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Council Organization Rules and Order of
Business
ADOPTED: December 15, 1997
AMENDED: March 18, 2002
AMENDED: July 7, 2003
AMENDED: February 2, 2004
AMENDED: November 22, 2004
AMENDED: August 14, 2006
PROLOGUE
The City Council of the City of Novi consists of
seven members, including the Mayor, elected at large in a
non-partisan election. These Rules shall serve as guidelines for the
organization and the conduct of the Council so that the City is
governed in an orderly fashion. This document shall be reviewed
every two years, following the Regular City Election.
1. ORGANIZATION
A regular meeting of the Council shall be held on
the Monday following each Regular City Election (Charter, Sec. 6.1).
The Mayor shall, at the first regular meeting of the Council after
the election of the Mayor, appoint another member of the Council to
serve as Mayor ProTem, who, during the absence or inability of the
Mayor to perform his duties shall act in the name and stead of the
Mayor and shall, during the time of such absence or inability,
exercise all the duties and possess all the powers of the Mayor.
(Charter, Sec. 4.5a) In the absence of both the Mayor and the Mayor
Pro Tem, the most senior member of Council shall preside. The
seniority shall be determined by the length of the concurrent terms
as listed below. In those instances where concurrent terms are of
equal length, seniority shall be determined by the number of votes
received in the most recent election of the members with such equal
terms:
Mayor Landry – Elected 2005
Mayor Pro Tem Capello – Elected 2005
Council member Gatt - Elected 2003
Council member Margolis – Elected 2005
Council member Mutch – Elected 2005
Council member Nagy – Elected 2003
Council member Paul – Elected 2003
2. REGULAR MEETINGS
The Council shall hold two Regular Meetings per
month in accordance with the Schedule of Regular Meetings to be
established by the City Council during the month of December for the
upcoming year. Meetings shall be held at 7:00 P.M. in the Council
Chambers of the Novi Civic Center and shall begin promptly at the
appointed time.
In addition to the regular meetings above, the
Council shall hold a regular meeting on the Monday following the
Regular City Election. This meeting is intended to be an
organizational meeting for orientation of new Council Members.
The Council will have as a goal to conclude the
meetings by 11:30 P.M.
If the Council meets at a place other than its
regular meeting place, then public notice to such effect shall be
published in a newspaper circulated in the City. (Charter, Sec. 6.1)
3. SPECIAL MEETINGS
Special Meetings of the Council may be called by the
Clerk on the written request of the Mayor or by any two members of
the Council. There shall be at least twenty-four (24) hours’ written
notice to the public and each member of the Council designating the
time, place, and purpose of a special meeting and served personally
on, or left at, the usual place of residence of each of the Council
members. Any special meeting of the Council at which all members of
the Council are present or have in writing waived the requirements
that the required notice be given, and at which a quorum of the
Council is present, shall be a legal meeting. (Charter, Sec. 6.2) It
is the preference of Council that special meetings are held on
Mondays. Every effort will be made to schedule special meetings on
Thursdays when a Monday is unavailable.
4. JOINT MEETINGS
The City Council may hold Joint Meetings with School
Boards, Boards, Commissions, Committees, and municipal governments
who share a community of interest with the City of Novi. Such
meetings shall be scheduled for a specific purpose or goal, agreed
to by the Council and other entity or entities before the meeting.
5. EXECUTIVE SESSIONS
A two-thirds (2/3) roll call vote of members elected
or appointed and serving shall be required to call a closed session,
except for those circumstances where the Open Meetings Act, 1976 PA
267 permits the calling of an executive session by a lesser vote.
Those circumstances not requiring a two-thirds (2/3) vote are
sessions:
To consider the dismissal, suspension, or
disciplining of, or to hear complaints or charges brought against,
a public officer, employee, staff member, or individual agent,
when the named person requests a closed hearing.
For strategy and negotiation sessions connected
with the negotiation of a collective bargaining agreement when
either negotiating party requests a closed hearing.
The purpose of the meeting will be stated in the
motion to call the closed session and shall be in accordance with
the Open Meetings Act.
6. AGENDA - REGULAR MEETINGS
The City Manager and the City Clerk, with
consultation and concurrence of the Mayor, shall prepare an agenda
of business to be considered at each regular Council Meeting. Items
of business must generally be submitted by 3:00 P.M. of the
Wednesday preceding the next regular meeting and include a sign-off
sheet provided by the City Clerk in order to be placed upon the
agenda of the next regular meeting, subject to the discretion of the
City Manager. The Mayor and Administration will strive to have
agendas resulting in consistent length of meetings.
The Meetings will be held in the Council Chambers
UNLESS OTHERWISE NOTED ON THE AGENDA. No items will be added to the
published agenda unless approved by a majority vote of the City
Council. The Agenda of Regular Meetings of the City Council shall be
prepared in accordance with the following format:
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Call to order
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Pledge of Allegiance
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Roll Call
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Approval of Agenda
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Special Reports, Committee Reports, etc.
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Proclamations
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Public Hearings - Special Assessment Hearings
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Reports:
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Manager
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Departments
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Attorney
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Audience Participation
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Consent Agenda - Approval or Removals (Items
removed from Consent Agenda will be discussed under Item R).
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Matters for Council Action - PART I
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Proposed Zoning Ordinance Map Amendments - 2nd
Reading not required.
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Other Ordinances - First Reading (Introduction)
(Read by Title Only)
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Action on Special Reports
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Other Ordinances - Second Reading (Adoption)
(Emergency Ordinances may be given 1st and 2nd reading and
adopted at the same meeting if approved by the Council)
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Other matters to be acted upon by Council
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Audience Participation
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Matters for Council Action - PART II
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Ordinances -
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Other matters to be acted upon by the Council
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Committee Reports
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Mayor and Council Issues
This item shall be limited to matters as to which a Council
member is seeking to receive comments or other reaction from other
Council members, or to gain a consensus for giving direction to
City staff. For an item to be listed on the printed agenda,
Council members must request that the item be placed on the agenda
by 3:00 P.M. of the Wednesday preceding the meeting and provide
the language for the item in writing or verbally. Each Council
member present at a meeting may also request placement of one (1)
additional item on the agenda under Mayor and Council issues for
that meeting. With respect to any such issue placed on the agenda,
if a Council member is requesting information from City staff as
part of the item the Council member shall have first called the
City Manager and requested such information prior to the meeting,
and shall so state at the time of placement of the item on the
agenda.
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Consent Agenda
Only the following kinds of items may be included on the Consent
Agenda:
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Personnel matters requiring Council action, not
including reviews of employee grievances or appointments and
terminations.
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Routine financial management actions, such as
approval of warrants, transfer of funds, approval to advertise
for bids.
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Approval of licenses.
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Setting dates of Public Hearings.
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Ordinances at second reading and/or resolutions
which do not require public hearings prior to adoption.
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Approval of minutes
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Approval of contracts and agreements not to
exceed $100,000.
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Referral to committees.
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Approval of easements
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Additional items which administration feels
could be included on Consent Agenda for final approval.
In order to limit the number of items removed from the
Consent Agenda, all members of Council will make an effort to
contact the administration before the meeting to have questions
answered. Unless a member of the Council specifically requests
that an item listed on the Consent Agenda be removed therefrom
and action be taken separately on said item, those items listed
on the Consent Agenda shall be approved, accepted, etc. by
motion and unanimous roll call vote of the Council. Those items
so approved under the heading "Consent Agenda" shall appear in
the Council minutes in the proper form.
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Communications - Received by the Agenda deadline
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Audience Participation
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Adjournment
7. AGENDA - SPECIAL MEETINGS
No business shall be transacted at any special
meeting of the Council unless the same has been stated in the notice
of such meeting. However, other than the enactment of an ordinance,
any business which may lawfully come before a regular meeting may be
transacted at a special meeting, if all the members of the Council
present consent thereto and all the members absent file their
written consent. (Charter Section 6.3). The notice of such meeting,
setting forth the time, place and purpose, together with the agenda
shall be served in accordance with the City Charter upon each member
of the Council.
8. AUDIENCE PARTICIPATION RULES –
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All members of the Audience addressing the meeting
(hereinafter speaker) shall direct their remarks to the person in
charge of the meeting (hereinafter Chair).
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No speaker shall address the meeting unless
recognized by the Chair for that purpose.
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Remarks shall be limited to those pertaining to
matters before the Council, to City business or policy, or to
issues of community concern or interest. While comment upon the
action, inaction, or performance of the Council and the City of
Novi commissions, boards, employees and consultants is allowed,
inappropriate, profane, vulgar or abusive language and personal
attacks will not be tolerated.
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No speaker shall continue to address the meeting
after being advised by the Chair that the speaker's time for
addressing the meeting has expired.
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There shall be no audience comment by voice,
clapping, or otherwise, showing approval or disapproval of any
remarks of the speaker or member(s) of the public body.
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The Chair has the authority to grant additional
time, if requested by a speaker, for good cause. Each speaker may
address the meeting for 3 minutes. At the end of 3 minutes, the
Chair shall direct the speaker to wrap up and the speaker shall
not exceed 4 minutes. Persons representing an Association or Group
with a voted position may speak for 5 minutes. At the end of 5
minutes, the Chair shall direct the speaker to wrap up and the
speaker shall not exceed 6 minutes. This time limitation shall
include any video presentations. Video presentations may not be
substituted for audience participation unless submitted by 5:00
P.M. the Wednesday prior to the meeting. Time may not be deferred
to other speakers or to other portions of the meeting.
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Council Members or the Mayor shall not respond to
general Audience Participation. The Mayor or Council members can
bring up a point of order in regard to false information and
direct it to the parliamentarian for a response. The Mayor may
direct the administration to respond to the speaker, if
appropriate, during or outside of the meeting. The Mayor may also
respond with an indication of the appropriate action to be taken.
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Committee Reports will not be accepted during
Audience Participation. An Applicant or Representative may present
proposals for a period of time at the discretion of the Chair.
9. CABLE TV VIDEO AND AUDIO TAPES POLICY
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All Regular, Special, and Joint Council meetings
shall be held in the Council Chamber and will be cable cast,
except interview meetings unless Council Chambers are unavailable.
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Meetings will be cablecast live - the City will
retain tapes of meetings for 90 days. These tapes are not the
official record of the meeting.
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Only City Council, Parks Recreation & Forestry
Commission, Planning Commission and Zoning Board of Appeals
Meetings will be cable cast live.
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Audio tapes will be retained until the approval of
the minutes.
10. RECONSIDER/RESCIND/REPEAL A QUESTION
When a question has been taken, it shall be in order
for any member who was on the prevailing side in the original action
to move for reconsideration thereof at the same or next regular
meeting. If a matter is to be brought for reconsideration at a
succeeding meeting, the Councilmember making the request must notify
the City Manager or City Clerk in writing by the Wednesday prior to
the meeting who shall place the matter of reconsideration of the
matter on the agenda.
A motion to rescind or repeal some previous action
may be made at any time at any regular or special meeting of the
Council, provided, such matter has been formally placed on the
agenda for consideration and it is in order.
11. VOTING
A Roll Call vote shall be required on all ordinances
and the "Yes" or "No" vote shall be entered upon the records
opposite the name of the Councilmember. Whenever the vote is
unanimous, it shall only be necessary to so state.
No member of the Council shall vote on any question
in which he/she has a financial interest other than the common
public interest or on any question concerning his own conduct.
12. QUORUM
Four members of the Council shall be a quorum for
the transaction of business at all meetings of the Council, but in
the absence of a quorum, the Mayor or any two members may adjourn
any regular or special meeting to a later date. (Charter, Sec. 6.5)
13. COMMITTEES –
Council Committee assignments will be established at
the 2nd regular meeting following the Election. The descriptions
provided within this section stating the purposes, functions and
membership of Boards, Commissions and Committees are for
informational purposes. The provisions of the Charter, the Novi Code
of Ordinances and the resolutions establishing such bodies shall
define the purposes, functions and membership of such bodies.
Council will be provided with the attendance record
of all applicants for reappointment at the time of interview.
Annual interview schedule for Boards, Commissions,
and Committees
| Interview Date / Committee Name |
Terms Expire On |
Approx. # of Vacancies per year |
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| EARLY FEBRUARY |
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| Beautification Commission |
March 1 |
1 to 3 |
| Building Authority |
March 1 |
1 |
| Library Board |
March 1 |
1 |
| Cable Access Committee |
March 1 |
1 |
| Construction Board of Appeals |
March 1 |
2 |
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| EARLY-MID JUNE |
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| Planning Commission |
June 30 |
3 |
| Parks & Recreation Commission |
June 30 |
2 to 3 |
| Historical Commission |
January 1 |
2 to 3 |
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| LATE OCTOBER |
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| HCD Advisory Committee |
Jan. 1 |
1 to 2 |
| Election Commission |
Jan. 1 |
0 to 1 |
| Zoning Board of Appeals |
Jan. 1 |
2 |
| Board of Review |
Jan. 1 |
2 to 4 |
| EDC |
March 1 |
1 to 3 |
Applications/Interviews will be considered current
until the next annually scheduled interview date for the particular
body for which the applicant applied. Council may schedule other
interview sessions for newly created committees on an as-needed
basis.
For any mid-term vacancy, Council may opt to hold an
additional interview session.
Council Action on Interviewing and Appointing newly
created committees
Any new committee adopted by Council shall have in
its resolution language to the effect of the following:
That the position will be advertised for
applications within ten days of the adoption of the resolution
creating the committee.
That Council will hold interviews within three
weeks of adoption of the resolution.
That Council will make appointments at the Regular
Meeting following the interview meeting.
All Boards, Commissions and Committees established
by Charter or Ordinance and all Boards, Commissions and Committees
established by Charter as advisory/implementation committees will
provide the City Clerk with an agenda of their meetings in a timely
manner and a summary of actions taken at each meeting within one
week following the meeting which will include a cumulative
attendance record of their members. Irrespective of whether such
Boards, Commissions, and Committees are public bodies within the
meaning of the Open Meetings Act, meetings shall be open to the
public and a notice of the date, time and location of each meeting
shall be posted by the City Clerk or her designee within the lobby
of the City Hall no later than 48 hours before the meeting. The
requirements of the preceding sentence shall not apply to the
Consultant Review Committee or the Appointed Officials Evaluation &
Compensation Committee.
STANDING COMMITTEES
The following standing committees of the Council
shall be composed of at least three members who shall be appointed
by the Mayor. (Charter, Sec. 6.7(e))
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Capital Improvements Program - Three Council
representatives.
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Consultant Review Committee - Three members of
Council appointed on a rotation basis with one new member each
year.
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Rules Committee - The Mayor and two members of
Council appointed on a rotation basis to begin their review of the
Council Rules immediately following the first meeting following
the November Election.
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Ordinance Review Committee - The Mayor and two
members of Council appointed on a rotation basis.
COUNCIL REPRESENTATION ON REGIONAL
BODIES/INTER-GOVERNMENTAL BODIES
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Southwest Oakland Cable Commission (SWOCC) - City
Manager and One member of Council appointed by Council for
two-year term
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SEMCOG - one Delegate (Elected Official) and one
Alternate (Elected or Appointed) appointed by the Council.
BOARDS AND COMMISSIONS ESTABLISHED BY CHARTER OR
ORDINANCE
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Beautification Advisory Commission - Nine members
appointed to three-year terms by the Council. Terms expire January
1st (Sec. 2-171 City Code).
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Board of Review - Six members and two alternate
members - appointed to two-year terms by the Council. Terms expire
January 1st of each odd year (Sec. 9.6 City Charter).
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Construction Board of Appeals - Five members and
two alternate members - Appointed to four-year terms by the City
Council. Terms Expire March 1st. (Sec. 7-19 City Code)
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Economic Development Corporation -Nine members -
Appointed to five-year terms by the Mayor with advice and consent
of Council. Terms Expire March 1st (EDC Articles of Incorporation)
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Election Commission - Three members, including the
City Clerk – Appointed to three-year terms by the Council. Terms
expire January 1st (Sec.3.4 City Charter)
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Historical Commission -Five members - Appointed to
three-year terms by the Council. Commission also includes a
representative of the Novi School District and the Novi Library.
Terms expire January 1st. (Sec. 17-18 City Code)
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Library Board - Seven members - appointed to
three-year terms by the Mayor with approval of Council. Terms
expire March 1st. (Sec.19-21 City Code)
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Parks and Recreation Commission - Seven members -
Appointed to three-year terms by the Council. Terms expire June
30th (Sec. 25-37 City Code)
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Planning Commission - Nine members - Appointed to
three year terms by the Mayor with approval by the Council. Terms
expire June 30th (Sec. 27-18 City Code)
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Street Name Review Committee -Representatives of
the Department of Community Development, Police Department, Fire
Department and Building Department. (Sec. 31-51 City Code).
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Zoning Board of Appeals - Six members and one
alternate member appointed to three-year terms by the Council.
Terms expire January 1st (Sec. 3100 Zoning Ordinance)
ADVISORY/IMPLEMENTATION COMMITTEES ESTABLISHED BY
COUNCIL
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Housing & Community Development Advisory Committee
- Six members – 5 voting resident members, appointed to three-year
terms by the Council, 1 Administrative non-voting Member shall
serve on the Committee. Terms expire January 1st.
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Storm water Management and Watershed Stewardship
Committee - 7 members, residents at-large, appointed by the
Council and 1 member of Council as a liaison. Term expiration to
be set.
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Public Access Promotion Committee -Three members -
Appointed to three-year terms by the City Council. Terms expire
March 1st. (Cable TV Administration Resolution)
Council Advisory Committees will not establish an Ad
Hoc Committee without the approval of the Council. This does not
prevent a committee from appointing subcommittees of their members.
14. STANDARDS OF CONDUCT FOR CITY COUNCIL MEMBERS
A. General Rules. City Council members will be
governed by the Standards of Conduct of Novi Officers, Employees,
and Consultants, as adopted and amended from time to time by City
Council Resolution. Those standards generally include (but are not
limited to) the following:
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Confidential Information. A Council member shall
not divulge to an unauthorized person, confidential information
acquired in the course of the Council member’s duties in advance
of the time prescribed for its authorized release to the public.
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Representations. A Council member shall not
represent his or her personal opinion as that of the City.
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City resources. A Council member shall use
personnel resources, property, and funds under the Council
member’s official care and control judiciously and solely in
accordance with prescribed constitutional, statutory, and
regulatory procedures and not for personal gain or benefit.
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Gifts. A Council member shall not solicit or
accept a gift or loan of money, goods, services, or other thing of
substantial value for the benefit of a person or organization,
other than the City, which tends to influence the manner in which
the Council member performs official duties. . It shall be
presumed that a non-monetary gift having a value of less than
fifty dollars ($50.00) does not evidence a violation of the above
paragraph. "Non-monetary gifts" do not include gift certificates,
vouchers, or any other item which is readily used in place of
cash.
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Profit from Position. A Council member shall not
engage in a business transaction in which the Council member may
receive a substantial profit from his or her official position or
authority or a substantial financial benefit from confidential
information which the Council member has obtained or may obtain by
reason of that position or authority. A Council member shall not
use, or attempt to use, his or her official position to
unreasonably secure, request or grant, any privileges, exemptions,
advantages, contracts, or preferential treatment for themselves or
others.
B. Financial Interest in Contract, Purchase, or
Employment
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No Council member shall vote on any question in
which the member has a financial interest other than the common
public interest or on any question concerning his or her own
conduct. (Charter, Sec. 6.7)
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Except as otherwise provided by State law
(including all disclosure requirments), a Council member shall not
engage in or accept employment or render services for a private or
public interest when that employment or service is incompatible or
in conflict with the discharge of the Council member’s official
duties, or when that employment may tend to impair his or her
independence of judgment or action in the performance of official
duties. If such employment or services for a private or public
interest (except the City of Novi) requires the appearance,
directly or indirectly, by a Council member before any employee,
agency or body of the City of Novi, it shall be conclusively
presumed that such appearance is incompatible and in conflict with
the Council member’s official duties. Except as otherwise provided
by State law (including all disclosure requirements), a Council
member shall not participate in the negotiation or execution of
contracts, making of loans, granting of subsidies, fixing of
rates, issuance of permits or certificates, or other regulation or
supervision relating directly to a business entity in which the
Council member has a financial or personal interest.
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No Council member shall be a party, directly or
indirectly, to any contract between himself and the City, except
as provided by state law and City Charter.
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Members of the City Council shall disclose, upon a
form provided by the City Clerk, the following information: Any
interest in any property within the City of Novi held by the
member, the member's spouse, any child of the member, a trust for
the member, any corporation in which the member is an officer,
director, or shareholder, or by any partnership, limited
partnership, or co-partnership in which the member has an interest
The disclosure shall be submitted by City Council members upon
taking the oath of office, and annually thereafter.
15. DEBATE AND DECORUM
Where these rules or the City Charter are silent,
"Roberts Rules of Order Newly Revised" shall, to the extent
reasonably feasible, govern the proceedings of the Council. The City
Attorney shall act as Parliamentarian. In addition, the following
general rules of debate shall apply:
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The maker of a motion is entitled to speak first.
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A Council Member must obtain the floor by being
recognized by the Mayor.
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No Council Member is entitled to speak a second
time on the same motion while any other Council Members wish to
make their first speech.
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A Council Member may not speak against his/her own
motion, but may vote against it.
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Remarks must be confined to the merits of the
pending question.
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Questions and remarks must be addressed through
the Mayor. Council Members are not to speak directly to each other
or to a staff member.
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A courteous tone must be maintained. Interjecting
personal notes or attacking another member's motives is
prohibited.
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Use of a Council Member's name is to be avoided,
if at all possible; for example, you should refer to "the maker of
the motion" or "the previous speaker" whenever possible.
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Reading from books, reports, etc. is only allowed
with general consent of the Council by vote or general consent,
that is, if there are no objections.
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No Council Member may comment adversely on any
prior act of the Council that is not pending.
16. COUNCIL APPROVAL OF INDIVIDUAL COUNCIL MEMBER
NON-ROUTINE REQUESTS FOR INFORMATION OR INVESTIGATIONS BY CITY STAFF
Prior to any individual Council members request to
City staff for reports or other information, other than routine
(requests that can be answered within 5-10 minutes), the requests
must be raised at the Council table and approved. (Motion made July
7, 2003 meeting)
17. SUSPENSION AND AMENDMENT OF RULES
These rules may be suspended or amended at any time,
in accordance with the Charter of the City of Novi by a vote of the
majority of the Council elected and serving.
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