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Rules & Orders of Business

TULSA CITY COUNCIL RULES & ORDER of BUSINESS

Latest revision: December 12, 2018

The following constitutes the rules, policies, procedures, guidelines, and order of business as periodically updated and adopted by the Tulsa City Council.

I. MEETINGS

A.                Regular Meetings

Regular Meetings of the Council of the City of Tulsa are usually held weekly, at 5:00 PM, Wednesday in the City Council Chambers, 2nd Floor, City Hall at One Technology Center (OTC) located at 175 East Second Street. The Council may change a regular meeting from Wednesday to another weekday, or to another location, provided that it does so in accordance with the Oklahoma Open Meeting Law.

B.                Special Meetings

Special Meetings of the Council of the City of Tulsa may be called at any time by either the Council Chair, one-third the membership of the Council, or the Mayor, in accordance with Article II, Section 3.1, "MEETINGS", of the City of Tulsa, Oklahoma 1990 Charter, as amended.

C.               Standing Committee Meetings

The Council holds its standing committee meetings on Wednesday unless determined otherwise by the Council. The usual location of standing committee meetings is Room 411, 4th floor, City Hall, 175 E. 2nd St. Tulsa, OK.

The usual times for standing committee meetings are:
10:30 A.M. Urban and Economic Development
1:00 P.M. Budget
2:30 P.M. Public Works 

Only a City Councilor, the Council Administrator, or Secretary of the Council can place an item on the Agenda of a standing committee of the Council. Any change in the date, time, or location of a committee meeting shall be made exclusively by the Chair or Co-Chairs of that committee. A standing committee meeting may be continued to another date, time, and/or location by the presiding Chair or Co-Chairs of that committee.

D.               Open Meetings Act

All meetings of the City Council shall conform to and be held in accordance with Oklahoma's Open Meeting Law.

II. ORDER OF BUSINESS

Regular Meetings of the City Council are conducted according to the following general Agenda:

- Call to Order
- Roll Call

1. Receipt and Filing of Minutes
2. Appointments & Reappointments
3. Public Hearings
4. Mayor's Items

[Including: Mayor’s report on community events, briefing on City activities, City efforts, and New Business]

5. Authorities, Boards, and Commissions Items
6. Ordinances: First Reading
7. Ordinances: Second Reading
8. Council Items
9. New Business
10. Hearing of Appeals
11. Hearing of Public Comments
12. Adjournment

Note: When possible, proclamations, recognitions and other announcements should be made immediately before regular council meetings.

III. AGENDAS

A.               Regular Council Meetings

1. Time for Posting and Delivery to Councilors

The Agenda for all Wednesday Regular City Council Meetings is assembled and posted by 5:00 PM on the Friday preceding a Wednesday meeting by the Secretary of the Council and delivered, with all supporting material, to the Councilors no later than the close of business of the Friday preceding a regular Wednesday meeting. Delivery may be effected electronically, by personal service, or by US Postal Service. Addenda may be posted no later than the close of business on the Monday preceding a regular Wednesday meeting. Addenda shall be allowed only to correct staff error or add emergency items.

2. Time for Requests to be Submitted to Secretary of the Council

Matters to be placed on the Agenda for regularly scheduled Wednesday Meetings of the City Council must be submitted to the Secretary of the Council or Council Administrator, Office of the City Council, 4th Floor, City Hall at OTC, with all supporting materials, not later than 12:00 Noon the Thursday preceding a regular Wednesday meeting. Except for legitimate, verifiable emergency situations, non-adherence to this policy will preclude inclusion on the next Wednesday’s Agenda.

3. Method of Item Placement on City Council Regular Meeting Agenda

By request to the Secretary of the Council or the Council Administrator within the deadlines established above, the following individuals shall be permitted to place an item on a City Council Regular Meeting Agenda:

a. Any Councilor.

b. Mayor (or City Attorney on behalf of the Mayor) for administrative and budget items only.

c. City Auditor for administrative and budget items only.

d. An individual appealing an administrative decision provided that such request is filed in a timely manner by the appellant, duly recorded by the City Clerk (with date stamped) and submitted to the Secretary of the Council by the appellant.

e. An individual’s request to speak under “Hearing of Public Comments.”

B.                Standing Committee Meetings

All standing committee meeting Agendas will be posted no later than 5:00 P.M. on the preceding Friday, or two (2) full working days prior to the committee meeting, whichever is earlier.

All new Agenda items and supporting material for standing committee meetings must be received by the Secretary of the Council, or Council Administrator, by 12:00 noon on the Thursday preceding the committee meeting.

IV. ADOPTION OF PROPOSED ORDINANCES

Governing Charter Principle:

No ordinance shall be adopted until the subject thereof – and not necessarily the printed ordinance per se – has appeared on the Council Agenda for two (2) meetings (reference: Tulsa City Charter, Article II, Section 8).

A.                First Reading

Except as provided in Section B. (below), an ordinance must initially appear on an Agenda for consideration by the Council as a First Reading, provided that the subject of the ordinance has not previously appeared on an Agenda of a regular Council Meeting within the preceding ninety (90) calendar days. Any Councilor, or the Mayor (under the restrictions set forth in III.C.) may cause an ordinance to appear on the Agenda of a regular meeting of the Council by submitting a Request for Ordinance Action (Section IV. C, below), and a copy of the proposed ordinance along with appropriate supporting information to the Secretary of the Council or Council Administrator.

An ordinance may be debated, amended, referred for additional review to a Councilor, Council committee, Council Staff, or the Mayor's Office, and/or placed on a future Agenda for a Second Reading by either the Council Chair, or by motion and affirmative vote of a majority of a quorum of the Council. However, an ordinance shall not be adopted at its First Reading except by a waiver of both the Charter and these Council Rules & Order of Business; the former requires an affirmative 2/3 vote of the entire membership of the Council, while the latter requires an affirmative vote of a majority of a quorum.

B.                Second Reading

An ordinance shall appear on a future Agenda for a Second Reading by the Council, provided that the subject thereof has previously appeared on an Agenda of a regular Council Meeting within the preceding ninety (90) calendar days. Furthermore, it must be placed on an Agenda for a Second Reading by the Council Chair, or by motion and affirmative vote of a majority of a quorum of the Council, or by the Chair or Co-Chairs of the standing committee to which it was assigned for review. An ordinance can be adopted by the Council at its Second Reading by an affirmative vote of a majority of the entire membership of the Council.

If an ordinance fails to be approved by the required vote of the Council, that same ordinance may not be placed on a future Agenda for Council consideration for a period of 90 calendar days following Council action on said ordinance. A "Motion to Reconsider" is an allowable exception to this rule (reference: Section IX).

C.               Request for Action

1. Ordinances

All proposed ordinances submitted to the City Council for consideration must be accompanied by a completed "Request for Ordinance Action" form which embodies the following information:

a. Purpose of Legislation
b. Summary
c. Cost: (a) Direct; (b) Indirect
d. Source of Funds
     (1) Budget Source – current fiscal year
     (2) Budget Source – succeeding fiscal years (if applicable)

Information for each of the above elements shall be transmitted with the proposed ordinance along with proper attribution as to the information source (i.e., the initials of the individual providing the appropriate information).

If a completed Request for Ordinance Action form does not accompany the proposed ordinance, the ordinance shall not be considered by the full City Council or any of its standing committees.

Additionally, any Councilor may request additional information regarding a proposed ordinance as may be considered appropriate or necessary by said Councilor.

2. Resolutions

All Requests for Action for Resolutions must clearly state the purpose of the resolution.

3. Donations

All requests for acceptance of a donation of goods or services must include all appropriate information. A request for donation of travel expenses must state who is traveling, the destination, the purpose of the travel, the dates of the travel, and, if an in-kind donation, the dollar value of the donation.

D.               Emergency Clauses

Absent an unforeseen change in facts or circumstances, the Council shall not pass an emergency clause on an ordinance or resolution, unless the administration or a department specifically requests it. The request for an emergency clause must be clearly stated on the front page of the Request for Action. Information detailing the need for the immediate preservation of the public peace, health, welfare, or safety shall be included on or attached to the Request for Action.

V. PUBLIC INPUT, PUBLIC HEARINGS AND PUBLIC COMMENTS

A.               Public Input

Public input is allowed on all items except items continued from a previous meeting where public input was received on the item, items listed under First Reading (unless the Council notifies the public it may act on  the  item),  Public Comments (except for the individual who requested the item), or the Mayor’s presentation of the Budget (since public input will be received at a future public hearing).

Individuals who wish to speak to the Council on an item that appears on the Council Agenda, whether speaking on their own behalf or on behalf of a group, must sign a request to speak form at the regular Council Meeting, providing Council Staff with their names and addresses, and indicating whether they support or oppose the item (as applicable), prior to the Council addressing that item.

B.                Public Comments

A citizen who wishes to speak before the Council on an item affecting the City of Tulsa may be permitted to speak under “Public Comments” at the Wednesday night 5:00 p.m. regular Council meeting, provided the following steps are taken: A topic for the “Public Comments” portion of the Agenda must be submitted to the Secretary of the Council either in writing, by fax, Email, or via the Council’s website by the citizen wishing to speak thereon, along with all supporting materials, not later than 12:00 Noon the preceding Thursday. The topic should be brief, but specific enough to satisfy posting requirements under state law. The topic should be worded so an ordinary individual may understand what the topic is about (i.e. abbreviations, scientific words, etc. should be avoided). The language submitted by the citizen will be reviewed and, if necessary, revised to ensure compliance with Oklahoma Open Meeting Act.

“Public Comments” is intended to provide the citizens with an opportunity to address the Council on new issues affecting the City of Tulsa and is not intended to provide a forum for commercial, political, or similar topics. A citizen shall be limited to two (2) “Public Comments” items per meeting. A citizen may not re- submit a request on the same subject matter within 180 days from the preceding request.

The business portion of the Council’s regular meeting shall be concluded immediately after the completion of “Hearing of Appeals.” No action shall be taken on matters raised or discussed during “Public Comments” other than possibly placing such matters on a future regular meeting or standing committee meeting of the Council. The Council may have representatives of the City appear and speak on topics raised during “Public Comments.”

C.               Time Limitations

The Chair shall limit the time allowed for speaking in accordance with the following:

1. Individuals

Individuals shall be limited to a total of five (5) minutes per meeting; their use of those five (5) minutes shall begin as soon as they have been called upon to speak. Speaking at a public hearing, shall not be counted against an individual’s total of five minutes. Speakers will be called in the order in which they signed up to speak, although they may first be sorted into supporting or opposing the item.

2. Groups of 6 or more

Groups of six (6) or more individuals advocating a similar position on a single item are collectively limited to a total of thirty (30) minutes per meeting. A single representative of a group in favor or opposed to a particular agenda item can use the entire thirty (30) minutes if five (5) individuals signed to speak prior to the representative yield their time to the representative. Speaking at a public hearing shall not be counted against a group’s total of thirty minutes.

3. Zoning Change Requests or Appeal of Administrative action

Zoning Change Requests and Appeals from Administrative Action presentations may, at the discretion of the Chair, be extended up to twenty (20) minutes with up to an additional ten (10) minutes to respond to any comments by interested, opposing parties.

4. Response to Councilors’ questions

Responses to questions from Councilors shall not be considered part of a person's or group's allowed time.

5. Termination of comments by Council Chair

The Council Chair may immediately terminate the comments of any individual speaker on an Agenda item for violation of these Rules & Order of Business. In addition, after a warning, the Council Chair, at his/her discretion, may preclude the individual speaker from addressing the Council on any other Agenda item at that meeting and/or at the next regular 5:00 PM Wednesday Council meeting for violation of these rules.

D.               Conduct

Individuals and groups addressing the Council must limit their remarks to the specific Agenda topic on which they have signed to speak. Individuals and groups shall always remain courteous and respectful. Any violation of these provisions, as determined by the Council Chair, shall initially result in a warning; should there be any further violation, the Council Chair shall direct the individual, or group, to vacate the podium, forfeit the remainder of the time available to them to address the Council at that particular Council meeting (reference: V.C. 1 & V.C.2, above), and/or the Council Chair may expel the individual or group from the meeting.

VI. CONFIRMATION OF MAYORAL APPOINTMENTS

The adopted City Council policy governing the review and confirmation of Mayoral appointments and reappointments to all boards, authorities, commissions and agencies created by the amended City Charter, ordinance, agreement or pursuant to law is as follows:

A.               New Appointments

Upon submittal of a nominee, a copy of the nominee's resumé (to include the address of the appointee’s current, primary residence), a statement of who the new appointee is replacing or succeeding, the appointment term, a list of potential conflicts of interest which would cause the nominee to recuse themselves on an issue, a signed acknowledgement of receiving a copy of the City of Tulsa’s Ethics Ordinance, a signed agreement to abide by the City of Tulsa’s Ethics Ordinance, and any other pertinent information is to be submitted by the Mayor's Office to the Secretary of the Council who shall invite the nominee to appear at an appropriate standing committee meeting as well  as at a regular, 5:00 PM Wednesday, City Council meeting for confirmation.

B.                Reappointments

Upon submittal of a nominee for re-appointment, a copy of the nominee's updated resume or a statement detailing current employment and community involvement (both to include the address of the re-appointee’s current, primary residence), attendance record over the previous appointment period, the reappointment term, the original date the nominee was first appointed, a list of potential conflicts of interest which would cause the nominee to recuse themselves on an issue, a signed acknowledgement of receiving a copy of the City of Tulsa’s Ethics Ordinance, a signed agreement to abide by the City of Tulsa’s Ethics Ordinance, and any other pertinent information is to be submitted by the Mayor's Office to the Secretary of the Council who shall invite the nominee to appear at an appropriate standing committee meeting. However, the nominee need not necessarily appear at a regular, 5:00 PM Wednesday, City Council meeting, except if one or more Councilors ask for such an appearance by submitting a written request to the Secretary of the Council or Council Administrator.

C.               Confirmation

Appointments and reappointments shall be considered for approval by the Council at a regularly scheduled, 5:00 PM Wednesday meeting of the Council held no earlier than the week following their appearance at a Council standing committee meeting.

VII. OFFICERS

A.               Term

The Council will elect a Chair and Vice-Chair at its first meeting on or after the first Monday in December of each year. The Chair and Vice-Chair shall serve until immediately prior to the first Council meeting on or after the first Monday in December each year.

B.                Method of Election

At least two (2) weeks prior to the first meeting on or after the first Monday in December of each year, any Councilor(s) wanting to be considered for the position of Vice-Chair shall file with the Council Secretary a signed document with their name, council district and stating that they wish to be considered for the position of Vice-Chair. Within one (1) business day of receipt of such notice, the Council Secretary shall notify the Council of the Councilor’s desire to be considered for the position of Vice-Chair.

At the first meeting on or after the first Monday in December of each year, the Council Administrator, or Council Attorney, shall preside over said meeting until such time as a new Council Chair shall be elected. Nominations may be made by any Councilor and received by the Council Administrator, or Council Attorney. Upon the closing of nominations, a roll call vote shall be conducted by Council Administrator, or Council Attorney, who shall record the results. Should no nominee receive a majority vote of the entire Council, the Council Administrator, or Council Attorney, will repeat the roll call vote until a Chair is elected by a majority. A Councilor just having completed a full term as Chair shall not be eligible for election to a consecutive term as Chair.

The duties of the Chair include presiding at the meetings of the Council and performing such other duties as provided in the Amended Charter, by ordinance, or by the Council’s Rules & Order of Business.

C.               Vice-Chair – Term, Method of Election and Duties

Following the election of a Chair, the Council will elect a Vice Chair to serve concurrently with the Chair. Only Councilors who have filed a document with the Council Secretary stating their wish to be considered for the position of Vice-Chair shall be eligible for nomination as Vice-Chair. Otherwise, the nomination and election process shall be the same as was utilized for selection of the Chair. In the absence or disability of the Chair, the Vice Chair will perform the duties of the Chair.

D.               Replacement of and Representation by Chair and Vice-Chair

Upon becoming an announced candidate for any public elective office other than for reelection to the Council, the Chair, or Vice Chair, shall resign his/her position and a replacement shall be elected by a majority vote of the entire Council.

The Chair and Vice Chair serve at the pleasure of the entire membership of the Council and may only be removed by an affirmative vote of a majority of the entire Council.

The Chair and/or Vice Chair may represent the entire Council on a matter of policy only when specifically authorized by action of the Council.

VIII. COMMITTEES: FORMATION, MEMBERSHIP AND METHOD OF REFERRAL

The Council Chair, or the Council by motion and affirmative vote of a majority of a quorum of the Council, may at any regular meeting, establish and appoint members to and name a Chair or Co-Chairs of standing committees, task forces and other duly created advisory committees or subcommittees for the purpose of organizing the work of the Council.

If Co-Chairs of a standing committee or task force are appointed, a Co-Chair shall serve as the presiding committee or task force Chair for one month, ending at the conclusion of the last meeting of the committee or task force for the month. At the conclusion of a Co-Chair’s term as presiding Chair, the next Co-Chair shall assume the responsibilities of presiding Chair, unless that Co-Chair defers the responsibilities to a Co-Chair of his/her choosing. The order of rotation for presiding Chair shall be  determined  informally by the committee Co-Chairmen; if a rotation is not determined within two weeks after the committee Co-Chairmen are appointed by the Council Chair, then the Council Chair, or the Council by motion and affirmative vote of a majority of a quorum of the Council at a regular meeting of the City Council, shall determine the rotation.

As part of the discussion at regular Council meetings, matters for consideration by standing committees or task forces are to be referred by either (a) the Council Chair, or (b) the Council via motion and affirmative vote of a majority of a Council quorum.

All City Councilors are members of all Council standing committees and task forces. Only City Councilors are official, recognized members of a Council standing committee or task force. Each such entity will have a formally designated and recognized Chair or Co-Chairs who must be City Councilors. The Council may create advisory committees, either by the Chair or Council by motion and affirmative vote of a majority of a Council quorum; an advisory committee may include citizen members. The Chair or Co-Chairs of an advisory committee need not be a City Councilor.

All Council committees, task forces and other duly created advisory committees and subcommittees must post their meetings and any related official gatherings. All postings and meetings must follow the guidelines set forth in Oklahoma’s Open Meeting Law even though such committees are purely fact-finding, informational, and recommendatory in nature and therefore, are considered to be exempt from Oklahoma's Open Meeting Law.

All Council committees, task forces and other duly created advisory committees and subcommittees must, in accordance with their posted Agenda: (1) have summary minutes kept by a person so designated which shall be an official record of the proceedings showing all significant matters discussed; (2) note all recommendations advocated and matters considered by the Councilors in attendance; and (3), file summary minutes with the Secretary of the Council.

IX. MANNER OF ACTING

A.               Motion

Any member may make a motion. Council action must be in accordance with Article II, Section 6.2 of the Amended Charter.

B.                Reconsideration

After the vote on any ordinance, resolution or motion, any Councilor who voted on the prevailing side may move to reconsider the previous action, provided that it is done at the meeting the original vote was taken or at the very next regularly scheduled, 5:00 PM Wednesday meeting of the Council. If seconded, a Motion to Reconsider may be approved by a simple majority of those present.

C.               Councilor Ground Rules

Regarding official Council Meetings, a Councilor is expected to abide by the following without exception. Councilor ground rules are to be monitored and enforced by each and every Councilor. Any violation of a Ground Rule during a Council Meeting demands the immediate attention of the Council.

1. It is the Chair's responsibility to intercede if issues or proceedings get out of hand.

2. Councilors must inform the Secretary of the Council (orally, in writing, or electronically) when they are leaving a regular Council Meeting should their departure occur prior to adjournment.

3. If a proposed Agenda item affects a particular Council District, the Councilor of that District will be contacted first to see if he/she wishes to sponsor the item.

D.               Councilor Norms

At Council Meetings, every Councilor will try to abide by the following guidelines; repeated violations of these guidelines should result in Council action.

1. Councilors and guest speakers will be recognized by their proper formal names. Upon initial acknowledgment, appropriate titles will be used; afterwards, the terms "Mr., Mrs., Miss, or "Ms." may be substituted.

2. Councilor comments must be limited to issues only. There are to be no personal attacks.

3. The Chair recognizes a Councilor to speak.

4. To interrupt another Councilor who has the floor, a Councilor must successfully request the speaker to yield.

5. Councilors must be aware of when they are speaking for themselves and refrain from speaking for other Councilors or the Council as a whole, unless specifically authorized to do so.

6. Councilors must avoid the conscious circumvention of established procedures and protocol. They must follow the adopted rules of the Council.

7. Councilors should be in their seats to vote. When necessary, the Chair will give a Councilor time to get back to his or her seat in order to vote.

X. TRAVEL, MILEAGE REIMBURSEMENT & PARKING POLICY

Any Councilor traveling outside the city on official business on a paid trip paid for by the City of Tulsa shall submit (or cause to have submitted) pertinent information as listed on the City's "Travel Authorization/Advance and Expense Voucher" to a standing committee for its information and review (via a "Councilor Travel Information Form") at its next regularly scheduled committee meeting.

Should the total projected cost of the trip or the projected cumulative annual travel expenses for the Councilor be less than $500, no further action is required. However, if the total cost of the trip or the projected cumulative annual travel expenses for the Councilor is projected to be $500 or greater, then pertinent information shall be forwarded to the full Council for consideration and authorization by a majority vote of a quorum of the Council at a regularly scheduled, 5:00 PM, City Council meeting.

Separate from the above travel expenses, a Councilor is eligible for reimbursement of actual mileage incurred in the operation of his/her personal vehicle for official City Council business at the official, adopted City rate. However, only trips outside the city limits of the City of Tulsa qualify for reimbursement. If any Councilor exceeds a cumulative total of

$500 per fiscal year for mileage reimbursement, such requests will be forwarded to a standing committee for its information and review, then to the full Council for consideration and authorization by a majority vote of a quorum of the Council at a regularly scheduled, 5:00 PM City Council meeting.

All Councilors are expected to report back to the Council, orally, or in writing, on their trips so that any education, insight or experience gained can be shared with all interested Councilors.

The City Council shall be completely responsible for and provide all parking for Councilors and Council Staff, including OTC monthly and on-street metered permits.

XI. ANNUAL BUDGET DEVELOPMENT & REVIEW PROCESS

Article II, Sections 7.1 - 7.3 of the Tulsa City Charter outline the City Council’s responsibilities regarding the review, amendment and adoption of a budget for the City of Tulsa. As a prelude to this process and for the purpose of providing general guidelines to the Administration and City departments, the City Council shall meet to discuss the budget; the distinct and sole purpose of these meetings shall be the development of a compendium of needs and opportunities for the upcoming fiscal year based on the updated Quality of Life model as well as the collective judgment and perceptions of the City Councilors. This compendium shall be formally adopted by the Council and made available to the Administration in January of each year, or otherwise as soon as possible, marking the commencement of the City’s budget development process.

XII. PRINTING & MATERIALS TRANSMITTAL POLICY

A Councilor has the right to have material printed for public purpose without review or approval of its content by the City Council. A mock-up or draft copy of all printed material may, at the discretion of the Council Administrator, be forwarded to a standing Council committee for notification purposes only prior to distribution.

A Councilor has the right to have materials transmitted to constituents for public purpose without review or approval by the Council. A mock-up or draft copy of all large transmissions (defined as 500 or more pieces/contacts) may, at the discretion of the Council Administrator, be forwarded to a standing Council committee for notification purposes only prior to any large materials transmission, if public funds are used.

Any time a Councilor produces print or electronic communications in which his/her personal opinion or policy position is represented (e.g., newsletter, flyers, district web site), a disclaimer shall be included which essentially notes that the opinion or policy position expressed, either directly or indirectly, does not necessarily represent the view or position of the Tulsa City Council or the City of Tulsa.

XIII. COUNCIL CODE OF ETHICS

Members of the City Council, as elected representatives of the citizens of Tulsa, dedicate themselves to the highest ideals of service, honor, professionalism, truth and integrity in all their public and personal relationships and respect the trust and confidence given them by the public and members of city, county, state and federal governments. Councilors pledge to be reasonable, responsible, positive, receptive and courteous in all their dealings, to devote their time, skills and energies to their elected office, and abide by all reasonable standards regarding conflict of interest and ethics as established by federal, state and local laws including the City of Tulsa’s “Code of Ethics” as adopted by ordinance.

XIV. FOOD AND BEVERAGE POLICY – COUNCIL EVENTS & ACTIVITIES

Council business-related meals and refreshments are allowable expenses provided that such is incurred for, and directly related to, the conduct of City Council business or Council Office staff activities. Expenses for meals and refreshments shall not exceed $15 per person or $400 per event unless specifically authorized in writing by the Council Administrator and approved by the Council Chair. Documentation for City Council business-related meals and refreshments shall include the date of the event, the purpose of the event, the cost for meals and refreshments for the event, and the number of people attending the event.

XV. COUNCIL CONTRIBUTIONS DONATIONS POLICY

A.               Statement of Policy

It is the policy of the Tulsa City Council to comply with all provisions of the Constitution of the State of Oklahoma, Oklahoma Statutes, Tulsa Amended Charter and the Tulsa Revised Ordinances relating to the solicitation, receipt and acceptance of donations, contributions and gifts to the City.

B.                Definitions

For the purposes of this policy, each of the following words and phrases shall have the meanings given herein.

1. City shall mean the City of Tulsa,

2. Tulsa City Council employee shall mean those classified City employees, who are appointed by the Council under and pursuant to the provisions of the Amended Charter of the City of Tulsa,

3. Property shall mean anything of value of any kind, type, and/or character, whether real, personal, or mixed.

C.               Approval Required Prior to Any Solicitation

The approval of the Tulsa City Council shall be required prior to any City Councilor or any City Council employee (except for City of Tulsa’s annual charitable giving campaigns) soliciting gifts, donations, endorsements, or contributions for non-City of Tulsa programs, functions, departments, or events while utilizing the name of the City of Tulsa or the Tulsa City Council.

D.               Acceptance of Gifts, Donations and Contributions to the City

The acceptance of all gifts, donations and contributions to the City of Tulsa, whether conditional or unconditional, of any property shall be authorized and approved by the Tulsa City Council, the governing body of the City, in its discretion in accordance with Oklahoma law.

E.                Gifts, Donations and Contributions - Property of the City

All gifts, donations and contributions are the property of the City and shall be accounted for, budgeted and administered consistent with state law, the ordinances and regulations governing City property, and the intent specified by the donor or contributor if said intent was approved by the Tulsa City Council at the time of formal acceptance of the gift, donation or contribution.

F.                Deposit of Funds

All gifts, donations, contributions and proceeds from fund-raising activities in the form of cash or negotiable instruments, authorized by the Tulsa City Council in accordance with Sections C and/or D above, shall be accounted for and deposited consistent with state law and the ordinances and regulations governing the administration of City funds.

G.               Violation of Policy

A violation of this policy by a City Councilor shall constitute a violation of Council rules and may be punishable under the provisions of Section 4 entitled “Rules”, Article II of the Tulsa Amended Charter.

XVI. WAIVER OF COUNCIL RULES

Except for Section XIII, Council Code of Ethics, the Council may, by an affirmative vote of a quorum of the Council, temporarily waive any Council rule or portion thereof, provided, that all actions of the Council shall, regardless of any waiver, be consistent with the Amended Charter, Ordinance and Oklahoma law.

XVII. WAIVER OF CHARTER PROVISION

The Council may, by a two-thirds (2/3) vote of its entire membership, temporarily waive that portion of Article II, Section 8 of the Charter requiring that "No ordinance shall be adopted until the subject thereof has been on the Agenda of the Council for two (2) meetings.” The waiver of this Charter provision is a serious action that must not be taken lightly. Such an action should always be preceded by a deliberate and full consideration by the Council.

XVIII. ROBERT’S RULES OF ORDER

Any matter not covered by these rules shall be governed by Robert's Rules of Order (Revised Edition), provided such actions shall be consistent with the Amended Charter, City Ordinance or other Oklahoma law, which shall prevail.

XIX. ADMINISTRATIVE RECORDS CUSTODIAN & RECORDS RETENTION POLICY

A.               Oklahoma Open Records Act

The Tulsa City Council shall comply with the Oklahoma Open Records Act. All records of the City Council shall be open for inspection, copying, and/or mechanical reproduction during regular business hours. All copying and/or mechanical reproduction shall be done by Council Staff. Applicable reproduction charges shall be approved by the Council and made available by the records custodian or his/her designee.

B.                Records Custodian

The official records custodian for the City Council shall be the Council Administrator or his/her designee. No document, record, video recording, or audio recording shall be removed from the Council Office without the written permission of the records custodian or his/her designee.

C.               Open Records Requests

Excluding documents or records specifically prepared for public distribution, all requests for City Council public records, including e-mails, shall be made in writing and signed by the requestor. All record requests must describe, in as much detail as possible, the records that are the subject of the request to a sufficient degree that the record custodian can reasonably ascertain the identity of the record(s) for inspection including, as appropriate, the subject matter, recipients/senders, and dates, submitted in advance of copying and/or mechanical reproduction. The records custodian shall respond to all requests in a reasonable, responsive timeframe.

D.               Records Retention Schedule

The City Council shall maintain official records according to the following schedule:

1. Official, written minutes of regular and special meetings - permanently.

2. Video recordings of regular meetings – a minimum of two (2) years.

3. Agenda back-up for regular and special meetings – a minimum of two (2) years.

4. Unofficial minutes of standing committee meetings – a minimum of two (2) years.

5. Audio recordings of standing committee meetings – a minimum of two (2) years.

6. Correspondence received and/or generated (electronically maintained, as part of the Council Office’s correspondence database) – a minimum of two (2) years.

7. All information stored on the City Council’s database system shall be electronically copied, at least once a month, and stored off-site.

E.                Notice of Charges for Reproduction

1. Photo copies - $0.20 per page.

2. Computer generated records/reports - $0.25 per page, plus any incurred costs. The amount of this charge will vary depending upon the nature and scope of the document request. A quote will be provided prior to the initiation of any work.

3. Document search fee $10.00 per hour – a quote will be provided upon request and prior to the initiation of any work.

4. Compact Disk (CD) or DVD, per copy/per disk created – $8.00 (full or partial).

5. For all other requests for reproduction not noted above - a quote will be provided upon request.

6. If the above specified reproduction charges conflict with reproduction charges posted elsewhere in the City of Tulsa organization, the lesser of the two shall prevail.

XX. OPENING PRAYER FOR COUNCIL MEETINGS

The Council shall endeavor to open its Wednesday night 5:00pm Council Meeting with an invocational prayer. The prayer should be cognizant of the many faiths in our community and shall not be used as an opportunity to proselytize or advance, or to disparage any faith or belief or the particular tenets or beliefs of individual faiths.

The prayer leader may use the specific name of their god within the prayer, so long as   it is not used in a manner to proselytize or advance, or to disparage any faith or belief or the particular tenets or beliefs of individual faiths. If there is no prayer leader available, the Council will observe a moment of silence for prayerful reflection immediately following the pledge of allegiance. The Council reserves the right to review the text of any prayer to be offered.

The Council extends an invitation to all recognized congregations within the City of Tulsa to sponsor their pastor, minister, rabbi, imam, or other faith leader to provide the invocational prayer for the City Council. Scheduling will be coordinated through the Council Administrator or his representative which may include a scheduling coordinator from outside the Council Staff.

Violation of these provisions as determined by the Council Administrator with advice from the Council Attorney may result in the revocation or suspension of the ability of the sponsoring congregation to sponsor prayer leaders.

XXI. PROCLAMATIONS

The Council may consider requests to proclaim certain events or causes when such proclamations pertain to a City of Tulsa event, person, organization, or cause that positively impacts the community. The Council will consider requests that are timely, have community relevance and convey an affirmative message to Tulsa residents. Proclamations that concern matters of political controversy, profess ideological or religious beliefs, campaigns or events contrary to City policy, or matters that are controversial by nature or content are discouraged.

A.               Guidelines and Requirements for proclamations

1. The person(s) making the request should reside within the City of Tulsa.

2. The person(s) making the request must submit a completed Application Requesting a P r o cl am at i o n. The person(s) making the request shall also include sufficient facts and/or draft proclamation language. Applications are available online at the Tulsa City Council website or a hard copy can be obtained by contacting the City Council.

3. The request should be made at least two (2) weeks in advance of the regularly scheduled Council meeting at which it will be presented.

4. Someone should be in attendance to accept the proclamation.

5. The Council retains the right to modify, edit, or otherwise amend the proposed proclamation to meet its requirements, needs, or policy determinations.

6. The councilor sponsoring the proclamation, or the Council Administrator will determine if the proposed proclamation meets the intent of this policy.

7. The Council retains the right to decide if the proclamation will be issued or not.

8. If not approved, the applicant will be notified of the decision. If a person or organization requests a proclamation and does not request it to be read at a Council meeting, the same policy will apply, except that the requestor must make arrangements with the Council staff to pick up the proclamation. A Certificate or Recognition or Congratulatory Letter is an alternative to be considered where proclamation criteria are not met or the recognition is from a single councilor.

B.                Deceased Councilor

Staff shall draft for signature a Proclamation to be presented to the family of a Councilor (or former Councilor) upon their death.

C.               Requests by Councilor(s)

All requests for proclamations made by one or more sitting Councilors will be honored.


AMENDMENT DATES

APPROVED 28th day of June, 1990

AMENDED 18th day of December, 1990
AMENDED 15th day of January, 1991
AMENDED 7th day of May, 1991
AMENDED 17th day of October, 1991
AMENDED 15th day of October, 1992
AMENDED 9th day of December, 1993
AMENDED 25th day of August, 1994
AMENDED 2nd day of February, 1995
AMENDED 27th day of July, 1995
AMENDED 29th day of February, 1996
AMENDED 28th day of March, 1996
AMENDED 11th day of July, 1996
AMENDED 8th day of May, 1997
AMENDED 21st day of August, 1997
AMENDED 26th day of March, 1998
AMENDED 1st day of April, 1999
AMENDED 24th day of February, 2000
AMENDED 30th day of November, 2000
AMENDED 8th day of February, 2001
AMENDED 21st day of February, 2002
AMENDED 11th day of April, 2002
AMENDED 14th day of November, 2002
AMENDED 19th day of December, 2002
AMENDED 14th day of August, 2003
AMENDED 6th day of May, 2004
AMENDED 20th day of May, 2004
AMENDED 28th day of July, 2005
AMENDED 18th day of October, 2007
AMENDED 24th day of January, 2008
AMENDED 11th day of December, 2008
AMENDED 29th day of April, 2010
AMENDED 26th day of January 2012
AMENDED 8th day of March, 2012
AMENDED 24th day of October, 2013
AMENDED 6th day of February, 2014
AMENDED 13
th day of May, 2015
AMENDED 5
th day of December, 2016
AMENDED 7
th day of June, 2017
AMENDED 24
th day of January 2018
AMENDED 12
TH day of December 2018