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CC Resolution No. 947 1698 RESOLUTION NO. 947 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BAYTOWN ESTABLISHING RULES AND PROCEDURES FOR CONDUCTING COUNCIL MEETINGS; REPEALING PRIOR RESOLUTIONS PERTAINING TO COUNCIL RULES AND PROCEDURES; AND PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, Sections 25 and 27 of the City Charter authorize the Council to fix the time of its regular meeting and to determine its rules and order of business; and WHEREAS, it is deemed advisable for the Council to establish rules for the conduct of Council meetings, both formal and informal, and to establish rules of courtesy for those persons attending meetings of the Council; NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF BAYTOWN, TEXAS: Section 1: The following rules are established for the conduct of formal and informal meetings of the Council: ( a) Regular meetings . The Council shall hold its regular meetings in the Council Chamber at City Hall on the second and fourth Thursday of each month beginning at 6 : 30 p.m. , unless otherwise established by the Council . ( b) Work sessions . Work sessions shall be called by the City Clerk upon the request of the Mayor , the City Manager , or a majority of the members of the Council . Such meetings shall be held in the City Hall Conference Room unless otherwise established by the Council . In the event of a work session , the City Clerk shall notify each member of the Council . ( c) Special meetings . Special meetings of the Council shall be called by the City Clerk upon the request of the Mayor , the Ci ty Manager , or a majori ty of the members of the Council . In the event of a special called meeting , the City Clerk shall notify each member of the Council . ( d) Call to order . The meetings of the Council shall be called to order by the Mayor , or in his absence, by the Mayor Pro Tempore , and in the absence of both the Mayor and Mayor Pro Tempore , the meeting shall be called to order by the City Clerk . In the absence of both the Mayor and Mayor Pro Tempore , and with a quorum being present , the members present may elect one of their number upon nominations for that purpose to serve as temporary presiding officer for the meeting . 1699 ( f ) Substitution for Chair . The Chair may call upon the Major Pro Tempore , or if he or she is unavailable , then any other member to take his or her place , for a portion of the meeting , substitution not to continue beyond adjournment . ( g) Rules . Robert ' s Rules of Order ( latest revision) shall govern in all cases unless in conflict with the City Charter , City ordinances , or rules of procedure hereby adopted provided that Section 42 , "Rules Governing Debate , Rules Against the Chair ' s Participation in Debates " shall not be applicable and the Mayor or presiding officer of the proceedings of the City Council shall have the right to participate in debate of issues pending before the Council . ( h) Council members shall clearly indicate their vote on each matter submitted to a vote , and the result shall be announced by the City Clerk. Section 2: The following rules of courtesy are adopted for persons in attendance at all meetings of the Council: ( a) Recognition by presiding officer . No person shall address the Council without first being recognized by the presiding officer . ( b) Procedure . Each person addressing the Council shall step up to the microphone provided for the use of the public and give his name and address in an audible tone of voice for the records , state the subject he wishes to discuss , state whom he is representing if he represents an organization or other persons . All remarks shall be addressed to the Council as a whole and not to any member thereof . No person other than members of the Council and the person having the floor shall be permitted to enter into any discussion , directly or through a member of the Council , without permission of the presiding officer . No question may be asked a member of the City staff without the permission of the presiding officer . ( c) Spokesman for group of persons . In order to expedite matters and to avoid repetitious presentations , whenever any group of persons wishes to address the Council on the same subject , it shall be proper for the presiding officer to request that a spokesman be chosen by the group to address the Counci 1 , and in case additional matters are to be presented by any other member of the group , to limit the number of such persons addressing the Council . ( d) Charges against employees . Should any person in a Council meeting charge an employee with improper conduct , malfeasance , nonfeasance , or misfeasance , then , in such event , such person shall be ruled out of order immediately and instructed to refer his complaint 1700 Section 3: The following rules concerning the agenda of Council are adopted. The agenda order set out is the desired order for conducting the business of the City Council of the City of Baytown. However, at the discretion of the Mayor, when it appears that it is to the best interest of the Council and the citizens of Baytown, any item appearing on the agenda shall be considered out of order as shall be determined by the mayor in the exercise of his or her discretion. An item shall not be brought up for reconsideration by the Council by any person or Council member if the item has been previously considered and voted on by the Council within the previous six months, unless the Council by majority vote waives this restriction as to the item. The desired order is: ( 1 ) Call to order ( 2 ) Announcement of quorum - the Mayor shall announce that a quorum of the Council is present . ( 3 ) Invocation ( 4) Approval of minutes - the minutes of the previous meetings of the City Council shall be submitted to Council for approval or correction and then approval . ( 5 ) Citizen Communications - Items not on agenda ( 5 minutes per speaker ) - Any citizen who desires to address Council on a matter not included on the agenda may do so at this time . However , council respectfully requests that prior to appearing before Council , the citizen has made every attempt to resolve the problem through administrative channels . Each citizen will be allowed a maximum of five minutes to express their views . However , Council reserves the right to extend said time by a majority vote of Council , but does not provide that any part of the time may be relinquished to another party. Council reserves the privilege to make inquiries of the citizen at the end of his/her presentation. However , since this is an information gathering period for Council , all inquiries , requests , etc . will be referred to the administration for processing , and a response to the citizen will be made at a later date . To provide an efficient and orderly process to handle citizen communications , each citizen desiring to speak will be asked to complete a citizen communication form to be provided by the City Clerk . The form will provide a space for the individual ' s name , address , telephone number , date of requested appearance , reasons 1701 ( 6 ) Public hearing - In the event action has been previously taken calling a public hearing , the public hearing shall commence at the time set forth in the action calling such hearing. ( 7 ) Business - Ordinances , resolutions , motions , reports , and discussion items shall be considered at this time. ( 8 ) Consent agenda - Routine matters which require no discussion ( any Council member may remove any item from the consent agenda for discussion) . ( 9) Appointments - Any appointment to boards , committees or commissions shall be considered at this time . ( 10) City Manager ' s report - The City Manager will present reports of current problems and affairs of interest to the Council . ( 11 ) Executive session - In the event it is necessary for Council to retire to executive session for the purpose of discussing matters which are permissible as enumerated in Section 2 of Article 6252-17 , V.A. T.C. S. , council may retire into closed session . However , before such session , the Mayor shall announce that the executive session is commencing , and the reason therefore. ( 12 ) Adjournment . Section 4: Resolution No. 747 which previously set forth rules and procedures for the conduct of Council meetings is hereby repealed. Section 5: This resolution shall take effect immediately from and after its passage by the City Council of the City of Baytown. INTRODUCED, READ, and PASSED by the affirmative vote of the City Council of the City of Baytown, this the 24 day of Aoril , 1986. 'EMMETT O. HU TO Mayor ATTEST: �rk EILEEN P. HALL, City-Clerk erk APPROVED: