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City of Vancouver
Policy and Procedure Number 100-32
City Council Meetings
1.0 Purpose
The purpose of this policy is to establish formal procedures for the conduct of City Council meetings.
2.0 Organizations Affected
City Council/City Manager
3.0 References
City Council Resolution M-3239, adopted August 9, 1999
City Council Resolution M-3258, adopted November 22, 1999
City Council Resolution M-3350, adopted July 23, 2001
City Council Resolution M-3412, adopted December 16, 2002
4.0 Presiding Officer
4.1. Presiding Officer
The Presiding Officer at all meetings of the Council is the Mayor, and in the absence of the Mayor, the Mayor Pro Tempore will act in that capacity. If both the Mayor and Mayor Pro Tempore are absent, the next ranking member shall act in that capacity.
4.2. Choosing Mayor Pro Tempore
The Mayor Pro Tempore shall be chosen according to Section 2.04 of the Vancouver City Charter and Roberts Rules of Order.
4.3. Obligations of Presiding Officer
The Presiding Officer shall:
(1) Preserve order and decorum in the Council chambers;
(2) Observe and enforce all rules adopted by the Council;
(3) Decide all questions on order, in accordance with these rules, subject to appeal by an Councilmember;
(4) Recognize Councilmembers in the order in which they request the floor, giving every Councilmember who wishes an opportunity to speak. The Presiding Officer, as a Councilmember, shall have only those rights, and shall be governed in all matters and issues by the same rules and restrictions as other Councilmembers.
(5) From time to time, appoint Councilmembers to serve on ad hoc committees.
5.0 Council Meetings
5.1. General Information
City Council meetings are held on the first, second, third, and fourth Mondays of a month in the City Council Chambers, 210 East 13th Street, Vancouver, Washington. Meetings are not scheduled on the fifth Monday of a month.
5.2. Quorum
At all meetings of the Council, a majority of the Council (four members, or five members for budget items and appropriations) constitutes a quorum for the transaction of business, but a lesser number may adjourn from day to day or until the time of the next regular meeting and may compel the attendance of absent members in such manner and under such penalties as the City Council shall prescribe. (Section 2.02 of Vancouver City Charter)
5.3. Council Seating
The Presiding Officer and six elected Councilmembers sit on a stage facing the public with the Presiding Officer seated in the middle. The Councilmembers are seated based on seniority, with the most senior Councilmember seated on the Presiding Officer's left side and continuing in decreasing seniority away from the Presiding Officer to the end of the stage. The order is continued at the far opposite side of the stage and progressing toward the Presiding Officer's right side, resulting in the least senior Councilmember seated on the Presiding Officer's right side.
5.4. Council Meeting Scheduled on Holiday
In the event a City-recognized holiday occurs on Monday, the Council meeting shall be cancelled. The Vancouver City Charter requires that Council conduct two "regular" meetings each month. Therefore, when such Holiday falls on a first or third Monday (regular Council nights), a regular Council meeting will be scheduled on the following Monday (second or fourth). The schedule for the entire year will be sent to the press, placed on the internet and distributed to all City departments before January 1 of each year. City Council may, at any time, add or change a meeting date and time by a majority vote of the Council and proper notification to the press.
5.5. Recording Proceedings
The City Clerk shall maintain an account of all proceedings of the Council in accordance with the statutory requirements, and proceedings shall be entered into a minute book constituting the official record of the Council according to Section 2.11 of the Vancouver City Charter. City Council meeting minutes can be corrected but shall not be revised without a majority affirmative vote of the Council at a regularly scheduled Council meeting.
5.6. Regular Meetings
5.6.1. Meeting Dates
Regular meetings are held the first and third Mondays of each month at 7 p.m. and will adjourn no later than 11 p.m. To continue past this time of adjournment, a majority of the Council must concur.
A regular meeting may be canceled by a majority vote of the Council taken at least one week before said meeting.
5.6.2. Broadcasting
Regular meetings are cablecast live and replayed on CVTV-47.
5.6.3. Agenda
5.6.3.1. Placing Item on the Agenda
An item may be placed on a Council meeting agenda by any of the following methods:
(1) A majority of the Council,
(2) Council consensus,
(3) By any two (2) Councilmembers
(4) By the City Manager,
(5) By a Council Committee,
(6) By the Mayor.
5.6.3.2. Call to Order
The Presiding Officer calls the meeting to order. The Presiding Officer will announce the attendance of Councilmembers and indicate any Councilmember who is not in attendance. A majority vote is required to excuse any Councilmember absence.
5.6.3.3. Roll Call
5.6.3.4. Agenda Item Order
The Presiding Officer may, with the concurrence of the Councilmembers, take agenda items out of order.
5.6.3.5. Approval of Minutes
5.6.3.6. Formal Proclamations and Special Presentations
A proclamation is defined as an official announcement signed by the Mayor regarding an non-controversial event which will have a major citywide impact. Special presentations include, but are not limited to, retirements, commendations and recognition by the Mayor and City Council.
Proclamations will be briefly summarized by the Mayor and presented to the recipient(s). They will be allowed to make brief comments.
5.6.3.7. Citizen Communications
This is the place on the agenda when the public is invited to speak for approximately three minutes about an issue of concern or interest not already scheduled for public hearing during the meeting, or otherwise addressed on the agenda. The public may also speak about any Consent Agenda item.
Citizens with complaints, concerns or questions will be encouraged to refer the matter to the City Manager or ask that the matter be placed on a future City Council agenda meeting.
5.6.3.8 Testimony to Council
Speakers are required to complete a "Testimony Registration Form" which provides their name, address, agency being represented, the item they wish to testify on, and their position on the subject.
At the appropriate time, speakers are requested by the Presiding Officer to step up to the podium, give their name and address for the record, and asked to limit their remarks to approximately three minutes. (Council prefers lengthy testimony to be submitted at least a week prior, so Council has a chance to fairly consider the comments.) All remarks will be addressed to the Council as a whole. Any person making personal, impertinent, or slanderous remarks, or who becomes boisterous, threatening, or personally abusive while addressing the Council, may be requested to leave the meeting.
The Presiding Officer and City Manager have the authority to preserve order at all meetings of the Council, to cause the removal of any person from any meeting for disorderly conduct and to enforce the Rules of the Council. The Presiding Officer and City Manager may command assistance of any peace officer of the City to enforce all lawful orders to restore order at any meeting.
5.6.3.9. Consent Agenda
These are routine items voted on by a single motion. Typical items include payment of routine bills, awarding contracts, adoption of resolutions, and first reading of ordinances. Any Councilmember may remove any item for discussion.
Ordinances for First Reading: The City Manager presents information on a proposed new city law or practice, or a change to an existing law or practice. Council then sets a date for second reading and public hearing.
5.6.3.10. Public Hearings
Citizens are invited to present their views on specific issues being considered by Council. Speakers are asked to limit their testimony to approximately three minutes. The Presiding Officer will state the public hearing procedures before each public hearing.
Refer to the section above on Testimony to Council
5.6.3.11. Ordinances for Second Reading and Public Hearing
Citizens are invited to present their views on proposed ordinances before a final vote by Council. All public hearings on proposed ordinances are advertised in The Columbian at least three days in advance. (In an emergency, a public hearing can be called within 24 hours with proper media notification.)
Refer to the section above on Testimony to Council
5.6.3.12. Council and City Manager Communications
City Councilmembers, Mayor and the City Manager make special announcements or provide updates on current issues or items of Council interest at this time. Employee introductions occur during workshops.
5.6.3.13. Unfinished Business
Council discusses ongoing issues or items continued from earlier meetings.
5.6.3.14. New Proposals and Reports
These are presented by the Councilmembers for a brief discussion. They can include policy changes, new laws, regulations and resolutions. Action is not taken on items at this time.
5.6.3.15. Adjournment
There being no further business, the Presiding Officer adjourns the meeting.
5.7. Consent agenda meetings
Consent agenda meetings are held the second and fourth Mondays of the month at 6 p.m. Routine consent agenda items - such as payment of bills and awarding of contracts - are considered at these meetings. Consent meetings are open to the public, but no public comment is taken.
5.8. Workshops
At the discretion of Council, Council workshops are held Mondays from 4 to 6 p.m. and/or immediately following the VADA board and adjourning no later than 8:00 p.m. To continue past 8:00 p.m., a majority of the Council must concur. During these meetings, items needing in-depth discussion are introduced and reviewed. No formal action is taken at workshops. Workshops are open to the public. Afternoon workshops are cablecast live and replayed on CVTV-47.
Council will be provided with an on-going, early look, non-committed workshop schedule.
5.9. Executive Sessions
An Executive Session is a Council meeting that is closed except to the Council, City Manager and authorized staff members and/or consultants authorized by the City Manager. The public is restricted from attendance. Executive Sessions may be held during Regular or Emergency Council meetings and will be announced by the Mayor. Before convening an Executive Session, the Mayor shall announce the purpose of the meeting and the anticipated time when the session will be concluded. Should the session require more time, a public announcement shall be made that the meeting is being extended. Executive Sessions may be held in accordance with the provisions of the Washington State Open Meetings Act.
5.10. Vancouver Area Development Authority (VADA) meeting
Vancouver Area Development Authority (VADA) board meetings immediately follow consent agenda meetings on the second and fourth Monday of each month. The Board is comprised of the Mayor and City Councilmembers and is a legal entity organized to benefit the City by undertaking, assisting with and otherwise facilitating or providing for activities such as development or redevelopment of unused or under-used properties, rehabilitation of historic buildings and areas, establishment of public parking facilities, and development of industrial sites limited to the Vancouver National Historic Reserve.
5.11. Special meetings
The city clerk shall call public meetings of the City Council upon the approval of the Mayor or of any two members. Any request shall state the subjects to be considered at such special meeting and no other subject shall there be acted upon. (Section 2.10 of the Vancouver City Charter)
Notice of every special meeting shall be given in writing to every Councilmember, to the City Manager, to the city attorney, and to all local news media representatives who have on file with the city clerk a request for such notices. The notice shall be delivered personally, by mail, or otherwise, so as to be received at least 24 hours before the meeting. The notice shall state the place and time of the meeting and the business to be conducted. The Council shall not make final disposition of any matter not included in the notice.
6.0 Agenda Preparation
6.1. General Information
The City Manager's office will prepare an agenda for each Council meeting specifying the time and place of the meeting and set forth a brief general description of each item to be considered by the Council. The agenda is subject to approval by the Mayor and the City Manager.
6.2. Adding an Item to a Published Agenda
An item may be placed on a regular Council meeting agenda after the agenda is closed and the notice published if the Councilmember or City Manager explains the necessity and receives a majority vote of the Council at a public meeting.
6.3. Agenda Finalization Schedule
Agenda materials will be available, at City Hall, for City staff, the media and public on Friday prior to the meeting. Agenda materials will be delivered to Councilmembers on Thursday prior to the meeting.
7.0 Councilmember Attendance at Meetings
Councilmembers shall inform the Mayor or City Manager if they are unable to attend any Council meeting, or if they will be late to any meeting. A majority vote is required to excuse any Councilmember absence.
8.0 Council Meeting Staffing
The City Manager shall attend all meetings of the Council unless excused. At the discretion of the City Manager, the Deputy Manager(s), department heads, and other staff members shall attend. The City Manager may make recommendations to the Council and shall have the right to take part in the discussions of the Council, but shall have no vote.
9.0 Media Representation at Council Meetings
All public meetings of the City Council and its advisory committees shall be open to the media, freely subject to recording by radio, television, electronic, and photographic services at any time, provided that such arrangements do not interfere with the orderly conduct of the meeting.
10.0 Council Discussion
All Council discussion shall be governed by Robert's Rules of Order, Newly Revised. The City Attorney is the Parliamentarian. Every Councilmember shall be provided with a copy of Robert's Rules of Order, Newly Revised when first joining the Council.
11.0 Voting
11.1. Roll Call Votes
The City Clerk will take a roll call vote, if requested by the Presiding Officer, a Councilmember, or as required by law. The roll call vote shall be by seniority with the least senior member voting first.
11.2. Tie Vote
The passage of a Motion, Resolution or Ordinance is lost by a tie vote, provided that the question may be brought forward again at the request of any member at the same meeting or at the next meeting when any members who were absent or disqualified at the time of the tie vote are present.
11.3. Votes on Questions
Each member present shall vote on all questions put to the City Council except on matters in which he or she has been disqualified for a conflict of interest or under the Appearance of Fairness doctrine. Such member shall disqualify himself or herself prior to any discussion of the matter. If abstaining, the Councilmember must state the reasons for abstaining. When disqualification of a member or members results, or would result, in the inability of the Council to act on a matter on which it is required by law to take action, any member who is absent or who is disqualified under the Appearance of Fairness doctrine may subsequently participate, provided such member first shall have reviewed all materials and listened to all tapes of the proceedings in which the member did not participate.