2022-070 Resolution Amending Legislative Policy Manual Chapter 2Legislative Policy Manual -- Chapter 2-C 1
POLICY 2-C
CITY COUNCIL MEETINGS
1. PURPOSE
1.01 The purpose of this policy is to establish guidelines for setting the schedule, agenda
management, public comment and staff attendance at City Council meetings.
1.02 The policy encourages public engagement during the decision-making processes and
provides a framework for avoiding significant days of religious observance that may
preclude participation. The City acknowledges that it is not possible to recognize all days
of religious observance without significantly impacting the City's ability to conduct
business or restricting participation by holding multiple public meetings at the same time.
2. MEETINGSSETTING MEETING SCHEDULES
2.01 Regular scheduled meetings of the City Council are on the first and third Tuesday of each
month.City Council regular meetings are scheduled monthly for the first, second and third
Tuesday.
2.02 City Council Work Sessions are scheduled for the second Tuesday of each month. During
Work Sessions items are discussed but not voted on until a future regular meeting.
2.03 City Council meetings and Work Sessions may be scheduled on other days, by vote of the
Council, if the regular meeting conflicts with elections, holidays, or due to lack of quorum.
Prior to the start of a new year, the City Clerk will develop a calendar and identify any
conflicts with regularly–scheduled meetings. Conflicts may include elections, state
recognized holidays, religious and cultural observances, conferences or lack of quorum.
2.04 In addition to holidays on which the city offices are closed, City Council and
board/commission meetings will not be scheduled on the following days of religious and
cultural observance that include significant work restrictions:
• Good Friday (Christian)
• Christmas Eve (Christian)
• Evening before and day of Yom Kippur (Jewish)
• Evening before and two days of Rosh Hashanah (Jewish)
• Evening before and first two days of Passover (Jewish)
• Eid al Fitr (Muslim)
• Eid al Adha (Muslim)
• The third day of Diwali (Hindu)
• Juneteenth (June 19)
• Indigenous People’s Day
2.05 When a scheduling conflict exists, the City Clerk will identify an alternative date. The City
Council and Boards/Commissions will review meeting date changes prior to publishing the
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calendar.
2.06 Special meetings called for emergency purposes would be exempt from these restrictions.
City staff and committee /working group chairs are also encouraged to avoid scheduling
public meetings or other forums on these dates.
3. CITY COUNCIL AGENDA MANAGEMENT
3.01 The City Council agenda is assembled by the City Manager's office.
3.02 Council Agendas are distributed to the City Council on the Thursday prior to each Council
meeting and posted on the City’s website for public review.
4. PUBLIC COMMENT
4.01 The City Council offers members of the public the opportunity to comment on items of
public interest. This portion of the agenda is for issues that are not included on an agenda
or are not in the application process at City Hall.
4.02 No Council action should be expected during Public Comments, as the Council needs to
thoroughly study all proposals or requests not of a routine nature.
4.02 To make public comment before the City Council the request should be made on the form
provided in the Council Chambers. The form requires a brief summary of the issue or
topic to be addressed.
4.03 Individuals have three minutes to speak and are asked to provide their name and address
for the official record.
4.04 Comments that are abusive, vulgar, offensive, racist, threatening or harassing, personal
attacks of any kind, or offensive terms that target specific individuals or groups will not be
tolerated.
4.04 Public Comment is not solicited at Work Session meetings.
5. STAFF ATTENDANCE AT CITY COUNCIL MEETINGS
5.01 Generally, it is not necessary for division and department directors to attend City Council
meetings unless an item appears on the agenda which may require specific, detailed
explanation from a departmental representative or unless requested to attend by the City
Manager. When attending a Council meeting, the division or department director should
look to the City Manager for guidance as to when to respond to questions or to volunteer
information. The City Manager always has the option of "fielding" any question from a
member of the City Council.
5.02 No employee shall bring any official business before the City Council without the express
permission of their department director. No department director shall grant this permission
or discuss a problem themselves with the City Council without the City Manager's
approval. Unanticipated items or emergency matters must also be discussed with the City
Manager before presentation or discussion with the City Council.
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Established 8/18/87
Revised 6/20/2022
City of Hopkins