Resolution 94-738WHEREAS, Section 5.3 of the City Charter requires the
Longwood City Commission to adopt rules and procedures for the City
Commrss io , and
WHEREAS, the Longwood City Commission has determined the
existing rules and procedure. require revision and amendment; and
WHEREAS, the Longwood City Commission has reviewed,
revised and amended the existing Rules and Procedures;
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF
THE CITY OF BOYESWOOD, FLORIDA, AS FOLLOWS:
— 1. The amended and revised Rules and Procedures for the
Longwood City Commission are hereby adopted and made part of this
Resolution by reference as Exhibit A thereto.
2. The revised Roles and Procedures willbecome effective
immediately upon adoption. J
PASSED AND ADOPTED THIS � DAY OR
Paul Lovestrand, Mayor
ine B.
City Clerk
�. Approved 11 11 form and legality for t he
City of Longwood, Florida, only.
j
Taylo
Acting City orney
Exhibit A
Addendum to Res. No. 94-738
eage 2
abides by the rules of debate and observes the proprieties in
conduct.
E. DO ONLY ONE THING AT A TINE.
Experience has proven that i requires m ta1 effort o
the past Df a individual t entrate o idea. In a
organization that i omposed oof a numbern of persons it i
Often difficult to c attention upon only o e propositions
If
rat pro
woulpositions presented at e
n time the
isembly d be thrown i —h confusion that i —Id be
mpossible t act business properly. o£ greatest
importance that the presiding office= and the members be ever
alert to guard against infraction of this principle.
F. .IUSTICE AND COURTESY FOR ALL.
Upon first thought it might e that this basic
principle ould be applied only to the onduct of the
presiding officer. He c ex ,,lify the spi�r
rit of c esy by
m
his and his action 'Where courtesy reigns,justice
alsoprevails.••
SECTION 4., 4.1 AND 4.2
4. Add the word "Voting•' to the heading.
4.1 Add the words and physically present" between the wortls
^quorum. and
4.2 Delete the word •must" and insert the word "should• on the
second line.
Add new sub -beading 4.3 as follows:
4.3 V ing.
V.ti, shall be by members present with no provision for
proxy, absentee, or telephone voting.
SECTION 5.3
Amend as follows:
5.3.5 Change title t read Public input".
5.3.5 Add subheadings as foIlows:
Special Presentations
B. Public Participation Period (30 Minutes time
SECT— 10.
11,11t 11, t the beginning of the first"The__t __. oz.
I-- the following sentence at the —d of the paragraph:
'—h commissioner —i- one copy upon
BE 1— A
ADDENDUM To RESOLUTION NO. 94-730
The following l s Of the City C sion Rules and Procedures
axe hereby revisedto read as followemr
SECTION 1.1
Delete existing heading and paragraph and insert the following:
1.1 Basic Rules Underl i arliamenta Cedars
A. THS PURPOSE OF PARLIAMENTARY RULES IS TO FACILITATE
ACTION.
Parliamentary procedure is designed to facilitate and
obstruct. There any rules sed i. governing
parliamentary procedure• s of which aItvery technical. if
properly applied, uch echnical rules of valuable
expedibusinessting and in protecting the rights
of membe - On the other hand, these a rules c n be
applied i uch a way a coaf Osion, hinder the
transaction of business or defeat an honest expression of the
will Of the majority.
It s generally understood that the final authority c£ a
organization is vested in the majority of its members. The
the Rillof the m and t e that this will i ied
out. When thata will has been• determined through cproper
processes it becomes binding o the organization as a whole
and upon each individual member.
c. THE MINORITY MUST BE HEARD.
The rity has omasbic rights which should be
cognized and respected They have the right to e
the discussion of e ery proposal; to speak i opposition
against any m e presented for era c sidtion;�to be heard
on any questions submitted to the assembly for decision.
D. EtFRY PROPOSITION PRESENTED IS ENTITLED TO FULL AND FREE
DISCUSSION.
when a the proposition has been presented to the a sembly for
sidetion ec and dision proponents of it m t be given
aora
f air opptun ority to et its m opponents The m
be given the s e kind oprsen
f opC--ityito point o the faults
ach member of the a sembly has the basic
right eto express his opinion fully and sfreely so long as he
1. Authority
These rules a adopted by the City Commission E
provisions of Section — of the City charter
1.1 Basic Rules Underlvina Parilament— Procedure
arliamentary procedure rs designed to facilitate and
help in the transaction of business rather than to hinder o
obstruct. There any rules sed governing
parliamentary procedurees of which a ery technical. If
properly applied, uch technical rulesV of valuable
ofistance i expediting business and in protecting the rights
members. n On the other hand, these s rules c n be
applied r cway a on£usion, hinder the
transaction o£busi— or defeat can honest expression of the
Sill of the majority.
B. THE MAJORITY RU
It is generally understood that the final authority o£ a
organization i ted i the majority of its members. The
principal purpose eof parliamentary procedure i ertain
11,2 w'1 of a and t that will i ied
out. When thatwill has lb— determined through cproper
processes it becomes binding on the organization as a whole
and upon each individual member.
The m as ity hbasic rights which should be
cognized and respected omPR, have the right to enter i
the discussion of ery proposal; to speak r opposition
against any m e presented for c sideration to be heard
on any goes tions submitted to the assembly for decision.
D. EVERY PROPOSITION PRESENTED IS ENTITLED To FULL AND FREE
DISCUS SION.
When a proposition has been presented to the a sembly for
sideration and decision the proponents of itust be given
aofar opportunity to present its m rits. The opponents must
be given the s e kind of opportunity to point out the Faults
o£ the m ach member of the a sembly has the basic
right t express his opinion fully ands£reely so long as he
abides by the rules of debate and observes the proprieties in
his conduct.
RSP/Pace 2
E. 00 ONLY ONE THING AT A TIME.
Experience has proven that it requires mental effort o
the part of a individual to c entrate o idea. In a
organization that i ompoaed oof a numbers ofn persons it i
often difficult t enter attention upon only ... propositions
If ral propositions presented etime the
sembly would be thrown into such Confusion that i ould be
impossible to transact business properly. It i of greatest
importance that the presiding officer and the members be ever
alert to guard against infraction of this principle.
Upon First thought rmight that this basic
principle could be applied onlyt the conduct o£ the presiding
officer. He can exemplify the spirit of courtesy by bis manner and
onday of ach n
nth gular The City
Commission shall also meeto rethe fourth Monday of each
h?nth, if, i their discretion, such meeting i ary
e
dispose o agenda i and any it... r endede9 the
Commission for r we by the and Planning Agency of such
eting i ced the L third Monday meeting. If any
regularly. scheduled m ing falls o a legal holiday, the
regulaz meeting may beer scheduled o .led by the City
Commission upon seven (])achyh noticerto the public.
The City shall meet in special session at the
Commission. Notice of specialshall be given to
ach Commissioner at least 24 hours 1 advance of the
special meeting. Such notice shall be s .ed personally
left a the member.. n sal r .idence by the City Clerk o
designee. The notice shall also c the t , place, and
purpose of the m ing. The City Clerk will also n tify the
wspapers o£ the tr , place and purpose of the special
meeting.
2.3. Place of meetings
Regularly scheduled meetings shall be held in the City
Commission Chambers located in the City Hall. Whenever the
regular m ing place'
the City Commission shall appear to
be inadequate for members of the public to attend, the City
RSP/PAGE 3
Commission may authorize a change t a larger facility within
the City limits of ongwood. A .notice of such change shall
be prominently posted o the d of the regular meace ing pl
antl U other places within the City. The City C lerk shall
also give notice of such change in place of meeting to the
press.
2 .4. T of meetings
regularly scheduled m ings shall begin at ]:00 P.M.ess unl
the Commission shall eby majority vote rn session, set a
di£f .rent starting time.
All meetings will end no later than 10:00 P.M. unless the City
Commission formally votes to extend the length of meeting.
eeaes mdeclared be dlared by the Mayor for periods not to
.xgmrnntea.
2.1 Change i schedule
Changes in the requlai schedule shall n t be made a cept upon
the approval of a i—ity of the members in session.
3. Public notice of meetings
The City Clerk shall be responsible for providing the proper
notice fgr all meetings of the City Commission.
3.1. R valor meet'...
The City Clerk shall post a q.a.te.ly notice listing the
dates, times and places o£ the regular meet - schedule.
3.2. Schedule change
when.... the City shall change its regular
sch.tlule of meetings, thesCity Clerk shall post a notice of
the change within 3 days following the meeting in which the
change was made.
3.3. Emergenev meetings
If the City C shall r schedule a un ing der the
provisions of orules2.5 or Callea special meeting .nder role
Jag
the City Clerk shall post a of such a change
immediately and no meeting except emergency meetings shall be
NaP/PAGE 4
held until the no shall have een bposted at least 18
hours. e
...... ing shall be held o the call of the
Mayor o n the call of three o members and only if a
delay would threaten s and i t danger to the health,
safety, and welfare of the publi-inen
3.4. Notification to media and others
The City Clerk shall of
n tify, without charge, any n wspaper, o
radio o television ostntion of uch ings ac hedule
schedule changes, sp
pecial ingseet whenever uch
wsaper, radio or television s shall have filed ith
n w
the clerk a request for suchh copies
the agendas fortregnlar and special m ings will be provided
Presidents of o
wo LongCity essoc od H s Associations and to local
government entities. Th. Clerk sha11 also n tify other
za individuals o organitions o£ regular m ting schedules,
changes i the schedule, o special meetings, but only upon
their written s
an request d upon payment o£ the a ual of
duplication o£ the copies and postage expenses. The City
Clerk shall ail all such notices pursuant to this rule by
first-class mail.
4. 4uorum attavdan voting_
4.1. Ouorum
Three members of the City c shall c nstitute a
quorum, if physically present, for the t o11
e business
all ings of the aof the
shall be Valid C binding unless ad.ptbd by the
affirmative vote of three (3) or more members of the
v�'�E4Cff[E�'
Any member n able t attend a regularly scheduled meeting of
the C should notify the City Clerk who will present
reque sta o tothe Commission that the member be excused from
attending the meeting.
4.3. Vow
Voting shall be by members present with no provision for
proxy, absentee, or telephone voting.
5. .ular meet'.. a end.
The City Clerk sha11 prepare the agenda o£ business for all
regularly scheduled Commission meet g Any Commission
A6P/PAGE 5
ember des irinq to place a matter on the agenda shall notify
the city Clerk of such item by 12:00 Noon on the Wednesday
preceding the "It
regular —till
and the matter will then be
placed the agenda. Any citizen may place a m to on the
agenda by
=notifying the City Clerk of such item by t 12 00 Noon
the Wednesday preceding he n regular m ing, and the
person will then be placed on the agenda i the order i which
uch it...
w —d, e cept that all public hearings will
be heard first. The Mayor Xor Commission may elect to modify
the order of the agenda.
lf�'18SdF-f t1F� - Fl
Whenever the City C shall be called i special
the mo be oconsidered shall be stated in the
call of the meetings t
5.2. Distribution of.. agenda. and materials
The City Clerk will distribute copies of the agenda together
ith copies of reports, explanations, etc., that relate t the
business matters c ming before the Commission by 3:00 P.M.
Thursday before meetings scheduled for the following
onday. The City Clerk will mail a copy of the agenda to
ery person having a item the agenda on Thursday
wprecedingawthe Monday meeting. Additional copies o£ the agenda
^ ill be ai fable to the public upon request and will also be
placed i the City Commission Chambers for persons attending
the meeting.
5.3*
order o£ business_
The agenda will be arranged i.n the following order.
I. Call to order.
2. Aent of silent meditation led by the City
Attor�ey followed by Pledge of Allegiance.
3. Proclaznations/Commendations/Awards/Presentations.
4. Board/Committee Appointments.
5. Public Input.
a. Special Presentations.
b. Public Participation Period (3o Minutes time limit.
6. Consent Agenda (See Bec.5.4�.
RAP/PAGE b
Regular Business (Public Hearings(.
Regular B s (Other requests, Introduction of
ordinances aesolntions(.
City's Administrator's Report.
City Attorney's Report.
11. Mayor and Commrss.voner s Report.
12. Adjonxnment.
13. ewill Public participation be deleted or
continuedto the future meeting.
5.4. C ent Agenda
Consent Agenda is defined a those i n the Commission
ge Anda which a . ere idd x e by the City Administrator
and City Clerk e.g n Approval/Correction o£ Minutes, Approval
o£ Hills, G eeds, of B uthoriza[ion of
Bids, Reports of AdministraTive Actionsm Leases and Agreements
previously approvetl in principle, etc.
5.5. Public Participation P iod
A. Prior t the start of the Public Participation anyone
is hinq t atldress the ity c shall submit the
Following information to the City C1e-
1. Name
2. Address
3. Telephone vumber
4. Specific subject m o be discussed. Subjects
will be r wed and ques{ions that a not germane to
of City business under the province of the City
Commission will be referred to the City Administrator for
solution. Subject matter shall be clear and address a
specific i The City Attorney, as Parliamentarian,
will determine if a subject is not germane.
5. Whether the subject has been discussed with members
of staff.
w Theect maMwill call the individual'a n s and state the
B.
ayor
ubjtter to be discussed at which timethe individual
REP/Page
shall take his/her place at the podium.
C. All questions and x arks shall be addressed t the Chair
and all espouses VI be from the Chair cept when
uthorized by the Chair. The Chair will permit c o be
addressed to individual Commissioners and permit individual
D. There shall be a total of three mrnutes permitted for each
participant.
E. The City c will not attempt to r solve problems
during a Commis i.. meeting u til the m r has been referred
to the City Administrator for review and recommendation.
t. speak during the Public rticipation iod who
disorderly by failing to be germane o otherw se 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 seated when declared out of order and/or if the
the Chair may order the person rmved fthe C
.s Chambers £or the r ainder of the it,rom ACtiotof the
Chair a ,id ... d s of m
the Commission. Should any
member disagree or disapprove of the a o of the Chair that
ae
may call a paint of orderand the Commission
shallruleon the point of order.
The time limit for discussions under the Public
Partrc ;patio. Period shall be limited to 30 mrnutes.
6, o.duct of Meeti...
6.1. Chai roerson
The Mayor shall moderate and Chair all meetings of the
Commis,ion. n the absence of tha Mayor, the Deputy Mayor
pro tempore will a e the duties of the Chair, except £or
appointments to be smadb by the Mayor.
6— P . to 5 eak.
Those members wishing to speak shall first obtain the
approval o£ the Chair and each person who speaks shall address
the Chair. Other persons at the meeting shall not speak
unless r cognized by the Chair. All persons i the Commission
Chamberse shall be addressed by any and all persons with
respect.
RSP/cage e
6.3. D orderly conduct at tj
— Chair may call to order any person who being
disorderly o by speaking otherwise disrupting the
proceeding, by failing to be germane, r by speaking
�. vulgarities. The chair shall call the person o of order and
request that they be s ted a n quiet. uIf the person
shall c sor o be disorderly and disrupts the me ng, ithe
Chair may r—d— the Sergeant -at -arms )Chief of Police o
designated representative) to remove the person Erom the
meeting.
No person shall be r ved from a public meeting e cept for an
actual breach o£ the peace committed at the meeting.
6.4. Public R
The following procedure is recommended for Public Hearings.
mhe staff will introduce each itor m £c sideration, with
ents and x endations. Thestaff i requested to keep
comments brief and provide a broad overvrew.
B. The appli—It o representative and those favoring the
will be os I first. Those in oppition to the issue
will be heard second.
c. un
Comments should be r ted to pertinent information
regarding end the aga item eder discussion.
D. out of c u esy to others, w ask that speakers keep
their c sbrief and try to limit t.
inf ormation nn t previously discussed. if acg oupt r
opposition, please have a speaker designated fox the group
hit those i s emen agret with the speaker will be asked I.
theirhands that the number r volved c n be
orded the Speakers should identify
themeel_ by name and address clearly for the record.
E. Each speaker should be given the s eepectful and
The Chair will ask that there be
utbursts ofa applause o outspoken c ents on any issue and
will not accept such in the chambers.
F. The Clerk i. required t. retain any documents,
photographs, drawings, etc. that axe shown to the Board
rn support of an rssue.
G. The Board may ask questions of speakers or staff members.
R&P/Page 9
After closing the public hearing and a •n has been made
and s onded, discussion will be closedt the floor.
Following Hoard discussion, a vote will be taken.
The City Clerk shall be responsible for m intaining the
official r ord and of ..h ing of the
The m notes shall sinclude all thema of the
with respect t 2he r ortl shallsinclude
themn not the m and the s ondd the vote of the
Commission. The r ord shall al ocer an
s whether the --
by v r by roll call, and when by roll call the
orasshail ssnow the "Yea^ "Nay" vote foi each member.
Th.
City Clerk will the roll call ith the
Commissioner to his immediate •right and for each s eetling
question, commence the roll ..It with the next Commissioner
called first. The City Clerk wi11 call upon the Chair in the
r7L.l�[SSSS6iie'cllmifl..
The City Clerk shall be responsible Por miAi.g a
ary of the discussion o of thene andtof
made by the publi.ce The City Clerksrshall be
e sponsible for making electronic tape r ording of each
eeting which shall be marntarned for a period not
less than three years.
ilil�IDlliR�:SS2=S�'IRT-S:SSR.sSdSaSE
The City Clerk shall make a ailable to members of the public
the r ords and m o£ official m ings. The agenda will
the followingenotice to the public. "All persons a
advised that if they decide appeal any decision made at
Commission hearings, that they will need a ord of the
proceedings and for such purposes, they will ..d
that a erbatim r s ord of the proceedings s
i ma ,e hich t. e
ord to includet ev the ony and idence np.. which the
appeal i made. Tne City sof Longwood does not provide this
erbatimsr ord." Minutes prepared by the sdayCity Clerk but not
approvenspecd by the C 1n shall be a ailable for public
tion not thany business s following the
n
ing. ap --d by the ss sha11 be
ailable to th. spublic within 3 busine s sdays of the
meeting at which they wer appro — Cpon written request,
the City Clerk ill providecopiescopiesf the my
b—
payment ,
. the t of duplication of the..pi— and
postage
expenses 8. Voting
Whenever I —till is put b, the I�Ibit, —ty member present
shall all questquestions exceptwhen_t. _ questions . prohibited by
Conflict of Interest.
8— When the City Clerk is directed t. .11 the roll; b. i.
it
_ to speak— thequestion, — shall anymotion b, il
order.til roll call i. completed and the result
it
---d-
111— � i� taken, the —it shall decide
the
sultan Any= may —11 for . division ..d the
..d"Nays" —11 be called upon the request f the
Chair or any --t.
9. Ordinances ..d R solutions
Th. following p—.— h.11 be followed ith respect to
placing ordinances ..d thb Agenda:
9.1. Ordinances solutions which ,, —"t
—t.
"
following . standard lbb--d by —ff during _y=f business
all b. i.bdi—ly PI—d
the bq-t f— regular—ti— by
*t 'k —pt—t .. . solutions . ..—
"tifyi" thb Cl y Cl. f th ordinances
b, �—� —. — the Mondays precedthe ing
regular
... t"g. C_J.. of ... ti— tdi—c-
111�11till Ordinance . =t =�==y
ordinances,
'd .zoning
R-1.ti..-
9.2. Ordinances — --ti— which th. C.i.— .i.. i
.—.—the
City Attorney t, placed pIII shall 11 pld th. g—da after they have been
prepared,
t_b— and d by the City
Attorney ..d the City Clerk — been notified or on such other
agenda as the City Commission may direct.
Ordinances
- Resolutions which generated by
business— bhic], the City C..i,.i,, h—
P—i—ly authorizedh.11 b. prepared� —.—y -d b,
placed onthe agenda, after being —i—bd —d . ... d by
the City -tt—and afteryafter — the City Clhasbeen..tiiild-
_ — of thi. typ. would b. ordinances and resolutions
bbb'—d during . B—d tt—tion.
RSP/Page 11
9.4 Public input will not be p ted during the fit reading of
ordinances. Public input wrs
ill be permitted during public
hearings following the second reading.
9.5 All other proposed ordinances and r solutions other than
those referred t n 1 1., 9.2. and 9.3. shall First be
brought 1 the .attention of the C. n by the City
Administrator a report and listed o the o Agenda under
the City Administrator's Report n the Agenda. All
reports proposed ordinances and o solutions shall
contarn memorandum from staff concerning the proposals.
lo. Rules of order
The c edition of Robert's Rules of Order, (The Scott en Edit ion, Glenville, IL)i. adopted the
procedural rules cept that theas State
[itution, State S ity Charter, City Ordinances,
other provisions t ontaned herein shall prevail i the
of a onflict with Robert's Rules of Order. n6ach
Commissioner shall recerve one copy upon election.
11. The Parliamentarian
11.1.C't Attorne de th
The City Charter designates the City Attorney a chief
advisor to the City c rThis r solution clarifies
and expands the definitionof chief advisor t nClude
designating the City Attorney as the Parliamentarian.
It ,res the ponsibility of the
theCommissioner..
arliamentarian to ativise
Mes ayor or priding Commissioner on questions of p,ocedure
transacting the business of the legally,
efficiently and impartially. questions inquiries
i.tended fox the arliamentarian should be addressed t
him through the Mayor or presiding Commissioner, wFo, i
gives the a if he o she knows it, or gets the a er
E rom the Parliamentarian. The Parliamentarian does not w
hesitate to advise the clay., or presiding Commissioner when
serrous errors occ , but the responsibility for the decisions
control. The Parliamentarian's opinion is purely advisory
RESOLUTION 638 - AUGUST ] 1989
RESOLUTION 649 - FEBRUARY 5 1990
RESOLUTION 654 - MAY ]. 1990
RESOLOT
IO 669 - 23 3991
RESOLUTION fi]0 - FEBRUARY 4. 1993
RESOLUTION 685 - OCTOBER ] 1991
BKSCUJUTZON 686 - NOVEMB R 9 19 1
RESOLUTION NO. 92-696 - MAY 4. 1992
SOLUTION N 94-]38