Chapter 2.50
MEETINGS
Sections:
Article I. Procedures
2.50.020 Procedures for minutes.
2.50.030 Recording of meetings.
2.50.040 Electronic meetings of public bodies of Francis City.
Article II. Rules of Order and
2.50.050 Meeting schedule and notice.
2.50.110 Ethical requirements.
Procedure for the City Council
Article I. Procedures
2.50.010 Record of meetings.
All official public bodies of Francis City shall keep written minutes and recordings of their meetings as required by the current version of the Utah Code as amended. (Ord. 2015-02 § 1, 2015.)
2.50.020 Procedures for minutes.
A public body of Francis City shall make pending minutes of a meeting available to the public in draft form within 30 days after the meeting. The pending minutes shall be marked to make clear that the public body has not yet approved the minutes and that the minutes are subject to change until the public body approves them. Within three days after approval of the minutes of a meeting, the public body shall make available to the public and post to the Utah Public Notice website the approved minutes and any public materials distributed at the meeting. (Ord. 2017-04 § 1, 2017; Ord. 2015-02 § 1, 2015.)
2.50.030 Recording of meetings.
Within three business days after holding a meeting, a public body of Francis City shall make a recording of the meeting available to the public. (Ord. 2015-02 § 1, 2015.)
2.50.040 Electronic meetings of public bodies of Francis City.
1. All councils, boards, commissions, committees, agencies and authorities established under the jurisdiction of Francis City may hold and conduct electronic meetings in accordance with this section and the requirements of applicable Utah law.
2. Electronic meetings shall comply in all respects with the requirements of the Utah Open and Public Meetings Act, Title 52, Chapter 4, Utah Code Annotated (as amended from time to time), including providing required public notice of all meetings.
3. Notice of an electronic meeting to be held by any public body shall be given to each member of the body prior to the electronic meeting in the manner and time provided by the Open and Public Meetings Act in order to allow all members the opportunity to participate in the meeting electronically.
4. All electronic meetings (except for permissible closed meetings under the Open and Public Meetings Act) shall be held in a location that allows attendance by the public at the electronic meeting.
5. A recording and written minutes of all electronic meetings shall be made as required by the Open and Public Meetings Act. (Ord. 2010-03 § 1, 2010.)
Article II. Rules of Order and
Procedure for the City Council
2.50.050 Meeting schedule and notice.
1. As required by the Utah Municipal Code, the City Council shall meet at least once per month in a regular meeting.
2. No later than January 15th of each year, the City Council shall determine by ordinance a schedule for its regular monthly meetings during the year. The City Council shall post and publish the schedule pursuant to the notice requirements of the Utah Open and Public Meetings Act.
3. In addition to regular meetings, the City Council may hold special meetings at any date and time. A special meeting may be called by the Mayor, or by two City Council members who are not the Mayor.
4. Notice of the date, time and place of all regular and special meetings shall be given as required by the Utah Open and Public Meetings Act and the Utah Municipal Code. (Ord. 2016-09 § 6, 2016.)
2.50.060 Open meeting laws.
1. Each meeting of the City Council shall comply with the provisions of the Utah Open and Public Meetings Act in effect when the meeting is held.
2. The City Council, or any of its members, shall not meet in any manner or fashion prohibited by the Utah Open and Public Meetings Act.
3. All meetings of the City Council shall be open to the public unless closed in accordance with the Utah Open and Public Meetings Act. (Ord. 2016-09 § 6, 2016.)
2.50.070 Meeting agendas.
1. For each regular and special meeting of the City Council, the City Recorder (or his or her designee) shall prepare a meeting agenda. The Mayor is responsible for directing the preparation of each meeting agenda. An item may be placed on the agenda by determination of the Mayor, or by determination of two City Council members communicated to the Mayor or City Recorder.
2. Each agenda shall include enough specificity to reasonably notify the public as to the nature of each item to be considered at the meeting.
3. The City Recorder shall post and publish the agenda for each meeting at least 24 hours before the meeting begins as required by the Utah Open and Public Meetings Act.
4. In order to allow the City Council members to prepare adequately for each meeting, the Mayor, City Recorder and other City staff shall use their best efforts to prepare and distribute to the City Council members a meeting agenda and any written materials pertaining to agenda items several days before each meeting. Upon distribution to City Council members, any agenda and written materials shall be available to the public unless privileged pursuant to applicable law. In addition, the written materials associated with an agenda item shall be given to the applicant for that item. (Ord. 2016-09 § 6, 2016.)
2.50.080 Meeting procedures.
1. The Mayor is the Chair and shall preside over and conduct all meetings of the City Council.
2. Under Utah law, the Mayor is considered a City Council member. The Mayor votes on all questions in the same manner as other City Council members.
3. If the Mayor is absent or is unable or unwilling to conduct a meeting, the City Council may elect one of its members to act as Mayor pro tempore to perform the duties of the Mayor for the meeting.
4. Three City Council members constitute a quorum. No action or vote may be taken by the City Council unless a quorum is present. Whenever a quorum is present, actions may be taken by a simple majority vote of those City Council members who are present.
5. The Chair may alter or adjust the order of agenda items at any time during the meeting unless overruled by a majority of the City Council.
6. The City Council may place on any meeting agenda an item entitled “public comment.” During public comment, members of the public may address the City Council on any matter, whether on the meeting agenda or not, except that comments directed toward an agenda item scheduled for official public hearing shall be made during such designated public hearing. The Chair shall determine and announce the time limit for speakers during public comment. The City Council need not respond to any public comment. No final action may be taken on any matter raised during public comment unless properly included on the agenda pursuant to these rules and governing law.
7. City Council members and City staff shall be allowed to speak during a meeting when called upon by the Chair. Applicants who wish to make a presentation on an agenda item will be allowed to speak if recognized by the Chair. The Chair shall determine the sequence and manner of presentation and discussion for the subject matter associated with each agenda item.
8. For all matters designated as a public hearing, the Chair shall officially open the public hearing and then allow members of the public to address the City Council on the matter. The Chair has authority to limit the length of time for each person to address the City Council if necessary. The Chair shall officially close the public hearing after all public comment has been received. Members of the public may also submit statements in writing in connection with a public hearing. The Chair shall orally identify the name of the person or entity submitting each such written statement, but need not read the statement.
9. Other than at an official public hearing or during a designated public comment period of a meeting, no member of the public will be allowed to address the City Council. Any exceptions to this rule shall be determined in the sole discretion of the Chair.
10. All persons attending a meeting shall be polite and maintain civil and orderly decorum. The Chair has authority to enforce this requirement by all necessary means, including expulsion from the meeting. The City Council, by a two-thirds vote, may also enforce this requirement, and may overrule a decision of the Chair enforcing this requirement. (Ord. 2016-09 § 6, 2016.)
2.50.090 Motions.
1. All decisions of the City Council during a meeting shall be by motion and second, followed by discussion on the motion and then a vote. Any motion that does not receive a simple majority vote of those City Council members in attendance shall be defeated, unless a different voting threshold is required by other applicable law.
2. Routine procedural motions relating to the conduct of the meeting do not require a roll call vote.
3. Any decision or action taken on an item on the agenda shall be by individual roll call vote of the City Council members.
4. No final action shall be taken on any matter not on the agenda.
5. The City Council may take action on any item on the agenda, whether described as an action item or not.
6. The City Council may choose not to act on an item on the agenda, whether described as an action item or not.
7. Meetings shall be concluded by passing a motion to adjourn. (Ord. 2016-09 § 6, 2016.)
2.50.100 Records of meetings.
1. The City Recorder shall keep written minutes of each City Council meeting.
2. Within a reasonable time after each City Council meeting, the City Recorder shall prepare and distribute to each City Council member a draft of the meeting minutes for review.
3. Draft minutes prepared for review prior to approval shall be marked as “unapproved” and shall be available to the public immediately upon distribution to the City Council.
4. City Council members may contact the City Recorder to discuss any questions or comments on the draft minutes at any time.
5. At the next City Council meeting after a set of draft minutes is distributed to the City Council, the City Council shall discuss and vote on approval of the minutes, with or without corrections.
6. Each City Council meeting shall be recorded. The recording shall be available to the public beginning three business days after the meeting, pursuant to the Utah Open and Public Meetings Act.
7. Meeting minutes that have been approved by the City Council shall be marked as such and shall be made available to the public in approved form. (Ord. 2016-09 § 6, 2016.)
2.50.110 Ethical requirements.
1. No City Council member shall use his or her position to further substantially his or her own personal economic interest or to secure special privileges or exemptions for others.
2. No City Council member shall use or disclose private, controlled or protected information obtained in the course of his or her official duties to further substantially his or her own personal economic interest or to secure special privileges or exemptions for others.
3. If a City Council member is an officer, director, agent, employee or owner of an entity, or a portion of an entity, which transacts business, or may transact business, with the City, the City Council member shall orally disclose that fact immediately prior to any discussion of such business transaction in a City Council meeting. This disclosure shall be reflected in the minutes of the meeting.
4. All City Council members shall complete, and update as necessary, a written conflict-of-interest statement listing any personal, corporate or business interests that are subject to regulation by the City or that may pose a conflict between the City Council member’s private interests and official duties. Such written statements shall be available to the public.
5. Nothing contained herein shall alter a City Council member’s obligations to comply with all provisions of the Utah Municipal Officers’ and Employees’ Ethics Act. (Ord. 2016-09 § 6, 2016.)