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Resolution 84-512R£~[.ULZ~' N0. 512 r.. A RESOLUTION OF 1kiE CITY OFkRSSION OF 1flE CITY OF IAkX}AOD, FIDRIB4, APPROVING RN.ES AND PftOC®11RE5 OTIERNING 14@ OPERATION oP 1}(E IDNGI+WD CITY ORYAISSIQ'V IR{FRFRFP.S, Eeccimi 3.09 of The City Charter requires CtmT the City Commission determine ies own ales and order of business, and W~tFAS, the City Commission has conduceed a xozk session to consider ales and procedures considered necessary. .YAT, 'E~REFORE, BE IT REYJLVED BY THE CITY OF4ISSEIQ`i OF TF1E CITY OF Ipl~%&AOD, FLORI114: That ehe aetached City Cwndssion Rules and Procedures are hereby adopxed herewith and will rerarr~ rn effect until reaffix~d or artended by ehe City Commission caking office in Sanuary 1985. PASSED AND AIAPTED THIE /.~tt t14Y OF FEBRll4RY, 1984. ~nJ`-`'`~~LG~ '6LZlx~ ~GYOr, rry Lano~, Floriw ATTESt: rty, ~~~ CITY OF lAN}~- GSLY C(4AQSSION RUES AND PR~URFS 1. nuehoric ~ 'fiese rules are adopeed by the City Cwmu.ssion pursuant to tk~e provisions of Section 3.09 of he City Charger. 2. 2.1. Regulaz schedule 'the City Camussion shall meet on the se and and third Monday of each month regulaz Tne City Camissioncshall also meet on tk~e fouceh Cbnday o£ each monthssif, their dis such meeting is ssary eo dispose of agenda i and any i mnended e Che Crnmissionefor ew by the Ia~d Ylanaing Agenry if such meeting is ax¢wunced ae the Chird Ibnday meeting. IF any regulazly scheduled meeting falls on a legal holiday, the regulaz creetine, shall be held on dce next secuLaz d y that is not a holiday. 2.2. Special meetings 'Rig City Cwmdssimi shall `reet in special se e ehe call of the Mayor or of three (3) o e meabers of the Gvmission1anNOtice of special meetings shall be givenreo each Cmmissioner at Least 24 hours in advance of the special ring. Such notice shall be served personally or left ac the manber's usual /~ sidence by the City Clerk o a designee the shall also the ssre, place, and purpose of the meeting. The CiryCClerk will alsocnotify the newspapers of the tame, place and pircpose of the special meeting. 2.3. Place of meetings Regulazly scheduled greetings shall be lreld in the Ciry Gmmission Chanuers braced in the City Hail. Whenever the regular meeting place of the Ciry Cwmdssion shall appeaz Co be ,.,adeyvate for ntmrbers of tkie public m aeeend, the City Ccamission may authorize a chaz~ge co a ]anger facility within the city lind s of t.angcood. A notice o£ sucks change shall be prmunently poseed on the door of the regulaz meeting place and cw other places within the City. 'Rig City Clerk shall also give notice of such change in place of greeting co the press. 2.4. 1]me of meetings 2egulazly scheduled meetings shall begin at 1:30 p.m. unless the G fission shall by majority wte in sessron, seta different starting tyre. 2.5. C~_srhedule Cnages in ehe regular schedule shall nog be made excepe upon the approval of a majority of the msmbers in sessran. 3. Yublic notice o£ meetings 'the Ciry Clerk shall be respmsible far providing the proper notice For all meetings of the City Cmmission. 3.1. Ragulaz veetings 'the City Clerk shall post a quarterly notice listing the dates, thes and places of the regular meeting schedule. 3.2. Schedule etiazlge ~ Whenever the City Camdssion shall change is regulaz schedule of nrecings, the City Clerk stall post a notice o£ the chaz~ge witlvn 3 days follosing the meeting in xfiich the change was made. 3.3. FYrergency meetings Tf the Ciry Camussim shall reschedule a erecting ender the provisiaa of rule 2.5 or call a special meeting order nle 2.2, the City Clerk shall post a notice of such a change imrediately and no meeting except erergmcy meetings shall be held moil the notice stall Have been posted ac least 18 hours. An emergency meeting shall be held m the call of the t1ayor or m the call of Chree or wre manbers and mly if a delay would thrzTtm severe and iraunme danger to the health, safety, and welfare of Ne public. 3.4. Notification to media and others The City Clerk stall nociiy, without charge, my newspaper, or radio or telavisim st m of such reeting schedule, schedule changes, or special eings, whenever such newspaper, radio celauision station shall have filed wiU the clerk a writem request forrsuch notice. 'the Ciry Clerk shall /~ also nneity other individuals or organizaci.ons o£ regular meeting schedules, r]emges fn rl~e scbad,rle, or special meetings, but only upon their request and upon payrtene o£ ehe actual co t of duplicatim of the opiesnmd poseage expenses. 'the City Clerk stall sail all such notices pursuant to this rule by First class mail. 4, Qunrean mdmce 4.1. Qi zwn 'R¢ee amber of the City Conmissim stall c a gmrena for ehe of bmine tall meetings of the Cwmdssim.stIw actimi of ehe Camdssion shall be valid or binding mless adopeed by the affixmaerve voce of three (3) or emre vmibers of the Camdssion. 4.2. Ateendance No rt~er of ehe City Commission may absent himself wiehout first having obtainetl leave fran the Cannissi.on. 1t~e City Cwmi.ssion ray revoke a leave of absence at any tLre. A Cartntssioner stall forfeit his office if he/she faits to attend three (3) con give regula meetings of the City Cnm~ission r wiehout being duly excused bysehe Cvim~ission. 5. Regulaz Cing agenda Tta City Clerk shall pxepaze the agenda of business for all regularly scheduled Gmnission meetings. Anyone desiring eo place a matter m the agenda shall rwci£y the City Clerk of surt~ icm~. by 10:00 a.m. m the Thursday preceding ehe regular meeting and the persm will Him be placed m the agenda. The order of such itma on the agenda stall be ehe same as Huey were received by the City Clerk except chat at1 public hearings shall be heard first. 2 5.1. Special meeting agenda Wnenever the Ciey Gmmission stall be called into a special meeting, the matters to be considered sha11 be stated in [he call o£ the meeting. 5.2. Distributim of agenda and materials Tne City Clerk wi11 distribute copies o£ ffie agenda together with copies of reports, explanations, eec., chat relate to the business matters coming before the Gxmdssian by 12:00 noon on 'Lhursday before meetings scheduled for the follwing t-bnday. 'the Ciry Clerk wi11 sail a copy of the agenda w every person having m itan on the agenda on 'ltnssday preceding the Ibnday meting Additional opies of the agenda will be available eo the public upon request and will also be placed in the City Camdssion Chambers £or persons attending the meeting. 5.3. Order of busine 'the agenda w111 he arrmiged in the follwtng order. L. Ca11 eo order 2, lnvocaxim foll.oued by Pledge of Allegiance. (The imrocation will be raced among the Conmissioners) 3. Approval of Minutes 4. Public Hearings 5. ONer requests 6. Public Participation Period wick a three minuee lfmit per individual ]. City Adtnini s Report ~, 8. Ci o AttorneyYa tteport 9. May rand Gvmissionex's Repore 10. Adjouxmrent 6. Conduce of mee' g 6.1. Chairperson The t5eyor shall ~roderaee and chair all meetings of the Camdssim. In the absence of the Mayor, the Deputy Mayor ~ tempore asswre the dueies o£ the chair. 6.2. ttanbers These mambers wishing to speak shall fast obtain the approval of the chair and each person who speaks sta11 address the chair. Other persons at the meting sha11 nor speak unless recognized by the chair. 6.3. Disorderly conduct at meetings The chair my call to order any person ~,iio is being disorderly by speaking or othezwise disrvpting the proceedings, by failing co be genvarie, or by speaking vulgazities. Such person sha11 ehereupm be reseed until else chair stta11 leave determined Whether ehe per order. If the pers stta11 c to be disorderly and disrupts the freering, the ctair may order~the sergeant ac-ama (Chief of Police or designaeed representative) r e the person fran ]u meeting. No person sha11 be reroved fron a publicrveeeing excepe for m actual breach of the peace coanutted at t3ie meting. ]. Record o£_:_ge ].l Recording responsibilities The Ciry Clerk shall be responsible for maintaining the official record and mrz~utes of each meting of the Cmmissim. The minutes shall include all ttie 7 - s of the Cannission with respect eo irotions. 'fie record stall imlvde the names of the ewer and the secca~der and the vote of the Cannission. the cord sha1.1 also state whether fire voce was by voice voce or by roll call, and when by roll call, the record shall show the "Yes" or 'M1JO" voce for each manber. the City Clerk will comnen e the roll call with the Commissioner to his immdiate ~, rignc aaa for each a»tcaeau,g gnestion, cmm~,ce me roll call wim the next Gaanissioner to his right un it all the mmibers of the Crnmdssion have been called first. the Ciry Clerk will call upon the chair in the norval voting sequence. 7.2. Record of disc 'fie Ciry Clerk shall be responsible for naintaining a written »u~mav of the disc of Che G fission and of c made by the public. Tne Ciry Clerkcshalltbe responsible for waking an electronic tape recording of each entire neeting crttich sMLl be vain vned fox a period noe less ths~ ehree years. ].3. Public access xo meeting records the City Clerk shall wake available eo umbers of the public the records and minutes of official ~reeeings. the agenda will contain the fo11 1~ [notice eo the public. "All persons are advised ehae iE they decide to appeal airy decisim made ae Cwmdssion hearings, that they w111 need a record of [he proceedings and for such purposes, they will need m insure that a verbatim cord of the pro- ceedtngs i wade, which record to inevude ehe eeseimmy az~d eadance upon which the appealsis nade. 'the Ciry of Sanguvod does not provide this verbatim cord." ~, Minutes prepared by ehe C1ty CLerk but not approved by [he Cartnission, shall be avaivable for public inspection not mse tram ]business days followssig the [ing. Minutes pproved by the Carznission dull be available o the public within 3 business days of the meeting ae which they were approved. Upon written requese, the City Clexk will provide copies o£ the minutes upon payvmt o£ the actual cose of ds@licatinn oC the copies and postage expenses. 8. Cbeions 8.1. Order of nation Whenever a que tvon s.s under debar nntvon shall be revved except a vncun [o. . fix the tine of the nexe meeting adjourn vmrediaeely . layeon the table . postpone eo . postpone indefcinitely r~ mnmd lhes stall take prudence cn the order vn which ehey are stated above. Tne chairxwill honor fuse chat votion that is higher liseed. 8.2. Ckmdebatable motions 1ne ~rocions eo adjo~sn, to re ss to lay on the table, eo vo e vimediately, and all question relating xoeehe ~prioxity of business, stalltbe ordered and wted s@on withwt debaee. 9. V°tin¢ Wnmever a question is pox by ehe chair, every mmd~cr present sha11 wte on all quesxinns. 9.1. t.Men the City Clerk is duected co call the ro11: no maker is meieled o speak an the question, nor shall any irotion Ge in order ~mtil such ro11 ca11 rs ewp~leted and the resole az~nowced. 9.2. N all rases where a voce is taken, the chair shall decide rl~e resoles. My menber may ca11 for a division and the 'Pays" and "Nays" sha1.1 be called ton t3~e requesT of the chair or any mauber.