Loading...
City Council Minutes 2006 02-14-06 MINUTES OF THE REGULAR MEETING OF THE CITY COUNCIL OF THE UNITED CITY OF YORKVILLE, KENDALL COUNTY, ILLINOIS, HELD IN THE CITY COUNCIL CHAMBERS, 800 GAME FARM ROAD ON TUESDAY, FEBRURARY 14, 2006. Mayor Prochaska called the meeting to order at 7:02 P.M and led the Council in the Pledge of Allegiance. ROLL CALL Clerk Milschewski called the roll. Ward I James Present Leslie Present Ward II Burd Present Wolfer Absent Ward III Munns Present Ward IV Besco Present Spears Present Also present: City Clerk Milschewski, Interim City Administrator Crois, City Attorney Wyeth, Police Chief Martin, Director of Public Works Dhuse, Finance Director Pleckham, and Community Development Director Miller. OUORUM A quorum was established. APPOINTMENT OF WARD III ALDERMAN James Bock Mayor Prochaska entertained a motion to confirm the appointment of James Bock as the Ward III alderman. So moved by Alderman James; seconded by Alderman Leslie. Alderman Munns commented that he has spoken to residents who were concerned with the appointment process. He recommended that a policy be developed to address the appointment of aldermen. Alderman Besco noted that he spoke with Mr. Bock and that he seems to be a gentleman. He stated that he agreed with Alderman Munns that a policy is needed. He commented that he received two calls regarding the appointment process which he could not answer because he does not know much about the process. Alderman Besco commented that the residents of Ward III should have an opportunity to meet Mr. Bock. Mayor Prochaska explained that the appointment of an alderman is governed by state statute. He further explained that a person is named for the appointment by the mayor and if the City Council wishes, a special meeting can be held to interview the nominee. City Attorney Wyeth explained that there is no provision in the state statute for the electorate to have input in this process. Alderman Burd stated that she did not have a chance to meet Mr. Bock because he was out of town. She stated that she thought she would have three weeks to meet with him. Mayor Prochaska noted that he told the Council at the last City Council meeting, three weeks earlier, that he was naming W. Bock for the position so they would have time to meet him. He explained that when he did this, he mentioned that Mr. Bock was going to be out of town the week before tonight's meeting. Alderman Burd made a motion to postpone the appointment until a date in March 14, 2006 so that the City Council would have time to have a meeting with him. (� Motion to postpone failed due to lack of a second. Motion to confirm the appointment approved by a roll call vote. Ayes -6 Nays -0 Burd -aye, Spears -aye, Munns -aye, Besco -aye, Leslie -aye, James -aye EXECUTIVE SESSION Mayor Prochaska entertained a motion to go into Executive Session for the purpose of o Discussion of minutes of meetings lawfully closed under the Open Meetings Act, whether for purposes of approval by the body of the minutes or semi - annual review of the minutes as mandated by Section 2.06 The Minutes of the Regular Meeting of the City Council — February 14, 2006 — page 2 o For the appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body or legal counsel for the public body, including hearing testimony on a complaint lodged against an employee of the public body or against legal counsel for the public body to determine its validity. He asked that Clerk Milschewski, Interim City Administrator Crois and Attorney Wyeth be included in the session. So moved by Alderman James; seconded by Alderman Munns. Motion approved by a roll call vote. Ayes -7 Nays -0 James -aye, Bock -aye, Burd -aye, Spears -aye, Munns -aye, Besco -aye, Leslie -aye Mayor Prochaska noted that action might be taken on one of the Executive Session items. The City Council entered into Executive Session at 6:45 p.m. The City Council returned to Regular Session at 7:20 p.m. Mayor Prochaska noted that one item will be discussed under the Mayor's Report. INTRODUCTION OF GUESTS Mayor Prochaska asked the staff and guests to introduce themselves. He welcomed the guests and asked them to enter their names on the attendance sheet provided. AMENDMENTS TO THE AGENDA None. COMMITTEE MEETING DATES Public Works Committee 7:00 P.M., Monday, March 6, 2006 City of Yorkville Conference Room 800 Game Farm Road Economic Development Committee 7:00 P.M., Thursday, February 16, 2006 City of Yorkville Conference Room 800 Game Farm Road Administration Committee 7:00 P.M., Thursday, March 2, 2006 City of Yorkville Conference Room 800 Game Farm Road Public Safety Committee 7:00 P.M., Thursday, March 9, 2006 City of Yorkville Conference Room 800 Game Farm Road Ad Hoc Technology Committee T.B.A. Legislative Task Force 6:00 P.M., Tuesday, February 28, 2006 City of Yorkville Conference Room 800 Game Farm Road Administrative Task Force 6:00 P.M., Tuesday, February 28, 2006 City of Yorkville Conference Room 800 Game Farm Road PUBLIC HEARINGS None. PRESENTATIONS None. CITIZEN COMMENTS None. CONSENT AGENDA 1. Police Reports for November 2005 (PS 2005 -12) 2. Police Reports for December 2005 (PS 2006 -01) The Minutes of the Regular Meeting 9f the City Council — February 14, 2006 — na ee33 3. Building Permit Report for November 2005 (EDC 2006 -01) 4. Building Permit Report for December 2005 (EDC 2006 -02) 5. Ordinance 2005 -09 - Abating $2,000,000.00 General Obligation Bonds (Alternate Revenue Source) Series 2005C (Waterworks System — EEI Contracts B.2 and B.3) - authorize the Mayor and City Clerk to execute (ADM 2006 -17) 6. Ordinance 2005 -10 - Abating $11,300,000.00 General Obligation Bonds (Alternate Revenue Source) Series 2005D (Rob Roy Creek Interceptor) - authorize the Mayor and City Clerk to execute (ADM 2006 -18) 7. Purchase Agreement for Post Office Property on Hydraulic Avenue - authorize the Mayor and City Clerk to execute (COW 2006 -02) 8. Yorkville Youth Baseball /Softball Association 2006 Agreement — authorize the Mayor to execute (PKBD 2006 -01) Mayor Prochaska entertained a motion to approve the Consent Agenda as presented. So moved by Alderman Spears; seconded by Alderman James. Motion approved by a roll call vote. Ayes -7 Nays -0 Spears -aye, Munns -aye, Besco -aye, Leslie -aye, James -aye, Bock -aye, Burd -aye PLANNING COMMISSION /ZONING BOARD OF APPEAL Mayor Prochaska reported that he attended the last Plan Commission meeting however he did not have his notes with him tonight. He stated he would give a report at the next meeting. MINUTES FOR APPROVAL A motion was made by Alderman James to approve the minutes of the City Council meeting of January 24, 2006 and the Committee of the Whole meetings from December 6, 2005, December 20, 2005, January 3, 2006 and January 17, 2006; seconded by Alderman Munns. Motion approved by a viva voce vote. BILLS FOR APPROVAL A motion was made by Alderman James to approve the paying of the bills listed on the Detailed Board Report dated February 2, 2006 totaling the following amounts: checks in the amount of $1,650,008.28 (vendors — revised 2/9/06)); $168,048.41 (payroll period ending 1/21/06); $14,206.62 (special census payroll period ending 12/25/05); $8,048.33 (special census payroll period ending 1/8/06); $10,660.41 (special census payroll period ending 1/20/06); for a total of $1,850,972.05; seconded by Alderman Burd. Alderman Munns stated that he had questioned the payment to Provena -Mercy for drug testing and he did receive some information regarding this however he asked for more clarification on the figures. Finance Director Pleckham stated that she could provide this information to him. Alderman Spears questioned the total disbursement amount on the payroll summaries; the original versus the revised copy. Director Pleckham explained that the total disbursements were changed to reflect the deleted duplicate invoice and to account for the Special Census payrolls. Motion approved by a roll call vote. Ayes -7 Nays -0 Burd -aye, Spears -aye, Munns -aye, Besco -aye, Leslie -aye, James -aye, Bock -aye REPORTS MAYOR'S REPORT National Engineer's Week Mayor Prochaska read a proclamation for National Engineer's Week, February 19' through 25` 2006 (See attached). Mayor Prochaska entertained a motion to ratify the proclamation. So moved by Alderman Munns; seconded by Alderman James. Motion approved by a viva voce vote. Appointment of Executive Director of Park & Recreation Mayor Prochaska entertained a motion to appoint David Mogle as the Executive Director of Park & Recreation for the United City of Yorkville subject to the successful completion all background checks with a proposed starting date of March 6, 2006 and at a starting salary of $78,000.00 per year. So moved by Alderman Besco; seconded by Alderman Leslie. Mayor Prochaska noted that Mr. Mogle was present at the meeting and invited everyone to meet him. The Minutes of the Regular Meeting of the Citv Council — February 14, 2006 — page 4 Motion approved by a roll can vote. Ayes -7 Nays -0 Spears -aye, Munns -aye, Besco -aye, Leslie -aye, James -aye, Bock -aye, Burd -aye Special Census Update Mayor Prochaska reported that the preliminary numbers are in for the Special Census and the United City of Yorkville's population is 11,179. The City had estimated this to be higher however some developments are not as far along as anticipated. It will take the state six to eight weeks to confirm the numbers. The previous population was 8,789 people. The increase will bring about $275,000.00 new dollars into the City. He stated that the City will probably try to have one more Special Census done in the future. CITY COUNCIL REPORT No report. ATTORNEY'S REPORT Robert's Rules 101 Attorney Wyeth went over the latest version of the Robert's Rule Desk Guide (see attached). He explained that tonight the fifth and final categories of motions are covered. He went over the four motions that can bring a question before a body again; take from the table, rescind/amend something previously adopted (rescind), discharge a committee and reconsider. He stated that he is most frequently asked about the fourth motion, reconsider, and he explained that this motion must be made by someone voting with the prevailing side on the motion that is being reconsidered. Alderman Munns asked for clarification on the motion to reconsider, it has to be made by the prevailing side. It was clarified that it can be either the yes or no vote as long as it is the prevailing vote. Alderman Burd asked if there was a time constraint on the motion to reconsider and Attorney Wyeth stated that it is based on "session" which he interpreted as "year ". He stated that in the United City of Yorkville's case, it would be the fiscal year. CITY CLERK'S REPORT No report. CITY TREASURER'S REPORT No report. CITY ADMINISTATOR'S REPORT Administrator Crois reported that he distributed a draft from the Saturday, February 11, 2006 Goal Setting Session (see attached). He asked the City Council to review it and if there were any questions to contact him. FINANCE DIRECTOR'S REPORT No report. DIRECTOR OF PUBLIC WORKS REPORT No report. CHIEF OF POLICE REPORT Chief Martin reported that the new traffic signal was now working at Bristol -Ridge Road and Route 34. He stated that the Police Department will be putting out their sign trailers to warn drivers of the new signal. EXECUTIVE DIRECTOR OF PARKS & RECREATION REPORT Mayor Prochaska welcomed Mr. Mogle. Director Mogle stated that he looked forward to working with the City Council. COMMUNITY DEVELOPMENT DIRECTOR REPORT No report. COMMUNITY & LIAISON REPORT Kendall County Preservation Committee Alderman Burd reported that Kendall County has developed an ad hoc committee to work on an ordinance for county preservation of historic properties. She attended the Kendall County Preservation Committee meeting on January 25, 2006 where it was discussed that there are not a lot of these sites within the County so it is important to protect them. She stated that the The Minutes of the Regular Meeting of the Citv Council — February 14. 2006 — rage 5 committee will be bringing something to the different municipalities to see if they want to work with the County to protect these sites. Protect Kendall NOW Alderman Burd reported that she attended the Protect Kendall NOW meeting on February 2, 2006. The group has been making presentations and getting feedback from residents. Some of the suggestions they received were to expand the Forest Preserve area on Route 52, protect the vernal pond that is located south of the Ashley and Helmar Road intersection, keep flood plains clear of building, preserve open space at Route 34 and Orchard Road and preserve the highest point in Kendall County. They also mentioned that a portion of the Grande Reserve was donated to CorLands. Aurora Area Convention and Visitor Bureau Alderman Burd reported that the Aurora Area Convention and Visitor Bureau will be holding a poker run on March 6, 2006. The proceeds will help fund small purchases the group needs such as office furniture. She stated that anyone interested should see her for tickets. Senior Service Providers Alderman Spears reported that she attended the Senior Service Providers meeting on February 7, 2006. The Kendall County Administrator, Jeff Wilkins, discussed public transportation issues. He explained that he met with Grundy County's administrator and transportation coordinator and DeKalb's city and county staff to discuss the types of routes they have. He reported on their transportation plans, costs, etc. Based on the information he received from the other communities, it has been determined that Kendall County will need three busses or vans and the routes will not be fixed. They are proposing a "dial -a -ride" route. The estimated overall cost for the service is $500,000.00 /year. State grants will provide 50% of the operating costs and 80% of the administrative costs. The community would provide for the remainder of the cost. Mr. Wilkins indicated that there is a great need for public transportation in Kendall County. He also noted that partners such as cities, villages, hospitals, the YMCA, etc., need to commit to this program. Kendall County will be a public system that will provide transportation service for any individual requiring transportation and rides will be scheduled according to priority. Cost for the use of the service was also discussed at the meeting. Also at the meeting were representatives from Oswego's Senior Advisory Commission. They indicated that recently received a grant and partnered with the University of Illinois to compile a transportation needs survey which was i distributed to 3,251 residents. They received a 32% return on the survey and the results will be presented to the Village of Oswego trustees and their next Committee of the Whole meeting. Kendall County Community Summit Alderman Spears reported that the second annual Kendall County Community Summit will be held on April 4, 2006 from 10:00 a.m. to noon at Trinity United Methodist Church. The focus of the summit will be housing issues for the elderly and handicapped. Representatives from the University of Illinois, the Northeastern Illinois Area Agency, Kendall Senior Service Providers, the City of Naperville and various other communities are scheduled to attend. Last year members of the United City of Yorkville City Council and city staff also attended. Community Workshop Alderman Spears reported that a community workshop addressing grandparents raising grandchildren was going to be held on April 14, 2006 in Aurora. Waubonsee Co College is sponsoring the event. Metro West Workshop Mayor Prochaska reported that on February 2, 2006 he attended the second Metro West Group workshop and that Administrator Crois had attended the first one. The group is looking at topics and strategies for creating the presence of this group in state legislature. Issues discussed were education, transportation and eminent domain law. Downtown Redevelopment Meeting Mayor Prochaska reported that he attended the Downtown Redevelopment meeting on February 13, 2006. Attorney Kathleen Orr and Lisa Lyons were available to answer questions about Tax j Increment Financing (M Redevelopment. He stated that there were many residents in attendance and that there were many good questions and comments. One comment made to him after the meeting concerned eminent domain. The person making the comment asked if it would be possible to add language to the TIF agreement stating that the City does not have any intention of taking land for anything other than safety concerns. Big Brothers/Big Sister Bowl Mayor Prochaska reported that the Big Brothers/Big Sisters Bowling was being held on Saturday February 25` at 5:00 p.m. and he hoped that the United City of Yorkville would have a team to go against Oswego and Plano. He encouraged members of the City Council to bowl. The Minutes of the Regular Meeting of the Citv Council — February 14. 2006 — nagg 6 COMMITTEE REPORTS PUBLIC WORKS COMMITTEE REPORT No report. ECONOMIC DEVELOPMENT COMMITTEE REPORT Onishi — McHugh Professional Building (PC 2005 -45) A motion was made by Alderman Mums to postpone consideration of all matters concerning PC 200545, Onishi- McHugh Professional Building, until the regularly scheduled meeting of the City Council on March 14, 2006 and to furthermore place all matters concerning PC 2005 -45, Onishi- McHugh Professional Building upon the March 7, 2006 Committee of the Whole agenda for discussion; seconded by Alderman Spears. Motion approved by a roll call vote. Ayes -7 Nays -0 Mums -aye, Besco -aye, Leslie -aye, James -aye, Bock -aye, Burd -aye, Spears -aye Corneils Crossing (PC 2005 -37) A motion was made by Alderman Munns to postpone consideration of all matters concerning PC 2005 -37, Corneils Crossing, until the regularly scheduled meeting of the City Council on February 28, 2006 and to furthermore place all matters concerning 2005 -37, Corneils Crossing, upon the February 21, 2006 Committee of the Whole agenda for discussion; seconded by Alderman Spears. Mayor Prochaska noted that this was postponed because there were details to be adjusted in the agreement. Staff was just able to review these details today so the City asked to postpone the matter. Motion approved by a roll call vote. Ayes -7 Nays -0 Besco -aye, Leslie -aye, James -aye, Bock -aye, Burd -aye, Spears -aye, Munns -aye Resolution 2006 -07 Approving Preliminary Plan for Kendallwood Estates (PC 2005 -16) A motion was made by Alderman Mums to approve a resolution approving the Preliminary Plan for Kendallwood Estates, as presented subject to staff comments and legal review; seconded by Alderman Burd. Alderman James noted that at the last Park Board meeting he suggested that the developer construct a portion of the bike path along the ComEd easement. The developer agreed to apply funds for the parks to the path. They will develop an estimate for the cost of the path and will submit this to the Park Board for their approval. This path will link the Raintree development to the riverfront. Alderman Burd asked if staff will be able to work this out with ComEd in a timely matter. Alderman James stated that the City Intern Bart Olson is in the process of setting up a meeting with ComEd. Mayor Prochaska noted that this trail is anticipated to go to Morris, Illinois. There was brief discussion regarding the path crossing Route 126. Motion approved by a roll call vote. Ayes -7 _ Nays -0 Bock -aye, Burd -aye, Spears -aye, Munns -aye, Besco -aye, Leslie -aye, James -aye Resolution 2006 -08 Approving Preliminary/Final Plat for Grande Reserve Unit 12 (PC 2005 -54) A motion was made by Alderman Munns to approve a resolution approving the Preliminary/Final Plat for Grande Reserve Unit 12, as presented subject to staff comments and legal review; seconded by Alderman Burd. Motion approved by a roll call vote. Ayes -7 Nays -0 Burd -aye, Spears -aye, Munns -aye, Besco -aye, Leslie -aye, James -aye, Bock -aye The Minutes of the Regular Meeting of the Citv Council — February 14, 2006 — Dage 7 Resolution 2006 -09 Approving Preliminary/Final Plat for Grande Reserve Unit 13 (PC 2005 -55) A motion was made by Alderman Munns to approve a resolution approving the Prelinimary/Final Plat for Grande Reserve Unit 13, as presented subject to staff comments and legal review; seconded by Alderman Burd. Motion approved by a roll call vote. Ayes -7 Nays -0 Burd -aye, Spears -aye, Munns -aye, Besco -aye, Leslie -aye, James -aye, Bock -aye 1 Resolution 2006 -10 Amending Resolution 1999 -24 — The Pilot Fagade Improvements and Historic Preservation Agreements Between the United City of Yorkville and Certain Merchants/Building Owners and Residents of Said City (Fagade Improvement Agreement) (EDC 2005 -19) A motion was made by Alderman Munns to approve a resolution amending Resolution 1999 -25, the Pilot Fagade Improvements and Historic Preservation Agreements Between Certain Merchants/Building Owners and Residents of the City Program a/k/a Fagade Improvement Agreement, as presented subject to legal review; seconded by Alderman James. Mayor Prochaska noted that the upgrade of this resolution makes the program city -wide. Alderman Spears asked if the resolution should still say "pilot ". Attorney Wyeth stated that is being amended in the new resolution. Motion approved by a roll call vote. Ayes -7 Nays -0 Munns -aye, Besco -aye, Leslie -aye, James -aye, Bock -aye, Burd -aye, Spears -aye Resolution 2006 -11 Establishing a Policy for the Collection of Transportation Development Fees for Kendall County Highways A motion was made by Alderman Munns to approve a resolution establishing a policy for the Collection of Transportation Development Fees for Kendall County Highways as presented subject to legal review; seconded by Alderman Burd. Alderman Spears asked if it was discussed to have a disclaimer in the policy saying that the fees are relevant to specific developments. Alderman Munns stated that it is specific to certain streets which are highlighted in the attachment to the resolution. Attorney Wyeth noted that the city will collect the fee and use the fiords towards projects listed in the exhibit. Motion approved by a roll call vote. Ayes -7 Nays -0 Besco -aye, Leslie -aye, James -aye, Bock -aye, Burd -aye, Spears -aye, Munns -aye PUBLIC SAFETY COMMITTEE REPORT No report. ADMINISTRATION COMMITTEE REPORT No report. ADDITIONAL BUSINESS None. ADJOURNMENT Mayor Prochaska entertained a motion to adjourn. So moved by Alderman Leslie; seconded by Alderman Besco. Motion approved by a viva voce vote. Meeting adjourned at 8:10 P.M. Minutes submitted by: Jacquelyn Milschewski, City Clerk City of Yorkville, Illinois 1 CITY COUNCIL MEETING February 14, 2006 PLEASE PRINT NAME: ADDRESS. cl L)&k- 3 V L vui f J Saari M� Sa•l i T a,.tc,I,..,, z,►Jc. i SIGNIN - f " ?'�JF"£, r e 1 . c� tu � �r�__ ' r�s rJ�L`i -_J _ �� !. P � - �� - � 1 � C.az�z - _ _ _ - '• �'�,,'�I�1 i �'i ����� �cr:_..- � -ar�� �vev_ =<e-�e ® ���e� ere�:r Q .r�aer s�� ���c c c= .f�';�.;- T� __ c'ar� a>t >a�� F �e >se`c <v: ��� c ����q.�T�i- c`3`��`\.c�.- - �1- • - f�{1MF°� r.crrr i 4��.�.c�_ - ca�v.a:c,•r� m �a.s.rs��� aa . �. ® ®.a r r`�a.v r �- v.a'.a -v. s.- �a.�.�e., v� -c -' �,4�r =� _ — - _`:�`t,!, I I f � r, r!rF -i F Pre e r q - � - 6relsrcrg G 4_ p, ®IererC � �' p,e ererG 't r4' n r h, ererq 4•-�E'- ,�:6,srs:p. C , F�d p,elererE 6 F - 4" - ere,Y lerq � � Cr¢IDrE r� _ _ 1'rc e p yelc u rr: $ �ic re�r �, �� C .�a � y� _�ES ra �. a E; r_ee F`e, 1� eee� r eac ge�6 sC eeel �r,e E�c� 85eec e.�� a ee. r� ': t• 1 ee ewe`, .C rr a�r� ['s ; �•a F.r r _ e. tt4'pr� .'< � e 6 9 . <,�� @ r. . < � 0 @ / c< `EY(r \ih�@P�_,'e_ ®� �. . < 1 �v 6 r � b d r, "' l' F \ l ( .•�_ , �,� , r(tia;`VI� Office of the Mayor United City of Yorkville 800 Game Farm Road r �I Yorkville, Illinois 60560 i II�CfhF , :'�'ii ic &5�'�� Mayor Arthur F. Prochaska, Jr. V�, r F�U6f �'.:r1 _ ;'�� - 1�• /,�; 1'' I United City of Yorkville Proclamation WHEREAS, engineers have used their scientific and technical knowledge and skills in creative and innovative ways to fulfill society needs; and ht r•. WHEREAS, engineers face the major technological challenges of our time —from ' I!': rebuilding towns devastated by natural disasters to designing an information E gal, superhighway that will speed our country into the twenty -first century; �Irf �, .4,: l ' � � 1'��'EL•efal Fi ,.,���,f:l WHEREAS, engineers are encouraging our young math and science students to 9 g 9 Y g realize the practical power of their knowledge; 411 f WHEREAS, we look more than ever to engineers and their knowledge and skills to c1�Sf t r�r� te . meet the challenges of the future Nhh I � aF - t.' . < � IIr FF' -:'r •1 �': ��rti ";r I f. NOW THEREFORE I Arthur F. Prochaska Jr. as Mayor of the United City of Yorkville, on behalf of its citizens and City Officials, do hereby proclaim the week of February 19 -25, 2006 to be National Engineers Week in all of Yorkville, Illinois. ;a �. Dated this February 14 of 2006. Mayor Arthur F. Prochaska, Jr. F 'p, V rC` -• � l -�C� k�i �fl ! �,; o 'r�.�..:;� �� � <�/ d F ��, � ,chi dI0 E� ` �/ d 0 �� �'/ d 1 �`� �/ k 4 � ` �<� °, �� d � ��•,- ° °.n� 0��� � p @ r� h, F,. d �m amr ���y� ®gin C' �� °a•RC ��b m¢o ���' yes �� .` mcc ��,�• ©sei I �, .4 cue ��. F1c_er`�� =F+ r+l�•c., r, 4r; 1. .v L�- �F -� -.c° G rera elk �- Erersrc\S �b�Ar ®relor06. 6r.Ime ®C.. Srelarci au Brelslelc' ,Arulcrort• <. crr.�r, r; •. -rtl'S �', ` •.1y 1�:�aC`.: \ __, i' _+.'_ Gi' ®'ta tt @ GG[a'G Cl �- . F G '�' 6 C+1. ®t1' ®'6 C4 . L Ei ®ecA'GP �.v= ' -' �'�'G, C• - e lt[,.r�rle� 1� 'f_: - , p 1 9 .2.•.. til+a -- � � ^ �Si� � nP� I�'£,`�e d e'��g�d> - dF6vb �3�® oe= vL�Ep�dwdvL °10�y ��cvn l�'C?'_>� - :C 5 t ��sr:: � �- _�.�r__ -��-- _ � . ���- �= ,�_.r� d __��._ . - r�� -• - --� _ .�.Y,- FEZ .= ,4_.>�.�g�m.�.r�e_- .��ti�_: =. = sue_--- � - �..s_ -_ - �r�.` -�s� 1 DESK GUIDE Version Dated 1.24.2006 Parliamentary Procedures ns are to Robert's Rules of Order, 10 Edition Perseus Pub. Oct 2000 (Page Citations th ) HANDLING A MOTION (Sec. 4, Pages 31 5 4 ) Three steps to bringing a motion: p g g I ` J 1. A member makes the motion 2. Another member seconds the motion 3. The chair states the question on the motion Three further steps in consideration of the motion: i 4. Members debate the motion 5. The chair puts the question to a vote 6. The chair announces the result of the vote DESCRIPTIONS AND CLASSIFICATIONS OF MOTIONS (Generally Sec. 6 pgs 59 — 76, Detail found in Sections 10 — 37, Pages 95 -- 324) 1. MAIN MOTION General Description in Section 6 (pg 59), Detailed Description in Section 10 (pgs 95 - 120). I i "A main motion is a motion whose introduction brings business before the assembly. " "A main motion can only be made when no other motion is pending. " Page 59 2. SUBSIDIARY MOTIONS (7) General Description in Section 6 (pgs 60 -64), Detailed Description in Sections 11 - 17 (pgs 121 — 210). 1. Postpone Indefinitely (pg 60, and Section 11, pgs 121 -124) "Motion that the assembly decline to take a position on the main question Its adoption kills the main motion and avoids a direct vote on the question. It is useful in disposing of a badly chosen main motion that cannot be either adopted or expressly rejected without possibly undesirable consequences. " ft 121) 2. Amend (pg 60, and Section 12, pgs 125 -159) "A motion to modify the wording —and within certain limits the meaning —of pending motion before the motion itself is acted upon." (pg 125) 3. Refer to a Committee (pg 61, and Section 13, pgs 160 -171) 2 "Motion used to send a pending question to a relatively small group of selected Persons — a committee — so that the question may be carefully investigated and Put into better condition for the assembly to consider" (pg 160) 4. Postpone to a Certain Time (pg 61, and Section 14, pgs 172 -182) "Motion by which action on a pending question can be put off, within limits, to a Definite day, meeting, or hour, or until after a certain event. " (pg 172) 5. Limit or Extend Debate (pg 61, and Section 15, pgs 183 -188) " One of two motions (the other being Previous Question) that can exercise special control over debate on a pending question or a series of questions: 1) limit number of speeches, 2) set an ending time." Requires a two- thirds vote [since it cuts off debate] Two- Thirds of 8 is 5.3, meaning that it takes six of eight votes. (5 of 7; 4 of 6; 4 of 5) (Pg 183) 6. Previous Question (pg 61, and Section 16 pgs 189 -200) i "Motion to immediately close debate to take a vote on one or more pending questions One of two motions (the other being Limit or Extend Debate) that can exercise special control over debate on a pending question or a series of questions" Requires a two- thirds vote [since it cuts off debate] Two - Thirds of 8 is 5.3, meaning that it takes six of eight votes. (5 of 7; 4 of 6; 4 of 5) (Pg 189) I 7. Lay on the Table (pg 61, and Section 17, pgs 201 -210) "Motion enables the assembly to lay the pending question aside temporarily when j Something of immediate urgency has arisen, in such a way that: 1) there is no set time for taking the matter up again, but 2) its consideration can be considered at the will of the majority and in preference to any new questions that may be competing with it for consideration. Brought back by a motion to "Take from the Table." (pg 201) 3. PRIVILEGED MOTIONS (5) General Description in Section 6 (pgs 64 -66), Detailed Description in Sections 18 — 22 (pgs 211 - 239). t Page 64: Unlike Main and Subsidiary Motions, Privileged Motions do not relate to pending business, but have to do with special matters of immediate and overriding importance. 1. Orders of the Day: If the adopted program or order of business is not being Followed, a single member by making a "Call for the Orders of the Day" can require the schedule to be enforced — which will occur unless the body, by 2/3 vote approves a motion to set the orders of the day aside. (Page 64) (Details @ Section 18, Page 211) - 3 I 2. Raise a Question of Privilege: "If a pressing situation is affecting a right or Privilege of the assembly or of an individual member (for example, noise, inadequate ventilation, introduction of a confidential subject in the presence of quests, etc.), a member can "Raise a question of Privilege" which permits hum to interrupt pending business to state an urgent request or motion." (Pge 65) "If the matter is not simple enough to be taken care of infonnally, the chair then makes a ruling as to whether it requires consideration before the pending business is resumed. (Pg 65) (Details @ Sec. 19, page 216) 3. Recess "A short intermission in a meeting, even while business is pending, can be proposed by Moving to Recess for a specific length of time. (pg 65) Majority Vote (Details @ Section 20, page 222) 4. Adjourn: "Terminates the meeting, even if questions are pending by a motion to adjourn. Unfinished business is carried over to the next meeting." (pg 65) Majority Vote (Details @ Section 21, page 225) 5. Fix a Time to Which to Adj oum: "The setting of the date, hour and place for the next meeting." I move to Fix the Time to Which to Adjourn. (pg 65) Majority Vote (Details @ Section 22, page 234) 4. INCIDENTAL MOTIONS (11) General Description in Section 6 (pgs 66 - 72), Detailed Description in Sections 23 - 33 (pgs 240 - 288). "An incidental motion is in order only when it is legitimately incidental to another pending motion, or when it is legitimately incidental in some other way to business at hand (seepages 66 -67); it then takes precedence over any other motions that are pending." 1. Point of Order: a request that the chair enforce the rules of order (pg 67, Details @ Section 23, page 240) 2. Appeal: a motion requesting a vote on a ruling by the chair (pg 67, Details @ Section 24, page 247) 3. Suspend the Rules: a situation in which to take up a question or do something j violate the rules, a motion can be made to suspend the rules to accomplish the desired purpose. (pg 68, Details @ Section 25, page 252) 4. Objection to the Consideration of the Question: where a member believes that it would do harm to even consider a main motion, this motion can be made, must be done before debate, and requires a 2/3 majority vote. (pg 68, Details @ Section 26, page 258) 5. Division of a Question: if a main or subsidiary motion can be divided into to or more parts for vote, a motion is made to divide the question. (pg 68, Details @ Section 27, page 261) 6. Consideration by Paragraph: used when the motion is to approve a document. The 4 motion is to take up each paragraph individually, one at a time. (pg 68, Details @ Section 28, page 266) 7. Division of the Assembly: used when a voice vote is very close, to require a standing vote, does not require a count. (pg 68, Details @ Section 29, page 270) 8. Motions Relating to Methods of Voting and the Polls: a request that a motion be voted on by 1) Ballot, 2) roll call, 3) counted standing vote, 4) extended ballot vote (opening and closing polls). (pg 68, Details @ Section 30, page 273) 9. Motions Relating to Nominations: If the rules of the organization do not prescribe methods for nominations, a member can move to a) specify a method, b) to close nominations, c) to reopen nominations. (pg 68, Details @ Section 31, page 275) 10. Request to be Excused from Duty: used if a member wishes to be relieved from an obligation imposed by rule or the office held by the member. (pg 68, Details @ Section 32, page 277) 11. Requests and Inquires: a) Parliamentary Inquiry: requesting the chairs opinion b) Point of Information: seeking facts affecting the business at hand c) Request for Permission to Withdraw or Modify a Motion d) Request to Read Papers e) Request for any other Privilege (pg 68, Details @ Section 33, page 280) 5. MOTIONS THAT CAN BRING A QUESTION BEFORE i THE BODY AGAIN (4) General Description in Section 6 (pgs 72 -76), Detailed Description in Sections 34 - 37 (pgs 289 - 324). I 1. Take from the Table: to bring back for consideration a motion or issue that was previously "Laid upon the Table" (i.e. postponed with no specified time for reconsideration), Details @ Section 34, page 289. 2. Rescind; Amend Something Previously Adopted: Rescind -- to make cancel, repeal and annul a previous action (as if the action had not occurred). Amend — to Rescind, or alter only a portion of a previously approved action. Detail @ Section 35, page 293. I 3. Discharge a Committee: to remove an action Committee consideration, thus bringing it before the entire body. Details @ Section 36, page 299. 4. Reconsider: "The purpose of reconsidering a vote is to permit correction of a hasty, ill- advised, or erroneous action, or to take into account added information or a changed situation that has developed since the taking of the vote." Details @ Section 37, page 304. This motion must be made by someone voting with the prevailing side on the motion that is being reconsidered. I