HomeMy WebLinkAboutResolution 38-24RECORD OF RESOLUTIONS
BARRETT BROTHERS - DAYTON, OHIO Form 6301
. 38-24 Resolution No. Passed ’
AMENDING THE DUBLIN CITY COUNCIL
RULES OF ORDER
WHEREAS, the Administrative Committee reviewed the Rules of Order as part of the
annual review process at its May 1, 2024 and June 6, 2024 meetings; and
WHEREAS, the review process revealed a desire to provide more flexibility in the order
of business for meetings as well as providing more structure regarding public
comments; and
WHEREAS, the Administrative Committee introduced a draft of the revised Rules of
Order to Council at its meeting on June 17, 2024.
NOW, THEREFORE, BE IT RESOLVED BY THE Council of the City of Dublin, State
of Ohio, _“/ of the elected members concurring that:
Section 1. The Council Rules of Order are hereby amended as attached in Exhibit A.
Section 2. This Resolution shall be effective upon passage, in accordance with Section
4.04(a) of the Revised Charter.
4 Passed this _/2 day of Phau , 2024. Le. A 3
Mayor — Presiding Officer
To: Members of Dublin City Council
From: Cathy De Rosa, Chair of the Administrative Committee
Date: August 6, 2024
Initiated By: Jenny Delgado, Clerk of Council
Re: Resolution 38-24 - Amendments to Council Rules of
Order
Council Rules of Order:
Council referred the Council Rules of Order to the Administrative Committee for the purposes of
conducting a review to ensure that the Rules are relevant with current and desired practices. The
Administrative Committee conducted two reviews of the Council Rules of Order at their May 1 and
June 4 meetings. Staff proposed some “housekeeping” amendments to provide clarity and
alignment. The Committee provided feedback to staff on proposed amendments. The red-lined
version and a clean copy of the proposed amendments were provided for Council review at the
June 17, 2024 meeting. The Committee is bringing forward the proposed amendments for
discussion and consideration.
Proposed Amendments:
The proposed amendments to the Council Rules of Order seek to accomplish the following:
• Better define the structure of different meetings of the body,
• Provide flexibility regarding the order of business for the purpose of meeting efficiency,
• Better alignment of sections for clarity, and
• Adding language to reflect the expectation of Residents/Interested Parties speaking at
meetings. The Committee discussed having these expectations appear on the sign-in kiosk
screen as speakers complete the sign-in for awareness. This can be easily done with the
kiosk customizations.
Recommendation:
The Administrative Committee brings these items to Council for discussion and consideration.
After Council consensus on amendments is reached, staff requests approval of Resolution 38-24,
adopting the amended Rules of Order.
Legislative Services
5555 Perimeter Drive • Dublin, OH 43017-1090
Phone: 614-410-4400 Memo
COUNCIL RULES OF ORDER
1. DEFINITION OF TERMS
1.01 Ad Hoc Committee – a temporary committee created by Council
motion
1.02 Chair – the presiding officer of Council who is the Mayor under the
Charter
1.03 Charter – the Revised Charter of Dublin, Ohio effective July 4,
1996, and its amendments, if any;
1.04 Clerk – the Clerk of Council;
1.05 Meeting – any regular meeting, special meeting, or work session of
Council;
1.06 Member – a member of Council
1.07 Organizational Meeting – The first regular meeting in January in
even numbered years where Council leadership and Committee
assignments are determined by Council.
1.08 Quorum – a majority of the members of Council;
1.09 Standing Committee – a permanent committee created by Council
resolution, usually composed of three members of Council;
1.10 Virtual – using video and audio to connect online, via livestreaming
by means of the internet or other similar electronic technology that
provides an opportunity for the meeting participants to both observe
and participate in the meeting and be counted towards a quorum;
and
1.11 Work Session – a meeting of Council called for the purposes of
discussion on prearranged topics and/or training.
2. APPLICATION OF RULES
2.01 Except as otherwise provided by the Revised Charter, the Dublin
Codified Ordinances or laws of the State of Ohio, the functioning and
proceedings of Council shall be governed by these Council Rules of
Order.
2.02 On matters involving parliamentary procedure not provided for in
these Council Rules of Order, the Clerk’s latest revised edition of
“Robert’s Rules of Order” shall be referenced by the Mayor as
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persuasive, rather than binding, and the Mayor’s determination shall
be final.
2.03 The Law Director shall act as parliamentarian and, when applicable,
shall interpret “Robert’s Rules of Order” for Council.
2.04 These Rules of Order shall not be altered except by a vote of a
majority of all members of Council, and at a regular or special
meeting. The proposition to make an amendment shall be in the
form of a resolution. These Rules of Order may be suspended, when
appropriate, by a majority vote of all Council members.
3. COUNCIL COMMITTEES
3.01 Ad hoc committees may be created by Council to review, study and
make recommendations on specific matters. Council shall appoint
each ad hoc committee, give it a charge, and establish the time
frame within which the committee is to report to Council. When an
ad hoc committee has completed its charge, the existence of the
committee shall terminate.
3.02 Council, from time to time, may establish new standing committees,
assign the functions of standing committees, add, combine, expand,
contract or eliminate certain standing committees as it deems
necessary for the proper functioning of Council.
3.03 At the Organizational Meeting, Membership and Chairship of each
existing standing committee shall be determined by Council, taking
into consideration the preferences, willingness, and experience of
each Council member.
3.04 The Standing Committees of Council have been established as the
Administrative Committee, Community Development Committee,
Finance Committee, and Public Services Committee. Each
Committee shall review matters which fall within the topic areas
below and such other matters as may be referred to the Committee
by Council:
a. The Administrative Committee shall review matters relating to
Council employee hiring and evaluations; City personnel
policies, compensation and benefits; board and commission
appointments; strategic planning; Council goal setting;
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information technology; policy process; marketing and
communications; and Council procedures and operations.
b. The Community Development Committee shall review matters
relating to economic development, growth management and
transportation systems and grant applications related to
improvement of the aesthetics of the community.
c. The Finance Committee shall review matters relating to
general financial and taxation policy; hotel/motel tax grant
applications; operating budgets; capital improvement
programs; and fees.
d. The Public Services Committee shall review matters relating to
police, fire and emergency services; traffic and related
matters; public health and human services; parks and
recreation; utilities, telecommunications and energy;
engineering; and public art.
e. City Council may determine and/or the City Manager may
recommend to Council the appropriate committee for review
of topics/issues not otherwise mentioned in this section.
3.05 Council Committees may take action in order to: approve meeting
minutes, reach consensus on recommendations to bring forward to
Council as a whole, or to adjourn to executive session for an
allowable purpose. Public comment is not generally taken at
Committee meetings. The Clerk of Council shall provide for the
electronic recordings of all ad hoc and standing committee meetings
and will prepare and maintain minutes of these meetings as the
permanent record of these meetings.
4. COUNCIL MEETINGS
4.01 Regular Meetings: Regular meetings shall be held on the second and
fourth Mondays of the month or on such dates as are otherwise
approved on the yearly meeting calendar or by a majority vote of
City Council. Regular meetings shall be convened in the Council
Chambers of the City of Dublin at 7:00 p.m., at an alternate time or
alternate public place within the City of Dublin corporate limits, or
virtually, if necessary, provided that a public notice shall be posted
on the entrance doors of City Hall or on the City’s website 24 hours
prior to the meeting time. If Council convenes an executive session
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before a regular meeting, the meeting start time shall be adjusted
accordingly. In the event that a regular meeting date of the Council
coincides with a legal holiday, or presents a conflict for a majority of
members, Council may establish an alternate date, or cancel the
regular meeting. The Clerk shall ensure that any cancellation,
alternate date or alternate location is published on the City’s website
or other generally accepted medium, as designated by Council.
4.02 The Order of Business of Regular Council Meetings: The Mayor shall
commence the meeting at the hour appointed for the meeting. If a
meeting is commenced at a physical space, the Mayor must be
present in order to preside at the meeting. If the Mayor is not
physically present, the Vice-Mayor shall preside at the meeting. If
the Vice-Mayor is not physically present, the most senior member of
Council shall preside at the meeting. The Chair shall call the meeting
to order and direct the Clerk to call roll. If a quorum is present, the
meeting shall continue.
The order of business in any regular meeting shall be determined by
the Mayor to ensure City business is addressed as efficiently as
possible. Any regular meeting shall include the following items of
business: Call to Order, Roll Call, Executive Session (if necessary),
Pledge of Allegiance, Special Presentations/Recognition (if any),
Citizen Comments (see Section 7.02), Consent Agenda, Legislation
(First and Second Readings of Ordinances and Resolutions as
required), Other Business, Staff Comments, Council Reports, Council
Roundtable and Adjournment, in any order as deemed appropriate
by the Mayor to conduct City business.
Upon consensus that a meeting may become unduly lengthy due to
the content and/or number of items on an agenda, the Mayor may
divide the agenda and defer items to the following regular meeting,
or call a special meeting.
4.03 Special Meetings: Special meetings are governed by the Revised
Charter, Article III, Section 3.06(b).
4.04 Work Sessions: Work sessions shall be held on the first and/or third
Mondays of the month or on such dates as are otherwise approved
on the yearly meeting calendar, provided there are topics for
discussion on the agenda. Work Sessions shall be convened in the
Council Chambers of the City of Dublin at 6:00 p.m., at an alternate
time or alternate public place within the City of Dublin corporate
limits, or virtually, if necessary, provided that a public notice shall be
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posted on the entrance doors of City Hall or on the City’s website 24
hours prior to the meeting time. The Clerk shall ensure that any
cancellation, alternate date or alternate location is published on the
City’s website or other generally accepted medium, as designated by
Council.
Work Sessions are for the purposes of discussion on prearranged
topics and/or training. No action will be taken by the public body
during a work session except for adjournment into executive session
as necessary. While the public is welcome to attend and listen
during a work session, public comments are not taken.
4.05 Attendance: Members shall be present during all regular and special
meetings. Excused absences shall be granted by motion of Council
when a member is ill, when the member is in quarantine or
otherwise acting pursuant to a health care provider’s
recommendation, there is sickness or death in a member’s family,
when a member is absent from the City, when job requirements
demand immediate attention, or on special leave. If possible, the
member shall notify both the Mayor and the Clerk of Council of an
absence in advance of the meeting the member will miss.
4.06 The Mayor may determine that any regular or special meeting shall
be held virtually. Notice of the means of accessing and viewing the
meeting shall be as prescribed by Section 4.01.
4.07 Council’s strong preference is that all members participate in-person
at all regular and special meetings when Council is meeting at a
physical location. The Mayor may permit a member to participate
virtually in the event of an emergency. Members must request virtual
participation prior to any meeting that the member would like to
participate in virtually. If a member participates virtually, the
member must participate in such a manner that the member is
visible to the meeting participants, unless technology issues prevent
such manner of participation.
4.08 It is Council’s expectation that if a meeting is held virtually, or
individual members participate virtually, that technology mechanisms
will be in place to ensure the public can observe and hear the
meeting and that the instructions for participation in the meeting are
detailed on the City’s website.
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5. COUNCIL MEETING AGENDA
5.01 The Mayor and City Manager shall confer regularly regarding the
agenda for Council meetings, after which the Mayor shall determine
the agenda. Except for emergency matters or other special matters
requiring the immediate attention of Council, a listing of business to
be considered by Council shall be prepared and delivered to each
member at least 72 hours prior to each regular Council meeting.
Staff will make its best effort to provide presentations prior to the
scheduled Council meeting.
5.02 Any Council Member may request that a matter of business be
placed on the agenda provided sufficient notice is provided either to
the Mayor, City Manager or the Clerk of Council. All proposed
agenda items must be delivered to the Clerk of Council seven days in
advance of the meeting.
5.03 It is the responsibility of the Clerk to prepare and deliver the agenda
and all supporting documentation under the general supervision and
direction of the Mayor and the City Manager. All members of the
City organization and members of the public are encouraged to
cooperate with the Clerk in making the agenda complete and
accurate. While nothing herein will prevent the introduction of new
business not listed on the agenda, Council may require additional
time to study any item not included on the agenda.
6. NOTICE AND PUBLICATION OF MEETINGS
6.01 Public Notice
The Clerk shall cause to be published one time in at least one
newspaper of general circulation in the City a statement of the
dates, times, and places (whether a physical location or virtual) of
the Council meetings regularly scheduled for the calendar year. Said
publication shall occur no later than the day preceding the day of the
first such regular meeting for the calendar year. The Clerk of
Council may use any other medium appropriate for notice of public
meetings.
6.02 Public Posting
The Clerk shall also post a statement of the dates, times and places
(whether a physical location or virtual) of each regular Council
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meeting for the calendar year at least one week prior to the first
regular meeting of the calendar year.
6.03 Media Publication
The Clerk shall make arrangements to have the agenda for any
Council or Committee meeting published on the City’s website.
The agenda shall be that agenda which is prepared and
distributed to the press/media no later than seven days
preceding any Council or Committee meeting, or that agenda
which is prepared in advance of a special meeting.
6.04 Agenda and Meeting Packets for Press/Media
The Clerk shall make available a copy of the agenda for any regular
or special meeting to any news organization requesting it. The
agenda and meeting packet shall be posted on the City website and
shall include copies of legislation and all other matters to be
considered by Council at the meeting. These agenda packets shall
be made available on the City website by 5:00 p.m. on Tuesday prior
to regular meetings and as soon as practicable prior to special
meetings.
7. REQUEST TO SPEAK
7.01 Members’ Right to Speak
a. While each member has the right to speak, the member must
be recognized by the Mayor. Upon being recognized, the
member may proceed.
b. No member may filibuster. No member may speak for more
than five (5) minutes continuously, except by leave of the
Mayor. The decision by the Mayor in this matter is final.
Reference to personalities shall be avoided by all speakers.
c. A member may speak a second time on any one opportunity
to speak.
d. The Mayor shall regulate debate in any other manner that
she/he deems necessary, provided that the rights of all
persons to express their views are respected.
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e. By a motion duly made, seconded, and passed by a majority
of members present, the Council may overrule any limitation
of debate by the presiding officer and allow a member to
speak for an additional five (5) minutes.
7.02 Residents/Interested Parties’ Duties
Citizen Comments are remarks limited to items not on the meeting
agenda. Any resident or interested party desiring to address the
Council shall sign-in or make their desire to speak known, prior to
the conclusion of the Citizen Comment period of the agenda.
Speakers will be recognized by the Mayor to provide their comments.
The speaker shall first state their name and address in an audible
tone for the Clerk’s record. The forum is not designed to be a
question-and-answer session, therefore speakers should not request
or expect comment from Council. Council Meetings are to be a safe
place for everyone involved, therefore all speakers are asked to
adhere to Expected Meeting Procedures, as follows:
• Speakers may only speak once on each issue.
• All comments will be limited to 3 minutes.
• No clapping, cheering, or holding up of signs.
• No swearing, name calling and/or derogatory comments.
• Do not request or expect comment from Council.
Not following the Expected Meeting Procedures above may result in
the Mayor requesting the speaker’s removal from the meeting.
Residents/Interested Parties may also have the opportunity to speak
regarding scheduled agenda items as the items are considered by
Council. The Mayor may permit any person to participate in the
meeting virtually at the Mayor’s discretion. The Mayor may alter the
time allowed per speaker at their discretion in order to efficiently
conduct City business.
7.03 City Employee
The City Manager, in accordance with Section 5.04 of the Charter,
shall be afforded the right to participate in discussions but not to
vote. The City Manager is responsible for and shall be afforded the
opportunity to seek clarity of direction from Council, when needed,
to insure a majority consensus on an issue. Any other appointed,
administrative level official shall be entitled at all times to speak
upon any questions that pertain to their duties, responsibilities and
authority.
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8. VOTING PROCEDURES
8.01 Every member present, when a question is put, shall vote unless the
member has an ethical conflict of interest. Any member requesting
permission to abstain may make a brief statement of the reason for
making such a request. The question shall then be immediately
taken without further debate.
8.02 Voting on all legislation shall be oral and in open Council. No proxy
votes are permitted. When the Clerk calls roll, each member shall
respond “yes,” “no,” or “abstain.” No other comment is permitted
during voting. The order of voting shall rotate in a random manner.
8.03 An affirmative vote of four (4) members shall be necessary to pass
any question, unless otherwise provided by the Charter.
8.04 No vote of a member shall be questioned. Any member so desiring
may briefly comment upon the vote personally cast after the roll call.
The Mayor shall decide upon the propriety of the comments and
monitor the length of same.
9. LEGISLATION PROCEDURE
9.01 The introduction, passage and amendment of ordinances and
resolutions shall be governed by Article IV of the Charter and these
Rules of Order. A consent agenda may be used where minutes and
correspondence items and excused absences are organized apart
from the rest of the agenda and approved as a group. The Mayor
may propose items for the consent agenda as part of his/her duties
relative to Section 4.02. Upon request of any Council Member, an
item will be removed from the consent agenda and considered under
the regular order of business.
The introduction, passage and amendment of ordinances and
resolutions shall be governed by Article IV of the Charter.
9.02 A member may speak on any legislation; call for questions; and
question the City Manager.
9.03 Any member may introduce such legislation as the member deems
appropriate. Legislation can be prepared and recommended by the
Administration, a Standing Committee of Council, an ad hoc
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committee of Council, or a City Board or Commission; all such
legislation must be introduced by a Council member.
9.04 Any member may ask for verbal or written clarification of any
motion.
9.05 Ordinances and resolutions shall be read by title only unless there is
an objection from one of the Council members at which time the
Council shall meet the requirements of Article 4.03 of the Revised
Charter.
9.06 Form of Ordinances/Resolutions
a. All ordinances and resolutions shall continue to be written in the
same format and style as was in use at the time these rules were
enacted by Council. All such legislation shall be assigned
according to a system that reflects the sequential order and year,
e.g., 01-97.
b. Each ordinance/resolution shall contain not more than one
subject, which shall be fully described in the caption in easily
understood terms.
9.07 Second Readings/Public Hearings - No motion is required on
second readings. After debate has closed, the Mayor shall direct the
Clerk to call the roll.
9.08 Motion to Reconsider – Any member who voted on the prevailing
side may move a reconsideration of any action of the Council,
provided that the motion be made not later than the next regular
meeting after such action was taken. A motion to reconsider shall
be in order at any time, except when a motion on some other
subject is pending. A motion to reconsider being laid upon the table
may be taken up and acted upon at any time. No motion to
reconsider shall be made more than once on any matter or subject.
9.09 Order of Consideration of Questions – All questions shall be
considered in the order in which they are made.
9.10 Motion Made – Additional Proper Motions – When a question is
before Council or under debate, or a motion has been made, no
other motion shall be proper, except the following and these take
precedence according to the order listed:
1. to adjourn
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2. to postpone until future stated time
3. to request cessation of debate and that a vote be taken
4. to refer to a standing or ad hoc committee
5. to amend the matter under discussion
6. to table action for an indefinite time
9.11 Motion to Take from the Table – Any matter removed from the
table shall not be considered or acted upon until the next or a
subsequent meeting.
9.12 Call to Order – If any member, in speaking or otherwise, violates
the rules of Council, the Chair or any member may call her/him to
order and the member so called shall cease speaking until the
question of order is decided.
10. MISCELLANEOUS
10.01 Council Courtesies
No member shall privately confer while Council is in session with anyone
other than a Council colleague, the City Manager, the Clerk, or Law
Director. Such discussions as are permitted shall be brief and shall be
conducted in the tone and manner so as not to disturb the proceedings.
10.02 Confidentiality
a. On matters where public knowledge of same could be
detrimental to the City’s position on legal, fiscal, property
acquisition, personnel or other matters deemed by Council or
the City Manager to require confidentiality, all members shall
limit and/or restrict discussion and/or dissemination of the
confidential information unless and until Council or the City
Manager decides such matters may be discussed publicly.
b. No member may speak for the Council as a body unless
specifically authorized to do so by Council.
10.03 Council Liaisons to City Boards and Commissions
a. Council may assign a member as a liaison to any of the City’s
boards and commissions.
b. Liaisons are not members of the assigned board or commission
and shall not have voting rights, except as otherwise provided
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by Revised Charter Section 7.03(a), which pertains to the
Planning and Zoning Commission.
c. The primary role of a liaison is that of facilitator of
communications between the board or commission and Council.
The liaison shall serve as the designated channel of
communication between the board or commission and Council
and help identify training and planning opportunities, such as
coordinating joint work sessions to address topics of interest.
The liaison shall work to ensure that Council is regularly updated
on the work of the board or commission.
d. Liaisons act as a representative of the full Council and, as such,
can only provide guidance that clearly represents the guidance
of the full Council.
e. Members who serve as liaisons shall not unduly influence any
decision of the board or commission including any active cases.
The liaison may, however, assist and provide information
regarding Council goals, vision, policy and legislative history.
f. The liaison should regularly meet with the chair and vice-chair of
the board or commission, Planning staff and Legal staff in
agenda meetings as the workload requires. However, the liaison
should generally not regularly attend board and commission
meetings.
g. Council shall appoint liaisons at the first regular meeting of
Council in each even-numbered year (the organizational
meeting).
10.04 Council Liaisons to Another Public Entity or An Organization
a. Council may assign a member as a liaison to another public entity
or an organization.
b. Liaisons act as a representative of the full Council and, as such,
can only provide guidance that clearly represents the guidance of
the full Council.
c. The liaison shall serve as the designated channel of
communication and facilitate collaboration and coordination
between the organization and Council.
d. The liaison shall work to ensure that Council is regularly updated
on the work of the organization.
10.05 Enforcement of Rules
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The Mayor shall conduct all Council meetings in accordance with these rules
and shall preserve order at all meetings, and shall enforce the rules of
Council, either by private or public reprimand.
10.06 Violation of Rules
If any member, in speaking or otherwise, shall violate any rule of Council,
the Mayor shall call the member to order. If such member is speaking when
called to order, the member immediately cease speaking unless permitted
to explain. The question of order shall be decided without debate, at the
Mayor’s discretion.
10.07 Council Expectations
Council is committed to fostering a diverse and inclusive environment and
expects its members to be committed to the highest ideals, quality service
and proper conduct. Council welcomes the involvement of citizens in the
decision-making process and welcomes diverse experiences, perspectives
and viewpoints. Council respects the rights, dignity and worth of all citizens,
public officials, peers, applicants and employees and its members’ actions
will reflect these standards.
Adopted: Res. 09-96 – 6/9/97
Amended: Res. 87-08 – 1/20/09
Amended: Res. 47-09 – 10/5/09
Amended: Res. 44-11 – 9/12/11
Amended: Res. 66-14 – 8/25/14
Amended: Res. 65-21 – 11/8/21
Amended: Res. 45-22 – 10/27/22
Amended: Res. 38-24 – 08/12/24
COUNCIL RULES OF ORDER
1. DEFINITION OF TERMS
1.01 Ad Hoc Committee – a temporary committee created by Council motion
1.01 1.02 Chair – the presiding officer of Council who is the Mayor under the
Charter
1.03 Charter – the Revised Charter of Dublin, Ohio effective July 4, 1996, and
its amendments, if any;
1.04 Clerk – the Clerk of Council;
1.02 Member – a member of Council;
1.03 Chair – the presiding officer of Council who is the Mayor under the
Charter;
1.04 Clerk – the Clerk of Council;
1.05 Meeting – any regular meeting, or special meeting, or work session of
Council;
1.06 Member – a member of Council
1.07 Organizational Meeting – The first regular meeting in January in even
numbered years where Council leadership and Committee assignments are
determined by Council.
1.068 Quorum – a majority of the members of elected to Council;
1.079 Standing Committee – a permanent committee created by Council
resolution, usually composed of three members of Council;
1.08 Ad Hoc Committee – a temporary committee created by Council motion,
usually composed of two members;
1.1009 Virtual – using video and audio to connect online, via livestreaming by
means of the internet or other similar electronic technology that provides an
opportunity for the meeting participants to both observe and participate in
the meeting and be counted towards a quaorum; and
1.110 Work Session – a meeting of Council called for the purposes of discussion
on prearranged topics and/or training.
2. APPLICATION OF RULES
2.01 Except as otherwise provided by the Revised Charter, the Dublin Codified
Ordinances or laws of the State of Ohio, the functioning and proceedings of
Council shall be governed by these Council Rules of Order.
2.02 On matters involving parliamentary procedure not provided for in these
Council Rules of Order, the Clerk’s latest revised edition of “Robert’s Rules
of Order” shall be referenced by the Mayor as persuasive, rather than
binding, and the Mayor’s determination shall be final.
2.03 The Law Director shall act as parliamentarian and, when applicable, shall
interpret “Robert’s Rules of Order” for Council.
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2.04 These Rules of Order shall not be altered except by a vote of a majority of
all members of Council, and at a regular or special meeting. The
proposition to make an amendment shall be in the form of a resolution.
These Rules of Order may be suspended, when appropriate, by a majority
vote of all Council members.
3. COUNCIL COMMITTEES
3.01 Ad hoc committees may be created by Council to review, study and make
recommendations on specific matters. Council shall appoint each ad hoc
committee, give it a charge, and establish the time frame within which the
committee is to report to Council. When an ad hoc committee has
completed its charge, the existence of the committee shall terminate.
3.02 Council, from time to time, may establish new standing committees, assign
the functions of standing committees, add, combine, expand, contract or
eliminate certain standing committees as it deems necessary for the proper
functioning of Council.
3.03 At the Organizational Meeting, Membership and Chairship of each existing
standing committee shall be determined by consensus Council, taking into
consideration the preferences, willingness, and experience of each Council
member.
3.04 The Standing Committees of Council have been established as the
Administrative Committee, Community Development Committee, Finance
Committee, and Public Services Committee. Each Committee shall review
matters which fall within the topic areas below and such other matters as
may be referred to the Committee by Council :
a. The Administrative Committee shall review matters relating to
Council employee hiring and evaluations; City personnel policies,
compensation and benefits; board and commission appointments;
strategic planning; Council goal setting; information technology;
policy process; marketing and communications; and Council
procedures and operations.
b. The Community Development Committee shall review matters
relating to economic development, growth management and
transportation systems and grant applications related to
improvement of the aesthetics of the community.
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c. The Finance Committee shall review matters relating to general
financial and taxation policy; hotel/motel tax grant applications;
operating budgets; capital improvement programs; and fees.
d. The Public Services Committee shall review matters relating to
police, fire and emergency services; traffic and related matters;
public health and human services; parks and recreation; utilities,
telecommunications and energy; engineering; and public art.
e. City Council may determine and/or the City Manager may
recommend to Council the appropriate committee for review of
topics/issues not otherwise mentioned in this section.
3.05 Council Committees may take action in order to: approve meeting minutes,
reach consensus on recommendations to bring forward to Council as a
whole, or to adjourn to executive session for an allowable purpose. Public
comment is not generally taken at Committee meetings. The Clerk of
Council shall provide for the electronic recordings of all ad hoc and
standing committee meetings and will prepare and maintain minutes of
these meetings as the permanent record of these meetings.
4. COUNCIL MEETINGS
4.01 Regular Meetings: Regular meetings shall be held on the second and fourth
Mondays of the month or on such dates as are otherwise approved on the
yearly meeting calendar or by a majority vote of City Council. Regular
meetings shall be convened in the Council Chambers of the City of Dublin
at 7:00 p.m., at an alternate time or alternate public place within the City of
Dublin corporate limits, or virtually, if necessary, provided that a public
notice shall be posted on the entrance doors of City Hall or on the City’s
website 24 hours prior to the meeting time. If Council convenes an
executive session before a regular meeting, the meeting start time shall be
adjusted accordingly. In the event that a regular meeting date of the
Council coincides with a legal holiday, or presents a conflict for a majority
of members, Council may establish an alternate date, or cancel the regular
meeting. The Clerk shall ensure that any cancellation, alternate date or
alternate location is published on the City’s website or other generally
accepted medium, as designated by Council.
4.02 The Order of Business of Regular Council Meetings: The Mayor and City
Manager shall confer regularly regarding the agenda for Council meetings,
after which the Mayor shall determine the agenda. The Mayor shall
commence the meeting at the hour appointed for the meeting. If a meeting
is commenced at a physical space, the Mayor must be present in order to
preside at the meeting. If the Mayor is not physically present, the Vice-
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Mayor shall preside at the meeting. If the Vice-Mayor is not physically
present, the or the most senior member of Council (if the Vice-Mayor is not
physically present) shall preside at the meeting. The Chair shall call the
meeting to order and direct the Clerk to call roll. If a quorum is present, the
meeting shall continue.
The order of business in any regular meeting shall be determined by the
Mayor to ensure City business is addressed as efficiently as possible. Any
regular meeting shall include the following items of business: Call to
Order, Roll Call, Executive Session (if necessary), Pledge of Allegiance,
Special Presentations/Recognition (if any), Citizen Comments (see Section
7.02), Consent Agenda, Legislation (First and Second Readings of
Ordinances and Resolutions as required), Other Business, Staff Comments,
Council Reports, Council Roundtable and Adjournment, in any order as
deemed appropriate by the Mayor to conduct City business.
Upon concurrence consensus that a meeting may become unduly lengthy
due to the content and/or number of items on an agenda, the Mayor may
divide the agenda and defer items to the following regular meeting, or call a
special meeting.
4.03 Special Meetings: Special meetings are governed by the Revised Charter,
Article III, Section 3.06(b).
4.04 Work Sessions: Work sessions shall be held on the first and/or third
Mondays of the month or on such dates as are otherwise approved on the
yearly meeting calendar, provided there are topics for discussion on the
agenda. Work Sessions shall be convened in the Council Chambers of the
City of Dublin at 6:00 p.m., at an alternate time or alternate public place
within the City of Dublin corporate limits, or virtually, if necessary,
provided that a public notice shall be posted on the entrance doors of City
Hall or on the City’s website 24 hours prior to the meeting time. The Clerk
shall ensure that any cancellation, alternate date or alternate location is
published on the City’s website or other generally accepted medium, as
designated by Council.
Work Sessions are for the purposes of discussion on prearranged topics
and/or training. No action will be taken by the public body during a work
session except for adjournment into executive session as necessary. While
the public is welcome to attend and listen during a work session, public
comments are not taken.
4.054 Attendance: Members shall be present during all regular and special
meetings. Excused absences shall be granted by motion of Council when a
member is ill, when the member is in quarantine or otherwise acting
pursuant to a health care provider’s recommendation, there is sickness or
death in a member’s family, when a member is absent from the City, when
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job requirements demand immediate attention, or on special leave. If
possible, the member shall notify both the Mayor and the Clerk of Council
of an absence in advance of the meeting the member will miss.
4.065 The Mayor may determine that any regular or special meeting shall be held
virtually. Notice of the means of accessing and viewing the meeting shall be
as prescribed by Section 4.01.Council’s strong preference is that all
members participate in-person at all regular and special meetings when
Council is meeting at a physical location. The Mayor may permit a member
to participate virtually in the event of an emergency. Members must request
virtual participation prior to any meeting that the member would like
participate virtually. If a member participates virtually, the member must
participate in such a manner that the member is visible to the meeting
participants, unless technology issues prevent such manner of participation.
4.076 The Mayor may determine that any regular or special meeting shall be held
virtually. Notice of the means of accessing and viewing the meeting shall be
as prescribed by Section 4.01. Council’s strong preference is that all
members participate in-person at all regular and special meetings when
Council is meeting at a physical location. The Mayor may permit a member
to participate virtually in the event of an emergency. Members must request
virtual participation prior to any meeting that the member would like to
participate in virtually. If a member participates virtually, the member must
participate in such a manner that the member is visible to the meeting
participants, unless technology issues prevent such manner of participation.
4.087 It is Council’s expectation that if a meeting is held virtually, or individual
members participate virtually, that technology mechanisms will be in place
to ensure the public can observe and hear the meeting and that the
instructions for participation in the meeting are detailed on the City’s
website.
5. COUNCIL MEETING AGENDA
5.01 The Mayor and City Manager shall confer regularly regarding the agenda
for Council meetings, after which the Mayor shall determine the agenda.
Except for emergency matters or other special matters requiring the
immediate attention of Council, a listing of business to be considered by
Council shall be prepared and delivered to each member at least 72 hours
prior to each regular Council meeting. Staff will make its best effort to
provide presentations prior to the scheduled Council meeting.
5.02 Any person Council Member may request that a matter of business be
placed on the agenda provided sufficient notice is provided either to the
Mayor, City Manager or the Clerk of Council. All proposed agenda items
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must be delivered to the Clerk of Council seven days in advance of the
meeting.
5.03 It is the responsibility of the Clerk to prepare and deliver the agenda and all
supporting documentation under the general supervision and direction of the
Mayor and the City Manager. All members of the City organization and
members of the public are encouraged to cooperate with the Clerk in
making the agenda complete and accurate. While nothing herein will
prevent the introduction of new business not listed on the agenda, Council
may require additional time to study any item not included on the agenda.
5.04 Council may, upon majority vote of its members, modify the order or
contents of the agenda at a Council meeting.
6. NOTICE AND PUBLICATION OF MEETINGS
6.01 Public Notice
The Clerk shall cause to be published one time in at least one newspaper of
general circulation in the City a statement of the dates, times, and places
(whether a physical location or virtual) of the Council meetings regularly
scheduled for the calendar year. Said publication shall occur no later than
the day preceding the day of the first such regular meeting for the calendar
year. The Clerk of Council may use any other medium appropriate for
notice of public meetings.
6.02 Public Posting
The Clerk shall also post a statement of the dates, times and places (whether
a physical location or virtual) of each regular Council meeting for the
calendar year at least one week prior to the first regular meeting of the
calendar year. Per Section 4.12 of the Revised Charter, said posting shall
be done at three public places as designated by Council. The Clerk shall
check at reasonable intervals to ensure that this statement remains posted.
7. PUBLICATION OF MEETING AGENDAS
67.013 Media Publication
The Clerk shall make arrangements to have the “tentative” agenda for
any regular or special Council or Committee meeting published on the
City’s website. The “tentative” agenda shall be that agenda which is
prepared and distributed to the press/media no later than Tuesday
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seven days preceding a regular any Council or Committee meeting, or
that agenda which is prepared in advance of a special meeting.
67.042 Agenda and Meeting Packets for Press/Media
The Clerk shall make available a copy of the agenda for any regular or
special meeting to any news organization requesting it. The agenda and
meeting packet shall be posted on the City website and shall include copies
of legislation and all other matters to be considered by Council at the
meeting. These agenda packets shall be made available on the City website
by 5:00 p.m. on Tuesday prior to regular meetings and as soon as
practicable prior to special meetings.
8. ORDER OF BUSINESS
The Mayor shall commence the meeting at the hour appointed for the meeting. If a meeting
is commenced at a physical space, the Mayor must be present in order to preside at the
meeting. If the Mayor is not physically present, the Vice-Mayor or the most senior member
of Council (if the Vice-Mayor is not physically present) shall preside at the meeting. The
Chair shall call the meeting to order and direct the Clerk to call roll. If a quorum is
present, the meeting shall continue.
The order of any regular or alternate regular meeting shall be as follows:
1. Call to Order
2. Roll Call
3. Executive Session, if necessary
4. Pledge of Allegiance
5. Proclamations/Special Recognition
6. Citizen Comments. The Mayor shall determine the amount of time allowed but
generally no more than 5 minutes.
7. Consent Agenda
a. Action of Minutes of previous meeting(s)
b. Correspondence
c. Excused absences, if any
8. Legislation
a. Tabled/postponed legislation
b. Second Reading/Public hearings/second readings/vote on ordinances
c. First reading/Public Hearing of ordinances
d. First reading/public hearing/vote on resolutions
9. Other Business
10. Staff Comments
11. Council Committee Reports/Council Roundtable
12. Adjournment
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79. REQUEST TO SPEAK
79.01 Members’ Right to Speak
a. While each member has the right to speak, the member must be
recognized by the Mayor. Upon being recognized, the member may
proceed.
b. No member may filibuster. No member may speak for more than
five (5) minutes continuously, except by leave of the Mayor. The
decision by the Mayor in this matter is final. Reference to
personalities shall be avoided by all speakers.
c. A member may speak a second time on any one opportunity to
speak.
d. The Mayor shall regulate debate in any other manner that she/he
deems necessary, provided that the rights of all persons to express
their views are respected.
e. By a motion duly made, seconded, and passed by a majority of
members present, the Council may overrule any limitation of debate
by the presiding officer and allow a member to speak for an
additional five (5) minutes.
79.02 Residents/Interested Parties’ Duties
Citizen Comments are remarks limited to items not on the meeting agenda.
Any resident or interested party desiring to address the Council shall sign-in
or make their desire to speak known, prior to the conclusion of the Citizen
Comment period of the agenda. Speakers will be first recognized by the
Mayor to provide their comments. The speaker shall then state their name
and address in an audible tone for the Clerk’s record. . The forum is not
designed to be a question-and-answer session, therefore speakers should not
request or expect comment from Council. She/he shall then state her/his
name and address in an audible tone for the Clerk’s record. Council
Meetings are to be a safe place for everyone involved, therefore all speakers
are asked to adhere to Expected Meeting Procedures, as follows:
Speakers may only speak once on each issue.
All comments will be limited to 3 minutes.
No clapping, cheering, or holding up of signs.
No swearing, name calling and/or derogatory comments.
Do not request or expect comment from Council.
Not following the Expected Meeting Procedures above may result in the
Mayor requesting the speaker’s removal from the meeting.
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Residents/Interested Parties may also have the opportunity to speak
regarding scheduled agenda items as the items are considered by Council.
The Mayor may permit any person to participate in the meeting virtually at
the Mayor’s discretion. Remarks shall be limited to the question under
discussion. The Mayor may alter the time allowed per speaker at his/her
their discretion in order to efficiently conduct City business. All provisions
of 9.01 apply.
79.03 City Employee
The City Manager, in accordance with Section 5.04 of the Charter, shall be
afforded the right to participate in discussions but not to vote. The City
Manager is responsible for and shall be afforded the opportunity to seek
clarity of direction from Council, when needed, to insure a majority
consensus on an issue. Any other appointed, administrative level official
shall be entitled at all times to speak upon any questions that pertain to their
duties, responsibilities and authority. All provisions of 9.01 apply.
810. VOTING PROCEDURES
810.01 Every member present, when a question is put, shall vote unless the
member has an ethical conflict of interest. Any member requesting
permission to abstain may make a brief statement of the reason for making
such a request. The question shall then be immediately taken without
further debate.
810.02 Voting on all legislation shall be oral and in open Council. No proxy votes
are permitted. When the Clerk calls roll, each member shall respond “yes,”
“no,” or “abstain.” No other comment is permitted during voting. The
order of voting shall rotate in a random manner.
810.03 An affirmative vote of four (4) members shall be necessary to pass any
question, unless otherwise provided by the Charter.
810.04 No vote of a member shall be questioned. Any member so desiring may
briefly comment upon the vote personally cast after the roll call. and
announcement of the result. The Mayor shall decide upon the propriety of
the comments and monitor the length of same.
911. LEGISLATION PROCEDURE
911.01 The introduction, passage and amendment of ordinances and resolutions
shall be governed by Article IV of the Charter and these Rules of Order. A
consent agenda may be used where minutes and correspondence items and
excused absences are organized apart from the rest of the agenda and
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approved as a group. The Mayor may propose items for the consent agenda
as part of his/her duties relative to Section 4.02. Upon request of any
Council Member, an item will be removed from the consent agenda and
considered under the regular order of business.
The introduction, passage and amendment of ordinances and resolutions
shall be governed by Article IV of the Charter.
911.02 A member may speak on any legislation; call for questions; and question
the City Manager.
911.03 Any member may introduce such legislation as the member deems
appropriate. Legislation can be prepared and recommended by the
Administration, a Standing Committee of Council, an ad hoc committee of
Council, or a City Board or Commission; all such legislation must be
introduced by a Council member.
911.04 Any member may ask for verbal or written clarification of any motion.
911.05 Ordinances and resolutions shall be read by title only unless there is an
objection from one of the Council members at which time the Council shall
meet the requirements of Article 4.034 of the Revised Charter.
911.06 Form of Ordinances/Resolutions
a. All ordinances and resolutions shall continue to be written in the same
format and style as was in use at the time these rules were enacted by
Council. All such legislation shall be assigned according to a system
that reflects the sequential order and year, e.g., 01-97.
b. Each ordinance/resolution shall contain not more than one subject,
which shall be fully described in the caption in easily understood terms.
911.07 Second Readings/Public Hearings - No motion is required on second
readings. After debate has closed, the Mayor shall direct the Clerk to call
the roll.
911.08 Motion to Reconsider – Any member who voted on the prevailing side
may move a reconsideration of any action of the Council, provided that the
motion be made not later than the next regular meeting after such action
was taken. A motion to reconsider shall be in order at any time, except
when a motion on some other subject is pending. A motion to reconsider
being laid upon the table may be taken up and acted upon at any time. No
motion to reconsider shall be made more than once on any matter or
subject.
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911.09 Order of Consideration of Questions – All questions shall be considered
in the order in which they are made.
911.10 Motion Made – Additional Proper Motions – When a question is before
Council or under debate, or a motion has been made, no other motion shall
be proper, except the following and these take precedence according to the
order listed:
1. to adjourn
2. to postpone until future stated time
3. to request cessation of debate and that a vote be taken
4. to refer to a standing or ad hoc committee
5. to amend the matter under discussion
6. to table action for an indefinite time
911.11 Motion to Take from the Table – Any matter removed from the
table shall not be considered or acted upon until the next or a subsequent
meeting.
911.12 Call to Order – If any member, in speaking or otherwise, violates the rules
of Council, the Chair or any member may call her/him to order and the
member so called shall cease speaking until the question of order is decided.
102. MISCELLANEOUS
102.01 Council Courtesies
No member shall privately confer while Council is in session with anyone other
than a Council colleague, the City Manager, the Clerk, or Law Director. Such
discussions as are permitted shall be brief and shall be conducted in the tone and
manner so as not to disturb the proceedings.
102.02 Confidentiality
a. On matters where public knowledge of same could be detrimental to
the City’s position on legal, fiscal, property acquisition, personnel or
other matters deemed by Council or the City Manager to require
confidentiality, all members shall limit and/or restrict discussion
and/or dissemination of the confidential information unless and until
Council or the City Manager decides such matters may be discussed
publicly.
b. No member may speak for the Council as a body unless specifically
authorized to do so by Council.
102.03 Council Liaisons to City Boards and Commissions
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a. Council may assign a member as a liaison to any of the City’s boards
and commissions.
b. Liaisons are not members of the assigned board or commission and
shall not have voting rights, except as otherwise provided by Revised
Charter Section 7.03(a), which pertains to the Planning and Zoning
Commission.
c. The primary role of a liaison is that of facilitator of communications
between the board or commission and Council. The liaison shall serve
as the designated channel of communication between the board or
commission and Council and help identify training and planning
opportunities, such as coordinating joint work sessions to address
topics of interest. The liaison shall work to ensure that Council is
regularly updated on the work of the board or commission.
d. Liaisons act as a representative of the full Council and, as such, can
only provide guidance that clearly represents the guidance of the full
Council.
e. Members who serve as liaisons shall not unduly influence any decision
of the board or commission including any active cases. The liaison
may, however, assist and provide information regarding Council goals,
vision, policy and legislative history.
f. The liaison should regularly meet with the chair and vice-chair of the
board or commission, Planning staff and Legal staff in agenda
meetings as the workload requires. However, the liaison should
generally not regularly attend board and commission meetings.
g. Council shall appoint liaisons at the first regular meeting of Council in
each even-numbered year (the organizational meeting).
102.04 Council Liaisons to Another Public Entity or An Organization
a. Council may assign a member as a liaison to another public entity or an
organization. Those organizations include, but are not limited to the
following:
i. Mid-Ohio Regional Planning Commission
ii. Dublin City Schools Board of Education
iii. US 33 Corridor
iv. Logan-Union-Champaign Regional Planning
Commission
v. Dublin Arts Council
vi. Dublin Veterans Committee
vii. Washington Township
viii. Central Ohio Transit Authority
b. Liaisons act as a representative of the full Council and, as such, can only
provide guidance that clearly represents the guidance of the full
Council.
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c. The liaison shall serve as the designated channel of communication and
facilitate collaboration and coordination between the organization and
Council.
d. The liaison shall work to ensure that Council is regularly updated on the
work of the organization.
102.05 Enforcement of Rules
The Mayor shall conduct all Council meetings in accordance with these rules and
shall preserve order at all meetings, and shall enforce the rules of Council, either by
private or public reprimand.
102.06 Violation of Rules
If any member, in speaking or otherwise, shall violate any rule of Council, the
Mayor shall call the member to order. If such member is speaking when called to
order, the member immediately cease speaking unless permitted to explain. The
question of order shall be decided without debate, at the Mayor’s discretion.
102.07 Council Expectations
Council is committed to fostering a diverse and inclusive environment and expects
its members to be committed to the highest ideals, quality service and proper
conduct. Council welcomes the involvement of citizens in the decision-making
process and welcomes diverse experiences, perspectives and viewpoints. Council
respects the rights, dignity and worth of all citizens, public officials, peers,
applicants and employees and its members’ actions will reflect these standards.
Adopted: Res. 09-96 – 6/9/97
Amended: Res. 87-08 – 1/20/09
Amended: Res. 47-09 – 10/5/09
Amended: Res. 44-11 – 9/12/11
Amended: Res. 66-14 – 8/25/14
Amended: Res. 65-21 – 11/8/21
Amended: Res. 45-22 – 10/27/22
Amended: Res. 38-24 – 08/12/24
EN00348.Public-00348 4858-5244-8051v1