CITY OF CRYSTAL FALLS
RULES OF PROCEDURE
FOR COUNCIL MEETINGS
These rules have been compiled and approved by the
Council for the City of Crystal Falls to govern the City Council proceedings
unless amended or suspended by a vote of three (3) Council members. These rules
are established pursuant to Section 2.10 (b) of the Charter of the City of
Crystal Falls effective May 5, 1998. (Amended June 9, 2003,December 13, 2004,
and November 7, 2005)
SECTION 1: Regular and special meetings.
All meetings of the city council will be held in
compliance with state statutes, including the Open Meetings Act, 1976 PA 267 as
amended, and with these rules.
- Regular Meetings.
Regular meetings of the city council will be held on the second (2nd)
Monday of each month beginning at 5:00 p.m. at the City Hall in the Council
Room. Council meetings shall conclude no later than 7:00 p.m., subject to
extension by the council.
- Special Meetings.
A special meeting shall be called by the clerk upon the request of the
Mayor or any two members of the Council. A written notice to each member of
the Council shall be served personally or left at the council memberís
usual place of residence as soon as possible in advance of the meeting. When
special meetings are called less than 24 hours in advance of said meeting,
the Clerk will attempt to contact all Councilors by phone to inform them of
the meeting in lieu of a written notice. Special meeting notices shall state
the purpose of the meeting. No official action shall be transacted at any
special meeting of the council unless the item has been stated in the notice
of such meeting.
- Posting requirements for regular and special
Within 10 days after the first meeting of the Council following an election,
a public notice stating the dates, times and places of the regular monthly
council meeting(s) will be posted at the City Hall. Rescheduled and/or
special meetings of the Council shall be posted in accordance with the
requirements of the Open Meetings Act, 1976 PA 267 as amended.
- Minutes of regular and special meetings.
The Clerk/Treasurer shall attend the Council meetings and record all the
proceedings and resolutions of the council in accordance with the Open
Meetings Act. In the absence of the Clerk/Treasurer, the council may appoint
one of its own members or another person to temporarily perform the clerkís
A copy of the council meeting minutes of each
regular or special council meeting shall be available for public inspection at
the city offices during regular business hours.
SECTION 2: Conduct of meetings.
1. Meetings to be public.
All regular and special meetings of the council shall be open to the
public, and citizens shall have a reasonable opportunity to be heard in
accordance with such rules and regulations as the council may determine, except
that the meetings may be closed to the public and the media in accordance with
the Open Meetings Act.
All official meetings of the council and its
committees shall be open to the media, freely subject to recording
by radio, television and photographic services at any time,
provided that such arrangements do not interfere with the orderly
conduct of the meetings.
2. Agenda preparation.Adjournment.
An agenda for each regular council meeting shall be prepared by the
City Manager with the following order of business:
a. Call to
Order & roll call of Council
b. Pledge of
of minutes from previous meeting
3. Agenda distribution. The agenda
will be prepared and delivered along with all supporting documents
to the Councilors on the Tuesday prior to the regular Council
meeting. The Clerk/Treasurer must receive items by the 1st
day of each month for inclusion on the agenda.
Additional information and/or agenda revisions will
be sent to the Council no latter than the Friday prior to the regular council
Items for consideration by the Council should be
accompanied by supporting documentation for review by the Councilors prior to
4. Audit Committee.
An audit committee of two (2) councilors shall meet with the Clerk/Treasurer
and/or City Manager to audit the payrolls and disbursements prior to all
meetings of the City Council. This committee will rotate among the Council
As provided for in the Charter of the City of Crystal Falls, Section 2.10(c),
three (3) members of the Council shall constitute a quorum for the transaction
6. Attendance at Council Meetings.
Pursuant to the Charter of the City of Crystal Falls, Section 2.06(b)(4),
failure of Council members to attend three (3) consecutive regular meetings
without being excused by the Council shall be grounds for forfeiture of office.
The City Manager shall attend all council meetings. He/she shall prepare the
agenda and obtain reports for business matters and other items to be presented
to the Council.
The City Clerk/Treasurer shall attend all council meetings and shall keep the
minutes and perform such other duties as may be requested by the Council.
The City Attorney shall attend all meetings of the Council, and upon request
shall give opinions, either written or oral, on questions of law, and shall act
as Council parliamentarian and intervene as needed to keep the Council meeting
on track. Councilors with legal questions regarding an issue on the agenda
should contact the Attorney prior to the meeting, if possible, to allow
for research prior to the Council meeting.
7. Presiding Officer.
The Mayor shall be responsible for enforcing these rules of procedure and for
enforcing orderly conduct at meetings. The Council shall appoint one of its
members to serve as Mayor Pro Tempore, who shall preside in the absence of the
Mayor. In the absence of the Mayor and Mayor Pro Tempore, the member present who
has the longest consecutive service on the council shall preside.
8. Disorderly Conduct.
The presiding officer may call to order any person who is being disorderly by
speaking out of order or otherwise disrupting the proceedings, failing to be
germane, speaking longer than the allotted time or speaking vulgarities. Such
person shall be seated until the chair determines whether the person is in
If the person so engaged in presentation is called out of order, he or she shall
not be permitted to continue to speak at the same meeting except by special
leave of council. If the person shall continue to be disorderly and disrupt the
meeting, the chair may order the sergeant of arms to remove the person from the
meeting. No person shall be removed from a public meeting except for an actual
breach of peace committed at the meeting. (For purposes of council meetings the
city police officer on duty at the time of the meeting shall serve as the
sergeant of arms and be called to the meeting by the Clerk/Treasurer if his/her
services are needed.)
SECTION 3. Closed Meetings.
Closed meetings may be held only for the reasons authorized in the Open Meetings
2. Calling closed meetings.
At a regular or special meeting, the council, by a two-thirds roll call vote may
call a closed session under the conditions outlined in the Open Meetings Act.
The roll call vote and the purpose(s) for calling the closed meeting shall be
entered into the minutes of the public part of the meeting at which the vote is
3. Minutes of closed meetings.
The Clerk/Treasurer shall take a separate set of minutes at the closed session.
These minutes will be retained by the Clerk/Treasurer, shall not be available to
the public, and shall only be disclosed if required by a civil action, as
authorized by the Michigan Open Meetings Act. These minutes will be destroyed
one year and one day after approval of the minutes of the regular meeting at
which the closed session was approved.
SECTION 4. Discussion and voting.
1. Rules of parliamentary procedure.
The rules of parliamentary practice as contained in the latest edition of Robertís
Rules of Order shall govern the council in all cases to which they are
applicable, provided that they are not in conflict with these rules, city
ordinances or applicable state statutes.
The presiding officer shall preserve order and decorum and may speak to points
of order in preference to other council members. The presiding officer shall
decide all questions arising under this parliamentary authority, subject to
appeal and reversal by a majority of the council members present.
Any member may appeal to the council a ruling of the presiding officer. If the
appeal is seconded, the member making the appeal and the presiding officer may
briefly state the ruling. There shall be no debate on the appeal and no other
member shall participate in the discussion. The question shall be, "Shall
the decision of the presiding officer be sustained?" If 50% or more of the
members present vote "aye", the ruling of the presiding officer is
sustained; otherwise it is overruled.
2. Conduct of discussion.
During the council discussion and debate, no member
shall speak until recognized for that purpose by the presiding officer. After
such recognition, the member shall confine discussion to the question at hand
and to its merits and shall not be interrupted except by a point of order or
privilege raised by another member. All speakers, Council members and/or
visitors, should address their remarks to the presiding officer, limit
themselves to five (5) minutes on the subject, maintain a courteous tone and
avoid interjecting a personal note into the debate.
No member shall speak more than once on the same question unless every member
desiring to speak to that question shall have had the opportunity to do so.
The presiding officer, at his or her discretion and subject to the appeal
process mentioned in Section 4.1, may permit any person to address the council
during its deliberations.
3. Ordinances and resolutions.
No ordinance shall relate to more than one subject, and that subject shall be
clearly stated in its title. All ordinances are subject to the procedures of the
Charter of the City of Crystal Falls, Section 2.12.
A vote on all ordinances and resolutions shall be taken by a roll call vote and
entered in the minutes unless it is a unanimous vote. If the vote is unanimous,
it shall be necessary only to so state in the minutes.
4. Duty to vote.
Election to a deliberative body carries with it the obligation to vote. Council
members present at a council meeting shall vote on every matter before the body,
unless otherwise excused or prohibited from voting by law. A council member who
is present and abstains or does not respond to a roll call vote shall be so
recorded, unless otherwise excused or prohibited by law from voting.
Conflict of interest, as defined by law, shall be the sole reason for a member
to abstain from voting. The opinion of the city attorney shall be binding on the
council with respect to the existence of a conflict of interest. A vote may be
tabled, if necessary, to obtain the opinion of the city attorney.
The right to vote is limited to the members of the council present at the time
the vote is taken. Voting by proxy or by telephone is not permitted.
All votes must be held and determined in public; no secret ballots are