Chapter 2.04 COUNCIL MEETINGS*

The city council shall hold a minimum of one meeting per month. The city council shall determine the annual schedule for these meetings for the next calendar year no later than the last regular business meeting of the preceding calendar year. Regular meetings are typically held on the second and fourth Tuesdays, in the council chambers of City Hall or by video conferencing and telephone when required by federal, state or local officials and permitted consistent with the Open Public Meetings Act, Chapter 42.30 RCW, commencing at the hour of 6:30 p.m. and continuing to 9:30 p.m. To continue past the 9:30 p.m. adjournment time, a majority of the city council must concur. The work study session meetings are typically held on the third Tuesday, in the council chambers of City Hall or by video conferencing and telephone when required by federal, state or local officials and permitted consistent with the Open Public Meetings Act, Chapter 42.30 RCW, commencing at the hour of 6:30 p.m. The city council may select an alternate time and/or place (other than City Hall, or video conferencing and telephone) for any regular or work study session meeting if public notice of such meeting has been given pursuant to the provisions of RCW 42.30.080 as now or hereafter amended. In the event any scheduled meeting falls on a holiday, the city council shall meet on the next business day at the same hour. (Ord. 019-20 § 3; Ord. 005-20 § 1; Ord. 038-17 § 2; Ord. 014-17 § 1; Ord. 009-16 § 1; Ord. 001-08 § 1; Ord. 006-06 § 1; Ord. 1931 § 1, 2004; Ord. 755 § 1, 1966).

2.04.015 Notifications of hearings and agendas for council meetings.

(1) Notices of Public Hearings. Except where a specific method of giving notice of public hearings is otherwise provided by statute or ordinance, reasonable notice of upcoming public hearings to be conducted by the city council shall be given by delivering to the city’s official newspaper, not less than seven days before the date set for hearing, a notice setting forth the time, place, date and subject matter of each such public hearing. In addition, a copy of said notice shall be posted on the bulletin board in the foyer of the City Hall of the city of Port Orchard, not less than seven days before the date set for the hearing described therein.

(2) Preliminary Agenda of City Council Meeting. The public shall be notified of the preliminary agenda for all forthcoming city council meetings by posting a copy of each preliminary agenda on the bulletin board in the foyer of City Hall at least 24 hours in advance of the meeting. In addition, a copy of each preliminary agenda shall be made available to the official newspaper and posted on the city’s website not less than 24 hours before the city council meeting.

(3) City Clerk to Provide Notice. The city clerk of the city of Port Orchard is hereby directed to post notices as required by this section. (Ord. 013-13 § 1).

2.04.020 Rules of procedure.

The rules of procedure contained in this chapter, and as may be adopted by council by resolution, shall govern deliberations, meetings, and the conduct of the council. (Ord. 011-24 § 2; Ord. 755 § 2, 1966).

2.04.030 Special meetings.

Special meetings may be called by the mayor or any three members of the city council by written notice delivered to each member of the council at least 24 hours before the time specified for the proposed meeting. All actions that have heretofore been taken at special council meetings held pursuant to this section, but for which the number of hours of notice given has been at variance with the requirements of RCW 42.30.080, are hereby validated. All council meetings shall be open to the public except as permitted by Chapter 42.30 RCW. No ordinance or resolution shall be passed, or contract let or entered into, or bill for the payment of money allowed at any meeting not open to the public, nor at any public meeting the date of which is not fixed by ordinance, resolution, or rule, unless public notice of such meeting has been given by such notice to each local newspaper of general circulation and to each local radio or television station, as provided in RCW 42.30.080 as now or hereafter amended. (Ord. 038-17 § 3; Ord. 013-13 § 2; Ord. 1930 § 1, 2004; Ord. 755 § 3, 1966).

2.04.040 Quorum.

At all meetings of the council, a majority of the council members shall constitute a quorum for the transaction of business, but in the absence of a quorum a less number may adjourn any meeting to a later time or date, and in the absence of all members the clerk may adjourn any meeting to a later time or date. (Ord. 011-24 § 3; Ord. 017-23 § 2 (Exh. A); Ord. 755 § 4, 1966).

2.04.045 Remote attendance.

Council members may attend up to four regular, special or work-study session meetings per year via video conferencing or telephone (“remote attendance”), provided the mayor, or in the mayor’s absence the mayor pro tem (the “presiding officer”), may approve council members’ remote attendance in excess of four under the following circumstances:

(1) When action on a measure to be voted on should not be delayed but rather requires action or remedy; and

(2) The remote attendance is for the benefit of the city and not for the benefit of an individual council member; and

(3) In the event of a fire, flood, earthquake, or other emergency relating to public health and safety. (Ord. 027-22 § 1; Ord. 007-20 § 1; Ord. 005-20 § 2).

2.04.050 Mayor and city clerk.

All meetings of the city council shall be presided over by the mayor, or in the mayor’s absence by the mayor pro tem, or deputy mayor if one has been appointed, or by a member of the council selected by a majority of the council members at such meeting. Appointment of a council member to preside over the meeting shall not in any way abridge their right to vote on matters coming before the council at such meeting. In the absence of the city clerk, a deputy clerk or other qualified person appointed by the clerk, the mayor, or the council may perform the duties of clerk at such meeting. (Ord. 017-23 § 1 (Exh. A); Ord. 038-17 § 4; Ord. 012-05 § 1; Ord. 755 § 5, 1966).

2.04.060 Order of business.

The order of business for regular meetings shall be as follows:

(1) Call to order and roll call;

(a) Pledge of allegiance;

(2) Approval of agenda;

(3) Public comments;

(4) Approval of consent agenda;

(5) Presentations;

(6) Public hearings;

(7) Business items;

(8) Council committees’ reports;

(9) Mayor’s report;

(10) Department directors’ reports;

(11) Public comments;

(12) Executive session;

(a) Motions as a result of executive session;

(13) Adjournment;

(14) Committee meetings, date, time, and location. (Ord. 011-24 § 4; Ord. 009-16 § 2; Ord. 001-08 § 2; Ord. 755 § 6, 1966).

2.04.070 Presentation of subjects.

Repealed by Ord. 011-024. (Ord. 755 § 7, 1966).

2.04.080 Addressing council by nonmember.

No person, not a member of the council, shall be allowed to address the same while in session without the permission of the presiding officer. (Ord. 755 § 8, 1966).

2.04.090 Fine for failure to attend meetings.

Repealed by Ord. 011-024. (Ord. 755 § 9, 1966).

2.04.100 Motions in writing.

Motions shall be reduced to writing when required by the presiding officer of the council or any member of the council. All resolutions and ordinances shall be in writing. (Ord. 011-24 § 5; Ord. 009-16 § 3; Ord. 755 § 10, 1966).

2.04.110 Motions to reconsider.

Motions to reconsider must be by a member who voted with the majority, and at the same or next succeeding meeting of the council. (Ord. 755 § 11, 1966).

2.04.120 Journal kept by clerk.

The clerk shall keep a correct journal of all proceedings, which shall be a public record, and at the desire of any member the ayes and nays shall be taken on any question and entered in the journal. The journal shall reflect action taken only when at regular and special meetings. Work study sessions shall reflect a brief summary. (Ord. 011-24 § 6; Ord. 038-17 § 5; Ord. 009-16 § 4; Ord. 755 § 12, 1966).

2.04.130 Questions of order.

All questions of order shall be decided by the presiding officer of the council with the right of appeal to the council by any member. (Ord. 755 § 13, 1966).

2.04.140 Council member taking chair from presiding officer.

The presiding officer of the council may, at their discretion, call any member to take the chair to allow them to address the council, make a motion, or discuss any other matter at issue. (Ord. 017-23 § 1 (Exh. A); Ord. 755 § 14, 1966).

2.04.150 Motion to lay matter on the table.

Motions to lay any matter on the table shall be first in order. On all questions, the last amendment, the most distant day, and the largest sum shall be put first. (Ord. 755 § 15, 1966).

2.04.160 Voting required by council member.

Each member present must vote on all questions put to the council, except as to matters with respect to which such council member has a conflict of interest; matters presented for council consideration by an entity other than the city in which the council’s determination is advisory only; or meeting minutes of a meeting the council member did not attend. For the purposes of this section, a member is considered present when appearing remotely in accordance with POMC 2.04.045. (Ord. 011-24 § 7; Ord. 005-20 § 3; Ord. 005-06 § 1; Ord. 755 § 16, 1966).

2.04.170 Public meetings.

All regular and special meetings of the council shall be public and no ordinance, resolution, rule, regulation, order or directive shall be adopted except in a regular meeting open to the public, the date of which is fixed by law or rule. Pursuant to state law, closed and executive sessions, from which the public is excluded, may be held for any authorized purpose. (Ord. 011-24 § 8; Ord. 755 § 17, 1966).

2.04.180 Motion for adjournment.

A motion for adjournment shall be always in order, provided the chair may adjourn the meeting at the conclusion of business without a motion, and adjournment is authorized as set forth in POMC 2.04.040. (Ord. 011-24 § 9; Ord. 755 § 18, 1966).

2.04.190 Amendment or suspension of council rules.

The rules of the council may be altered, amended, or temporarily suspended by a vote of two-thirds of the members present. (Ord. 755 § 19, 1966).

2.04.200 Reports to council by committee chair.

The chair of each respective committee, or the council member acting in their place, shall submit or make all reports to the council when so requested by the presiding officer or any member of the council. (Ord. 017-23 §§ 1, 2 (Exh. A); Ord. 755 § 20, 1966).

2.04.210 City employees requested to attend.

The chair shall assure that all regular meetings, workshops, special and emergency meetings of the council are appropriately staffed. The mayor or designee may authorize remote attendance by employees, at the mayor or designee’s discretion. (Ord. 011-24 § 10; Ord. 017-23 § 1; Ord. 005-20 § 4; Ord. 009-16 § 5; Ord. 755 § 21, 1966).

2.04.220 Duty of presiding officer.

It shall be the duty of the presiding officer of the regular council meeting to:

(1) Call the meeting to order;

(2) Keep the meeting to its order of business;

(3) State each motion and require a second to that motion before permitting discussion;

(4) Handle discussion in an orderly way:

(a) Give every council member who wishes an opportunity to speak;

(b) Permit audience participation at appropriate times;

(d) Give pro and con speakers alternating opportunities to speak;

(5) Put motions to a vote and announce the outcome;

(6) Suggest but not make motions for adjournment and adjourn the meeting at the conclusion of business. (Ord. 011-24 § 11; Ord. 009-16 § 6; Ord. 1923 § 1, 2003; Ord. 1232 § 1, 1983; Ord. 755 § 22, 1966).

2.04.225 Committees established.

Repealed by Ord. 1934. (Ord. 1923 §§ 3, 4, 2003).

2.04.230 Rules of order.

Robert’s Rules of Order, Revised, shall govern the deliberations of the council except when in conflict with any of the rules set forth in this chapter. (Ord. 755 § 23, 1966).

2.04.235 Endorsements.

The city council will not endorse or oppose a campaign for election of any person to any office or for the promotion of or opposition to any ballot proposition placed on a ballot for the vote of the people. Individual endorsement or opposition by individual council members shall only be made in compliance with RCW 42.17A.555, as amended, and shall be clearly identified as the statement of an individual citizen. (Ord. 027-23 § 1).

2.04.240 Council committees.

Repealed by Ord. 004-06. (Ord. 1934 § 2, 2004).