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Home My WebLink About1999 10 25 Regular Item C Date: 10/25/1999 The following Agenda Item was deferred until next Meeting. COMMISSION AGENDA ITEM C Consent Informational Public Hearings Regular X October 25, 1999 Meeting .~ Mgr. ~/ Authorization Dept. REQUEST: City Manager requests consideration of the attached sample Resolution designating certain policies and procedures for the orderly conduct of City Commission Meetings. PURPOSE: The City Manager has been requested to propose a Resolution designating certain policies and procedures for the orderly conduct of City Commission Meetings. CONSIDERATIONS: The City Commission has on a number of occasions, discussed and proposed various mles and procedures to follow, in an effort to hold more concise, efficient, and orderly meetings. On June 7, 1999 (at 6:00 p.m.), the City Commission scheduled and held a workshop on Commission Meeting Guidelines and Parliamentary Procedures with Ms. Randy Sutphin of Agenda & Associates. On July 13, 1999, the City Commission again scheduled and held a workshop on Commission Meeting Guidelines. CITY OF WINTER SPRINGS REGULAR AGENDA - OCTOBER 25, 1999 REGULAR AGENDA ITEM "C" PAGE20F2 At the October 11, 1999, Regular Agenda Item "E" covered this same subject. The consensus of the Commission was that the City Manager should propose a Resolution which embodies the Commission's desire to hold more efficient and effective meetings. FUNDING: None. STAFF RECOMMENDATION: Consider the attached draft Resolution (Attachment "A") for possible adoption. ATTACHMENTS: A. Proposed Resolution [Including the "1. Ranking Motions Chart" and "Chart n. Motions" found in "Parliamentary Procedure Basics for Governmental Bodies" (Third Edition, Agenda Associates). B. The Minutes from the June 7, 1999 City Commission Workshop, C. The Minutes from the July 13, 1999 City Commission Workshop. COMMISSION ACTION: DRAFT RESOLUTION NO. A RESOLUTION OF THE CITY OF WINTER SPRINGS, FLORIDA, ESTABLISHING CERTAIN POLICIES AND PROCEDURES FOR THE CONDUCT OF ANY COMMISSION MEETINGS, PROVIDING FOR CONFLICT, SEVERABILITY, AND AN EFFECTIVE DATE. WHEREAS, the City Commission has had workshops and discussions on conducting its' business, with a concern for better efficiency and is desirous to establish certain rules and criteria to follow, in order to provide for more efficient, effective, and decorous City Commission meetings; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF WINTER SPRINGS, FLORIDA, that: 1. The City Commission will hold a Workshop, (preceeding the normally scheduled City Commission Meeting which commences at 6:30 p.m.), on a trial basis of two (2) months, beginning at 5:00 p.m. on October 25, 1999 and running through the December 11, 1999 City Commission meeting. After that date, the City Commission will evaluate whether they are desirious to continue this procedure, and will make their decision whether to continue, adjust, or amend this concept, at the January 10, 2000 City Commission meeting. 2. "Agenda Packets will be made available to members of the Commission, no later than Wednesday, prior to the Commission Meeting". 3. "Robert's Rules of Order will be the underlying foundation for the conduct of the Commission meetings". 4. "Any Commissioner may request a Consent Agenda Item be held for separate consideration" . 5. "No motion shall be recognized by the Chair until all Commissioners and the City Manager have had ,ill opportunity to address the Agenda Item". 6. "Motions, once made, and seconded, belong to the Commission, not the individual making the original Motion". 7. Amendments need not be accepted by the maker of the Motion. 8. "All Motions shall be considered in accordance with the Ranking Order Chart in the Parliamentary Procedure Basics for Governmental Bodies". 9. "There is no time limit as the amount oftime a Commissioner may speak". 10. "Motions to call the question, shall require a second and a vote". CITY OF WINTER SPRINGS RESOLUTION PAGE 2 of3 11. "The Mayor shall strongly enforce the directives of the Commission, relative to disruptive members ofthe audience, and time limits on public input", 12. "Members of the Commission may call the Mayor's attention to disruptive behavior by members of the audience, if the Mayor fails to notice the behavior. In such event, the Mayor shall issue a warning to those individuals". 13. The City Commission has agreed that they will follow the following rules regarding an individual who disrupts any type of City Commission meeting, (inclusive of Regular Meetings, Special Meetings, Executive Sessions, and/or Workshops): a. The disruptive individual will be given one (1) warning. b.1. If the same individual is considered to again be disruptive in the same meeting, then the Chief of Police (or hislher designee) shall be asked to escort the individual out of the Commission Chambers, for the remainder of the meeting. or b.2. If the same individual is considered to again be disruptive. at this or any other meeting during the same calendar year, then the Chief of Police (or hislher designee) shall again be asked to escort the individual out of the Commission Chambers. or b.3. If the same individual is considered to again be disruptive, at this or any other meeting ever, then the Chief of Police (or his/her designee) shall be asked to escort the individual out of the Commission Chambers, and that individual will never again be allowed to attend another Commission meeting in the City of Winter Springs, Florida. 14. Meetings will normally end at 11 :00 p,m. a. If all business to be discussed, has in fact been discussed, and it is earlier than 11 :00 p.m.. then, a "majority" vote will be required to adjourn the meeting. b. If the time is 11 :00 p.m., and all business to be discussed, has not yet been fully discussed, then, a "supermajority" vote will be required to adjourn or extend the meeting. c. If the time is after 11 :00 p.m., and all business to be discussed, has not yet been fully discussed, every motion thereafter to extend the meeting will require a "supermajority" vote. CITY OF WINTER SPRINGS RESOLUTION PAGE 3 of3 15. The City Commission will adhere to the attached two (2) pages of Motions, as presented to the City Commission at an earlier Workshop on Commission procedures and policies. PASSED AND ADOPTED THIS day of ,1999. ''J.r1 ~ ~ '1 ~ ~ ad HtIf M.d ad CM4ed tt.ru 4eat t'4 de aliixed-. PAUL p, PARTYKA, MAYOR ATTEST: CITY CLERK - DATE r r~ 1___ r r-- __I ~r--" I T--- I -~ I \- T T= - J _ ~ -- ~...--' -- ,~ ;:'~;::;\;:~~:::~::,~':::;::::I;:~~~::;:~:r;::::~~,~~~,',M," ;;;;~s;.~;',.:,~;;;: ...:.................. ::::::::~:f:::::::::::}::::::::::::::::::::~:::::::::::::~::::::::::::~:~~~~~::::::::::::::: . ,;,;.;..;::::::::t{ .. .. ... ~f}f:rJttr}r}rt~~r:~:~r:~:~:::~t. ....... .:( '........ :;.:.;:::::::::;::::=:.:.:.......;.....:.:... .. ........... ...... .. :::;:;:;:;:;:::;:::::: .... .:.:.:.:.:.:-:. Privile ed Motions 13 Fix time to which to adjourn" Yes No Yes No Ma " No Yes Ma . No No . No No .. -.. No 12 To ad"ourn Yes No 11 To take a recess Yes No 10 No No 9 Call for orders of the da No No 5 "d" M t ubsl lary o ions 8 Lav on Table Yes No No Maj No 7 Previous Question Yes No No 2/3 Yes 6 Limit or Extend Limits of Debate Yes No Yes 2/3 Yes 5 Postpone Definitely Yes Yes Yes Maj Yes 4 Commit or Refer Yes Yes. Yes Maj Yes. 3 Amend Yes Yes Yes Maj Yes 2 Postpone Indefinitely Yes Yes No Maj Yes. - Main Motion Iwl Main Motion I Yes I Yes I Yes I Maj I Yes i *Consult Robert's Rules of Order Newly Revised for special rules, 20 ul r _r s-- r 1--- , --- ~ -.. --=-- -r l~ _l~ T- ,1_ '~- 1- I ~ - \- 1- 1_ -~~ -----r- ~ ;;'I::I:;:\\\\i::l'\:::'i:,,.:,:ii::::::li::I.II:j::i'~i~::!lj!j:!:I:;;Ii'ii:I:::::::;:,?::::::::',::::::: ~;j~~;\~~[r\~~~;r:~~rt~j1~~\~~j;~~~~j\jj~~~~~~;~~~~~\:~~~:~:~;~{;~:~\:~~~:~{:~?;;[?\i~:~}\;[~r~:~~~{:;:~\;~~~~~~;t:~~t~:~;~~~:;~~:~t:i[t~~~:~~i<1:;~[t\f[]~:~frr;:rt~r[;t[~[[ .:.;. '.;.:. ..... ",' ..... . ',' . :.:.:.:.:-:.: :,:"::;i:::/:t:::{,,:::::":,:;:::\:::,:j'j::::,:::,::::,:i:,.::,:,::,:;:, ,::::,::::::::::::::: ,.::::,......" .,...............,.....,',.".,'.,...".......,., ..", .::::..::::::::;:::::,,::::,;:,::t;;:;;,;::;:::::;,:=='.::::::......:~,::.:~::::,::::.::.::.::.::.::.::.::.::.::.;:.::.~:.: ::::::::::.:::::::::':.:::::::::::,:.:.:.: ::..........:.::.::::.:1'1:::....:::..::.. :.::::;::.;.:-:.;.;.:.;.:-:.:.:-:.;....,.....:<<.:.:.;.. ........... INCIDENTAL MOTIONS Ap eal Yes Yes* No Ma.* Yes Sus end Rules Yes No No 2/3* No Point of Order No No No No No Objection to Consideration No No No 2/3* Neg * Vote Division of Assembl No No No No No Read a Pa er Yes No No Ma. Yes Withdraw a Motion No* No No Maj* Yes Ne Vote Divide a Question Yes No Yes Ma. No Close Nominations or Polls Yes No Yes 2/3 No Consider Seriatim Yes No Yes Ma. No UNCLASSIFIED MOTIONS MOTIONS THAT BRING BACK Reconsider Yes Yes* No Maj No Rescind Yes Yes* Yes Maj** yes Nea Vote Take From The Table Yes No No Maj No * Consult Robert' Rules of OrdE~r Newly Revised for special rules. ** With previous notice. Without previous notice - 2/3 vote. 21 CITY OF WINTER SPRINGS MINUTES CITY COMMISSION WORKSHOP JUNE 7,1999 I. CALL TO ORDER The Workshop of the City Commission was called to order by Mayor Paul P. Partyka at 6:03 p.m. in the East Training Room of the Municipal Building (City Hall, 1126 East State Road 434, Winter Springs, Florida 32708). Roll Call Mayor Paul P. Partyka, present Deputy Mayor Cindy Gennell, absent Commissioner Robert S. Miller, present Commissioner Michael S. Blake, present Commissioner Edward Martinez, Jr., absent Commissioner David W. McLeod, present City Manager Ronald W. McLemore, present Law Firm of Frank: Kruppenbacher, P.A., Attorney Robert Guthrie, present Interim City Clerk Andrea Lorenzo-Luaces, present II. AGENDA Office of the Mayor A. Requesting that the City Commission Hold a Workshop on Commission Meeting Guidelines and ][>arliamentary Procedures. Mayor Partyka introduced the President of Agenda Associates, Parliamentary Consultants, Ms. Randy Sutphin and explained the purpose for this Workshop, Ms, Sutphin briefly reviewed her background as a Parliamentarian. The Commission and Staff were given copies of Ms. Sutphin's guide, "Parliamentary Procedure Basics for Governmental Bodies"(Third Edition, Agenda Associates). Ms, Sutphin spoke about the necessity for parliamentary procedures and the benefits of such implementation. She reviewed the principles of parliamentary law, including: a quorum must be present; the issues that the body considers must be presented; and a vote must be taken. The Commission and Ms. Sutphin discussed the issue of "making motions", Ms. Sutphin reviewed the general Principals of a motion, specifically, discussions "going through the Chair"; when a second to the motion is necessary; and the "steps" of making a motion, as referenced in her book. CITY OF WINTER SPRINGS MINUTES CITY COMMISSION WORKSHOP - JUNE 7,1999 (6:00 P,M,) Page 2 of 2 Discussion ensued regarding limiting the time of debates and/or discussions and what "Robert's Rules of Order" says should be done. Ms. Stuphin emphasized that the Commission should create and/or write their own rules of conduct. The Commission and Ms. Sutphin discussed who could speak after a motion has been made; and if the City Manager should speak at that time. Ms. Sutphin spoke about the procedures for amending a motion; consensus; the procedure for withdrawing a motion; and the motion to adjourn. There was much discussion in reference to the motion to adjourn, including the fact that the motion is necessary; requires a second; and is not debatable. The Commission asked questions regarding how the motion to adjoum applies when there is already a "fixed" time to adjourn; extending the meeting for a definite period of time; and whether the meeting could be reopened by the Deputy Mayor. Ms. Sutphin reviewed page 20 of her guide, the "Ranking Motions Chart"; and explained the definition of a "two thirds vote". Much discussion ensued in reference to Calling the Question, including that it has to be in the form of a motion, seconded, and voted on; that it is not debatable; if the City Manger can speak at that point; dividing the question; and motions to reconsider. Ms. Sutphin also spoke about "postponing" an Agenda Item, as opposed to "tabling" that Agenda Item; motions to "lay on the table"; the Chair calling "out of order"; decorum; and suspending the rules. Ms, Sutphin suggested that everyone read her book to get a more detailed understanding of parliamentary law; and for the Commission to write the own rules. Mayor Partyka and the Commission thanked Ms. Sutphin for addressing them, III. ADJOURNMENT Mayor Partyka adjourned the Workshop at 8:04 p.m. Minutes Respectfully Submitted by: Amy R. Lovingfoss, Interim Assistant City Clerk City of Winter Springs CITY OF WINTER SPRINGS MINUTES CITY COMMISSION WORKSHOP JULY 13, 1999 I. CALL TO ORDER The Workshop of the City Commission was called to order by Deputy Mayor Cindy Gennell in the Commission Chambers of the Municipal Building (City Hall, 1126 East State Road 434, Winter Springs, Florida 32708). Roll Call Mayor Paul P. Partyka, absent Deputy Mayor Cindy Gennell, present Commissioner Robert S. Miller, present Commissioner Michael S. Blake, arrived at 6:31 p.m. Commissioner Edward Martinez, Jr., present Commissioner David W. McLeod, present City Manager Ronald W. McLemore, present Law Firm of Frank Kruppenbacher, P.A., Attorney Robert Guthrie, absent Interim City Clerk Andrea Lorenzo-Luaces, present Commissioner Michael S. Blake arrived at 6:31 p.m. II. AGENDA A. Commission Meeting Procedures The discussion began with each Commissioner stating what issues they were particularly concerned about. Deputy Mayor Gennell compiled all the concerns into a list to be discussed and a poll would then be taken, Those issues included: .:. Using "Robert's Rules of Order" or "Parliamentary Procedure Basics for Governmental Bodies" (Third Edition, Agenda Associates): . as the guide for the meeting procedure. . To whom the Motion "belongs" after it has been made. · In conjunction with the previous issue, does an amendment to the Motion have to be approved by the maker of the Motion? . Ranking order of Motions. . Limiting the time a Commissioner can speak on an Agenda Item. · Strengthening Public Input rules, specifically when many people want to speak on the same Agenda Item. . Adjournment procedures, including if the meeting can be adjourned without a motion and vote from the Commission, . Assuring each Commissioner and the City Manager have spoken before the Chair recognizes the Motion, CITY OF WINTER SPRINGS MINUTES CITY COMMISSION WORKSHOP - JULY 13. 1999 Page 20f5 · How to deal with disruptive persons at a meeting. · If modifying the Agendas would be effective in shortening meetings. · How often meetings are held and the length of these meetings. .:. A poll was taken regarding whether the Commission wanted to keep "Robert's Rules of Order" as a reference tool or if they wished to adopt another parliamentary procedure tool. The consensus was to use the basics of "Robert's Rules of Order". There was continued discussion regarding "Robert's Rules of Order"; the length of time Commissioners could speak on a subject; having more Agenda Items under the Consent Agenda as opposed to the Regular Agenda; and meeting with the City Manager on an individual basis prior to the meeting to ask questions. Mr. Ronald W. McLemore, City M.mager spoke to the Commission about Consent Agenda Items; Public Hearing Agenda Items taking up most of a meeting; and the numerous Public Hearing Agenda Items as a result of the City's growth. The Commission suggested that Agenda Items be listed on the Agenda m order of priority. Tape I/Side B There was continued discussion regarding meeting with the City Manager and Staff prior to the Regular Meetings; the Chair being responsible for limiting "Public Input" when too many people wish to say the same thing; and what other communities' meeting procedures are. Deputy Mayor Gennell called for a five (5) minute break. Deputy Mayor Gennell reconvened the meeting. .:. The Commission was asked if they would prefer to hold the Regular Meetings weekly; begin the meetings earlier; have an open "pre-meeting" prior to beginning the Regular Meeting to discuss the Agenda and ask questions; or leave the meeting schedule as it is now. They were also asked if they would like to limit the overall time of Public Input during the Regular Meeting. The majority of the Commission agreed to holding a Pre-Meeting from 5:00 p,m. to 6:30 p.m., without Public Input, for a trial period of four (4) to five (5) meetings. They also agreed not to limit the overall Public Input time, however the Chair must strongly enforce the "three (3) minute rule". .:. Manager McLemore suggested he would research several other Communities to learn how they succeeded in shortening their meetings and then return to the Commission with that information before the issue is formally decided. CITY OF WINTER SPRINGS MINUTES CITY COMMISSION WORKSHOP - JULY 13, 1999 Page 3 of 5 .:. A poll was taken regarding when the Commission would like to receive their Agenda Packets and if they would accept Add-On Agenda Items. The Commission agreed that they would like to receive the Agenda Packets no later than the Wednesday prior to the meeting and that Add-On Agenda Items will be allowed, only if "critical". .:. The Commission next took a consensus about how to handle disruptive persons. Two Commissioners were in favor of the Chair issuing two warnings and then requesting that the Police Chief escort the person from the Chambers. Two other Commissioners were in favor of the above with the exception of issuing only one warmng. Tape 2/Side A .:. Since there was not a maJonty agreement, Deputy Mayor Gennell concluded by saying that they hoped that their directives would be enforced "more strongly", in hopes of alleviating any problems. It was suggested that if the problem still existed, this matter could be re-addressed. .:. The Commission, by consensus, again discussed "Robert's Rules of Order" and whether the Commission wished to "set up our own rules" but retain "Robert's Rules of Order" as a "underlying founda.tion"; keep it in "strict form"; or to "start over". The majority of the Commission wished to retain "Robert's Rules of Order" as an underlying foundation. .:. When asked whom a Motion "belongs to" once it has been made and seconded, the Commission agreed by consensus that the Commission as a whole would "own" the Motion, as opposed to the "Maker of the Motion". .:. In conjunction with the previous consensus, the Commission was asked "If the Motion is owned by the body, then I'm assuming that the Maker of the Motion has no privilege over which amendments attach to the motion and which ones don't, is that correct"? The majority of the Commission agreed. .:. The Commission next took a poll as to whether there should be a time limit for a Commissioner speaking on an Agenda Item, and if so, how much time would they be allowed. The majority agreement of the Commission was that there would not be a time limit for the Commissioners to speak. The Commission briefly discussed holding another meeting to consider these procedures, and after four (4) Regular Meetings they would assess the changes. .:. On the subject of adjournment, a consensus was taken regarding should there be a specific time to adjourn meetings, The Commission unanimously agreed that there should be a specific time. CITY OF WINTER SPRINGS MINUTES CITY COMMISSION WORKSHOP - JULY 13. 1999 Page 4 of 5 .:. The majority of the Commission agreed to make 11:00 P.M. the adjournment time, however, all Commissioners agreed that the meeting may only be extended with a supermajority vote. .:. On the issue of whether or not they wish to include a specific time to extend the meeting, the Commission decided that the meeting would be extended in one (1) hour increments. The Commission further discussed procedures for adjournment, and if majority or supermajority votes should be required for Motions to extend the meeting and Motions to adjourn, .:. A poll was taken about requiring a Motion, second, and vote to adjourn a meeting, even if a vote to extend has not taken place at 11 :00 p.m. The Commission unanimously agreed. .:. The Commission was in agreement that a supermajority vote would be required for Motions to extend the meeting and Motions to adjourn the meeting. Commissioner Edward Martinez, Jr., departed. .:. The Commission discussed "calling the question" during a Motion; and the Commission was in agreement that the current procedure should remain. .:. The Commission decided to adopt the "Ranking Order Chart" in the "Parliamentary Procedure Basics for Governmental Bodies"(Third Edition, Agenda Associates). .:. It was agreed that the Chair will only recognize a Motion once all Commissioners, and the City Manger, have had the opportunity to speak on that Agenda Item. .:. The Commission decided that any individual Commissioner can separate a Consent Agenda Item to be discussed and/or voted on separately. Deputy Mayor Gennell directed the Interim City Clerk to transcribe the minutes so that the consensus that was taken will be easily identifiable. There was discussion regarding the consensus being documented in the form of a Resolution, and in such a form that amendments could also be made. Manager McLemore was directed to develop a draft Resolution and bring it back to the Commission. CITY OF WINTER SPRINGS MINUTES CITY COMMISSION WORKSHOP-JULY 13, 1999 Page 5 of 5 III. ADJOURNMENT Deputy Mayor Gennell adjourned the Workshop. Minutes Respectfully Submitted by: Amy R. Lovingfoss, Interim Assistant City Clerk City of Winter Springs