Print Staff Summary Report

12.C.

CITY OF FLAGSTAFF

STAFF SUMMARY REPORT

To:

The Honorable Mayor and Council

From:

Stacy Saltzburg, City Clerk

Date:

03/26/2026

Meeting Date:

04/07/2026

TITLE:

Consideration and Approval of Council Rules of Procedure

STAFF RECOMMENDED ACTION:

Approve the updated Rules of Procedure

Executive Summary:

Pursuant to City Charter Article II, Section 14, the City Council has adopted Rules of Procedure for the conduct of its Council meetings and other operational matters. The City Council periodically reviews the Rules of Procedure to discuss potential updates or changes. Staff may also bring forward suggested amendments based on changes in current practices.

Council discussed possible changes at their retreat on January 15, 2026 and reviewed and discussed the amendments at the March 24, 2026 Work Session.

Financial Impact:

None

Policy Impact:

None

Previous Council Decision or Community Discussion:

Council discussed possible amendments at their retreat on January 15, 2026 and reviewed and discussed the amendments at the March 24, 2026 Work Session.

Options and Alternatives to Recommended Action:

Approve with amendments.
Do not approve.

Background and History:

A brief description of the amendments are provided below. Additional minor changes occurred following the Work Session during final review.

Rule 3 - Council Meetings

Better clarifies the Council's summer recess.
Eliminates meetings on the 5th Tuesday.
Removes the review of the draft agenda at work sessions.
Clarifies that Executive Session can be held as needed on any Tuesday.

4.01 — Procedures for Preparation of Council Agendas

Clarifies the expectation for agenda distribution.

4.02 & 4.03 — Future Agenda Item Requests

Simplifies the FAIR process.
Requests will come to the City Manager.
City Manager will determine next steps.
Clarifies that the time to discuss a FAIR is when it come back for formal discussion.

Rule 5 — Order of Business

Updates "Public Participation" to "Open Call to the Public."
Removes City Manager Update, Legislative Updates, and Review of Draft Agenda.
Changes the Informational Items and Reports to "Announcements and Updates to/from Council and City Manager."
Provides a description of Announcements and Updates

6.02 — Temporary Chair

Identifies the Councilmember with second highest votes at the last general election as Chair for a meeting in which Mayor and Vice Mayor are absent.

7.03 — Decorum and Order among Citizen Participants

Updates language and better clarifies the expectations for the audience.

9.01 — Non-Public Hearing Discussions

Identifies agenda items that public comment is not permitted.

9.01 (a) — Open Call to the Public

Provides a definition of Open Call to the Public and codifies the 30 minute rule.

9.02 — Public Hearings

Softens the language to provide for a formal structure when necessary, but does not require strict compliance otherwise.

Rule 10 — Rules Governing Motions by the Council

Minor clarifications to wording.

11.07 — Meetings with State, Federal, and Tribal Delegation

Provide guidance and expectations for individual meetings with representatives.

Connection to PBB Priorities and Objectives:

High Performing Governance

Connection to Regional Plan:

N/A

Connection to Carbon Neutrality Plan:

N/A

Connection to 10-Year Housing Plan:

N/A

Attachments:

Rules of Procedure