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Meeting Agendas

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In order to ensure that Council meetings are meaningful to you and other citizens, the City Council uses a set of rules entitled "Robert's Rules of Order" to govern the conduct of its meetings. Following is a brief summary of the order of business for a City Council Meeting.

Order of Business

The schedule for a Council meeting is shown on the Agenda. An agenda is simply a list of business to be considered at a meeting.

First Tuesday of the Month Meetings

4:30 p.m.

  • Call to Order
  • Roll Call
  • Other Business
  • Staff Reports
  • Adjournment

7:00 p.m.

  • Call to Order
  • Roll Call
  • Approve Minutes
  • Petitions, Individuals, Delegations & Commendations
  • Open Forum
  • Consent Agenda
  • Public Hearings
  • Unfinished Business
  • New Business
  • Petitions, Individuals, Delegations & Commendations
  • Communications/Requests
  • Council Request Items
  • Staff Reports
  • Adjournment

Third Tuesday of the Month Meeting

7:00 p.m.

  • Call to Order
  • Roll Call
  • Approve Minutes
  • Petitions, Individuals, Delegations & Commendations
  • Open Forum
  • Staff Reports
  • Consent Agenda
  • Public Hearings
  • Unfinished Business
  • New Business
  • Petitions, Individuals, Delegations & Commendations
  • Communications/Requests
  • Council Request Items
  • Staff Reports
  • Adjournment

To find out about specific agenda items, refer to the corresponding City Council Agenda on the City website, or call City Hall at 651-430-8800. Agendas are available at the entrance to the Council Chambers at the time of meetings.

The Role of the Public

The City Council welcomes the public to all Council meetings, workshops, and hearings. To keep the agenda moving smoothly, the Council has adopted basic guidelines for making presentations before the Council.

The purpose of the guidelines is:

  • To provide for an orderly meeting
  • To provide equal and adequate time for review and consideration of agenda items
  • To provide equal rights to all members of the public who address the presiding officer
  • To provide the City Council with an equal and rational approach to all decisions

Meeting Conduct Guidelines

The City Council has established the following guidelines for the conduct of City Council meetings:

  1. Presentations concerning items will be heard only upon approval of the Mayor
  2. When addressing the Council, the presenter shall approach the podium and begin presenting by stating his/her name and address for the record
  3. All persons who speak must address the Mayor
  4. At public hearings, all questions and remarks from an audience member shall be addressed to the Mayor.
  5. The Mayor may use discretion whether to allow repeat statements from the same person
  6. To help maintain order, applause or other disturbances are discouraged
  7. Petitions should be presented to the City Clerk

Additional Agenda Items

Petitions, Individuals, Delegations & Commendations

This section provides time for presentations and proclamations, etc.

The Consent Agenda

The Stillwater City Council uses a Consent Agenda procedure for routine items needing little or no deliberation. Those items are identified on the agenda and are approved with one vote unless a Councilmember or citizen requests that the item be discussed or considered separately.

Open Forum

Individuals wishing to appear at regular meetings of the City Council relative to items not included on an agenda may speak under the sections of the agenda entitled Open Forum. The Council may take action or reply at the time of the statement or may give direction to staff regarding investigation of the concerns expressed.

New Business, Unfinished Business, Communications & Requests

These items are intended primarily for Council discussion and action. It is up to the discretion of the Mayor as to what, if any, public comment will be heard on these agenda items.

Executive Sessions

Executive Sessions are meetings, or portions of meetings, which are closed to the public. Minnesota law allows such closed meetings on a limited range of subjects. Executive Sessions are usually held in regard to actual or threatened litigation or labor negotiation strategy. A report on any action taken at the Executive Session is usually made at a subsequent Council meeting.

Meeting Dates

With few exceptions, the City Council meets at 4:30 p.m. on the first Tuesday of the month and recesses until 7:00 p.m. and at 7:00 p.m. on the third Tuesday of each month in the Council Chambers of City Hall, 216 4th Street N. The Council also meets in special session as needed with notice of these meetings published in the Stillwater Gazette and posted at City Hall, Stillwater Public Library and on the website.

Occasionally meeting dates are changed to avoid conflicts with holidays or other events so you may wish to consult staff at City Hall (651-430-8800) for information on specific meeting dates.

Council Meeting Cable (Check Valley Access)

With few exceptions, the regular City Council meetings are televised live over the City’s Cable Television Access (check Valley Access), Channel Sixteen (16). Replays of Council meetings are Saturday at 7:00 p.m. and Sunday at 4:00 a.m. and 4:00 p.m.

Digital Recorded copies of each City Council meeting are available for purchase through Valley Access. Please contact the St. Croix Valley Cable staff at 651-439-8803 for digital recordings.

Public Hearings

Certain items on the agenda are identified as Public Hearings. These are formal proceedings giving citizens an opportunity to express their concerns on a specific issue. Some issues on which the Council is required to hold public hearings are the annual budget, public improvement projects, and various Planning requests including but not limited to subdivisions, zoning changes, appeals to the Planning Commission decisions and levying of special assessments.

The Council endeavors to complete action on each issue the same night as the hearing. However, there may be circumstances where additional information or action is needed making it desirable to defer action until a later date. Depending on the situation, the hearing may be closed or continued to a future meeting date.

General Hearing Procedures

  1. Staff describes the proposal
  2. Mayor opens the hearing
  3. Those wishing to comment are heard
  4. Formal action is taken to close the hearing
  5. Councilmembers have an opportunity to comment and ask questions on the issue
  6. Council takes action on the issue or defers decision

How The Council Votes

Three members of the Council constitute a quorum. A majority vote is needed to adopt motions and general resolutions. A vote of 3/5 is required for most ordinances. Publication of an ordinance in the official newspaper of the City is required before it actually takes effect.