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09/12/2023 - SPCITY OF GRAND TERRACE CITY COUNCIL AGENDA ● SEPTEMBER 12, 2023 Community Room Special Meeting Workshop 4:00 PM 22795 Barton Road ● City Hall City of Grand Terrace Page 1 COMMENTS FROM THE PUBLIC The public is encouraged to address the City Council on any matter posted on the agenda. If you wish to address the City Council, please complete a Request to Speak card located at the front entrance and provide it to the City Clerk. Speakers will be called upon at the appropriate time and each person is allowed three (3) minutes speaking time. The City wants you to know that you can also submit your comments by email to ccpubliccomment@grandterrace-ca.gov. To give the City Clerk adequate time to print out your comments for consideration at the meeting, please submit your written comments prior to 3:00 p.m. If you wish to have your comments read to the City Council during the appropriate Public Comment period, please indicate in the Subject Line the agenda item you have submitted for public comment. Comments that you want read to the City Council will be subject to the three (3) minute time limitation (approximately 350 words). Pursuant to the provisions of the Brown Act, no action may be taken on a matter unless it is listed on the agenda. PLEASE NOTE: Copies of staff reports and supporting documentation pertaining to each item on this agenda are available for public viewing and inspection at City Hall, 1st Floor Lobby Area and 2nd Floor Reception Area during regular business hours and on the City’s website www.grandterrace-ca.gov. For further information regarding agenda items, please contact the office of the City Clerk at (909) 954-5207, or via e-mail at dthomas@grandterrace-ca.gov. Any documents provided to a majority of the City Council regarding any item on this agenda will be made available for public inspection in the City Clerk’s office at City Hall located at 22795 Barton Road during normal business hours. In addition, such documents will be posted on the City’s website at www.grandterrace-ca.gov. AMERICANS WITH DISABILITIES ACT In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the City Clerk’s Office, (909) 954-5207 at least 48 hours prior to the advertised starting time of the meeting. This will enable the City to make reasonable arrangements to ensure accessibility to this meeting. Later requests will be accommodated to the extent feasible [28 CFR 34.102.104 ADA Title II]. Agenda Grand Terrace City Council September 12, 2023 City of Grand Terrace Page 2 CALL TO ORDER Convene City Council Pledge of Allegiance Roll Call Attendee Name Present Absent Late Arrived Mayor Bill Hussey    Mayor Pro Tem Doug Wilson    Council Member Sylvia Rodriguez-Robles    Council Member Jeff Allen    Council Member Kenneth J. Henderson    A. PUBLIC COMMENT This is the opportunity for members of the public to comment on items on the agenda only. At a Special Meeting of the City Council, pursuant to California law, the City Council will be taking public comment on items listed on the agenda. B. NEW BUSINESS 1. Review City Council Policies and Procedures RECOMMENDATION: Provide Staff With any Updates to the City Council Policies and Procedures for Implementation DEPARTMENT: CITY MANAGER ADJOURN The Next Regular City Council Meeting will be held on Tuesday, September 12, 2023, at 6:00 p.m. AGENDA REPORT MEETING DATE: September 12, 2023 TITLE: Review City Council Policies and Procedures PRESENTED BY: Konrad Bolowich, City Manager RECOMMENDATION: Provide Staff With any Updates to the City Council Policies and Procedures for Implementation 2030 VISION STATEMENT: This staff report supports all adopted Goals of the City Council's 2030 Vision and supports all adopted Core Values. BACKGROUND: The City Council, as a body, has adopted policies and procedures for the conduct of its meetings. These rules, as a whole, were last reviewed in May of 2021. On July 25, 2023, Council Member Henderson asked that the policies and procedures be brought back to the City Council for review and discussion. DISCUSSION: This request provides an opportunity for the City Council to review its policies and procedures and engage in actions as the City Council finds appropriate to ensure that the current rules reflect the City Council’s procedural requirements. ENVIRONMENTAL IMPACT None. FISCAL IMPACT: None. ATTACHMENTS: • Council Procedures - 09_27_2022 (PDF) APPROVALS: Konrad Bolowich Completed 09/07/2023 2:53 PM City Manager Completed 09/07/2023 2:54 PM B.1 Packet Pg. 3 City Council Pending 09/12/2023 4:00 PM B.1 Packet Pg. 4 City of Grand Terrace Council Procedures Adopted August 10, 2006 Revised 01/13/2015, 06/25/2019, 05/25/2021 & Revised September 27, 2022 B.1.a Packet Pg. 5 At t a c h m e n t : C o u n c i l P r o c e d u r e s - 0 9 _ 2 7 _ 2 0 2 2 ( C i t y C o u n c i l P o l i c i e s a n d P r o c e d u r e s D i s c u s s i o n ) TABLE OF CONTENTS MEETINGS 1.1 Regular Meetings ............................................................................................. 4 1.2 Adjourned Meetings ......................................................................................... 4 1.3 Special Meetings ............................................................................................. 4 1.4 Emergency Meetings ....................................................................................... 4 1.5 Closed Sessions-Matters of Discussion ........................................................... 4 1.6 Closed Session-Report of Action/Statement of Reasons ................................. 5 1.7 Quorum ........................................................................................................... 5 1.8 Meeting End Time ........................................................................................... 5 ORDER OF BUSINESS 2.1 Agenda ..................................................................................................................... 5 2.2 Requests for Future Agenda Items by the Public …. ....................................... 7 2.3 Call to Order…… ............................................................................................. 7 2.4 Roll Call ........................................................................................................... 7 2.5 Absence of City Clerk ...................................................................................... 7 2.6 Preparation/Approval of Minutes ...................................................................... 8 2.7 Public Hearings................................................................................................ 8 2.8 Resolutions. ............................................................................................................. 9 2.9 Ordinances ............................................................................................................... 9 2.10 Urgency Ordinances (Emergency .................................................................. 10 2.11 Consideration of Items not on the City Council Agenda ................................. 10 2.12 Adjournment ........................................................................................................... 10 III PRESIDING OFFICER 3.1 Presiding Officer .............................................................................................. 10 3.2 Participation of Presiding Officer ...................................................................... 11 3.3 Question (Motion) to be Stated ........................................................................ 11 3.4 Signing of Document ....................................................................................... 11 3.5 Maintenance of Order ...................................................................................... 11 3.6 Authority to Sign Resolutions of Support ......................................................... 11 IV RULES, DECORUM, AND ORDER 4.1 Points of Order ................................................................................................. 11 4.2 Decorum and Order - Council Members .......................................................... 12 4.3 Decorum and Order – Employees.................................................................... 12 4.4 Decorum and Order – Public ........................................................................... 12 4.5 Personal Interest .............................................................................................. 14 4.6 Limitation of Debate ......................................................................................... 14 4.7 Dissent and Protest ......................................................................................... 14 4.8 Procedures and Rule ....................................................................................... 14 4.9 Sergeant at Arms............................................................................................. 14 4.10 Meeting Disruptions ....................................................................................... 14 4.11 Enforcement .................................................................................................. 14 V ADDRESSING THE COUNCIL 5.1 Manner of Addressing the Council .................................................................. 20 5.2 Time Limitation ............................................................................................... 21 5.3 Addressing the Council After Motion is Made ................................................. 21 5.4 Written Communication ................................................................................... 21 B.1.a Packet Pg. 6 At t a c h m e n t : C o u n c i l P r o c e d u r e s - 0 9 _ 2 7 _ 2 0 2 2 ( C i t y C o u n c i l P o l i c i e s a n d P r o c e d u r e s D i s c u s s i o n ) VI MOTIONS 6.1 General Procedure of Acting on Agenda Items ............................................. 21 6.2 Processing of Motions. .................................................................................... 22 6.3 Division of Motion ........................................................................................... 22 6.4 Order of Motions ............................................................................................. 22 6.5 Particular Motions, Purpose, and Criteria ........................................................ 22 VII VOTING 7.1 Voting Procedure ............................................................................................. 23 7.2 Voting ....................................................................................................................... 23 7.3 Failure to Vote ................................................................................................. 23 7.4 Reconsideration ............................................................................................... 24 VIII ROSENBERG’S RULES OF ORDER ........................................................................ 25 B.1.a Packet Pg. 7 At t a c h m e n t : C o u n c i l P r o c e d u r e s - 0 9 _ 2 7 _ 2 0 2 2 ( C i t y C o u n c i l P o l i c i e s a n d P r o c e d u r e s D i s c u s s i o n ) 4 I MEETINGS The Ralph M. Brown Act, commencing at Government Code Section 54950 et seq., (“Brown Act”) governs the meetings of the City Council. Except for very limited circumstances, the Brown Act requires that all City Council meetings be conducted in open session. 1.1 REGULAR MEETINGS. The Regular City Council Meetings are held on the second and fourth Tuesday of every month, beginning at 6:00 p.m. 1.2 ADJOURNED MEETINGS. Any regular or adjourned meeting may be adjourned to a time, place, and date certain, but not beyond the next regular meeting. 1.3 SPECIAL MEETINGS. A special meeting may be called at any time by the Presiding Officer of the legislative body of a local agency, or by a majority of the members of the legislative body, by delivering written notice to each member of the legislative body and to each local newspaper of general circulation and radio or television station requesting notice in writing. The notice shall be delivered personally, by fax or e-mail 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. No other business shall be considered at these meetings by the legislative body. The written notice may be dispensed with as to any member who at, or prior to, the time the meeting convenes files with the clerk or secretary of the legislative body a written waiver of notice. The waiver may be given by telegram, fax or e-mail. The written notice may also be dispensed with as to any member who is actually present at the meeting at the time it convenes. The call and notice shall be posted at least 24 hours prior to the special meeting in a location that is freely accessible to members of the public. 1.4 EMERGENCY MEETINGS. In the case of an emergency situation involving matters upon which prompt action is necessary due to the disruption or threatened disruption of public facilities, a legislative body 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. 1.5 CLOSED SESSIONS - MATTERS OF DISCUSSION. Any matter proposed to be considered in closed session must appear on the posted agenda unless added on an emergency basis in the same manner as required for items on the open agenda. Closed session item descriptions shall generally comply with Government Code Section 54954.5. Following the conclusion of closed session, any action taken shall be reported in open session if required by Government Code Section 54957.1. All meetings of the Council shall be open to the public; however, the Council may hold Closed Sessions, from which the public may be excluded, for consideration of the following subjects: B.1.a Packet Pg. 8 At t a c h m e n t : C o u n c i l P r o c e d u r e s - 0 9 _ 2 7 _ 2 0 2 2 ( C i t y C o u n c i l P o l i c i e s a n d P r o c e d u r e s D i s c u s s i o n ) 5 a. Pending litigation; b. Threatened or anticipated litigation against the local agency; c. Commencement of litigation; d. Real estate negotiations; e. Public Employment; and f. Labor Negotiations 1.6 CLOSED SESSIONS - REPORT OF ACTION/STATEMENT OF REASONS. Any matter proposed to be considered in closed session must appear on the posted agenda unless added on an emergency basis in the same manner as required for items on the open agenda. Closed session item descriptions shall generally comply with Government Code Section 554954.5. Following the conclusion of closed session, any action taken shall be reported in open session if required by Government Code Section 54957.1. Prior to, or after, a Closed Session, the Council shall state the general reason, or reasons, for the Closed Session. The Council may consider only those items covered in the statement. 1.7 QUORUM. A majority of the Council (three members) shall be sufficient to conduct business. In the absence of a majority of the Council Members from a regular or adjourned meeting, the City Clerk may declare the meeting adjourned to a stated day and hour. Motions may be passed by a 2-1 vote if only three Members are present. However, the following matters require a minimum of three affirmative votes: a. Ordinances (emergency/urgency ordinances require four affirmative votes); b. Resolutions; c. Orders for payment of money; d. Selection of Officers (exclusive of Presiding Officer). 1.8 MEETING END TIME. Except as to matters discussed in closed session in compliance with the Brown Act, City Council meetings shall conclude at 10:00 P.M. If the City Council desires to continue after 10:00 P.M., then a motion may be made to extend the meeting after 10:00 P.M., provided that such a motion shall specify the proposed meeting end time and shall require a second (e.g., “I move to extend the meeting end time to 11:00 P.M.”). This motion shall require approval of a majority of the City Council members then voting in order to pass. II ORDER OF BUSINESS 2.1 AGENDA. The order of business of Council meetings will be listed in the Agenda prepared by the City Clerk. The Council will follow the order of business in the prepared Agenda; items of general, or special, interest may be taken out of order by the Chair or by a majority vote of the Council. B.1.a Packet Pg. 9 At t a c h m e n t : C o u n c i l P r o c e d u r e s - 0 9 _ 2 7 _ 2 0 2 2 ( C i t y C o u n c i l P o l i c i e s a n d P r o c e d u r e s D i s c u s s i o n ) 6 a. Posting. The Agenda will be posted in three public places designated by Council for such purpose and will be available for public review at City Hall at least 72-hours prior to the commencement of regular meetings. All Agenda packet material will be available for review at City Hall and at Council Chambers. The designated public places for posting the agenda are the Civic Center, Library and the Senior Center. b. Consent Calendar. Consent Calendar items are considered by Council to be routine and noncontroversial and will all be enacted by one motion in the form listed. There will be no separate discussion of these items prior to the time the Council votes on the motion to adopt unless members of the Council, Staff, or the public request specific items be removed from the Consent Calendar for separate action. The Check Register will routinely appear on the Consent Calendar. Any Council Member may request that an item be removed from the Consent Calendar. Removed items will be heard immediately after approval of the remaining items on the Consent Calendar or later in the meeting. If a Council Member removes an item from the Consent Calendar, then he or she shall have the responsibility to make a motion on the item (e.g., a motion to approve, deny, continue, etc.). c. Public Comment. This is the opportunity for members of the public to comment on any items not appearing on the regular agenda. Because of restrictions contained in California Law, the City Council may not discuss, or act on, any item not on the agenda, but may briefly respond to statements made or ask a question for clarification. The Chair may also request a brief response from staff to questions raised during public comment or may request a matter be agendized for a future meeting. d. Requests for Future Agenda Items by City Council. The agenda shall contain a section entitled “Requests for Future Agenda Items by City Council.” If a City Council Member is interested in a task or project that will require more than one hour of staff time to complete, the City Council Member shall submit the item to the City Manager and the item shall be agendized in this section to ask the City Council if time should be spent on preparing a report on the proposed item. To ensure compliance with the Brown Act, all item requests shall be submitted to the City Manager at least one week in advance of the meeting so that the item can be included on the agenda under this section. In order for any listed item to be placed on a future agenda for substantive discussion, the City Council must act by formal motion (i.e., requires a motion and a second) to direct the City Manager to place the item on a future agenda. Pursuant to the requirements of the B.1.a Packet Pg. 10 At t a c h m e n t : C o u n c i l P r o c e d u r e s - 0 9 _ 2 7 _ 2 0 2 2 ( C i t y C o u n c i l P o l i c i e s a n d P r o c e d u r e s D i s c u s s i o n ) 7 Brown Act, no other items may be considered other than those listed in this section. e. Public Comment on Agenda Items. Members of the public will be given an opportunity to address items on the agenda, before action is taken on the items, by filing out a speaker card indicating their desire to speak on a specific agenda item. f. City Council Communications. This section shall be placed at the end of the Council Agenda, but immediately before the “City Manager Communications” section. This is an opportunity for the Mayor and Council Members to report on their activities and the actions of the Committees upon which they sit and to bring a matter to the attention of the full Council and staff. When a Council Member travels at the City’s expense serving as a representative of the City at a committee meeting or conference, the Council Member must provide an update report on that activity at the next Council meeting. Any matter that was considered during the public hearing portion is not appropriate for discussion in this section of the agenda. NO ACTION CAN BE TAKEN AT THIS TIME. g. City Manager Communications. This is an opportunity for the City Manager to make any City-related announcements to the Council and members of the public. 2.2 REQUESTS FOR FUTURE AGENDA ITEMS BY THE PUBLIC. Any request to have an item placed on a future agenda must be made in writing and submitted to the City Clerk’s office and the request will be processed in accordance with Council Procedures. The City Clerk will provide copies of the request to Council Members prior to the next Council meeting; however, it is the City Manager's, or majority of Council's, discretion whether to place the item on the next regular Agenda. 2.3 CALL TO ORDER. The meeting of the Council shall be called to order by the Chair or, in his/her absence, the Vice Chair. (See Section 3.1 for absence of Chair and Vice Chair.) In the absence of all Council Members, the City Clerk shall call the meeting to order and declare the same adjourned to a stated day and hour. The meetings will be opened with invocation and the Pledge of Allegiance. 2.4 ROLL CALL. A roll call of Chair and Council Members will be conducted by the City Clerk, who enters the names of those present and those absent in the Minutes. 2.5 ABSENCE OF CITY CLERK. If the City Clerk is absent from a Council meeting, the Deputy City Clerk acts in the Clerk's behalf. If there is no Clerk or Deputy B.1.a Packet Pg. 11 At t a c h m e n t : C o u n c i l P r o c e d u r e s - 0 9 _ 2 7 _ 2 0 2 2 ( C i t y C o u n c i l P o l i c i e s a n d P r o c e d u r e s D i s c u s s i o n ) 8 present, the Chair shall appoint a Council Member to serve as City Clerk Pro Tempore (Gov’t Code § 36804). 2.6 PREPARATION/APPROVAL OF MINUTES. It is the City Clerk's responsibility to maintain a record (Minutes) of Council meetings. The Clerk shall have exclusive responsibility for preparation of the Minutes, and any directions for changes in the Minutes may be made only by Council action. In order to maintain a full and true Minute record, the Minutes shall consist of a clear and concise statement of each and every Council action including motions made and the vote thereon. Items may be included if considered to be particularly relevant or otherwise necessary by the Clerk. Action Minutes will be taken of all City Council meetings (Regular, Special; Emergency) by the City Clerk, or designee. Any Council Member may request a statement be included in the Minutes by indicating "for the record." The Minutes shall also include hyperlinks to allow access to staff reports, attachments and any presentation materials (e.g., PowerPoint presentations) presented to the City Council. 2.7 PUBLIC HEARINGS. It is the policy of the Council to assure that the due process rights of all persons are protected during City hearings. A “quasi-judicial” hearing is a hearing that requires a higher level of procedural due process because of the potential impact on life, liberty or property). Usually, quasi-judicial hearings involve a single parcel of land and apply facts and evidence in the context of existing law. Findings must be stated to explain the evidentiary basis for the Council’s decision. The following procedure is suggested for conducting public hearings in which there is an applicant (e.g., land use applications: a. Chair states the Public Hearing Item. b. Announcement of any ex parte communications, conflicts of interest, and/or recusals. c. Staff Presentation and recommendation on the Public Hearing Item. d. Council asks questions of Staff. e. Open the Public Hearing. 1. Applicant’s presentation on the Public Hearing Item. 2. Council asks questions of the Applicant. 3. Public Testimony in favor and against the Public Hearing Item. 4. Applicant’s rebuttal. f. Close the Public Hearing. B.1.a Packet Pg. 12 At t a c h m e n t : C o u n c i l P r o c e d u r e s - 0 9 _ 2 7 _ 2 0 2 2 ( C i t y C o u n c i l P o l i c i e s a n d P r o c e d u r e s D i s c u s s i o n ) 9 g. Council deliberates on the Public Hearing item. h. Council votes. The following procedure is suggested for conducting public hearing in which there is no applicant (e.g., a City-initiated change to the Development Code): a. Chair states the Public Hearing Item. b. Announcement of any ex parte communications, conflicts of interest, and/or recusals. c. Staff Presentation and recommendation on the Public Hearing Item. d. Council asks questions of Staff. e. Open the Public Hearing to allow public testimony in favor and against the Public Hearing Item. f. Close the Public Hearing. g. Council deliberates on the Public Hearing Item. h. Council votes on the item. Council Members should also refrain from asking questions or, in any way, interfere with the “public testimony” portion of the Public Hearing section. 2.8 RESOLUTIONS Resolutions Not Prepared in Advance of a City Council meeting: When a resolution has not been prepared in advance of a City Council meeting, the procedure shall be to instruct the City Attorney to prepare a resolution for presentation at the next Council Meeting. Urgency Resolutions: In matters of urgency, a resolution may be presented verbally, with specific instructions to the City Attorney and staff for written preparation of the urgency resolution. After the resolution has been verbally stated, the resolution may be adopted by three affirmative votes. Urgency resolutions shall be avoided except when absolutely necessary. 2.9 ORDINANCES Consent Calendar Agenda Item #1, on the City Council agenda shall waive full reading of all ordinances on the City Council agenda. Council will approve the introduction, or first reading, of the ordinance, by title only and if approved, the adoption and second reading will be scheduled for the following Council meeting. B.1.a Packet Pg. 13 At t a c h m e n t : C o u n c i l P r o c e d u r e s - 0 9 _ 2 7 _ 2 0 2 2 ( C i t y C o u n c i l P o l i c i e s a n d P r o c e d u r e s D i s c u s s i o n ) 10 The first reading of a proposed ordinance will be placed under the “New Business” or “Public Hearing” sections of the agenda pursuant to applicable law. The second reading of a proposed ordinance will be placed on the Consent Calendar except as otherwise required by applicable law. With the exception of urgency (emergency) ordinances, no ordinance shall be adopted by the Council on the date of introduction, nor within five days thereafter, nor at any time other than a regular or adjourned regular meeting. An ordinance must be adopted, at its second reading, by at least three affirmative votes, and becomes effective 30 days thereafter (an urgency ordinance requires a minimum of four affirmative votes and becomes effective immediately, Ref: Sec. 2.10). If an ordinance is altered after first reading, a motion for an amended first reading is required. The ordinance shall not be considered for adoption until five days thereafter. Correction of a typographical or clerical error does not constitute alteration of the ordinance. 2.10 URGENCY ORDINANCES (EMERGENCY). An ordinance which is necessary to go into effect immediately and requires a four-fifths vote to do so. It is required, however, to be on the regular posted City Council agenda. 2.11 CONSIDERATION OF ITEMS NOT ON THE CITY COUNCIL AGENDA. No matters, other than those appearing on the Agenda, will be acted upon by the City Council, except matters which are deemed to be of an emergency nature requiring action prior to the next regular meeting and which arose after the posting of the Agenda. Adding such items requires a four-fifths vote of the City Council. 2.12 ADJOURNMENT. Adjournment of the meeting to the next regular meeting does not require a motion. A motion is required to adjourn a meeting to an adjourned meeting specifying the date, time, and place of said adjourned meeting. III PRESIDING OFFICER 3.1 PRESIDING OFFICER. The Chair shall be the Presiding Officer at all meetings of the Council. In the absence of the Chair, the Vice Chair shall preside. In the absence of both the Chair and Vice Chair, the Council shall elect a temporary Presiding Officer to serve until the arrival of the Chair or Vice Chair, or until adjournment. The terms "Presiding Officer," "Mayor," and "Chair" shall be used interchangeably within this manual. B.1.a Packet Pg. 14 At t a c h m e n t : C o u n c i l P r o c e d u r e s - 0 9 _ 2 7 _ 2 0 2 2 ( C i t y C o u n c i l P o l i c i e s a n d P r o c e d u r e s D i s c u s s i o n ) 11 3.2 PARTICIPATION OF PRESIDING OFFICER. The Presiding Officer is, primarily, responsible for the conduct of the meeting; may move, second, and debate from the Chair, subject only to such limitations of debate as are imposed on all Council Members; and shall not be deprived of any such rights and privileges. 3.3 QUESTION (MOTION) TO BE STATED. The Presiding Officer shall verbally restate each motion immediately prior to calling for the vote. Following the vote, the City Clerk shall announce whether the motion carried or was defeated. In cases where the action of the Council may be unclear for those in the audience, the Chair shall summarize the action of the Council before proceeding to the next item of business. 3.4 SIGNING OF DOCUMENT. Subject to Council policy, the Chair shall sign ordinances, resolutions, and contracts approved by the Council at meetings at which he/she is in attendance. In the event of his/her absence, the Vice Chair shall sign all such documents approved and adopted by Council. 3.5 MAINTENANCE OF ORDER. The Chair is responsible for the maintenance of order and decorum at all times. No person shall be allowed to speak who has not first been recognized by the Chair. All questions and remarks shall be addressed to the Chair. 3.6 AUTHORITY TO SIGN RESOLUTIONS OF SUPPORT. The Mayor is authorized to respond to requests for support by the League of California Cities and the California Joint Powers Insurance Authority of its position on legislation before the legislature or the voters with a signed resolution and/or letter, on behalf of the City Council, without a formal vote of the City Council. Prior to signing the aforementioned resolution and/or of support, the request for support from League of California Cities and/or the California Joint Powers Insurance Authority will be distributed to all members of the City Council. Unless the Mayor or City Manager receives a request from a Council member to place the request for support on a council agenda within seventy-two hours of the aforementioned documents being sent, the Mayor shall sign the resolution/letter and cause it to be returned to the League of California Cities and/or the California Joint Powers Insurance Authority. IV RULES, DECORUM, AND ORDER 4.1 POINTS OF ORDER. The Presiding Officer shall determine all Points of Order subject to the right of any Council Member to appeal to the Council. If any appeal is taken, the question shall be in the following form: “Shall the decision of the Presiding Officer be sustained?" In this event, a majority vote shall govern and conclusively determine such question of order. B.1.a Packet Pg. 15 At t a c h m e n t : C o u n c i l P r o c e d u r e s - 0 9 _ 2 7 _ 2 0 2 2 ( C i t y C o u n c i l P o l i c i e s a n d P r o c e d u r e s D i s c u s s i o n ) 12 4.2 DECORUM AND ORDER – COUNCIL MEMBERS 1. Every Council Member desiring to speak shall address the Presiding Officer and, upon recognition by the Presiding Officer, shall confine himself/herself to the question under debate. 2. Every Council Member desiring to question the administrative staff shall address questions to the City Manager or City Attorney, who shall be entitled to either answer the inquiry or designate a member of staff for that purpose. 3. A Council Member who is recognized to speak by the Presiding Officer shall not be interrupted except in the following circumstances: (i) a point of order is raised by another Council Member; or (ii) the recognized Council Member yields to questions from another Council Member. 4. A Council Member who is called to order while speaking shall cease speaking until the question of order is determined. If ruled to be not in order, the Council Member shall remain silent or shall alter the remarks so as to comply with rules of the Council. 5. The Chair and Council Members shall accord the utmost courtesy to each other, to City employees, and to the public appearing before the Council and shall refrain at all times from rude and derogatory remarks, reflections as to integrity, abusive comments, and statements as to motives and personalities. 6. Any Council Member may move to require the Chair to enforce the rules, and the affirmative vote of a majority of the Council shall require the Chair to so act. 4.3 DECORUM AND ORDER – EMPLOYEES. Members of the Administrative staff and employees of the City shall observe the same rules of procedure and decorum applicable to members of the Council. The City Manager shall ensure that all City Employees observe such decorum. Any Staff member, including the City Manager, desiring to address the Council shall first be recognized by the Chair. All remarks shall be addressed to the Chair, and not to anyone individual Council Member or public member. 4.4 DECORUM AND ORDER – PUBLIC. The City Council, elected by the public, must be free to discuss issues confronting the City in an orderly environment. a. Any member of the public who engages in disorderly behavior that actually disrupts, disturbs or otherwise impedes the orderly conduct of any City Council meeting shall, upon an order by the Presiding Officer or a majority of the City Council, be barred from further audience before the City Council during that meeting, pursuant to the provisions of subsection (c), below. b. Disorderly behavior under subsection (a) may include, but is not limited to, the following: B.1.a Packet Pg. 16 At t a c h m e n t : C o u n c i l P r o c e d u r e s - 0 9 _ 2 7 _ 2 0 2 2 ( C i t y C o u n c i l P o l i c i e s a n d P r o c e d u r e s D i s c u s s i o n ) 13 1. Speaking without being recognized by the Presiding Officer. 2. Continuing to speak after the allotted time has expired. 3. Speaking on an item at a time not designated for discussion by the public of that item. 4. Throwing objects. 5. Speaking on an issue that is not within the jurisdiction of the City Council. 6. Attempting to engage the audience rather than the City Council. 7. Refusing to modify conduct after being advised by the Presiding Officer that the conduct is disrupting the meeting or disobeying any other lawful order of the Presiding Officer or a majority of the City Council c. Enforcement. The rules of conduct while addressing the City Council set forth above shall be enforced in the following manner: 1. Call to order and warning to desist. Whenever practicable, the Presiding Officer or a majority of the City Council shall give a warning to the person who is breaching the rules of conduct to be orderly and to comply with the rules of conduct hereunder. Such a warning shall articulate the rule of conduct being violated and the manner in which the person must comply. A warning shall not be necessary when it would not be effective under the circumstances, including when, but not limited to, the disturbance is such that the warning cannot be heard above the noise, or the conduct of the person or persons constitutes an immediate threat to public safety, such as the throwing of objects or specific threats of harm and the apparent, present ability to carry out such threats. A warning shall also not be necessary when an individual violates the rules of conduct more than once during a Council meeting, or continuously violates the rules of conduct Council meeting after Council meeting. 2. Order barring person from meeting. A person who engages in disorderly behavior shall be barred from the remainder of that council meeting by the Presiding Officer or a majority of the City Council when that person: (i) continues the disorderly behavior after receiving a warning pursuant to subsection (c)(1); (ii) ceases the disorderly behavior upon receiving a warning pursuant to subsection (c)(1), but later in the same council meeting resumes such disorderly behavior; or (iii) engages in disorderly behavior and no warning is practicable under the circumstances, pursuant to subsection (c)(1). The continuation of disorderly behavior after receiving a warning, repeated disorderly behavior during a Council meeting, disorderly behavior at Council meeting after Council meeting, or disorderly behavior that is so significant that a warning cannot be given, B.1.a Packet Pg. 17 At t a c h m e n t : C o u n c i l P r o c e d u r e s - 0 9 _ 2 7 _ 2 0 2 2 ( C i t y C o u n c i l P o l i c i e s a n d P r o c e d u r e s D i s c u s s i o n ) 14 constitutes the type of behavior that actually disrupts, disturbs or otherwise impedes the orderly conduct of a City Council meeting. 3. Removal. If the person barred from the meeting does not voluntarily remove him/herself upon being instructed to do so by the Presiding Officer or a majority of the City Council, the Presiding Officer or the majority of the City Council may direct the sergeant-at-arms to remove that person from the Council Chamber. 4.5 PERSONAL INTEREST - No Council Members prevented from voting by legal conflict of interest shall remain at the Council dais during the debate and vote on any such matter. In the event of such conflict, the Council Members shall state for the record the basis for the conflict of interest and leave the Council dais prior to the commencement of discussion of the issue. 4.6 LIMITATION OF DEBATE - No Council Member shall be allowed to speak more than once upon anyone subject until every other Council Member choosing to speak has spoken. Merely asking a question or making a suggestion is not considered as speaking. 4.7 DISSENT AND PROTEST - Any Council Member shall have the right to express dissent from, or protest to, any action of the Council and request that the reason be entered into the Minutes. 4.8 PROCEDURES AND RULES - In a rule to govern a point of procedure, Rosenberg’s Rules of Order shall govern, unless there is a conflict between the rules set forth herein in Sections 1.1 through 7.4, at which point Sections 1.1 through 7.4 shall govern. 4.9 SERGEANT AT ARMS – The Council may, from time to time, appoint a Sergeant- at-Arms and, if requested, he or she shall attend the meetings of the Council. 4.10 MEETING DISRUPTIONS – In the event that there is a disruption that results in the Council not being able to conduct its business, the Chair may immediately recess the meeting for a defined period of time. In the event that the disruption continues in a manner that prevents the Council from conducting its business after reconvening, then the Chair may order the Sergeant-at-Arms to remove the disruptive members of the public from the Council Chambers. 4.11 ENFORCEMENT – In order for the public to maintain a reasonable modicum of reliance upon the rules and regulations of a civil administration whose purpose it is to provide necessary services and protect the freedom of the governed, it is necessary for elected and appointed representatives to conduct the public business in accordance with established oaths, protocols, standards, policies, rules, resolutions, and laws. While ordered discussion and debate is a necessary product of communication between the public and their representatives to ensure the needs of the community are properly served, no real purpose may be served in an atmosphere of chaos. Therefore, the violation of civil administration, albeit B.1.a Packet Pg. 18 At t a c h m e n t : C o u n c i l P r o c e d u r e s - 0 9 _ 2 7 _ 2 0 2 2 ( C i t y C o u n c i l P o l i c i e s a n d P r o c e d u r e s D i s c u s s i o n ) 15 the nature of which is largely self-enforced, must carry certain consequences to remind parties that disorder contravenes progress and the fruit that proper behavioral procedure yields. a. For the purposes of this Section 4.11, the following definitions apply unless context dictates otherwise: “Legislative Body” shall mean the City Council, its boards, commissions, and committees as applicable. “Member” shall mean a member of the Legislative Body as applicable. b. Oath of Office Tradition dictates the espousal of certain conventions that bear historical and moral significance in the hearts of generations. Oaths are intended to impress upon the mind of the swearer a sense of gravity appurtenant to vesting oneself in selfless service for the benefit of others. The following Oath of Office is consistent with that provided under Article XX of the California Constitution and is in similar form to that which has been voiced since the First United States Congress of 1789, and fulfills the spirit of Article VI of the United States Constitution and the Judiciary Act of 1789. “I, ___________, do solemnly swear (or affirm) that I will support and defend the Constitution of the United States and the Constitution of the State of California against all enemies, foreign and domestic; that I will bear true faith and allegiance to the Constitution of the United States and the Constitution of the State of California; that I take this obligation freely, without any mental reservation or purpose of evasion; and that I will well and faithfully discharge the duties upon which I am about to enter, so help me God.” The phrase “so help me God” in the above shall be optional. Failure to state the phrase “so help me God” shall not affect an individual’s ability to hold office. c. Acceptable Code of Conduct Incident to the Oath of Office is an Acceptable Code of Conduct, because to simply swear to defend is insufficient. A Member cannot be responsible for that which he or she is not aware. Cohesive conduct and order among Members are necessary elements of parliamentary procedure when conducting public business. When conducting business under color of authority, or representing their Legislative Body in general, Members shall comply with the Acceptable Code of Conduct which requires Members to do the following: 1. Read and examine the agenda, agenda packet materials, appurtenant reference documents, and exhibits in preparation for the public meeting. B.1.a Packet Pg. 19 At t a c h m e n t : C o u n c i l P r o c e d u r e s - 0 9 _ 2 7 _ 2 0 2 2 ( C i t y C o u n c i l P o l i c i e s a n d P r o c e d u r e s D i s c u s s i o n ) 16 2. Respect the order of the agenda and meeting format. 3. Perform to the best of my ability to represent the interests of his or her constituents. 4. Maintain an impartial and open mind throughout the process. 5. Recuse himself or herself in the event of conflicts of interest. 6. Contribute his or her best effort to maintain order and foster trust. 7. Speak in restrained tones to encourage civility. 8. Address a topic only when granted the floor by the Chair. 9. Restrict his or her comments to the subject at hand. 10. Avoid discussion on topics that have not been noticed on the agenda. 11. Exercise common courtesy and decorum when dealing with fellow Members, City staff, and the general public. 12. Avoid bullying, pursing personal attacks, engaging in character assassination, or indulging in verbal insults against his or her colleagues, staff or the public. 13. Support freedom of expression that is absent disruptive intent. 14. Attend all necessary meetings and workshops. 15. Provide proper advance notice in the event of an emergency that might affect his or her ability to attend meetings. 16. Foster participation in the process, facilitate discussion, and promote good decision making. 17. Form a basic understanding of correct parliamentary procedure and operate subject to the premise that the majority rules. 18. Proceed efficiently, fairly, and effectively. 19. Respect the chain of authority and refuse to circumvent the City Manager. 20. Comply with all laws, including the laws of the City of Grand Terrace. d. Censure of Legislative Body Members B.1.a Packet Pg. 20 At t a c h m e n t : C o u n c i l P r o c e d u r e s - 0 9 _ 2 7 _ 2 0 2 2 ( C i t y C o u n c i l P o l i c i e s a n d P r o c e d u r e s D i s c u s s i o n ) 17 1. General A violation of any condition of office as specified within the Oath of Office, the Acceptable Code of Conduct, or established protocols, standards, policies, rules, resolutions, and laws, by any sitting Member, shall constitute grounds for progressively stronger admonishment, ultimately leading to public censure by the City Council. However, it should be noted that the aim of admonishment is not punitive. The aim of admonishment is to enable good people to pause and reflect. Therefore, a Member may not be made the subject of a motion for censure vote without first being given notice of the violation and an opportunity to correct the violation, if it can reasonably be corrected. For the purposes of participation in local governance, one must assume the best in each other, and a common foundation constitutes the best path to civil and productive discourse. In order to model unity, as well as civility, Members should treat each other and members of the public with dignity and respect. 2. Who May file a Statement of Charges A sitting City Council member may initiate corrective action regarding the behavior of a fellow sitting City Council member by initiating the censure process described in this Section 4.11. Furthermore, a sitting City Council member may initiate corrective action by the censure process described in this Section 4.11 against any sitting member of any City board, commission, or committee. For example, a sitting City Council member may initiate corrective action against a sitting member of the City’s Planning Commission/Site and Architectural Review Board. However, members of City boards, commissions, or committees may not initiate any corrective action pursuant to this Section X against any City Council members, because such boards, commission, and committees are subordinate to the City Council. 3. Censure Procedure Procedures. Censure of a Member shall proceed as follows: (i) Opportunity to Correct. To initiate the process, a charging Member shall first provide a charged Member notice of the alleged violation. The charged Member shall be provided an opportunity to correct such alleged violation, if it can reasonably be corrected. (ii) Statement of Charges. If the charged Member does not correct the alleged violation, then a Statement of Charges shall be prepared and delivered by the charging Member to the charged Member, with a conformed copy delivered concurrently to the City Clerk and other Members. The charging Member shall also B.1.a Packet Pg. 21 At t a c h m e n t : C o u n c i l P r o c e d u r e s - 0 9 _ 2 7 _ 2 0 2 2 ( C i t y C o u n c i l P o l i c i e s a n d P r o c e d u r e s D i s c u s s i o n ) 18 concurrently provide a proof of service of the Statement of Charges to the charged Member, the City Clerk, and other Members. In the case of a City Council member delivering a Statement of Charges to a Member of a City board, commission, or committee, then such Statement of Charges and proof of service shall be delivered to the charged Member, the City Clerk, other City Council members, and other members of the relevant board, commission, or committee. A proper Statement of Charges shall be served as provided above a minimum of 10 days prior to the meeting when the motion for censure shall be made, and shall include: A. The specifics of the violation (including the rule, regulation, law, etc. that was violated), and B. A statement of the date, place, and time of the occurrence, and C. A description of the unsatisfactory behavior. (iii) Response to Statement of Charges. The charged Member may respond to the Statement of Charges in writing within seven (7) days after delivery of the Statement of Charges by delivering it to the charging Member, with a conformed copy delivered concurrently to the City Clerk and other Members. The charged Member shall also concurrently provide a proof of service of the Response to Statement of Charges to the charging Member, City Clerk and other Members. In the case of a City Council member delivering a Statement of Charges to a Member of a City board, commission, or committee, then such response and proof of service shall be delivered to the charging Member, the City Clerk, other City Council members, and other members of the relevant board, commission, or committee. The charged Member may also choose to defer a written response in favor of a verbal response at the hearing on the motion for censure. Nothing herein shall prevent a charged Member to respond both in writing and at the hearing on the motion for censure. (iv) Hearing of Motion for Censure. The motion for censure shall be heard at the first regular meeting of the City Council ten (10) days after the Statement of Charges is served upon the charged Member and City Clerk. A continuance is allowed only if any City Council member is absent. The hearing shall adhere to the following the general process: A The Chair (or, if absent or is the charged Member, then the Vice Chair) shall conduct the hearing in open session. B.1.a Packet Pg. 22 At t a c h m e n t : C o u n c i l P r o c e d u r e s - 0 9 _ 2 7 _ 2 0 2 2 ( C i t y C o u n c i l P o l i c i e s a n d P r o c e d u r e s D i s c u s s i o n ) 19 B The charging Member shall read the Statement of Charges and may present witnesses and evidence. C The charged Member may rebut and may present witnesses and evidence. D Members of the public may comment on the Statement of Charges and any witnesses and evidence presented. E The remaining City Council members may address/comment on the charges. F A motion for censure may be made. G The City Council deliberates on the motion for censure and votes on the same. Motion for Censure - Consideration and Passage. Motion for censure passage requires a majority vote of the City Council in open session. If the Statement of Charges includes multiple charges, then the City Council may consider and vote upon each charge individually. If the motion for censure or a particular charge fails to obtain a majority vote, no new motion on the same grounds may be commenced against the same Member for a period of one (1) year. If the motion for censure passes, then the motion for censure and Statement of Charges shall become a part of the public record and record of proceedings. The motion for censure and Statement of Charges shall be disclosable pursuant to the California Public Records Act. Request for Defense or Indemnification. When evaluating a request for defense or indemnification made by a censured Member in litigation arising from the censured conduct, the record of the censure shall be considered by the City Council, but shall not be determinative. Failure of the City Council to censure the conduct of a Member does not constitute waiver of the City Council’s right to refuse to indemnify or defend the Member in an action. 4. Grounds for Censure The basis for a motion of censure under this Section 4.11 may include, but are not limited to, the following acts by a Member: (i) Serial unexcused absences of three or more from his or her regular Legislative Body meetings. (ii) Violating laws and regulations relating to conflicts of interest. (iii) Actions taken against established Legislative Body policy or the Grand Terrace 2030 Vision (as may be amended). B.1.a Packet Pg. 23 At t a c h m e n t : C o u n c i l P r o c e d u r e s - 0 9 _ 2 7 _ 2 0 2 2 ( C i t y C o u n c i l P o l i c i e s a n d P r o c e d u r e s D i s c u s s i o n ) 20 (iv) Harassment. (v) Creating a hostile work environment. (vi) Any violation of federal, State, or local laws, rules, regulations, or ordinances, including applicable laws relating to conflict of interest and any City laws, rules, regulations, or ordinances. (vii) Violation of the Acceptable Code of Conduct or the Oath of Office. e. Removal from Office 1. City Council While City Council members may censure one another as provided above, the City Council may not remove a sitting Council Member from office. State law provides the sole mechanisms for removal from office for City Council members. These include: (i) A Recall Petition submitted by members of the public pursuant to Cal Const. Art II, §19 and Elections Code Sections 11000- 11386. (ii) The seat becomes vacant pursuant to Government Code Section 1770. (iii) Quo Warranto proceedings pursuant to Code of Civil Procedure Section 803 brought or authorized by the Attorney General to challenge the right to hold a particular office (this can work in tandem with Government Code Section 1770). (iv) Removal proceedings pursuant to Government Code Section 3060 for certain kinds of misconduct (initiated by grand jury/district attorney). 2. Appointed Members of City Boards, Commissions, and Committees Members of City boards, commissions, and committees who are appointed by the City Council serve at the pleasure of the City Council and may be removed at any time, with or without cause, by the City Council. Without limitation, the City Council may use any of the Grounds for Censure (including violations of the Acceptable Code of Conduct) set forth above as a basis for removal with cause. V ADDRESSING THE COUNCIL B.1.a Packet Pg. 24 At t a c h m e n t : C o u n c i l P r o c e d u r e s - 0 9 _ 2 7 _ 2 0 2 2 ( C i t y C o u n c i l P o l i c i e s a n d P r o c e d u r e s D i s c u s s i o n ) 21 5.1 MANNER OF ADDRESSING THE COUNCIL - Any person desiring to address the Council shall fill out a request to speak form and wait to be recognized by the Chair, and after being recognized shall proceed to the podium, or microphone. Such persons are requested to state for the record his or her name and address. Remarks are to be limited to the subject under discussion. 5.2 TIME LIMITATION - Any public member addressing the Council shall limit his or her address to three (3) minutes. The Chair or a Council Member may move to extend the time limitation which shall be extended upon a majority vote of the Council. When any group of persons wishes to address the Council on the same subject matter, it shall be proper for the Chair to request that a spokesperson be chosen to represent the group, so as to avoid unnecessary repetition. A speaker may not yield time to another speaker. 5.3 ADDRESSING THE COUNCIL AFTER MOTION IS MADE - After a motion has been made, no person shall address the Council without securing permission by a majority consensus of the Council. 5.4 WRITTEN COMMUNICATION - Unless specifically requested otherwise, the City Manager is authorized to receive and open all mail addressed to the City Council and take any immediate administrative action required between Council meetings, which does not require specific Council action. Any communication requiring Council action will be reported to the Council at the next possible meeting, together with a report and recommendation of the City Manager. VI MOTIONS 6.1 GENERAL PROCEDURE OF ACTING ON AGENDA ITEMS – The following procedure is suggested for Council’s consideration non-Public Hearing Agenda Items: a. Chair states the Item to be considered. b. Announcement of any ex parte communications, conflicts of interest, and/or recusals. c. Staff Presentation and recommendation on the Item. d. Council asks questions/clarifications of Staff. e. Open Public Comments for the Item. f. Close Public Comments for the Item. B.1.a Packet Pg. 25 At t a c h m e n t : C o u n c i l P r o c e d u r e s - 0 9 _ 2 7 _ 2 0 2 2 ( C i t y C o u n c i l P o l i c i e s a n d P r o c e d u r e s D i s c u s s i o n ) 22 g. At Council’s direction, City Manager and/or Staff respond to any questions from Public Comment. h. Chair asks, “Do I have a motion?” i. If a motion is made, Chair asks “Do I have a second?” j. If there is a motion and a second, then Council proceeds with deliberation. k. After deliberation, the Council votes on the item. 6.2 PROCESSING OF MOTIONS - When a motion is made and seconded, it shall be restated by the Presiding Officer before debate. A motion shall not be withdrawn by the mover without the consent of the Council Member seconding it and the approval of Council. 6.3 DIVISION OF MOTION - If a motion contains two or more divisible propositions, the Chair may, and upon request of a Council Member shall (unless appealed by another Council Member), divide the motion. 6.4 ORDER OF MOTIONS - When multiple motions are before the body, the last motion is voted on first. Non-Debatable Motions: a. Adjourn, b. Recess c. Fix the time to adjourn Super Majority Votes: (2/3 vote required) a. Limit debate b. Close nominations c. Object to the consideration of an item d. Suspend the rules e. Reconsider – (A member of the majority of the previous vote must motion at the same or next meeting.) 6.5 PARTICULAR MOTIONS, PURPOSE, AND CRITERIA 1. Motion to Adjourn: Purpose - To terminate a meeting. Debatable or Amendable - No, except a motion to adjourn to another time is debatable and amendable as to the time to which the meeting is to be 2. Motion to Refer to Commission, Committee, or Staff: Purpose - To refer the question before the Council to a commission, B.1.a Packet Pg. 26 At t a c h m e n t : C o u n c i l P r o c e d u r e s - 0 9 _ 2 7 _ 2 0 2 2 ( C i t y C o u n c i l P o l i c i e s a n d P r o c e d u r e s D i s c u s s i o n ) 23 committee, or to the City Staff for the purpose of investigating or studying the proposal and to make a report back to the Council. If the motion fails, discussion or vote on the question resumes. Debatable or Amendable -Yes. 3. Motion to Amend: Purpose - To modify or change a motion that is being considered by the Council so it will express more satisfactorily the will of the members. If there are two amendments, the second amendment is voted upon first if it carries, it automatically cancels the first amendment, and the vote is taken on the amended motion. An amendment motion relating to a different matter shall not be in order. Debatable or Amendable - Yes. 4. Postpone Indefinitely: Purpose - To prevent further discussion and voting on the main motion. If the motion fails, discussion and voting on the main motion resumes. If it passes, the subject of main motion shall not be brought up again for the remainder of the meeting. Debatable or Amendable - It is debatable but not amendable. 5. Main Motion: Purpose - The primary proposal or question before the Council for discussion and decision. Debatable or Amendable - Yes. VII VOTING 7.1 VOTING PROCEDURE - Motions will be adopted by either electronic voting system, voice or roll call vote. The results of the vote shall be entered in full in the minutes. 7.2 VOTING - Every ordinance, resolution, and payment of money requires three affirmative votes. Emergency ordinances require four affirmative votes. Unless otherwise required by law, all other actions of the Council require a majority vote of the Council Members present. 7.3 FAILURE TO VOTE - Every Council Member should vote unless disqualified for a personal conflict of interest. Self-disqualification, without cause, which results in a tie vote shall be avoided; but no Council Member shall be forced to vote. A Council Member who abstains B.1.a Packet Pg. 27 At t a c h m e n t : C o u n c i l P r o c e d u r e s - 0 9 _ 2 7 _ 2 0 2 2 ( C i t y C o u n c i l P o l i c i e s a n d P r o c e d u r e s D i s c u s s i o n ) 24 shall, in effect, consent that a majority of the quorum may act for him or her. Tie votes shall be lost motions and may be reconsidered. 7.4 RECONSIDERATION - After motion and vote by the Council, such action may be reconsidered or rescinded only in the following manner: Reconsideration: A motion to set aside a vote (to reconsider) on a main motion shall always be in order at the same meeting or at the next regular Council meeting following the action. The motion can be made by any Council Member who voted affirmatively on the matter. If the motion to reconsider passes, the effect thereof is to overrule and cancel the prior action and rehear the original subject. Lost Motion: A lost motion is one that fails to receive the necessary number of votes to carry. Tie votes result in a lost motion. A tie vote which has resulted from there being present less than a full Council shall be automatically reconsidered at the next Council meeting at which all members are present. Lost motions may be renewed at any subsequent Council meeting. To revive a lost motion at the same meeting, the proper action is a motion to reconsider (discussed above). B.1.a Packet Pg. 28 At t a c h m e n t : C o u n c i l P r o c e d u r e s - 0 9 _ 2 7 _ 2 0 2 2 ( C i t y C o u n c i l P o l i c i e s a n d P r o c e d u r e s D i s c u s s i o n ) 25 01247.0001/717502.2 Rosenberg’s Rules of Order REVISED 2011 Simple Rules of Parliamentary Procedure for the 21st Century By Judge Dave Rosenberg VIII ROSENBERG'S RULES OF ORDER B.1.a Packet Pg. 29 At t a c h m e n t : C o u n c i l P r o c e d u r e s - 0 9 _ 2 7 _ 2 0 2 2 ( C i t y C o u n c i l P o l i c i e s a n d P r o c e d u r e s D i s c u s s i o n ) 26 01247.0001/717502.2 2 Introduction The rules of procedure at meetings should be simple enough for most people to understand. Unfortunately, that has not always been the case. Virtually all clubs, associations, boards, councils and bodies follow a set of rules — Robert’s Rules of Order — which are embodied in a small, but complex, book. Virtually no one I know has actually read this book cover to cover. Worse yet, the book was written for another time and for another purpose. If one is chairing or running a parliament, then Robert’s Rules of Order is a dandy and quite useful handbook for procedure in that complex setting. On the other hand, if one is running a meeting of say, a five-member body with a few members of the public in attendance, a simplified version of the rules of parliamentary procedure is in order. Hence, the birth of Rosenberg’s Rules of Order. What follows is my version of the rules of parliamentary procedure, based on my decades of experience chairing meetings in state and local government. These rules have been simplified for the smaller bodies we chair or in which we participate, slimmed down for the 21st Century, yet retaining the basic tenets of order to which we have grown accustomed. Interestingly enough, Rosenberg’s Rules has found a welcoming audience. Hundreds of cities, counties, special districts, committees, boards, commissions, neighborhood associations and private corporations and companies have adopted Rosenberg’s Rules in lieu of Robert’s Rules because they have found them practical, logical, simple, easy to learn and user friendly. This treatise on modern parliamentary procedure is built on a foundation supported by the following four pillars: 1. Rules should establish order. The first purpose of rules of parliamentary procedure is to establish a framework for the orderly conduct of meetings. 2. Rules should be clear. Simple rules lead to wider understanding and participation. Complex rules create two classes: those who understand and participate; and those who do not fully understand and do not fully participate. 3. Rules should be user friendly. That is, the rules must be simple enough that the public is invited into the body and feels that it has participated in the process. 4. Rules should enforce the will of the majority while protecting the rights of the minority. The ultimate purpose of rules of procedure is to encourage discussion and to facilitate decision making by the body. In a democracy, majority rules. The rules must enable the majority to express itself and fashion a result, while permitting the minority to also express itself, but not dominate, while fully participating in the process. Establishing a Quorum The starting point for a meeting is the establishment of a quorum. A quorum is defined as the minimum number of members of the body who must be present at a meeting for business to be legally transacted. The default rule is that a quorum is one more than half the body. For example, in a five-member body a quorum is three. When the body has three members present, it can legally transact business. If the body has less than a quorum of members present, it cannot legally transact business. And even if the body has a quorum to begin the meeting, the body can lose the quorum during the meeting when a member departs (or even when a member leaves the dais). When that occurs, the body loses its ability to transact business until and unless a quorum is reestablished. The default rule, identified above, however, gives way to a specific rule of the body that establishes a quorum. For example, the rules of a particular five-member body may indicate that a quorum is four members for that particular body. The body must follow the rules it has established for its quorum. In the absence of such a specific rule, the quorum is one more than half the members of the body. The Role of the Chair While all members of the body should know and understand the rules of parliamentary procedure, it is the chair of the body who is charged with applying the rules of conduct of the meeting. The chair should be well versed in those rules. For all intents and purposes, the chair makes the final ruling on the rules every time the chair states an action. In fact, all decisions by the chair are final unless overruled by the body itself. Since the chair runs the conduct of the meeting, it is usual courtesy for the chair to play a less active role in the debate and discussion than other members of the body. This does not mean that the chair should not participate in the debate or discussion. To the contrary, as a member of the body, the chair has the full right to participate in the debate, discussion and decision-making of the body. What the chair should do, however, is strive to be the last to speak at the discussion and debate stage. The chair should not make or second a motion unless the chair is convinced that no other member of the body will do so at that point in time. The Basic Format for an Agenda Item Discussion Formal meetings normally have a written, often published agenda. Informal meetings may have only an oral or understood agenda. In either case, the meeting is governed by the agenda and the agenda constitutes the body’s agreed-upon roadmap for the meeting. Each agenda item can be handled by the chair in the following basic format: B.1.a Packet Pg. 30 At t a c h m e n t : C o u n c i l P r o c e d u r e s - 0 9 _ 2 7 _ 2 0 2 2 ( C i t y C o u n c i l P o l i c i e s a n d P r o c e d u r e s D i s c u s s i o n ) 27 01247.0001/717502.2 First, the chair should clearly announce the agenda item number and should clearly state what the agenda item subject is. The chair should then announce the format (which follows) that will be followed in considering the agenda item. Second, following that agenda format, the chair should invite the appropriate person or persons to report on the item, including any recommendation that they might have. The appropriate person or persons may be the chair, a member of the body, a staff person, or a committee chair charged with providing input on the agenda item. Third, the chair should ask members of the body if they have any technical questions of clarification. At this point, members of the body may ask clarifying questions to the person or persons who reported on the item, and that person or persons should be given time to respond. Fourth, the chair should invite public comments, or if appropriate at a formal meeting, should open the public meeting for public input. If numerous members of the public indicate a desire to speak to the subject, the chair may limit the time of public speakers. At the conclusion of the public comments, the chair should announce that public input has concluded (or the public hearing, as the case may be, is closed). Fifth, the chair should invite a motion. The chair should announce the name of the member of the body who makes the motion. Sixth, the chair should determine if any member of the body wishes to second the motion. The chair should announce the name of the member of the body who seconds the motion. It is normally good practice for a motion to require a second before proceeding to ensure that it is not just one member of the body who is interested in a particular approach. However, a second is not an absolute requirement, and the chair can proceed with consideration and vote on a motion even when there is no second. This is a matter left to the discretion of the chair. Seventh, if the motion is made and seconded, the chair should make sure everyone understands the motion. This is done in one of three ways: 1. The chair can ask the maker of the motion to repeat it; 2. The chair can repeat the motion; or 3. The chair can ask the secretary or the clerk of the body to repeat the motion. Eighth, the chair should now invite discussion of the motion by the body. If there is no desired discussion, or after the discussion has ended, the chair should announce that the body will vote on the motion. If there has been no discussion or very brief discussion, then the vote on the motion should proceed immediately and there is no need to repeat the motion. If there has been substantial discussion, then it is normally best to make sure everyone understands the motion by repeating it. Ninth, the chair takes a vote. Simply asking for the “ayes” and then asking for the “nays” normally does this. If members of the body do not vote, then they “abstain.” Unless the rules of the body provide otherwise (or unless a super majority is required as delineated later in these rules), then a simple majority (as defined in law or the rules of the body as delineated later in these rules) determines whether the motion passes or is defeated. Tenth, the chair should announce the result of the vote and what action (if any) the body has taken. In announcing the result, the chair should indicate the names of the members of the body, if any, who voted in the minority on the motion. This announcement might take the following form: “The motion passes by a vote of 3-2, with Smith and Jones dissenting. We have passed the motion requiring a 10-day notice for all future meetings of this body.” Motions in General Motions are the vehicles for decision making by a body. It is usually best to have a motion before the body prior to commencing discussion of an agenda item. This helps the body focus. Motions are made in a simple two-step process. First, the chair should recognize the member of the body. Second, the member of the body makes a motion by preceding the member’s desired approach with the words “I move … ” A typical motion might be: “I move that we give a 10-day notice in the future for all our meetings.” The chair usually initiates the motion in one of three ways: 1. Inviting the members of the body to make a motion, for example, “A motion at this time would be in order.” 2. Suggesting a motion to the members of the body, “A motion would be in order that we give a 10-day notice in the future for all our meetings.” 3. Making the motion. As noted, the chair has every right as a member of the body to make a motion, but should normally do so only if the chair wishes to make a motion on an item but is convinced that no other member of the body is willing to step forward to do so at a particular time. The Three Basic Motions There are three motions that are the most common and recur often at meetings: The basic motion. The basic motion is the one that puts forward a decision for the body’s consideration. A basic motion might be: “I move that we create a five-member committee to plan and put on our annual fundraiser.” B.1.a Packet Pg. 31 At t a c h m e n t : C o u n c i l P r o c e d u r e s - 0 9 _ 2 7 _ 2 0 2 2 ( C i t y C o u n c i l P o l i c i e s a n d P r o c e d u r e s D i s c u s s i o n ) 28 01247.0001/717502.2 The motion to amend. If a member wants to change a basic motion that is before the body, they would move to amend it. A motion to amend might be: “I move that we amend the motion to have a 10-member committee.” A motion to amend takes the basic motion that is before the body and seeks to change it in some way. The substitute motion. If a member wants to completely do away with the basic motion that is before the body, and put a new motion before the body, they would move a substitute motion. A substitute motion might be: “I move a substitute motion that we cancel the annual fundraiser this year.” “Motions to amend” and “substitute motions” are often confused, but they are quite different, and their effect (if passed) is quite different. A motion to amend seeks to retain the basic motion on the floor, but modify it in some way. A substitute motion seeks to throw out the basic motion on the floor, and substitute a new and different motion for it. The decision as to whether a motion is really a “motion to amend” or a “substitute motion” is left to the chair. So if a member makes what that member calls a “motion to amend,” but the chair determines that it is really a “substitute motion,” then the chair’s designation governs. A “friendly amendment” is a practical parliamentary tool that is simple, informal, saves time and avoids bogging a meeting down with numerous formal motions. It works in the following way: In the discussion on a pending motion, it may appear that a change to the motion is desirable or may win support for the motion from some members. When that happens, a member who has the floor may simply say, “I want to suggest a friendly amendment to the motion.” The member suggests the friendly amendment, and if the maker and the person who seconded the motion pending on the floor accepts the friendly amendment, that now becomes the pending motion on the floor. If either the maker or the person who seconded rejects the proposed friendly amendment, then the proposer can formally move to amend. Multiple Motions Before the Body There can be up to three motions on the floor at the same time. The chair can reject a fourth motion until the chair has dealt with the three that are on the floor and has resolved them. This rule has practical value. More than three motions on the floor at any given time is confusing and unwieldy for almost everyone, including the chair. When there are two or three motions on the floor (after motions and seconds) at the same time, the vote should proceed first on the last motion that is made. For example, assume the first motion is a basic “motion to have a five-member committee to plan and put on our annual fundraiser.” During the discussion of this motion, a member might make a second motion to “amend the main motion to have a 10- member committee, not a five-member committee to plan and put on our annual fundraiser.” And perhaps, during that discussion, a member makes yet a third motion as a “substitute motion that we not have an annual fundraiser this year.” The proper procedure would be as follows: First, the chair would deal with the third (the last) motion on the floor, the substitute motion. After discussion and debate, a vote would be taken first on the third motion. If the substitute motion passed, it would be a substitute for the basic motion and would eliminate it. The first motion would be moot, as would the second motion (which sought to amend the first motion), and the action on the agenda item would be completed on the passage by the body of the third motion (the substitute motion). No vote would be taken on the first or second motions. Second, if the substitute motion failed, the chair would then deal with the second (now the last) motion on the floor, the motion to amend. The discussion and debate would focus strictly on the amendment (should the committee be five or 10 members). If the motion to amend passed, the chair would then move to consider the main motion (the first motion) as amended. If the motion to amend failed, the chair would then move to consider the main motion (the first motion) in its original format, not amended. Third, the chair would now deal with the first motion that was placed on the floor. The original motion would either be in its original format (five-member committee), or if amended, would be in its amended format (10-member committee). The question on the floor for discussion and decision would be whether a committee should plan and put on the annual fundraiser. To Debate or Not to Debate The basic rule of motions is that they are subject to discussion and debate. Accordingly, basic motions, motions to amend, and substitute motions are all eligible, each in their turn, for full discussion before and by the body. The debate can continue as long as members of the body wish to discuss an item, subject to the decision of the chair that it is time to move on and take action. There are exceptions to the general rule of free and open debate on motions. The exceptions all apply when there is a desire of the body to move on. The following motions are not debatable (that is, when the following motions are made and seconded, the chair must immediately call for a vote of the body without debate on the motion): Motion to adjourn. This motion, if passed, requires the body to immediately adjourn to its next regularly scheduled meeting. It requires a simple majority vote. Motion to recess. This motion, if passed, requires the body to immediately take a recess. Normally, the chair determines the length of the recess which may be a few minutes or an hour. It requires a simple majority vote. Motion to fix the time to adjourn. This motion, if passed, requires the body to adjourn the meeting at the specific time set in the motion. For example, the motion might be: “I move we adjourn this meeting at midnight.” It requires a simple majority vote. B.1.a Packet Pg. 32 At t a c h m e n t : C o u n c i l P r o c e d u r e s - 0 9 _ 2 7 _ 2 0 2 2 ( C i t y C o u n c i l P o l i c i e s a n d P r o c e d u r e s D i s c u s s i o n ) 29 01247.0001/717502.2 Motion to table. This motion, if passed, requires discussion of the agenda item to be halted and the agenda item to be placed on “hold.” The motion can contain a specific time in which the item can come back to the body.“I move we table this item until our regular meeting in October.” Or the motion can contain no specific time for the return of the item, in which case a motion to take the item off the table and bring it back to the body will have to be taken at a future meeting. A motion to table an item (or to bring it back to the body) requires a simple majority vote. Motion to limit debate. The most common form of this motion is to say, “I move the previous question” or “I move the question” or “I call the question” or sometimes someone simply shouts out “question.” As a practical matter, when a member calls out one of these phrases, the chair can expedite matters by treating it as a “request” rather than as a formal motion. The chair can simply inquire of the body, “any further discussion?” If no one wishes to have further discussion, then the chair can go right to the pending motion that is on the floor. However, if even one person wishes to discuss the pending motion further, then at that point, the chair should treat the call for the “question” as a formal motion, and proceed to it. When a member of the body makes such a motion (“I move the previous question”), the member is really saying: “I’ve had enough debate. Let’s get on with the vote.” When such a motion is made, the chair should ask for a second, stop debate, and vote on the motion to limit debate. The motion to limit debate requires a two-thirds vote of the body. Note: A motion to limit debate could include a time limit. For example: “I move we limit debate on this agenda item to 15 minutes.” Even in this format, the motion to limit debate requires a two- thirds vote of the body. A similar motion is a motion to object to consideration of an item. This motion is not debatable, and if passed, precludes the body from even considering an item on the agenda. It also requires a two-thirds vote. Majority and Super Majority Votes In a democracy, a simple majority vote determines a question. A tie vote means the motion fails. So in a seven-member body, a vote of 4- 3 passes the motion. A vote of 3-3 with one abstention means the motion fails. If one member is absent and the vote is 3-3, the motion still fails. All motions require a simple majority, but there are a few exceptions. The exceptions come up when the body is taking an action which effectively cuts off the ability of a minority of the body to take an action or discuss an item. These extraordinary motions require a two- thirds majority (a super majority) to pass: Motion to limit debate. Whether a member says, “I move the previous question,” or “I move the question,” or “I call the question,” or “I move to limit debate,” it all amounts to an attempt to cut off the ability of the minority to discuss an item, and it requires a two-thirds vote to pass. Motion to close nominations. When choosing officers of the body (such as the chair), nominations are in order either from a nominating committee or from the floor of the body. A motion to close nominations effectively cuts off the right of the minority to nominate officers and it requires a two-thirds vote to pass. Motion to object to the consideration of a question. Normally, such a motion is unnecessary since the objectionable item can be tabled or defeated straight up. However, when members of a body do not even want an item on the agenda to be considered, then such a motion is in order. It is not debatable, and it requires a two-thirds vote to pass. Motion to suspend the rules. This motion is debatable, but requires a two-thirds vote to pass. If the body has its own rules of order, conduct or procedure, this motion allows the body to suspend the rules for a particular purpose. For example, the body (a private club) might have a rule prohibiting the attendance at meetings by non-club members. A motion to suspend the rules would be in order to allow a non-club member to attend a meeting of the club on a particular date or on a particular agenda item. Counting Votes The matter of counting votes starts simple, but can become complicated. Usually, it’s pretty easy to determine whether a particular motion passed or whether it was defeated. If a simple majority vote is needed to pass a motion, then one vote more than 50 percent of the body is required. For example, in a five-member body, if the vote is three in favor and two opposed, the motion passes. If it is two in favor and three opposed, the motion is defeated. If a two-thirds majority vote is needed to pass a motion, then how many affirmative votes are required? The simple rule of thumb is to count the “no” votes and double that count to determine how many “yes” votes are needed to pass a particular motion. For example, in a seven-member body, if two members vote “no” then the “yes” vote of at least four members is required to achieve a two-thirds majority vote to pass the motion. What about tie votes? In the event of a tie, the motion always fails since an affirmative vote is required to pass any motion. For example, in a fiv e-member body, if the vote is two in favor and two opposed, with one member absent, the motion is defeated. Vote counting starts to become complicated when members vote “abstain” or in the case of a written ballot, cast a blank (or unreadable) ballot. Do these votes count, and if so, how does one count them? The starting point is always to check the statutes. In California, for example, for an action of a board of supervisors to be valid and binding, the action must be approved by a majority of the board. (California Government Code Section 25005.) Typically, this means three of the fi e members of the board must vote affir matively in favor of the action. A vote of 2-1 would not be sufficient. A vote of 3-0 with two abstentions would be sufficient. In general law cities in B.1.a Packet Pg. 33 At t a c h m e n t : C o u n c i l P r o c e d u r e s - 0 9 _ 2 7 _ 2 0 2 2 ( C i t y C o u n c i l P o l i c i e s a n d P r o c e d u r e s D i s c u s s i o n ) 30 01247.0001/717502.2 California, as another example, resolutions or orders for the payment of money and all ordinances require a recorded vote of the total members of the city council. (California Government Code Section 36936.) Cities with charters may prescribe their own vote requirements. Local elected officials are always well-advised to consult with their local agency counsel on how state law may affect the vote count. After consulting state statutes, step number two is to check the rules of the body. If the rules of the body say that you count votes of “those present” then you treat abstentions one way. However, if the rules of the body say that you count the votes of those “present and voting,” then you treat abstentions a different way. And if the rules of the body are silent on the subject, then the general rule of thumb (and default rule) is that you count all votes that are “present and voting.” Accordingly, under the “present and voting” system, you would NOT count abstention votes on the motion. Members who abstain are counted for purposes of determining quorum (they are “present”), but you treat the abstention votes on the motion as if they did not exist (they are not “voting”). On the other hand, if the rules of the body specifically say that you count votes of those “present” then you DO count abstention votes both in establishing the quorum and on the motion. In this event, the abstention votes act just like “no” votes. How does this work in practice? Here are a few examples. Assume that a five-member city council is voting on a motion that requires a simple majority vote to pass and assume further that the body has no specific rule on counting votes. Accordingly, the default rule kicks in and we count all votes of members that are “present and voting.” If the vote on the motion is 3-2, the motion passes. If the motion is 2-2 with one abstention, the motion fails. Assume a five-member city council voting on a motion that requires a two-thirds majority vote to pass, and further assume that the body has no specific rule on counting votes. Again, the default rule applies. If the vote is 3-2, the motion fails for lack of a two-thirds majority. If the vote is 4-1, the motion passes with a clear two-thirds majority. A vote of three “yes,” one “no” and one “abstain” also results in passage of the motion. Once again, the abstention is counted only for the purpose of determining quorum, but on the actual vote on the motion, it is as if the abstention vote never existed — so an effective 3-1 vote is clearly a two-thirds majority vote. Now, change the scenario slightly. Assume the same five-member city council voting on a motion that requires a two-thirds majority vote to pass, but now assume that the body DOES have a specific rule requiring a two-thirds vote of members “present.” Under this specific rule, we must count the members present not only for quorum but also for the motion. In this scenario, any abstention has the same force and effect as if it were a “no” vote. Accordingly, if the votes were three “yes,” one “no” and one “abstain,” then the motion fails. The abstention in this case is treated like a “no” vote and effective vote of 3-2 is not enough to pass two-thirds majority muster. Now, exactly how does a member cast an “abstention” vote? Any time a member votes “abstain” or says, “I abstain,” that is an abstention. However, if a member votes “present” that is also treated as an abstention (the member is essentially saying,“Count me for purposes of a quorum, but my vote on the issue is abstain.”) In fact, any manifestation of intention not to vote either “yes” or “no” on the pending motion may be treated by the chair as an abstention. If written ballots are cast, a blank or unreadable ballot is counted as an abstention as well. Can a member vote “absent” or “count me as absent?” Interesting question. The ruling on this is up to the chair. The better approach is for the chair to count this as if the member had left his/her chair and is actually “absent.” That, of course, affects the quorum. However, the chair may also treat this as a vote to abstain, particularly if the person does not actually leave the dais. The Motion to Reconsider There is a special and unique motion that requires a bit of explanation all by itself; the motion to reconsider. A tenet of parliamentary procedure is finality. After vigorous discussion, debate and a vote, there must be some closure to the issue. And so, after a vote is taken, the matter is deemed closed, subject only to reopening if a proper motion to consider is made and passed. A motion to reconsider requires a majority vote to pass like other garden-variety motions, but there are two special rules that apply only to the motion to reconsider. First, is the matter of timing. A motion to reconsider must be made at the meeting where the item was first voted upon. A motion to reconsider made at a later time is untimely. (The body, however, can always vote to suspend the rules and, by a two-thirds majority, allow a motion to reconsider to be made at another time.) Second, a motion to reconsider may be made only by certain members of the body. Accordingly, a motion to reconsider may be made only by a member who voted in the majority on the original motion. If such a member has a change of heart, he or she may make the motion to reconsider (any other member of the body — including a member who voted in the minority on the original motion — may second the motion). If a member who voted in the minority seeks to make the motion to reconsider, it must be ruled out of order. The purpose of this rule is finality. If a member of minority could make a motion to reconsider, then the item could be brought back to the body again and again, which would defeat the purpose of finality. If the motion to reconsider passes, then the original matter is back before the body, and a new original motion is in order. The matter may be discussed and debated as if it were on the floor for the first time. B.1.a Packet Pg. 34 At t a c h m e n t : C o u n c i l P r o c e d u r e s - 0 9 _ 2 7 _ 2 0 2 2 ( C i t y C o u n c i l P o l i c i e s a n d P r o c e d u r e s D i s c u s s i o n ) 31 01247.0001/717502.2 Courtesy and Decorum The rules of order are meant to create an atmosphere where the members of the body and the members of the public can attend to business efficiently, fairly and with full participation. At the same time, it is up to the chair and the members of the body to maintain common courtesy and decorum. Unless the setting is very informal, it is always best for only one person at a time to have the floor, and it is always best for every speaker to be first recognized by the chair before proceeding to speak. The chair should always ensure that debate and discussion of an agenda item focuses on the item and the policy in question, not the personalities of the members of the body. Debate on policy is healthy, debate on personalities is not. The chair has the right to cut off discussion that is too personal, is too loud, or is too crude. Debate and discussion should be focused, but free and open. In the interest of time, the chair may, however, limit the time allotted to speakers, including members of the body. Can a member of the body interrupt the speaker? The general rule is “no.” There are, however, exceptions. A speaker may be interrupted for the following reasons: Privilege. The proper interruption would be,“point of privilege.” The chair would then ask the interrupter to “state your point.” Appropriate points of privilege relate to anything that would interfere with the normal comfort of the meeting. For example, the room may be too hot or too cold, or a blowing fan might interfere with a person’s ability to hear. Order. The proper interruption would be,“point of order.” Again, the chair would ask the interrupter to “state your point.” Appropriate points of order relate to anything that would not be considered appropriate conduct of the meeting. For example, if the chair moved on to a vote on a motion that permits debate without allowing that discussion or debate. Appeal. If the chair makes a ruling that a member of the body disagrees with, that member may appeal the ruling of the chair. If the motion is seconded, and after debate, if it passes by a simple majority vote, then the ruling of the chair is deemed reversed. Call for orders of the day. This is simply another way of saying, “return to the agenda.” If a member believes that the body has drifted from the agreed-upon agenda, such a call may be made. It does not require a vote, and when the chair discovers that the agenda has not been followed, the chair simply reminds the body to return to the agenda item properly before them. If the chair fails to do so, the chair’s determination may be appealed. Withdraw a motion. During debate and discussion of a motion, the maker of the motion on the floor, at any time, may interrupt a speaker to withdraw his or her motion from the floor. The motion is immediately deemed withdrawn, although the chair may ask the person who seconded the motion if he or she wishes to make the motion, and any other member may make the motion if properly recognized. Special Notes About Public Input The rules outlined above will help make meetings very public- friendly. But in addition, and particularly for the chair, it is wise to remember three special rules that apply to each agenda item: Rule One: Tell the public what the body will be doing. Rule Two: Keep the public informed while the body is doing it. Rule Three: When the body has acted, tell the public what the body did. B.1.a Packet Pg. 35 At t a c h m e n t : C o u n c i l P r o c e d u r e s - 0 9 _ 2 7 _ 2 0 2 2 ( C i t y C o u n c i l P o l i c i e s a n d P r o c e d u r e s D i s c u s s i o n ) 32 01247.0001/717502.2 1400 K Street, Sacramento, CA 95814 (916) 658-8200 | Fax (916) 658-8240 www.cacities.org To order additional copies of this publication, call (916) 658-8200. $10 © 2011 League of California Cities. All rights reserved. Printed on recycled paper. B.1.a Packet Pg. 36 At t a c h m e n t : C o u n c i l P r o c e d u r e s - 0 9 _ 2 7 _ 2 0 2 2 ( C i t y C o u n c i l P o l i c i e s a n d P r o c e d u r e s D i s c u s s i o n )