Source: https://ecode360.com/15429651
Timestamp: 2019-04-18 14:55:46+00:00

Document:
§ 2-21 Record of ordinances kept by City Clerk in book.
§ 2-36 Roberts Rules of Order.
§ 2-38 Regular meetings of the Common Council; meeting time and place.
§ 2-40 Regular meetings; order of business.
§ 2-42 Subcommittees and boards.
§ 2-45 Committee of the Common Council as a whole.
§ 2-46 Referral to committees; proposed legislation (PL).
§ 2-47 Committees in general.
§ 2-49 Request for the floor.
§ 2-50 Motions and their precedence.
§ 2-51 Rules for debate.
§ 2-53 Resolutions approving payment of audited bills, inquiries concerning bills.
§ 2-54 Resolutions involving the expenditure of money.
§ 2-55 Roll call vote and voice vote procedure.
§ 2-57 Filing reports, resolutions, ordinances, etc.; prefiling deadline; suspension of the rule.
§ 2-58 Filing miscellaneous communications.
§ 2-59 Delivery of Council agenda.
§ 2-60 Non-Council members comment/input at regularly schedules meeting of the Common Council.
§ 2-61 Sergeant at Arms.
§ 2-62 Suspending or rescinding Council rules.
§ 2-64 Permits granted at work sessions.
§ 2-66 Journal clerk; City Clerk.
Sec. 2-21 Record of ordinances kept by City Clerk in book.
Sec. 2-36 Roberts Rules of Order.
Sec. 2-38 Regular meetings of the Common Council; meeting time and place.
Sec. 2-40 Regular meetings; order of business.
Sec. 2-42 Subcommittees and boards.
Sec. 2-45 Committee of the Common Council as a whole.
Sec. 2-46 Referral to committees; proposed legislation (PL).
Sec. 2-47 Committees in general.
Sec. 2-49 Request for the floor.
Sec. 2-50 Motions and their precedence.
Sec. 2-51 Rules for debate.
Sec. 2-53 Resolutions approving payment of audited bills, inquiries concerning bills.
Sec. 2-54 Resolutions involving the expenditure of money.
Sec. 2-55 Roll call vote and voice vote procedure.
Sec. 2-57 Filing reports, resolutions, ordinances, etc.; prefiling deadline; suspension of the rule.
Sec. 2-58 Filing miscellaneous communications.
Sec. 2-59 Delivery of Council agenda.
Sec. 2-60 Non-Council members comment/input at regularly schedules meeting of the Common Council.
Sec. 2-61 Sergeant at Arms.
Sec. 2-62 Suspending or rescinding Council rules.
Sec. 2-64 Permits granted at work sessions.
Sec. 2-66 Journal clerk; City Clerk.
All ordinances passed by the Common Council shall be recorded by the City Clerk in a proper book, with indexes. The originals shall be filed in the City Clerk's office, and due proof of the publication of all ordinances requiring publication, by the certificate of the publisher or printer, shall be procured by the Clerk, attached thereto, or written and attested upon the face of the record of such ordinance.
Editor's note—Res. No. 11-94, adopted March 8, 1994, amended Div. 2, in its entirety, to read as herein set out in §§ 2-36—2-66. Prior to inclusion of said resolution, Div. 2 pertained to similar subject matter. See the Code Comparative Table.
On all points of order not governed by these rules, the general rules of parliamentary practice as outlined in Robert's Rules of Order, Revised, shall be referred to for guidance. The City Attorney shall be the parliamentarian for the City.
The organizational meeting of the Common Council shall be held at the first meeting of the Common Council in each year. The incumbent Mayor shall call the first meeting to order and the first order of business shall be the Mayor's state of the City message.
At the organizational meeting of the Common Council the members shall elect a President of the Common Council.
Regular meetings of the Common Council shall be held in the Council Chambers, Municipal Building, on the second and fourth Tuesday of each month to proceed after the Committee of the Whole. The Common Council shall hold regular meeting s at least twice in each month. At any regularly scheduled meeting attended by 2/3 of the Aldermen in office, the Council may, by majority vote, set the time and place of the next regularly scheduled meeting. When such Council vote is taken, the following regular meeting shall be held at that time and place stated and the succeeding meetings shall be as otherwise provided by this rule.
Enclosing written notice in a securely postpaid wrapper directed to each member at his post office address or place of residence at least five days prior to the special meeting.
The President of the Common Council shall appoint the chairman and members of all standing committees. All standing committees shall be appointed for one year. No person shall continue to serve as a committee member after ceasing to be a member of the Common Council.
Standing committee chairmen; voting. Chairmen of the standing committee shall have a vote on all matters considered by their committee.
Regular standing committee meetings. The Common Council shall establish a standing meeting night for each committee.
Called meetings. The following may call committee meetings: The Mayor; the President of the Council; the chairman of the committee; or two members of the committee. Meetings of the standing committees may be called upon 24 hours' notice by notifying each committee member of the meeting either by telephone or in writing, advising the time and place of the meeting.
Subcommittees may be appointed by the President of the Common Council as deemed appropriate. Unless otherwise provided, subcommittee appointments shall be for a term of one year.
Special committees may be authorized at any legal meeting of the Common Council. They shall be appointed by the Mayor with the consent of the Common Council. Any resolution creating any special committee shall specify the powers and duties of the committee and the number of its members.
Advisory committees may be authorized by resolution. Members of such committee shall be appointed by the Mayor with the consent of the Common Council. Members of the public may be appointed to serve on advisory and special purpose committees. Any resolution creating an advisory committee shall specify the powers and duties of the committee and the number of its members.
In order to consider a matter by the Common Council as a whole the Common Council may resolve itself in to a committee of the whole on any subject before it. The rules of the Common Council shall be observed by this committee insofar as they are applicable, except that the number of times a member may speak shall not be limited.
To the Mayor for administrative action unless otherwise ordered by the Common Council by a majority vote.
Initiation of new legislative matters. All legislation shall be initiated by the submission to the Common Council President the proposed legislation. The proposed legislation shall be prepared, signed and submitted by a Common Council member or the Mayor and shall contain a general summary of the proposed legislation. The PL shall be numbered and referred to committee at the next regular meeting or work session of the Common Council.
Referral of proposed legislation. All PL's must be turned in to the journal clerk prior to 12:00 noon Thursday prior to any regular session or work session of the Common Council in order to be referred at the Tuesday meeting.
Committee adjournment. No committee meeting shall be adjourned until announced by the chair of the committee after majority vote of the members present.
Committee quorum. Action on any matter properly before any committee shall be taken only while a majority of the committee is present and in session. If the Common Council President is in attendance at a committee meeting he shall be counted for the purpose of establishing a quorum if necessary. In such event, the Common Council President shall have a vote as if a member of such committee.
Committee vacancy. Any vacancy on a committee shall be filled by the Common Council President without delay.
Committee minutes. Each committee chair shall be responsible for assuring minutes of his or her committee are kept. The minutes shall contain a brief summary of the business conducted by the committee, together with a record of the decisions made by the committee as well as the time, place and persons present and any other pertinent information. The minutes of committee meetings shall be filed with the journal clerk within one week after each meeting.
Committee member attendance. The committee chair must report to the President of the Common Council all situations where a members's attendance at regularly scheduled meetings in the preceding six-month period falls below 75%. The Common Council President shall thereupon remove such member from the committee unless the member shall demonstrate extenuating circumstance to the committee which shall by majority vote request the Common Council not remove such member.
Committee meetings open to public. All committee meetings shall be open and subject [to] the provisions of Article 7 of the Public Officers Law. Should a committee desire to go into executive session it shall comply with Article 7 of the Public Officers Law and the provisions governing executive sessions contained in this division (see section 2-107).
Committee minute book. It shall be the duty of the City Clerk to provide each committee chairman with an appropriate permanent minute book. This book shall remain the property of the City of Olean and shall be kept by the journal clerk. The minute book shall be surrendered to the City Clerk upon the expiration of the chairman's tenure in committee office. It shall be the duty of each committee chairman to assure that appropriate written records in the prescribed format of each committee meeting and of all committee acts and discussions. The Mayor or any member of the Common Council may inspect the minute books of the committees created under this rule.
Who may speak. Only the Mayor, the sponsor, the cosponsor, committee members or department head(s) concerned with a question may address any question during a committee session unless the committee chairman shall otherwise direct.
Formal report to Council. All legislation and other matters referred to committee shall be formally reported on by the committee with recommendation, including majority and minority report, if applicable, or status, with reason for delay within 45 days of referral.
The Common Council President shall be the presiding officer for regular and special meetings of the Common Council.
In the event of the temporary absence of the Common Council President, the Common Council shall designate by majority vote a member to act as presiding officer. In the event of the failure of the Common Council to designate a presiding officer by majority vote, the parliamentarian shall act as chairman pro term to appoint the presiding officer.
In the event of a permanent vacancy for the position of Common Council President, the Common Council, after all Council vacancies having been filled, shall elect a President of the Common Council until the next organizational meeting of the Common Council.
In the absence of the Common Council President from other than a regular or special meeting (for example, a work session or a hearing), the President may designate a member of the Common Council to act as presiding officer for such meeting.
The presiding officer for regular or special meetings of the Common Council, work sessions of the Common Council, or committee meetings shall preserve order and decorum. He or she shall decide questions of order subject to appeal.
A member desiring the floor during a regular or called meeting of the Common Council shall request the chair for the privilege. When two or more persons seek the floor, the presiding officer shall designate the member who is to speak. The member designated by the chair shall address himself or herself to the Council, confining his or her remarks only to those questions under debate and avoiding personalities or extraneous matters. Those deviating from this rule will be called to order and the privilege of the floor may be withdrawn by the presiding officer.
Motion to lay on the table.
Motion to call the question (for the previous question).
Motion to limit or to extend limits of debate.
Motion to postpone to a certain time.
Motion to commit or refer.
Debate. No debate shall be in order until the pending question has been stated by the chair.
Questions. If any question being debated contains several distinct propositions, the same shall be divided by the chair at the request of any member, to the end that a vote may be taken on each proposition.
Priority of business. All questions relating to the priority of business (the priority of one question or subject matter over another) shall be decided by the chair without debate.
[Defined.] The term resolution shall mean a formal proposed action, in writing.
Numbering. The journal clerk upon receipt of a resolution to be referred to the Common Council for vote shall assign a number. All resolutions shall be numbered in chronological order as received by the journal clerk and shall retain the same number permanently. All resolutions shall be considered and referred to by number in any discussion or action taken by Council.
Prior approval by City Attorney. All resolutions shall be approved by the City Attorney as to form prior to vote on the resolution by any committee or the Common Council if the matter is not referred to committee. The City Attorney shall indicate approval as to form of the resolution by initialling the original copy of the resolution.
Sponsorship. All resolutions shall contain the name of its sponsor and cosponsor and a short title setting forth the purpose of the proposed action. Committee chairmen are responsible to assure that all resolutions recommended for action by the committee have sponsorship. Resolutions without sponsorship shall not be placed on the Common Council agenda.
Submission deadline. All resolutions must be tuned in to the journal clerk prior to 12:00 noon Thursday prior to any regular session of the Common Council in order to be on the agenda at the Thursday meeting.
Termination of resolutions. All resolutions in committee or reported on by committee and not acted on by committee or the Common Council shall die and the same shall not hold over in the year of reorganization.
On auditing bills or accounts against the City, a roll call vote shall be taken and a record kept on the same. Questions regarding specific bills may be directed to responsible City officials on the floor of the Council meeting by Common Council members only in accordance with the following rule: Barring extraordinary circumstances, and so a City official may prepare a timely response, inquiries concerning bills shall be communicated by Council members to the approving City official prior to noon on the day the Common Council meeting which will approve the bill.
For the expenditure of a sum of less than $100 (i.e., a placement of block ad to communicate to the public).
Upon any other question before the Common Council upon request of any member.
For any action in which the Mayor or any member of the Common Council requests that there be a roll call vote.
Minutes of the previous meeting shall not be read, unless requested by any Common Council member, by motion duly made, seconded and adopted by majority vote. The official minutes shall be taken by the journal clerk in summary form, shall be signed by the City Clerk and Common Council President, and retained by the City Clerk as permanent record of the affairs of the City.
All committee reports, proposed resolutions, ordinance or any matter requiring Council action by vote shall be in writing and shall be filed with the journal clerk on or before noon on the Thursday preceding each regularly scheduled meeting. No resolution, ordinance, report or other matter may be considered by the Common Council at any regularly scheduled meeting unless properly prefiled, or unless by act of the Common Council by two-thirds-vote shall suspend this rule.
All miscellaneous communications and petitions shall be filed with the journal clerk on or before noon on the Thursday preceding each regularly scheduled meeting. The Common Council shall not consider any miscellaneous communications or petitions unless duly filed with the City Clerk. The Mayor or Common Council President may, however, introduce any letter, communication or notice which shall not be required to be pre-filed with the journal clerk.
It shall be the duty of the City Clerk to prepare and cause to be delivered to the Olean Police Department for pick up by each Alderman, a list of all matters filed in his office for consideration at any regularly scheduled meeting, on the Friday preceding each regularly scheduled meeting.
Any person not a member of the Common Council who desires the privilege of the floor shall at a regular or special meeting of the Common Council shall request recognized by the presiding officer during the "public comment/input" portion of the meeting. The presiding officer, in his discretion, may grant the privilege of the floor to the person desiring the same. Any person securing the floor shall give his name and address and briefly state his purpose. He shall address his remarks to such issue(s) however shall not discuss personalities. The time limit for any such remarks shall be five minutes unless the Common Council after majority vote thereon, raised by point of order from the floor, extends the limit that such person may be allowed in addressing the Common Council. Any such vote shall specify the length of such extension.
The Chief of Police, or acting Chief of Police of the City of Olean shall be ex officio Sergeant at Arms of the Common Council.
No rule of the Common Council or procedure established by this division shall be suspended or rescinded except by act of the Common Council in which 2/3 of all members present shall vote favorably.
Smoking of cigarettes, cigars or pipes shall be prohibited during regular and special meetings of the Common Council or during any work session, committee or subcommittee meeting.
Editor’s Note: Former Subsection (1), regarding curb cuts, was repealed 2-9-2016 by Res. No. 05-16.
Such other type of permit request in which 2/3 of all members of the Common Council (i.e. five votes) shall agree to consider at such work session.
In the event there are not sufficient votes to grant a permit during the work session the matter shall be referred for action at a regular session of the Council.
Any permit granted by the Common Council at a work session shall be subject to conditions established by the Mayor, Common Council, committee, and/or department head(s) involved. Granting of permits pursuant to this section shall be strictly limited to the matters provided for by this section. For each matter acted upon by the Common Council, the Common Council President shall make explicit record of the motion, its sponsor, its second and the votes of each member thereon.
The rule is not intended to bypass committee review, if appropriate, and should be utilized only in unusual circumstances. All such permits granted pursuant to this section shall be read as a report at the next regular session of the Common Council.
[Generally.] All meetings of the Common Council, whether in regular session or work session are covered by the Open Meetings Law as contained in Article 7 of the Public Officers Law of the State of New York. In addition, all meetings of any of the committees of the Common Council are subject to the Open Meetings Law.
By means of posting notice of the meeting at least 72 hours in advance.
Must be posted a reasonable time prior to the meeting.
Executive sessions may only be entered into as part of an open meeting. A motion must be made, during an open meeting, to enter into an executive session. The person making the motion must specify the subject area which qualifies for executive session and the motion must be carried by a majority vote of the total membership of the body.
The proposed acquisition, sale or lease of real property or the proposed acquisition or securities, or sale or exchange or securities held by a public body, but only when publicity would substantially affect the value thereof.
The Common Council or any committee of the Common Council may vote in executive session on any of the above-noted issues, however, no vote shall be permitted on any appropriation of public funds while in executive session.
Minutes. Minutes of executive session must be kept. Executive session minutes need not contain the contents of discussion, but must include a record or summary (including the date and vote) of any final determination. If no determination is made, there need not be minutes. Executive session minutes must be available to the public within one week of the meeting. The executive session minutes may be taken by a member of the Common Council or the body may choose to allow a clerk to be present to take minutes.
The journal clerk [shall be] responsible for day to day management of the legislative system as provided by these rules.
The City Clerk shall record all votes and shall permanently retain all correspondence, local laws, resolutions, memorandum, committee minutes, and Common Council minutes. The City Clerk shall certify all minutes of regular meetings of the Common Council.

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