Title
Review of City Council Rules of Procedures
Body
Resolved that the Administration & Information Services Committee (AIS) recommends the following changes to the City Council Rules of Procedure:
Article II. General Rules
Section .04 Journal of Proceedings
(a) The City Clerk shall keep a permanent record of all City Council proceedings in the City's Official Minutes Books. Once approved, these Minutes are the official records of the actions of City Council.
(i) Audio tape recordings shall be made of each public meeting by the Clerk or his/her designee except for Special Meetings, which are specifically held to adopt a Resolution to convene to Closed Session. The tapes recordings shall be retained for at least one (1) year and one (1) day following the meeting.
(b) The City Clerk shall keep Minutes of Closed Sessions but such Minutes shall not be available for public inspection and may only be disclosed by order of a Court. These Minutes shall be destroyed one (1) year and one (1) day after the date of the Closed Session.
Article III. Meetings of Council
Section .05 Special Meetings
(b) Notice of the Special Meeting shall be prepared in writing by the Clerk, or his/her designee, containing the following information: date, time, and place, business is to be transacted and the purpose of the meeting and be posted at least eighteen (18) hours prior to the scheduled starting time of the Meeting in accordance with the Open Meetings Act.
Article IV. Council Officers and Duties
Section .03 Duties of Council Officers
(a) The President shall
(xii) Review monthly Council meeting attendance sheets pursuant to Council Attendance/Per Diem Compensation Policy adopted May 3, 2006.
(xii) (xiii) Act as representative of the Council at various functions.
(xiii)(xiv) Perform such duties as may be directed by the Council.
(b) The Vice President
(ii) Shall serve as Council's liaison to the Rochester Hills Government Youth Council (RHGYC)
Article V. Order of Business and Agendas
Section .03 Agenda
(a) Regular Meeting Agenda
(v) Agenda Summary Reports.
1) Agenda Summary Reports will be included in the Agenda Packet for each Agenda item. Every agenda item in the Agenda Packet shall contain an Agenda Summary Sheet, a proposed resolution if action is being requested and any additional back-up information that may be deemed necessary.
Section .04 Minutes
(a) Regular and Special Meetings
(i) A journal of the proceedings of each Regular and Special Meeting and Regular and Special Work Session shall be kept in the English language by the City Clerk and shall be signed by the City Clerk and City Council President upon approval by Council.
(v) Minutes shall be made available to the public and cCorrections in minutes shall be made in accordance with the Open Meetings Act. Corrected minutes shall show both the original entry and the correction.
Article VII. Boards, Commissions, Committees
Section .01 Boards & Commissions
(b) Whenever, under a provision of the Charter, an ordinance, a resolution or State Law, the Council is required to appoint a board, commission, or committee, such appointment shall be made in accordance with the following:
(v) Upon completion of the vote, Council shall adopt a resolution appointing the nominee to the position including the Board/Commission/Committee term of appointment.
Article VIII Citizens' Rights
Section .06 Written Communication
(a) Interested parties or their authorized representatives may address the Council in writing through letters or email regarding any matter listed on the Agenda. Copies will be distributed to Council Members by the Clerk's Office. Council discourages reading letters for the record and encourages personal appearances at Council meetings.
(i) Communication received prior to a City Council Meeting
(a) Written communications received by 4:00 PM on the date of a Council meeting shall be documented with a receipt time and date by the City Clerk and will be copied and provided to City Council as Supplemental Information.
(b) At the City Council meeting under the respective item, the President of Council or the City Clerk shall summarize the letters and other communications.
(b) (ii) Communications received during a City Council Meeting
(a) Any written correspondence or other materials received at a City Council Meeting shall be documented with a receipt time and date by the City Clerk, read into the record and distributed as indicated.
(b) If the Clerk does not receive a copy of the written submittal, it shall not be incorporated as part of the official record. In order to be incorporated as part of the record, written communications must be received by the City Clerk.