Anatomy of a city council meeting

Anatomy of a city council meeting

Saturday, 07 July 2007

Agenda: Understanding the process of a city council meeting

The cities of Pflugerville and Round Rock are required by city charter to hold two regular meetings each month.

The Pflugerville City Council has six elected members: the mayor and five council members. It meets the second and fourth Tuesday of the month at 7:30 p.m. at 100 E. Main St., Ste. 500, Pflugerville.

The Round Rock City Council has seven elected members: the mayor and six council members. It meets the second and fourth Thursday of each month at 7 p.m. in the Council Chambers, 221 E. Main Ave., Round Rock.

The Open Meetings Act requires the council to conduct an open meeting when a quorum – at least three members, excluding the mayor in Pflugerville, and four members in Round Rock – of the council is present for the purpose of discussing public business. Open meetings must be publicly posted and items not appearing on the agenda will not be discussed. Minutes of the meeting are kept by the city secretary.

The mayor has the ability to change the order of the agenda with the approval of all the council members.

Order of events at a typical city council meeting

• Call to order by the mayor.
• Quorum verified.
• The meeting is declared open by a motion from the mayor.
• United States and Texas pledges of allegiance. Not all cities recite the Texas pledge.
• Citizen communications — Citizens are allowed to address the council. In order to speak, citizens must put in a request with the city secretary. At the meeting there are citizen communication forms.
• Mayor and city council opening comments — A time for the mayor and city council to update each other on things going on in the community and in their own business.
• City manager’s report — An update on current activities and projects.
  • Presentations-At this point, the mayor may present awards or issue proclamations.
• Consent agenda — Items that will not require a public hearing, or it is the second reading of an ordinance. These items are voted on together under one vote unless the mayor or a council member wants to remove an item.
  • Approval of city council minutes from previous meetings; receipt of board and commission minutes; planning and zoning commission minutes; community development corporation minutes; any other action items.
• Public hearings — Citizens given an opportunity to provide input on items under consideration.
• Regular agenda— Items on which a consensus has not been reached.
  • Discussion and possible action by the council.
• Executive session — A closed meeting or session. The council may meet to discuss specific personnel matters, certain consultations with its attorney, the value or transfer of real property, security personnel or devices, a prospective gift or donation to the city, tests that the governing body conducts for purposes of licensing, certain economic development matters, certain competitive matters relating to a city-owned electric or gas utility for which the city council is the governing body or certain information relating to the subject of emergencies and disasters.
• Open meeting — Once the executive session is over, the council will reconvene into a general session. The council will then consider action on items discussed in executive session.
• Mayor and council closing comments.
• Adjournment.

Sources: www.roundrocktexas.gov/docs/cc_07_06_14agenda.pdf; www.cityofpflugerville.com; www.roundrocktexas.gov

City secretaries

Pflugerville City Secretary: Karen Thompson, 990-4363

Round Rock City Secretary: Christine Martinez, 218-5404

Frequently asked questions

Q: How does a citizen get an item on the city council agenda?

A: Typically, items are placed on the agenda by a city manager or a city department head. For a citizen to get an item on the agenda, he or she needs to take the concern or issue to the correct city department. Items brought to the council during citizen communication will be directed to the correct city department head, who will gather more information to give to the council or provide a solution to the issue.

Q: What is the role of the city commission, such as planning and zoning?

A: The board or commission will make recommendations based on its findings to the city council. All boards and commissions are appointed by the council.

Q: How many votes are required for an item to pass?

A: It takes at least four votes in Round Rock including the mayor; however in Pflugerville it takes three votes. The mayor is only allowed a vote to break a tie.

Q: How long may a citizen speak on an item?

A: The council has posted notices on the podium giving citizens three minutes to make their comments. In cases where multiple people are interested in speaking, the council will often strictly enforce this rule. In other circumstances, citizens may be given a little extra time to make their arguments.