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Resolution 97-896the City cission of the City of Longwood nos nedwi sSdesi.rable xommend the city c s Rules ana cedures to promote efficiency and fairness withre sped t the eetinq procedures and other policies that relate to the office of the City Commission; NOw, THEREFORE, BE IT RESOLVED MMISSION OF THE CITY OF LONGWOOD, FLORIDA, SECTION I. The City Commission Rules and P cedures a e hereby ended for the subsequent sections or paragraphs only under SECTION A. and SECTION B. as follow- (— 2.1. Regular schedule. The City Commission sha11 meet the first and third ,.day of each m nth it regular s and o the s and onday of each ..nth i ork s—The City Commissi shall also neet on tnen£ourth Monday of each month, if, their d ing i ary 0 disp0se of agenda i and anyui endedCe the Commission for w by the Land tPl annsi ng� Agencyto if such meeting i ced the third Monday meeting. I£ any regularly MNlvit scheduled m ing falls legal holiday, the regular ing may heir scheduled oo celed by the City Commission upon seven (7) days notice to the public. 2.5 Leagth of meetings "to@ P.M. unlese the City There shall be tablished time Limit laced on City eetirtas unles the Commission b vote limit withsr the s cifacom Resolution No. 97-896/page 2 2.6 Recesses Recesses may be declared by the Chair. Any member not able t end a regularly scheduled m ing of the C sthe c member. should an tify the City Clerk who, u n the oft re will presena quet to s theu1-1 ssion that rthe member be excused from attending the meeting. 5. Regular meeting agenda The City Clerk shall prepare the agenda of business far all regularly scheduled C eetings. Any Commission member desiring to place a matter.o the agenda shall notify the City clerk o£ such i m by 12 a0 Noon the Monday Wedxewlay preceding the next regular m ing and t will then be placetl n the agenda. Any c htheaCity Administr r departmeeE-head may place a matter o othe -— by notifying the City clerk of such i m by 12:0 N the NP­d� WedneeAay preceding the n regular m ng — the id person will then be placed o theeagenda i the order i which uch i cevetl, e p[ that all public hearings will be heard first. rei - �'h th- . . Mayor o Commission may elect to modify the order of the agenda. 5.2. Distribution of agenda and materials. The City Clerk will distribute copies of the agenda together with copies of reports, explanations, etc., that relate to the business matters c ing before the Commission by — P.M. -- - before eetings scheduled for the following Monday. , The City Clerk will mail a copy of the agenda to e ery person having a item the agenda o 'Puesday mheesday preceding the MOnday m ing. Additional copies of the agenda will be a ailable to the public upon request and will also be placed it the City Commission Chambers for persons attending the meeting. Resolution No. 97-896/page 3 5.3. oxder of Business The agenda will be arranged in the following oxder. 1. Call to order. 2. of silent meditation ltd by the City Attor�eynfol lowed by Pledge of Allegiance. 3. ents 4 .3r Proclamations/Commendations/Awards/Presentations. 5.4-. Board/Committee Appointments. 6.§. Public Input. Special P entations. b. Public Participation Period (30 Minutes tvse limit). ). and Commissioners' R 6.4. Consent Agenda (See Sec.5.4). Regular Business (Public Hearings). 10.8 Regular Business (other requests, introduction of Ordinances, Resolut ions. 11.4 City 's Administrator's Report. 12.1 ity Attorney'. Report. 13. v Clerk's R ort. 14.E Adj.... nt. eipatien be deleted e;- 5.4. Consent Agenda Consent Agenda is defined a those i the C Agenda which a sid... d routine by the City AdminsrMstxat r and City Clerk e.g n, Approval/Correction of M es, Approval of Bills,of eitls, Reports of Administrative and Agreements previously approved in print ipl e,t etc. Resolution N.. 97-896/p.g. 4 5.5. Public Participakion Period (A. through G. to —in aswritten(. H. IIg_lll_-bli� b� deleted . 6.1. Chairperson Marl scheduled Cit eetin Mayor te and Cbair all meetings of the Commission. absence of the Mayor, the D.P.ty Mayorp— —p— ill -- th. dutiesf Ch—, except for pp.i--tt t. be .— by the -y- 6.5 eedure for Qi.l H.—.... , �thC ­i— ib- i. eals t. board ofn ad iustment 1—d ... ­i­ otherw'se vided by laws_ b, --t.d. i. ... ttd to ste forwardto b, s b b rn th. Cit, C—k or to --ki­ th. 1t­ '—i—t of the sid— - ,th 7.2. Record of Di.c—i... The City Clerk —11 b. responsible for m i—i.i,g __y of the discussion .1 117—tt f the C�—i—i— d of -.d. by the_electronic The City PClerkshall --libl� for _ —kit, _ tltct.t tape re—rding of each e.ti.g which h.11 be forth. P.,i.d th.t lies th -- I.— Resolution No. 9]-696/page 5 7.3. Public access to meeting records The City Clerk shall make a ailable to members o£ the public the r ords and minutes of official meetings. The agenda will the following notice to the pnblic. "All persons a advised that if they decidetb appeal any decision made a Commission hearings, that they will need a ord of the rocee pdings and for such___ they will thwill eed that a vezbatzm record of the proceeding. is madet which e appeal i made. The City of Longwood does provide this erbatimsr ord." Minutes prepared by the City clerk but not approved by the Commission, shall be a ailable for public nspection than ] business days following the meeting. Upon written request, the City Clerk will provide copies of the m upon payment of the a ,al cost of duplication of then copies and postage expenses. Funds budgeted each year under the c s Budget £or velopment -- - - shall be equally divided between the f ivef ive c��rmembers Co be used for purposes of --di, ending entionssrconferences, and s and fox the cost of travel and per diem expenses related to the attendance at Commission members wishing t attend a onf erence, where a registration fee and/or c relatedrt eals, travel or lodored andsor which t ging wuld be i fhe eeks payt o eimbursement, or the u of a City —hi— esmen —hi— is dired, shall submit the request i citing for c sideration by the Commission, a regular agenda item at a regular Commission m ibg. Thes request shall include the following informationeet mode of travel; length of the eeting on{erence; expenses related to registration, vel, lodging and meals and a explanation of how the people of Longwood will benefit from the .ember's attendance. SECTION II. Any rn r solutions or policies conflict herewith are hereby repealed. SECTION 111. Thie solution —11 b.... effective immediately upon adoption. 1ASSED AND ADOITED THIS atL.- - —C., I., Willi. E. Wi.i+o— APpl—1 .. - f.Tm and legality f., the n antl reliance of the amity of —"-d, Floridan only. act'en A Authox'ty These rules are ad.pt.d by the city c0 arliamentary procedure rs designed to facilitate and help i the transaction of business rather than to hinder o obstruct. There any rulea sed ih verning parliamentary proced—% of which are very technical. If properly applied, such technical rules are of valuable of members,0. the other hand, these s rules c n be applietl r. uch a way as to c on£usion, Finder the action of business Or defeat an honest expression of the willsof the majority. It is generally understood that the final authority Of a organization is vested in the majority Of its members. The the will of the m and t that this will i cied out. When thDta will has Beene determined through proper processes it becomes binding on the organization as a whole and upon each individual member. E. THE M Y MUST BE HEARD. The ty has basic rights which should be cognized and respecteds nmThey have the right t the diecuasion of very proposalI speak i opp—t�i.. against any m e presented for c .ideration �to be heard on any questions submitted to the assembly £or decision. D. EVERY PROPOSITION PRESENTED IS ENTITLED TO FULL AND FREE DISCUSSION. when a s proposition has been presented to the assembly for sideration and decision the proponents of itt be given aofair opp"tB pity to present its m rit- The pp— — must be given the s e kind of opportunity to point out the faults Of the m each member of the a sembly has the basic right to express his opinion fully and£reely so Long as he abides by the rules of debate and observes the proprieties in his conduct. RSP/PAGE 2 E. 10 ONLY ONE THING AT A T experience has proven thati requires m tal effort o the part of a individual to c entxate O idea. In a organ that i omposed If a umbern Of per it i difficult t upon only o e propositions If ral propositions a tio=esented time the sembly would be thrown i uch confusion that eit would be impossible to transact business properly. reates iA If gt importance that the presiding officer Add the members be ever alert to guard against infraction of this principle. E .P.H Cfi t Cthouglst P might that this basic principle ould be applied Only ethe onduct of the presiding officer. empl ify the spirit of C esy by his m and his action. "Where courtesy reigns, justice also prevails." 2. Meet'nas 2.1. R eider schedule The City C shall m the first and third Monday of each ... thii tegular s and o the s and Monday If ach month I. ork s The City nCommiss ion shall also eet o the w s fourth--y Of each m nth, if, n their discretion, such m ing i ary to dispose of agenda items and any items r o endedCe the C ss lI—on Er by the Land elanningAgency it such m ing i ced the third Monday meeting. If any regularly scheduled ing falls o a legal holiday, the regular m ing may be scheduled o —led by the City Commission upon seven ()( days notice t. the public. 2.2. 5 ial meetioos The City shall meet it special s nt the call of the Mayors. oof three (3) amembers ofthe If special eetings shall be given t achiC at least 24 hours advance of the special mst singnch e Sn oshall be s dd personally left a the membb_ u nal r sidence by the City Clerk o designee. The n shall also c the t , place, and purpose Of the m ing. The City Clerk will also n tify the wspapers of the tl , placed purpose Of the special meeting. -P/- a 2.3. Place of meetings Regularly scheduled m tings shall be held rn the City Chambers located i the City Hall. Whenever the gularim ing place of the City C sshall appear t nadequate for members of the public t ten d, the City mmi Cossion may authorize a change t a largerfac ility within the City limits o£ Longwood. of such change shall be prominently posted on the door of the regular meeting place and two other places within the City. The City Clerk sha11 also give notice of such change in place of meeting to the press. 2.4. Ti.. of mebti— Regularly scheduled m ings shall begin at 7:00 P.M.unless the Commission shall eby majority vote in sessr , et a different starti.q time. 2.5 ngth of meetings There shall be tabli—d ti.. limit placed City t ings unless the C , n vo by majority te, imposes rantimelimit with respect tosthespecific meeting. 2.6 Recesses may be declared by the Chair. 2.7 Chance i schedule Changes i the regular schedule shall not be made e cept upon the approval of a majority of the members in ses stun. 1. Public notice of meetings The City Clerk shall be responsible £or providing the proper notice fox all meetings of the City Commission. 3.1. R cular ma The City Clerk sha11 post a quarterly n e listing the dates, times and places of the regular meeting schedule. RSP/PACE 4 3.2. Schedule chance whenever the lily shall change its regular schedule o£ m ings, the City Clerk shall post a of the change within 3 days following the meeting in which the Change was made. 3.3. If the City Commission shall r schedule a eeting under the provisions of rule 2.5 o call a special m ing ..der rule 2.2, the City Clerk shall post a of such a change immediately and n ing e cept e ergency m ings she11 b ne held u til the n xc av shall. he sbeen posted at least 18 houxs.ergencying sha11 be held on the call o£ the Mayor o n the call of ethree o members and only if a delay would threaten s and i Went danger to the health, safety, and welfare of the publi-r 3.4. Notification to media and others The City Clerk shall n tify, without charge, any n wspaper, o radio television o of ucn eetings scheduler schedule changes, aspecial ings, whenever uch wspaper, radio o television s shall have filed with the clerk a request for sucrh notice. Copies of the agendas foriregul ar and special meetings will ebe provided Presidents of Lonywoed H s Associations and to local government e ThemCityeClerk shall also notify other individuals o torgani—ions of regular m ing schedules, changes i the schedule, o special m ingst but only upon their w regnest and upon payment eo£ the a ual of deplicationa of the copies and postage expenses. The sCity Clerk shall —ail all such notices pursuant to this rule by first-class mail. Three members of the City Commission shallnstit— quorum, if physically present, for the t .—tit— business the C a all ings of of e shall be valid r finding unless adopted by the affirmative vote of three (3) or more members of the Commission. ASP/PAGE 5 Any member n able t end a regularly scheduled m ing of the C sshould an tify ts, City Clerk who, upon the request of the c memberwill present a request to the C r ssron that rthe member be excused from attending the meet.iz V.ti.g shall be by members present with no provision for proxy, absentee, or telephone voting. The City Clerk shall prepare the agenda of business fox all regularly scheduled C nt..tings. Any Commission member desiring to placea matter on the agenda shall notify preceding the n regular m ing and the matter will then be placed nthe agenda. Any C r the City Administrator may placea the agenda by onotifying the City Clerk of such itet mm byl2: DO Noon on the Monday preceding the next agenda i the order i which such i ved, e cept that a" public hearings will be heard fi-t. Th. Mayor or Commission may elect to modify the order of the agenda. 5.1. s ial m whenever the city c shall be called into a special ing, the m t. be oconsidered shall be stated in the call of the meetings 5.2. Distribution of a end, and materials The City Clerk will distribute copies of the agenda together ith copies of reports, explanations, etc., that relate to the business ing before the Commission by — P.M. n Tuesday before meetings scheduled Eor the following Monday. The City Clerk will mail a copy of the a end. t ery p averson hing an the agenda o ece ..day Prding the Monday eeting.Additional copies of the agenda will be a ailable to the public upon request and will also be placed i the City C—iesron Chambers for persons attending the meeting. RLP/PAGE b The agenda will Be arranged in the following order. 1. Call to order. 2. A s of silent meditation led by the City Attorneyfollowed by Pledge of Allegiance. 3. community Announcements. 4. Proclamations/commendations/Awards/Presentations. 5. Board/Committee Appointments. 6. Public Input. a. special Presentations. b. Public Participation Period (30 Minutes time limit). 7. Mayor and Commissioners I Reports. B. Consent Agenda See Bec.5.4). 9. Regular Business (Public Hearings). 30. Regular Business (Other requests, Introduction of Ordinances, Resolutions). 11. City', Administrator's Report. 12. City Attorneys Report. 13. City Clerk's Report. 14. Adjournment. 5.4. consent A end. Consent Agenda is defined a those i n the Commission Agenda which a sid...d r e by the City Administrator and City Clerks 9. , Approval/Correction of Minutes, Approval of Bills, uth_— tion of Bids, Reports of Administrative Actions, and Agreements previously approved in principle, —/PAGE 5.5 Public Partic'oation P vo the start of the Public P cipation anyone fishing otot address the City C shall submit the E ollowinq information to the Citymelt- 3. Name Address 3. Pelephone number 4. Specific subject m r to be discussed. Subjects will be r wed and questions that a t germane t of City business under the province of the City will be referred to the City Administrator Eor solution. Subject m shall be clear a address a specific i The City Attorney, a arliamentaxian, wi11 determine if a subject is not germane. 5. Whher the bject has been discussed with members of staffetsu . The Mayor will call the individual's n and state the subject be discussed at whicb time the individual shall take his/her place at the podium. C. All questions and r arks shall be addressed to the Chair and all espouses will be from the Chair cept when authorized by the Chair. The Chair will permit c o be addressed to individual Commissioners and ­.itindividual Commiss ionexs to respond to those comments, if they so desire. There shall be a total of three minutes permitted for each participant. The City Commission will not attempt t solve problems during a ing a til the ma r has been referred to the c ty Administrator for review and recommentlation. The Chair may call t order any person granted permission speak during the Public cipation Period who disorderly by failing to be germane o otherwise disrupting the proceedings. When a speaker has been declared out of order by the Chair they shall be seated. if the person refuses to be s ted when declared o of order antl/or if the person c sa to be tl,—td rly and disrupts the meeting, the Chairn may order the person r —d from the Commission Chambers Eor the r inder of the mmeeting. Actions o£ the Chair are considered actions of the Commission. Should any RSP/PADe 8 member disagree or diove o£ the a o£ the Chair that maY ca11 a point of ordero and the Commission shall xvleeon the poinsatpprof —d— G. The time limit for discussions under the Public Participation Period shall be limited to 38 minutes. H. eent will Public Participation be deleted or continued toa future meeting. 6. conanot of Meetinaa 6. 1. Chairner The Mayor shall be elected wally the first Regularly scheduled City Commission meeting in May. A. The Mayor shall moderate and CIIzir all m ings of the In the absence of the Mayor, theeDeputy Mayor pro tempore wi11 a es the dutiof the Chair, except for appointments to be amade by the Mayor. 6.2. P n to Sneak Those members wishing to speak shall first obtain the approval of the chair and each person who speaks shall the Chair, ersons a address other pthe m sha ing ll a speak unless r cognised by the Chair• All persons in the Commission Chamb— shall be addressed by any and all persons with respect. 6.3. Disorderly conduct at meetings The Chair may call t order any person who being disorderly by speaking otherwise disrupting the proceeding, by failing to orbe germane, r by speaking vulgarities. The Chair shall call the person o of order and request that they be seated and r n quiet. uIf the person shall c e to be disorderly and disrupts the m ing, the Chair may corder the Sergeant -at -arms (Chief ofe Police o designated representative) to remove the person from the meeting. No person sha11 be r ved from a public m ing e cept fox an actual breach of the peace committed at the meeting. R&P/PAGE 9 6.4. Puhl'e H The following procedure is recommended fox Public Hearings. sta toanff will introduce each it.. fox c sideration, with d r endations. The ff i requested to keep comments brie£e and provide a broad overview. H. The applicant o representative and those favoring the will be heard £ixst. Those in opposition to the issue wilIt. heard second. C. Comments should be r ei—d to pertinent information regarding the agenda item under discussion. Out of c esy t others, ask that speakers keep wtheir c entsu brie£ and try limit ents to orma inftion n t ev priouscusse sly did. If acgroup r opposition, please have a speaker designated for the groups All those i agreement with the speaker will be asked to ands Chat the number i volved r c n be ordeder Speakers nshoula ide nt i£y themselvesy name band aaareee clearly for the record. ach speaker should be given the s espectful and urteous The Chair will ask that there be o�tburst o£ applause o outspoken . c —ts on any issue and will not accept such in the chambers. The Clk required t eany documents, photoger raphs, drawings, e c. thatare shown to the Board in support of an The H and may ask questions of speakers o staff members. After closing the public hearing and a n ee has bn made son and ded, discussion will be closedot the floor. Fallowing Hoazd discussion, a vote will be taken. 6.5 cedure for —di-1 H The Following a shall be made by the Chair prior t s ideiat ion oa tla item that rs quasi-judicial r e (agenda i ..id, to be qui-judicial i re natu uappeals to Board ofn asAdjustment rulings, land u e permits, ing, certain comprehensive plan a endment., conditional requests, plat approvals, site plan approvals and as otherwise provided by law): R"/PAGE to Anyone £shing speak behalf of opposition {he £ollowing Agenda Item (s) (specific agenda be cebJ requested t tep fort— eo l 1— n by the City A Heys flpon 6ei.ng s if you have already done please or ompl ete the form ltl ed 'Request eak Agenda Item'. t n the completed form to the city clerk prior tospeaking on the it.. The City C i shall be provided with a list of the quasi-judicialitems to be considered at each meeting. 7. ord of m ). I. ft cordiaa r sibilities The City Clerk shall be r—P.—Ibl.i for rord m ing the o£f icial and notes of —lb tiof the c Tm ms hall include all thems e o£ the Commission with he resp— t The r ord shall include the n of the m and the c s onder and the vote of Mthe The r ord sha11 alsostate whether the vote w byv vote by roll call, and when by roll call, the ore cshall shor ow the xay vote for each member. The ity nc Clerk will roll call with the the r to his immediaterighc and for each s ..ding quro estion�nc the roll call with the n osr o His right ' til all members of the c nhaveb— called first. The City Clerk will call upon the Chair in the normal voting sequence. 7.2. ft ord of discussion The City Clerk shall be responsible for m intaining a ritten ary o£ the discussion mado of the c and of e by the pablie sr The City Clerks hall be e sponsible for making electronic tape r ording of each ing which shall be maintained for the period that complies with state law. ).]. Public a settee r orris The City Clerk shall make a ailable t members of the public the records and minutes of official meetings. The agenda will rzsP/PACE it the following n the public. 'All persons a1. advised that if they decide t. ppeal any decision made It Commission hearings, that they will need a ord of the proceedings and £or such purposes, they will eed to that a erbatim rd of the proceedings i made, whioh nce ord to iludeeor the t y and evidence supon whicb the appeal i made. The City sofon Longwood does provide this erbatimsr ord." s prepared by the City Clerk but n approved by the Commission, shall be a ailable for public nspection not than '1 business days following the ing. upon w request, the City Clerk will provide copies of the ctua m upon payment of the a l cost of duplication of the —pies and postage expenses Whenever a question is put by the Chair, e ery member present shall vote on all questions except when prohibited by a 8.1. When the City Clerk is directed t call the ro11) n member i entitled to speak on the question, nor shall any matron be in the r salts. Any member may call for a division and the ••Yeas •e and "Nays" shall be called upon the request of the Chair or any member. 9. Ordinances a solutions The following procedure shall be followed it, placing ordinances and resolutions on the Agenda 9.1. Ordinances solutions which 11, I—i— 1nature, following a standard format, and generated by staffduring the ordinary o of business shall be mmediately placed the Agenda £or regular eetings by tifying theo Cityer Clerk of uch ordinances o solutions by 10:00 A.M.i the Mondays preceding the nt egular meeting. Examples of routine ordinances or resolutions are. Ordinances, esoning Ordinances or Bank Account Signatory Resolutions. R R P/Page 12 9.2. Ordinances o solutions which the C rrrthe i.ty A ney to prepare shall be placed o the ragenda after they have been prepared, r wed and approved by the City ney and the City Clerk has been notified or on such other agenda as the City--issron may direct. 9.3. O solutions which generated by I- transactions which the City Commission has previously authorized shall be prepared a sdry and be placed O the agenda, after being r wed and sappy- by tM1e City Atney and after the City Clerk has been notified. amples ofthis type would be ordinances and resolutions generated during a Bond transaction. 9.4 Public input will not be per ted during the first reading o£ ordinances. Public input will be permitted during public hearings following the second reading. 9.5. All other proposed ordinances and r solutions other than those referred t n 9. 1.� 9.2. and 9.3. shall first be brought t the attention of the C n by the City Administrator a report and listed o thero Agenda under the City Administrator's Report n the Agenda. All reports proposed ordinances dodo solutions shall contain memorandum from staff concerning the proposals. 10. Rules of Order The c edition of Robert's Rules of Order, (The Scott n Edition, Glenville, 1L) adopted the Commission's procedural rules cept that the as t State Constitution, State s City charter, City Ordinances, and other provisions ane d herein shall prevail I' the ent of onflict withRobert's Rules of Order. Each Commis wooer shall receive one copy upon election. 11. arliameatarian 11.1.Cit Attorae deli dated the Parliamentarian The City Charter designa[es the City A ey na chief advisor t the City C solution clarif rev and expands the definition rof chiefs advisor t nclude des igaatiag the City Attorney as the Parl iamentariaa. R&P/PAGE 13 it s the responsibility of the arliamentarian to advise the xMayoi or presiding Commissioner on questions of procedure acting the business of the Commission legally, efficiently and impartially. Questions inquiries ended for the arliamentarian shouLtl be r addressed t him through the Mayor oz presiding commissioner, wh., in turn f iom the Parliamentarian. The Parliamentarian does not hesitate I. advise the Mayor or presiding when but the responsibility foss therdecisions estsuwithr the Mayor or presiding C who control. The Parliamentarian's opinions. rsnpurely advisory Funds budgeted each year under the C s Budget, for r velopment shall be equally rdivided between the fivec members to be used for purposes of a ending —11 on£erences, and s and for the to of velt and per diem expenses related to the attendance a Commission members wishing I. attend a onf erenc e, where a registration £ee and/or c related to eals, t vel or lodging would be i red andsfor which the eeks payment o imbursement, c the u of a Cityrvehicle is desired, shall submit the request i riting £or c sideration by the Commission, a regular agenda it., regular Commission m ing. The request shall include then fol lowing infozmatinneet mode of t vel; length of the eeting onf.... ; expenses related to registration, travel, lodging and meals; and a explanation of how the people of Longwood will benefit from the member'. attendance. N. mileage reimbursement shall be paid to Commissioners u ing their personal vehicle for trips under fifty (50) miles.- way. of the City pool vehicle may be requested for tripaeo£xanyslength. If u of the City pool vehicle is requested and permission is granted by the City Commission, the mileage shall be tracked from the point the c signed out to the time the car rs returned. The number of miles, at imbursement, shall be deducted from the Travel and P Di— bf the requesting Commissioner, the s culd have beenucompensated for trips over 50 miles had the Commissioner R-/PAGE 14 I'll his/her personal vehicle. The e ception to this would be when e Commis s.ioners and/or staff members drive to the, i rther pool c which c there shall n t be any deduction for mileage from the individual Commissioner s Unless otherwise provided herein, all reimbursement shall be pursuant to Florida Statutes.