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Clerk’s 101A Council Meeting – From Prep to Approval of the Minutes
Tools to Determine Future Council Topics Calendar? Lists? Who looks at it? Who can add to it?
Note:The Council should always weigh-in as it is
their meeting.
Meeting Notices A city can satisfy the meeting notice
requirement for regular meetings in one of two ways.◦ Notice may be posted at least five calendar days
before the meeting in a prominent place at the city's principal office, or if the city has no principal office, at the place where the meeting will be held◦ The regular meeting day(s) may be posted in a
prominent place at the city's principal office, or if the city has no principal office, at the place where the meeting will be held.
Agenda Bills Introduces the agenda item to Council
and the Public Tracks all items that go to Council Provides history of item Provides costs to City if applicable Provides recommended action or motion Tracks History of Item
Assembling the Agenda The agenda must include the following.◦ The name of the city.◦ Identify that it is a Council Meeting◦ The date, time and place of the
meeting.◦ All issues that are expected to be discussed
summarized in sufficient detail to allow a citizen to understand what will be discussed and make an informed decision as to whether to attend the meeting.◦ If an executive session will be held, the
authorization under Idaho Code 74-206(1) for holding the executive session.
Posting the Agenda
The agenda for a regular meeting must be posted at least 48 hours prior to the meeting in a prominent place at the city's principal office, or if the city has no principal office, at the place where the meeting will be held.
Amending the Agenda May be amended to add unanticipated issues Must be posted as soon as possible. If the change is made less than 48 hours
before a regular meeting, or at the meeting,◦ The Council must pass a motion to amend the
agenda ◦ The Motion must include the purpose and the
good faith reason why the item was not listed on the original agenda. ◦ Amending the agenda should be used sparingly
and only when the issue can't wait until the next meeting.
Prepping Council Packet
No Rules Every City does it a little different Packet should include enough
information to assist the Council in making an informed decision
Make it available for the Council at least 3 days prior to meeting
How do other City’s Prep Their Packets? Rexburg Council packets are electronic;
the files are stored in an electronic folder where the City Council and Mayor can access them with their IPADS! This saves a lot of copying and time.
McCall Council Packets are posted on the Website. Two Council Members packets are electronic the other three are paper
Day of the Meeting
Every City is different Make yourself a check list Prepare your minutes Collect any late documents for Council Do you have to set up the room? Print agendas Print sign-in sheets Be Organized!!!
The Open Meetings Law provides that minutes must be "available to the public within a reasonable time after the meeting" and must include, at a minimum, the following information:◦ The date, time and place of the meeting◦ The members of the Council in attendance◦ All motions, resolutions, orders, or ordinances
proposed and their disposition◦ The results of all votes, and upon the request of a
member, the vote of each member by name.
Prepping the Minutes
During the Council Meeting
What is your role at the Council Meeting?
Take Minutes Take roll call on votes Answer questions Present Information Ensure procedure is followed
Approving the Agenda
Should be first on your agenda Opportunity for Council to make a
change Add an item – needs to be a good faith
reason Remove an item Move an item from consent to business
Who Gets to Vote?
Council members have the right to vote on issues.
The mayor does not vote except in the case of breaking tie votes of the council.
Voice Vote
Mayor asks all those in favor of the motion to say "aye," and all those opposed to say "no."
Often the default method of voting Recorded in the minutes Any members of the minority may wish
to have their vote recorded in the minutes.
Roll Call Vote
The clerk announces the name of each member of the Council, who replies by saying "aye" or "no" on the motion.
The disposition of the roll call vote is recorded in the minutes with the vote of each member listed separately
May be requested by a single member of the Council
Requires A Roll Call Vote
The motion to go into executive session.(Idaho Code 74-206(1 ))
Passage of ordinances. (Idaho Code 50-902)
Passage of resolutions or orders approving contracts (50-902)
Majority Needed for Approval Adoption of a franchise ordinance. Confirmation of the mayor's nomination for
an appointed office. Confirmation of the mayor's removal of an
appointive officer, such as the city clerk, treasurer, attorney or other appointed positions established by local policy.
Adoption of an ordinance providing for leasing of mineral rights.
Overriding the mayor's veto of an ordinance.
Majority Needed for Approval Initiation of a local improvement district by
council resolution. Creation of a local improvement district when
the owners of more than two-thirds of the property to be assessed have protested.
Sale of property deeded to the city as a result of unpaid local improvement district assessments.
Passage of an ordinance providing for disposition of excess revenues in a Local Improvement Guarantee Fund.
Council override of the term limits provision limiting planning and zoning commissioners to no more than two full, consecutive terms.
Majority Needed for Approval Calling special meetings of the city council. Calling a special election on adoption of the council-
manager form of government. Dispensing with the requirement for ordinances to be
read on three separate days and once in full. Declaring an emergency caused by casualty, accident
or act of nature and authorizing short-term borrowing to pay for the costs of repairs or improvements.
Authorizing the use of portions of public parks, playgrounds or other grounds for athletic contests, golf links, agricultural exhibits, ball parks, fairs, rodeos, swimming pools and other amusements
Work Sessions Regular or Special Meetings of the Council,
or portions thereof, may be designated as a Work Session.
Is generally held in a more informal manner or setting than a business meeting
In general, final votes are not taken at a Work Session, but there are commonly procedural votes on the disposition of various matters.
Work Session Purposes To study, deliberate or review one or
more topics or emerging issues for potential action at a future date
To vet the status of matters that are intended to be presented on the agenda of an ensuing business meeting unless exceptional circumstances apply
To engage in public comment or dialog To participate in presentations with City
staff or other subject matter experts
Public Hearings—Legislative City budget, City' s Capital Facilities Plan Zoning Ordinance change Adoption of and revision to a Development
Agreement Certain other legislative actions pertaining
to general governmental policy or ordinance, A comprehensive, community, or
neighborhood plan
Public Hearings - Quasi-Judicial
Quasi-judicial hearings and actions of the Council are those proceedings which determine the legal rights, duties, or privileges of specific parties in a hearing or other contested case proceeding.
Establish a clear record of proceedings, facts presented and the decision process according to judicial standards
Public Hearing Noticing Requirements
Budget◦ Published twice in the official city newspaper, at least seven days
apart New or Increased Fees◦ Published notice of hearing must be run once each week for the
two weeks preceding the week of the public hearing Judicial Confirmation◦ Published once in the official city newspaper, at least 15 days
prior to the public hearing◦ The public hearing must be conducted at least 14 days prior to
the adoption of the resolution/ordinance authorizing judicial confirmation.
Land Use and Planning◦ Published in the official newspaper at least 15 days prior to the
hearing
Consent Agenda Items Have been previously discussed by the
Council Based on the information delivered to
members of the Council by Administration, can be reviewed by a Council Member without further explanation
Are so routine, technical or "housekeeping" in nature, that passage without discussion is likely
Are otherwise deemed in the best interest of the City.
Business Agenda Contracts Grant Approvals Committee
Appointments City Official
Appointments Ordinance Adoption Resolution / Policy Adoption Council Discussion Items Surplus Items
Executive Sessions
The Open Meetings Law provides that specific topics may be considered in closed executive session at regular or special council meetings.
The motion to go into executive session must be decided by roll call vote recorded in the minutes by individual vote, and the motion must be approved by two-thirds vote in order to pass.
The motion must state the specific subsection(s) of Idaho Code 74-206(1) that authorizes the executive session.
Adjournment
An ending or dismissal of further business by the Council
By Motion?
Completing the Minutes The level of detail in the minutes involves
tradeoffs and is an issue that each governing body must decide
More detail provides a more useful account of the meeting for future generations, but takes more time and effort to produce
A recording or verbatim transcript of the meeting is not required
Cities are required to have audio recordings of public hearings, deliberation and decisions on site-specific land use issues that are retained for at least six months after the final decision
Adopting the Minutes
Council approves at next Council Meeting
Can the Council Make Changes to the Minutes?
What is a reasonable time to have minutes approved?
What do you do with the minutes after adoption?
Posting the Minutes
Where do you post your approved minutes?
On your Website? In the Newspaper? Social Media? How handy are they
for the Public?
Available Resources
Resources are available on the AIC Website idahocities.org◦ 2015 Open Meeting Law Manual◦ Public Notification Manual◦ Ordinances and Resolutions◦ Roles and Responsibilities◦ 2015 Public Records Law◦ Purchasing Manual◦ Planning and Zoning Manual
Questions
Contact Information
BessieJo Wagner
bwagner@mccall.id.us
Blair Kay
blair.kay@rexburg.org
Sara Gauthier
sara@cityofplummer.org
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