10.f Consider Adjourning All Council Meetings by 10 PMStaff Report
Date of Meeting: January 17, 2023
To: Mayor and City Council
From: Anne Hurlburt, Interim City Administrator
Re: Consider Adjourning All Council Meetings by 10:00 p.m.
Action Requested:
Consider whether to adopt a policy or ordinance requiring that City Council meetings be
adjourned no later than 10:00 p.m.
Background:
At the January 4 meeting, Council Member Cusick requested that the Council consider
adjourning its future meetings no later than 10:00 p.m. He cited a rule adopted by the City of
Hugo.
Staff contacted Hugo and obtained the attached excerpt from their city code. The relevant
language is highlighted. If Scandia adopted a similar ordinance, it would be as an amendment to
Title III Chapter 30 of the City Code.
I have some experience with a very similar rule adopted (as policy, not ordinance) by the City of
Plymouth when I served there. At the time meetings were often lasting until midnight or even
later. The policy seemed to help the meetings stay on course and the Council, staff and the public
all seemed to appreciate that meetings did not go on until very late. It did become necessary at
times to move items to future agendas or even set special meetings from time to time for issues
needing long discussions. Meetings had to be managed to ensure that time -sensitive items were
handled first. Making more extensive use of the consent agenda seemed to help.
Extending the adjournment time by a vote of the Council should be allowed for emergencies.
You might also want to extend a meeting if only a few extra minutes are needed to finish a
business item,s or if it's very important to deal with an issue on a particular date.
The Council may wish to consider adopting such a rule by motion or resolution, and get some
experience with it before spending the time and cost of an ordinance amendment.
Excerpt, Hugo City Code
Sec. 2-42. Meetings.
(a) Regular meetings of the city council shall be held on the first and third Monday of each calendar month at
7:00 p.m. Any regular meeting falling upon a holiday shall be held on the next following business day at the
same time and place. Additional regular meetings may be scheduled by the council during a regular meeting
for a time and date certain, and each meeting so scheduled shall be noted in the minutes of the regular
meeting. Notice of each additional regular meeting setting forth time and date, shall be posted by the clerk
at the official posting location within the city, and at such other posting locations as the council may direct,
said posting to be completed the next work day after the regular meeting. Compliance with the posting
requirement herein set forth shall be noted in the minutes of each additional regular meeting. No additional
regular meeting shall proceed if the required posting of notice has not been properly accomplished. All
meetings, including special and adjourned meetings, shall be held in the city hall.
(b) The regular meetings of the city council shall be adjourned no later than 10:00 p.m.
(c) Any agenda items not completed or acted upon at the time of adjournment shall be carried forward to the
next regular meeting of the city council, unless referred to an earlier called additional regular meeting or
special meeting of the council.
(d) In cases of emergency, the adjournment limitation set forth in subsection (b) of this section, may be
temporarily suspended by a unanimous vote of the councilmembers present, in no event less than four-fifths
of the council, and suspension duly noted in the minutes of the meeting.
(e) Special meetings of the council may be called by the mayor or by any two members of the council by writing
filed with the clerk. At least two days before the meeting, the clerk shall:
(1) Notify each member of the time, place, and purpose of the meeting by causing written notice thereof
to be deposited in the United States mail, postage paid, and addressed to the respective members;
(2) Cause written notice of the time, place, and general purpose of the meeting to be posted at the official
posting locations in the city, and such other posting locations as may be directed by the council; and
(3) By telephone, advise the official newspaper, and such other news media as the council may direct, of
the time, place and general purchase of the meeting.
At least one day before the special meeting, the clerk shall confirm the special meeting by telephone with each of
the members, or with some person of suitable age and discretion at the home of the members. Compliance with
written and telephone notices and posting of notices herein required shall be noted in the minutes of each special
meeting. No special meeting shall proceed if the requirements herein set forth have not been properly
accomplished.
(f) At the first regular council meeting in January of each year, the council shall:
(1) Designate the depositories of city funds;
(2) Designate the official newspaper;
(3) Choose an acting mayor from the councilmember, who shall perform the duties of the mayor during
the disability or absence of the mayor from the city or, in case of a vacancy in the office of mayor, until
a successor has been appointed and qualifies;
(4) Appoint such officers and employees and such members of boards, commissions, and committees as
may be necessary.
(g) Except as otherwise authorized by law, all council meetings shall be open to the public.
Created: 2022-03-30 15:47:33 [EST]
(Supp. No. 30)