As adopted by the Jamestown Town Council Ata meeting held on January 21, 2025 Zdauth 474h Roberta J. Fagan, CMÇ Town Clerk Attest: JAMESTOWN TOWN COUNCIL RULES & PROCEDURES Upon adoption, this document supersedes all other existing resolutions regarding Town Council procedures. RULE1 Charter Requirements 1.1 All requirements ofthe" Town Charter with respect to the proceedings ofthe Town Council are to be strictly followed, and no rules shall be adopted by the Town Council that are in conflict with the Charter requirements. RULE2 Presiding Officer 2.1 The Town Council President is elected pursuant to section 204 of the Charter. In the event of the absence or the disability of the President, the Vice President shall perform such duties during such absence or disability. The President shall take the chair at the hour designated for the meeting of the Council and shall promptly call the members to order. The President shall enforce, on all occasions, the observance and decorum among the members and people in attendance. The President shall decide all questions and points of order, subject to an appeal to the Town Council by one member. No other business shall be in order until the question or appeal on the point of order shall have been decided by a majority of the members present. The President may speak on points of order in preference to other members and may: speak on general questions. The President shall distinctly state and put to a vote all ordinances, resolutions and questions. 2.2 RULE3 Meetings 3.1 The first meeting of a newly elected Council shall be held on the first Monday following certification of the election of its members by the canvassing authority; thereafter the Town Council shall meet according to section 205 of the Charter. AMESTOWNTOWN COUNCIL RULES 2025-2026.docx Page 1 of12 3.2 All meetings oft the Council, including special and emergency meetings and work sessions, shalll be open to the public, except those exempted under the Rhode Island Open Meetings Law, G.L. 1956 $ 42-46-1 et seq. All matters shall be voted upon by the Council at an open regular meeting or at an open, special, or emergency: meeting consistent with the State Open Meetings Act The regular meeting oft the Town Council shall bel held on the first Monday of the month. This shall be understood to be the meeting during which the council conducts its business. On the third Monday of the month, the council will meet to propose items for the agenda of the next monthly meeting. Additional meetings or workshops may be arranged as necessary. All regular and special meetings and their agendai must bej posted in advance in accordance with the requirements of the State Open Meetings Act. Such advance notice is not required when an emergency meeting is called. An emergency meeting must comply with the requirements described in the and section 207 oft the Charter. 3.3 Open Meetings Act, as amended. Rule 4 4.1 Developing the. Agenda The agenda is the mechanism by which the Town Council as a group or body communicates with the town, making evident the Council's priorities and policy initiatives as well as the administration's efforts to promote and support those priorities. In anticipation of the first meeting of the month, understood tol be the Town Council's regular meeting during which most of its business is conducted, the Clerk of the Town Council shall prepare and/or cause to be prepared a docket or agenda on which there will be a definite statement or summary ofall ordinances, resolutions, orders, reports, communications and other business tol be considered at each meeting ofthe On thet third Monday ofar month, the' Town Council may also meet for which ac docket or agenda as described above shall also bej prepared. This meeting shall include the agenda of the Town Council sitting as the Board of Water Town Councilors may also propose items for the agenda, but must do sO to the Town Clerk and Town Administrator, at least five (5) days prior to the Should a Town Councilor object to an item that another Councilor has placed on the agenda a vote may be taken by the Council to determine if there should be discussion of the item. To prevent or inhibit discussion requiresaminimum: ofa4tolvoteino opposition tot thei itemi ifai full Council Town Council. and Sewer Commissioners. next meeting. AMESTOWNTOWA COUNCIL RULES 2025-2026.docx Page 2of12 is seated or 3 to 1 vote in opposition to the item ifo only 4 Councilors are seated. If less than 4 Councilors are seated, the Council should delay discussion ofitems that have provoked such controversy. The Town Administrator shall place items on the agenda, which are the responses or plans ofaction for council initiatives, under Unfinished or Old Business. The Town Administrator shall propose new items or initiatives not previously discussed by the Council first by communicating them through his report and then, ift the item warrants a Council vote, at a future Council meeting under Unfinished Business. This also applies to staff initiatives which should be presented or noted in either the. Administrator's Report or a staff report first then at a subsequent meeting as Unfinished A citizen may seek to place an item on the agenda by putting the request in writing, where it will be placed under Communications. The Council will then vote on whether to place the item on a future agenda. When a citizen appears in front of the Council under Open Forum, without any notice described on the agenda, and requests an item to be placed on the agenda, that request shall be transformed into a communication on the next agenda Ifp possible Councilors, the Administrator, and staff should note the policy initiative or goal or action plan described by the Council in their Goals and Objectives to which the agenda item is most closely aligned. This provides aclear connection between the goals and their successful fruition. If possible, Councilors should note their authorship of any item they propose Memos for Town Council review or requests for action from any Board, Committee, or Commission ofthe' Town or from any Department Head shall bel listed under New or Unfinished business tol be distinguished from simple correspondence or minutes. These items are subject to the deadlines Letter from constituents (residents of. Jamestown) shall be the first items of correspondence included under the agenda heading of Correspondence, followed by requests for action from other communities in Rhode Island or Business. that can be voted on by the Council. for New Business. 4.2 described below. 4.3 state agencies or officials. JAMESTOWN1 TOWN COUNCIL RULES 2025-2026.docx Page: 3 of12 4.4 No ordinance, resolution, order, report, communication, and other business shall be considered as having been introduced unless notice has been filed with the Clerk, and said ordinance, resolution, order, report, communication, or other business appears on the prepared docket. The Clerk shall cause a copy of the docket to bej posted in accordance with the RIGL $42-46-6 governing the Open Meetings Act Requirements for meeting postings. RULE5 5.1 Order of Business for Regular Meetings The Order of Business at each meeting shall be: 1. 2. 3. 4. 5. 6. 7. 8. 9. Call to Order; Roll Call; Forum Town Council Sitting as the Board ofWater and Sewer Commissioners Acknowledgements, Announcements and Resolutions; Public Hearings, Licenses and Permits Administrator, Department, Solicitor Reports Unfinished Business New Business 10. Ordinances and Appointments 11. Consent Agenda 12. Communications: and Petitions 13. Open Forum (ifnecessary) 14. Executive Session 15. Adjournment. 5.2 Attached to the agenda (electronically through the town website and physically in the packets provided to the Town Council) are the support materials relevant to the particular items listed on the agenda or the items (license applications, proposed ordinances, minutes, communications) themselves. It shall be listed on the agenda that "attachments are available tov view on our website at WwW. amesiowmri.govlown-govemmenutown: ouneirown-councl-mectings-minutes, Iti is recommended that the Town Council should not vote on any issue in New or Unfinished Business that may appear on the docket but lacks support information. Any and/or all agenda item(s) requiring or potentially requiring action by the Town Council should include, at the end of the listed item of business, the language "review and discussion and/or potential action and/or vote." For agenda items that are continued or have additional and/or a larger volume of attachments, the language "for discussion documentation, please visit ttp:/www.amestownn.govrown-govemmenvrown-counci/town- council- meetings-minutes. AMESTOWNTOWN: COUNCIL RULES 2025-2026.docx Page 4 of12 RULE6 Public Hearings 6.1 Thej public hearing portion oft the agenda shall be conducted as follows. The Town Council President will invite the applicant or applicant's representative to give a brief explanation of the item for the benefit oft the Council and the public. Members of the public may then be permitted to speak on the item until all who wish to speak have had an opportunity to do so. Members ofthe Council shall reserve their questions and comments until after the public has spoken. The Council President may allow brief, clarifying questions by the Council or brief discussion when such will be likely to expedite thel business ofthe Council. After thej public discussion is finished and the Council has had discussion, the Council President will close the public hearing. At this point, a motion is made for a decision to The Council shall not enact any ordinance or resolution that shall in any way affect the Zoning Ordinance; the physical development plan of the Town; the existing and proposed location and arrangement of the uses of thel land; transportation routes; plans of streets and revisions of such plans; public facilities; public utility systems; deteriorating or blighting neighborhoods planned for redevelopment, rehabilitation, or other improvement; natural resources and historic sites to be preserved; disaster survival proposals; and land subdivision plans, without first submitting any such ordinance or resolution to the Town Planning Commission for its recommendation. Nothing, however, shall be construed toi restrict or prevent the Council from acting on any ordinance or resolution contrary to ori in the absenceofarecommendation ofthe Commission. The Council must further adhere to the relevant and applicable requirements of State law in Itis recommended that the Town Council should not grant any license or permit that lacks either the signature or affirmation by the clerk that the signaturei is forthcoming ofany town official required tos sign the application approve, deny, or table the item. 6.2 implementing this Rule. 6.3 for license or permit. Rule 7 Open Forum 7.1 Open Forum offers citizens the opportunity to clarify any item on the agenda, to address items not on the agenda, or to comment on any Persons who wish to be heard on the agenda shall present such requests in writing to the Town Clerk no later than five (5) days prior to the Council meeting for which they wish their request tol be considered. In preparing the communication or item listed on the consent agenda. AMESTOWNTOWN COUNCIL RULES 2025-2026.docx Page 5of12 meeting agenda, a determination shall be made by the Town Clerk in conjunction with the Town Council President as to whether the request is an appropriate subject/topic fori inclusion on the final agenda. There will be a 10-minute time limit for such requests. Extensions will be granted at the discretion oft the Council President. Other persons wishing to speak without prior arrangement will be given an opportunity to do sO during the "Open Ift the subject of a scheduled request to address is provided on the agenda, Town Councilors may respond to that subject. Otherwise, Town Councilors may only respond to citizens in open forum to provide information or schedule the subject for another meeting. Comments from the floor under "Open Forum" on any subject not within the purview oft the Town Council should not be discussed extensively, but rather, should be considered for Town Councilors may not use open forum to bring up items themselves. If at town councilor wishes toj present a subject to the Council and community, Forum." 7.2 inclusion as an agenda item at a subsequent meeting. 7.3 itr must bel listed on the agenda under New Business. Rule 8 Reports 8.1 8.2 Rule 9 9.1 The Town Administrator's report shall be in writing and submitted in On a revolving schedule, at least once a year, each Department head will advance oft the Town Council meeting. provide a written report for their department. New and Unfinished Business Each item tabled or postponed by the Council at any regular meeting shall appear on the agenda of the next succeeding regular meeting, or on a subsequent date set by the Council as unfinished business until acted upon Citizens may speak at the discretion of the Council President or a majority ori removed from the agenda. 9.2 RULE 10 10.1 ofCouncilors during New or Unfinished Business. Appointments to Boards & Commissions The Town Council will consider all requests for appointment and will continue to urge interested residents to obtain and complete the volunteer application available at the Clerk's Office (also available at the Library and town website at www.amestowm.goy. Appointments of members to JAMESTOWNTOWA COUNCIL RULES 2025-2026.docx Page 6of12 commissions, boards and committees shall be by a majority vote of the The Council will continue the practice of appointing the best qualified persons tol boards, commissions and committees without regard to personal or political affiliations, except as may be otherwise required by State law. Once appointed to al board or commission, citizens shall conduct themselves in ai manner: respectful of fellow committee: members and the public. Failure to do sO may prompt the Council to remove the person who, by virtue ofa majority vote of the other committee members, is alleged to have violated decorum and propriety appropriate for committees and boards in Jamestown. Committees shall be conducted in accordance with the Open Meetings Act and all other relevant legal and procedural requirements. The chairperson of each individual board, commission or committee shall keep ai record of the terms ofi its members, as provided by the Town Clerk, and shall notify the Clerk within 45 days prior to the expiration of any member's term. Said notification shall include meeting location and The Town Clerk will announce upcoming vacancies for 30 days prior to the The Town Clerk will communicate with individuals whose terms will be expiring by letter to determine if the person wishes to be reappointed, if applicable. The Town Clerk will also request a two-year attendance record from the Chair of the applicable board, commission, or committee. Application for the vacancy shall bel byl letter from the applicant to the' Town Clerk's office stating qualifications oft the applicant. Persons wishing to be The Council Members shall make nominations from the files of applicants Individuals seeking appointment or reappointment must be qualified electorsoftheTownoflamestown. and residents ofthe Town ofJamestown. In the event a special advisory committee is formed, a written charge will be given to the committee by thel President ofthe Town Council. The Town Council shall have the authority to discharge the committee or to recall the Council. I0.2 10.3 schedule for that board, commission or committee. term expiration dates, or date set for filling vacancies. I0.4 I0.5 I0.6 reappointed shall follow the same procedure. 10.7 10.8 10.9 provided by the Town Clerk. committee as necessary. AMESTOWNTOWN COUNCIL RULES 2025-2026.docx Page 7of12 RULE 11 Consent Agenda 11.1 Consent Agenda. In order to expedite the public business and provide additional time for deliberation by the Town Council on matters requiring such deliberation, Consent Agenda items are those items of business that If the Town Council President, Town Administrator or Town Clerk determines that any item of business which requires action by the Town Council is of a routine and non-controversial nature, they shall cause itt to be presented at a regular meeting of the Council as part of the Consent Upon objection by any member ofthe Council to inclusion of any item on the Consent Agenda, that item shall be removed from the Consent Agenda forthwith. Such objection may bei recorded at any time prior to the taking of avote on the motion to approve the Consent Agenda. Any item removed from the Consent Agenda shall be considered at the conclusion of the The Consent Agenda shall be introduced by a motion "To approve the following listed items as the Consent Agenda" and shall be considered by the Council as a single item. There shall bearoll call vote after this motion. There shall be no debate or discussion by any member of the Council regardingany.item on the Consent Agenda beyond correctingty typographical Approval of the motion to approve the Consent Agenda shall be fully equivalent to approval, adoption or enactment ofeach motion, resolution or other item of business thereon exactly as if it had been acted upon are ofar routine and non- controversial nature. 11.2 Agenda. 11.3 Consent Agenda to take the necessary action required. 11.4 11.5 errors or asking questions for simple clarification. 11.6 separately. RULE 12 Parliamentary Law 12.1 Ift there are any parliamentary practices, procedures, customs and rules not covered within these rules, the current edition of Robert's Rules of Order, Newly Revised, shall govern where it does not conflict with the applicable State or Town laws, ordinances, or the Home Rule Charter. JAMESTOWNTOWN COUNCIL RULES 2025-2026.docx Page 8 of12 Rule 13 13.1 Participation in Discussion The heads ofI Departments or Divisions thereofandi members ofl Boards and Commissions, in matters relating to the functions of their offices, and any other elected officials, shall have the right to appear before the Council for the purposes of expressing their views on matters pending before it. Any citizen or group of citizens shall have the right to petition the Council with regard to any matter within the jurisdiction of the Council, setting forth specifically the purpose oft the petition and reliefdesired. The press shall be With the objective of facilitating prompt attention to Council Member concerns, any member of the Town Council who knows in advance ofa meeting that the member wishes to obtain certain data, or have a question or questions answered, or wishes specific figures or expenditures, or budget balances, etc., should, insofar as possible, inform the Administrator in writing of the nature oft the inquiry SO that the Administrator will have the opportunity to have the answer available at such meeting. The Town Council requests that members of the public follow a similar The Town Administrator shall submit reports to members of the Town allowed on the: floor oft the Town Council chambers. 13.2 13.3 13.4 RULE 14 Motions 14.1 14.2 procedure wherever possible. Council in advance ofa Town Council meeting. When ai motion is made and seconded it: shall be stated by the Town Council Ne-meltion-shall-be-dehae-umtl--itis-secended. Any motion may be withdrawn by the mover at any time before the taking ofa vote thereon or President. before an amendment is made to such motion. RULE15 Motions of Precedence 15.1 When a question is before the Town Council, no motion shall be received, except to: 1. 2. 4. 6. 7. Fix the time at which to adjourn; Raise a question of privilege; 5. Lay on the table; Previous question; Adjourn; 3. Take ai recess; Call for the orders oft the day; JAMESTOWNTOWN COUNCIL RULES 2025-2026.docx Page 9 of12 8. 9. Limit or extend the limits of debate; Postpone to a certain time; 10. Commit or refer; 11. Amend; 12. Postpone indefinitely; 13. Main motion The last motion ont thel list ranks lowest and the first on the list ranks highest. When any of the above motions are immediately pending, the motions before it on the said list shall be acted on first, and the ones below shall be acted on in order. Motion #s 13,12, 11, 10, and 9 are debatable. Motion #s 13,11,10,9,8, 3 and 1 are amendable. Motion #s 13,11,10,97amndlare subject to reconsideration. RULE 16 16.1 Actions of Members of the Town Council Any Council member wishing to speak shall address the President, and after the right to speak has been recognized, the member shall not bei interrupted while speaking except by a call to order, or for the correction ofa a mistake, or yield to a member. The member shall confine remarks to the question under debate and refrain from personal comments. No member shall speak more than once on the same question until all members desiring to speak thereon shall have done SO. There shalll be no conversation among members while another member is speaking or while anyone else is speaking, while aroll call is being taken, while a paper is being read or while the President The affirmative roll call vote of three (3) Council members shall be necessary for the passage ofany ordinance. The vote upon any matter shall, upon the request oftwo Council members, be taken by roll call which shall be called for by the President. The "yeas" and "nays" of the Council members shall be called for individually by the Town Council President or presiding officer, in the event of a conflict, and shall be recorded on the records of the Town Council by the Clerk. After a roll call vote has been ordered, said roll call shall not be interrupted, delayed or stopped by the President or any member of the Council for any reason whatsoever, including points of order, personal privilege or for a member to explain his orl her vote. After thei roll call and before the President announces the result, any member may change his or her vote. All roll calls shall be taken alphabetically, except that the name oft the President oft the Council shall be called last. In case of a tie vote, the motion is not carried or passed. A member may explain the vote only with the consent oft the Council. iss stating a question. 16.2 AMESTOWNTOWN COUNCIL RULES 2025-2026.docx Page 10 of12 16.3 After the result ofa vote is announced, ai motion to reconsider isi in order. A member who voted with the prevailing side must make the motion. Any member may second the motion. No ordinance, resolution, question or vote Any member who realizes or anticipates a conflict of interest with respect to ai matter before the Town Council for consideration should announce the intent to recuse themselves and to abstain from voting on the matter as soon as the conflict becomes apparent, and should thereafter refrain from further Any member who believes they lack the information to: make aj proper vote These rules and procedures shall take effect upon passage. The foregoing rules shall not be altered, amended, suspended or repealed at any time, except by a vote of the majority of the whole number of members elected can be twice reconsidered. 16.4 discussion oft the matter. may abstain from voting. 16.5 tot the Town Council. Adopted by the. Jamestown Town Council at ai meeting held February 4, 2013 Attest: Cheryl A. Fernstrom, CMC, Town Clerk Revised and Adopted by the. Jamestown Town Council at ai meeting held March 22, 2016 Attest: Cheryl A. Fernstrom, CMC, Town Clerk Revised and Adopted by the. Jamestown Town Council at ai meeting held March 20, 2017 Attest: Cheryl A. Fernstrom, CMC, Town Clerk Adopted by the. Jamestown Town Council at a meeting held December 7, 2020 Attest: Erin F. Liese, CMC, Town Clerk Adopted by the. Jamestown Town Council at a meeting held January 23, 2023 Attest: Roberta. J. Fagan, Town Clerk AMESTOWNTOWN COUNCIL RULES 2025-2026.docx Page 11 of12 Adopted by the Jamestown Town Council at ai meeting held January 21, 2025 Attest: Roberta. J. Fagan, CMC, Town Clerk AMESTOWNTOWN: COUNCIL RULES 2025-2026.docx Page 12 of12