City Policies City Commission Rules and Procedures 3/14/23

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                                       CONTENTS


                       RULES OF THE CITY COMMISSION

A.        Regular & Special Meetings
B.        Meeting Procedures
C.        Closed Meetings
D.        Voting & Discussion
E.        Citizen Participation
F.        Agenda
G.        Consent Agenda
H.        Recording of Meeting
I.        Miscellaneous
J.        Committee Assignments
K.        Manager Evaluation Process




                                   GUIDELINES FOR CONDUCT


     A.   Public Relations

     B.   City Commission Relations with City Staff

     C.   City Commission Relations with Appointed City Commissions and
          Committees and Commission Member Representation to other Agencies and Groups
                                             RESOLUTION
A RESOLUTION OF THE CITY OF MUSKEGON ADOPTING RULES OF THE CITY COMMISSION FOR THE
CONDUCT OF COMMISSION MEETINGS AND A CODE OF CONDUCT.

BE IT RESOLVED by the City Commission of the City of Muskegon that said Commission does hereby adopt
certain rules of procedures and conduct as follows:

                                  RULES OF THE CITY COMMISSION



A.      REGULAR AND SPECIAL MEETINGS:

     1. REGULAR MEETINGS

              Regular meetings of the City Commission will be held on the second and fourth Tuesday
              of each month beginning at 5:30 p.m., local prevailing time, at the City Hall, 933 Terrace
              Street, Muskegon. Regular meetings may be rescheduled to other times by a vote of the
              Commission.

     2. SPECIAL MEETINGS

              A special meeting may be called by the Mayor or any of two (2) or more members-of
              Commission and upon at least eighteen (18) hours-notice to each member.

     3. BUSINESS AT SPECIAL MEETINGS

              No business shall be transacted at any special meeting of the Commission unless the same
              has been stated in the required notice of such meeting.

     4. STUDY SESSION MEETINGS

              The Study Work Session meetings will be held on the Monday preceding the second
              Tuesday of each month at 5:30 p.m. in City Hall, 933 Terrace Street.

     5. REGULAR AND SPECIAL MEETING NOTICE (POSTING) REQUIREMENTS.

              a)      For regular meetings of the Commission, the Clerk shall post at the City Hall,
                      within three (3) days after the first meeting of the Commission in each calendar
                      year, a public notice stating the dates, times, and places of its regular meeting for
                      the year.

              b)      For a rescheduled regular or a special meeting, of the Commission, a public notice
                      stating the date, time, place and reason of the meeting shall be posted in City
                      Hall at least 18 hours before the meeting.

              c)      However, such notice, as described in 5a and b above, is not required for a
                      meeting of the Commission in emergency session in the event of a widespread
                      natural disaster or a severe and imminent threat to the health, safety or welfare
                    of the public when two-thirds of the members of the Commission determine
                    that delay would be detrimental to the City’s efforts in responding to the threat.

   6. SHARING OF MEETING AGENDAS AND PACKETS

             City Clerk shall upload every regular City Commission meeting packet to the city’s
             website at least 84 hours prior to the start of the meeting. Additionally, upon written
             request of an individual, organization, firm or corporation, and upon the requesting
             party's payments of an annual fee of not more than the reasonable estimated cost for
             printing and postage of such notices, the Clerk shall send to the requesting party by first
             class mail a copy of regular meeting agendas. Upon written request, the Clerk shall
             provide a copy of such notices of Meetings to any newspaper published in the City of
             Muskegon and to any radio and television station located in Muskegon County free of
             charge.

   7. MINUTES OF REGULAR AND SPECIAL MEETINGS

            a)      A journal of the proceedings of each regular and special meeting will be kept in
                    the English language by the Clerk and shall be signed by the City Clerk, upon
                    approval of Commission.

            b)      Unapproved minutes of regular or special meetings will be available for public
                    inspection not more than eight business days after such meeting.

            c)      Approved minutes will be available for public inspection not later than five
                    business days after the meeting at which the minutes were approved.

B. MEETING PROCEDURES:

  1.   MEETINGS TO BE PUBLIC
              All regular and special meetings of the City Commission shall be open to the public and
              citizens shall have a reasonable opportunity to be heard under such rules and
              regulations as the Commission may prescribe.

  2. ORDER OF BUSINESS

              An agenda for each Regular Commission meeting shall be prepared by the Mayor, City
              Manager, or City Clerk in accordance with the following order of business:
                    a.       Call Meeting to Order/Welcome
                    b.       Prayer
                    c.       Pledge of Allegiance
                    d.       Roll Call
                    e.       Honors and Awards
                    f.       Public Comment on Agenda Items
                    g.       Consent Agenda
                    h.       Public Hearings
                    i.       Unfinished Business
                    j.       New Business
                    k.       Any Other Business
                    l.       Public Comment on Non-Agenda Items
                    m.       Adjournment
   3. QUORUM

             Four (4) members of the Commission in office at the time shall be a quorum for the
             transaction of business.

   4. PRESIDING OFFICER

             The presiding officer shall be responsible for enforcing the Rules of the City Commission,
             contained herein, as well as the Code of Conduct. The Mayor shall be the presiding officer
             of the Commission. In the absence of or disability of the Mayor, the Vice-Mayor shall be
             the presiding Officer of the Commission. In the absence or disability of both, the
             Commission may designate another of its members to serve as presiding during such
             absence or disability.


C. CLOSED MEETINGS:
   1. PURPOSE

             The City Commission may only meet in closed session for purposes defined in the Michigan
             Open meetings Act as follows:

             a)     To consider the dismissal, suspension, or disciplining of, or to hear complaints or
                    charges brought against, a public officer, employee, staff member, or individual
                    agent, when the named person requests a closed hearing.

             b)     For strategy and negotiation sessions connected with the negotiation of a
                    collective bargaining agreement or related issues when either negotiating party
                    requests a closed herein

             c)     To consider the purchase or lease of real property up to the time an option to
                    purchase or lease that real property is obtained. This does not include the sale,
                    lease or other conveyance of City property to others.

             d)     To consult with its attorney regarding trial or settlement strategy in connection
                    with specific pending litigation, but only when an open meeting would have a
                      detrimental financial effect on the litigating or settlement position of the
                      Commission.


              e)      To review the specific •contents of an application for employment or
                      appointment to a public office when the candidate requests that the application
                      remain confidential. Ali interviews by a public body for employment or
                      appointment to a public office shall be held in an open meeting pursuant to this
                      act.

              f)      To consider material exempt from discussion or disclosure by state or federal
                      statute.

     2. CALLING CLOSED SESSIONS:

               A two-thirds roll call vote of the Commission members elected and serving shall be
               required, except under Sections (a) and (b) above. The roll call vote shall be taken at an
               open meeting and the purpose for calling the closed session shall be entered into the
               minutes of the meeting at which the vote is taken.


     3. MINUTES OF CLOSED MEETINGS

              A separate set of minutes •shall be taken by the Clerk or the designated Secretary at the
              closed session. These minutes will be retained by the Clerk of the Commission, shall not
              be available to the public, and shall be disclosed if required by a civil action. These minutes
              shall be kept for a period of one year from the date of the closed meeting.

     4. CONFIDENTIALITY OF CLOSED MEETING INFORMATION

              A City Commission member shall not divulge to an unauthorized person confidential
              information discussed in an executive session in advance of the time prescribed for ifs
              authorized release to the public by the City Commission. Commission members shall
              honor the confidentiality of the debate, discussion, and preliminary action taken in
              executive session, and be aware of the potential financial liability and/or harm- to the
              reputation of the City by premature disclosure.

D.   VOTING AND DISCUSSION:

     1. ROLL CALL

              In all call votes, the names of the members of the Commission shall be called. A vote
               upon all ordinance enactments, rezoning issues, and liquor license requests shall be
               taken by a roll call vote and entered upon the records.

     2. RESULTS OF VOTING

              In all cases where a vote is taken, the Chair or Clerk shall declare the result.
3. DUTY TO VOTE

         Whenever a question is put before the Chair, every member shall vote, provided however,
         that no member shall be required to vote if:

          a)      That member shall have a conflict of interest and shall state his/her conflict of
                  interest, or

          b)      That member shall state that he/she has inadequate information upon which to
                  base a reasonably informed vote and shall state the particulars of the
                  information desired before a reasonable informed vote can be cast.

                  Absence from a prior meeting shall not constitute the basis of the lack of
                  information referred to above

         If a member is precluded from voting pursuant to a conflict of interest, that member shall
         refrain from participating in the discussion on the issue.

4. CONDUCT OF DISCUSSION

         The maker of the motion shall speak first, and the supporter of the motion shall speak
         second. During Commission discussion and debate, no member shall speak until
         recognized for the purpose by the Chair. After such recognition the member shall confine
         discussion to the question at hand. Personal comments about other individuals should
         be avoided. When addressing other members of the Commission they should be
         addressed by title and/or last name but not by first name. No member should request to
         speak a second time on a motion as long as another is requesting recognition to speak
         for a first time. After every member of the Commission has had the opportunity to speak
         on an item for the first time, the Mayor may ask if any member of the Commission would
         like to make a motion to call the question. If a motion is made and seconded, debate
         shall stop immediately and the Mayor will take a vote on the motion to call the question
         by a show of hands; if 2/3 of the present Commissioners agree to end the debate, the
         Clerk shall immediately take a roll call vote on the underlying motion. If the motion to
         call the question fails to garner the support of 2/3 of the present Commissioners, debate
         will continue; once every member has had an opportunity to speak on the item for a
         second time, the Mayor may ask if any member of the Commission would like to make a
         motion to call the question, and the process described above will repeat itself.

5. COMMISSION MEMBER REQUESTS FOR POSTPONEMENTS

        Requests for postponements on agenda items from members of Commission requires
        approval by a majority of Commission present.

6. RULES OF PARLIAMENTARY PROCEDURE

        The rules of parliamentary practice as contained in Robert's Rules of Order, most recent
        edition, shall govern the Commission in all cases to which they are applicable, provided
        they are not in conflict with these Rules or with the Ordinances and Charter of the. City
        of Muskegon.
   7. RECONSIDERATION OF MOTIONS

             When a question has been decided, it shall be in order for any Commission member who
             voted on the prevailing side of the question to move the reconsideration at the same
             meeting or at the next regularly scheduled meeting provided no action has been taken as
             a result of the previous vote.

   8. GENERAL CONSENSUS

            General consent or consensus may be used to give direction and the minutes should
            indicate that a majority consented.

E. CITIZEN PARTICIPATION:

   1. GENERAL

            Each Commission meeting agenda shall provide for reserve time for audience
            participation, as requested

   2. REQUESTS TO SPEAK, LENGTH OF PRESENTATION - PUBLIC HEARINGS AND PARTICIPATION

            Members of the public at the meeting shall not speak unless recognized by the chair.
            Members of the public shall be limited to speaking for a maximum of three (3) minutes
            during any public hearing or public comment.

   3. PERSONS ADDRESSING THE COMMISSION

             Prior to addressing Commission, members of the public shall step up to the
             microphone/podium and state their name and address. The Commission may in its
             discretion limit public comments to new information or matters not fully addressed at
             any previous meeting regarding the agenda item at issue.

   4. REQUESTS TO SPEAK ON AN AGENDA ITEM

             Prior to the start of the meeting, any member of the public may submit a written request
             form to the City Clerk requesting to speak on an agenda item. All written requests will
             be honored under the Item F – Public Comment on Agenda Items. All comments shall be
             directed to the Mayor; Commissioners shall not engage in dialogue, debate, or
             negotiation with commenters.

   5. REQUESTS TO SPEAK DURING PUBLIC PARTICIPATION.

                     a.     Any person who wishes to speak on a subject not on the printed agenda
                            may speak at this time. All rules of conduct still apply.

                     b.     Candidates or any person(s) working for a candidate shall not be allowed
                            to use public participation time for campaigning.

   6. DISORDERLY CONDUCT AT MEETINGS.
            Persons addressing the Commission shall make responsible comments and shall refrain
            from making personal, impertinent, slanderous or profane remarks. The Chairperson may
            call to order any person who is being disorderly by speaking when not recognized by the
            chair or otherwise disrupting the proceeding by failing to be germane, by speaking longer
            than the allotted time, or by speaking vulgarities. Such persons shall thereupon be seated
            until the Chair shall have determined whether the person is in order. If a person so engaged
            in presentation shall be called out of order, he or she shall not be permitted to speak at the
            same meeting, except upon special leave by the Commission. If the person shall continue
            to be disorderly and disrupt the meeting, the chair may order the Police Department to
            remove the person from the meeting.


F. AGENDA:

     1. PREPARATION

              The City Manager and City Clerk shall prepare an agenda for each regular or special
              meeting of the City Commission. The deadline for submitting items for Commission
              agenda is 4:00 p.m. on the Tuesday preceding the Tuesday of the Commission meeting
              to the City Clerk. Agenda items from Commission members should be submitted in
              writing by this same time to the City Manager. Requested items will appear on a meeting
              agenda within three meetings after request is made.

     2. DISTRIBUTION

              Agendas, ordinances and all related background material will be delivered to City
              Commission members, via email, the Thursday before the scheduled regular meeting,
              or at least 12 hours before a scheduled special meeting.

     3. AGENDA MATERIAL

              Department Heads and all others shall submit written requests for inclusion on the
              agenda to the City Clerk with necessary supporting data. Written presentations shall be
              submitted by 4:00 p.m. on the Tuesday preceding the Tuesday Commission meeting for
              circulation with agendas. Agenda requests could be delayed to a later meeting if related
              information is not received by the City Clerk in a timely manner.

G.   CONSENT AGENDA:

     1. PURPOSE.

               Consent agenda will be used to allow the City Commission to act one many items at one
               time.

     2. AGENDA ITEMS.

               A consent agenda will be developed by the City Clerk and/or City Manager prior to the
               regular meeting items. Any action items not requiring a formal public hearing may be
               included in the Consent Agenda. Any member of the Commission may request that an
               item be removed from the consent agenda and placed on the regular agenda for
               discussion.
H.   RECORDING OF COMMISSION MEETINGS:

     1. MEETINGS MAY BE RECORDED

                 All regular or special meetings of the City Commission may be recorded through the use
                 of audio/visual electronic devices. Such recordings will be under the control and
                 supervision of the City Clerk. The City Clerk shall provide each member of the City
                 Commission with a copy of the audio file from each Worksession meeting.

     2. RETENTION OF RECORDS

                 Any recordings from Commission meetings may be retained by the City Clerk until the
                 meeting minutes are approved. Any recordings from Worksession meetings shall be
                 retained for a period of two (2) years from the date of the meeting.

I.   MISCELLANEOUS:

     1. AMENDMENTS TO RULES

              The rules of the City Commission may be altered or amended by a majority vote of two-
              thirds of the entire Commission.

     2. SUSPENSION OF RULES

                The rules of the City Commission may be suspended for good cause for a specified portion
                of a meeting by a two-thirds majority of the entire Commission.

     3. CONTROLLING AUTHORITY

              These rules shall control, unless preempted by City Charter, State laws or the Court.
     4. REVIEW OF CONSULTANTS

                City Commission shall make an annual internal evaluation of consultants at the time of
                review of the City budget to determine if the services being provided are satisfactory and
                if judged to be inappropriate, will move to proceed with establishing a more formal
                review process.

     5. RESOLUTIONS OF RECOGNITION

                Requests for resolutions will be made and acted on at the Community Relations
                 Committee Meeting. All Commissioners will sign resolutions voted on and approved. As
                 Mayor, the Mayor can sign any other resolutions.
J    COMMITTEE ASSIGNMENTS

    1. ASSIGNMENTS

                 The Mayor may assign Commission members to any committee as is deemed necessary,
                 with approval of the City Commission.

    2. RESPONSIBILITIES

                Commission member's responsibilities as committee members will be generally limited
                to policy and not the administration of a department or appointed organization.



K. CITY MANAGER EVALUATION PROCESS

    The City Manager will be evaluated by the members of the City Commission before July 1st each year.
    Forms and materials will be sent out by the City Clerk and all completed forms will be returned to the
    City Clerk for compiling. A report will be generated by the City Clerk with the results of the evaluations.
    A meeting with the City Manager and City Commissioners will be scheduled to review the evaluations.

L. ITEMS REQUIRING CITY COMMISSION APPROVAL

    The City Commission authorizes the City Clerk, City Manager, and Department Heads to exercise
    discretion when determining which items require formal City Commission approval and must be
    included on a City Commission Agenda. Regardless of such discretion, the following items must be
    presented to the City Commission for formal action:

    1. All items in which City Charter, State, or Federal rules/regulations require legislative body
       approval.
    2. The annual operating budget and amendments thereto.
    3. All formal City Commission policies and procedures and amendments thereto.
    4. All Ordinances and amendments thereto.
    5. All purchases over $25,000 for which an appropriation has been not previously established as
       part of the adopted or amended annual budget.
    6. The purchase or sale of real property.
    7. Borrowing of funds.
    8. All formal agreements between the City and another party that extend beyond one year in
       duration or result in expenses to the City in excess of $25,000 annually.

Adopted 3/14/2023

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