[Adopted 6-18-2019 by Ord. No. 707[1]]
[1]
Editor’s Note: This ordinance also repealed former Art. III, Rules of Organization, adopted 4-3-2007 by Ord. No. 393, as amended, and renumbered former § 8-20, Composition; election; terms, as § 8-36.
City councils are authorized to adopt rules of procedure and provide for order at their meetings pursuant to Minn. Stat. § 412.191.
The purpose of this policy on City Council meetings is to set the groundwork for orderly and respectful communications between and among Council members, City staff, and citizens to promote the efficient working of the public's business at City Council meetings.
A. 
The Minnesota Open Meeting Law, Minn. Stat. Ch. 13D, generally requires that all meetings of public bodies be open to the public.
(1) 
This presumption of openness serves three basic purposes:
(a) 
To prohibit actions from being taken at a secret meeting, where it is impossible for the interested public to become fully informed concerning decisions of public bodies, or to detect improper influences.
(b) 
To ensure the public's right to be informed.
(c) 
To afford the public an opportunity to present its views to the public body.
(2) 
The City Council views providing and encouraging citizen access to City meetings as one of its most important duties. As a result, all Council and Council committee meetings, including special and adjourned meetings, with the exception of closed meetings, as provided by Minn. Stat. Ch. 13D, shall be open to the public.
(3) 
In calculating the number of days for providing notice under the Minnesota Open Meeting Law, the first day that the notice is given is not counted, but the last day is counted. If the last day is a Saturday, Sunday, or legal holiday, that day is omitted from the calculation and the following day is considered the last day (unless, it happens to be a Saturday, Sunday, or legal holiday).
(4) 
In keeping with the intent of the Minnesota Open Meeting Law, City Council members shall not use any form of electronic communications technology, such as text messaging or email, to communicate with one another or third parties during a public meeting.
(5) 
Pursuant to Minn. Stat. § 13D.01, Subd. 6, at least one copy of the written materials made available to Council at or before the meeting shall also be made available for inspection by the public, excluding any nonpublic data, attorney-client privileged data, or materials related to agenda items of closed meetings.
A simple majority three of the Council shall constitute a quorum for the valid transaction of any scheduled business to come before the Council.
A. 
Location. All meetings, including special, recessed, and continued meetings, shall be held in the City Council chambers, unless otherwise designated, pursuant to Minn. Stat. § 13D.04, Subd. 2.
B. 
Regular meetings. Regular meetings of the City Council shall be set by the City Council at the first regular meeting of January of each year. The City Clerk shall maintain a schedule of regular meetings. This schedule shall be available for public inspection during regular business hours at the City Clerk's office. All meetings, including special emergency meetings, shall be held at the City Hall. Regular meetings of the City Council shall be held at 7:00 p.m. on the first and third Tuesday of each month, except in the following situations.
(1) 
When the first Tuesday of January falls before a newly elected Council member can act in office as required by state statute. In that case the meeting will be held on the first Monday of January of that year at 7:00 p.m.
(2) 
When any regular meeting date falls on an election day, official holiday or precinct caucus day, the meeting shall be held on the next business day at 7:00 p.m. except as provided in Subsection B(1) above.
(3) 
When National Night Out is held on the first Tuesday of August, the meeting shall be held on the next business day at 7:00 p.m.
(4) 
Whenever state law precludes a regular meeting date, that meeting shall be rescheduled for the next business day at 7:00 p.m.
C. 
Special meetings. A special meeting is a meeting that is held at a time or location different from that of a regular meeting. A special meeting may be called by the Mayor or any two City Council members by filing a request for the meeting at least three days before the meeting. Days shall be counted as provided in § 8-14A(3). Notice to the public of special meetings must be given pursuant to Minn. Stat. § 13D.04, Subd. 2.
D. 
Work sessions. Work sessions of the City Council shall be set from time to time by City Council resolution. Public input regarding work session matters will be allowed at the end of each Council work session topic. Public input will be limited to a maximum of three minutes per topic. Any member of the public desiring to address the Council shall raise his/her hand, be recognized by the presiding officer, and then proceed with his/her discussion. All remarks and questions shall be addressed to the presiding officer and not to any individual Council member, staff member, or other person. During the public input portion of the work session, all remarks shall be limited to the subject under discussion. No person shall enter into any discussion without being recognized by the presiding officer.
E. 
Emergency meetings. An emergency meeting may be called by the Mayor or any two City Council members. An emergency meeting is a special meeting called because of circumstances that, in the judgment of the public body, require immediate consideration by the public body. Posted or published notice of an emergency meeting is not required. However, the City will make a good faith effort to notify each news outlet that has filed a written request for notice. Notice must be given by telephone or any other method to notify members of the public body. The notice must include the subject of the meeting, date, time and place. Where practical, the Clerk shall make an effort to contact news gathering organizations that have filed a request to receive notice of special meetings.
F. 
Closed meetings. The Minnesota Open Meeting Law[1] allows some meetings to be closed to the public for defined purposes. When a meeting is closed, the presiding officer at the Council meeting will state the reason for closing the meeting on the record and cite the state statute that permits closure.
[1]
Editor's Note: See Minn. Stat. Ch. 13D.
G. 
Recessed or continued meetings. When a meeting is recessed or continued, the presiding officer shall state the time and place for the next meeting to occur pursuant to Minn. Stat. § 13D.04, Subd. The time and place shall be noted in the minutes. If the time and place is stated and noted in the minutes, no additional notice of the meeting is required. However, if the time and place is not stated, the notice procedures for special meeting shall be required.
H. 
Organizational meetings. The Council will conduct its organizational meeting concurrent with the first regular Council meeting in January of each year to:
(1) 
Appoint an acting Mayor pursuant to Minn. Stat. § 412.121.
(2) 
Select an official newspaper pursuant to Minn. Stat. § 412.831.
(3) 
Select an official depository for City funds. This must be done within 30 days of the start of the City's fiscal year pursuant to Minn. Stat. §§ 427.01-.02; 118A.02, Subd. 1; 427.09.
(4) 
Review Council's bylaws and make any needed changes.
(5) 
Assign committee duties to members.
(6) 
Approve official bonds that have been filed with the Clerk.
I. 
Role of the presiding officer. The Mayor shall preside at all meetings of the City Council. The presiding officer shall preserve order, enforce the City Council rules of order and procedure as adopted in § 8-18, and determine, without debate, all questions of procedure and order, subject to the final decision of the Council on appeal as provided in § 8-16N. The presiding officer shall determine which member has the right to speak and may move matters to a vote once the officer has determined that all members who desire to speak have spoken. The presiding officer may determine whether a motion or proposed amendment is in order and may call members to order.
J. 
Adjourning meetings. If considered necessary, because of grave disorder, the presiding officer may adjourn or continue the meeting to another time or suspend the meeting for a specified time.
K. 
Designation of a sergeant-at-arms. The presiding officer may request that local law enforcement designate a member to serve as a sergeant-at-arms at City Council meetings. The sergeant-at-arms shall carry out all orders or instructions given by the presiding officer for the purpose of maintaining order and decorum at meetings.
L. 
Motions and voting. The presiding officer may make motions, second motions, speak on any questions, and vote on any matter properly before the Council.
M. 
Absences of the presiding officer. In the absence of the Mayor, the acting Mayor shall preside. In the absence of both the Mayor and the acting Mayor, the City Clerk shall call the meeting to order. The first order of business shall be to select a presiding officer for the meeting from the members present. The City Clerk shall preside until the Council members present choose a member to act as presiding officer.
N. 
Appeals of rulings of the presiding officer. Any member of the Council may appeal to the full Council a ruling on order or procedure made by the presiding officer.
(1) 
Procedure for appeals. An appeal is made by motion. A second is needed for the motion to be considered. The member making the motion may speak once solely on the question involved, and the presiding officer may speak once solely to explain his or her ruling, but no other Council member may participate in the discussion.
(2) 
Once both the maker of the motion and the presiding officer have spoken, the matter must be voted upon by the Council as a whole.
(3) 
The appeal shall be sustained if it is approved by a majority of the members present, including the presiding officer.
O. 
Temporary designation of a presiding officer. The presiding officer may choose to designate a temporary presiding officer before participating in debate on a given matter. In the alternative, the Council may by majority vote designate a temporary presiding officer to preside over the debate on a given matter. The presiding officer shall resume presiding as soon as action on the matter is concluded.
P. 
Staff presence. The City Administrator shall attend all meetings of the City Council with the right to take part in the discussions, but not to vote. In the absence of the City Administrator and Assistant City Administrator, a designated department head shall serve as the City Administrator's representative at the meeting. Department heads and contracted employees such as the Engineer may attend all meetings. Department heads and contracted employees such as the Engineer shall attend meetings when directed by the City Administrator.
Q. 
Memorandums, resolutions and ordinances. A memorandum report or brief explanation of each business agenda item shall be included in the materials that accompany the agenda. The information provided by staff should serve to inform the City Council on the subject matter under discussion. The information should explain in detail the staff comments, work and/or recommendation. If an agenda item requires more than a majority vote, the agenda report shall specify the votes needed to pass the matter under consideration. Whenever reasonably practicable for business and consent agenda items, proposed resolutions or ordinances shall be included in the materials for City Council consideration.
A. 
The proceedings of the City Council shall be conducted in accordance with the procedures set forth in these bylaws. In the event these bylaws do not address a particular point of order, Roberts Rules of Order, most recently revised edition, shall govern.
(1) 
Council members desiring to question the staff shall address the question to the City Administrator or City Attorney, in appropriate cases, who shall respond to the inquiry or designate a staff member to do so.
(2) 
Any Council member may move to require the presiding officer to enforce the rules. Upon the affirmative vote of a majority of the Council, the presiding officer shall do so.[1]
[1]
Editor's Note: Former Subsection A(3), regarding the presiding officer and other organizational rules and procedures, as amended 7-20-2021 by Ord. No. 763, which immediately followed this subsection, was repealed at time of adoption of Code (see Ch. 1, General Provisions, Art. II).
A. 
All Council members shall assist the presiding officer in preserving order and decorum and in providing for the efficient operation of the meeting.
B. 
No Council member shall engage in conduct which delays or interrupts the proceedings or which hinders honest, respectful discussion and debate.
C. 
City Council meetings shall be conducted in a courteous manner that recognizes the validity of differing points of view and promotes the ideal of democratic discussion and debate free of insult, bullying, intimidation, slander, and personal attacks and threats.
D. 
To effectuate these aspirational goals, City Council members shall conduct themselves at Council meetings in a manner consistent with the following:
(1) 
No Council member shall engage in private conversation or pass private messages while in the chamber in a manner so as to interrupt the proceedings of the Council.
(2) 
No Council member shall use any electronic communication device, other than the City iPad, during City Council or other City meetings.
(3) 
No Council member shall leave his or her seat or make any noise of disturbance while a vote is being taken and until the result of the vote is announced.
(4) 
No Council member shall use profane or obscene words or unparliamentary language or use language that threatens harm or violence toward another person during a Council meeting.
(5) 
No Council member shall speak on any subject other than the subject in debate.
(6) 
No Council member shall speak without being recognized by the chair; nor shall any Council member interrupt the speech of another Council member.
(7) 
No Council member shall disobey the City Council rules of order and procedure adopted in § 8-18 or a decision of the presiding officer on questions of order or practice or upon the interpretation of the rules of Council.
(8) 
No Council member shall engage in disorderly conduct that disturbs or disrupts the orderly conduct of any meeting.
(9) 
Any Council member failing to conform with these rules may be determined to be declared out of order by the presiding officer where upon such Council member shall immediately desist from the offending conduct or shall be subject to removal from the meeting by the sergeant-at-arms.
(10) 
Decorum and order of employees. Staff members shall observe the same rules of procedure and decorum applicable to members of the Council. The City Administrator shall ensure that they observe such decorum. Any staff member, including the City Administrator, desiring to address the Council or members of the public shall first be recognized by the presiding officer. All remarks shall be addressed to or through the presiding officer.
A. 
The votes of the City Council will be taken by voice vote. The presiding officer shall announce the results of all votes of the Council.
B. 
A clear statement of the matter being voted upon and the names of those voting for and against the matter shall be recorded in the official minutes.
C. 
Council members may ask for a roll call of the vote by the City Administrator or designee on any motion or resolution.
D. 
The City Administrator or designee may ask for a verification roll call if the vote of a Council member is not clear on the voice vote.
E. 
A majority vote of the quorum present shall be sufficient for all matters before the Council, unless otherwise provided by state law.
F. 
Whenever a matter is put forward for a vote, every Council member shall vote either in favor, opposed or abstain, unless a bona fide conflict of interest, as defined by state law, exists. A failure or refusal to vote shall be deemed an abstention.
G. 
As individuals, Council members have no administrative authority. When acting as a Council, however, the legislative body has authority over the appointed City Administrator.
H. 
Any Council member shall have the right to respectfully express dissent from or protest any action of the Council. A Council member wishing to have the dissent or protest entered in the minutes should state so with language such as "I would like the minutes to show that I am opposed to this action for the following reasons."
A. 
Each meeting of the Council shall convene as close as practicable to the time and at the place appointed.
B. 
Council business shall be conducted in the order of the prepared agenda, unless an alteration is approved by a majority of the Council.
C. 
An item will be commenced no later than 10:00 p.m. regardless of completion of meeting business.
D. 
If all business has not been completed, the meeting may be continued to another date and time following the notice provisions in § 8-16G.
[Amended 2-4-2020 by Ord. No. 722]
The order of business for all Council meetings shall be:
A. 
Call to order.
B. 
Pledge of Allegiance.
C. 
Call of roll.
D. 
Public comment (as held).
E. 
Adopt agenda.
F. 
Proclamations/commendations/certificate awards (if needed).
G. 
Approval of minutes.
H. 
Announcements.
I. 
Council Committee reports.
J. 
Public hearings (when scheduled).
K. 
Business items.
L. 
Consent agenda.
M. 
Other communications.
N. 
Closed session (only if needed).
O. 
Adjournment.
A. 
An agenda will be prepared for all regular Council meetings by the City Administrator or designee. Agenda items may be placed by City Council members and City staff. When a special meeting is called, the agenda must be included in the request for the meeting and in the publication of the notice of the meeting pursuant to Minn. Stat. § 13D.04, Subd. 2.
[Amended 7-20-2021 by Ord. No. 763]
(1) 
All requests to place an item on the agenda by a Council member must be received in writing by the City Administrator or designee by Wednesday noon preceding the City Council meeting. A written background to the request should be provided so the City Administrator or designee may collect and provide the City Council with information regarding the item if needed.
(2) 
All public requests to place an item on the agenda must be on the form prescribed by the City. The form should be completed with the goal of clearly describing the subject matter to be considered by Council and any action requested or required. Supporting information may be attached to the form as necessary. These requests must first be reviewed and recommended for inclusion on the City Council agenda by the Committee of the Whole.
(3) 
All requests to place an item on the agenda by City staff must be reviewed by the City Administrator or designee.
(4) 
The agenda, along with information materials, will be emailed or delivered to all City Council members, City Department Head staff, City Attorney, City contracted staff, the news media and others who have subscribed to receive three days prior to the City Council meeting.
(5) 
The City Administrator or designee shall see that at least one copy of printed materials relating to agenda items is available to the public in the meeting room while the Council considers their subject matter. This section does not apply to materials that are classified as other than public under the Minnesota Government Data Practices Act (Minn. Stat. § 13.01 et seq.) or materials for closed meetings.
(6) 
Only those items that have been placed on the agenda or have been approved to be added to the agenda as part of the Council action to accept the agenda shall be acted on by Council.
(7) 
All proposed resolutions and ordinances shall be in writing and provided in the Council materials unless an item is added to the agenda for immediate action for emergency purposes.
A. 
A consent agenda may be used to improve the efficiency of meetings. The consent agenda allows Council to consider several items at one time. Only one motion is necessary to approve all items on the consent agenda.
B. 
Items that require findings of fact or an explanation of Council actions, such as land use matters and the consideration of license requests, should generally not be placed on the consent agenda.
C. 
An item on the consent agenda may be removed for consideration on the business agenda by the request of any one Council member. This request shall be done at the time of approval of the agenda.
D. 
Policy establishing procedures for the use of a consent agenda. The City Council must deliberate many agenda items at its meetings, and the time available for such deliberation is severely limited. The City Council desires to have as much time as possible for the deliberation of significant agenda items which involve establishment of City policy and goals. Some agenda items are of such routine, noncontroversial nature that they need minimal Council deliberation. The City Council desires to handle these agenda items as expeditiously as possible in order to provide more time for significant agenda items. The City Council resolves that the City Administrator or designee is hereby directed to prepare a consent agenda for each regular Council meeting. The consent agenda shall contain those items which in the judgment of the City Administrator or designee are routine, noncontroversial items that require Council action but need little or no deliberation. The following procedures and rules shall govern the use of the consent agenda by the City Council:
(1) 
Full copies of the consent agenda will be provided in advance to both the City Council and the press.
(2) 
A motion to approve the consent agenda will not be debated.
(3) 
The consent agenda shall be adopted by majority vote.
A. 
Minutes constitute a vital record of the City and are the best means of preserving City Council intent, findings of fact, and action. Pursuant to Minn. Stat. § 412.151, the City Clerk must keep a minute book.
B. 
The minutes shall contain at minimum:
(1) 
The City Council members who are present.
(2) 
Type of meeting (regular, special, continued, emergency).
(3) 
Date and place the meeting was held.
(4) 
Time the meeting was called to order.
(5) 
Approval of minutes of the previous meeting, with any corrections.
(6) 
The members who make or second motions.
(7) 
Roll call vote on motions (if needed or requested).
(8) 
Subject matter of proposed resolutions or ordinances.
(9) 
Whether the resolutions or ordinances are defeated, adopted or tabled.
(10) 
A statement of findings of facts and an explanation of Council action, including specific reasons for approval and disapproval, on all land use and licensing matters.
(11) 
Listing of all bills allowed or approved for payment, noting the recipient, and amount.
(12) 
Abstentions from voting due to a conflict, stating the member's name.
(13) 
Appointments of representatives to committees or outside organizations.
C. 
The minutes of each meeting shall be typed and signed as required by law. Copies of the minutes shall be included in the agenda for the next Council meeting.
D. 
At the next regular meeting, approval of the previous meeting's minutes shall be considered by Council.
(1) 
The meeting minutes do not need to be read aloud.
(2) 
The presiding officer shall call for any additions or corrections.
(3) 
If there is no objection to an addition or correction, it will be made without a vote of the Council.
(4) 
If there is an objection, the Council shall vote upon the addition or correction by roll call vote.
(5) 
Council shall take formal action by vote to approve the minutes as distributed or as amended.
E. 
Minutes shall be published as required by Minn. Stat. §§ 412.191, 331A.08, Subd. 3, 331A.01, Subd. 10.
A. 
Public hearings are sometimes required by law to allow the public to offer input on City Council decisions. When public hearings are required by law, notice shall be provided as required by state statute. Public hearings shall be held at the meeting advertised in any notice required by law.
B. 
General procedure for public hearings. The order of business for all public hearings conducted by Council shall be:
(1) 
Opening comments by presiding officer announcing the purpose of the public hearing.
(2) 
Presiding officer opens the public hearing portion of the meeting.
(3) 
Staff presentation (including the Clerk, Administrator, Attorney and engineering reports, if any).
[Amended 7-20-2021 by Ord. No. 763]
(4) 
Developer/other presentation (if any).
(5) 
Public comments (limited to three minutes. Comments must not be repetitive).
(6) 
Reading of written comments.
(7) 
Presiding officer formally closes the public hearing portion of the meeting.
C. 
Speakers who wish to address the City Council at a public hearing must follow the same rules in § 8-25. However, the presiding officer may allow additional time for speakers and additional time for speakers shall be allowed by majority vote of the City Council.
[Amended 7-20-2021 by Ord. No. 763]
D. 
Speakers may also provide written comments to the City Council before or at the meeting. Signed written comments provided in lieu of verbal remarks shall be read aloud by the presiding officer or his or her designee prior to adjournment of the public hearing. Anonymous, unsigned communications will not be read.
E. 
The presiding officer may continue the hearing, if necessary, following the procedures in § 8-16G.
A. 
Public participation and comment at Council meetings. City Council meetings are the forum for the City Council to conduct the City's business. While City Council meetings are open to the public pursuant to the Minnesota Open Meeting Law, they are not a forum for public expression. As such, members of the public are not allowed to participate in Council discussion and debate without a specific invitation and/or formal recognition by the presiding officer. Members of the public shall not applaud, engage in conversation, or engage in other behavior through words or action that may disrupt the proceedings of Council.
B. 
Members of the public shall follow the direction of the presiding officer. Members of the public who do not follow the direction of the presiding officer will be warned that further disruptive conduct will result in removal from the meeting. After warning, if the conduct continues, the presiding officer may ask the member of the public to leave the meeting room. If the member of the public refuses to follow the direction of the presiding officer, the presiding officer may direct the sergeant-at-arms to remove the person through any lawful means. In emergency situations, or where conduct is an egregious threat to the safety of the public or the Council, a warning is not necessary before the sergeant-at-arms is directed to remove the person.
C. 
Public comment period. As a part of the regular meeting of the City Council, in accordance with § 8-21, Order of business, of this chapter, an informal forum titled "public comment" may be held. Public comments during this forum are subject to these limitations:
[Amended 2-4-2020 by Ord. No. 722]
(1) 
Speakers must be recognized by the presiding officer before speaking and are limited to three minutes for comment.
(2) 
When multiple speakers appear to speak on the same topic, comments should not be repetitive. The presiding officer may request speakers to appoint a spokesperson.
(3) 
The presiding officer may place a time limit on the public comment period, if necessary, to allow for the conduct of City business. If there is not sufficient time to hear all public comments, the comment period may be deferred to the next regular meeting or at a continued meeting.
(4) 
Speakers must identify themselves by name and address prior to addressing the presiding officer.
(5) 
Speakers must direct their remarks toward the presiding officer.
(6) 
Speakers shall not use obscene, profane or threatening language, nor conduct themselves in a threatening, loud, or boisterous manner that disrupts the conduct of the meeting or the security of the public.
(7) 
Speakers are required to follow the direction of the presiding officer.
(8) 
Speakers who do not follow the direction of the presiding officer will be warned that further disruptive conduct will result in removal from the meeting. After warning, if the conduct continues the presiding officer may ask the speaker to leave. If the speaker refuses to follow the direction of the presiding officer, the presiding officer may direct the sergeant-at-arms to remove the speaker through any lawful means. In emergency situations, or when conduct is an egregious threat to the safety of the public or the Council, a warning is not necessary before the sergeant-at-arms is directed to remove the speaker.
(9) 
No Council action may take place during public comment. However, Council members may express their views or reaction to a presentation, or ask questions of the presenter. The Council may direct the City Administrator or designee to address specifics in nature, to research and report back at an upcoming regular meeting, or request an amendment to the regular meeting agenda to further discuss, provide direction to staff or take action.
(10) 
Public comment items are restricted to City governmental topics, and are not a platform for private agendas, to make personal attacks, to air personality grievances, to make political endorsements, or for political campaign purposes.
(11) 
If any Council member deems that the comments are not germane to issues within the purview of the City Council, the Council member may request the presiding officer to request the speaker to yield the podium. Further, any Council member may object to the request of the presiding officer to ask a speaker to yield the podium, in which case, the presiding officer shall put the matter to a vote of the Council.
(12) 
The presiding officer shall have the authority to adjourn the public forum if there is a breach of decorum.
A. 
All resolutions and ordinances shall be in writing and provided in the Council materials, agenda packet, unless an item is added to the agenda for immediate action for emergency purposes. Unless otherwise provided by law, all ordinances shall be adopted by a majority vote of Council members present at the Council meeting. Unless otherwise provided by law, ordinances do not require multiple readings, and may be adopted as presented at the first available meeting.
[Amended 7-20-2021 by Ord. No. 763]
B. 
Readings are deemed waived unless a member of the City Council requests such a reading; unless otherwise provided by law.
C. 
Signing and publication proof. Every ordinance and resolution passed by the Council shall be signed by the Mayor, attested by the Clerk, and filed by the Clerk in the ordinance or resolution book. Proof of publication of every ordinance shall be attached and filed with the ordinance.
D. 
Repeals and amendments. Every ordinance or resolution repealing a previous ordinance or resolution or a section or subdivision thereof shall give the number, if any, and the title of the ordinance or Code number of the ordinance or resolution to be repealed in whole or in part. Each ordinance or resolution amending an existing ordinance or resolution or part thereof shall set forth in full each amended section or subdivision as it will read with the amendment.
E. 
Motions, petitions, communications. When a motion is made and seconded, it shall be stated by the presiding officer before debate by the Council members. The presiding officer shall confirm by again asking if there are any further comments or discussion from the Council prior to asking for a vote. Every motion shall be stated in full before the presiding officer submits it to a vote and shall be recorded in the minutes. Every petition or other communication addressed to the Council shall be in writing and shall be read in full upon presentation to the Council unless the Council dispenses with the reading. Each petition or other communication shall be recorded in the minutes by title and filed with the minutes in the office of the Clerk.
All assignments of Council members to serve on City boards, commissions, and committees shall be by a majority vote of Council members present at the meeting, unless otherwise provided by law.
A. 
Committees designated.
(1) 
Committee of the Whole. All Council members are appointed annually to the Committee of the Whole. Committee of the Whole meetings are a dialogue on matters placed on a meeting agenda between Council members, City staff, City consultants and invited guests. No official action, (i.e., adoption of resolutions or ordinances), shall be taken at these meetings, however, Council may provide administrative or operational direction to staff as requested, and as deemed appropriate by Council. Committee agendas shall be prepared by the City Administrator or their designee and distributed in advance of Committee meetings and posted. The City Administrator or their designee shall convene Committee of the Whole meetings and introduce Committee agenda items. Matters which pursuant to City Code or resolution that reference a former Council committee shall be brought to the Committee of the Whole. A Committee meeting schedule shall be adopted annually by the City Council.
[Amended 7-20-2021 by Ord. No. 763]
(2) 
Other City and community boards and committees:
(a) 
Rum River BMX Association Board.
(b) 
Community Education.
(c) 
Cable TV Liaison.
(d) 
Chamber of Commerce Liaison.
(e) 
Bike Isanti County Committee.
(f) 
Fire District.
(g) 
School Liaison.
(h) 
(Reserved)
(i) 
ECRDC Transportation Advisory Committee.
(j) 
ICICLE.
(k) 
C-I Bike Walk Trail Committee.
(l) 
Public Works Labor Management Committee.
(m) 
Planning Commission.
[Added 7-20-2021 by Ord. No. 763]
(n) 
Parks and Recreation Board.
[Added 7-20-2021 by Ord. No. 763; amended 7-18-2023 by Ord. No. 792]
(o) 
Economic Development Authority.
[Added 7-20-2021 by Ord. No. 763]
B. 
Referral and reports. Any matter brought before the Council for consideration may be referred by the presiding officer to the appropriate committee or to a special committee that the presiding officer appoints for a written report and recommendation before it is considered by the Council as a whole. A majority of the members of the committee shall sign the report and file it with the Clerk prior to the Council meeting at which it is to be submitted. Minority reports may be submitted. Each committee shall act promptly and faithfully on any matter referred to it.
C. 
Council members assigned to committees shall attend scheduled meetings and in the case of absence, if an alternate is designated, shall inform the alternate of their inability to attend the meeting. Except for Economic Development Authority, Parks and Recreation Board and Planning Commission, Council members serving in voting positions on City and community boards and committees shall keep the Council apprised of all major policy and fiduciary matters requiring a vote prior to the committee meeting that the vote must be taken. In the event that the Council has not been apprised of the matter to be voted on, or time does not allow review with the Council, the Council member shall abstain from voting.
[Amended 7-20-2021 by Ord. No. 763; 7-18-2023 by Ord. No. 792]
[Amended 11-1-2022 by Ord. No. 776]
Proclamations recognizing events, persons, and official observances shall be at the discretion of the Mayor. The City Administrator shall place such proclamations on the Council agenda which shall be adopted by a majority of the Council members with adoption of the Council agenda.
Council members shall occupy the chairs assigned to them by the presiding officer, but two Council members may exchange seats by joining in a formal request to the presiding officer.
[1]
Editor's Note: Former § 8-32, Suspension or amendment of these rules, was repealed 7-20-2021 by Ord. No. 763.
A. 
Purpose. The purpose of this section is to set forth the basic regulations regarding the various contacts and working relationships of the members of the City Council and those employees appointed by or under the direction of the City Administrator.
B. 
General. The City of Isanti operates under the Council-Administrator form of government. Under this form of local government, citizens elect the City Council, which is responsible for making basic policy decisions for the community. The Council employs a City Administrator who provides administrative leadership for carrying out the policy formulated by the City Council.
(1) 
The success shared by the Council-Administrator form of local government is in large measure a result of a clear recognition on the part of all officials concerned that the legislative and administrative branches of government must operate within their respective spheres of responsibility to preserve the orderly process of governmental activity.
C. 
Communications with Council members.
(1) 
The City Administrator is responsible for implementing the legislative and policy decisions of the City Council. The City Council issues all orders and directives through the City Administrator because he/she is responsible for the day-to-day operation of the City government.
(2) 
On occasion a Council member, in his or her desire to serve the people of Isanti whose interest he or she is elected to voice, may handle a problem or inquiry less formally. In such an instance, if the matter can be handled in conformance with existing Council and administrative policy, it should be resolved as the priority of the problem dictates. However, if the requested or suggested action raises any policy or procedural questions, or if the proposed action is inconsistent with any previously adopted Council policies or actions, the staff member should bring the matter to the attention of the City Administrator.
(3) 
Respectful requests from a Council member for information or to respond to maintenance problems, ordinance enforcement difficulties, etc., shall be directed to the City Administrator and courteously responded to as soon as possible.
(4) 
The members of the City Council, the City Administrator and all City employees have a responsibility to maintain the sometimes-delicate balance of relationships essential to the proper functioning of the Council-Administrator form of government. The role of staff in maintaining this proper relationship is as important as the role of elected officials. Those in administrative positions have a responsibility to make recommendations on policy decisions, but such recommendations should be made through their immediate superiors.
(5) 
Department heads may be required to attend Council meetings when they have proposed items which are on the Council's agenda as directed by the City Administrator. If a department head is unable to attend a meeting when required, he or she should request the City Administrator's permission to send a representative. Other City employees are to participate in discussion of official City business at Council meetings only when and if questions are directed to them. When attending these "required" meetings, the department head (or representative) should be fully informed of all facts and be prepared to discuss in detail the subject under consideration.
D. 
Employee discussion items. City employees are not to bring any matters before the Council that are not on the agenda. Any City employee who is a resident of Isanti may appear before the Council at citizen input to discuss matters outside of their employment with the City. All employment issues must follow the City's chain of command and applicable policies. The City Council or their Commissions/Committees will not review or discuss anonymous correspondence.
E. 
Communication from Council members to staff. Communications from Council should be reported to the City Administrator and the City Administrator shall receive the information requested from the corresponding staff. If staff needs to contact Council or a Council member, the City Administrator is also to be advised. Not to keep the two groups from communicating, but so the City Administrator is advised should anyone on Council or other staff contact him or her to discuss the topic of communication.
F. 
Communication on behalf of the City. The Mayor, in their absence Mayor pro tem, Chief of Police, and City Administrator are authorized to communicate on behalf of the City in interviews, publications, news releases, on social media sites, and related communications. Other employees may represent the City if approved by one of these individuals to communicate on a specific topic on a case-by-case basis.
The City Council may, by resolution, adopt such supplemental forms, rules of order, and code of conduct guidelines as it may deem appropriate from time to time.
[1]
Editor's Note: Former § 8-35, Suspension or amendment of rules, was repealed 7-20-2021 by Ord. No. 763.