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CC Resolution 1130011300 RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CAMPBELL ADDING SECTION 1.27, COUNCIL PROCEDURES, TO THE CITY COUNCIL POLICY MANUAL WHEREAS, the City of Campbell operates under various rules and regulations including the Campbell Municipal Code and the City Council Policy Manual; and WHEREAS, a Study Session was held on June 7, 2011 to review a proposed Council Policy establishing Council Procedures (formerly Chapter 2.06 of the Campbell Municipal Code) to provide guidelines for the conduct of Council business and protocols; and WHEREAS, the City Council directed the Council Procedures Policy be adopted as policy and added to the Council Policy Manual. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Campbell does hereby approve a Council Procedures Policy to be added as Section 1.27 to the Council Policy Manual. PASSED AND ADOPTED this 21St day of June , 2011 by the following roll call vote: AYES: COUnCllmemberS: Waterman, Low, Cristina, Kotowski, Baker NOES: Councilmembers: None APPROVED: J o T. Baker, Mayor ATTE . T: i ~~ nne Bybee, City Clerk 1.27 Procedure for the Conduct of Council Business Meetings. The regular and special meetings of the City Council of the City shall be held at the time and place, and called in the manner as specified in Campbell Municipal Code Section 2.04.020. Time limit for meetings. The City Council will attempt to adjourn all meetings by 11 p.m. In order to assure a timely adjournment, no new item shall be considered after ten p.m. The Council shall either reach consensus or vote whether or not to hear further items on the agenda. The Council may schedule special meetings as needed to accomplish any excessive backlog of business resulting from this process. Agenda: The City Manager shall be responsible for placement of items on the Agenda. Urgent or emergency matters which arise after the posting of the Agenda may be considered by Council at any regular meeting upon recommendation of the City Manager, or two Councilmembers, assuming the circumstances comply with regulations of the Brown Act. Consent calendar: The Consent Calendar contains those matters that regularly come before the Council that require formal action but are not controversial in nature and can be handled in an expeditious and proper manner via the Consent Calendar. The staff recommendations on action to be taken shall be indicated in a concise and summary report form. Adoption of the Consent Calendar may be made by one motion of the Council; provided however, that the presiding officer should first advise the audience that the consent calendar matters will be adopted in total by one action of the Council unless any Councilmember, staff, or any individual or organization interested in one or more consent calendar matter wishes to remove it from the consent calendar for separate discussion. In that event, the presiding officer may defer action on the particular matter or matters and place same on the regular agenda for consideration immediately following the acceptance of the Consent Calendar. The Consent Calendar will generally include, but not be limited to, the following matters: (1) Setting dates of public hearing; (2) Acceptance of improvements; (3) Filing of notices of completion; (4) Transfer of funds within an approved departmental budget; (5) Personnel actions within approved budgetary limits and prior authorizations; (6) Accepting donations; (7) Approval of agreements; (8) Approval of bills and claims; (9) Approval of Minutes; (10) Investment Report; and (11) Grant Applications 1 Order of business. All meetings of the Council shall be open to the public except as provided by law. At the hour established by the City Council, the Councilmembers, City Manager, City Clerk and City Attorney and such department heads or other staff members as have been requested by the City Manager to be present, shall take their regular stations in the council chambers, and the business of the Council shall be taken up for consideration and disposition in substantially the following order, except as may be otherwise ordered by the presiding officer or majority of the council: Call to order Roll Call Pledge of Allegiance Special Presentations Communications and Petitions Oral Requests Council Announcements Consent Calendar Public Hearings and Introduction of Ordinances Unfinished Business New Business Council Committee Reports Adjournment Any member of the Council may propose to agendize for a future meeting any matter at a regular or adjourned regular meeting on his/her own motion, under the agenda item entitled "Council Committee Reports," but complicated items should be submitted in writing to the City Clerk prior to five p.m. of the Tuesday preceding the meeting. No substantive discussion can occur on the item and a majority vote is required to agendize it for a future meeting. Any member of the public, or his/her authorized legal representative, or any legally interested or aggrieved party, or any other person with the permission of the presiding officer, may address the Council under Oral Requests on any unagendized matter concerning the City's business. Preparation of Minutes. The Minutes of the Council shall be kept by the City Clerk and shall become the official records of the City. The City Clerk shall prepare action minutes and shall record the names of individuals who address the Council and whether they spoke in support of or opposition to the subject matter to which they are addressing the Council. The City Clerk shall prepare the Minutes following each Council meeting which shall generally be agendized for approval at the next regular Council meeting. Presiding officer. The presiding officer of the City Council shall be the Mayor, and in the Mayor's absence the Vice Mayor. In the absence of the Mayor and designated Vice Mayor, the City Clerk shall call the Council meeting to order, whereupon a temporary Mayor pro tempore shall be elected by the members of the Council present. Upon the arrival of the Mayor or the Vice Mayor, the temporary Mayor pro tempore shall 2 immediately relinquish the chair upon the conclusion of the matter of business then before the Council. Conduct of Business: During the public hearing or when any subject or question is presented to the Council, and before any motion is made with reference thereto, the presiding officer shall inquire if there are any persons present who desire to speak upon the subject. Any such person may then be permitted to speak upon stating his/her name, and addressing his/her remarks to the Council as a body and not to any member thereof, except with the permission of the presiding officer. Councilmembers desiring to address another member of the Council, or a member of the public, shall only do so upon recognition by the chair. In general, public comments will be limited to two minutes. Discussion of a subject may be further limited by the presiding officer for the expedience of Council business. Consideration and debate of matters by Council. After a public hearing has been closed, or if the matter for consideration is not the subject of a public hearing and all interested persons desiring to speak on the matter have been heard, the Council may debate the matter. During such time, no member of the audience may speak on the subject, except upon the request of a member of the Council through the presiding officer. During such debate, a member of the Council desiring to speak or to address another member of the Council shall address the Chair, and upon recognition by the Chair may speak or address other members of the Council, but shall confine discussion to the question under debate. Ordinances, Resolutions, motions and contracts. Preparation of ordinances shall be prepared and/or reviewed by the City Attorney. No ordinance shall be prepared for presentation to the Council unless originating as a workplan item, ordered by a majority vote of the Council, or requested by the City Manager, or prepared by the City Attorney on his/her initiative. Approval by Administrative staff. All ordinances, resolutions, and contract documents shall, before presentation to the Council, be approved as to form and legality by the City Attorney or his/her authorized representative and shall have been examined and approved for administration by the City Manager or the Manager's authorized representative where there are substantive matters of administration involved. Introducing for Passage or Approval. Ordinances, resolutions and other matters or subjects requiring Council action must be introduced by a member of the Council by motion, duly made and seconded. Upon the making of a motion, no debate thereon shall be permitted until duly seconded. After the vote has been called, there shall be no further discussion or debate except that members of the Council may be permitted by the presiding officer to explain their votes. Decorum. While the Council is in session, all persons shall preserve order and decorum. Any person making personal, impertinent or slanderous remarks, or who becomes boisterous while addressing the Council, may be forthwith, by the presiding 3 officer, barred from further audience before the Council, unless permission to continue is granted by a majority vote of the Council. Any person who is so disorderly or who so persistently disrupts the business meeting so as to interfere with the proper conduct of the business may be ordered removed from the meeting place. The Police Chief, or such member or members of the police department of the city as chief may designate, shall be sergeant-at-arms of the council meeting. The sergeant-at- arms shall carry out all orders and all instructions of the presiding officer for the purpose of maintaining order and decorum at the Council meetings. Duties of presiding officer. The presiding officer shall preserve strict order and decorum at all meetings of the Council. The presiding officer shall state every question coming before the Council, announce the decision of the council on all subjects, and decide all questions of order; subject, however, to an appeal to the Council, in which event a majority vote of the Council shall govern and conclusively determine such question of order. The presiding officer's name shall be called last on any question in voting. . Study sessions. From time to time, the Council will meet in a study session at a time and place to be designated by the Mayor or City Manager. Such study sessions will be open to the public and press, as provided by law. Study sessions shall be devoted to matters regarding which the interchange of information preliminary to a regular meeting is deemed to be beneficial. No official action shall be taken at such study session on any matter under discussion. Council members in attendance shall be entitled to express their opinions on any matter under discussion, and public comments will be heard. 4