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HomeMy WebLinkAbout1972.03.20 RESO 1972-03r -1J �,. RESOLUTION NO. J /03. 0/ A RESOLUTION ESTABLISHING RULES FOR THE ORGANIZATION AND PROCEDURES OF THE VILLAGE COUNCIL OF HUGO, MINNESOTA. The Village Council of the Village of Hugo determines that: WHEREAS, it is desirable to establish rules for the Organ- ization and Procedures of the Village Council of Hugo, Minnesota, . in order to provide for orderly administration of the affairs of the Village of Hugo at meetings of the Village Council, NOW, THEREFORE, BE IT RESOLVED, that Rules for the organi- zation and Procedures of the Village Council of Hugo, Minnesota, be established as follows: Section 1. MEETINGS. Subd. 1. Regular meetings of the Village Council shall be held on the first and third Monday of each calendar month at 7:00 o'clock P.M.. Any regular meeting falling upon a holiday shall be held on the next following business day at the same time and place. All meetings, including special and adjourned meetings, shall be held in the Village Hall. Subd. 2. Special meetings of the Council may be called by the Mayor or by any two members of the Council by writing filed with the Clerk. At least two days before the meeting the Clerk.shall notify each member of the time, place, and purpose of the meeting by causing written notice thereof to be deposited in the United States mail, postage paid, and addressed to the respective members. At least one day before the special meeting the Clerk shall confirm the special meeting by telephone with each of the members, or with some person of suitable age and discretion at the home of the members. Special meetings may be held without prior written notice when all Council members are present at the meeting or consent thereto in writing. Such consent shall be filed with the Clerk prior to the beginning of the meeting. Any special meeting attended by all the Council members shall be a valid meeting for the transaction of any business that may come before the meeting. Subd. 3. At the first regular Council meeting in January of each year the Council shall (1) Designate the depositories of Village funds; (2) Designate the official newspaper; (3) Choose an acting Mayor from the Councilmen, who shall perform the duties of the Mayor during the disability or absence of the Mayor from the Village or, in case of a vacancy in the office of Mayor, until a successor has been appointed and qualifies; (4) Appoint such officers and employees and such members of boards, commissions, and committees as may be necessary. Subd. 4. All Council meetings, including special and adjourned meetings, shall be open to the public. Section 2. PRESIDING OFFICER. Subd. 1. The Mayor shall preside at all meetings of the Council. In the absence of the Mayor, the acting Mayor shall preside. In the absence of both, the Clerk shall call the meeting to order and shall preside until the Council members present at the meeting choose one of their number to act temporarily as presiding officer. In no.event shall the Clerk vote on any matter considered by the Council. Subd. 2. The presiding officer shall preserve or- der, enforce the rules of procedure herein prescribed, and determine without debate, subject to the final decision of the Council on appeal, all questions of procedure and order. Except as otherwise provided by statute or by these rules, the proceedings of the Council shall be conducted in accordance with "Robert's Rules of Order Revised". Subd. 3. Any member may appeal to the Council from a ruling of the presiding officer. If the appeal is seconded, the member may speak once solely on the question involved and the presiding officer may ex- plain his ruling, but no other Council member shall participate in the discussion. The appeal shall be sustained if it is approved by a majority of the members present exclusive of the presiding officer. Subd. 4. The Mayor or such other member of the Council as may be presiding may move, second, and debate from the chair. The presiding officer shall not be deprived of any of the privileges of a Council member by reason of his acting as the presiding officer. ­07- Section 07- Section 3. MINUTES. /03.01 Subd. 1. Minutes of each Council meeting shall be kept by the Clerk, or in his absence, by the Deputy Clerk. In the absence of both, the presiding officer shall appoint a secretary pro tem. Ordinances, res- olutions, and claims need not be recorded in full in the minutes if they appear in other permanent records of the Clerk and can be accurately identified from the description given in the minutes. Subd. 2. The minutes of each meeting shall be reduced to typewritten form, shall be signed by the Clerk, and copies thereof shall be deposited in the United States mail, postage paid, and addressed to each Council member as soon as practicable after the meeting. At the next regular Council meeting following such delivery, approval of the minutes shall be considered by the Council. The minutes need not be read aloud, but the presiding officer shall call for any additions or corrections. If there is no objection to a proposed addition or cor- rection, it may be made without a vote of the Council. If there is an objection, the Council shall vote upon the addition or correction. If there are no addi- tions or corrections, the minutes shall stand approved. Section 4. ORDER OF BUSINESS. Subd. 1. Each meeting of the Council shall convene at the time and place appointed therefor. Council business shall be conducted in the following order: (1) Call to order (2) Roll Call (3) Approval of minutes (4) Approval of Claims (5) Public hearings (6) Petitions, requests, and communications (7) Ordinances and resolutions (8) Reports of officers, boards, and committeE (9) Unfinished business (10) New business (11) Miscellaneous (12) Adjournment Subd. 2. The order of business may be varied by the presiding officer; but all public hearings shall be held at the time specified in the notice of hearing. s _ot.0� 1D3.0/ Subd. 3. An agenda of business for each regular Council meeting shall be prepared and filed in the office of the Clerk not later than the Friday next preceding the meeting. The agenda shall be pre- pared in accordance with the order of business and copies thereof shall be deposited in the United States mail, postage paid, and addressed to each Council member and to the Village Attorney and Village Engineer as far in advance of the meeting as time for preparation will permit. No item of business shall be considered unless it appears on the agenda for the meeting; but the Council, may in its discretion, consider matters not appearing on the agenda. Section 5. QUORUM AND VOTING. Subd. 1. At all Council meetings a majority of all the Council members elected shall constitute a quorum for the transaction of business, but a smaller number may adjourn from time to time. Subd. 2. The votes of the members on any question pending before the Council may be by voice vote, standing vote, or in any other manner of voting which signifies the intention of the members, and the names of those voting for and against the ques- tion shall be recorded in the minutes. If any member, being present, does not vote, the minutes, as to his name, shall be marked "Present -Not Voting". Subd. 3. A majority vote of all members of the Council shall be necessary for approval of any ordinance unless a larger number is required by statute. Except as otherwise provided by statute, a majority vote of a quorum shall prevail in all other cases. Section 6. ORDINANCES, RESOLUTIONS, MOTIONS, PETITIONS, AND COMMUNICATIONS. Subd. 1. Every ordinance and resolution shall be presented in writing and shall be read in full before a vote is taken thereon; but reading in full may be dispensed with by unanimous consent. All motions shall be recorded in the minutes and stated in full before they are submitted to a vote by the presiding officer. All petitions and other communications addressed to the Council shall be in writing and shall be read in full upon presentation of the same to the Council. They shall then be recorded in the minutes by title and filed with the minutes in the office of the Clerk. /03.0/ Subd. 2. Every ordinance and resolution passed by the Council shall be signed by the Mayor, attested by the Clerk, and filed by him in the ordinance or resolution book. Proof of publication of every ordinance shall be attached to and filed with the ordinance. Subd. 3. Every ordinance or resolution repealing a previous ordinance or resolution or a section or subdivision thereof shall give the number, if any, and the title of the ordinance or resolution to be repealed in whole or in part. No ordinance or reso- lution or subdivision thereof shall be amended by reference to the title alone, but such an amending ordinance or resolution shall set forth in full each section or subdivision to be amended. Section 7. COMMITTEES. The Council may create such committees, standing or special, as it deems necessary. Such committees shall consist of as many members, and perform such duties, as the Council may require. Section 8. SUSPENSION OR AMENDMENT OF THE PULES. These rules, or any of them, may be temporarily suspended by a majority vote of all the Council members, and shall not be repealed or amended except by a majority vote of the whole Council after notice has .been given at some preceding Council meeting. Section 9. EFFECTIVE DATE. This Resolution becomes effective from and after its adoption and passage. 1972. ATTEST: Adopted and passed by the Council this day of March, CLERK MAYOR