue and mwriao or task form. 7faeiW itia and m a ion
shall be set by agiawr&htuzen dxMajr or Ccs and the C=dl nrnim.
Amended Groundrule Text 8112/08 2
MEETING PROCESS
Iefirutions_ Meeting Types, Study Sessions and Executive Sessions:
BUSINESS MEETINGS: Businessmeetings 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 open to the public. 71he regularly scheduled
business meetings are televised.
o Business meetings are generally scheduled to begin at 7:30 p.m.with a study session preceding the
Business Meeting at 6:30 pin. Study Sessions are aworkshop-type of meeting(see definition
below) which also provide an opportunity for the Council to review the business meeting agenda
and to ask questions for clarification on issues or on process. Study Sessions are open to the
public.
o 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 OR
192.660.
o The "Citizen Communication" portion of the 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 a
chance to introduce a topic to the City Council. Citizen Communications are limited to two
minutes in length and must be directed:to topics that are not on the Council Agenda for that
meeting.
o At the conclusion of the Citizen Communication period,either the Mayor,a Council member or
staff member will comment what, if any,follow-up action will be taken to respond to each issue.
At the beginning of Citizen Communication at the next business meeting,staff will update the
Council and community on the review of the issue(s),the action taken to address the issue, and a
statement of what additional action is planned.Council may decide to refer an issue to staff and/or
schedule the topic for a later Council meeting.
A WORKSHOP ETING: Workshop meetings are regular meetings where Council reviews and
discusses agenda topics. Council may not make final decisions during the meeting. Workshop
meetings maybe televised and are open to the public.Public testimony is generally not taken at
Workshop Meetings unless the Mayor or Council so choose.
o Workshop agenda items are generally topics which Council is receiving preliminary information on
and providing direction for further staff analysis and informationgathering for a later business
meeting. Workshop topics may also, include discussions with standing boards and committees,as
well as other governmental units.
o Appropriate topics for Workshop meetings include:
Introduce a Topic: Staff will bring up new items to determine whether Council wants to
entertain further discussion and whether to schedule the topic as an item on a future
agenda.
-- Educational Meetings:Council will review research information presented bystaff,
consultants,or task farces - usually as a process cheep;i.e.,is the issue on the right"track"?
Amended Groundrule Tent 8/12/08 3
— Meet with individuals from City beards and committees or other jurisdictions to discuss
items of common interest(examples: CityBoards and Commissions,other Councils,the
School District, and other officials).
— Administrative Updates:Items such as calendar information,scheduling preferences,
process cheeps.
STUDY SESSIONS:Study Sessions precede or follow a Business Meeting or Workshop Meeting.
As stated above,they are conducted in a Workshop-type setting to provide an opportunity for
Council to review the Business Meeting Agenda and to ask questions for clarification on issues or
on process. Information is also shared on items that are time sensitive. During Study Sessions,any
Council member:may call for a Point of Order whenever he or she wishes to stop the"discussion"
because he or she feels that it is more appropriate for the City Council to discuss the.matter during
the Council Business meeting. If a Point of Order is raised,the City Council will discuss the Point
of Order and determine whether the "discussion"should continue on or be held during the
Council meeting. The decision on whether to continue the "discussion;' or not shall be determined
by the majority consensus of the Council members present. If Council discusses a Council Agenda
Topic in a Study Session prior to that Council meeting,either the Presiding Officer or City Manager
will briefly state at the introduction of the Agenda Topic,the fact that Council discussed the topic
in the Study Session and mention the key points of the discussion.
EXECUTIVE SESSIONS:Meetings conducted by the Council.,uitb'"';_N& 6""_^�d
appropriate staff oradusoa for deliberation on certain matters in a setting closed to the public.
Executive Sessions may be held during a regular,special or emergency meeting after the Presiding
Officer has identified the ORS authorization for holding the Executive Session. Among the
permitted topics are employment of a public officer,deliberations with the persons designated by
the Council to carryon labor negotiations,deliberations with persons designated to negotiate real
propertytransactions,and to consult with legal counsel regarding current litigation or litigation
likely to be filed.
o The Chair, or other members if the Chair fails to remember,shall call for a Point of Order at or
around 9-30 9.00 p.m to review remaining items on the agenda with the Council. The Council may
reset or reschedule those items„which it feels may not be reached prior to the regular time of
adjournment.
o The C'ouncil's goal is to adjourn prior to 9-9.:30 pm unless extended by majority consent of all
Council members then present. If not continued by majority consent,then the meeting shall be
adjourned to either the next scheduled meeting or the meeting shall be continued to a special
meeting on another date.
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C.ouncil Agendas and Packet Infom2ation
o The Cityl+tianager will schedule agenda items while attempting to maintain balanced agendas to
allow for discussion of topics while meeting the established m:9.301 p.m adjournment time.
o The C atyManager will schedule items allowing time for staff research and the agenda cycle
deadlines.
o The agenda cycle calls for submittal of items 10 days in advance of a C,ottncil meeting. Add-ons are
to be minimized,as well as handouts distributed at the start of meetings,except Executive Sessions.
o Councilors and staff will prepare in advance of public meetings and issues should be presented fully
in packets.
o Council is supportive of the role staff should play in offering professional recommendations. Staff
is aware of Council's right to make final decisions after considering the staff recommendation,
public input,the record and Council deliberation on the matter.
o Council members should attempt to give at least 24 hours"notice, by advising the City ger and
the City Recorder of a request to remove a Consent Agenda item for separate discussion. The City
Recorder shall notify Councilors of such requests prior to the start of the Business Me
ceffimunt
i A Councilors Scheduling Agenda Items
o Councilors are encouraged to suggest agenda topics at the bench or to contact the City Manager
about scheduling an item into the Tentative Agenda.
o Add-on Agenda items should be brought up at the start of the meeting and generally considered
only if continuing to a later agenda is not appropriate.
o Bequests for legislative action of Council may initiated by an individual Council member during
a Council meeting. The City Manager will respond to the request consistent with,resources and
priorities,or refer the question of scheduling to Council as a whole.
Amended Groundmle Text 8/12/08
o Requests for legislative action of Council may be initiated by an individual Council,;member during
a Council meeting, The City Manager will respond to the request consistent with resources and
priorities,or refer the question of scheduling to Council as a whop.
E
Amended GroundnIe Text 8/12108 f
COMMUNICATION
General
o Rexgw1w tlavt)w are seen as a Ccxurralarut all boa s, no minerhowytu sem^ elf at airy dowm
r
AA
ate .e
: r r
Thus,Councilors are always treated by Administration as Council members.
o gorier-yru put in witbg assunE that ewryow in Lbe city is lode irrg oxer ycfr shcurl&n
o Ido not n5pond to cunnmiadiom dimiai to full CorrwL Manager or Majur uzff nVoni
o If a comnamation is d6vaed to an v?di ` lor;)m nrxy dmeto nTond as an iridi ` or rifer to the
C'ityManager,
o Information that affects the Council should go to Council. The City Manager is to decide on"gray
areas," but too much information is preferable to too little.
o Budget cuts or increases are policydecisions. Budgets will
not be cut "piece meal" or"across the
board," but rather should be made in service or program areas,giving staff full opportunity to
provide dataclearlydefining the anticipated impact of the action.
o It is the policy of the Council that if Councilors are contacted regarding labor relations during labor
negotiations or conflict resolution proceedings,then Councilors have no comment.
o Councilors and the (AtyManager agree to report and discuss any contact,which might affect labor
relations with the entire Council in Executive Session.
o The Council Croundrules will be submitted for review by Council each year either in the July or
August Workshop Meeting. The Croundrules can be reviewed and revised at any other time in the
year when a specific issue or issues are identified requiring action prior to the established review
period.
.Communications Between City Councilors.City Manager and Staff
• Councilors are encouraged to maintain open communications with the City Manager,both as a
group and individually in one-on-one sessions.
o Councilors are encouraged to h take issues to the City Manager first,giving as
much information as passible to ensure a thorough response.
o In the absence of the GryManager,Councilors are encouraged to contact the Assistant Coity
Manager. In the absence of both the City Manager and the Assistant City Manager,Councilors are
encouraged to contact the Department Head,realizing that the Department Head will discuss any
such inquiries with the City Manager.
o City Manager shim bfw=twn equally wtb Ccw <lcrrs.
o Qx#xdm are amiragaito aurid contact '&s&O`below the Department Head
ihe to awid possible disruption of work,confusion on priorities, and limited scope of responses.
Amended Groundrule Text 8/12/08 7
o 0, ,gwl is maud a ?vqut wth staff Chnp1w=stajnv7bmuben d5ey nuke g-,odp7maratkm.
Be fr` A mad staff rasions can
Qiamnicati A mgCart lrns
o No surprises.
o Be oaw ..
o Be t Dowt dins
o DoWt Mat it oa on TV.
a If you hdd hick in a nrdug foUawtV lir Keith fdIm Coaxilon or the C'r.'ty
o B cfe&dxr byphow orinfa?n-1 cr iers alms mnf d not tri.farina guar n
• spazi sorts anual tiny
Communications with Community/General Public
o City Council members will hast an event during the month of May to share with potential Mayor or
City council candidates what is involved in serving on the City Council. ° QQ:'; et ga
desefioell is M !)40 effiib. .
. n
o Councilors and the{general Public are reminded of the Agenda cycle and cut-cuff dates.
Administrative staff is available to explain how public issues are handled and how citizen input may
be accomplished.
a Official communication should come through CityHall and be provided by the City Manager.
Direct submittals or inquiries to the Council or individual Councilors should be referred to the City
Manager,or Councilors may ask the CityManager to look into an issue.
o Oficial 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 issuedthrough the City
Manager's Office:
Communication Between Partners and Allies
es
Ingweni4 let alaeMa)vrspwk for dx City
o I p herrn ` ships in Dont oar-fow on the issue at hand
o lake issues to the QyManqgerfirst
Amended Groundrule Text 8/12/08 8