09-96 Resolution
RECORD OF RESOLUTIONS
Dayton legal Blank Ca., Farm No. 30045
Resolution No~9-96 Passed nmnun~ mmmu__ .________19~___~m
A RESOLUTION TO REPEAL THE EXISTING
COUNCIL RULES OF ORDER AND TO ADOPT
NEW COUNCIL RULES OF ORDER
WHEREAS, Council is authorized by the Charter to adopt Rules of Order; and
WHEREAS, the citizens of Dublin, Ohio adopted the Revised Charter on March 19,
1996 which will become effective on July 4, 1996; and
WHEREAS, the provisions of the Revised Charter necessitate changes to procedures of
Council as currently outlined in the existing Council Rules of Order; and
WHEREAS, other provisions of the existing Council Rules of Order have become
outdated since adoption fifteen years ago by Resolution No, 28-81, or since amendment
ten years ago by Resolution No. 02-86.
NOW, THUEFORE, BE IT RESOLVED by the Council of the City of Dublin, State
of Ohio, of the elected members concurring:
Section 1. The existing Council Rules of Order are hereby repealed.
Section 2. The Council Rules of Order, attached hereto as Exhibit "A" are hereby
adopted.
Section 3. This resolution shall take effect on the earliest date permitted by law.
Passed thisc:tt.L day of , 1997.
ATTEST:
{~ (2 (!A!..~-
Clerk of Council
I hereby ~erlify lhot copies of this '9l'th\811ce/Resolution w~re po.sterl in the
City of Dublin in occordance wjt~ Section 731.25 of the \)1110 ReVIsed Code,
t\9>t (I"~I~~;'
COUNCIL RULES OF ORDER
1. DEFINITION OF TERMS
1.01 Charter - the Revised Charter of Dublin, Ohio effective
July 4, 1996, and its amendments, if any;
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, alternate or special meeting of
Council;
1.06 Quorum - a majority of the members elected to Council;
1.07 Standing Committee - a permanent committee created by
Council resolution, usually composed of three members;
and
1.08 Ad Hoc Committee - a temporary committee created by
Council motion, usually composed of two members;
2. APPLICATION OF RULES
2.01 Except as otherwise provided by the Revised Charter 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 lIRobert's Rules of Orderll 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 lIRobert's Rules of Orderll 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 alternate meeting. The proposition to make an
amendment shall be in the form of a resolution, and shall
be submitted and read to Council at a meeting preceding
the one at which it is acted upon. These Rules of Order
may be suspended, when appropriate, by a majority vote of
all Council members.
Revised June 5, 1997 1
3. COUNCIL COMMITTEES
3.01 Ad hoc committees may be created by Council to review,
study and make recommendations on specific matters, The
Mayor 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 Membership and chairship of each standing committee shall
be determined by consensus, 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,
a. The Administrative Committee shall review issues
relating to Council employee evaluations; City
personnel policies, compensation and benefits;
board and commission appointments; strategic
planning; goals setting; policy process; marketing
and communications; and Council procedures and
operations.
b. The Community Development Committee shall review
issues relating to economic development, growth
management and transportation systems,
c. The Finance Committee shall review issues relating
to general taxation policy; hotel/motel tax grant
applications; operating budgets; capital
improvement programs; and fees,
d. The Public Services Committee shall review issues
relating to police, fire and emergency services;
Revised June 5, 1997 2
traffic and related issues; public health and human
services; parks and recreation; utilities,
telecommunications and energy; and engineering,
3.05 The Clerk of Council shall provide for the electronic
recordings of all ad hoc and standing committee meetings
and will maintain these recordings as the permanent
record of these meetings.
4. COUNCIL MEETINGS
4.01 Regular meetings shall be held on the first and third
Mondays of each month. Meetings shall be convened in the
Council Chamber of the City of Dublin at 7:00 p.m" or in
an alternate public place within the City of Dublin
corporate limits, provided that a public notice shall be
posted on the entrance doors of the Municipal Building 24
hours prior to the meeting time. 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 in local newspapers.
4.02 The Mayor and City Manager shall confer regularly
regarding the agenda for Council meetings, after which
the Mayor shall determine the agenda. Upon concurrence
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 are governed by the Revised Charter,
Article III, Section 3,06(b).
4.04 Members shall be present during all regular and special
meetings, Excused absences shall be granted by the
Council when a member is ill, 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.
5. COUNCIL MEETING AGENDA
Revised June 5, 1997 3
5.01 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.
5.02 Any person may request that a matter of business be
placed on the agenda provided sufficient notice is
provided either the Mayor, City Manager or the Clerk of
Council, All proposed agenda items must be delivered to
the Clerk of Council prior to 10:00 a.m. on the Thursday
preceding 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 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 of
a statement of the dates, times, and places 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 of each regular Council meeting for the
calendar year at least one week prior to the first
Revised June 5, 1997 4
regular meeting of the calendar year, Said posting shall
be done at three (3 ) locations set forth in Section 4.12
of the Revised Charter, The Clerk shall check at
reasonable intervals to insure that this statement
remains posted.
7. PUBLICATION OF MEETING AGENDAS
7.01 Newspaper Publication
The Clerk shall make arrangements to have the "tentative"
agenda for any regular, alternate or special meeting
published in at least one newspaper of general
circulation in the City. The "tentative" agenda shall be
that agenda which is prepared and distributed to the
press/media on the Tuesday preceding a regular or an
alternate meeting, or that agenda which is prepared in
advance of a special meeting.
7,02 Agenda Packets for Press/Media
The Clerk shall make available a copy of the agenda for
any regular, alternate or special meeting to any news
organization requesting same, The agenda will include
copies of new ordinances and resolutions and other
materials shall be made available at the discretion of
the City Manager, These agenda packets will be made
available to news organizations by 4:30 p.m. on Thursday
prior to regular or alternate meetings, and as soon as
practicable prior to special meetings. It is the
responsibility of the news organization to make
arrangements for pick-up of its agenda packet.
8. ORDER OF BUSINESS
The Mayor shall take the chair at the hour appointed for the
meeting of Council and 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 meeting shall be as
follows:
1. Call to Order
2. Pledge of Allegiance
Revised June 5, 1997 5
3. Roll Call
4, Action of Minutes of previous meeting(s)
5. Correspondence
6 . Proclamations/Special Recognitions
7 . Citizen comments
8 , Legislation
a, Tabled legislation
b. Public hearings
c. Second reading of ordinances/resolutions
d. First reading of ordinances/resolutions
9. Other Business
10. Council Committee Reports/Council Roundtable
11. Adjournment
12. Executive Session if necessary
9 . REQUEST TO SPEAK
9.01 Members' Right to Speak
a. While each member has the right to speak, the
member must request this right by addressing the
chair. 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
question only after all members have been given an
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.
9.02 Residents/Interested Parties' Duties
Any resident or interested party desiring to address the
Council shall be first recognized by the chair, She/he
Revised June 5, 1997 6
shall then step to the floor microphone and state her/his
name and address in an audible tone for the Clerk's
record. Remarks shall be limited to the question under
discussion. All provisions of 9,01 apply.
9.03 City Employees
The City Manager and any other appointed, administrative
level official shall be entitled at all times to any
privilege of the floor for the purpose of speaking upon
any questions that pertain to their duties,
responsibilities and authority. All provisions of 9.01
apply.
10. VOTING PROCEDURES
10.01 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.
10.02 Voting on all legislation shall be oral and ln open
Council, No proxy votes are permitted, When the Clerk
calls roll, each member shall respond "yes, " "no, "
"present," or "abstain, " No other comment is permitted
during voting. The order of voting shall rotate in a
random manner,
10.03 The Mayor shall announce the results of the voting, and
state whether the matter voted upon passed or failed.
10.04 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.
ll. LEGISLATING PROCEDURE
11.01 The introduction, passage and amendment of ordinances and
resolutions shall be governed by Article IV of the
Revised June 5, 1997 7
Charter.
11.02 A member may speak on any legislation; call for
questions; ask for a statement of the question (which the
Mayor shall render); call for a division of the questions
(the Mayor shall render a decision regarding the
divisibility of any question and said decision shall be
subject to appeal as is a question of order) ; and
question the City Manager. Any two members may demand
the previous question.
11.03 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 member.
11.04 Every motion shall be reduced to writing if the chair or
a member so requests.
11.05 When a motion is offered and seconded, it shall be
transcribed and read back by the Clerk before debate.
When written, it shall be read by the Clerk before
debate.
11.06 After a motion has been read by the Clerk, it shall be
deemed to be in Council's possession and may be withdrawn
only by leave of the Council.
11.07 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 4.04 of the Revised Charter.
11.08 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 a number by
the Clerk, prior to its first reading before
Council. Said number shall be assigned according
to a system that reflects the sequential order and
year, e.g. , 01-97.
Revised June 5, 1997 8
b. Each ordinance/resolution shall contain not more
than one subject, which shall be fully described in
the caption in easily understood terms,
11. 09 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.
11.10 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,
11.11 Order of Consideration of Questions - All questions shall
be considered in the order in which they are made.
11.12 Motion Made - Additional Proper Motions - When a question
is before Councilor 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 table until future stated time
3, request cessation of debate and vote be taken
4. to refer to a standing or ad hoc committee
5. to amend the matter under discussion
6 . to postpone action for an indefinite time or to a
date certain.
11.13 Question Without Debate - the following questions shall
be considered without debate:
1. to adjourn
2. to lie on the table
3. to take from the table
4. all questions relating to priority
.
11.14 Motion to Postpone - Adjourn
Revised June 5, 1997 9
a. A motion to postpone (to a day certain or
indefinitely) shall not again be allowed at the
same reading of the ordinance or resolution under
consideration.
b, A motion to adjourn shall always be in order, but
if decided in the negative, it shall not be
entertained again until some motion, order, or
decision has taken place.
11.15 Motion to Take From the Table - A motion to remove any
matter from the table shall be in order after
consideration of one question succeeding the tabling.
This is not debatable. Any matter removed from the table
shall not be considered or acted upon until the next or
a subsequent meeting.
11.16 Motion to Strike Out - A motion to strike out and insert
shall be deemed divisible and a refusal to strike out
equivalent to agreeing to the matter ln the form, but
shall not preclude further amendment by way of addition,
11.17 Appeal Decision of the Chair - On appeal from the
decision of the chair, no member shall speak more than
once, and the chair shall have preference.
11.18 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.
12. MISCELLANEOUS
12.01 Council Courtesies
No member shall privately confer while Council is in
session with anyone other than a fellow member, the City
Manager, the Clerk, or Law Director. Such discussions as
are permitted shall be brief and shall be conducted in a
tone and manner so as not to disturb the proceedings.
12.02 Confidentiality
a. On matters where public knowledge of same could be
detrimental to the City's position on legal, fiscal,
Revised June 5, 1997 10
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 Councilor 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,
12.03 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.
12.04 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.
Revised June 5, 1997 11