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HomeMy WebLinkAboutCouncil Packet - 1/6/2020Council Work Session January 6, 2020 Time indicated below Harold E. Getty Council Chambers Roll Call. Approval of Agenda, as proposed or amended. 4:00 p.m. Discussion of FYE2021 property tax valuations. Submitted By: Michelle Weidner, Chief Financial Officer Approx. Discussion of ordinances with edits to Chapters 4 and 5 of Title 1, 4:20 p.m. Administration. Submitted By: Kelley Felchle, City Clerk ADJOURNMENT Kelley F ekhle City Clerk CITY OF WATERLOO Council Communication Discussion of FYE2021 property tax valuations. City Council Meeting: 1/6/2020 Prepared: 1/3/2020 REVIEWERS: Department Reviewer Action Date Finance Feichie, K. elley Approved. 1/3/20..., 4:19 P M ATTACHMENTS: Description Type P roperty Valuation Memo .F .B a.ckup M aterial Property VA:laden Charts B ackup M aterial SUBJECT: Submitted by: Recommended Action: Summary Statement: Expenditure Required: Source of Funds: Policy Issue: Alternative: Background Information: Discussion of FYE2021 property tax valuations. Submitted By: Michelle Weidner, Chief Financial Officer Alqyar QUENTIN HART If CL 1 FI0, )1,4 C " DP IR T KELLEY FELCI-ILE City Clerk M ICI [ELLE WEIDNER, CPA ChicjFinancial Oficer TO: Honorable Mayor Hart City Council Members DATE: January 2, 2020 COUNCIL FROM: Michelle Weidner, Chief Financial Officer MEMBERS ............. ...... RE: City of Waterloo Property Valuation Trends MARGARET KLEIN Nord JONATHAN GRIEDER Ward 2 PATRICK MORRISSEY Ward 3 JEROME AMOS, JR. Ward 4 RAY FRISS Nord 5 SHARON WON if 1- Large DAVE BOESEN !1-Large Dear Mayor Hart & City Council members, We received information from Black Hawk County regarding our property valuations as of January 1, 2019, which will be used to determine our property tax revenue for the budget year ending June 30, 2021. The City's total valuation increased $90,026,023 this year (2.26%), including properties located in TIF districts. That brings total valuation to $4,066,163,384, breaking the $4 billion mark and being the highest in Waterloo history. This total is subject to change based on properties that are under tax appeal. The State of Iowa reduced the rollback factor for residential properties for this tax year by 3.24% and for multi -residential property by 5%, resulting in a continued reduction of the portion of property that is taxable. That is the largest decline in the residential rollback since the fiscal year ended June 30, 2009. The multi -residential rollback has declined by a total of 20.83% since the property tax law changed. Taxable property valuation excluding TIF district property, decreased $18,640,281 to $2,333,982,545 (0.79%). Taxable property value for FYE21 is the second highest historical level, second only to FYE20. The residential rollback factor as set by the State of Iowa decreased this year from 56.9180% to 55.0743% (the rollback is the portion of a residential property's assessed value that is taxable). The 2012 changes in the property tax law created a 10% rollback factor for commercial and industrial property that results in only 90% of those assessed values being taxable for FYE2021. The new multi -residential category created under the state property tax reform law continues to negatively affect valuations. These properties were classified as commercial property for FYE2016, subject to a rollback of 90%. For FYE2021, they are subject to a rollback of 71.25%. This rollback will continue to decline over several years until multi -residential properties are subject to the residential rollback rate (meaning that a smaller portion of the property value will be taxable.) Waterloo has $73,899,408 in total assessed value that is categorized as multi -residential, a slight decrease of $1,032,268 from FYE20. WE'RE WORKING FOR YOU! An Equal Opportunity/Affirmative Action Employer Page 2 Another provision of the state property tax reform law established a state reimbursement (referred to as backfill or rollback replacement) for the commercial property rollback. At this time, we anticipate that the state will reimburse taxing bodies for approximately 78 — 80% of the full amount of tax revenue forfeited due to this change for the fiscal year ending June 30, 2021. The total amount to be paid by the state is frozen at the amount paid out in FYE2017. The portion that communities receive changes based upon their growth as compared to all other communities. We are assuming that the backfrll will not be removed from the state's budget. Excluding TIF, the City received $1,495,864 in rollback replacement funds during FYE19. We are on track to receive approximately $1,573,656 for FYE20, excluding TIF. For FYE2019, 62.01% of total valuation (excluding TIF) is taxable, compared to 63.71% for FYE2020 and 62.84% for FYE2019. This continuing decline is due to the change in the rollback factors. Several charts that graph the trends in valuation, excluding TIF, since the January 1, 2008 valuation date (used for FYE2010 budgets) are attached for your reference. Total property valuations have grown $474,291,824 (1.32% annual average growth) since FYE2011, while taxable property valuations have grown $228,697,598 (1.09% average annual growth). The portion of the City's total taxable property that is residential has increased from 52.81% to 61.46% over that ten-year period, due primarily to the addition of the corporate/industrial and multi -residential rollback factors. If you have any questions about the information presented, please contact me. 4,000,000,000 3,500,000,000 3,000,000,000 2,500,000,000 N Z ® 2,000,000,000 1,500,000,000 1,000,000,000 11 CITY OF WATERLOO TOTAL 100% ASSESSED PROPERTY VALUATION EXCLUDING TIF ASSESSMENT DATES JANUARY 1, 2009 THROUGH JANUARY 1, 2019 12 13 14 15 16 17 18 PROPERTY TYPE BY FISCAL YEAR 19 20 21 �- TOTAL VALUATION RESIDENTIAL COMMERCIAL INDUSTRIAL UTILITIES & R.R. +AG. LAND MULTIRESIDENTIAL 4,000,000,000 - 3,500,000,000 3,000,000,000 2,500,000,000 1- a 0 Q 2,000,000,000 1,500,000,000 1,000,000,000 500,000,000 CITY OF WATERLOO TOTAL AND TAXABLE PROPERTY VALUATION COMPARISON EXCLUDING TIF ASSESSMENT DATES JANUARY 1, 2009 THROUGH JANUARY 1, 2019 11 12 13 14 15 16 17 18 19 20 21 FISCAL YEAR TOTAL PROPERTY VALUATION TOTAL TAXABLE VALUATION 2,500,000,000 2,000,000,000 1,500,000,000 F- 0 a 1,000,000,000 500,000,000 CITY OF WATERLOO TAXABLE PROPERTY VALUATION EXCLUDING TIF ASSESSMENT DATES JANUARY 1, 2009 THROUGH JANUARY 1, 2019 TAXABLE VALUATION RESIDENTIAL COMMERICIAL MULTIRESIDENTIAL -X UTILITIES & R.R. A INDUSTRIAL 1 11 12 13 14 15 16 17 18 19 20 21 PROPERTY TYPE BY FISCAL YEAR 300,000,000 250,000,000 200,000,000 1- z ® 150,000,000 E Q 100,000,000 50,000,000 CITY OF WATERLOO T.I.F. PROPERTY VALUATION ASSESSMENT DATES JANUARY 1, 2009 THROUGH JANUARY 1, 2019 11 12 13 14 15 16 17 18 19 20 21 FISCAL YEAR +-T.I.F. VALUATION CITY OF WATERLOO Council Communication Discussion of ordinances with edits to Chapters 4 and 5 of Title 1, Administration. City Council Meeting: 1/6/2020 Prepared: 1/2/2020 REVIEWERS: Department Reviewer Clerk. Office Felchle, Kelley ATTACHMENTS: Description D Chapter 41a, o7rslira:rnce as p D Chapter 5, nice as p D Chapter 4... Edits SUBJECT: Submitted by: Recommended Action: Summary Statement: Expenditure Required: Source of Funds: Policy Issue: Alternative: Background Information: Action Date Approved. /2/2020 1:2 lla 1 Type Discussion of ordinances with edits to Chapters 4 and 5 of Title 1, Administration. Submitted By: Kelley Felchle, City Clerk Prepared by Kelley Felchle, City Clerk, City of Waterloo, 715 Mulberry Street, Waterloo, IA 50703, (319) 291-4323. ORDINANCE NO. XXXX AN ORDINANCE AMENDING THE CITY CODE OF THE CITY OF WATERLOO, IOWA, BY REPEALING CHAPTER 4, CITY COUNCIL, OF TITLE 1, ADMINISTRATION, IN ITS ENTIRETY AND ENACTING IN LIEU THEREOF A NEW CHAPTER 4, ROLES AND DECORUM OF ELECTED OFFICIALS, OF TITLE 1, ADMINISTRATION. BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF WATERLOO, IOWA, That Chapter 4, City Council, of Title 1, Administration is hereby repealed in its entirety, and a new Chapter 4, Roles and Decorum of Elected Officials, of Title 1, Administration, is enacted in lieu thereof as follows: CHAPTER 4 ROLES AND DECORUM OF ELECTED OFFICIALS 1-4-1: ROLE OF MAYOR AND COUNCIL: 1-4-2: COUNCIL MEMBER COMMUNICATIONS WITH CITY EMPLOYEES: 1-4-3: COUNCIL MEMBERS AND THE EMPLOYEE DISCIPLINARY PROCESS: 1-4-4: COUNCIL MEETING DECORUM: 1-4-5: SPEAKING DURING PUBLIC MEETINGS: 1-4-1: ROLE OF MAYOR AND COUNCIL: A. Mayor: The mayor is the chief executive officer of the city, head of the executive branch of the city, ceremonial head of the City and, when present at a council meeting, is presiding officer of the council. As head of the executive branch of the city, the mayor oversees the daily administration of the city by supervising and directing all city employees and departments. The mayor shall recommend the appointment of department heads with the consent of council. B. Council: city council is the legislative body of the city and exercises its powers and duties as a quorum of council members during open meetings. Council is responsible for enacting laws and setting policy by which the city takes action. 1-4-2: COUNCIL MEMBER COMMUNICATIONS WITH CITY EMPLOYEES: A. Council members shall refrain from becoming directly involved in the administrative activities and daily responsibilities of employees. Council members may make inquiries of department heads or their designee, for the limited, legitimate purpose of informing themselves regarding agenda items or important affairs of an immediate and urgent nature. The mayor may choose to establish formal procedure for council -department head interaction and department head support of council committees. Council members may fully and freely discuss with the mayor anything pertaining to city affairs. B. City Council shall avoid situations that can result in city employees being directed, intentionally or unintentionally, by one or more members of the council. While council member interaction with the city's employees is unavoidable, giving direction in regard to other city employees, duties, working conditions, supervisors, etc., is discouraged. If an employee voices a concern or complaint with them, council members may listen to such concerns and complaints, and shall then refer any such complaints back to the mayor, or if the mayor is involved in the matter, to the human resources director, for follow up and action if needed. Council members may remind the city's employees that they have a number of resources at their disposal to address employment issues if needed, including the employee handbook, or following the grievance procedures set forth in their collective bargaining agreement in the case of a union employee. This section shall not be construed as prohibiting or discouraging employees from reporting criminal acts or serious acts of personal misconduct that violate the employee handbook. C. In situations in which an employee approaches a council member and the communication does not involve a complaint or concern with regard to other city employees, duties, working conditions, supervisors, or other terms of employment, council members may freely speak with the employee. 1-4-3: COUNCIL MEMBERS AND THE EMPLOYEE DISCIPLINARY PROCESS: A. Council members shall not become involved in disciplinary matters and the disciplinary or investigative process except where adopted city policy or state law may allow such participation. B. Council members shall operate within the city's established chain of command The established chain of command requires the mayor, department heads, managers, and supervisors to oversee and direct their workforce on behalf of the city. The human resources director and mayor are required to ensure city policies are consistently applied across all departments. This is to avoid inconsistent or political influences in the investigative or disciplinary process, which may lead to arbitration, civil service proceedings, or litigation. 1-4-4: COUNCIL MEETING DECORUM: A. The presiding officer shall preserve order and decorum, prevent attacks on personalities and the impugning of members' motives, confine members in deliberation and debate to the question under discussion, and decide all questions of order. B. Every member of the public and every council member desiring to speak shall address the presiding officer, only upon recognition by the presiding officer, and shall confine comments to the question under debate, avoiding inappropriate language and personal attacks. 1-4-5: SPEAKING DURING PUBLIC MEETINGS: A. When two or more council members address the presiding officer at once, the presiding officer shall name the member who is to speak. Council members shall refrain from discourse while another member or the presiding officer is speaking. Cell phone and email use shall be limited during any city council meeting. Exceptions may be granted at the discretion of the presiding officer. B. Council members shall only speak once until each member choosing to speak shall have spoken. C. Council members shall only have the floor for a maximum of three minutes each time they have the floor. Council members may request time in addition to the allotted three minutes. Such requests for additional time shall be made to the presiding officer and granted at the presiding officer's discretion. D. The presiding officer may make a call to order if a council member violates rules of decorum, and upon such a call, the council member shall immediately cease speaking. The council member may appeal to the presiding officer for an opportunity to explain the remarks. If no appeal is made, the decision of the presiding officer shall be conclusive, but if the member shall appeal from the decision of the presiding officer, the council shall decide the question without debate by majority vote. BE IT FURTHER ORDAINED BY THE CITY COUNCIL OF THE CITY OF WATERLOO, IOWA, that this ordinance shall not become effective until the 1st day of June, 2020. INTRODUCED: PASSED 1 st CONSIDER ATION: PASSED 2nd CONSIDERATION: PASSED 3rd CONSIDERATION: PASSED AND ADOPTED this th day of 20_ ATTEST: Kelley Felchle City Clerk Quentin Hart, Mayor Prepared by Kelley Felchle, City Clerk, City of Waterloo, 715 Mulberry Street, Waterloo, IA 50703, (319) 291-4323. ORDINANCE NO. XXXX AN ORDINANCE AMENDING THE CODE OF ORDINANCES OF THE CITY OF WATERLOO, IOWA, BY REPEALING CHAPTER 5, MUNICIPAL OFFICIALS, OF TITLE 1, ADMINISTRATION, IN ITS ENTIRETY AND ENACTING IN LIEU THEREOF A NEW CHAPTER 5, MEETINGS AND AGENDAS, OF TITLE 1, ADMINISTRATION. BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF WATERLOO, IOWA, That Chapter 5, Municipal Officials, of Title 1, Administration, is hereby repealed in its entirety, and a new Chapter 5, Meetings and Agendas, of Title 1, Administration, is enacted in lieu thereof, as follows: TITLE 1 CHAPTER 5 MEETINGS AND AGENDAS 1-5-1: QUORUM: 1-5-2: METHOD OF KEEPING MINUTES: 1-5-3: ORDER OF SEATING: 1-5-4: MEETINGS: 1-5-5: STANDING COMMITTEES OF COUNCIL: 1-5-6: SPECIAL COMMITTEES: 1-5-7: COUNCIL MEMBER ABSENCE: 1-5-8: COUNCIL PARTICIPATION VIA TELEPHONE: 1-5-9: ORDER OF BUSINESS FOR REGULAR MEETINGS: 1-5-10: AFFIRMATIVE MOTIONS 1-5-11: PLACING ITEMS ON THE AGENDA: 1-5-1: QUORUM: A majority of the whole number of members of the council to which the city is entitled shall be necessary to constitute a quorum. The number of members needed for a quorum of the city council is four (4). Less than a quorum may adjourn and compel the attendance of members. 1-5-2: METHOD OF KEEPING MINUTES: A. Minutes of all meetings shall be maintained by the city clerk as a permanent record. A record shall be made of the names and addresses of persons addressing council and a summary of their remarks. Minutes shall be available for viewing by any member of the public during nonnal city hall business hours as soon as the minutes of the meeting are complete. Minutes shall be made available no later than the close of business on the Friday prior to the next regular council meeting. B. Council members shall notify the city clerk prior to the start of the meeting if a correction to the previous meeting's minutes is suggested to allow the city clerk time to verify that such a correction is required. 1-5-3: ORDER OF SEATING: Council members shall occupy the respective seats in the council chambers assigned to them by the mayor. Ordinance No. XXXX Page 2 1-5-4: MEETINGS: A. Regular Meetings: Regular meetings of the city council shall be held on the first four Mondays of each month at the council chambers in the city hall at five thirty o'clock (5:30) P.M., or at such other designated place other than the council chambers pursuant to Subsection D of this section; however, when a meeting date falls on a day designated by the city as a holiday, then the regular meeting shall be held on the following evening at five thirty o'clock (5:30) P.M. in the council chambers at the city hall, or at such other designated place other than the council chambers. The city council may adjourn a regular meeting to any date it may deem proper. B. Special Meetings: Special meetings of the city council may be called by the mayor or by any four (4) council members, by serving a written notice of the special meeting to the city clerk not less than 72 hours prior to the meeting. Only such business may be transacted at a special meeting as is mentioned or referred to in the notice of the meeting. Special meetings shall be held in the council chambers, unless the council by resolution designates a different place of meeting. Notice of such change of meeting place shall be given to the public by publication. The city clerk shall deliver notice of the meeting to council members via email and to their city - issued mailbox no later than 24 hours prior to the meeting. Every attempt shall be made to confirm council members are in receipt of the notice of special meeting and are aware that said meeting is to take place. C. Work Session: Work session meetings of the city council may be held on the same day as a regular session meeting to review matters which are expected to come before city council for formal action at a regular meeting or otherwise need study and advance consideration. Items to be considered shall be listed on the agenda and shall state the approximate start time for each item following the first. Council recommendations for future action, when necessary, shall be made in the form of a motion and approved by a majority vote. Motions made during work sessions shall be limited to recommendations for further study, placing a topic on a regular or special session agenda for a vote, to cease further action, or to delay discussing a topic until a certain date. Motions made during work sessions shall not bind council members to vote in favor or against an item on a regular or special session agenda. D. Change of Location: Regular, special, or work session meetings of the city council may be held at such other designated place other than the council chambers in the city hall as the city council may deem advisable; provided, however, such designation of a meeting place other than the council chambers in the city hall shall be by city council resolution. Notice of such change of meeting place shall be given to the public by publication as provided by Iowa Code section 362.3. 1-5-5: STANDING COMMITTEES OF COUNCIL: The mayor may create and appoint no fewer than three council members to standing committees of the council. Committee members shall be appointed at the first meeting in January or at the time a vacancy occurs. A chair shall be selected from the members of the committee. Nothing shall preclude the council from acting as deemed necessary without the input of a committee in the case of an emergency to appropriately and properly conduct the business of the city. Each of the following committees shall specifically be assigned the following responsibilities and other duties as deemed appropriate: 1. Finance Committee: This committee shall review travel requests, budget line item amendments, expenditure pre -authorizations, and refund requests for sanitation services in accordance with city finance policies and procedures. The committee shall meet prior to each regular session. 1-5-6: SPECIAL COMMITTEES: A. The mayor or a quorum of the council may appoint members to temporary advisory or ad hoc committees consisting of council members, staff, and/or private citizens, as deemed desirable and Ordinance No. XXXX Page 3 necessary to assist and advise the mayor or council. Members of council -appointed committees shall abide by Iowa Open Meeting Laws. B. The special committee shall prepare and deliver a final report of its findings to the Mayor if created by the Mayor or Council if created by the Council. The special committee shall be considered discharged upon delivery of the final report. 1-5-7: COUNCIL MEMBER ABSENCE: Council members who are unable to attend a scheduled meeting may notify the mayor and city clerk prior to the meeting. 1-5-8: COUNCIL PARTICIPATION VIA TELEPHONE: A Council member who is physically unable to attend a meeting may participate via telephone. They shall provide a reliable telephone number, a quiet environment, join the meeting by 5:30 p.m., and attempt to remain on the phone for the entire meeting. 1-5-9: ORDER OF BUSINESS FOR REGULAR MEETINGS: A. Business for a regular meeting may be ordered as follows: Roll Call Invocation or Moment of Silence Pledge of Allegiance Approval of Agenda, as proposed or amended Approval of Minutes of the previous meeting Presentations or Recognitions Public comment Consent Agenda (The Consent Agenda is reserved for routine resolutions and motions, acted upon by roll call vote on a single motion without separate discussion. Council shall either vote yea or nay when the roll is called. Council may remove an item from the Consent Agenda and consider it separately.) Items that may appear on the Consent Agenda include but are not limited to the following: 1. Resolution of bills 2. Setting date of public hearing 3. Assessment cancellation 4. Water kill 5. CLURA/CURA applications 6. Waiver for a concrete driveway application 7. Parade route/street closure 8. Noise variance 9. Travel request approval 10. License/Permit approval 11. Board/Commission/Employee appointments 12. Bonds Remainder of the Agenda may include but is not limited to the following: 1. Public Hearings 2. Resolutions 3. Ordinances 4. Other Council Business (Reserved for approval of non -routine motions and revocation hearings.) 5. Executive Session 6. Adjournment B. The mayor or council shall have the authority to vary from this schedule to expedite the conduct of business or accommodate persons having business to be considered by council. Ordinance No. XXXX Page 4 1-5-10: AFFIRMATIVE MOTIONS All motions, resolutions, ordinances shall be listed on the agenda in the form of an affirmative motion to enact, adopt, approve or other appropriate language. The council members who move and second the motion are not required to vote in favor of the item during the roll call or voice vote. 1-5-11: PLACING ITEMS ON THE AGENDA: A. All agenda items and supporting materials are due to the city clerk's office at a date and time designated by the city clerk on the Wednesday preceding the regular Council meeting. The process for adding items to the agenda varies for staff, council, and the mayor. Agenda items shall be added as follows: 1. Mayor and Staff: Mayor and staff members shall submit agenda items using the agenda management software. 2. Council: Council members shall submit regular session or work session agenda items to the mayor and shall do so by the deadline designated by the city clerk. Items submitted by council shall be reviewed by the city attorney, city clerk, or appropriate staff and be placed on a work session agenda for discussion and review prior to being placed on the regular agenda for a vote. B. The finalized agenda and packet shall be available to the public at the close of business of the Friday preceding the council meeting. The mayor has final approval of all items listed on the agenda. Once finalized, the mayor may withdraw any item prior to the council meeting and shall do so in writing in the form of an amendment notice provided to council at the start of the meeting. The amendment notice shall include a reason for withdrawing the item. Council may choose to keep the item on the agenda by a majority vote. BE IT FURTHER ORDAINED BY THE CITY COUNCIL OF THE CITY OF WATERLOO, IOWA, that this ordinance shall not become effective until the 1" day of June 2020. INTRODUCED: PASSED 1st CONSIDERATION: PASSED 2nd CONSIDERATION: PASSED 3rd CONSIDERATION: PASSED AND ADOPTED this th day of 20_ ATTEST: Kelley Felchle City Clerk Quentin Hart, Mayor C. Penalties: The civil penalties for municipal infractions will be in line with maximums allowed by state law. (Ord. 5133, 10-1-2012) D. Notice of Violation: Any act constituting a municipal infraction under this code may be initially charged upon simple notice of violation. The city may serve a notice of violation upon a party charged with an act constituting a municipal infraction either by delivering said notice personally or by certified mail to the party's last known address. A person who admits the reported violation may remit payment of the penalty to the city and perform any other act required to be performed, and in such event the person charged shall not be further prosecuted by issuance of a municipal infraction citation and will not be assessed any costs or other expenses for such violation. The city shall retain all penalties thus collected. If the person charged denies the reported violation or fails to tiinely perform any act required to be performed by the notice of violation, a civil municipal infraction citation shall be served in the manner prescribed by the applicable provision(s) of this code. Nothing in this section imposes a duty on the city or any officer to initially charge any act or all acts constituting a municipal infraction upon simple notice of violation, and the officer charged with enforcement may initially issue a civil municipal infraction citation seeking a civil penalty with or without additional relief. (Ord, 4920, 7-14- 2008) Iii;,,,Aelityittistfativey-Feesi--1.4.1-aff.efrYeef-f.ef-gye-ceek-EYetfeyfe-efeveytt-eliv-isiefriyy-fegteifeel-iti-theeyyyie. eetleynetaf -yeaf-1-8-45yayey-et.yieeYthiet--11.ek-ey-ellvierittfi-ofty...frytertieityiekelfkiet7fofi-eifettkiii7eiftetkye-alitytieey eyfiytyateffi-eyy-ffey1PN1,43...vie-tatiemys-te.Y-ft-feropef+y-fek NYelyiy1Y-filf-ityy--efftleyiseiet-tlie-Yeatere-peetleyfty-c..fify eyelyiii+1,Wvitivey-fee-of-oyie-feeeRelfeel-eleyllafty-f$,I.00,00.)--wi I-1 be .€4.+Lifteet-tey-they-Fyryely-eyovylef-ity adfl-Yfeoyyy..tfe-afyy--eyt.hef-fii:Y€Y;-T.::;.-fe-es;-fyeeya4ieYs--eyr-eeys4y:y-:Yeiifyeeel-,-afiei-feyf-eeid-itiey+fa.ly-ere.tieetY-ef eiliefeefis...-ief.ihey-sitifye--ealeyAfti-yeaf-the-eyelifyiyfistfafiye-fee...shettl-ke-tlifee-fyeffidfee:1-44311-af (3-3-00,04}-,..:Plie-eity-eleffe-sheyel-merYt-ty-s-tetteftien.17-ef-ti+e-afiffyifeYstfati-fee.-{-041,1e4ast -k+ifyy\syy eyeteife65-8-f.filey-owetef-aftelley-Teeyeeyi-iff.poss.eyysi-off-af-they-tyfepey4-)Y-..a.s...steev,41-1,-Yy-the-feed&-e4;141,e eereetyty,....Neliee-site.-1-1--tyey-hy-ofdiefartitit,Sitiel-stetfefeteftt...-slyal.-14ye-fleye-aytettyatittele-tveyn-fHttiliftg Etyhi-Y3tyatt-be€eYYyye-ki:efin.epertt,-ifeteyt-peyi-d-N,:itttiee+effel-04.-eieyyyHiyf-thee-eyyetiliytg-deet-e-e)f-elqe-twftee-eis evietetyeeed-hy-44.-dette--(fPiyiief-ylyyiefifig,Ata,:y-ele.14-nretttei9+-feefftiery--be-eystiesseel-agerinst4tre-pfe-fieft-y feye-e-e1-1-eyetie i El 41€'-'5.-Ettfitlifififtel.E1-SHEt..pfeflefty-tEINT-ft.S,-pi.43-Vided-iii-State--11+,-.26.,pa-r+y-44`1913-NA`1,1ifieS ter-eolltest-flie--acifeei-eYisifatfv-e-fee..fflate-ftef-eeppeift-if4lye--reyafilier-f)feysefibeyel-tyy-yietbse.-YcYtieyfe41--ef .4i-s-eeeter-4:113,fey,e44eyee-4,HeYet-.1-Yypri7te:4-1YerfepeeetY-644.7eyiyiesyrlyett -is.-ihvte-Re61-.1ey...app.bY-te-afty. slily-seeteyefyt-tio14e.e.,--e4t-atithire*-atyateYneyy-ty-eYfelefras-set-feeftli.--abewelfr-4-iyY..4-yeyetyeely-tyy-efeyeele. efffetfeerfwilffeffieef-Yee.111-e--saylie±.ealeftdaty,eelf-ifhipeefefitli-e-sallie-pfetleffy,--(0f€1,52-17274--28-, 20-1-4), CHAPTER 4 ROLES AND DECORUM OF ELECTED OFFICIALS .1-4-1: ROLE OF MAYOR AND COUNCIL: 1-4-.2: COUNCIL MEMBER COMMUNICA'F1ONS WITH CITY .EMPLOYEES: 1-4-3: COUNCIL MEMBERS AND THE EMPLOYEE :DISCIPLINARY PROCESS: 1-4-4: COUNCIL MEETING DECORUM: 1-4-5: SPEAKING DURING PU t LIC MEETINGS: Updated Draft 12/30/2019 7 1-4-1: ROLE OF MAYOR AND COUNCIL: A, Mayor: The mayor is the chief executive officer of the city, head of the executive branch of tbe J.lerem on i al head of t C it • and. when present til a council mee•tibg, ispsesidirtg of IiLLI of the council. As head of the executive branch of the city„ the mayor oversees the daily administration of the cit b su .ervisin., and directing all city etilplov•ces and departments. The tnaybr shall recortunerid the appointment of department heads with •the consent of council. B. Council: cky council is the Imislativc hot/. of the city and exercises its powers and duties as a quorum of council members during open meetings, Council is responsible for enacting_laws and settinagliey by which the city takes action. 1-4-2: COUNCIL MEMBER COMMUNICATIONS WITH CITY EMPLOYEES: A. Council members shall refrain from becomkg directly involved in the administrative tictlyhjes anddady responsibilities of cm )Io fees. Council members may_makc jospiries of ittPdktiPCnt heads or their desneeilor the Jimitedjegirtmate_pur lose of in form in , themselves regardlagnepda items or important affairs of an immediate and urgent nature. The mayor may choose to establish formal procedure Ibr council -department head interaction and department head support of council committees. Council(0UI1 InunhLtsjin.afu1Ft lindfreely_discussyith the mayor anything„pertaining, to cithaffairs. B. City Council shall avoid situations that can result in city employees being, directed, intention or unintentionally„by one or more members of the council. While council member interaction with the city's employees is Ulla voidable,_giving direction in regard to other city employees. duties. workingsonditions. su Jervisors, etc.. is discouramt If an enwlpype voiges a concern or comp4tint with thern_council members tiv±yt listen to such concerns and complaints, and shall then refer any such complaints back to the mayor, or if the mayor is jpyolv0 jn the matter, to the liurnan resources director, fbr follow up and action if needed. Council members mayxemind_the city's employees that they have a number of resources at their disposal to address employment issues if needed, including the employee handbook. or following_the grievaneeprocedures set forth in their collective baiigainingagrecment in the case of a union employee. °F his section shall not be construed as prohibiting or discourtAging employees from reporting criminal acts or serious acts of_personal misconduct that violate the employee handhoa, C In situations in which an employce,approaches a council member and the communication does not involve a complaint or concern with regard to other city employees, duties„ Working conditions, supervisors, orother terms of employmentcouncil members may freely speak with the CIO tlYCC. 1-4-3: COUNCIL MEMBERS AND THE EMPLOYEE DISCIPLINARY PROCESS: .A. Council members shall not hecome involved in disciplinary mat•ters and the disciplinary or investigative process except h eadopledcitpoiicy or state law. tnay_alloNv such participation. Updated Draft 12/30/2019 8 Comment [AL04]: 7/15/2019 - 32:54 13. Council metnbers shall operate w•i•thin the city's established chain of command. The established chain of command requires the mayor, departtnent heads,. managers, and supervisors to OVersee inc!zdirect their Workforce on behalf of the city, The human resources director and mayor are rewired to ensure citypolicies are consistenfiyapplied across all demirtments. This is to avoid inconsistent or political influences in •the i•nvestigative or discipliratypsocess, which may lead to arbi•tration. civil service proceedings, or litigation, COUNCIL MEETING DECORUM: A. The presiding officer shalLpreserve order and decorum, prevent attacks on personalities and the impugning of membersmotives, confine members in deliberation and debate to theitestion under discussion. and decide all questions of order, B. Every member of thexublic and every council member desirin , to s eak shall address the presidin •• officer onl urion recomition thepresidingsfficer, and sl1i,d1 confine comments to theAgiestion under debateavoiding inappropriate Ian ,ua • e and ersonal. attacks, 14-5: SPEAKING DURING PUBLIC MEETINGS: A. When two or more council members address the presiding officer at once,thepresiding officer shall name the member \ vho is to speak. Council members shall refrain from discourse while another member cif' the presiding officcr is sp„fiLing (ell pbooglindemail us. shitlibe iliaite*tiririany,cjty council meet inz Except ions may be trithted it the discretion of, thg _ Comment [AL05]: 7/15/2019 - 6653 presidlllgolficer, 13. Council •men • fly speak once until each member choosing ,,,,, speak shall have spoken. C. Council members sli/tijstaiyj1ve the floor for a maximum of three minutes each time they have the floor, 1Council members tiw, request time in addition to the allotted three minutes. Such requests for additional time shall be made to the presiding...officer andgrantcdiitthe presiding officer's discretionl Comment [AL06]: 7/15/2019 - 53:28 D. 'The presiding officer may rnake a call to order if a council member violates rules of decorum„ and tom such a call, the council member shalt immediately cease speaking. The council member ma a. )eal to themesidingofficer for an opportunity •to explain the remarks, If no iippeal is made, the decision of thepresiding officer shztll be conclusive, but if •the member shall appeal f.i.ornthe decision of the presiding officer, •the council shall decide the question vvithout debate • hdo vote. CHAPTER 5 MEETINGS AND AGENDAS 1-5-1: QUORUM: 1-5-2: METHOD OF KEEPING 1-5-3: ORDER OF SEATING: MITES: Updated Draft 12/30/2019 9 1-5-4: MEETINGS: 1-5-5: STANDING COMMI'I " F CC)UNC.II 1-5-6: SPECIAL COMMITTEES: 1-5-7: COUNCIL MEMBER ABSENCE: 1-5-8: COUNCIL PART"1C'.IPA'I"ION VIA 1 5-9: ORDER OF BUSINESS FOR RF,C:ULAR MF.F:'1'INCS: 1-5-10: AFFIRMATIVE MOTIONS 1-5-1.1: P1 A( ING 11:EMS ON THE AGENDA: N E: 1-5-1: QUORUM: A tip; jcrr'ily of the whole nurnlrer of` rnernlac rs aaf'the council to which necessary to_constrtutea quorum. The number of members needed fora c council is four (4). less than a_:quorum may ash Audi and compel the attendan 1-5-2: METHOD OF KEEPING MINUTES: shall be city_ A. Minutcsofall meetings shall be maintained ley the city cler„kas a [crtitttatcttta ttrcl. A record shall be made of'the names and a.riclresses of persons addressingco uncil and a sum_atary_of their )remarks. Minutes shall be available for viewrtpnlbj any member ofthc public c]turirpg normal city hallbusiness hours as SOUCa asthe minutes of the mcct og_are complete. Minutes shall be made a.vulahle no later than the close of business on the Fridily prior to the ne ctreaul;ar uruncil,,,rnetIth1g, B. Council ihers shall not i$y the city clerk prri tf. t the previous meeting's minutes is Sag steel to allow correction is rewired. 1-5-3: ORDER OF SEATING: C ouncil numbers shall occupy the resprc,itvc seer the mayor; 1-5-4: MEETINGS: in the coun of rk time to ve ccttt: s cassia raed to them. tt. A. Rtguular Meeting,5: 1eaalar attcctirags of thecot.y ccauctcil hall. be held on 0 Ihrst four [ondays of e ac h mon hrtC the council chambers rtl the catty h all at fvcthrrty_<r'clgc (5 30d P.M., or at such other designated pl ice other than the coaprsc rf chamlacrs purse int to 5ubkectron 1) of "this section. however. when a meetine date falls on a day_desi mated b the city as a holiday.then the regular mectine sh.all be held on the following, evening at give thirty o'clock (5:30,1 P.M. in the council chana.bers at the city hall, or at such other designated place other than the council chambers. The city council may adjourn c'a ret Ulan meeting to any date it may deem proper_. B. Special Meefrras: Special meetings of` the city council rna} be called by the moor or liy any fouri4 council members hy. serving a fur rttera rnotice of the, speciat meeting to the city clerk not Updated Draft 12/30/2019 10 Comment [AL07]: Delete second and fourth - 7/22/2019 Comment [ALOB]: Change to 4 meetings per month-7/22/2019 28:14. less than 72 hours.prior to the meeting. Only. such business may be. transacted at. a_special meeting aS is mentioned or referred to in the notice of the meeting,. Special. meetings shall be held n the council clNunbers, unless the council by resolution designates a different pkACe of meeting Notice of such change. o.1 meefinn,place shall b(Lgiven to thepublic bypublication, 17he city clerk slw,111 deliver notice of the meeting to council members via email. 1.11c1 to their city - issued mailbox no later than 24 hours prior to the meeting,. Every attempt shall be made to confirm council members are in receipt of th.e notice of special meeting and are aware that said C. Work Session; Work session inections of the ck_council may be held on the same dav as a regular session meeting to review matters which are evected to come before city council for formal action at igi.itar meeting or otherwise need study and advance consideration, Items to be considered shall be listed on thc nenda and shall state the auroximate start time for each item following jhe first.1:ouncil recommendations for future action, when necessary, shall be made in the form of a motion and approved by a irlidprity vote, Motions made during work sessions shall be limited to recommendations for further study, placing a topic on a regular or special sessiofragenda for a vote, to cease further action, or to delu discussing, a topic until .1-1 certain date, Motions made during, work sessions shall not bind council memhers to vote in layor or agairi,st an_itern_on a rggalar or saecialsessipp agenda, D.„ Change_of Location:ftegular,special,. or work session meetino of the city council trmy be held at such other deaigpated place other than the council chambers in the cify hall as the city council may deem advisable; provided, however, such designation of a meeting_place other than the council chambers in the city hall shall be by_citycouncil resolution. Notiee of such change of meetingl*tce shall be_given to the public by_publication .t.s.provided by Iowa Code section 362,3; 1-5-5: STANDING COMMITTEES OF COUNCIL: The mayor may create and appoint no fewer .than three council members .to standing committees of the council, Committee members shall be appointed at the first. meeting in Jai -awry or at .the time a vacancy occurs. A chair shall he selected from the nembers of the committee, .Nothin'), shalt preclude. the council from acting as deemed necessary without the input of a committee in the case of an emergency toAnpropriately and pro .).etgondct t e business of the city.. Each of the following committees shall specifically be assigned .the wing responsibilities and other duties as deemed appropriate.: 1, Finance Committee: This committee shall review travel requestsjudgetlipejlem amendments, expenditure pre -authorizations.. and refund requests for sanitation services in accordance with city finance policies and procedures, The committee shall meetprior to each regular session, 1-5-6: SPECIAL COMMITTEES: A. The mayor or a quorum of the council may appoint members to ternflorary advisory or ad hoc committees consistingA)f council members, staff. and/or private citizensas deemed desirable Updated Draft 12/30/2019 11 Comment [AL09]: Strike 7/22/2019 — 3618. On 9/16/2019 council agreed to allow votes to take place during a work session. and necessary to as l t andadvise thc_rlray_c committees shall abide by Iowa Open Meet runcil. Meml li. 'I"f7c pcciai c rrrrr aittec hall prepare and deliver r 1tr1_li rt]?c rt,c qts, <re lhcd-lry_ttac Isfcayckc +rr° Council if created by thcCctttrxcil, °I'I7e speciwa' considered discl� ar ecfupon delivery of the final report. 1-5-7: COUNCIL MEMBER ABSENCE: Council members who are unable to attend a scheduled met city clerk:.prior to the meeting, 1-5-8: COUNCIL. PARTICIPATI(.)N VIA TELEPHONE: llae Mayor if hall _be the mayor. A Council l't-ether who is physically unable to attenda meeting may via telephone., Theytshall provide a reliable tel _phone number. a Mars t erlvrronmen1 johl,_th,__mcLtin 2y 5:30 Vim,, aard attempt ta2jre nam on the phone .for the entn c n eetrni2, 1-5-9: ORDER OF BUSINESS FOR R.GCULAE NCS: A I3tt iness fore a r ular meeting rs tty be ordered as follows: Roll Call t ty r,_invocfrticanl cac Moment of Silence Pledge of Allegiance App1_oval of A. end<e, as pro]aosed or amended npproval of Minuteso Presentations or Recognitic Public comment Consent Agenda (The Col. s'ent Agtniais re,served far routine resolutions and _itrotions,ro ted upon by roll oal/.vote on asingle motion without separate rleosaus,sion, Cannel' shall either vote yea or nay .when the roll is called Council may remove an he ro from the^ Consent Agenda and consider it separately.) Item a that may appear e>re tine C: onsent Attenda irr.clude but are inert limited to the I:ollcrwing: 1. Resolution of bills 2.Setting date of public hearing 3 Assessment cancellation 4. Water kill 5 C Ii.IRA/Ct..1RA applications 6. Waives for a. concrete driveway application 7. Parade route/street closure 8. Noise variance 9. Travel requestatproval 10. L,icense/Permit approval 11. Board/Commission/Employ-e appoir5&mc.nts 1.2. Bonds Updated Draft 12/30/2019 12 Comment [AL010]: Strike shall and Insert may — 7/22/2019 — 52:08, Comment [AL011]: 7/22/2019 — 55:48. Comment [ALCM]: Strike prayer and Insert Invocation 8/19/2019 — 34:17. Remainder (Wale Agenda may include but is not limited to the following; J„Publicilearings 2, Resolutions .13,Ordinances 4. Other Council Businessil?eservediOr yaw ova hcarit7gj 5. Executive Session Adipptnineul 7-routine motion.s' and revocation B. The maypr or council shall have the authority to •vap—from •this schedule to evedite the conduct of business or accommodate_persons having business to be considered by council. 1-5-10: AFFIRMATIVE MOTIONS All motions resolutions, ordinances shall be listed on the agenda in the form of an affirmative motion to enact.. adopt apkrove or other appropriate lartmtge. The council members who move and second the motion are not required to vote in favor of the item during the roll call or voice vote. 1-5-11: PLACING ITEMS ON THE AGENDA: A, All agejada items and supporting_materials are due to the city clerk's office at a date and time designated by,the city clerk on the Wednesday psecedingthe rcgular Council meeting The process for adding items to the agenda. •varies for stafLcounciLand the ma or. A •irenda items shall be added as follows: 1.__Maypr.and_StalI:,Ivjayor and staff Men] bers shall submit Agenda items usinge agenda management software. Council: Council members shall submit regular session agenda items tothe maw and - shall do so by the deadline designatedly the city clerk. Items submitted by council shall he reviewed by the city auorney cityclerk. or appropriate staff and be placed on a work session qgffida for discussion and review_prior to being placed on the regular agenda for a vote. B. The finalized agenda andpacket shall he available to the public at the close of business onhe Frid.aLprecedingIhe council meeting. The rmiyor has •final approval ol itt 1 terns listed on the genda. Once finalized, the mayltr may withdraw any„item prior to the council meetioz_and shall do so in writing in the formof an amendment notice provided to council at the start of the meeting. '"Ihe amendment notice shall include a reason for withdrawing the item„ Council inay choose •to keep the item on the agenda b • a a' i• vote, CH.APTER. 6 RULES OF PROCEDURE 1-6-1: PRESIDING OFFICER: Updated Draft 12/30/2019 13 Comment [AL013]: 8/19/2019— 35:56. Council may want to consider inserting work sessions. The sentence would then read as follows: Council members shall submit regular session and work session agenda items to the mayor and shall do so by the deadline designated by the city clerk.