HomeMy WebLinkAbout2006-0914 Study Session Packet
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CITY OF
ASHLAND
CITY COUNCIL STUDY SESSION
AGENDA
Thursday, September 14, 2006 at 5:15 p.m.
Council Chambers, 1175 East Main Street
1. Discussion of Maintenance of School Grounds (45 Minutes)
2. Proposed Council Operating Procedures (45 Minutes)
In compliance with the Americans with Disabilities Act, if you need special assistance to participate in
this meeting, please contact the City Administrator's office at (541) 488-6002 (ITY phone number
1-800-735-2900). Notification 72 hours prior to the meeting will enable the City to make reasonable
arrangements to ensure accessibility to the meeting (28 CFR 35.102-35.104 ADA Title 1).
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CITY OF
ASHLAND
Council Communication
Study Session - Discussion of Maintenance of School Grounds
Meeting Date: September 14, 2006
Department: Administration
Contributing Departments: Fina~ce r1
Approval: Martha Benn
Estimated Time: 45 minutes
Primary Staff Contact:
E-mail:
Secondary Staff Contact:
E-mail:
Martha Bennett
bennettm@ashland.or.us
Lee Tuneberg
tuneberl@ashland.or.us
Statement:
At a May 25, 2006 joint meeting ofthe Ashland City Council, the Ashland School Board, and the
Ashland Parks and Recreation Commission, the City Councilors present agreed to discuss at a future
study session whether the City was willing to contribute financially in maintenance of school grounds.
Staff Recommendation:
Staff recommends that the Council discuss whether the City wishes to contribute financially to
maintenance of school properties. If the Council is interested in financial participation, what
conditions would you like placed on your contribution?
Background:
In May of this year, the Parks and Recreation Commission and School Board reached a one-year
agreement for maintenance of the grounds at Briscoe School and Lincoln School. Under that
agreement, the Parks and Recreation Department will maintain the playgrounds at these two schools
and the Ashland School District will pay Parks $8,000 to maintain the "non-recreational" areas at
Lincoln.
At the joint meeting, the group agreed that they need to find a long-term solution to maintenance at
these schools by the end of Fiscal Year 2006-2007, and the School Board and Parks and Recreation
Commission both requested that the City Council discuss their willingness to participate in long-term
maintenance. I have attached the draft minutes of the May 25,2006 joint meeting to this memo.
Financial Participation
At the joint meeting on May 25, the three boards discussed a mutual desire to maintain school grounds
and noted that many of the schools act as neighborhood parks as well as school playgrounds. While
the immediate question on May 25 was the maintenance of the grounds of Briscoe and Lincoln
Schools, I recommend that the Council have a more general discussion about whether the City should
share in the maintenance of any of the schools that are providing recreational opportunities to the
community. If the Council concludes that it does not wish to provide a more general contribution to all
school properties, the Council should then discuss its role in maintaining the recreational values of
Briscoe and Lincoln Schools in particular.
Council may wish to help pay for maintenance of the school properties if it believes that the City
would otherwise be providing the recreational services that school grounds provide to the community
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at large, not just school age children. For example, the tennis courts at Helman School are used by
local residents during evenings, weekends, and summer months, and the City (through the Parks and
Recreation Department) might otherwise need to provide tennis courts in this neighborhood. The same
is true of playgrounds, ball fields, open areas, and other sports courts on school properties throughout
Ashland. Generally speaking, the Council should contribute if it believes that it is the best way to
provide a service that the City would otherwise offer.
During the budget process, Parks and Recreation Department staff estimated the cost for them to
maintain all ofthe school grounds. The cost per year is approximately $15,000 for each elementary
school, $7,300 for Willow Wind, $24,000 for the middle school, and $45,000 for the high school
(which includes $9,000 a year for maintenance of the ball fields). This means the cost to maintain all
of the school grounds at the standards used by Parks and Recreation is approximately $150,000 per
year, and the cost at Lincoln and Briscoe alone would be $30,000 per year.
Conditions of Financial Participation
In discussions earlier this year about Briscoe and Lincoln Schools, the School Board and Parks and
Recreation Commission have talked about whether the ownership of the school grounds should
transfer to the City as a way to ensure that those properties officially and permanently become
neighborhood parks. This might include transfer of long-term lease of these properties. This condition
might be particularly appropriate ifthe Council wishes to consider only Briscoe and Lincoln school
grounds. The Council and Parks and Recreation Commission might also request the after hours use of
school facilities (when not in use for school functions) for recreational classes, projects, or events as a
consideration for the City's participation.
Related City Policies:
The City of Ashland has transferred funds from general City operations to the Parks and Recreation
Fund for maintenance of the recreat~onal areas (sports fields and playgrounds) in three previous fiscal
years.
Fiscal Year Amount Where transfer
FY 2002-2002 $205,000 From Central Services Fund to Parks and Recreation
FY 2003-2004 $133,000 From General Fund to Parks and Recreation
FY 2004-2005 $43,333 From General Fund to Parks and Recreation
The City of Ashland has not made additional transfers in FY 2006 or in FY 2007.
School teams use City park fields for baseball, softball, girls' soccer (all at North Mountain Park) and
tennis (Hunter Park) at no charge. The golf team plays at the City golf course, and the School District
pays fees for golf. The water polo team and the cross country team also use parks facilities for some of
their practices.
Council Options:
Attachments:
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. Ashland School Di..strict
CITY OF
ASHLAND
Ashland City Council, Ashland School Board,
and Ashland Parks and Recreation Commission
Joint Meeting Minutes
May 25, 2006, 7:00 pm
Civic Center, Council Chambers, 1175 East Main Street
Attendance:
City Councilors A. Amarotico, Chapman, and Hartzell were
present. Mayor Morrison and Councilors Jackson and Silbiger
were absent.
School Board Members Alexander, Amrhein, Marr, Parker, and
Patton were present.
Parks Commissioners D. Amarotico, Eggers, Gardiner, Lewis, and
Rosenthal were present.
Staff:
MARTHA BENNETT, CITY ADMINISTRATOR
JULI DICHIRO, SCHOOL SUPERINTENDENT
DON ROBERTSON, PARKS DIRECTOR
I. CALL TO ORDER
Rich Rosenthal of the Ashland Parks and Recreation Commission called the meeting to
order at 7:05 pm at Council Chambers, 1175 East Main Street in Ashland, Oregon, on
behalf of all three entities.
II. INTRODUCTION AND AGENDA REVIEW
The groups reviewed the agenda and made no additions or deletions.
III. APPROVAL OF MINUTES
The meeting minutes from November 17, 2005, were approved by consensus.
The meeting minutes from March 16, 2006, were approved by consensus.
IV. PUBLIC INPUT
Susan Berryhill, 129 S. Laurel Street, lives near Briscoe and works near Lincoln and
spoke of the value of retaining the school grounds as neighborhood parks for the benefit
of the community.
Brian Hilden of Ashland reported that he has enjoyed contributing to the cleanup efforts
for the Lincoln school grounds, expressing that Lincoln is an invaluable treasure for his
family. He asked that Lincoln be preserved as a neighborhood park.
Joint Meeting Minutes
Page 1 of5
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ASHLAND
PARKS
III
Melissa Mitchell-Hooge, 271 High Street, representing "Save our Schools and
Playgrounds," thanked everyone who came out to support the cleanup efforts at Briscoe
and Lincoln school grounds. She several notes from citizens expressing a desire to retain
the two school grounds as neighborhood parks.
Ann Wilton, 391 Liberty Street, stated that, as a six-year Ashland resident, she has
noticed the Lincoln grounds being used extensively for recreational purposes and
reported that there are no other spaces in the area that could serve the same purpose.
Paul Copeland, 462 Jennifer Street, spoke of his willing participation in the SOSP
cleanup events and asked Parks to take over the maintenance for the two school grounds.
He reported a number of issues discussed at School Board meetings with respect to the
properties, including playground equipment / grounds maintenance costs.
Rivers Brown, 1067 Ashland Street, a neighbor of Lincoln School, expressed his desire
to see the school grounds maintained and retained as a neighborhood park. He said the
open space Lincoln provides to the community should be preserved and asked the three
entities to facilitate the process of retaining the property as a neighborhood park.
Claire Collins, 482 Lori Lane, reported that her grandchildren play at the Briscoe School
playgrounds and expressed a desire to preserve the grounds for future generations, stating
that all open spaces need to be preserved. She asked the Parks Department to ensure its
preservation.
Jason Houk, 330 High Street #4, speaking as an SOSP board member, expressed his
happiness at seeing the three entities working together. He said that public participation is
a crucial element in allowing the public process to work and he encouraged members of
the public to get involved and to "be a part of the solution."
Tina Margulies, 1131 Greenmeadows Way, stated that, as a six-month resident, she has
enjoyed all the City parks but especially the Briscoe Park and she asked for its
preservation as a neighborhood park.
Nancy Seward, 115 Church Street, spoke of her family's enjoyment of the Briscoe
School grounds, where her teenage son plays basketball and they participate in activities
as a family. She reported that she has been involved with the SOSP cleanups and has seen
all that needs to be done in terms of maintenance. She asked all the elected officials
involved to find a solution, including identifying a funding source.
V. MOMENT OF SILENCE FOR JACK HARDESTY
Rosenthal requested a moment of silence to acknowledge the passing of City Councilor
Jack Hardesty, a dedicated public servant and community member.
VI. BRISCOE / LINCOLN SUBCOMMITTEE REPORT AND DISCUSSION
Eggers briefly updated the group about the May 19 subcommittee meeting and read aloud
the counter-proposal by Parks to the School Board regarding maintenance for Briscoe and
Lincoln School grounds.
Amrhein also summarized the meeting, reporting that the School Board met subsequently
on May 22 and agreed to the counter-proposal but were not in agreement about paying
the $8,000 to Parks for maintenance of the non-recreational areas at Lincoln. She stated
Joint Meeting Minutes
Page 2 of5
that the School Board would agree to pay for the irrigation water and that they hoped to
find a long-term maintenance solution before the next budgeting cycle.
Comments and questions from those in attendance included:
· Members of all three groups expressed satisfaction with the short-term agreement
between Schools and Parks.
· Parks continues to inspect and maintain all of the playground equipment at both
Lincoln and Briscoe Schools.
· A School Board member reported driving around town and witnessing school
grounds being used as neighborhood parks, stating that every dollar not spent on
maintenance is used in the classrooms and asking the three entities to look for a
joint solution for the benefit of the children of Ashland.
· A School Board member expressed that the City Council holds the key to the
long-term solution and hopes they will increase Parks' allocation of maintenance
funds in future years, since all ofthe City's playgrounds deserve the same level of
maintenance, and further expressed that the long-term solution should take into
account Parks' expertise at maintaining grounds and Schools' expertise at
educating children.
· The groups should set a goal to find a long-term maintenance solution by the end
of the 2006-2007 fiscal year.
· Parks is the ambassador for the City in terms of public parks; City Council and
Parks share the same budget; Parks is charged with handling parks matters for the
City.
· Budgetary intervention by City Council would help the process move forward in
terms of transfer of ownership.
· The question and task should remain: "How can we secure the playgrounds in
perpetuity as neighborhood parks?" not be reframed as: "How can we all chip in
to maintain the grounds?"
· The original mission of the joint groups was to deal with the issue of grounds.
City Council should state their position on the matter.
· It all comes down to ''who's going to pay for it?" Parks wants to help but didn't
budget for exclusive grounds maintenance responsibility of Briscoe and Lincoln
in the 2006-2007 fiscal year. Would be glad to help but can't do it alone.
· Will Schools address the $8,000 payment at their June 12 meeting? Answer: yes.
· What should be the role of the City Council in this process? Parks can only
recommend to council a property exchange, they don't have the power to
purchase the land while council does.
· Council should partner with Parks and Schools to provide a funding mechanism
for maintenance of school grounds.
· Short-term, Parks will work with the City Attorney to draft a Memorandum of
Understanding. Parks and Schools will address and approve/deny the MOU at
their individual formal meetings. If approved by both, the process can move
forward.
· Long-term, Schools will request placement of the topic "Long-term Solution for
School Ground Maintenance" on a future council meeting agenda.
Joint Meeting Minutes
Page 3 of5
VII. TRANSPORT A TION DISCUSSION
Marr gave an overview of some of the major transportation issues facing the City,
thanking Chapman for his commitment to the process.
Claire Collins, 482 Lori Lane, spoke with frustration about the #5 bus, stating that it
does not properly serve the transportation needs of people traveling to the north end of
the City [especially those using the hospital and doctors in the area] and needs to be
extended.
Points of discussion among elected officials included:
· RVTD budget shortfall and its impact on Ashland's bus service
· Request for an extension of bus service to North Mountain Park
· New sidewalks and their impact in terms of encouraging walking as a form of
transportation
· Potential involvement of SOU in the discussion and process
· Finding a funding mechanism for addressing transportation needs
· Immediate goal: develop a transportation plan for the city; long-term goal: help
citizens become less dependent on cars
· Current use of green diesel fuel for school buses and the possibility of the City
buying it jointly with ASD to bring down the cost
· Underutilization of the buses for Briscoe-area children attending elementary
schools within Ashland
· Potential utilization of teachers in educating children about the value of riding the
school bus [thereby discouraging families from driving their children to school]
· Bicycle and Pedestrian Commission's success in working with Walker School
parents on educating the community about the importance of bicycle
transportation
· Possible experimentation with a jitney service to encourage "low density mass
transportati on"
· The need for the Transportation Subcommittee to meet and discuss these
transportation issues prior to the next joint study session
· Chapman, Gardiner, Alexander, and Marr agreed to meet to talk about
transportation needs prior to the next joint meeting.
HOUSING UPDATE
Hartzell updated the group on the results from the February Workforce Housing summit,
reporting that it was attended by representatives from three counties and involved
discussions pertaining to the shortage of workforce and affordable housing in the area.
Land shortage was a critical point of discussion at the summit and suggestions for land on
which to build units included school lands. The group discussed the possibility of
scheduling a tour of school lands with the Planning Commission to get an understanding
of properties that might be considered.
Amrhein reported that a subcommittee of the Bond and Facilities Committee was
working on a proposal that included potential solutions for workforce housing. She said
that there was interest in researching options outside of the bond. Members of the
subcommittee, including Lewis, Hartzell, and Parker, agreed to meet before the next joint
meeting to brainstorm next steps.
Joint Meeting Minutes
Page 4 of5
VIII. DISCUSSION OF NEXT STEPS
· Members of the Transportation Subcommittee-Chapman, Gardiner, Alexander,
and Marr-agreed to meet before the next joint meeting to talk about
transportation issues.
· Members of the Workforce Housing Subcommittee-Lewis, Hartzell, and
Parker-agreed to meet before the next joint meeting to brainstorm next steps.
IV. SET AGENDA FOR NEXT MEETING
· Hear reports from Transportation and Workforce Housing Subcommittees
· Add three additional items from the list generated at the initial joint meeting
· Meet again on Thursday, July 13, at 7:00 pm-Council Chambers [Note: the
meeting was later postponed]
X. ADJOURNMENT
Rosenthal adjourned the meeting at 9:00 pm.
Respectfully submitted,
Susan Dyssegard, Executive Secretary
Ashland Parks and Recreation
Joint Meeting Minutes
Page 5 of 5
Council Communication/Study Session
Proposed Council Operating Procedures
CITY OF
ASHLAND
Meeting Date: September 14,2006
Department: Administration
Contributing Departments:
Approval: Martha Benn
Primary Staff Contact: Ann Seltzer
ann@ashland.or.us
Secondary Staff Contact:
Estimated Time: 45 mintues
Statement:
The city charter requires the city council to adopt rules for its proceedings.
Background:
In 2004, staff was asked to review the current Rules of the City Council in the Ashland Municipal Code and
then to develop proposed additions. Council rules clarify roles and responsibilities, serve to make council
meetings more efficient and effective, instill public confidence in council proceedings and therefore foster
greater trust in local government.
The attached draft reflects the current council rules AMC 2.04 and proposed expanded rules. The majority of
the existing rules of the council dates from 1967 though there have been occasional changes and additions over
the years.
Items highlighted in gray are the proposed additions to the current code and include language about executive
sessions, council agenda preparation, public hearings, special rules for quasi judicial land use public hearings,
study sessions, requests for staff assistance, representing city positions and personal positions, committees,
commissions and boards, councilor expenses and more.
Proposed language was gleaned from adopted council rules from Eugene, Springfield, Ontario and West Lynn.
Council rules from some Oregon cities can be viewed on the League of Oregon Cities website www.orcities.org
(look for Council Rules in the header A-Z).
No changes have been made to the current language. Some of the existing language is awkward and
cumbersome (see 2.8 Band F on page 4). Staff recommends the current language be reviewed and rewritten, if
necessary, to streamline the language and clarify the intent.
Suggested Discussion
While much of the proposed language is consistent with council rules in other cities, staff suggests council focus
discussion on the following items:
. Setting the agenda (2.7 on page 3)
. Clear and Simple Proceedings (2.8 G on page 4)
. Study Sessions schedule and agenda (3.1 and 3.2 on page 8)
. Requests for Staff Assistance (page 9)
Council Options
1. Direct staff to bring proposed council rules, with any changes based on today's discussion, to the
council for adoption at the next regular meeting.
2. Direct staff to make changes based on today's discussion and bring back the document to the council at
a future study session.
Attachments:
. Draft Ashland City Council Operating Policies and Procedures
. Getting the most out of Parliamentary Procedure (from LOC website)
CITY OF
ASHLAND
DRAFT
Ashland City Council
Operating Policies and Procedures
T able of Contents
Request for Staff Assistance
.~lighted~cof>y'is'prQI~~~, non-highlighted copy is existing.
Illlla.,
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Part. IIII IIIII
1IIIlhl, \ IIIII
~~t 1 \ IIIIIJ" 2
'~I~Wlijlll,IIIIi', '2
'I Part 3 11111 8
III :11i1i11ll1n1. 4 .1111'"
I '1111l1\l!lljl"
Council Conduct with City Staff llllllll ',('Part 5,
Representing City Positions an?",~sonll ~ositions I,~;nt 6
State and Federal Lobbying IIIIIII!" 111I111111111"'" Part 7
Committees, commiSSi~Ji~I!WS~ftdS 1111111'" Part 8
Council Conduct witl'l~~mmission4 rromntuees Part 9
and Boards 1111I11 ""
Operating Policies ~d proce~~lfor
Committees, Commissions and'Boards
Page
Title
Authority
Council Meetings
Study Sessions
9
9
10
10
10
11
Part 10
12
Councilor Expenses Part 11
Amendments and Additions to Council Operating Part 11
Policies and Procedures
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Council Operating Procedures
Introduction
The Municipal Charter of the City, Article VIII Section 3, and the Ashland Municipal
Code as well as the Oregon Revised Statues govern many meeting requirements and
actions of the Council.
These policies and procedures are in addition to those identified and set forth as law.
1. AUTHORITY
These operating policies and procedures are established and adopted under the authority
granted in the City of Ashland Charter, Article VIII, Section 3, and AMC 2.04.
2. COUNCIL MEETINGS llllt
2.1 Regular Meetings ul~~ "
The regular sessions of the council are on the first aR~l\l'ttfF1 Tuesday of each month
unless otherwise arranged, beginning at 7:00 p.m, ~eetinM~lfr.e required to end no
later than 10:00 p.m. unless the Council by a tJVd~lhirds vote 'H~~os~ present extends
the meeting for one half hour. (AMC 2.04.1,~d) 'I '11111"
2.2 Adjourned Meetings I' 111111 II hi" "
At any regular or adjourned meeting the meetingl~ilY be adjourned to a later date by
a majority vote of the council. In thq~ent any regHlm-lm.eeting is adjourned to call of
the mayor, the mayor may call an adj ~rmeeting 'ffllSuch time as the mayor may
designate upon having each councilor 1p'!i'~~BI>>~m~n~lly, or in writing, at least 36
hours in advance of the tiITIfil!d..Pla ce ~fs'U ch adjl6urned meeting. Any city business
may be acted upon at ~ltUiJo. ... d meetI~. (AMC 2.04.110)
2.3 Special Meeting,.,111I11 'lit"
A special meeting may bel 1iij1hRn",:Y'the mayor or two members of the council.
acted ~Po?5Hll.be de .ed i oting ~o all members of~he council ~t least 36
hours m e of the tI . of e meetmg, and the councIl may conSIder and act
only upon suc ~tters as ntained in the written notice. (AMC 2.04.110)
2.4 Study Sessi~'&lllf ,I
The mayor or two members of the council may call a study sessions at any time for
the purpose of informing members ofthe council as to city affairs. At such study
sessions no decisions may be made or action taken either formally or informally by
the council. (AMC 2.04.110).
2.5 Executive Sessions
All meetings of the city council shall be held in open sessions, except meetings that
may be closed for those purposes specified in the Oregon Public Meetings Law (ORS
192.610 to 192.690). These purposes include the employment and dismissal of public
employees, the performance evaluation of the city administrator and city attorney,
labor negotiations, real property transaction negotiations, and consulting with legal
counsel on pending or threatened litigation.
Notice of executive sessions shall be given as required by state law and such notice
must state the specific provision of law authorizing the session.
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Council Operating Procedures
The mayor and city councilors are expected to maintain the confidentiality of the
information discussed in executive sessions.
2.6 Notice of meetings
Advance notice of at least 24 hours shall be provided for all meetings except as noted
above in 2.3 for Special Meetings. Notice shall include all news media. In the case
of an emergency or when a state of emergency has been declared, notice appropriate
to the circumstances shall be provided and reasons justifying the lack of 24-hour
notice shall be included in the minutes of such meeting.
2.7 Council agenda
The city administrator is responsible for the preparation of the council agenda. (AMC
2.04.040 F). Matters to be considered by the council shall be placed on an agenda to
be prepared by the city administrator from the following:
1. All items considered by the council from study sessions, which require official
action of the council.
2. Items brought forward during "other business from council" during a regular
meeting and approved by a majority ofthe council. Once the request is approved by
the majority, it will be placed on a future agenda as new business.
3. All items which are required by law to be presented to the council.
2.71 Postponing Agenda Items
Any councilor may request that an item be postponed to another meeting if the
councilor is unable to attend the meeting at which the item has been scheduled.
As a courtesy, councilors should submit in writing, which includes e-mail, a
request to postpone to the mayor as early as possible. If the mayor is unavailable
the request should be made to the city administrator. A request to postpone may
be requested for either a study session item or a vote on an agenda item. The
request to postpone shall be honored unless a majority of councilors present
determines that the mater needs to be acted upon at that meeting.
2.72 Council Packets
Written materials, from councilors, staff and citizens, related to agenda items
must be submitted to the city administrator's office no later than 12:00 noon of the
Wednesday preceding the council meeting for which it is intended. Materials
submitted must include author's name and address.
2.8 Conduct of Meeting
A. Presiding Officer. The mayor, or in the mayor's absence, the chair of the council,
shall preside at the meetings of the city council. In the absence of these officers at any
meeting the councilors present shall appoint a chair pro tern and proceed with the
meeting. The chair except the Mayor, may vote on all motions other than appeals
from decisions made while acting as presiding officers. (AMC 2.04.010)
B. Quorum
As provided in article VIII, section 4 of the city charter, the mayor and not less than
three councilors, or four councilors, constitute a quorum and a simple majority of the
councilors present determines the action on any motion, question, ordinance, or
resolution except, however, that on questions requiring a two-thirds vote of the
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Council Operating Procedures
council, as provided in the city charter, there shall be required a vote of four
councilors to exercise any such special powers. If the roll call shows no quorum
present, as defined by section 4 of article VIII of the city charter, the councilors in
attendance may direct the chief of police to notify the absent members, except those
known to be unavoidably detained, that their presence is required to enable the
council to proceed with business. Should any of them fail to soon appear the
members present shall adjourn to a date fixed by them. (AMC 2.04.020)
C. Voting
When a question or motion is put to a vote by the chair, each member present shall
vote for or against the same unless the council excuses that member from so doing. If
thereafter the mayor or any member calls for a roll call vote, then each member must
vote. The mayor can only vote in the case of a tie, and then is required to vote. (AMC
2.04.050) 11111.
D. Reconsidering a V ote t11~~ .
A motion to reconsider a vote can be made only onclli"h\JlF>> the session at which the
motion or matter was adopted, or at the next meelinlMpf th'tl~R~ncil, provided that no
vote to reconsider shall be made after the ordiW1~c~; resolutio~~l act shall have gone
out ofthe possession of the council. (AMS,fflb4.12GJ 11111'"
E. Robert's Rules of Order 'Iill . II,fill, .
Roberts Rules of Order shall be authority for thi!IU~Yemment of the council during its
sessions, when not in conflict with t~'i1ijity charter .'lt~~se code rules. (AMC
2.04.130). IIi 11111111 i II
F. Speaking on the Same Question II fllllIIlIlIIIP"
No member shall speak m?nfi~an twicd~ the same question without leave of the
presidiug officer, exccv,hdll U\ al and 'Ill.t,erlocutory debate, nor more than once
until every member ~~ng t peak shailllli:lVe spoken or waived their right to do
so. (AMC 2.04.060) 1IIIhll,I 11I1l1ll1l1lll/
G. Clear and Simple
The council will be clear and simple in its procedures and the consideration of matters
coming before it. It should avoid invoking the finer points of parliamentary rules,
which may serve only to obscure the issues and to cause audience or citizen
misunderstanding or misapprehension about action taken at the meeting.
H. City Attorney as Parliamentarian
The city attorney is designated as parliamentarian for the council. Questions of
parliamentary rules may be referred to the city attorney for interpretation. The final
ruling rests with the presiding officer.
I. Explain Rational for Each Vote
It is the policy of the city council to ensure an informed public, aware of the
deliberations and decisions of this body and its sub-bodies, and of the information
upon which decisions were made. It is further the policy of the City of Ashland that
those decisions be arrived at openly. With the exception of items approved on the
consent calendar, the mayor and council members shall be willing to explain the
rationale for each vote during the council meeting.
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Council Operating Procedures
J. Order and Decorum
The presiding officer shall be responsible for ensuring order and decorum is
maintained. Behavior or actions that are unreasonably loud or disruptive shall be
cause for removal from council meetings. This includes engaging in violent or
distracting action, making loud or disruptive noise or using similar language, and
refusing to obey an order of the presiding officer. Signs are discouraged and shall not
be permitted if they disrupt the meeting or block the view of the audience.
K Keep Discussion Moving
Council members speak only for themselves and shall be open, direct and candid.
They work to keep discussion moving, and call upon the chair to keep the discussion
moving if the discussion becomes bogged down. Time limits may be set on topics.
2.9 Order of Business. . Ill"
The required order of business has been established by ordm~nce'ln AMC 2.04.040 as
follows: 111111111111
., III
1. Roll Call 1IIIlhl.. I, 11111.,
2. Approval of minutes of the previous mee~. If t~f.re are no M~ctions or
objections to the minutes, they shall be con'si<iijn,;d ~oved; otherwise, to be
approved by vote. The minutes as approved sh~1lI~ signed by the mayor and city
recorder. (AMC 2.04.030) '~ "'l!lllt '
3. Special presentations, proclamatio. .Illli. ~nwards. TI;,W item on the agenda is used
to acknowledge special recognition an ,awf\i'tlUI~itf~n 'to the city or for the mayor to
announce proclamations, "X~.serve tolp.tlcoura~ and educate the community.
Proclamations shall be u;&le .. placed Ilr,. the agenda at the discretion ofthe mayor.
Requests for recogniti~lWIder is agend~~em should be submitted in writing to the
mayor. lllll~.' 1111 II I III IIII' ,,'
4. Consent ageFdtiJ . ine' ness items may be listed by the city administrator
under this it5fi" Wh~ijh.tl be . upon in its entirety, except that the mayor or any
member oft. ouncil mY equ st that any item be moved to the regular agenda
under the appr >>h\~te secti of business.
5. Public hearings Public hearings shall conclude at 9;00 p.m. and be continued to a
future date to be set by the council, unless the council by a two-thirds vote of those
present, extends the hearing(s) for one-half hour until 9:30 p.m. at which time the
council shall set a date for continuance and shall proceed with the balance of the
agenda. Not more than two land use appeal hearings shall be scheduled for any
regular meeting of the council. The city administrator may, in the administrator's
discretion, schedule additional legislative hearings depending on the anticipated
length ofthe council meeting.(AMC 2.04.040 D)
Persons wishing to speak are to submit a "speaker request form" prior to the
commencement of the hearing and deliver the form to the city recorder. The mayor
or presiding officer is to inform the audience ofthis requirement to submit the form
prior to the commencement of the hearing. See section for special rules applicable to
land use public hearings. (Draft 2.11)
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Council Operating Procedures
6. Public forum. . Public forum is an opportunity for the public to comment on items
not included on the agenda. The agenda for public forum is 15 minutes, unless a
majority of the councilors present vote to extend the time. Persons wishing to speak
are to submit a "speaker request form" prior to the commencement ofthe forum and
deliver the form to the city recorder. The mayor or presiding officer is to inform the
audience on requirements for submission of the form.
Members ofthe public may speak about any topic during the public forum, except: if
the topic is on the agenda for the same meeting and if the topic is scheduled for a
public hearing at the same meeting. If a member of the public wishes to speak on an
agenda item or public hearing item they may do so at the time set aside for those
topics.
Public forum is not to be used to provide or gather additional testimony or
information on a quasi-judicial matter after the public hearing has been closed.
The Mayor will set time limits for people who ask to speak during public forum. In
general the time limits should be set to enable all people who wish to speak to
complete their testimony. Time limits shall not be so short as to not allow speakers to
address their topic.
When possible and feasible, preference will be given to individuals who reside within
the city limits. Persons who do not reside in the city may be placed at the end of the
list of those wishing to speak at public forum.
At the end of public forum, each member of the council has the opportunity to
respond to comments made during the public forum.
11111111111111 '1111111 '''H
7. Unfinish~R'~usiness 11111. 11111'"
8. New and~tficellaneou)~.. usin~ss
9. Ordinances,'tij lutions d contracts.
1. Every ordi~~e is ... . be enacted in accordance with Article X of the city
charter. u~llllfll
2. Every resolutidf1 shall receive one reading previous to the vote on its passage,
provided however, that it may be read by title only if no council member present
at the meeting requests to have it read in full. (AMC 2.04.090)
3. The voting on all ordinances or resolutions shall be by roll call vote and
recorded in the minutes showing those numbers voting for and those voting
against. (AMC 2.04.070)
4. Councilors generally should not attempt to edit prepared ordinances.
Amendments to an ordinance may, however, be appropriate. Generally,
councilors should give direction to staff to bring back amended ordinances to the
council.
10. Other business from Council members
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Council Operating Procedures
Ii
At the first meeting in January, after the roll call, the presentation of the Mayor's
address shall be first in order. AMC 2.4.040 B
At any meeting of the Council, the order of business can be changed or any part
thereof moved to a future agenda by a majority vote of the council. AMC 2.40.040 E
2.10 Recesses and Adjournments
The mayor may recess meetings for approximately ten minutes at approximately 8:30
p.m. The meeting will normally adjourn by 10:00 p.m. except upon vote of a majority of
the council members present to extend the meeting to 10:30 p.m.
2.11 Special Rules for Quasi Judicial Land Use Public Hearings
A. At the beginning of a quasi judicial land use hearing (those land use hearings
resulting from an appeal to the council of, or the council calling up, a land use action)
the mayor or presiding officer will:
1. Call the hearing to order and explain that persons wishing to speak are to
submit a "speaker request form" pIj.or to the commencement of the hearing and
deliver the form to the city recorder.
2. Request of councilors whether they have any abstentions, conflicts or ex parte
conflicts to declare. The mayor shall also make any such declarations. If contacts
are reported, participants in the land use matter in the audience will be asked if
they wish to comment or challenge any report.)
3. Call for a report from the planning department staff describing the proposal and
listing the applicable standards.
4. Request the applicant to come forward to make a presentation regarding the
application. The applicant shall be limited to 15 minutes unless an extension is
agreed to by the council. Questions by the council and their responses do not
count as a part of the time limitation. Questions should not be used as an attempt
to lengthen or expand the presentation. Councilors are expected to be considerate
of the meeting time ofthe council and ofthe 9:00 p.m. deadline for hearings. The
mayor or presiding officer may intervene if councilor questions are prolonging the
hearing.
5. Request those in favor of the application to come forward and make any
comments they may have regarding the application. Comments are limited to five
minutes each. Questions by councilors of those in favor of the application may be .
asked subject to the guidelines in paragraph 4.
6. Request those opposed to the application to come forward and make any
comments they may have regarding the application. Comments are limited to five
minutes each except that opponents who filed an appeal shall have 15 minutes.
Questions by councilors of those opposed to the application may be asked subject
to the guidelines in paragraph 4.
7. Call for a staff response to any matter deemed relevant or to answer questions
from the council.
8. Request the applicant to come forward to present any rebuttal the applicant may
have. Questions by councilors of any rebuttal presented by the applicant may be
asked subject to the guidelines in paragraph 4.
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Council Operating Procedures
9. Close the public hearing.
B. The Council will then deliberate and decide the matter.
2.12 Identification of Fiscal Impact of Policy Decisions AMC 2.04.095
A. At such a time as the council adopts a new program or policy with significant
revenue implications, it shall offer clear direction to city staff and to the budget
committee as to how the new program or policy is to be funded.
B. When the city council adopts such a program or policy, it shall indicate how it
expects that program or policy will be funded; e.g. which existing taxes or fees the
council expects to increase and by how much, or which current city programs or
department expenditures the council expects to reduce to fund the new program or
policy. However, if the council cannot reasonable identify a potential funding source,
it shall so indicate. lilli,
C. As used in this section the term "program or policy ~'\h significant revenue
implications" includes an ordinance or a resolution ifl'~ . n implementation may
entail expenditures in any budget year in excess on~ljl!e an ~e-halfpercent (1.5%) of
the city's annual General Fund budget, and whjf:di lhay requiiM~t.re~sing existing
taxes or fees or imposition of new taxes or f~: 'II!. 'liP'
D. The provisions of this section shall not hPP'lt1~? ~ordinary'expenditures in
situations of, or necessitated by, public emergenHt~r
2.13 Rights of Citizens '1111111111111 111111'"
All matters of business, propositions, 'cMue~W~~J:PM9n's, remonstrance, or any
question whatsoever WhiChlft~' tizens, oUr.i\y socl1!t'y or organization of citizens,
severally or by commitf".~~.m esire to hresent for consideration of the council shall
be reduced to writing.lifiUdiled, ith the cit~ladministrator for presentation to the
council. The council Sh~W~~~.I"lltmtriti'g to any person in explanation ofthe matter
or bu~i?ess so l~hUlIii11~.es d. P.rovided, however, whe~ the floor is accorded
any CItIzen ~~ such.pu . e~ !~~Ir may then or later notIfy the speaker of the
amount of'ti~frt whIch th . hltIzeJJJ~ill be allowed. (AMC 2.04.100)
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3. STUDY SESSIONS
Study sessions are held so that council can confer with staff and other experts on
significant items under consideration that will eventually require official actions.
Council may not deliberate towards a decision but can give staff direction to prepare
materials and/or a recommendation for a regular council meeting~
3.1 Schedule
Study sessions may be scheduled on a day and time that is convenient for the full
council. Study sessions may be sometimes by cancelled during the months of June,
July and August to provide time for summer recess.
3.2 Agenda
The City Administrator prepares the agenda for the study sessions from:
1. Items requested by the Mayor and members of the council to be listed on the
agenda.
2. Items deemed appropriate by the City Administrator.
3. Business from the council pertaining to committee reports and other business.
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Council Operating Procedures
Items appearing on the council study session agenda shall be assigned a time limit and
the mayor shall hold discussion to within the time, unless the consensus of the council is
to extend the time limit until an issue or item is discussed and resolved.
4. REQUEST FOR STAFF ASSISTANCE
The mayor and city council shall refrain from using staff time and incurring unnecessary
costs to the city. Except for the following.
4.1 Legal Opinion
Members of the city council requesting a legal opinion from the city attorney may do
so directly provided the mayor is aware of the inquiry.
4.2 Two-hour Rule
Initiatives, which require more than two hours of staff time must be approved by the
council. Requests that involve less than two hours of staff time or resources should
be directed to the city administrator.
4.3 Major Requests
A councilor who desires major policy research, ordinance :fesearch or other staff
assistance should first raise the issue at a council meeting or study session. The
council should decide whether to proceed with the issue or ordinance before staff
time is spent.
4.4 Tracking Council Requests
Except for routine inquiries, the city administrator shall respond to councilor requests
for information or assistance. The administrator shall assign these requests to
appropriate city staff and track progress on the assignments. This process eliminates
the possibilities of staff members duplicating each other's efforts or a request being
overlooked.
5 COUNCIL CONDUCT WITH CITY STAFF
Governance of a city relies on the cooperative efforts of elected officials, who set policy,
and city staff who implements and administers the council's policies. Every effort should
be made to be cooperative and show mutual respect for the contributions made by each
individual for the good of the community.
5.1 Treat all staff as professionals
Clear honest communication that respects the abilities, experience, and dignity of
each individual is expected. Poor behavior towards staff is not acceptable. Likewise,
staff are expected to treat all councilors with courtesy.
5.2 Never publicly criticize an individual employee
Council should never criticize or express concerns about the performance of a city
employee in public or to the employee directly. Comments about staff performance
should be made to the city administrator through private correspondence or
conversation. Councilors are encouraged to be specific and detailed in their feedback
to enable effective review of the councilors concern.
5.3 Influence Staff
Councilors must not attempt to influence city staff on the making of appointments,
awarding contracts, selecting of consultants, processing of development applications,
or granting of city licenses and permits.
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Council Operating Procedures
5.4 Political Support
Councilors should not solicit any type of political support (financial contributions,
display of posters or lawn signs, name on support list, etc.) from city staff. City staff
may, as private citizens with constitutional rights, support political candidates but all
such activities must be done away from the workplace in accordance with ORS
260.432.
6. REPRESENTING CITY POSITIONS and PERSONAL POSITIONS
The governing principal is to advise the councilor staff when expressing a city position,
and to make differences clear when speaking as an individual.
6.1 Written Communication
In written communication with other officials or groups and in letters for publication,
such as "a letter to the editor", the mayor and councilors should be careful to decide
whether to speak only for themselves or for the council. In speaking for the council,
when there is a position which the writer wishes to reinforce or explain, it is useful to
circulate a copy for the council for comment before the letter is mailed. Letters to
other elected officials or agencies on city issues shall be discussed with the
appropriate staff so that the city lobby effort can be coordinated.
6.2 Personal Opinions
When writing as an individual, a councilor or the mayor is free to take any position,
which the writer feels is appropriate. When it is a point of view different from a
council position, this fact should be included in the letter. Use of city stationery and
choice of pronouns shall be left to the discretion of the councilor or the mayor.
7. STATE and FEDERAL LOBBYING
The effectiveness oflobbying in Salem or Washington D.C. depends on the clarity ofthe
city's voice.
7.1 Clarity of City Position
When councilors or the mayor represent the city in a lobbying situation, it is
appropriate that the councilors or the mayor avoid expressions of personal dissent
from an adopted council policy or to use the opportunity to express their personal
. .
VIews.
7.2 Personal Opinion
A councilor or the mayor in disagreement with an adopted policy should not be
deprived of the right to express such views to the appropriate officials at another time
and another place. However, the councilor or the mayor should feel bound to adv!se
those to whom such disagreement is expressed that it is an individual view and that
the council has taken a different position.
8. COMMITTEES, COMMISSIONS and BOARDS
Ashland's commissions committees and boards provide an invaluable service to the City.
It is because of their detailed study, action, and recommendations that many successful
City programs exist today. Effective citizen participation is an invaluable tool for local
government.
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Council Operating Procedures
Commissions, committees and boards originate from different sources: Some are
established by State statute, Charter provisions, ordinances or resolutions. Others are
established by direction of the city councilor the mayor. It is council discretion as to
whether or not any advisory body should be set forth in the code by ordinance.
8.1 All committees not required by State law to be appointed by the council shall be
appointed by the Mayor with the consent ofthe council, or in the Mayor's absence,
any appointment necessary may be made by the presiding officer, with the consent of
the council. After the standing committees have been formally announced they
cannot be changed except at a regular meeting of the council and by a majority vote
ofthe members present. (AMC 2.04.080, 2.04081) The terms of all members shall
end on April 30.
8.2 Membership on Ashland Budget Committee llh"
For the purpose oflocal budget law, the mayor is a mem~~r of the governing body of
the City of Ashland. (AMC 2.04.140) / IIII
8.3 Student Membership on Commission and Com~lttees 1111~
The mayor with the consent of the council ma~,dYIl;;o the me ..f. sh,ip of any city
commission, two positions for student liais~oo whether such co .. ission or
committee was established by ordinance or' ;m~tipW'.;rhe student liaisons shall be
non-voting ex officio members of their respecti~HRmmissions or committees. Once
the liaison positions have been adde~~I~e liaison fhJfulf~Y high school shall be a high
school student chosen by the Ashlandj~\I~y,hool L~fWership class and the liaison
from the university shall be a u.niversit ~S!. u~"ij~en by the Associated Students of
Southern Oregon Universi'\~l~~udent seJ~.tl.6. Thelt~quirement of sections 2.04.080
and 2.04.081 shall not W1P~y tUlire stude~ chosen under this section.
9. COUNCIL CONDUCT with COMMISSIONS, COMMITTEES and BOARDS
The City has established several commissions, committees and boards as a means of
gathering more community input. Citizens who serve on commissions, committees and
boards become more involved in government and serve as advisors to the city council.
They are a valuable resource to the city's leadership and should be treated with
appreciation and respect.
9.1 Council Liaison/Councilors
Councilors serve as liaisons to commissions, committees and boards according to
appointments made by the mayor, and in this role 'are expected to represent the full
council in providing guidance to the group. In all other instances council members
may attend board, commission or committees meetings as individuals and should
follow these protocols:
1. Councilors Attending Meetings
If attending a board, commission or committee meeting, identify your comments
as personal views or opinions not a representation of city council policy.
2. . Lobbying
Limit contact with board, commission or committee members to questions of
clarification. It is inappropriate for council members to contact members of
boards and commissions to lobby a particular position.
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Council Operating Procedures
3. Advisory to the Full Council
Boards, commission and committees are advisory to the council as a whole, not to
individual council members.
4. Respectful of Diverse Opinions
A primary role of commissions, committees and boards is to represent many
points of view in the community and to provide the council with advice based on
a full spectrum of concerns and perspectives.
5. Respectful of Chair and Agenda
Councilors attending either as liaisons or as individuals should accord the same
respect towards the chair and other members as they do towards one another and
the Mayor or presiding officer at council meetings.
10. OPERATING POLICIES and PROCEDURES
COMMISSIONS, COMMITTEES and BOARDS
As commissions, committees and boards have been formed and reformed throughout the
years, adoption of uniform rules of procedure has become necessary to assure maximum
productivity. The following policies govern the city's board commission and committees.
Some of these advisory groups may have more specific guidelines set forth by ordinance,
resolution, by-laws or at times state law.
10.1 Public Meeting Law
All meetings of boards, commissions, standing committees and ad hoc committees
are subject to public meeting laws of the State of Oregon.
10.2 Robert's Rules of Order
Robert's Rules of Order shall be followed as long as use of Roberts Rules is clear and
simple. Members should avoid invoking the finer points of parliamentary rules,
which may cause audience or citizen misunderstanding or misapprehension about
action taken at the meeting.
10.3 Speaking on the Same Question
No member shall speak more than twice on the same question without leave of the
presiding officer until every member has spoken or waived their right to do so.
10.4 Agendas and Minutes
The chairperson or staff liaison (if assigned) will be responsible for the agenda of all
meetings of commissions, committees and boards. A member or staff liaison (if
assigned) will be responsible for taking minutes.
Agendas and minutes will be posted on the city's web site. Members are encouraged
to access those documents from the web site. Unless requested by members, staff
will not mail the documents.
10.5 Absences
Except for planning commissioners, all appointees serve at the pleasure of the
council. A position can be consider vacated by the council when the appointee has
two or more consecutive unexcused absences in any twelve consecutive month
period. By statute, planning commissioners can only be removed for cause.
ORS227.030
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Council Operating Procedures
Except for planning commission, absence equals approval of action taken at previous
meetings.
10.6 Quorum
A quorum for conducting business is a simple majority of the membership. A
majority of the members present is necessary to adopt any motion.
10.7 Conflict of Interest
All members of commissions, committees and boards should be aware of the need to
avoid any instance of conflict of interest. No individual should use an official
position to gain a personal advantage as noted in ORS244.040.
10.8 Lobbying
Unless specifically directed by the city council to state the city's official position on
federal, state or county legislative matters, no lobbying before other elected bodies or
subcommittees will be undertaken by members of boards commissions or
committees. An individual is free to voice a position on an issue as long as it is made
clear that the speaker is not speaking as a representative of the city or as a member of
a board, commission or committee.
10.9 Goals
Boards commissions and committees are encouraged to establi$h annual goals and
action items that support the mission of the group as stated in the governing
document.
Commissions, committees and boards are expected to support and advance council
goals and are encouraged to look for ways within their own unique responsibilities to
do so.
10.10 Role of Staff
The role of city staff is advisory just as the boards, commissions and committees are
advisory groups to the council. While the city staffs role is one of assisting the
boards, commission and committees, staff members are not employees of that body.
City staff members are directly responsible to their supervisor, department head and
the city administrator and/or directly to council. All advisory bodies should avoid
giving staff direction and/or new assignments and be mindful of staff workloads.
10.11 Final Decision Making
Boards, committees and commissions are welcome and encouraged to bring
recommendations forward to the council. However, the city council is the final
. decision-maker on all city policy and the use of city resources. Therefore, major
initiatives need council approval.
10.12 Number of Meetings
Unless otherwise provided by law, the number of meetings related to business needs
of the commission, committee or boards may be set by the individual body.
10.13 Notice
Advance notice of at least 24 hours shall be provided for all meetings. Notice shall
include written notice to all news media. In the case of emergency or when a state of
emergency has been declared, notice appropriate to the circumstances shall be
provided and reasons justifying the lack of 24-hour notice shall be included in the
minutes of such meeting.
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Council Operating Procedures
10.14 Representing the Commission, Committee or Board
Members should be cognizant of the difference between representing a personal
opinion versus the opinions of the group. Individuals shall not reference the group in
written or oral comments unless the group has agreed in full.
10.15 Budget
Generally commissions, committee and boards do not have a budget. Money is set
aside in department budgets, which is used to pay for meeting notices and incidental
expenses e.g. copying, postage etc. Should a commission require funds, requests
should be submitted to the department head through the staff liaison.
10.16 Subcommittees
Subcommittees may be formed for the purpose of gathering information and forming
a recommendation and brought forward to the full committee. However, only the full
committee can vote on and accept the recommendation. Subcommittees must meet
the requirements of the Oregon Public Meetings law.
11. COUNCILOR EXPENSES
The city will reimburse a councilor or the mayor for expenses that are directly related
to city business including conferences, training seminars or meetings. Expenses that
are paid by the city include fees for seminars or conferences, transportation to, from
and at the destination, lodging, meals and incidental expenses that are necessary to
conduct city business. Prior to incurring reimbursable expenses, the councils and
may<?r should check with the city administrator on budget availability.
It is the responsibility of each councilor and the mayor to determine if expenses are
actually city-related. Ifthere are questions about the propriety of such expenditure,
the administrator shall first review the issue with the councilor. If the city
administrator and the councilor cannot resolve the issue, the administrator shall
discuss the matter with the mayor. The City has established per diem amounts for
meals. If a councilor is seeking reimbursement for a meal that exceeds the per diem
amount, the city administrator or mayor must review the request and detailed receipts
to determine if reimbursement is appropriate. Detailed receipts should be kept for all
expenses and should accompany the reimbursement request form. Forms are
available from the administrator's office.
If requested, funds will be made available prior to travel to avoid out of pocket
expenditures.
Alcohol is not reimbursable nor are activities that support or oppose a political
campaIgn.
12. AMEDMENTS and ADDITIONS to OPERATING PROCEDURES and
POLICIES
12.1 Suspension of Operating Procedures
Unless otherwise superseded by law, any part of these operating procedures and
policies may be temporarily suspended by a two-thirds vote of those members of the
council present and voting.
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Council Operating Procedures
12.2 Amendments
These operating procedures and policies may be permanently amended at any
meeting at which prior notice of the proposed change was provided to each member
of the council. A two-thirds vote of those members of the council present and voting
is needed to effect an amendment or an addition to these operating procedures and
policies.
Adopted by the Council on
2006
Mayor
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Council Operating Procedures
Getting ihe Mosl Out of Parliamentary Procedure
Back Home
Getting the Most Out of Parliamentary Procedure
RJ. Bojko, Section 89 Chair
Introduction - Why Parliamentary Procedure?
In any meeting, well-established rules of order are necessary to move business along while maintaining order, and APO
chapters are no different. You could use any rules of order which work for you and your chapter. The important point to
remember is that whatever procedure you use needs to facilitate meetings, not create infighting and frustration about the
procedure itself. Parliamentary Procedure is the most commonly used rules of order by all sorts of democratic legislative
bodies, and Robert's Rules of Order is the "standard" reference for Parliamentary Procedure. Robert's Rules, however,
are guidelines, not laws. Like many tools, there are aspects of Parliamentary Procedure which you wiIl never use, and
you need to adapt and modify the rules as best fits the task at hand. There are numerous short-cuts in common use to
make Parliamentary Procedure more useful and palatable for smaIl, less formal groups such as Alpha Phi Omega
chapters. This handout is intended to inform you about several of these short-cuts, so that you may be able to make your
chapter meetings run more smoothly for everyone.
Basics I Fundamentals
There are five basic principles of Parliamentary Procedure:
1. Only one subject may claim the attention of the assembly at one time.
2. Each proposition presented for consideration is entitled to full and free debate.
3. Every member has rights equal to every other member.
4. The will of the majority must be carried out, and the rights of the minority must be preserved.
5. The personality and desires of each member should be merged into the larger unit of the organization.
No matter how you choose to conduct your business, these 5 basic fundamentals must go above all else.
The Chair
The chair of the meeting, most often the chapter president, has absolute control of the meeting. This is a great
responsibility, and isn't to be taken lightly. Neither is the responsibility ofthe member to participate, but also to support
the purpose of the meeting above their personal interests, and to yield to the chair on matters of order.
A Motion
Most all business of a chapter starts out as a motion in a meeting.
. Obtain the floor, by being recognized by the chair.
. State your motion carefuIly
. (Most motions should be seconded)
. The chair should repeat the motion, clarifying intent and adjusting wording, as necessary,
. The motion is open for discussion. Members may speak only after being recognized by the chair. Many chapters
use specific standing rules of order for discussions (i.e. speaker time limits (e.g. I min per person), speaker limits
(e.g. two time limit per motion), etc.
. Discussion is ended by a explicit request to end discussion (requires or vote) or implicitly (see shortcuts.)
. The motion is restated (as amended) by the chair, and the vote is taken according to chapter standing rules (voice,
hand, standing, ballot). After a voice or show-of-hand vote, any member may call for a "division", which will
force a counted vote, according to standing rules.
file:///MlfLOC/CENTERJGOVERN/goYem030.html (1 of 7)412012005 6:02:54 AM
Getting the Most Out of Parliamentary Procedure
Amending a motion
To amend a motion is to change to motion in some way to make it more acceptable. There are four types of amendments
. Add or Insert words
. Strike Out or Delete words
. Substitute specific words in the motion
. Substitute another motion for the one under consideration
An amendment, once seconded, then becomes the order of business, and is discussed until it is voted. An amendment
can itself be amended, but that is it. (Amendment to amendment is OK, but not amendment to amendment to
amendment - got it?) See Keeping control. See also: "Friendly" Amendments.
Table of Motions
This table shows only those items in common use. Really, you don't need the others to do just about everything you
need to do.
Second
Can
Can
Req'd
Interrupt
Needed
Amend
Debate Vote
Speaker
Privileged Motions (in order of precedence)
Adjourn
Yes
No
No
1/2
No
Question of Privilege
No
No
No
**
Yes
Subsidiary Motions (in order of preference)
Table Yes No No 1/2 No
Limit Debate Yes Yes No 2/3 No
Refer to a committee Yes Yes Yes 1/2 No
Amend Yes Yes * 1/2 No
Main Motions (in order of preference)
Make a motion for general business
Yes
Yes
Yes
1/2
No
Take from the table
Yes
No
No
1/2
Yes
file://IMIILOC/CENTERlGOVERN/govem030.hlml (2 of 7)4/20/2005 6:02:54 AM
Getting the Most Out of Parliamentary Procedure
Incidental Motions
(no order of preference)
Point of order
No
No
No
**
Yes
Appeal from decision of the chair
Yes
No
*
1/2
Yes
Suspend the rules
Yes
No
No
2/3
No
Parliamentary Inquiry /
No
No
No
None
Yes
Request for Information
*
Debatable only when the motion to which it applied was debatable.
** Decision of the chair (which can be appealed)
Notes:
Adjourn
End the session. Time of place of next meeting should be announced by chair.
Question of Privilege
Questions relating to organization or comfort of.assembly (can't see or hear, too hot or cold, noise, conduct of
others)
Point of Order
point out a breach of rules, to insist upon enforcement. The chair rules whether the point is "well-taken" (i.e.
correct) or not. If the chair is in doubt, or if the chair's decision is questioned (appeal from decision, division), the
body may vote on the validity of the motion.
Appeal
question a chair's ruling. Must be called immediately, before the next order of business. The chair should state
the question, and the reason for the decision. The vote is to uphold the decision of the chair, i.e. a "no" vote
overturns the decision of the chair.
Suspend the rules
Extremely rare - very tight restrictions on its usage.
Parliamentary Inquiry
question of Parliamentary Procedure, how to do something, or how something relates.
Request for information/Point ofInformation (Most Misused!)
request for a clarifying, relevant fact. All Inquiries are directed to the chair, who may request an answer from any
appropriate member (or may rule the request out of order.) It is not to enter into debate, or point out what you
feel is correct. No opinions!
Shortcuts
There are many places in Parliamentary Procedure for shortcuts. But, these require above all a strong, clear, and firm
chair. When properly used, these can dispense with needless discussion and voting, speeding the business for everyone,
without any negative effect on the fairness and completeness of the business. These also require the body to pay
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Getting the Most Out of Parliamentary Procedure
attention (since things should be moving by pretty quickly) and trust and cooperate with the chair. Individuals need to
use a great deal of discretion in deciding which issues are worth fighting, and which have a chance of winning. A void
entering battles which are frivolous, or are lost causes. No matter how romantic it might seem, no one will respect you
for your principles when you stick up for a lost cause, and hold up the entire chapter meeting in the process.
"Without Objection"
These two words can be magic, and can save untold time. When the chair utters these, followed by almost anything
reasonable, ifno one in the body voices an objection, the will of the chair is carried. Entire orders of business can be
conducted with the sweep of these two words. Note: this requires the chair to be clear, and fair. i.e. the body cannot be
expected to allow the chair to get away with anything sneaky (nor should a chair ever try to get away with anything...)
Don't worry too much about "seconds."
In the interest of moving things along, the chair shouldn't worry about "seconds" They're going to be there; don't waste
time and words requesting seconds... just move on.
3 calls to end discussion
By convention, if the chair calls 3 times in a row for "Any further discussion", without anyone wishing to speak,
discussion is automatically (or implicitly) closed, and a vote is immediately taken. This avoids the need to have a
motion to end discussion (and a second) and a vote just to end a discussion which no one wants to continue. Time and
effort saved.
"Friendly" Amendments
This shortcut bypasses the entire discussion/vote procedure, yet still enacts an amendment, but only with the permission
of the prepares of the motion (or amendment) to be amended. In other words, if your amendment is pleasing (friendly)
to the proposer, it is immediately enacted, and the original motion (or amendment) is immediately changed, as if it had
originally been proposed as you have amended it.
"Withd rawn"
The proposer of a motion or amendment can, at any time before the vote, withdraw the motion from consideration. This
is the fastest way to dispense with a motion which is clearly not in favor. In fact, when the discussion makes it clear the
question at hand is not the will of the body, a good chair will often ask the proposer ("Do you wish to withdraw your
motion?") If the proposer agrees to withdraw the question, the matter is immediately finished, without the need for call-
and-vote-for-end-of-discussion and vote-on-motion. A great time saver.
"Straw Poll"
Sometimes it would be useful to have a measure of the chapter's will, but without making a full motion, in particular, if
there are several options to choose from. By calling for a "straw poll", one can request an informal show of opinion of
the chapter among the various options. This can very quickly
Suspending Parliamentary Procedure
The three proceeding short-cuts can work together to really speed along discussion of the more difficult issues, which
often require a lot of juggling and narrowing-down. In essence, they bypass the "normal" parliamentary procedure in
favor of a more conversational, cooperative style. But, to use these shortcuts requires a strong chair to keeps things
under control, and not let ideas flow faster than the body can keep up with, and requires the cooperation of the body,
who need to expend the effort to work under these more relaxed, less-structured rules. The benefit, however, will be that
the group can work out a consensus solution from the numerous alternatives, carefully honing to a final solution which
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Getting the Most Out of Parliamentary Procedure
is most pleasing to everyone.
Discussion limits
Use these with the chair's discretion. Chair must observe the will of the body, and move things along as appropriate, but
at the same time, it may be more efficient just to let someone finish, especially if it is clear the people want to hear
what's being said. (The chair can often tell this from the faces in the assembly.)
A Parliamentarian
It is impossible to under-estimate the importance of a good parliamentarian, if not in official title, then in role. No chair
can be expected to know immediately how to best handle every situation, so a good chair always has several (but at least
one) people they can count on for quick advice, and confirmation of your choices. You'll quickly learn who you can
count on to help you out of most any situation.
Keeping Control
Above all, the chair needs to keep the meeting together, and focused on the business at hand. The most important job is
to keep the order of the meeting, and keep everyone clearly aware of exactly what is (and isn't) being discussed. For
most chairs, a good deal of their effort should be put into clarifying wording and procedure. If someone has a
suggestion, don't immediately just call them "out of order", or tell them they can't suggest that. This type of "stickler"
will quickly cause confusion and frustration on the chapter, and without their support and attention, the meeting quickly
becomes less than useless. Instead, a good chair will clarify what the person is suggesting, and if the item is truly out of
order, explain how they might wish to introduce their idea in proper fashion. If the item is in order, but improperly or
unci early stated, help them work out and restate just what they mean. If the item is out of order, but seems to be popular,
don't ignore that. Use a quick "straw poll" to determine if people would rather move to discussing this new point. This
often happens. Although it doesn't fit within Robert's Rules, sometimes it is best to discuss several alternatives
simultaneously, as you can often work out a compromise which ends up being far better than any of the individual
motions. Remember the basic reason for your meeting, and while maintaining order, use whatever system of discussion
best accomplishes the task at hand, to the pleasure of the majority of the chapter assembled.
Dealing with "Buttheads"
Usually, there's no pleasing everyone. And sometimes, when you dis-please the wrong type of person, they choose to
make life difficult for everyone else by insisting on strict interpretation of the "rules", objecting to every move .ofthe
chair, trying to pull Parliamentary tricks to obstruct the business at hand, etc. No, this isn't unique to APO by any means,
and in fact, Robert's Rules has an entire section dedicated to this topic, called "Dilatory, Absurd, or Frivolous Motions."
This is where the power of the chair, with the backing of the majority, can reaIly move things along. In short, with the
backing of the majority, the chair can simply rule any of these dilatory motions out of order, and therefore, they are not
considered by the assembly. When the problem individual(s) question the chair (by appealing the decision of the chair)
the body, in voting to support the chair, expresses their desire to see the business move along without the unnecessary
delayS. It takes a strong chair and the chapter's backing, but it'll save many a meeting from being bogged down by the
"butthead. "
Situations to Watch Out For
Situations where a chair need to expend extra effort include:
Layered motions
When the ideas and options are flowing fast, the "one-point at a time" are typically not appropriate. Either the chair has
to keep the status of the discussion very clear, ofthe body should move to a different format for discussing the
alternatives, and discussed above.
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Gening the Most Out of Parliamentary Procedure
Example: you've just begun discussing membership status, and there are a lot of ideas. Rather than require each to be
discussed in turn, the chair might say: "We have a lot of options here. Without objection, we will spend 5 minutes brain-
storming ideas, working out the options, and narrowing down before we return to our usual structure." You might be
pleasantly surprised how much faster you reach a conclusion which pleases almost everyone. (The "without objection"
means you don't need to bother with "suspending the rules".
Terminology
Don't get hung up on semantics. Above all, the chair needs to make very clear exactly what is happening, not just
declare things "out of order." This is particularly important as the discussion get deep, as in the amendment to the
amendment to the motion. People may refer to it as either an amendment or a motion, but a good chair should just
clarify the discussion of move on. What you call it isn't the important part, getting the majority to agree is. A particular
example, watch "Amendments" to bylaws. This is destined to be linguistically difficult. Although it is an amendment to
your bylaws, for the purpose of discussion, it is a main motion, and like any other main motion, may be amended to two
levels, and people will refer to it interchangeably as "the amendment" and "the motion". Just keep everyone clear, and
don't worry about the semantics.
The grossly miss-used "Point of Information"
Too often someone disagrees with whathas been said, and feels they must immediately correct, so they immediately call
a "point of information" to point out what they feel is correct. Soon the meeting becomes a bout of "point ofthis-and-
that", and the main issue has become lost. Avert this by making it clear that the "Point ofInformation" is a request for a
fact, NOT a chance to state your opinion or your idea of a relevant fact.
Conclusion
The chair has a huge amount of power, and that power is not idle power - the chair is empowered for the good of the
body, and therefore has the responsibility and duty to properly use that power. And the member of the assembly has the
responsibility to keep the good of the meeting ahead of selfish interests, and accept than not everything will go their
way, but that is order is maintained, everything will go the way of the majority of the chapter, and that is what really
matters. Just keep in mind the basic premises of Parliamentary Procedure, and witness Leadership in action. You might
be surprised how well it works.
References
Robert's Rules of Order., Revised. General Henry M. Robert. Morrow Quill Paperbacks, New York, 1979.
Alpha Phi Omega Pledge manual
Suzie Lerner, Student Life Union, Cornell University.
The Student Organization Development Center, The Michigan Union, University of Michigan.
Back Home
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Getting ,he Most Out of Parliamentary Procedure
Copyright It) Tuesday May 30, 2000: Seelion 89 of Alpha Phi Omega, National Service Fraternity
The electronic documents available at this site are intended for public viewing and are solely for personal reference.
They should not be considered an authoritative source nor an official publication of Alpha Phi Omega. Inquiries regarding
Alpha Phi Omega and its official publications and policies may be directed to: Alpha Phi Omega,
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Alpha Phi Omega is a copyrighted, registered trademark in the USA.
All rights reserved. Alpha Phi Omega - National Service Fraternity
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DOCUMENTS SUBMITTED AT THE
SEPTEMBER 14, 2006
STUDY SESSION
Possible Topics for inclusion in Council Rules
Elaborate on:
. Setting the agenda
. Executive Sessions
. Council Packets
. Clear and simple Proceedings
. City Attorney as Paliamentarian
. Explain Rational for Each Vote
. Order and Decorum
. Keep Discussion Moving
. Explain Public Forum
. Recesses and Adjournments
. Rules for Quasi Judicial Land Use Public Hearings
. Study Sessions (schedule and agenda)
. Requests of Staff
. Conduct with Staff
. Representing City PositionslPersonal Positions
. State and Federal Lobbying
. Committees Commission Boards (CCBs)
. Conduct with CCBs
. Operating Policies for CCBs
. Councilor Expenses
In addition:
Clean existing language for tone, grammar, clarity etc.
.City of Ashland, Oregon - Municipal Code
Page 1 of5
2.04 Rules of City Council
2.04.010 Presiding Officer
[This excerpt comes from the Ashland Municipal Code, Title 2-Administration, Chapter 4-Rules
of City Council]
The Mayor, or in the Mayor's absence, the Chair of the Council, shall preside at the meetings of
the City Council. In the absence of these officers at any session the Councilors present shall
appoint a Chair pro tem and proceed with the meeting. The Chair, except the Mayor, may vote
on all motions other than appeals from decisions made while acting as presiding officers. (Ord.
1544 551, 1967)
2.04.020 Quorum
As provided in Article VIII, Section 4, of the City Charter, the Mayor and not less than three (3)
Councilors, or four (4) Councilors, constitute a quorum and a simple majority of the Councilors
present determines the action on any motion, question, ordinance, or resolution except,
however, that on questions requiring a two-thirds (2/3) vote of the Council, as provided in the
City Charter, there shall be required a vote of four (4) Councilors to exercise any such special
powers. If the roll call shows no quorum present, as defined by Section 4 of Article VIII of the
City Charter, the Councilors in attendance may direct the Chief of Police to notify the absent
members, except those known to be unavoidably detained, that their presence is required to
enable the Council to proceed with business. Should any then fail to soon appear the members
present shall adjourn to a date fixed by them. (Ord. 1810 (part), 1974; Ord. 1544552, 1967)
2.04.030 Minutes of Proceedings
After the reading of the minutes of the preceding meeting by the City Recorder, if there are no
corrections or objections thereto, they shall be considered approved; otherwise, to be approved
by vote. The minutes as approved shall be signed by the Mayor and City Recorder. (Ord. 1544
553, 1967)
2.04.040 Order of Business
A. Except as provided in subsection B hereof, the order of business of the Council shall be:
1. Roll call;
2. Approval of minutes of the previous meeting;
3. Special presentations, proclamations and awards;
4. Consent agenda, subject to the limitations of subsection C;
5. Public hearings, subject to the limitations of subsection D and first readings of ordinances
that pertain to the public hearing.
6. Public forum for business from the audience not included on the agenda (limited to a total of
15 minutes);
7. Unfinished business;
8. New and miscellaneous business;
9. Ordinances, resolutions and contracts;
10. Other business from Council members.
B. At the first meeting in January, after the roll cail, the presentation of the Mayor's address
shall be first in order.
C. Routine business items may be listed by the City Administrator under a "Consent Agenda",
which shall be acted upon in its entirety, except that the Mayor or any member of the Council
may request that any item be moved to the regular agenda under the appropriate section of
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business.
D. Public hearings shall conclude at 9:00 P.M. and be continued to a future date to be set by
the Council, unless the Council by a two-thirds vote of those present, extends the hearing(s) for
one-half hour until 9:30 P.M. at which time the Council shall set a date for continuance and
shall proceed with the balance of the agenda. Not more than two (2) land use appeal hearings
shall be scheduled for any regular meeting of the Council. The City Administrator may, in the
Administrator's discretion, schedule additional legislative hearings depending on the anticipated
length of the Council meeting. (Ord. 2611 51- 1991; 2729-1994)
E. At any meeting of the Council, the order of business can be changed or any part thereof
moved to a future agenda by a majority vote of the Council.
F. The City Administrator is responsible for the preparation of the agenda for each City Council
meeting and, with the consent of the Council, shall determine the deadline by which any matter
must be presented in writing by any citizen in order to be included on the agenda. (Ord. 1544
54, 1967; Ord. 2523(A) 51, 1989).
2.04.050 Voting
When a question or motion is put to a vote by the Chair, each member present shall vote for or
against the same unless the Council excuses that member from so doing. If thereafter the
Mayor or any member calls for a roll call vote, then each member must likewise vote. The
Mayor can only vote in the case of a tie, and then is required to vote. (Ord. 1544555, 1967).
2.04.060 Privileges of Members
No member shall speak more than twice on the same question without leave of the presiding
officer, except in informal and interlocutory debate, nor more than once until every member
choosing to speak shall have spoken or waived their right to do so. (Ord. 1544, 556, 1967).
2.04.070 Roll Call Vote
The voting on all ordinances or resolutions shall be by roll call vote and recorded in the minutes
showing those numbers voting for and those voting against. (Ord. 1544 557, 1967).
2.04.080 Appointing Committees
All committees not required by 5tate law to be appointed by the Council shall be appointed by
the Mayor with the consent of the Council, or in the Mayor's absence, any appointment
necessary may be made by the presiding officer, with the consent of the Council. After the
standing committees have been formally announced they cannot be changed except at a regular
meeting of the Council and by a majority vote of the members present. All terms of boards,
commissions and committees shall be extended to April 30 of each year, beginning with the
terms expiring on December 31, 1989. (Ord. 1875, 1976; Ord. 2523(A) 52, 1989).
2.04.081 Notice of Appointments
No person shall be appointed or elected to any committees or commissions established by
ordinance until after the City Recorder has caused to be published once, at least ten (10) days
prior to the date on which the appointment or election is to be made, in a newspaper of general
circulation in the City of Ashland, a notice entitled "NOTICE OF APPOINTMENT", containing the
following information:
1. The position to be filled by appointment or election;
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City of Ashland, Oregon - Municipal Code
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2. That applications will be accepted by the City Recorder;
3. The date the appointment is expected to be made; and,
4. That additional information regarding the position can be obtained from the office of the City
Recorder.
No appointment or election shall be made to any of the aforementioned committees or
commissions, unless notice of such appointment or election appears on the agenda for the
meeting at which the appointment or election is to be made. Additional procedures regarding
application deadlines and notification to the City Council of proposed appointments by the
Mayor shall be set forth by Resolution of the Council. (Ord. 1903, 1976; Ord. 2523(A) S3,
1989).
2.04.082 Student Memberships on Commissions and
Committees.
Section 2.04.082 Student Memberships on Commissions and Committees.
The Mayor with consent of the Council may add to the membership of any city commission, two
positions for student liaisons, whether such commission or committee was established by
ordinance or resolution. The student liaisons shall be non-voting ex officio members of their
respective commissions or committees. Once the liaison positions have been added, the liaison
from the high school shall be a high school student chosen by the Ashland High School
Leadership Class and the liaison from the university shall be a university student chosen by the
Associated Students of Southern Oregon University Student Senate. The requirements of
sections 2.05.080 and 2.04.081 shall not apply to the students chosen under this section.
(Added by ORD 2889, 10/01/2002)
2.04.090 Ordinances and Resolutions
Every ordinance shall be enacted in accord with Article X of the Ashland City Charter. Every
resolution shall receive one reading previous to the vote on its passage, provided however, that
it may be read by title only if no Council member present at the meeting requests to have it
read in full. (Ord. 1544 S9, 1967; Ord. 195051, 1978; Ord. 2365, 1985; Ord. 2691, 1992).
2.04.095 Identification of Fiscal Impact of Policy Decisions
A. At such time as the council adopts a new program or policy with significant revenue
implications, it shall offer clear direction to city staff and to the budget committee as to how the
new program or policy is to be funded.
B. When the city council adopts such a program or policy, it shall indicate how it expects that
program or policy will be funded; e.g., which existing taxes or fees the council expects to
increase and by how much, or which current city programs or department expenditures the
council expects to reduce to fund the new program or policy. However, if the council cannot
reasonably identify a potential funding source, it shall so indicate.
C. As used in this section 2.04.095, the term "program or policy with significant revenue
implications" includes an ordinance or a resolution in which implementation may entail
expenditures in any budget year in excess of one and one-half percent (1.5%) of the city's
annual General Fund budget, and which may require increasing existing taxes or fees or
imposition of new taxes or fees.
D. The provisions of this section shall not apply to extraordinary expenditures in situations of, or
necessitated by, public emergencies.
(Ord 2851, added, 11/02/1999)
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2.04.100 Rights of Citizens
All matters of business, propositions, requests, petitions, remonstrances, or any question
whatsoever which a citizens, or any society or organization of citizens, severally or by
committee, may desire to present for consideration of the Council shall be reduced to writing
and filed with the City Administrator for presentation to the Council. The Council shall accord a
hearing to any person in explanation of the matter or business so filed and presented. Provided,
however, when the floor is accorded any citizen for such purpose, the Chair may then or later
notify the speaker of the amount of time which the citizen will be allowed.
(Ord. 1544, 510, 1967)
2.04.110 Council Meetings
A. Regular Meetings
The regular sessions of the Council shall be on the first and third Tuesdays of each and every
month, unless otherwise arranged, and shall be held on the days appointed at 7 p.m. Meetings
shall end no later than 10:00 p.m. unless the Council by a two-thirds vote of those present
extends the meeting for one half hour. (Ord. 2729-1994)
B. Adjourned Meetings
At any regular or adjourned meeting the meeting may be adjourned to a later date by a
majority vote of the Council. In the event any regular meeting is adjourned to call of the Mayor,
the Mayor may call an adjourned meeting at such time as the Mayor may designate upon
having each Councilor notified personally, or in writing, at least thirty-six (36) hours in advance
of the time and place of such adjourned meeting. Any City business may be acted upon at an
adjourned meeting.
c. Special Meetings
A special meeting may be called either by the Mayor or two (2) members of the Council. Written
notice of the time and place of such special meeting and the subjects to be acted upon shall be
delivered in writing to all members of the Council at least thirty-six (36) hours in advance of the
time of said meeting, and the Council may consider and act only upon such matters as
contained in the written notice.
D. Study Sessions The Mayor or two (2) members of the Council may call a study session at
any time for the purpose of informing members of the Council as to City affairs. At such study
sessions no decisions may be made or action taken either formally or informally by the Council.
(Ord. 1544, 511, 1967)
2.04.120 Reconsidering a Vote
A motion to reconsider a vote can be made only once and at the session at which the motion or
matter was adopted, or at the next meeting of the Council, provided that no vote to reconsider
shall be made after the ordinance, resolution, or act shall have gone out of the possession of
the Council. (Ord. 1544, 512, 1967)
2.04.130 Conducting a Meeting
Robert's Rules of Order shall be authority for the government of the Council during its sessions,
when not in conflict with the City Charter and these code rules. (Ord. 1544513, 1967).
2.04.140 Membership on Ashland Budget Committee
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For the purpose of local budget law, the Mayor is a member of the governing body of the City of
Ashland. COrd. 2501, 1989).
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