Document Belgrade_doc_063bb97d8d

Rules of Procedure for the City Council, Boards, Commissions, and Committees of the City of Belgrade, Montana ---PAGE BREAK--- Belgrade City Council – Rules of Procedure Rev B Nov 2024 – Adopted 11/4/2024 Page I 1 ARTICLE 1. AUTHORITY, APPLICABILITY, AND 4 1.1 Authority. 4 1.2 4 1.3 Amendment. 4 ARTICLE 2. GENERAL RULES OF PROCEDURE AND 4 2.1 Construction of 4 2.2 Council/Staff Relationships and 4 2.3 Meetings Shall Be Public. 2.4 Conduct of 5 2.5 Regular Meetings. 5 2.6 Special/Town Hall Meetings. 5 2.7 Emergency Meetings. 5 2.8 Work Sessions. 5 2.9 Executive 5 2.10 Recessed Meetings. 6 2.11 Quorum. 2.12 Conflict of Interest. 7 2.13 Presiding 7 2.14 Minutes of Meetings. 7 2.15 Suspension and Amendment of Rules. 7 ARTICLE 3. PARLIAMENTARY 8 3.1 Purpose. 8 3.2 Model Format for an Agenda Item Discussion. 8 3.3 Types of Council 3.4 The Basic Motions. 3.5 The Motion to 10 3.6 Discussion and Debate. 10 3.7 Other 10 3.8 Motions Requiring a Two-Thirds or Supermajority Vote to 10 3.9 Motion to Reconsider. 11 ---PAGE BREAK--- Belgrade City Council – Rules of Procedure Rev B Nov 2024 – Adopted 11/4/2024 Page I 2 3.10 Courtesy, Decorum and Order. 12 3.11 Enforcement of Rules and Procedures. 13 3.12 Council May Discipline its Own Members. 14 ARTICLE 4. AGENDA ORDER 14 4.1 Call to 4.2 Invocation/Pledge of 14 4.3 Presentations and Proclamations. 15 4.4 Approval of the Minutes. 15 4.5 Consent Agenda Items. 15 4.6 Public 15 4.7 Regular Agenda Items. 15 4.8 Resident Comments on Non-Agenda Items. 16 4.9 City Manager's Reports. 16 4.10 Future Agenda 16 4.11 Executive Session 16 4.12 Action on Executive Session 16 4.13 Adjournment. 16 ARTICLE 5. WORK SESSION POLICIES AND 16 5.1 Purpose. 16 5.2 Agenda. 17 5.3 Technical 17 5.4 Prohibitions Against Formal Actions. 17 5.5 Audience Comments or Questions. 17 ARTICLE 6. RULES GOVERNING RESIDENT COMMENTS 17 6.1 Purpose. 17 6.2 Mayor to State Rules for Audience Comments. 17 6.3 Rules Governing Resident 17 6.4 Preservation of Order. 18 ---PAGE BREAK--- Belgrade City Council – Rules of Procedure Rev B Nov 2024 – Adopted 11/4/2024 Page I 3 ARTICLE 7. BOARDS AND COMMISSIONS 18 7.1 18 7.2 Meeting Times and Agenda Order. 19 7.3 Boards with Regulatory Authority. 19 7.4 Boards without Regulatory 19 7.5 Appointments. 19 7.6 Board Members. 19 7.7 Open Government Training. 20 TABLE OF MOTIONS AND POINTS OF ---PAGE BREAK--- Belgrade City Council – Rules of Procedure Rev B Nov 2024 – Adopted 11/4/2024 Page I 4 ARTICLE 1. AUTHORITY, APPLICABILITY AND AMENDMENT 1.1 Authority Article IV, Section 4.03 of the City Charter of the City of Belgrade, Montana grants the City Council the right to determine its own rules of procedure; the following rules are enumerated under and by authority of said provision. 1.2 Applicability The rules of procedure adopted by the City Council are applicable not only to the City Council, but shall apply to all other boards, commissions, and committees of the City of Belgrade. 1.3 Amendment These rules may be amended, or new rules adopted, by a majority vote of the members of the City Council present with an established quorum. ARTICLE 2. GENERAL RULES OF PROCEDURE AND POLICIES 2.1 Construction of Authority The construction of authority in all matters associated with the meetings and activities of the City Council, including the Agenda, shall be: the U.S. Constitution and statutes of the United States of America; the Montana Constitution and statutes of the State of Montana; the City Charter; the Code of Ordinances of the City of Belgrade, Montana; these rules; and, Robert’s Rules as amended and set forth herein. 2.2 Council/Staff Relationships and Communications The Council should contact City employees through the City Manager. Council Members shall refrain from giving orders or direction to any subordinate of the City Manager, either publicly or privately. Work assignments and policy direction should come from the elected body as a whole and not from individual members. 2.3 Meetings Shall Be Public All meetings of the City Council shall be public, and notices thereof shall be posted as provided under the Open Meetings Act Sec. 2-3-203 MCA. Except in the case of an emergency meeting, notice of all meetings shall be given a minimum of 72 hours before the time set for any meeting. The Belgrade City Hall is wheelchair accessible and special parking is available on the north-side of the building. If special accommodations are required, contact the City Clerk a minimum of 24 hours in advance at [PHONE REDACTED]. ---PAGE BREAK--- Belgrade City Council – Rules of Procedure Rev B Nov 2024 – Adopted 11/4/2024 Page I 5 2.4 Conduct of Meetings Meetings of the City Council shall be conducted according to the rules adopted by the City Council, as well as the terms and provisions of Robert’s Rules of Order as amended herein and when not inconsistent with these rules. 2.5 Regular Meetings Regular meetings of the City Council are open to the public and shall be on the first and third Monday of each month at 7:00 PM. The Council may, by majority vote at a regular meeting, change the days or times of meetings as circumstances may necessitate. Sec. 2-3-203 MCA. 2.6 Special/Town Hall Meetings Special meetings of the City Council may be called, upon the request of the City Manager or Mayor or two Councilmembers. A request for a special meeting shall be filed with the City Manager in written/electronic format unless made at a regular meeting at which a quorum of Council Members are present. The City Manager and all Council Members shall be notified of all special meetings. 2.7 Emergency Meetings In case of an emergency or urgent public necessity, which shall be expressed in the meeting notice, it shall be sufficient if members receive, and notice is posted two hours before the meeting is convened. Notice shall be provided also to the media in accordance with state law. 2.8 Work Sessions Work Sessions are called for the purpose of conducting a detailed and thorough exploration of matters that may properly come before the City Council. 2.9 Executive Sessions Executive Sessions are sessions closed to the public. They are only permitted for the purpose of discussing matters enumerated in Sec. 2-3-112 MCA. Disclosure of topics to be discussed shall be made to the public in accordance with the requirements of the Open Meetings Act. The City Council can retire into an Executive Session as stated on a posted agenda during a regular or special meeting, if a motion is duly made and seconded and affirmed by a majority of the Council. However, before said session begins, the presiding officer shall announce that the Executive Session is commencing. The presiding officer shall also announce that council members entering executive session must turn off any electronic or recording device in their possession, in council chambers. The order in which an Executive Session may appear on the agenda is subject to the discretion of the City Manager. A certified agenda of the meeting must be certified by the presiding officer or his or her designee, as a true and correct record of the meeting, and must be sealed and permanently kept by the City Clerk, subject to opening by Court order or as may otherwise be permitted by applicable law. The certified agenda shall be the only record made and ---PAGE BREAK--- Belgrade City Council – Rules of Procedure Rev B Nov 2024 – Adopted 11/4/2024 Page I 6 maintained of the executive session proceedings. No voting or action shall be taken by the City Council during an Executive Session. No other subject but that posted on the agenda is to be considered. Adjournment of the Executive Session and any vote needed shall be made during the open public meeting. Any person, including a member of the City Council, who, without lawful authority, knowingly discloses to a member of the public the certified agenda for a meeting that was lawfully closed to the public under the Open Meetings Act may be held liable for: actual damages; reasonable attorney fees and court costs; and exemplary or punitive damages. The City Council will make and keep a certified agenda of each closed executive session, except for an executive session held by the governmental body to consult with attorney in accordance with Section 2-3-203 MCA. The presiding officer must certify that the agenda is a true and correct record of the executive session. The certified agenda must include a statement of the subject matter of each deliberation; a record of any further action taken; and an announcement by the presiding officer at the beginning and the end of the closed meeting indicating the time and date. The presiding officer will certify all agendas in accordance with state law. CERTIFIED AGENDA OR RECORDING REQUIRED A governmental body shall either keep a certified agenda or make a recording of the proceedings of each closed meeting, except for a private consultation permitted under Section 2-3-203 MCA The presiding officer shall certify that an agenda kept under Subsection is a true and correct record of the proceedings. The certified agenda must include: a statement of the subject matter of each deliberation a record of any further action taken; and an announcement by the presiding officer at the beginning and the end of the meeting indicating the date and time. A recording made under Subsection must include announcements by the presiding officer at the beginning and the end of the meeting indicating the date and time. 2.10 Recessed Meetings No meeting shall be recessed for a longer period of time than until the next regular meeting except when required information has not been received, or, in the case of work sessions or special meetings, to a date certain by motion duly passed. 2.11 Quorum The Open Meetings Act defines a "quorum" as a majority of the governing body unless otherwise defined by applicable law, rule or charter. A quorum of a governmental body's members must be present in order for the governmental body to exercise the authority delegated to it. A quorum of any governmental body must be present to convene an open meeting of that body under the Act. This requirement applies even if the governmental body plans to go into an executive session immediately after convening. ---PAGE BREAK--- Belgrade City Council – Rules of Procedure Rev B Nov 2024 – Adopted 11/4/2024 Page I 7 2.12 Conflict of Interest A Council Member prevented from voting by a conflict of interest shall notify the City Manager as soon as possible after posting an agenda that contains a conflict unless an applicable conflict of interest questionnaire has already been filed. A Council Member prevented from voting by a conflict of interest shall step down from the dais and leave the room, shall not vote on the matter, shall not participate in discussions regarding the matter or attempt to influence the Council’s deliberation of the matter in any way, shall not attend Executive Sessions regarding the matter, and shall otherwise comply with the state law and city ordinances concerning conflicts of interest including Section 7-3-4256 MCA. 2.13 Presiding Officer The Mayor shall serve as the presiding officer for all meetings of the City Council. In the absence of the Mayor, the Deputy Mayor shall serve as the presiding officer. In the absence of the Deputy Mayor, the City Manager shall call the meeting to order if a quorum of the Council is present and the first order of business shall be for the Council to elect by majority vote, a temporary presiding officer from the members then seated and in attendance. The temporary presiding officer shall serve in such capacity until the meeting is adjourned. The Presiding Officer shall serve as the chair of all meetings and shall make final rulings on all questions pertaining to these rules. All decisions of the Presiding Officer are final unless overruled by the City Council through a Motion to Appeal. The Presiding Officer is entitled to participate in the discussion and debate, and is entitled to vote in the event of a tie on a council vote. If the Presiding officer for the meeting is the Deputy Mayor or other council member they are entitled to vote. The Presiding Officer of boards and commissions shall be the person selected by the board or commission as the chair, co-chair, or vice chair. If these persons are not in attendance, the board or commission shall choose a temporary presiding officer from among the members in attendance. 2.14 Minutes of Meetings The City Clerk shall keep an account of all proceedings of the City Council and they shall be open to public inspection in accordance with the laws of the State of Montana. 2.15 Suspension and Amendment of Rules Any provisions of these rules not governed by federal or state law or the City Charter may be temporarily suspended by a two-thirds super majority vote of the City Council and may be amended in a similar fashion if such amendment was introduced at the previous regular meeting of the City Council and shall have received preliminary approval of the City Council at such meeting. For the purpose of this section, preliminary approval shall mean a motion and a second with a majority vote to preliminary approve the amendment. ---PAGE BREAK--- Belgrade City Council – Rules of Procedure Rev B Nov 2024 – Adopted 11/4/2024 Page I 8 ARTICLE 3. PARLIAMENTARY PROCEDURE 3.1 Purpose The purpose of these rules of parliamentary procedure is to establish orderly conduct of the meetings. Simple rules lead to a wider understanding and participation. Complex rules create two classes: those who understand the rules, and those who do not fully understand and do not fully participate. The ultimate purpose of these rules of parliamentary procedure is to encourage and facilitate decision-making by the City Council. In a democracy, the majority opinion carries the day. These rules enable the majority to express their opinion and fashion a result, while permitting the minority to also express itself (but not dominate) and fully participate in the process. 3.2 Model Format for an Agenda Item Discussion The following ten steps may be used as a model or guidebook by the presiding officer. The meeting is governed by the agenda and the agenda constitutes the only items to be discussed. Each agenda item can be handled by the presiding officer (Mayor) in the following basic format: 1. Announce the Item. The Mayor should clearly announce the agenda item number and should clearly state what the subject matter of the agenda item is by reading the caption for the item being considered. 2. Receive a Report. The Mayor should invite the City Manager to report on the item, including any recommendation they might have. The City Manager may introduce the item or redirect to another staff member. 3. Ask Clarifying Questions. The Mayor should ask the Council Members if they have any technical questions for clarification. At this point, members of the City Council may ask clarifying questions to the people who reported on the item, and they should be given time to respond. 4. Seek Public Input. The Mayor should invite audience comments – or if a public hearing, open the public hearing after a motion, a second and a vote. Upon conclusion, the Mayor should announce that public input is closed, or if in a public hearing, request a motion to close the hearing. 5. Motion First. The Mayor should invite a motion from the City Council before debate is given on the merits of the item. The Mayor should announce the name of the member who makes the motion. 6. Motion Second. The Mayor should determine if any member of the City Council wishes to second the motion. The Mayor should announce the name of the member who seconds the motion. If no member of the City Council wishes to second the motion, then the motion fails, and should be so stated by the Mayor. 7. Repeat Motion. If the motion is made and seconded, the Mayor should make certain that everyone (including the audience) understands the motion. This is done in three ways: a. The Mayor can ask the maker of the motion to repeat it; b. The Mayor can repeat the motion; or c. The Mayor can ask the City Clerk to repeat the motion. ---PAGE BREAK--- Belgrade City Council – Rules of Procedure Rev B Nov 2024 – Adopted 11/4/2024 Page I 9 8. Discuss the Motion. The Mayor should now invite the members of the City Council to discuss the motion. If there is no desired discussion, the Mayor may call for a vote. If there has been no discussion or a brief discussion, then there is no need to repeat the motion before taking a vote. If the discussion has been it is a good idea to repeat the motion before calling for the vote. 9. Vote. The Mayor calls for the vote. Unless a super-majority is required for passage of the motion, a simple majority vote determines whether the motion passes or fails. Unless a member of the Council seeks recusal from voting on any question where the vote would constitute a conflict of interest, all members of the Council shall vote upon every question, ordinance or resolution (Yea, Nea or Abstain). Any Council Member refusing to vote unless so excused shall be entered upon the minutes as voting in the affirmative. Action items require a vote. 10. Announce the Outcome. The Mayor announces the results of the vote and should also state what action (if any) the Council has taken. The Mayor should announce the name of any member who voted in the minority on the motion. 3.3 Types of Council Actions The Council adopts standing policy for the City primarily in three forms: Ordinances; Resolutions; and Voted Council Actions. 1. Ordinances An ordinance adopted by the Council is a law of the City that may be enforced through the court system. The City Manager or any two members of the Council may offer an ordinance for consideration by the Council. Copies of proposed ordinances are furnished to members of the Council in their agenda packets. Copies of proposed ordinances are made available at City offices and will be furnished to residents upon request to the City Clerk. 2. Resolutions Resolutions do not have the force of law. A resolution is adopted to state a policy or to define in writing the intent of the Council when a law is not necessary. Examples would include a resolution to define the scope and purpose of a Council committee, or a resolution to define the Council's policy on an issue. Resolutions are also used to document Council actions for reference. A list of resolutions is also maintained by the City Clerk. 3. Council Actions In addition to ordinances and resolutions, Council policy may also be set by Council action. Those actions are documented in the minutes of the meeting. Council policy is also supplemented by administrative orders issued by the City Manager and other duly authorized officers of the City, such as clarifications to the personnel manual. All administrative orders must be in conformance with any policies set by the Council. 3.4 The Basic Motions The basic motion is the one that puts forward a decision for consideration. A basic motion might be: “I move approval of the Ordinance as submitted,” or “I make a motion that we approve the Resolution.” ---PAGE BREAK--- Belgrade City Council – Rules of Procedure Rev B Nov 2024 – Adopted 11/4/2024 Page I 10 3.5 The Motion to Amend If a member wants to change a basic motion, he or she would have to move to amend the original or previously amended motion. A motion to amend might be: “I move that we amend the motion to include the changes we discussed to the Ordinance.” A motion to amend seeks to retain the basic motion on the floor (a motion made and seconded), but to modify it in some way. A motion to amend requires the agreement of the person making the basic motion. If the basic motion has already been seconded, the motion to amend must be acknowledged and accepted by the member who seconded the basic motion. 3.6 Discussion and Debate The basic rule of motions is that they are subject to discussion and debate. Accordingly, the basic motion and the motion to amend are all eligible, each in their turn for full discussion by and before the City Council. Discussion and debate can continue as long as the members wish to discuss it, or until the Mayor decides that it is time to move on or a Council Member make a motion to limit debate. 3.7 Other Motions There are exceptions to the general rule of free and open debate on motions. The exceptions all apply when there is a desire of the Council to move on. The following motions are NOT debatable, and the Mayor must immediately call a vote on the motion, if seconded by another member. • Motion to Adjourn. This motion, if passed, requires the Council to immediately adjourn to its next regularly scheduled meeting. This motion requires a simple majority vote. • Motion to Recess. This motion, if passed, requires the Council to immediately take a recess. Normally the Mayor will determine the length of the recess which could last for a few minutes to several hours. It requires a simple majority vote. • Motion to Fix the Time to Adjourn. This motion, if passed, requires the Council to adjourn the meeting at the specific time set in the motion. For example, “I move we adjourn this meeting at Midnight.” It requires a simple majority vote. • Motion to Table. This motion, if passed, requires discussion of the agenda item to be halted immediately, and the agenda to be placed on hold. The motion may contain a specific time to bring the item up again, or it may not specify a time. If no time is specified, the item shall be placed on the agenda at the following Council meeting. • Motion to Remove from Table. This motion, if passed, allows the Council to remove an item previously placed on hold. A vote in favor of removing an item from the table must be made before the Council can take action on an item that was tabled. It requires a simple majority vote. 3.8 Motions Requiring a Two-Thirds or Supermajority Vote to Pass Normally a super majority vote requires a larger number of affirmative votes than a simple majority. For purposes of these rules, and where applicable state law does not dictate a contrary result, a super majority vote shall require a minimum of five votes for a two-thirds majority vote. The number of affirmative votes required for a super majority is not reduced by the sickness or absence of one or more ---PAGE BREAK--- Belgrade City Council – Rules of Procedure Rev B Nov 2024 – Adopted 11/4/2024 Page I 11 Council Members. In circumstances where the number of Council Members available to vote on a particular matter is reduced by death, resignation or legal disqualification of one or more of said Members, the total number of Members voting shall be reduced by a like number and the number of affirmative votes required for adoption re-calculated accordingly. The following table provides an example of the calculation for a super-majority vote in instances where the number of Council Members is reduced by death, resignation or legal disqualification: Number of Council Members After Reducing by Death, Resignation, etc. Minimum Number of Votes For Two-Thirds Super Majority 7 5 6 4 5 4 4 3 • Motion to Limit Debate. This motion is sometimes referred to as, “moving the question” or, “calling the question.” When a member of the Council makes such a motion, the member is saying, “I have had enough discussion, let’s vote on the issue.” When such a motion is made, the Mayor should ask for a second, stop the discussion and vote on the motion to limit debate. The motion requires a two-thirds super majority vote to pass. • Motion to Object to the Consideration of an Item. This motion, if passed, precludes the City Council from even considering the item on the agenda. It does not preclude the item from appearing on a future agenda. The motion requires two-thirds, or super majority vote to pass. (Normally, this motion is unnecessary, because the objectionable item can be defeated outright or tabled.) • Motion to Suspend the Rules. This motion is not debatable and requires a two-thirds or super majority vote to pass. This motion allows the Council to suspend its own rules for a particular purpose. For example, the Council may desire to give a particular speaker more time than normally allowed. A “motion to suspend the rules and give the speaker ten additional minutes,” accomplishes this desire. 3.9 Motion to Reconsider There is a special motion that requires a bit of explanation all by itself: the motion to reconsider. A tenet of parliamentary procedure is finality. After vigorous discussion, debate and a vote, there must be some closure to the issue. As such, after a vote is taken, the matter is deemed closed, subject only to reopening if a proper motion to reconsider is made. A motion to reconsider requires a simple majority vote to pass, but there are two special rules that apply only to the motion to reconsider. The first issue involves timing. A motion to reconsider must be made at the meeting where the item was first voted upon or at the very next meeting (if properly noticed and on the posted agenda). A motion to reconsider made at a later time is considered untimely and it may not be considered unless the Council suspends the rules to consider it. ---PAGE BREAK--- Belgrade City Council – Rules of Procedure Rev B Nov 2024 – Adopted 11/4/2024 Page I 12 Secondly, the motion to reconsider can only be made by a member of the Council who voted in the majority on the original motion. The motion to reconsider may be seconded by any member of the City Council regardless of how they voted on the original motion. If a member of the Council who voted in the minority on the original motion seeks to make a motion to reconsider, it MUST be ruled out of order by the Mayor. The purpose of this rule is finality. If a member of the minority could make a motion to reconsider, then the item could be brought back again and again, which would defeat the purpose of finality. If a motion to reconsider passes, then the original matter is back before the Council, and a new original motion is in order. The matter may be discussed as if it were on the floor for the first time. 3.10 Courtesy, Decorum and Order These rules of order are meant to promote an atmosphere of courtesy and decorum appropriate for the efficient discussion of business. It is the responsibility of the Mayor (and the members of the City Council) to maintain that atmosphere of courtesy and decorum. The Mayor should always ensure that debate and discussion focus on the item and the policy in question, not on the personalities of the participants of the discussion. Debate on policy is healthy; debate on personalities is not. In order to assist in the creation and maintenance of that atmosphere the following rules shall govern all meetings: 1. Request to Speak. Before a Council Member, staff member or an audience member may speak, they must first be recognized by the Mayor. Upon recognition the person requesting to speak shall hold the floor and shall make their point clearly and Public comments must be kept relevant to the subject before the Council. The Mayor shall rule on the relevance of comments. Persons making irrelevant, personal, impertinent, overly redundant or slanderous remarks may be barred by the Mayor from further comment before the Council during the meeting. Audience members who wish to speak during an agenda must first sign in and submit it to the City Clerk. The Mayor has the right to cut a speaker off if the discussion becomes too personal, too loud, too crude, irrelevant, impertinent, redundant, or slanderous. 2. Order. If a person fails to request to speak before speaking, the Mayor shall rule them Out of Order and remind them that they do not have the floor. While the Council is in session, all Council Members must preserve order and decorum. A person shall neither, by conversation or otherwise, delay or interrupt the proceedings or the peace of the meeting, nor disturb any other person while speaking or refuse to obey the orders of the Mayor. Members of the City Council should not leave their seats during a meeting without first obtaining permission of the Mayor or making a Motion to Recess. 3. Improper References Prohibited. Every person desiring to speak shall address the entire Council and shall not single out a member of the Council, the audience or a staff member. Speakers shall confine themselves to the question under debate, avoiding all personal attacks and indecorous language. 4. Interruptions. A Council Member, once recognized, shall not be interrupted when speaking unless it is to call him or her to order, or other such interruption expressed below. If the Council Member, while speaking, is called to order, he or she shall cease speaking until the question of order is determined, and if the Council Member is found to be in order, he or she shall be permitted to proceed speaking. Allowable interruptions or, points of order are as follows: a. Point of Privilege. The proper interruption would be: “Point of Privilege.” The Mayor would then ask the interrupter to, “state your point.” Appropriate points of privilege relate to anything that would interfere ---PAGE BREAK--- Belgrade City Council – Rules of Procedure Rev B Nov 2024 – Adopted 11/4/2024 Page I 13 with the normal comfort of the meeting. For example, the room might be too hot or cold, or a fan motor might interfere with a Council Members ability to hear. b. Point of Order. The proper interruption would be: “Point of Order.” The Mayor would then ask the interrupter to, “state your point.” Appropriate points of order relate to anything that would not be considered appropriate conduct of the meeting. For example, if the Mayor called for a vote on a motion that permits debate without allowing any discussion. c. Motion to Appeal. If the Mayor makes a ruling that a member of the body disagrees with, that member may appeal the ruling of the Mayor by stating, “motion to appeal.” If the motion is seconded and after debate if it passes by a simple majority vote, the ruling of the Mayor is reversed. d. Call for orders of the day. This is simply another way of saying, “let’s return to the agenda.” If a Council Member believes the discussion has strayed from the agenda. The motion does not require a vote. If the Mayor discovers that the discussion has strayed from the agenda, he or she simply returns to the business of the day. e. Withdraw a Motion. During the debate and discussion of a motion, the original maker of the motion on the floor, at any time, may interrupt the speaker to withdraw his or her motion. The motion is immediately deemed withdrawn and discussion on the motion shall cease. Council Members are free to make the same motion or another motion. 3.11 Enforcement of Rules and Procedures The following provisions may be used to enforce the good order and decorum of the meeting. The action may be taken by the Mayor under his or her own action, or upon a Motion to Enforce by any Council Member. 1. Warning. The Mayor may order any person (Council Member, staff member or audience member) in violation of these rules to be silent. 2. Removal. If, after receiving a warning from the Mayor, the person continues to disturb the meeting or breach the peace and good order of the meeting, the Mayor may order the person to leave the meeting. If the person does not leave the room, the Mayor may order the Sergeant- at-Arms to remove the person. 3. Sergeant-at-Arms. The Sergeant-at-Arms shall be the highest-ranking police officer in attendance at the Council Meeting, or such other officer designated by the Chief of Police for that purpose. Upon instruction of the Mayor, it shall be the duty of the Sergeant-at-Arms to remove from the meeting any person who intentionally disturbs the proceedings of the City Council. A violation of these rules may be deemed an attempt to disrupt, obstruct, and/or interfere with a lawful meeting and subject the violator to prosecution under state law for disrupting a lawful meeting. Sec. 45-8-101 MCA or Sec. 45- 8-102 MCA 4. Resisting Removal. Any person who resists removal by the Sergeant-at-Arms may be charged with violating Sec. 45-8-101 MCA, or Sec. 45-8-102 MCA 5. Motion to Enforce. Any Council Member may move to require the Mayor to enforce these rules and the affirmative vote of a simple majority of the Council shall require the Mayor to do so. A motion to enforce is an allowable interruption and is not debatable. ---PAGE BREAK--- Belgrade City Council – Rules of Procedure Rev B Nov 2024 – Adopted 11/4/2024 Page I 14 3.12 Council May Discipline its Own Members In the event a Council Member violates the Charter, these rules or any ordinance of the City, or acts in a manner that causes embarrassment or disgrace to the City of Belgrade, the City Council on a two-thirds supermajority vote may discipline the offending member. Such action may only take place after an Executive Session is held to discuss the offense. The offending member shall be present at the Executive Session to answer any questions asked by members of the City Council or make other statements as he or she may desire to make in his or her defense. If the offending member refuses to attend the Executive Session, the remaining members of the City Council may proceed in his or her absence. The outcome of the Executive Session may be as follows and shall be made publicly in Open Session in accordance with the Montana Open Meetings Act: 1. No Action. The City Council chooses to take no action. 2. Private Censure. The City Council may choose to privately censure the offending member, leaving their comments to the offending member left in the confines of the Executive Session. 3. Public Censure. The City Council may choose to publicly censure the offending member through a resolution passed by supermajority vote and entered into the public record. ARTICLE 4. AGENDA ORDER The City Manager shall prepare an agenda and cause the same to be posted a minimum of 72 hours prior to the meeting. Agendas shall be delivered to the City Council, in the format requested by each Council Member, on or before 6:00 PM of the day of the posting, or within such other times as established by the City Council. In the event of an emergency meeting of the City Council, this provision shall be suspended when not inconsistent with the provisions of federal or state law or the City Charter. Council Members may request an item to be included on a future agenda. For an item to be considered, requests must be made by the Mayor and at least two members of Council and submitted to the City Manager's Office at City Hall by 12:00 noon on the seventh (7th) calendar day preceding the date of the regular meeting. Council Members and the Mayor are encouraged to use the For your information section in a regular meeting to have items placed on the Agenda. 4.1 Call to Order The Mayor shall call the meeting to order, at which time council members shall cease use of a mobile device until the completion of the meeting. 4.2 Invocation/Pledge of Allegiance All meetings of the City Council shall begin the Pledge of Allegiance to the United States flag. ---PAGE BREAK--- Belgrade City Council – Rules of Procedure Rev B Nov 2024 – Adopted 11/4/2024 Page I 15 4.3 Presentations and Proclamations The Mayor shall make any presentation or deliver any proclamation as may be required from time to time. Outside entities and organizations granted permission to make a presentation shall be placed in this section. 4.4 Approval of the Minutes The Council shall consider the Minutes of any meeting presented for their review since the last Regular Meeting. 4.5 Consent Agenda Items There is hereby established, as a part of every agenda for Regular and/or Special Called Meetings of the City Council, a portion of said agenda that shall be labeled “Consent Agenda.” Said Consent Agenda may consist of any and all business regularly coming before the City Council. All items set out in the Consent Agenda shall be deemed passed upon passage of an affirmative motion, by a vote of the majority of the members of the City Council then seated, that the Consent Agenda be adopted. No further action shall be deemed necessary, and all such items appearing on the Consent Agenda, upon passage of such motion, shall be deemed adopted as if voted upon separately and as if the caption and/or body of any ordinance therein set out shall have been read in full. Any member of the City Council may request, during the Consider Approval of the Agenda segment, that an item be removed from the Consent Agenda and considered separately. Such request shall be honored as if it had been passed by majority vote. If any item was removed from the Consent Agenda, it will be considered immediately following approval of the remainder of the Consent Agenda. 4.6 Public Hearings This section is only used when a statutorily required public hearing is part of the order of business. The Mayor shall first request staff comments. The Mayor shall open the public hearing and receive citizen input. While the public hearing is open, the City Council may ask questions of the speakers but may not deliberate or argue with the public on the matter at hand. Those speaking at a public hearing are required to follow the rules established herein for resident comments. Upon conclusion of resident comments, the Mayor shall close the public hearing. The Council may deliberate or take action on the matter at hand upon the closing of the public hearing. The authority of the Mayor to open and close public hearings shall not be without limitation and may be subject to other Council Actions as set forth in these rules. 4.7 Regular Agenda Items Items for individual consideration shall be considered by the City Council individually and approved by either a simple majority vote or a super majority vote as the case may be. ---PAGE BREAK--- Belgrade City Council – Rules of Procedure Rev B Nov 2024 – Adopted 11/4/2024 Page I 16 4.8 Resident Comments on Non-Agenda Items All persons desiring to speak to the City Council on a non-agenda item must sign in with the City Clerk at least five minutes before the meeting starts. 4.9 Reports This section is used for routine reports and announcements provided by the City Manager, City Attorney and the Mayor to the Council. It also is an opportunity for Council to ask questions of the City Manager or City Attorney related to project status and clarifications. 4.10 For Your Information The City Clerk will post a Scheduled Meeting and Events Section to cover the period between council meetings. The Mayor will also, at his / her discretion, give an opportunity to each member of the council to provide an update from any of the Boards the councilperson attended during the previous period. Councilmembers may also use this time to extend appreciation to other members, staff, or the community or ask the City Manager questions pertaining to the update. Council members may also use this time to propose adding an item to be discussed on the next council meeting by following the rules contained in this policy. 4.11 Executive Session Items This section is only used when it is necessary for the Council to convene in Executive Session. Executive Sessions are sessions closed to the public. They are only permitted for the purpose of discussing matters enumerated in the Open Meetings Act Section 2-3-201 MCA and Section 7-3-4220 MCA. Notice of topics to be discussed shall be made to the public in accordance with the requirements of the Open Meetings Act. 4.12 Action on Executive Session Items This section is only used if section 4.11 is used. Action on Executive Session Items must be taken during public/open session of the Council. Action may include the taking of no action at all. 4.13 Adjournment When the meeting has completed its work, the Mayor shall adjourn the meeting. ARTICLE 5. WORK SESSION POLICIES AND PROCEDURES 5.1 Purpose City Council may call and hold Work Sessions for the purpose of conducting a detailed and thorough exploration of matters that may properly come before the City Council. The following rules shall prevail for the call and conduct of Work Session meetings. ---PAGE BREAK--- Belgrade City Council – Rules of Procedure Rev B Nov 2024 – Adopted 11/4/2024 Page I 17 5.2 Agenda Only a limited number of matters shall be considered by the City Council during a Work Session, and sufficient time for consideration of such matters shall be provided. An abbreviated agenda order shall be used for all Work Session agendas. 5.3 Technical Questions All questions of a technical nature, which require a detailed explanation for understanding, may be considered in a Work Session. Council may, through the City Manager, request the attendance of such staff members or outside experts as may be required to answer such questions. 5.4 Prohibitions Against Formal Actions No formal actions may be taken at a Work Session. Council may provide staff direction on the matter being considered and ask that the item be placed on a Regular or Special Called Meeting agenda for formal action. 5.5 Audience Comments or Questions Audience comments or questions will not be considered at a Work Session. ARTICLE 6. RULES GOVERNING AUDIENCE COMMENTS 6.1 Purpose It is the desire of the City Council to hear from the residents of Belgrade and to stimulate discussion and offer a forum for a cordial and meaningful public debate on matters that are properly a concern of the City Council. The following rules shall control and govern audience comments. 6.2 Mayor to State Rules for Audience Comments Immediately preceding the opening of a public hearing, or resident input on an agenda item, or to receive comments on non-agenda items, the Mayor shall summarize the rules governing comments from the audience. The Mayor may direct the City Clerk to read the rules and publish the same in the Council Chambers. 6.3 Rules Governing Resident Comments 1. A maximum of 30 minutes will be devoted to receiving comments from the public on each agenda item. Each speaker is limited to one presentation per meeting and a maximum timed limit of three minutes. 2. No individual may address the Council without signing in with the City Clerk. The Mayor shall advise the individual and/or make recommendations as to how they may get the issue addressed. ---PAGE BREAK--- Belgrade City Council – Rules of Procedure Rev B Nov 2024 – Adopted 11/4/2024 Page I 18 3. Residents speaking on agenda items shall restrict their comments to the subject matter listed. 4. Residents speaking on non-agenda items shall only speak on matters pertaining to city business or issues which the Council would have the authority to act upon if brought forth as an agenda item. 5. Council may not act upon or discuss any issue brought forth as a non-agenda item; except to: a. Ask the City Manager to make a statement of specific factual information given in response to the inquiry, or b. Ask the City Manager to make a recitation of existing policy in response to the inquiry. c. Direct resident to the City Manager for more information. Any deliberation of or decision about the subject of the inquiry shall be limited to a proposal to place the subject on the agenda for a subsequent meeting, or direct staff to review. 6. Proper respect, decorum, and conduct shall prevail at all times. Impertinent, slanderous, or personal attacks are strictly prohibited and violators may be removed from the Council Chambers. 7. No placards, banners or signs may be displayed in the Council Chambers or City Hall. Exhibits relating to a presentation are acceptable. 8. Arguing, intimidation or other disruptive behavior is prohibited. Discussion and/or debate are acceptable only on items specifically listed on the agenda. 9. Unauthorized remark s from the audience, stomping of feet , applauding, whist l e s , yel l s , or any type of disruptive behavior is prohibited. Applause of appreciation may be acceptable when recognizing a significant event or achievement. 10. Council meetings are the workplace to carry out the business of the City of Belgrade; therefore, any conduct that could constitute harassment in the workplace is prohibited. 11. In all cases, the Mayor shall preside over the Council meeting and ensure that proper conduct and decorum is adhered to. 6.4 Preservation of Order The Mayor shall preserve order and decorum and, if necessary, shall cause to be silenced or removed from the Council Chambers any person speaking out of order or disrupting the order of the meeting. ARTICLE 7. BOARDS AND COMMISSIONS 7.1 General All boards and commissions are detailed under Article VIII, Boards and Commissions, of the City Charter. Ad hoc boards may be temporarily appointed and terminate upon completion of a specific task or special purpose for which it was created, or when abolished by a majority vote of the City Council. No ad hoc board shall have powers other than advisory to the City Council. ---PAGE BREAK--- Belgrade City Council – Rules of Procedure Rev B Nov 2024 – Adopted 11/4/2024 Page I 19 7.2 Meeting Times and Agenda Order Boards, commissions, and committees shall set their own meeting times. All boards, commissions, and committees shall be subject to these rules. Each board, commission, and committee shall set their own agenda, following the council meeting template. Any adjustments to the meeting template shall be approved by the City Manager so long as it is in accordance with the Open Meetings Act Sections 2-3-201 MCA and 2-3-203 MCA. 7.3 Boards with Regulatory Authority Board of Adjustments, Belgrade City-County Planning Board, and Belgrade Regional Parks Trails and Recreation District all have regulatory authority. Each board with Regulatory Authority only extends to that which is set forth in Local, State, and Federal Law. The City Council retains all authority not expressly granted to these boards. Typically, this authority is limited to the fiduciary or regulatory authority assigned to it by state or local law. Policy implemented by these boards is non-binding and recommendations only. The City Manager may exercise executive discretion on these non-binding policies by either management memorandum, management notes to the policy, or any other executive action allowed by the Belgrade City Charter and the City Council, including but not limited to rejecting the policy in its entirety. 7.4 Boards without Regulatory Authority All other boards and commissions created by the Belgrade Charter, or other temporary boards are advisory and do not have regulatory authority. Any policy these Boards implement is non-binding and are recommendations only. The City Manager may exercise executive discretion on these non-binding policies by either management memorandum, management notes to the policy, or any other executive action allowed by the Belgrade City Charter and the City Council including but not limited to rejecting the policy in its entirety. 7.5 Appointments The Mayor will review applications and or interview eligible applicants for open positions on boards and commissions. Upon completion of the mayoral review, the accepted candidates will be brought by the Mayor to the City Council for an appointing vote. No candidate may be appointed to any board or commission of the City without approval of the Mayor. The City Clerk will keep records and a schedule for all board appointments and will set a policy with the Mayor on how to notify, advertise, and report on appointments. This policy will be posted on the City Website. 7.6 Board Members Members appointed to boards or commissions serve at the will of the Council (as allowed by law) and may be removed, replaced, or not reappointed at the discretion of the Council, by majority vote, with or without cause. When conducting the business of the City, appointed members of all boards or commissions shall follow the rules of procedure set forth for the City Council. ---PAGE BREAK--- Belgrade City Council – Rules of Procedure Rev B Nov 2024 – Adopted 11/4/2024 Page I 20 7.7 Open Government Training Upon initial appointment, within 90 days of taking the oath of office or assuming duties, all board, commission, and committee members shall be required to watch the training videos pertaining to the Montana Public Information Act and the Montana Open Meetings Act, as provided by the City Clerk. ---PAGE BREAK--- Belgrade City Council – Rules of Procedure Rev B Nov 2024 – Adopted 11/4/2024 Page I 21 TABLE OF MOTIONS AND POINTS OF ORDER MOTION/ORDER REQUIRES SECOND DEBATABLE AMENDABLE VOTE TYPE Basic Motion Yes Yes Yes Simple Motion to Amend * No Yes N/A Motion to Adjourn Yes No No Simple Motion to Recess Yes No Yes Simple Motion to Fix the Time to Adjourn Yes No No Simple Motion to Table Yes No No Simple Motion to Limit Debate Yes No No Super Motion to Object to the Consideration of an Item Yes No No Super Motion to Suspend Rules Yes No No Super Motion to Reconsider Yes Yes Yes Simple Point of Privilege No No No N/A Point of Order No No No N/A Motion to Appeal Yes Yes No Simple Call for Orders of the Day No No No N/A Withdraw a Motion No No No N/A Motion to Enforce Yes No No Simple * For the purposes of these rules, Amendments are not debatable and only require the approval of the member who made the original motion. An amendment to an amendment, requires first the approval of the member who made the original amendment and secondly the approval of the member who made the original motion.