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All items for the agenda including communications and reports from the Mayor, other City Officers and City Boards shall be submitted to the City Clerk no later than 9:00AM on Wednesday preceding the regular Council meeting. And provided that copy of said reports and agenda be delivered to the City Council no later than Thursday preceding the regular Council meeting. Late items require a 2/3 vote of the members of the City Council to be allowed at the Council meeting. Any item authorizedJor the agenda must be specified on the agenda, by whom it is introduced. The agenda will be prepared by the City Auditor, City Clerk, Mayor, reviewed by the Council President, and then prepared for presentation by the Council Office staff.
The Council agenda is to include:
- All financial matters
- Ordinances
- Public Hearings
- Street acceptances and abandonments
- Council confirmations
- Matters proposed by City Councillors with supporting documentation subject to approval by the Council President
Rule Twenty-Eight
Presentation of Papers
All papers addressed to the Council shall be presented by the President or by a member; and unless the Council shall otherwise determine they shall be read by the President or such other person as he may request, and be taken up in the order in which they are presented.
Rule Twenty-Nine
Anonymous Communications
Unsigned communications shall not be introduced in the Council.
Rule Thirty
Standing Committees
There shall be appointed standing committees of the Council as follows:
FINANCE to consist of nine (9) members
ORDINANCE to consist of nine (9) members OVERSIGHT to consist of nine (9) members
PUBLIC WORKS to consist of five (5) members PUBLIC PARKS & RECREATION to consist offive (5) members
PUBLIC SAFETY to consist of five (5) members RULES to consist of five (5) members
SENIOR CITIZENS to consist of five (5) members
EDUCATION to consist of five (5) members
ENVIRONMENT to consist of five (5) members BUSINESS & ECONOMIC DEVELOPMENT to consist of three (3) members
VETERANS to consist of three (3) members
LIBRARY & HISTORIC PLACES to consist of three (3) members
HOUSING to consist of three (3) members
Rule Thirty-One
Special Committees
Special committees may be authorized at any time by majority vote and shall be appointed by thePresident to consider such matters as the Council may refer to them.
Rule Thirty-Two
Committee Reports
Every committee of the Council to which any subject may be referred, shall report thereon not later than the second regular meeting following the time such subject is referred to it, unless a shorter time is otherwise specified, or further time granted. In case the Chairman of any committee shall fail for ten (10) days from the time the subject has been referred to it, to call a meeting of the committee, a majority of the committee may call a meeting of said committee, Notice of all committee meetings must be given at least forty-eight (48) hours before the time for meeting, but meetings may be held at any time by unanimous consent of all the members of the committee.
Rule Thirty-Three
Committee Meetings
Committees shall meet on the call of the Chair, or a majority of its members to be communicated by the Clerk of Committees and meetings of the committees shall only be held to discuss and debate matters that have been referred to it by the City Council at a City Council meeting.
Rule Thirty-Four
Chairman – Quorum
The Chairman of a committee shall be the member named first, and the member named next shall be Vice Chairman. A majority of the members of a committee shall constitute a quorum.
Rule Thirty-Five
Failure to Report
When a committee to which a matter is referred, with instructions to report at a time named in the order of reference, is not ready to report at such time, the matter so referred shall, unless further time be granted, be considered as though reported back without recommendation. In such case, the committee shall forthwith return to the Clerk the documents pertaining to the matter, and the matter shall take its proper place in the order of business.
Rule Thirty-Six
Committee Reports
The President of the Council, upon receipt of the Committee Report, shall call for the vote on the motion, petition or order as introduced so that the vote would be on the order, not on the committee report. Documents referred to in committee shall be returned with the report. Nothing in this rule shall be construed to prohibit the introduction of minority reports.
Rule Thirty-Seven
Relieving From Further Consideration
Upon motion, the Council may, by a majority vote of all the members of the Council, relieve a committee of further consideration of a matter referred to it and order the same placed on the calendar.
Rule Thirty-Eight
Secretary to Committees
The Clerk of Committees shall act as secretary to the several committees, and keep a record of the attendance and business transacted at their meetings.
Rule Thirty-Nine
Reference to Committees
All petitions, orders; resolutions and ordinances may be referred to appropriate committees for investigation and report.
Rule Forty
City Solicitor
The City Solicitor shall, either in person or by deputy, attend all meetings of the Council. Any member of the Council may at any time call upon the City Solicitor for an oral or written opinion to decide any question of law, but not to decide upon any parliamentary rules. He or she shall have a seat but no vote in the meetings of the governing board.
Rule Forty-One
City Auditor
The City Auditor shall, either in person or by deputy, attend all meetings of the Council. Any member of the Council may at any time call upon the City Auditor for oral or written opinions of the financial conditions of the City. He or she shall have a seat but no vote in the meetings of the governing board.
Rule Forty-Two
Commissioner of Public Works
The Commissioner of Public Works shall, either in person or by deputy, attend all meetings of the Council. Any member of the Council may at any time call upon the Commissioner of Public Works for oral or written opinions relative to his department. He shall have a seat but no voice in the meeting of the governing board.
Rule Forty Three
Planning Director
The Planning Director shall, either in person or by deputy, attend all meetings of the Council. Any member may at any time call upon the Planning Director for oral or written opinions relative to his department. He shall have a seat but no vote in the meeting of the governing board.
Rule Forty-Four
State of Federal Cooperation
All proposals for projects which contemplate cooperation with, or financial participation by, the state or federal government, may be introduced to the Council by any member thereof or the Mayor. If a City board or department head desires to propose such a project, the proposal shall be filed with the President of the Council. The Council shall refer all proposals to Finance Committee and to the Chairman of the proper improvement committee. The committee shall report their recommendations to the Council. If the Council approves the proposal, it shall by resolution, authorize the Mayor to make application to the proper authority.
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