Regular meetings shall be held on the first and third Tuesday
of each month at 6:00 p.m. in the Council chambers at City Hall, 10722
SE Main. Regular meetings may be held at a different time and place
by giving appropriate notice at least 24 hours in advance. Two regular
meetings shall be held each month.
(Ord. 1480 § 3(A), 1981; Ord. 1840 § 1, 1998)
Special meetings may be called by the Mayor or two other Councilors,
and appropriate notice shall be given to the remaining Councilors,
the City Manager, City Attorney, and the public. The notice shall
specify the meeting time and place and a description of the business
to be transacted at the meeting. If a special meeting is called to
deal with an emergency involving danger to life or property, notice
is not required. No general legislation may be considered at a special
meeting except that for which the meeting is called.
(Ord. 1480 § 3(B), 1981)
All meetings shall be held in compliance with ORS 192.610 to
192.690 (Public Meeting Law). The Council may hold closed meetings
(executive sessions) pursuant to ORS 192.660. A motion or notice calling
for an executive session shall identify the specific statutory authorization.
Media representatives will be allowed to attend executive sessions,
but the Council may require that certain information shall not be
disclosed. Final action on any matter discussed in executive session
must be taken at an open meeting.
(Ord. 1480 § 3(C), 1981; Ord. 1592 § 1, 1986; Ord. 1812 § 3, 1996)
A.
Councilors
will keep all written, electronic, digital, and verbal information
provided them on matters of confidentiality under law in complete
confidence to insure that the City's position is not compromised.
No mention of the information read or heard should be made to anyone
other than other Councilors, the City Manager, or the City Attorney.
B.
If the
Council in executive session provides direction or consensus to staff
on proposed terms and conditions for any type of negotiations whether
it be related to property acquisition or disposal, pending or likely
claim or litigation, or employee negotiations, all contact with the
other parties shall be made by designated staff or representatives
handling the negotiations or litigation. A Councilor will not have
any contact or discussion with any other party or its representative
nor communicate any executive session discussion.
C.
If a
Councilor does not refrain from disclosing such information as required
by the Council rules, the Council shall convene and discuss the matter
in an executive session.
(Ord. 1807 § 1, 1996; Ord. 1988 § 2, 2008)
Three members of the Council constitute a quorum for the conduct
of business, but a smaller number may meet to compel the attendance
of absent members.
(Ord. 1480 § 3(D), 1981)
Documents to be submitted to the Council shall be delivered
to the City Manager no later than twelve noon on the third working
day preceding a regular meeting and no later than 24 hours prior to
a special meeting. Copies of the agenda materials shall be distributed
to each Councilor, the City Manager, City Attorney, and others as
designated by the Council or City Manager at least 48 hours prior
to any regular meeting. Copies of the printed agenda page will be
made available to the public at the meeting.
(Ord. 1480 § 3(E), 1981)
Unless excused by three Councilors or the Mayor, the City Manager
shall attend all Council meetings. The City Attorney shall attend
all Council meetings unless the City Manager excuses the City Attorney
based on the Manager's determination that legal issues are unlikely
to arise at the meeting. City department heads shall attend Council
meetings if the Manager determines that their presence would assist
the Council. City employees shall attend Council meetings if their
department head determines that their attendance would assist the
Council.
(Ord. 1480 § 3(F), 1981; Ord. 1988 § 3, 2008)
All open regular and special meetings and work sessions shall
be sound, video, or digitally recorded and shall be made available
to the public within a reasonable time after the meeting in the office
of the City Recorder. The recorder shall prepare written minutes of
all open regular and special meetings and work sessions, which shall
be approved by the Council and made available for public inspection
within a reasonable amount of time. Written minutes shall include
all members of the governing body present; all motions, proposals,
resolutions, orders, ordinances, and measures proposed and their disposition,
the results of all votes and the vote of each member by name, the
substance of the discussion of any matter, and references to any documents
discussed.
(Ord. 1480 § 3(G), 1981; Ord. 1812 § 4, 1996; Ord. 1988 § 4, 2008)
A.
All
regular meetings shall have the following order of business:
B.
The
order of business may be changed by the presiding officer or majority
vote of the remaining Councilors.
(Ord. 1480 § 7(A), 1981; Ord. 1678, 1990; Ord. 1779, 1995; Ord. 1790, 1995; Ord. 2193 § 1,
2020)
A.
The
Council invites comments on all matters for Council consideration.
Public comments on matters not on the agenda or on the consent agenda
are to be presented during the community comments part of the agenda
in accordance with the rules established by Council. Public hearings
shall be conducted under the regulations applicable to the particular
type of hearing. During the business items part of the agenda, the
Council may allow statements from those wishing to speak prior to
deliberation. The right to deliberate is reserved to the Council.
The City Manager has the right to take part in discussion but shall
have no vote. The Council may invite staff and others to participate.
Statements by others may be limited in duration by the Council and
shall normally be limited to one statement per person per agenda item.
B.
The
presiding officer may recognize any City staff member or member of
the audience for discussion of any matter before the Council.
(Ord. 1480 § 7(B), 1981; Ord. 1988 § 5, 2008; Ord. 2193 § 1, 2020)
When a motion is moved and seconded, it shall be stated by the
presiding officer for debate. A motion once made may not be withdrawn
by the mover without the consent of the Councilor seconding it and
the approval of the Council. The presiding officer may rule an improper
motion out of order or, if the question involves two or more propositions,
divide it into two separate questions. No Councilor shall be allowed
to speak more than once on a particular question until every other
Councilor has had an opportunity to do so.
(Ord. 1480 § 7(C), 1981)
A motion to postpone may be debated and amended and may specify
a time when the question will be considered. A motion to table precludes
all amendments or debate and if the motion prevails, consideration
of the question may be resumed only upon the motion of a member voting
with the majority.
(Ord. 1480 § 7(D), 1981)
B.
A motion
to adjourn is debatable only as to time of adjournment. When the meeting
agenda includes one or more public hearings, meetings may be adjourned
no later than 11:00 p.m. If there are no public hearings scheduled,
meetings may be adjourned no later than 10:00 p.m. However, the adjournment
time may be extended by majority vote.
(Ord. 1480 § 7(E), 1981; Ord. 1812 § 5, 1996)
Any member may raise a point of order at any time and the presiding
officer shall determine all points of order, subject to the right
of any Councilor to appeal the decision to all Council members present.
(Ord. 1480 § 7(F), 1981; Ord. 1812 § 6 1996)
In the absence of a rule to govern a point or procedure, reference
shall be made to accepted practice in parliamentary bodies. Disputes
involving procedural matters shall be settled by reference to Robert's
Rules of Order, Revised.
(Ord. 1480 § 7(G), 1981)
The rules in this chapter are procedural only, and the failure
to strictly observe them shall not invalidate any action taken. Any
rule contained in this chapter may be temporarily suspended at any
meeting by majority vote of all Council members present.
(Ord. 1480 § 7(H), 1981; Ord. 1812 § 7, 1996)
Members are expected to attend all meetings. In the event a
member is absent from a meeting the Council shall determine whether
the member's absence will be excused. No member may leave during a
meeting without the consent of the presiding officer.
(Ord. 1480 § 4(A), 1981; Ord. 1489 § 3, 1981)
Members shall occupy seats in the Council chamber assigned to
them by the Mayor. New Councilors will occupy the seats of the individuals
they replaced unless instructed otherwise.
(Ord. 1480 § 4(B), 1981)
Members shall have the right to speak on any matter properly
before the Council and shall not be interrupted unless called to order
by the presiding officer or unless a point of order or personal privilege
is raised by another member.
(Ord. 1480 § 4(C), 1981)
Any member shall have the right to express dissent from or protest
against any ordinance or resolution and have the reasons therefor
entered in the minutes in summary form.
(Ord. 1480 § 4(D), 1981)
Any Councilor may appeal from a ruling of the presiding officer,
and the ruling may be overruled by majority vote.
(Ord. 1480 § 4(E), 1981)
During Council meetings, Council members shall preserve order
and decorum and shall neither by conversation nor otherwise delay
or interrupt the proceedings. Councilors shall confine their remarks
to the question under debate and avoid all personalities and indecorous
language.
(Ord. 1480 § 4(F), 1981)
A Councilor may interrupt another Councilor and address the
Council on a question of personal privilege in cases where the member's
integrity, character, or motives are questioned, if the presiding
officer recognizes the privilege.
(Ord. 1480 § 4(G), 1981)
A.
Councilors
shall review and observe the requirements of the Oregon Government
Ethics Law (ORS 244.010 to 244.400) dealing with the use of public
office for private financial gain. Councilors shall give public notice
of any potential conflicts of interest, and the notice will be reported
in the meeting minutes. In addition to matters of financial interest,
Councilors shall maintain the highest standards of ethical conduct
and assure fair and equal treatment of all persons, claims, and transactions
coming before Council. This general obligation includes the duty to
refrain from:
1.
Disclosing
confidential information or making use of special knowledge or information
before it is made available to the general public;
2.
Making
decisions involving business associates, customers, clients, and competitors;
3.
Violating
Council rules;
4.
Appointing
relatives, clients, or employees to boards and commissions;
5.
Requesting
preferential treatment for themselves, relatives, associates, clients,
co-workers, or friends;
6.
Seeking
employment of relatives with the City;
7.
Actions
benefitting special interest groups at the expense of the City as
a whole;
8.
Attending
meetings or participating in decisions of City boards and commissions
where there is a possibility of appeal of the matter to the Council;
9.
Expressing
an opinion which is contrary to the official position of the Council
without so stating.
B.
In general,
Councilors shall conduct themselves so as to bring credit upon the
government of the City by respecting the rule of law, ensuring nondiscriminatory
delivery of public services, keeping informed concerning the matters
coming before the Council, and abiding by all decisions of the Council,
whether or not the member voted on the prevailing side.
(Ord. 1480 § 4(H), 1981; Ord. 1812 § 8, 1996; Ord. 1988 § 6, 2008)
A.
Requirement
The concurrence of a majority of the whole Council shall be
required to determine any matter before the Council. Each Councilor
must vote on all questions before the Council unless the member has
a conflict of interest which would disqualify the member from voting.
If a member abstains, the reasons for the abstention shall be entered
in the record. Unless a Councilor abstains, the member's silence when
the vote is taken shall be considered an affirmative vote.
B.
Statement
of the Question
Immediately prior to the vote, the presiding officer shall restate
the question. Following the vote, the presiding officer shall announce
whether the question carried or was defeated. The presiding officer
may also publicly state the effect of a vote for the benefit of the
audience.
C.
Roll
Call Vote
At the request of any Councilor, any question shall be voted
on by roll call.
D.
Tie
Vote
In the case of a tie vote on any proposal, the proposal shall
be considered lost.
E.
Changing
Vote
A Councilor may change his or her vote only if the action is
taken immediately following the last vote cast and prior to the time
that the result of the vote is announced. A Councilor shall not be
allowed to withdraw an abstention.
F.
Motion
to Reconsider
A motion to reconsider any action may be made only at the same
meeting where the action was taken, by a Councilor on the prevailing
side of the question. Any Councilor may make a motion on the same
question at any subsequent meeting.
G.
Record
of Votes
Unless the vote is unanimous, the ayes and nays of each Councilor
shall be entered in the minutes.
(Ord. 1480 § 5(A—G),
1981; Ord. 1812 § 9, 1996; Ord. 1918 § 1, 2003)
