(A) Regular meetings.
(1) Regular meetings of the Council shall be held on the second Monday of each month at 6:00 p.m. Meeting dates and times may be amended by resolution of the City Council at their January regular meeting.
(2) Any regular meeting falling upon a holiday shall be held on the next following business day at the same time and place.
(3) All meetings, including special meetings, shall be held in City Hall unless the Council decides otherwise at a prior meeting or meeting in City Hall is impossible.
(B) Special meetings.
(1) Special meetings shall be called by the Administrator and/or Clerk/Treasurer at the written or verbal request of the Mayor or any two members of the Council.
(2) Notice of the meeting containing the date, time, place, and purpose of the meeting shall be posted on the outside window of the main entrance of City Hall and the Menahga Post Office.
(3) The notice shall be posted at least three days before the meeting date.
(4) The notice shall be mailed, e-mailed, or otherwise delivered three days prior to the meeting to each person who has requested notification with the Administrator and/or City Clerk/Treasurer for all city meeting notices.
(5) In calculating the three days, if the last day falls on a Saturday, Sunday or legal holiday, the next regular business day shall be counted as the third day.
(C) Emergency meetings.
(1) An emergency meeting is a special meeting called because of circumstances that in the judgment of the Council requires immediate consideration.
(2) An emergency meeting may be called by the Mayor or any two Council members.
(3) Posted or published notice of an emergency meeting is not required. However, the city shall make a good faith effort to notify each news outlet and all persons requesting meeting notifications with the Administrator and/or City Clerk/Treasurer by written, verbal or e-mail request.
(4) Members of the Council shall be given notice of the meeting by telephone, e-mail, text or any other effective method to reach members. Notice shall include the subject of the meeting.
(D) Closed meetings. When a meeting is closed, the presiding officer will state on the record, the reason for closing the meeting and cite the state statute that permits closing.
(E) Recessed or continued meetings.
(1) When a meeting is recessed or continued, the presiding officer shall state the time and place for the meeting to occur and shall record the time and place in the minutes.
(2) No further notice of the recessed or continued meeting is necessary.
(F) Organizational meeting. At the first regular Council meeting in January of each year, the Council shall:
(1) Designate the depositories of city funds;
(2) Designate the official newspaper;
(3) Choose one of the Council members as Acting Mayor, who shall perform the duties of the Mayor during the disability or absence of the Mayor from the city or, in case of a vacancy in the Office of Mayor, until a successor has been appointed and qualifies;
(4) Appoint officers and employees and members of boards, commissions and committees, as may be necessary; and
(5) Establish and appoint Council members to Council committees or representatives as are deemed appropriate for the efficient and orderly management of the city.
(G) Public meetings. All Council meetings shall be conducted in accordance with the Minnesota Open Meeting Law.
(’77 Code, § 201.01) (Am. Ord. 2017-001, passed 3-13-17; Am. Ord. 2018-002, passed 12-10-18; Am. Res. 2021-004, passed 2-9-21; Am. Ord. passed - -)
(A) Presiding officer.
(1) The Mayor shall preside at all meetings of the Council.
(2) In the absence of the Mayor, the Acting Mayor shall preside.
(3) In the absence of both, the Clerk/Treasurer and/or Administrator shall call the meeting to order and shall preside until the Council members present at the meeting choose one of their members to act temporarily as presiding officer.
(B) Procedure.
(1) The presiding officer shall preserve order, enforce the rules of procedure herein prescribed, and determine without debate, subject to the final decision of the Council on appeal, all questions of procedure and order.
(2) Except as otherwise provided by statute or by these rules, the proceedings of the Council shall be guided, but not bound, by Robert's Rules of Order, Revised.
(’77 Code, § 201.02) (Am. Ord. 2017-001, passed 3-13-17; Am. Ord. passed - -)
(A)
Any member may appeal to the Council a ruling of the presiding officer.
(B) An appeal is made by motion. No second is needed for the motion.
(C) The member making the motion may speak solely on the question involved and the presiding officer may explain the ruling, but no other Council member shall participate in the discussion.
(D) Once both the maker of the motion and the presiding officer have spoken, the matter must be voted upon by all the members present.
(E) The appeal shall be sustained if it is approved by a majority of the members present, including the presiding officer.
(’77 Code, § 201.02) (Am. Ord. 2017-001, passed 3-13-17; Am. Ord. passed - -)
(A) Recording duties.
(1) Minutes of each Council meeting shall be kept by the Clerk/Treasurer and/or Administrator or, in his or her absence, by the Deputy Clerk.
(2) In the absence of both, the presiding officer shall appoint secretary pro tem.
(3) Ordinances, resolutions and claims need not be recorded in full in the minutes if they appear in other permanent records of the Clerk/Treasurer and/or Administrator and can be accurately identified from the description given in the minutes.
(B) Approval of minutes.
(1) The minutes of each meeting shall be reduced to typewritten form, shall be signed by the Mayor and Clerk/Treasurer and/or Administrator.
(2) Copies of the minutes shall be in the Council packet for the next regular City Council meeting for approval.
(3) The minutes need not be read aloud, but the presiding officer shall call for any additions or corrections.
(4) If there is no objection, the Council shall vote upon the addition or correction.
(5) If there are no additions or corrections, the minutes shall stand approved.
(’77 Code, § 201.03) (Am. Ord. 2017-001, passed 3-13-17; Am. Ord. passed - -)
Council business shall be conducted in the following order, unless varied by the presiding officer:
(A) Call to order;
(B) Roll call;
(C) Pledge of Allegiance;
(D) Approval of agenda:
(1) Approval of consent agenda;
(2) Approval of minutes;
(E) Communication and appearance requests;
(F) Public input;
(G) Reports by departments and liaison groups;
(H) Notices and communications;
(I) Public hearings;
(J) Unfinished business;
(K) New business;
(L) Consideration of bills; and
(M) Adjournment.
(’77 Code, § 201.04) (Am. Ord. 2017-001, passed 3-13-17; Am. Ord. passed - -)
(A)
All persons desiring to present new business before the Council shall submit an appearance request to the Clerk/Treasurer and/or Administrator at least five working days before the new business is to be heard.
(B) All presentations to the Council shall be limited to five minutes, unless otherwise ordered by the Council.
(C) Persons who do not wish to speak before the Council under communication and appearance requests, may be heard under "public input," which is scheduled for each regular meeting.
(D) Varying order. The order of business may be varied by the presiding officer; but all public hearings shall be held at the time specified in the notice of hearing.
(E) Agenda. An agenda of business for each regular Council meeting shall be prepared and filed in the office of the Clerk not later than five days before the meeting. The agenda shall be prepared in accordance with the order of business and copies thereof shall be delivered to each Council member as far in advance of the meeting as time for preparation will permit. No item of business shall be considered unless it appears on the agenda for all special meetings. Additions to the agenda at a regular meeting may be added to the agenda at the meeting, if approved by a majority of the Council members present.
(’77 Code, § 201.04) (Am. Ord. 2017-001, passed 3-13-17; Am. Ord. passed - -)
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