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HomeMy WebLinkAboutRES 91-71-A-I RESOLUTION NO. 91-71A A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DIAMOND BAR ESTABLISHING CITY COUNCIL STANDARDS OF OPERATION WHEREAS, it is important to the successful operation of any public organization that standards be established to define the roles, responsibilities and expectations of the governing board and staff in the operation of the organization; and WHEREAS, the establishment of standards by the City Council will promote understanding and trust among members of the City Council and staff concerning their roles, responsibilities and expectations for the operation of the City; and WHEREAS, the establishment and periodic review of these City Council policy standards will assist new members of the City Council to better understand their role and responsibilities as Council Members. NOW, THEREFORE, BE IT RESOLVED by the City of Diamond Bar as follows: Section 1. OPERATION OF CITY COUNCIL MEETINGS A. The Council shall meet the first and third Tuesdays of each month, commencing at 6:00 p.m. If the Council desires to proceed past 11:30 p.m., the Council, at 11:00 p.m., will determine which issues will be completed at that meeting and which items will be continued to the next Tuesday meeting. B. Public Comments are to be scheduled for 6:00 p.m., immediately following the Flag Salute, Roll Call and Council Comments. C. No action is to be taken on items raised under Public Comments. Besides oral requests, citizens may also be requested to put concerns in writing, if that the item(s) is to be agendized, for a later Council meeting date, at the discretion of the Council and City Manager. D. At the beginning of the meeting, if there are a number of people requesting to speak on a particular subject under Public Comments, the Mayor may request that there be a spokesperson and that the others limit their comments, speak at the end of the meeting or contact Council or City Manager. This does not apply to scheduled agenda items. COUNCIL STANDARDS Page Two section 1. ^D� CITY COUNCIL MEETINGS (CON'Tl ' E. In order to ensure that all members of the public have an opportunity to speak, pertaining to issues that are not on the meeting agenda, and that the Council is able to complete the public's business, there shall be a five-minute limitation on comments by the public unless otherwise prohibited by law. The Mayor will be responsible for enforcing the time limits as suggested. Any Council Member may request an extension of the five-minute time limitation. If the Council concurs that the nature of the issue warrants an extension of time, the time limit may be extended. F. The Council will not hold a public hearing on items scheduled under Departmental Reports or Council Concerns. If just one or two people desire to speak on the item, the Council will listen to their comments. If more than two persons at the meeting desire to speak on an item, the Council may reschedule the item on the agenda of a subsequent meeting. G. With Council approval, Mayor may schedule Council review of agenda items out of their prescribed order on the printed agenda. H. Significant proposed changes to City ordinances shall be set for public hearing. I. The Council Member making a motion shall either restate the motion or have the City Clerk restate the motion, before the vote, to clarify the motion for the public and staff. J. Council Members should not get into a debate with a member of the public or staff at a Council meeting. K. The City Council will, on a quarterly basis, agendize and prioritize those significant items to be scheduled as future Council study session topics. L. If an applicant submits a new site plan for a development or if the City Council requests changes in the submitted site plan, the public hearing will be continued at least two weeks to allow time for staff review. M. Any written correspondence or other materials received at a City Council meeting (from the public or staff) will be documented with a receipt time and date by the City Clerk and distribution indicated. If the City Clerk does not receive a copy of the written submittal, it will not be considered to have been received or acted upon by the City Council. �-. COUNCIL STANDARDS Page Three Section 1. OPERATION OF CITY COUNCIL MEETINGS (CON'T) N. All minutes of City Council meetings shall be composed utilizing an action -taken format; rather than a transcript format. All meetings shall be audiotaped, in their entirety, for Council, public and staff reference. City Council and Planning Commission tapes shall be retained for two years, from the date of the meeting. All other Commission and Committee meeting tapes shall retained, until the approved minutes of a meeting have been reported to the City Council. O. Any concerns by a Council Member over the performance of a City employee during a Council meeting should be privately directed to the City Manager to ensure the concern is properly addressed. P. The City Council shall meet and act within the general constraints of the governmental sections of Roberts Rules of Order (current printing). Section 2. COMMITTEE ASSIGNMENTS CITY COMMISSIONS AND PRESS j RELATIONS A. Individual Council Members will have the right to attend meetings but are cautioned about becoming involved in the meeting's discussions and/or violating the Brown Act. B. Written committee reports will be given to the Council on significant committee recommendations and/or actions. C. New ideas or suggested programs will be presented to the full Council before presenting to the media. Section 3. COUNCIL MEMBER PRESENTATIONS AT OTHER AGENCIES AND GROUPS A. If a member of the City Council represents the City before another governmental agency, organization, the Council Member will first indicate the majority position of the Council. Personal opinions and comments may be expressed only if the Council Member clarifies that these statements do not represent the position of the City Council. Section 4. CITY COUNCIL RELATIONSHIPS WITH CITY STAFF A. There will be mutual respect from both staff and Council - members of their respective roles and responsibilities, when expressing criticism in public session. COUNCIL STANDARDS Page Four B. In public session, City staff members will address Council members, utilizing Mayor, Councilman or Councilwoman; and, Council members will address all staff members, utilizing Mr. or Ms. rather than the person's first names. Section 4. CITY COUNCIL RELATIONSHIPS WITH CITY STAFF (CON'T C. City staff acknowledge that the Council is the City's policy making body. The City Council acknowledges that staff administers the Council's policies. D. The Council, as the overall policy body, holds the City Manager responsible for the administration of the City Departments. The overall internal administration by the City Manager is necessary in order to assure efficient and economic operations of the various departments per Council direction. E. The Council will direct the City Manager on all major or new issues. A Council Member will not initiate any action or have prepared any report that is significant in nature or initiate any project or study, without the approval of a majority of the City Council. F. All written informational material requested by individual Council Members will be submitted by staff to alluncil- members with the notation indicating which, ,. . ember requested the information. a`' IMF G. Council will not attempt to coerce or influence,taF, :;in the making of appointments, the awarding of contracts, the selection of consultants, the processing of development applications, or the granting of City licenses or permits. H. Mail that is addressed to the Mayor and City Council will be circulated by the City Manager to the City Council with a comment as to which staff person will be assisting the Mayor and/or Council Member in preparing a response. I. The Mayor's response, when appropriate and the original communication, will be submitted to Council members for their information. Mail addressed to individual Council Members may be responded to, by that Council Member. K. Staff team sensitivity and support is important. Once a final decision is reached by the Council, Planning Commission or other City body, it will be accepted, supported and implemented by staff. COUNCIL STANDARDS Page Five Section S. LITIGATION AND CONFIDENTIAL INFORMATION A. City Council Members will keep all written and verbal information provided on matters that are confidential, under State law, in strict confidence to insure that the City's position is not compromised. No dissemination of information or materials will be made to anyone, except Council Members, City Attorney, City Manager or Assistant City Manager. B. If the City Council in closed session has provided direction to City staff on proposed terms and conditions for any type of negotiations whether it be related to property acquisition or disposal, a proposed or pending claims or litigation, and/or employee negotiations, all contact with the other party will be the designated City person(s) representing the City in the handling of the negotiations or litigation. A Council Member will not have any contact or discussion with the other party or its representative involved with the negotiation during this time and will not communicate any discussion conducted in closed sessions. .. •• • ) �e fir..= — A. Frequent communication is an important and integral part of Council relationships and will be the standard of operation. B. Respect for each individual Council Members interpersonal style will be a standard of operation. Courtesy and sensitivity to individual points of view will be a standard of operation. C. On areas where Council Members disagree, especially on the process' to be used, discussions will occur to facilitate a clear direction. D. Council 'approach to authority is collegial rather than I3-ndi%4*ua.l E. Council Wax -beers will keep an open mind on all issues. F. Individual Council Members, on matters pertaining to upcoming or anticipated items where a public hearing will be held, will maintain as near neutral position as possible to assure not only the appearance but the actual degree of openness that is attendant to our community responsibility. G. The members shall conduct themselves in accordance with Roberts Rules of Order, Article V, Section 36, "Decorum Debate." COUNCIL STANDARDS Page Six Section 7. PARLIAMENTARIAN A. The City Attorney shall act as Parliamentarian. The speaker having the floor may at any time request of the Parliamentarian the rules of order, or procedures to be followed. The Chair may at any time interrup the proceeding to request a ruling from the Parliamentarian. The City Clerk shall certify to the adoption of this Resolution. PASSED, APPROVED AND ADOPTED this 1st day of November, 1994. YOR I, Lynda Burgess, City Clerk of the City of Diad Bar, do hereby certify that the foregoing Resolution was passed, approved and adopted at a regular meeting of the City Council of the City of Diamond Bar held on 1st day of November, 1994, by the following vote: AYES: COUNCILMEMBERS: NOES: COUNCILMEMBERS: ABSENT: COUNCILMEMBERS: ABSTAINED: COUNCILMEMBERS: Papen, Miller, Ansari, MPT/Harmony and M/Werner None None None LYN A BUPqFyr Clerk City of Diantrohd F�ar 1 T