POLICY:
1. Meetings Generally
1.1 Regular Meetings (Gov. Code § 54954). Except as modified by resolution of the City Council, Regular Meetings of the City Council will be held at 6:30 p.m. in the City Council Chambers, located at 10601 Magnolia Avenue, Santee, California, on the second and fourth Wednesday of each month, except for the months of November and December. There will be one Regular Meeting held on the second Wednesday in November and one Regular Meeting held on the second Wednesday in December.
Council may, by resolution, cancel any scheduled Regular Meeting.
The City Council endeavors to finish its consideration of all agenda items by 11:00 p.m. at each meeting, but meetings may continue beyond that time, as needed.
1.2 Adjourned Meetings (Gov. Code § 54955). The City Council may adjourn any Regular, Adjourned Regular, Special or Adjourned Special Meeting to a time and place specified in the order of adjournment as permitted by law. Less than a quorum may so adjourn from time to time. If all members are absent from any regular or adjourned regular meeting, the City Clerk may declare the meeting adjourned to a stated time and place and shall cause a written notice of the adjournment to be given in the same manner as provided in Government Code section 54956 for Special Meetings, unless such notice is waived as provided for Special Meetings.
When a Regular or Adjourned Regular Meeting is adjourned, the resulting Adjourned Regular Meeting is a Regular Meeting for all purposes. When an order of adjournment of any meeting fails to state the hour at which the Adjourned Meeting is to be held, it shall be held at the hour specified for Regular Meetings.
1.3 Special Meetings (Gov. Code § 54956). A Special Meeting may be called at any time by the Mayor, with the approval of the City Manager or the City Clerk and at least one Council Member, by the Vice Mayor (when acting in the absence of the Mayor and subject to the same approval requirements), or by a majority of the City Council, by delivering written notice to each Council Member and to each local newspaper of general circulation and radio or television station requesting notice in writing and posting a notice on the City’s web site. The notice shall be delivered personally or by any other means and shall be received at least 24 hours before the time of the meeting as specified in the notice. The call and notice shall specify the time and place of the Special Meeting and the business to be transacted or discussed, and shall be posted at least 24 hours prior to the special meeting in a location that is freely accessible to members of the public. The City Council shall consider only the business listed on the notice. The written notice may be dispensed with as to any 60139.00001\32614938.2
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Council Member who at or prior to the time the meeting convenes files with the City Clerk a written waiver of notice. The written notice may also be dispensed with as to any member who is actually present at the meeting at the time it convenes.
1.3.1 The City Council shall not call a Special Meeting regarding the salaries, salary schedules, or compensation paid in the form of fringe benefits, of a City executive.1 However, the City Council may call a Special Meeting to discuss the City’s budget.
1.4 Emergency Meetings (Gov. Code § 54956.5). In the case of an emergency situation, as defined below, involving matters upon which prompt action is necessary due to the disruption or threatened disruption of public facilities, the City Council may hold an emergency meeting without complying with either the 24-hour notice requirement or the 24- hour posting requirement of Government Code section 54956 or both of the notice and posting requirements.
1.4.1 Each local newspaper of general circulation and radio or television station that has requested notice of Special Meetings pursuant to Government Code section 54956 shall be notified by the Mayor, or the Mayor’s designee, one hour prior to the emergency meeting, or, in the case of a dire emergency, as defined below, at or near the time that the Mayor or the Mayor’s designee notifies the Council Members of the emergency meeting. This notice shall be given by telephone and all telephone numbers provided in the most recent request of a newspaper or station for notification of special meetings shall be exhausted. In the event that telephone services are not functioning, the notice requirements of this section shall be deemed waived, and the City Council or the City Council’s designee, shall notify those newspapers, radio stations, or television stations of the fact of the holding of the Emergency Meeting, the purpose of the meeting, and any action taken at the meeting as soon after the meeting as possible.
1.4.2 During an Emergency Meeting, the City Council may meet in closed session pursuant to Government Code section 54957 if agreed to by a two-thirds vote of the Council Members present, or, if less than 1 A “City executive” is any person employed by the City who is not subject to the Meyers-Milias-Brown Act (Chapter 10 (commencing with Section 3500)), Chapter 5 (commencing with Section 45100) of Part 25 of Division 3 of Title 2 of the Education Code, or Chapter 4 (commencing with Section 88000) of Part 51 of Division 7 of Title 3 of the Education Code, and who meets any of the following requirements:
(1) The person is the chief executive officer, a deputy chief executive officer, or an assistant chief executive officer of the City.
(2) The person is the head of a department of the City. (3) The person’s position within the City is held by an employment contract between the City and that person. (See Gov. Code § 3511.1.)
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two-thirds of the Members are present, by a unanimous vote of the Members present.
1.4.3 All Special Meeting requirements, as prescribed in Government Code section 54956 shall be applicable to an Emergency Meeting, with the exception of the 24-hour notice requirement.
1.4.4 The minutes of the Emergency Meeting, a list of persons who the Mayor or the Mayor’s designee notified or attempted to notify, a copy of the rollcall vote, and any actions taken at the meeting shall be posted for a minimum of 10 days in a public place as soon after the meeting as possible.
1.4.5 For the purposes of this section, “emergency situation” means either of the following:
1.4.5.1 An emergency, which shall be defined as a work
stoppage, crippling activity, or other activity that severely impairs public health, safety, or both, as determined by a majority of the City Council.
1.4.5.2 A dire emergency, which shall be defined as a crippling disaster, mass destruction, terrorist act, or threatened terrorist activity that poses peril so immediate and
significant that requiring the City Council to provide onehour notice before holding an Emergency Meeting may endanger the public health, safety, or both, as
determined by a majority of the City Council.
2. Closed Sessions
2.1 The City Council may hold closed sessions during duly-noticed Council meetings on issues authorized by State law. A description of the item to be addressed in closed session will be included in the meeting agenda, in accordance with the Brown Act.
2.2 A City Commission or Committee may hold closed sessions during dulynoticed meetings of its body on issues authorized by State law, the City Council, and the City Attorney.
2.3 All proper closed session information, verbal or written, is confidential, and no member of the City Council, employee of the City, or any person present during a closed session shall disclose to any other person the content or substance of discussion or action which took place during the session, except as expressly authorized in the Brown Act.
2.4 Closed sessions shall be limited to members of the City Council, City Manager, City Attorney and/or City legal counsel, as well as staff 60139.00001\32614938.2
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members and experts designated by the City Manager or City Attorney to attend portions of closed sessions relating to specific issues, as permitted by law.
2.5 To the extent possible, the public will be notified prior to the time that the City Council recesses to closed session as to whether or not a public announcement of action is anticipated following the closed session.
2.6 Where potential plaintiffs and defendants have manifested or communicated their awareness of facts and circumstances and a legal theory connecting those facts and circumstances to potential litigation involving the City, those facts and circumstances, together with (i) the identity of potential parties or (ii) related documentation, shall be disclosed prior to a closed session to discuss anticipated litigation, in accordance with Government Code section 54956.9.
3. Meeting Procedures and Due Process
3.1 At all meetings of the City Council, a majority of the Council members shall constitute a quorum for the transaction of business. In the event less than a quorum of the City Council is present, the City Clerk shall adjourn the meeting (which may include adjourning to an Adjourned Regular Meeting), post a Notice of Adjournment, and prepare minutes that reflect that the meeting was adjourned due to lack of a quorum.
3.2 The Mayor, or in the Mayor’s absence the Vice Mayor, shall take the chair at the hour appointed for the meeting and shall immediately call the City Council to order. Upon the arrival of the Mayor, the Vice Mayor shall immediately relinquish the chair at the conclusion of the business presently before the City Council.
3.3 Before the City Council shall proceed with the business before it, the City Clerk shall enter into the minutes the names of those Council Members present. The later arrival, or the excused absence, of any absentee shall also be entered into the minutes.
3.4 If a Council Member knows that he or she will be absent from an upcoming City Council meeting, he or she must contact the City Clerk prior to the meeting and state the reason for his or her inability to attend the meeting. The City Clerk will determine whether the absence is excused. Examples of an excused absence may be an absence due to illness, maternity/paternity leave, religious observance, family emergency, or travel for City business. When calling the roll for the meeting, the City Clerk will indicate whether a Council Member’s absence was ruled excused or unexcused, and the City Clerk will make an appropriate notation in the minutes.
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3.5 If a Council Member is absent from a City Council meeting during roll call and did not report this absence to the City Clerk, the City Clerk will note in the minutes that the absence is unexcused. After the meeting, but before the next meeting, the absent Council Member may contact the City Clerk and state the reason for his or her absence. If the City Clerk determines that the absence is excused, the minutes will be amended to reflect the excused absence. If the absent Council Member does not contact the City Clerk regarding the absence before the next City Council meeting, the absence will remain on the record as unexcused.
3.6 If a City Council Member is absent without permission from all regular City Council meetings for 60 days consecutively from the last Regular Meeting he or she attended, his or her office becomes vacant and shall be filled as any other vacancy. (Gov. Code § 36513.)
3.7 During the course of the meeting, should the Mayor note a City Council quorum is lacking, the Mayor shall call this fact to the attention of the City Clerk. The Mayor shall issue a quorum call. If a quorum has not been restored within two minutes of a quorum call, the Mayor may declare a recess for a reasonable period of time in order to reestablish a quorum or the meeting shall be adjourned.
3.8 The City does not follow Robert's Rules of Order for parliamentary procedure, preferring to allow more flexibility in processing meeting matters. To provide a basic structure to the meetings, however, the following definitions apply to motions which may be made by a Council Member during a City Council meeting.
3.8.1 “Amend” means to change a motion only if the maker of the motion agrees.
3.8.2 “Call for the Question” means to immediately end debate and vote on the issue; requires a vote of the majority of Council Members present. The Council first votes on the motion for Call for the Question (to end debate) and if the motion is approved, debate is immediately closed and the Council must then vote on the issue.
3.8.3 “Division of the Motion” (sometimes called splitting the motion) means to divide a motion into two or more propositions. A motion may be split whenever the motion contains two or more parts, each of which may stand alone as a complete proposition, if the other(s) is(are) removed. Each separate question must be a proper one for the Council to act upon, even if the other(s) is(are) not adopted. A Council Member wishing to make this motion says, for example, “I call for a separate vote on Resolution No. 2.” If this motion is approved by a majority of the Council, the issue for which a 60139.00001\32614938.2
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separate vote was called must be taken up and voted on separately at any time before the vote is taken on the other proposition(s).
3.8.4 “Note and File” means to have the City Clerk’s office record and file the matter. This direction is most often given when staff provides an update on a project or an item that does not require official action.
3.8.5 “Point of Information” means to request information.
3.8.6 “Point of Order” means to protest a breach of rules or conduct.
3.8.7 “Point of Personal Privilege” means a concern about inability to hear, noise, or a problem, where integrity, character, or motives are questioned, or where the welfare of the Council is concerned.
3.8.8 “Pulling an item off the Consent Calendar of the Agenda” means to remove an item from the group considered routine or
noncontroversial for separate action. Any items pulled from the Consent Calendar shall be heard immediately following Council’s action on the Consent Calendar.
3.8.9 “Table the item” means to temporarily suspend consideration of an issue as specified.
3.8.10 “Trail the item” means to deal with the item later as specified.
3.8.11 “Withdrawal of Motion” means the motion is withdrawn by the mover. Until the Mayor has stated the question for a vote by the Council, the mover may withdraw the motion at any time without the consent of the Council or the Council Member who seconded the motion. If the Mayor has already stated the question, the maker of the motion must request the Council’s permission to withdraw or modify the motion. In such a case, the Mayor will ask if there is any objection to the withdrawal of the motion, and if there is none, the motion is withdrawn. If there is an objection, the Mayor may put the question of withdrawal up for a vote by the Council, in which case the motion requires a majority vote for approval. Unless the Mayor specifies to the contrary, a withdrawn motion is not recorded in the meeting minutes.
3.9 The City Council also adheres to the following general procedural rules:
3.9.1 Motions must be seconded in order to proceed to a vote.
3.9.2 Substitute motions are prohibited.
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3.9.3 Amendments to motions are prohibited without the approval of the maker of the motion.
3.9.4 A rule change must be announced by the Mayor or requested by a Council Member before the item is heard. No rule change is allowed until after an item is heard and vote is taken on the item.
3.9.5 All rule changes must come before Council for approval. No unilateral rulemaking shall occur.
3.10 Ex parte communications are communications received outside of Council meetings or hearings. When the Council acts in a legislative role (for example, to adopt general plan or zoning amendments or to adopt ordinances), Council Members are permitted to draw upon nearly all observations and considerations they receive inside and outside the Council meeting. On the other hand, when acting in a quasi-adjudicatory role (hearing permits, revocations, and similar non-legislative decisions), the Council, as fact-finder, should limit its consideration of facts to those presented at the hearing, where all sides have the opportunity to hear and rebut testimony given by all participants. To this end, Council Members should avoid receiving or gathering information that might otherwise influence its consideration of the written record and any other testimony it hears through the formal hearing process.
Each Council Member who receives any ex parte communication from an applicant or from any person interested in pending matter before the City Council must disclose the ex parte communication when the Council considers the matter that is the subject of the ex parte communication.
Disclosure should be made at the commencement of the item and must be made no later than the opening of public comment on the pending matter that is the subject of the ex parte communication. Disclosure of the ex parte communication shall be made as part of the official record of the matter that is the subject of the ex parte communication by identifying the date and the person from whom the ex parte communication was made and briefly describing the substance of the ex parte communication.
4. Conflicts of Interest and Disqualification.
4.1 The Political Reform Act (Gov. Code § 81000 et seq.), prohibits a public official from using his or her official position to influence a governmental decision in which he or she has a financial interest. Government Code Section 1090 prohibits the City Council from entering into a contract in which a Council Member is financially interested, unless an exception applies.
4.2 When the Mayor or a Council Member has a financial interest in a City Council decision or contract, that individual is disqualified from voting on 60139.00001\32614938.2
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the matter, unless an exception applies. The interested individual shall openly state that he or she is abstaining because of a disqualifying financial or other conflict of interest. The Mayor or any Council Member who is disqualified due to a financial interest shall publicly identify the financial interest in detail sufficient to be understood by the public except that disclosure of the exact street address of a residence is not required.
A Council Member who is disqualified by a conflict of interest in any matter shall not remain in the room during the discussion and vote on such matter unless the matter has been placed on the consent agenda. In that case, the Council Member must identify the conflict and abstain from voting on the consent calendar, but may remain in the room while the consent calendar is voted upon. (2 Cal. Code Regs. § 18707(a)(3)(A).)
5. Appointment of Vice Mayor
5.1 The Vice Mayor is appointed by the City Council for a one-year term. The Vice Mayor is appointed in December at the Regular Meeting or the meeting at which the declaration of the election results for a general municipal election is made, whichever occurs first. (See Gov. Code § 36801.) To be eligible for appointment as Vice Mayor, a Council Member must have served at least one year of his or her current term on the Council. The office of Vice Mayor shall annually rotate by Council District to the next eligible Council Member.
5.2 The Vice Mayor position shall be filled in accordance with the following rotation, beginning in December 2019:
2019 District 3
2020 District 1
2021 District 2
2022 District 3
2023 District 4
2024 District 1
2025 District 2
2026 District 3
2027 District 4
6. Roles of Mayor and Vice Mayor
6.1 The Mayor shall act as the primary spokesperson and official representative of the City Council, unless such responsibility is delegated by the Mayor, or otherwise assigned by a majority of the City Council.
6.2 The Mayor shall preside at all Regular, Adjourned Regular, Special and Emergency Meetings of the City Council, including joint meetings with commissions and committees and closed sessions.
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6.3 The Mayor shall execute all official City documents, warrants and correspondence approved by the City Council.
6.4 The Mayor is authorized to issue proclamations, commendations and certificates of recognition, which may be presented at Council meetings under Presentations. The total time allotted to Presentations should, if possible, be limited to 15 minutes per meeting. (This section does not apply to Commissions or Committees.)
6.5 Nothing in this section is intended to suggest that the office of Mayor possesses formal powers or authority in excess of other members of the City Council; rather, the person serving as Mayor is to be recognized as the chairperson of the Council.
6.6 Vice Mayor shall serve and perform the functions of the Mayor in the absence of the Mayor. If both the Mayor and Vice Mayor are absent from a City Council meeting, the Council Members present shall select a Council Member from those Members present to perform the functions of Mayor at that particular meeting.
7. City Council Correspondence
7.1 The City Manager, or his/her designee, is authorized to open and examine all mail or other written communications addressed to the City Council as a body, but shall not open correspondence addressed to an individual Council Member without their express authorization.
7.2 The City Manager may take action, or direct that action be taken, on issues or requests that do not require Council action. The City Manager shall inform Council when actions are taken on matters of significance or that are likely to be of interest to the City Council.
8. City Council Meeting Agendas
8.1 The City Manager shall be responsible for determining items to appear on City Council meeting agendas.
8.2 Unless modified by Council by majority vote, the order of business for regular meetings of the City Council shall be as follows:
[agenda order on following page]
Roll Call
Legislative Invocation
Pledge of Allegiance
Presentations
Consent Calendar
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Non-Agenda Public Comment (15 min)
Public Hearings
Continued Business
New Business
Non-Agenda Public Comment
City Council Reports
City Manager Reports
City Attorney Reports
Closed Session (if any)
Adjournment
8.3 The City Manager shall have the authority to reorganize the order of business on a case-by-case basis if he or she believes that a variation in the normal order of business is appropriate.
8.4 A Member of the City Council may propose to the City Manager that an item be agendized for future Council discussion, consideration, and/or action. Council Member agenda items must be submitted to the City Manager’s office no later than the Monday proceeding the Wednesday on which staff assembles agenda packets for the subsequent Wednesday City Council meeting. A Council Member may submit an agenda item for inclusion in the agenda only if he or she has not submitted an agenda item related to the same subject matter in the preceding six months. The City Manager shall determine whether two agenda items submitted or proposed to be submitted by the same Council Member relate to the same subject matter.
8.5 In addition to the process for submission of agenda items set forth in Section 8.4, a Member of the City Council may propose at a Council meeting that an item be agendized for future Council discussion, consideration, and/or action. If the proposal is supported by a majority vote of Council members present, subject to notice and hearing requirements, it shall be agendized for a future meeting and noticed as required by law.
8.6 Notwithstanding Section 8.5, a proposal to reconsider any action taken by the City Council may be raised only at the same meeting or the next regularly scheduled meeting of the City Council after the action is taken and may be raised only by one of the Council Members who voted with the prevailing side.
8.7 The City Clerk shall be responsible for the assembly of Council meeting agendas and shall cause copies to be posted on the City Hall bulletin board(s) and City website. Whenever feasible, Regular and Adjourned Regular Meeting agendas shall be posted at least five (5) calendar days prior to meetings, but in no event less than the posting time requirements as set forth in State law. In the case of Special Meetings, agendas shall 60139.00001\32614938.2
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be posted as soon as practical, but in no event less than the posting time requirements as set forth in State law.
8.8 Consent Calendar items shall be comprised of items that are expected to be noncontroversial. Unless an item is removed from the Consent Calendar by a member of the Council, staff, or the public for separate discussion and action, the Consent Calendar may be acted upon by one motion.
8.9 The City Council may waive the reading in full of all Resolutions and Ordinances. The reading of Resolution titles shall be optional.
8.10 The City Clerk or Mayor shall announce an agenda item before discussion on that item commences.
9. Items Not on the Agenda
9.1 With narrow and limited exceptions, the City Council may not take any action or engage in discussion of an item not on the posted agenda.
Council Members may only:
9.1.1 Briefly respond to statements/questions from the public,
9.1.2 Ask a question for clarification,
9.1.3 Make a brief announcement,
9.1.4 Make a brief report on his or her activities,
9.1.5 Provide a reference to staff or other sources for factual information,
9.1.6 Request staff report back at a later meeting, or
9.1.7 Direct staff to place the matter on a future agenda. (Gov. Code § 54954.2(a)(3).)
9.2 The City Council may take action on items of business not appearing on the posted agenda when one of the following conditions exists:
9.2.1 A majority of the Council determines there is an “emergency situation” as defined in State law for emergency meetings;
9.2.2 Two-thirds of the Council Members present (or all members if less than two-thirds are present) determine there is a need for immediate action and the need to take action came to the attention of the City after the agenda was posted; or
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9.2.3 The item appeared on the agenda of, and was continued from, a meeting held not more than five days earlier.
(Gov. Code § 54954.2(b).)
10. Public Participation at City Council Meetings
10.1 Each person desiring to address the Council at a City Council meeting is requested to submit to the City Clerk a speaker form. After being called upon by the City Clerk, the speaker may proceed to the podium. The speaker may state for the record his or her name and city of residence, but shall not be required to do so.
10.2 Members of the public may speak for three (3) minutes. Members of the public may not assign their speaker time to another person except when part of an organized group as set forth in Section 10.4. The time that a speaker devotes to responding to Council inquiries shall not be deducted from their allotted speaker time. To provide for an orderly meeting, the Mayor may, before the item is heard, reduce the three (3) minute time period. To provide for workshops and study sessions, the Mayor may, before the item is heard, waive or extend the three (3) minute time period.
10.3 If, in the judgment of the Mayor, an individual speaker is in the process of making a salient point and his or her time runs out, the Mayor may extend the time no more than two (2) minutes for the person to complete his or her testimony.
10.4 A group of at least five (5) speakers wishing to address a single item may, before the item is heard, designate a spokesperson and yield time to that individual provided that a single spokesperson shall be accorded no more than (15) minutes (plus an up to 2-minute extension by the Mayor if applicable) of time to complete his or her testimony. Individuals wishing to designate a single spokesperson to whom they wish to yield time must be present at the meeting, must indicate on the speaker slip that they desire to yield their time, and must include the name of their designated spokesperson on the speaker slip.
10.5 Project applicants and appellants (including members of an applicant's or appellant's project presentation team, when applicable) may speak for a combined total of up to fifteen (15) minutes on the agenda item(s) for which they are the applicants or appellants. Any PowerPoint or other media presentations to be presented at the Council meeting must be submitted to the City Clerk’s office no later than two (2) days before the meeting to ensure compatibility with the City’s multimedia system.
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or citizen concerns within the subject matter jurisdiction of the City Council. Persons addressing the City Council on an agenda item shall confine their remarks to the matter under consideration by the City Council. Speakers may be asked to clarify how their comments relate to the matter at hand. Speakers may address the entire Council or individual Council Members, and, if allowed by the Mayor or chair, City staff.
10.7 Once recognized, members of the public shall not be interrupted when speaking unless to be called to order by the Mayor to: (i) curtail extraordinary repetition, (ii) curtail speech that is irrelevant to the City Council’s subject matter jurisdiction, (iii) explain how his or her speech relates to the City’s subject matter jurisdiction, or (iv) address some other point of order. If a speaker is interrupted to be called to order, the speaker shall cease speaking until the question of order is determined, and if in order, he or she shall be permitted to proceed, with additional time allotted for the time taken to determine the question of order.
10.8 Members of the public may address the Council concerning matters within the jurisdiction of the City of Santee, but not separately listed on the agenda, during the Non-Agenda Public Comment portion of the agenda.
Each speaker shall be allotted three (3) minutes to complete his or her testimony. The first Non-Agenda Public Comment period is limited to fifteen (15) minutes. Speakers will be called in the order in which their speaker slips are submitted. The remaining speakers who wish to speak on non-agenda matters may speak during the second Non-Agenda Comment Period.
10.9 Members of the public shall not engage in willful conduct that disrupts the orderly conduct of a City Council meeting. A person’s conduct is considered disruptive if the person substantially impairs the conduct of the meeting by intentionally committing acts in violation of implicit customs or usages or of explicit rules for governance of the meeting, of which he or she knew, or as a reasonable person should have known. (See In re Kay, 1 Cal. 3d 930, 943 (1970).) Any person who so disrupts the meeting is subject to removal from the meeting.
10.9.1 Prior to removing anyone from a City meeting, the Mayor (or other designated chair) shall: (i) notify the person that he or she is in violation of Section 10.10 of this Policy, (ii) specify the specific behavior giving rise to that conclusion; (iii) explain all grounds for the belief that the person’s conduct is in violation of law/policy and why such conduct subjects the person to
expulsion; and (iv) notify the person that if the conduct continues he or she will be removed. The person receiving such notification shall be asked if he or she understands the conclusion but shall not be required to accept it.
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11. Staff Reports and Presentations
11.1 Staff shall compose Staff Reports in a clear and concise manner. Staff shall strive to write reports in a manner that can be easily understood by persons that do not have training in the report’s subject matter.
11.2 Staff presentations at Council meetings are to be condensed to the briefest extent possible, while still providing a basic overview of the issue under consideration. Staff is encouraged to refrain from reiterating issues previously addressed in the Staff Report. However, Staff engaged in such communications shall not use these opportunities to communicate with the members of the City Council the comments or position of any other member of the City Council on City Council business.
11.3 To expedite Council meetings, Council Members are encouraged to contact the City Manager prior to Council meetings to obtain answers to questions and to obtain clarifications as needed.
12. City Council Meeting Minutes
12.1 All meetings of the City Council shall be audio-recorded or video-recorded.
Meeting minutes will be prepared and made available on the City’s website.
12.2 The City Clerk shall have exclusive responsibility for the preparation of the minutes.
12.3 The minutes of City Council meetings shall be submitted to Council for approval/modification at a City Council meeting. Modifications to the City Council minutes may be made by the Council by a majority vote.
12.4 Minutes shall be prepared in brief concise form, in what are commonly referred to as “action minutes.” Action minutes memorialize what was done at a meeting, as opposed to what was said at a meeting.
Additionally, the identity of Council Members who make motions, second motions, and cast votes on motions are to be included in the minutes.
12.5 Unless the reading of the minutes of a City Council meeting is ordered by a majority of the Council, such minutes may be approved without reading if the City Clerk has previously furnished each Council Member with a copy thereof.
12.6 The approved minutes shall be executed by the Mayor and City Clerk upon approval by the City Council and shall constitute the official record of the City Council meeting.
12.7 The City Clerk shall enter the original executed minutes into the official records of the City as a permanent document.