No one wants to see his city portrayed unfavorably in the media. Too often, however, council dysfunction is a contributing factor to the negative headline, damaging social media post or critical lead story on the nightly news.
Adopting comprehensive rules of procedure/order and consistently enforcing the rules are the foundation for building a highly functioning council that conducts the public's business efficiently and effectively. They can also help elected officials understand and operate within the scope of their respective roles and responsibilities.
In fact implementing effective rules of procedure may be the single most important policy decision a council makes because it can affect the outcome of all other policy decisions.
Regardless of the form of government, state law requires all municipalities adopt rules of procedure by ordinance of council.
Effective rules of procedure address critical issues such as defining a quorum, who is authorized to call special council meetings, how items are placed on a council meeting agenda, order of business and voting requirements.
The rules should cover specifics such as how to make a motion, how to amend a motion and the order motions are considered. Other significant issues such as time limits on debate, appeals of the presiding officer's rulings, council conduct and appearance of individuals before council should also be addressed.
Local rules of procedure are designed to address processes distinctive to municipal council meetings as required by local or state law and issues unique to the municipality's form of government. To deal with specific applications such as motions, debate, votes, appeals and more detailed rules, councils often adopt by reference Roberts Rules of Order to supplement local rules. The order of application should always be state law, then local rules followed by Roberts Rules.
Beyond ensuring order and efficiency, rules of procedure provide for impartiality and fairness for all members of council. The rules should ensure that all members have an equal right to have their voices heard during council meetings.
Waiting until there is a problem to adopt or enforce rules of procedure may be too late. Clear, easy-to-understand rules are essential. Officials should review their city's rules of procedure for clarity and simplicity. If they lack either, council should consider amending its rules so they are more effective.
Because of their importance, adopting and enforcing effective rules of procedure have been a major area of focus for the Municipal Association. In 2015, staff will update the Association's model rules of procedure and tailor them specifically for each of the three forms of municipal government.
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