111.01 RULES OF COUNCIL.
1.    TIME AND PLACE OF MEETINGS.
   (a)    Regular Meetings. The regular meetings of Council shall be held at the Council Chambers located at 101 East Washington Street, on the first and third Mondays in each month at 7:00 p.m. A list of regular meeting dates will be available on the City bulletin board and website. If the City Council shall determine that the Council Chambers in City Hall are not or will not, for any reason, be an appropriate place for the holding of a meeting, the Council may, upon motion, second and unanimous vote, designate another place open to the public within the city for the holding of such meeting.
   (b)    Special Meetings. The Mayor, the presiding officer of Council, or any three members may call special meetings of Council by reasonable notice to each member within the City. A special meeting notice will be issued along with an agenda announcing any special meeting as well as the purpose of said meeting.
2.    AGENDAS.
   (a)    The City Clerk shall prepare a written agenda for all scheduled meetings which shall consist of items submitted by the Mayor, City Council members, the Public and the City Manager.
   (b)    The agenda shall be posted on the bulletin board for City meetings located at 105 South George Street and on the City website four days prior to the scheduled meeting. Revisions to the posted agenda can be made, however, this amended agenda must be made available three days in advance of the scheduled meeting. For purposes of calculating the number of days in any notice period contained in these rules Saturdays, Sundays and legal holidays are excluded.
3.    PRESIDING OFFICER.
   (a)    The Mayor shall take the chair at the hour appointed for Council to meet, and having called the members to order, shall preserve decorum and enforce a strict observance of these rules.
   (b)    In the absence of the Mayor, the Mayor Pro-Tern shall take the chair and assume all duties as appointed the Mayor. In the absence of both the Mayor and Mayor Pro-Tern and a quorum still being in attendance, the present members will elect the chair and that member will assume the duties appointed to the Mayor.
   (c)    Upon the opening of an agenda item, the Presiding Officer shall introduce or cause to be introduced each item on the Council agenda prior to a motion, debate and vote on the item.
   (d)    The Presiding Officer can remove any member of the public attending a scheduled meeting of the City Council that is disruptive, to the extent that orderly conduct of the meeting is
compromised, from the meeting with the assistance of a member of the Police Department upon
proper direction.
4.    FILING OF PAPERS TO BE INTRODUCED AT CITY COUNCIL MEETINGS, AND
   ACTION THEREON BY THE CITY CLERK.
   In order to promote the orderly conduct of the business of the City Council and the timely
preparation of an accurate agenda, the following rules are hereby established:
   (a)    All ordinances, resolutions, petitions, committee reports, communications and other documents for consideration by the City Council must be filed in the office of the City Clerk not later than 12:00 noon three business days immediately preceding the day of the meeting at which it is intended they be considered; the Mayor and City manager may file the relevant documents no later than 5:00 p.m. three business days prior to the meeting at which they are being considered.
   (b)    The written agenda and all related and supporting documentation for consideration at the intended meeting shall be distributed by the City Clerk to the Mayor and City Council.
   (c)    Nothing herein shall be construed to prohibit any member of the City Council, at the proper order of business, from introducing or submitting any ordinance, resolution, petition, committee report or communication during any regular meeting. Unless it is determined to be an emergency item, official action on any item presented to Council in this manner is prohibited until proper placement on the next Council agenda.
5.    ORDER OF BUSINESS AT REGULAR MEETINGS.
   (a)   The order of business for each regular meeting shall be:
      (1)    Approval of the minutes
      (2)    Public Comments
      (3)    Council Response
      (4)    Reports
      (5)    Unfinished business
      (6)   New business
      (7)    Appointments to Committees/Commissions
      (8)    Referrals to Committees/Commissions
      (9)    Approval of Bills
      (10)   Adjournment
   
   (b)    The presiding officer may order that any agenda item be repositioned as to provide for a more efficient meeting.
6.    READING AND APPROVAL OF THE MINUTES.
   The minutes of the proceedings of the previous meeting shall be read and any alterations or corrections may be submitted and entered on the record. After the reading of the minutes, the
minutes shall be approved by a majority vote of Council. Upon motion, duly approved, reading of the minutes of the previous meeting minutes may be dispensed with.
7.    MAKING ENTRIES IN THE MINUTE BOOK.
   No remarks, voting explanations or words spoken in debate by any member of the City Council shall be reproduced in the journal except by unanimous consent of the members of the Council present.
8.    MOTIONS.
   When a motion is made and seconded, it shall be stated by the presiding officer, or if in writing, read by the City Clerk previous to debate; and such motion may be withdrawn at any time before decision or amendment.
9.    COMMITTEES.
   (a)    Appointment of Committees. Standing committees shall be appointed by Council, and Select Committees by the Mayor, unless otherwise ordered.
   (b)    Standing committees shall be as follows:
      (1)    Finance.
      (2)    Street.
      (3)    Personnel.
      (4)    Ordinance.
      (5)    Loan Review.
      
   (c)    Select Committees shall be created and dissolved at the discretion of the Mayor.
   (d)    Committee Reports. Reports of committees shall be in writing and shall specify such action as the committee may recommend for adoption by Council.
10.    RULES OF DEBATE.
   (a)    No moved question shall be debated until it has been propounded by the presiding officer, and then the mover shall have the right to explain his view in preference to any other member.  When two or more members of the City Council wish to speak, the presiding officer shall name the person to speak; but in all cases, the member who first makes the request shall speak first.
   (b)    No one shall disturb or interrupt a member who is speaking, without his permission, except to call to order if he is transgressing the rules or to call the question.
11.    CALL FOR A DIVISION OF A QUESTION.
   Any member of the City Council may call for a division of any question before a vote is taken thereon if it comprehends propositions in substance so distinct that, if one proposition be taken away, another substantive proposition remains for decision by the City Council; but a member of the City Council calling for a division of a question shall state in what manner the question shall be divided.
12.    WHEN A MEMBER ABSTAINS FROM VOTING.
   No member shall vote on any question before the City Council if he is directly and immediately interested therein other than as a citizen of the City of Charles Town; however, no member may abstain from voting without, prior to discussion, having stated his reason for not participating and having obtained a ruling from the presiding officer excusing him from doing so.
13.    RESCISSION, AMENDMENT AND SUSPENSION OF RULES.
   (a)    No standing order or rule of the City Council shall be rescinded or amended except by a majority vote of the members elected to the City Council.
   (b)   No rule of the City Council shall be suspended in any case except by unanimous consent of the councilmembers present, provided, that no rule shall be suspended if compliance wherewith is made mandatory by state law, the City Charter or an ordinance of the City of Charles Town.
14.    PARLIAMENTARY RULES OF ORDER.
   These rules of Council, the Charles Town City Charter, state law and other rules duly adopted by City Council shall govern the City Council. In all cases not provided for, the presiding officer shall decide, subject to an appeal by a member of City Council which shall then be determined by the rules of parliamentary usage comprised in the most recent edition of "Robert's Rules of Order."
15.    MEMBERS OF THE PUBLIC SPEAKING BEFORE CITY COUNCIL.
   (a)    A member of Council may ask the floor for a member of the public to speak before Council, which said motion is non-debatable. Upon such request, the presiding officer shall inquire of the councilmember the subject matter of the inquiry. Council, by majority vote, shall determine whether or not the person shall be allowed to address Council. Any person addressing council shall be allowed no more than five minutes to address his remarks, unless by majority vote, Council allows a longer period of time.
   (b)    A maximum of twenty minutes shall be set aside at the beginning of each meeting of the Council to permit members of the public, without leave of Council, to address the Council on any matter pertaining to the City's business with a maximum of five minutes per person. Any member of the public wishing to address the Council shall first register with the City Clerk, or his designated representative for such purpose, in the Council's Chambers not earlier than 15 minutes before the beginning of each meeting setting forth his or her name, the group, if any, on whose behalf he or she wishes to speak, their address and the subject matter which he or she wishes to speak. If members of the public are still waiting to speak after the twenty minute time period has expired Council shall hold an additional public comment period for twenty minutes upon completion of business if so decided by Council by majority vote. Nothing in this Rule 15 (b) shall affect the ability of a member of Council to request that a member of the public be allowed to speak pursuant to Rule 15(a).
   (c)    A maximum of twenty minutes shall be set aside after the Public Comment session for members of the Council to address public concerns raised in the Public Comment session.
(Ord.  2020-006.  Passed 5-18-20.)