HomeMy WebLinkAboutResolution 47-25RECORD OF RESOLUTIONS
BARRETT BROTHERS - DAYTON, OHIO. Form 6301
47-25
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 August 5, 2025 meeting; and
WHEREAS, the review process revealed a desire to align the Rules with current
practices and desired outcomes; and
WHEREAS, the Administrative Committee introduced a draft of the revised Rules of
Order to Council at its meeting on September 8, 2025.
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.
Passed this me day of _Diphabir, 2025.
Mayor — Presiding Officer
ATTEST:
k of Cduincil
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
persuasive, rather than binding, and the Mayor’s determination shall
be final.
2
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 listed below,
whether or not they are formally referred by Council, as well as any
other matters that Council may refer by motion:
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
including an annual review of these Rules of Order.
3
b. The Community Development Committee shall review matters
relating to economic development, growth management and
thoroughfare planning, right-of-way design and Beautify Your
Neighborhood Grants.
c. The Finance Committee shall review matters relating to general
financial and taxation policy; Hotel/Motel Tax Grants; operating
budgets; capital improvement programs; and cost of services.
d. The Public Services Committee shall review matters relating to
police, fire and emergency services; transportation and mobility
matters; public health and human services; parks and
recreation; public 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.
4
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 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.
5
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. 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.
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
6
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 meeting
for the calendar year at least one week prior to the first regular
meeting of the calendar year.
6.03 Agenda 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 published
to the website no later than seven days preceding any Council
7
or Committee meeting, or that agenda which is prepared in
advance of a special meeting.
6.04 Agenda and Meeting Packets
The Clerk shall make available a copy of the agenda for any regular
or special meeting to any 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.
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
8
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 expect answers or
comments from Council or staff during the citizen comment session.
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.
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.
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.
9
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
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.
10
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
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.
11
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 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.
12
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
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.
13
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
Amended: Res. 47-25 – 09/22/25