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2015-3954 Ordinance ORDINANCE NO 2015-3954 AN ORDINANCE OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, AMENDING CHAPTER 2 OF THE CODE OF THE CITY OF MIAMI BEACH, ENTITLED "ADMINISTRATION," BY AMENDING ARTICLE II, ENTITLED "CITY COMMISSION," BY AMENDING SECTION 2-11, ENTITLED "TIME OF REGULAR MEETINGS" AND SECTION 2- 12, ENTITLED "MEETING AGENDAS," BY AMENDING THE REQUIREMENTS AND PROCEDURES RELATING TO CITY COMMISSION MEETINGS AND AGENDAS; PROVIDING FOR REPEALER, SEVERABILITY, CODIFICATION, AND AN EFFECTIVE DATE. WHEREAS, in order to foster greater efficiency with regard to the conducting of City business at City Commission meetings, and to incorporate and unify all City Commission meeting and agenda requirements and procedures into the City Code that are currently established in various City Resolutions (Nos. 91-20386, 91-20421, and 2015-28961), the amendments set forth in this Ordinance should be adopted. NOW, THEREFORE, BE IT ORDAINED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, AS FOLLOWS: SECTION 1. That Article II of Chapter 2 of the Code of the City of Miami Beach, Florida, is hereby amended as follows: CHAPTER 2 ADMINISTRATION ARTICLE II. CITY COMMISSION Sec. 2-11. Time of regular meetings and presentations and awards meetings. All regular meetings and presentations and awards meetings of the city commission will be generally held on the first and third Wednesdays of each month, respectively, with the dates and times to be established by resolution; however, the city commission may from time to time cancel and/or change the dates and starting times of the meetings as it deems advisable and proper. The city commission may recess for one month during the summer (June, July, or August) as established by resolution. Sec. 2-12. Meeting procedures and agendas. (a) Statement of legislative intent: Consistent with the City of Miami Beach" Charter, this section will help uphold the principles of separation of powers and checks and balances. It will also lend to improving transparency in government. (b) Ordinance and charter amendment sponsors and co-sponsors:. Any proposed ordinance or charter amendment that appears on the agenda of a city commission meeting for discussion, referral, and/or approval by the mayor and city commission must have the name of the mayor, armor a members of the city commission; placed prominently next to it as the primary sponsor of the legislation. _: •• • - : - - _' __---•• •: -. A commission member that seeks to co-sponsor an ordinance or charter amendment that appears on an agenda of a city commission meeting must submit a co-sponsorship request to the city clerk before (as the case may be) discussion, referral, vote, or (in the case of an ordinance) first reading of the item. The primary sponsor must approve the co-sponsor request before (as the case may be): (i) the vote at the first reading of an ordinance; (ii) the vote on a resolution placing a charter amendment on the ballot; (iii) the discussion of the item; or (iv) the referral of the item (if the item is on the commission agenda for a referral to a city or commission committee). A commission member may withdraw as a co-sponsor of an item by submitting a written request to the city clerk prior to the commission meeting when the item appears on the agenda or by announcing such withdrawal at the public meeting of the city commission where the item is to be heard, prior to the city commission vote on such item. Except for the setting of a time certain, which is governed by the provisions in subsection (d)(2) hereof, the primary sponsor controls the placing of the item on an agenda and the withdrawal of the item from an agenda. Co-sponsors are merely intended to provide additional support for an item and do not possess any procedural control of the item. Notwithstanding the foregoing, members of the city commission shall not be precluded from sponsoring ordinances or charter amendments on the same subject matter, provided that the proposed ordinances or charter amendments contain different terms or text. f$ The following are excepted from the requirements of a sponsor of +s subseGt an: (1) Aapplications for amendments to the land development regulations filed by appointed boards or property owners pursuant to subsection 118-162(a) or (b) of the City Code-;. and (2) RresolutionsT that do not concern charter amendments; discussion and/or referral items that do not concern charter amendments; discussion and/or referral of items to boards or committees not scheduled for first or second reading as an ordinance; and referrals to boards or committees proposed by the city manager or city attorney. Agenda submission schedule: LU All city commission meeting agendas shall be submitted to the mayor and city commissioners on the initial print day of the agenda, which shall be no later than five (5) calendar days preceding a 2 regularly scheduled city commission meeting. In those instances when a special meeting is called pursuant to section 2.04 of the City Charter, the agenda shall be submitted to the mayor and city commissioners as soon as practicable before the special meeting. j Supplemental agenda materials. Agenda items that are included in the agenda that is printed on the initial print day may be sue•lemented amended or corrected b materials in a supplemental a•enda and as ma be •rovided b the Cit Clerk in an errata document or announcement. j Addendum agenda items., Any item not included in the agenda submitted to the mayor and city commission on the initial print day must be submitted by the city clerk to the mayor for a determination whether the item is to be placed on the agenda as an addendum item. If the mayor declines to place the item on the agenda as an addendum item, then the item shall be submitted to the city commission for a vote and the item shall only be considered at the city commission meeting upon a finding by the city commission, by a five-seventh (5/7th) affirmative vote, that such item fal constitutes a public emergency affecting life, health, property, or public safety and should be considered immediately,; or does not constitute a public emergency, but should be considered immediately. {s)(d) Agenda items:, al Item details. Items published in a city commission meeting agenda shall include sufficient detail and information for the city commission and the public to evaluate the items in a reasonable and timely manner. Time certains. Except for the setting of time certains for public hearings as required by law, the mayor shall be authorized to set time certains for all matters to be discussed or considered on a city commission agenda. The mayor may consider and set a time certain based upon the request of a city commissioner, the city administration, or a member of the public if such request is made prior to the commission meeting. l Deferred items. If an agenda item that is not set as a time certain for a public hearing is not reached during a city commission 3 meeting, and the city commission does not specifically defer the item, the item shall be deemed to be deferred: fa)to the next regularly scheduled commission meeting if the item was on a regular commission meeting agenda: or 021 to the next regularly scheduled presentations and awards meeting if the item was on a presentations and awards meeting agenda. 4l Time Certain Public Hearing Items. If a time certain public hearing agenda item is to be reset to another commission meeting agenda, the public hearing must either be: a) specifically opened and continued to another commission meeting date and time certain; or b) re-advertised for another commission meeting date and time certain. (e) Presentations and Awards meetings. The presentation of proclamations, awards, certificates, and all other recognitions made by the mayor and city commission shall occur at separate regularly scheduled meetings of the city commission specifically dedicated for these purposes. Other agenda items may be on an agenda of a presentation and awards meetings of the city commission only under the following circumstances: (1) The item was specifically deferred or opened and continued to a presentation and awards meeting; or (2) The item is submitted to the mayor for a determination whether the item is to be placed on the agenda. If the mayor declines to place the item on the agenda, the item shall only be considered at the presentations and awards meeting upon a finding by the city commission, by a five-seventh (5/7th) affirmative vote, that the item constitutes either: fa) a public emergency affecting life, health, property, or public safety and should be considered immediately: or (b) . '- :' - - _ - . - - - - - - affirmative vote, that the item does not constitute a public emer ency, but, should be considered immediately. 4 If Parliamentary Procedure. Robert's Rules of Order Newly Revised, 11th Edition, and all subsequent amendments thereto and all subsequent editions thereof, shall be the recognized authority for general parliamentary procedure applicable to meetings of the city commission in those instances when the city's Charter, Related Special Acts, and Code do not expressly dictate parliamentary procedure. (g){d-} Effect. The validity of any action or determination of the city commission or city personnel, board, or committee shall not be affected by the failure of any person to comply with the provisions of this section. SECTION 2. REPEALER. All ordinances or parts of ordinances in conflict herewith be and the same are hereby repealed. SECTION 3. SEVERABILITY. If any section, subsection, clause or provision of this Ordinance is held invalid, the remainder shall not be affected by such invalidity. SECTION 4. CODIFICATION. It is the intention of the Mayor and City Commission of the City of Miami Beach, and it is hereby ordained that the provisions of this Ordinance shall become and be made part of the Code of the City of Miami Beach, Florida. The sections of this Ordinance may be renumbered or relettered to accomplish such intention, and the word "ordinance" may be changed to "section," "article," or other appropriate word. SECTION 5. EFFECTIVE DATE. This Ordinance shall take effect on the a day of Jul ,, 2015. PASSED AND ADOPTED this 8' day of TqIy 2015, ATTEST: STA 4&S /-1 441,144 Levine, e • bai Raf- -1 E. Gran:do, ity Clerk * 0 APPROVED AS TO Underline denotes additions 3 CORP* ORATED= FORM &LANGUAGE denotes deletions%� . `, ) &FOR EXECUTION Double underline denotes additio'�; •;r�r.Fir's Pac "r ( I Deuisde=stfike through denotes dele �t,� r :ding h City Attorney Dote (Sponsored by Commissioner Jonah Wolfson) F:\ATTO\TURN\ORDINANC\Chapter 2 City Comm Meetings and Agendas 7-8-15[2nd Reading-Wolfson][amended].docx 5 - emit r.r.rNWIrr. ii 1. OFFICE OF THE CITY ATTORNEY RAULJ. AGUILA, CITY ATTORNEY COMMISSION MEMORANDUM TO: Mayor Philip Levine SECOND READING Members of the City Commission PUBLIC HEARING City Manager Jimmy Morales FROM: Raul J. Aguila, City Attorney c DATE: July 8, 2015 SUBJECT: AN ORDINANCE OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, AMENDING CHAPTER 2 OF THE CODE OF THE CITY OF MIAMI BEACH, ENTITLED "ADMINISTRATION," BY AMENDING ARTICLE II, ENTITLED "CITY COMMISSION," BY AMENDING SECTION 2-11, ENTITLED "TIME OF REGULAR MEETINGS" AND SECTION 2- 12, ENTITLED "MEETING AGENDAS," BY AMENDING THE REQUIREMENTS AND PROCEDURES RELATING TO CITY COMMISSION MEETINGS AND AGENDAS; PROVIDING FOR REPEALER, SEVERABILITY, CODIFICATION, AND AN EFFECTIVE DATE. The attached Ordinance is sponsored by Commissioner Jonah Wolfson and is submitted for consideration by the Mayor and City Commission for adoption at the Public Hearing on Second Reading. The Ordinance provides amendments to provisions in Article II of Chapter 2 of the City Code concerning City Commission meetings and agendas in order to foster greater efficiency with regard to conducting City business at Commission meetings. Specifically, the Ordinance amends Section 2-11 to conform the City Code to the actual practice for the setting of regular City Commission meetings and provides flexible language to accommodate the setting of meetings on dates other than the first and third Wednesdays of each month. The amendments also codify the established practice of providing for a Commission recess month during the summer, as set by resolution. The Ordinance also amends Section 2-12 to codify within the City Code various meeting procedures that are currently set forth in City Resolutions, such as: agenda submission procedures, the adding of addendum items to agendas by a 517th affirmative vote, the setting of presentation and awards meetings, and the adoption of Robert's Agenda Item 85-H Date 7-'-I • Rules of Order as the parliamentary procedure for City Commission when the Charter, Related Special Acts, or City Code do not otherwise establish a parliamentary procedure. Also, the current practice regarding supplemental agenda materials is codified. In addition, new procedures are established in Section 2-12 with regard to co- sponsors of ordinances and charter amendments; the setting of time certains; a procedure for addendum items to be placed on an agenda of a regular Commission meeting pursuant to a 517th Commission vote if the Mayor declines to add the addendum item to an agenda; and a requirement that items other than presentations and awards may be placed on an agenda of a presentation and awards meeting upon the approval of the Mayor, or in the absence of the Mayor's approval, a 517th Commission vote. At First Reading of the Ordinance on June 10, 2015, additional revisions were approved by the City Commission as follows: (a) to require only a 517th vote, as opposed to a 717th vote, for the addition of addendum items to regular agendas and for items that are not awards or presentation items to be added to a Presentation and Awards meeting agenda; (b) to provide that agenda items contained in the printed agenda may be amended or corrected, in addition to being supplemented by materials in a supplemental agenda; and (c) agenda items not reached during a Commission meeting (that were not set as a time certain public hearing) will be automatically deferred to the next regularly scheduled commission meeting if the item was on a regular commission meeting agenda, or to the next regularly scheduled presentations and awards meeting if the item was on a presentation and awards agenda. The amendments also include a new provision in Sec. 2-12(d)(4) to address time certain public hearing items, which cannot be automatically deferred or continued, but must either be specifically opened and continued to another commission meeting date and time certain, or must be re-advertised for another date and time certain. A clarifying amendment has been made to the title for Sec. 2-11 with regard to the holding of regular meetings and Presentations and Awards meetings which are generally to be held on the first and third Wednesdays of each month, with the dates and times to be established by resolution. This Ordinance codifies housekeeping amendments and existing language in Resolution Nos. 91-20386, 91-20421, and 2014-28842, as well as establishing additional best practices, and no fiscal impact is expected. 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