THE MYTHS OF ROBERT’S RULES OF ORDER ECICOG April 1, 2015

Iowa Code (5) “The Council shall determine its own rules and maintain records of its procedures.”

Why Council Rules of Procedure  To effectively achieve purposes of council meetings:  Conduct city business – make decisions  Inform the public – discuss, debate  Maintain records - minutes

Council Rules of Procedure  Regulate and maintain order and decorum at meetings.  Allow for participation in a democratic manner but –  Provide structure so meetings don’t get “out of hand”.

Robert’s Rules?  Who uses?  Which edition?  Copy available?

Robert’s Rules – Issues:  Not designed or intended for law- making bodies such as City Councils  Robert’s Rules are not “law” and not required by law to be followed. Iowa Sup Ct – failure by council to conform to a procedural rule or parl. procedure will not invalidate a vote that otherwise conforms to Iowa statutes.

Robert’s Rules – Issues:  State Code requirements:  Quorums  Votes/readings required: Ordinances, Resolutions, Motions, Special Assessments, Remonstrances, etc.  Suspension of readings  Public Hearing requirements  Mayoral authority/vetoes

Robert’s Rules – other considerations  Open Meetings Law requirements “Old Business” “New Business”  Motions to reconsider  Citizen presentations  Consent/non-controversial calendars

Recommendation Cities should adopt own rules of procedure – not just adopt Robert’s Rules without careful review:

Recommendation Reserve Robert’s Rules for arcane parliamentary issues, e.g.:  Motion/seconds/withdrawals of motions  Amendments  Points of order

Council Rules of Procedure –  Regular meeting time and location  Regular meeting agendas:  Who prepares?  How can items get on agenda?  Deadlines?

Council Rules of Procedure – Regular Meetings  Ordinances/Resolutions/Motions – who determines?  Adding/deleting items  Order of business/ altering order  Dept reports  Citizen presentations  Public hearings – when?

Presiding Officer  Duties and responsibilities  Control of discussion  Mayor pro-tem  Mayor pro-tem/pro-tem

Civility/Decorum  Personal attacks  Foul language  Applause/hooting  COUNCIL & AUDIENCE

Council Committees  Who appoints?  Duties and responsibilities  Reports  Open Meetings

Task Forces  Who appoints?  Duties and responsibilities  Authority  Reports  Duration  Open Meetings

Council Rules of Procedure –  Consent calendar Removing items Rules regarding discussion Who determines what is on consent calendar  Special meetings – who calls  Closed/executive sessions Role of City Attorney

Council Rules of Procedure –  Work sessions – time/location Who calls? Who determines agenda? Who can participate?

Voting Procedures  Council discussion – before or after motion/second?  Closing discussion  Calling for vote  Order of voting – roll call  Voting ends debate  Motions to reconsider, etc.

Voting Procedures  Requirements to vote – except:  Abstentions – conflicts of interest Declaration of conflict Recusal from discussion

Voting Procedures  Rules of order – parliamentary procedure – Robert’s Rules? Motions to table Amendments Suspension of rules Points of order

Citizen presentations/discussion  At public hearings  Time limitations? Frequency?  At regular meetings Agenda items Non-agenda items  At special meetings  At work sessions

Other potential issues  Code of Ethics  Enforcement of rules With council, with public Parliamentarian  Suspension of rules; amendment  Amendment of rules  Seating arrangement – who determines?

More effective meetings  Start meetings on time and end at a reasonable hour  Stick to the agenda  All members participate – nobody dominates discussion  Set up procures to handle routine items  No side conversations during meeting

More effective meetings  Do not try to engineer “how-to” details at the meeting  Use staff effectively  Everybody does their homework  Establish and follow rules of procedure