800-03
ORDER OF BUSINESS, PREPARATION AND APPROVAL OF THE MINUTES

SWOOSH_B&W

POLICY & PROCEDURE

ORDER OF BUSINESS, PREPARATION AND APPROVAL OF THE MINUTES

Index: LEGISLATIVE

Number: 800-03

Effective Date:

5/2/2016

Supersedes:

8/13/2007

Page:

1 of 2

Staff Contact:

Jay Covington

Approved By:

1.0 PURPOSE:

To establish the City Council’s order of business and guidelines pertaining to Council minutes.

2.0 ORGANIZATIONS AFFECTED:

City Council

3.0 REFERENCES:

RCW 35A.12.120

RCW 35A.39.010

4.0 POLICY:

4.1    The Council shall establish an order of business to facilitate the organization of Council meetings and expedite proceedings.

4.2    The City Clerk shall have exclusive responsibility for the preparation and recording of the minutes, and shall be authorized to use audio and/or video recording at any regular or special meeting of the Council to assist in the preparation of the minutes.

5.0 DEFINITIONS:

Consent Agenda: The consent agenda shall consist of a number of items/issues that shall be proposed for adoption in a single motion.

5.1    The consent agenda shall be utilized to adopt routine items, which need no discussion, and to refer items to standing committees, the administration, or any other appropriate body or individual for study and formulation of a recommendation, which may eventually serve as the basis for a Council action.

5.2    Any consent agenda item can be removed for further discussion or separate action if requested by any Councilmember. A formal motion is not required to remove a consent agenda item for further consideration.

5.3    The minutes shall be included in the consent agenda, and a copy shall have been furnished to each Councilmember prior to the meeting. Minutes shall not be read aloud except by separate consideration, motion and majority vote of the City Council. Any corrections to the minutes, except for misspellings or typographical or scrivener’s errors, shall be made by separate consideration, motion, and majority vote of the City Council.

6.0 PROCEDURES:

At each regular Council meeting, the business of the Council shall be taken up for consideration and disposition in the following order, which shall not be changed, except by majority vote of the City Council.

1. Call to Order and Pledge of Allegiance

2. Roll Call

3. Proclamations

4. Special Presentations and Reports

5. Public Meetings/Hearings

6. Appeals

7. Administrative Report

8. Audience Comment (limited to five minutes per speaker)

9. Consent Agenda

10. Unfinished Business (including Committee reports)

11. Legislation

12. New Business (includes: upcoming Committee meeting announcements and correspondence)

13. Executive Session (if any)

14. Adjournment