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COUNCIL MEETING PROCEDURES POLICY <br /> The order of business for City Council meetings is set forth in Chapter 6, Section 5 of the Decatur <br /> City Code. The City Council has adopted the use of Robert's Rules of Order for parliamentary <br /> procedure during Council meetings. The Illinois Open Meetings Act also applies to City Council <br /> meetings or any meeting of three (3) or more elected of�icials at which public business is <br /> discussed. Other procedural matters adopted by the City Council for the effective conduct of City <br /> Council meetings include the following: <br /> 1. Public Comment: City Council has affirmed the privilege of Decatur citizens or other <br /> members of the public to address the Council at times provided on the Council Meeting <br /> Agenda. Comment by a member of the public may be limited by the Mayor, in his or her <br /> judgment, to timely and concise comments that are pertinent to an agenda item. Limits may <br /> be applied to the number of presentations by one person and the amount of time for a <br /> presentation. Response to a citizen comment will be given at the discretion of the Mayor. <br /> 2. Prepazation for Meetin�s: City Council, the Mayor, the City Manager and staff will rely on <br /> each other to become prepared for an effective meeting. To this end, the following <br /> procedures will be followed: <br /> ■ The City Manager will discuss each agenda first with the Mayor and then publish and <br /> - distnbute the agenda and supporting documents to Councilmembers and staff at the <br /> earliest possble date in advance of each City Council meeting. He/she will rely on <br /> = staff members to present complete supporting information at the earliest time in <br /> advance. <br /> ■ Council members are encouraged to contact the City Manager or the designated staff <br /> resource with questions in advance of the Council meeting. <br /> _ ■ Staff members may also post information about agenda items or other current issues <br /> � on the web site for City Council or others to research. <br /> � ■ The City Manager will arrange an advance calendar of ineetings with as much <br /> - information as possible about issues that are proceeding toward certain meeting dates. <br /> ■ Councilmembers are encouraged to share all information they may have with all other <br /> members of City Council. <br /> 3. Closing of A eg nda: In order for City Council and staff members to be prepared and to <br /> exchange information effectively, the City Council agenda will be closed at noon on Tuesday <br /> of the week prior to each Council meeting. After this time, the City staff and Council will not <br /> be obligated to act upon an item/issue or provide additional research for the meeting. Items <br />