R2017-62 Approving and Adopting City Council Policies, Roles and Responsibilities

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COUNCIL MEETING PROCEDURES POLICY The order of business for City Council meetings is set forth in Chapter 6, Section 5 of the Decatur City Code. The Illinois Open Meetings Act applies to City Council meetings or any meeting of three (3) or more elected officials at which public business is discussed. Other procedural matters adopted by the City Council for the effective conduct of City Council meetings include the following: 1. Public Comment: City Council has affirmed the privilege and right of members of the public to address the Council under the rules established and recorded by the City Council and at times provided on the Council Meeting Agenda under Appearance of Citizens. Additional comments by a member of the public may be limited by the Mayor, in his or her judgment, to timely and concise comments that are pertinent to an agenda item. Limits may be applied to the number of presentations by one person and the amount of time for a presentation. Response to a citizen comment will be given at the discretion of the Mayor. 2. Preparation for Meetings: City Council, the Mayor, the City Manager and staff will rely on each other to become prepared for an effective meeting. To this end, the following procedures will be followed: The City Manager will discuss each agenda first with the Mayor and then publish and distribute the agenda and supporting documents to Councilmembers and staff at the earliest possible date in advance of each City Council meeting. He/she will rely on staff members to present complete supporting information at the earliest time in advance. • Councilmembers are encouraged to contact the City Manager or the designated staff resource with questions in advance of the Council meeting. • Staff members may also post information about agenda items or other current issues on the web site for City Council or others to research. • The City Manager will arrange an advance calendar of meetings with as much information as possible about issues that are proceeding toward certain meeting dates. • Councilmembers are encouraged to share all information they may have with all other members of the City Council. 3. Closing of Agenda: In order for City Council and staff members to be prepared and to exchange information effectively, the City Council agenda will be closed at close of business on Monday of the week prior to each Council meeting. After this time, the City staff and Council will not be obligated to act upon an item/issue or provide additional research for the meeting. Items brought by the public after that date may be accepted by the City Council or may be deferred to a future agenda with sufficient time for preparation. Electronic dissemination of agenda items will be sent to Council. 1