How to Host an Effective Council Meeting

After understanding municipal councils and their role in city governance, let’s look into the sequential process of holding an effective council meeting. To increase effectiveness and output, many councils follow parliamentary procedures outlined in Robert’s Rules of Order. Following these straightforward steps will help you increase attendee effectiveness and participation, ultimately leading to more productive council meetings.

1. Call the Meeting to Order

Every government meeting should begin with the chairperson or the designated authority calling the meeting to order. For instance, the chairperson might say, “I’d like to officially open the meeting (name of council meeting) scheduled for (day) at ( time).” Calling the meeting to order serves as a formal commencement of the proceedings and sets the tone for the meeting.

2. Call Roll

Taking roll is crucial to recording attendance and ensuring all council members are present and accountable. It creates an accurate record and establishes the necessary quorum for decision-making. And if you’re wondering: Are committee meetings open to the public? Yes! Public participation is important for meeting transparency. Other participants in city council meetings may include:

• Mayor
• City council members
• City manager/administrator
• Advisory committee
• City clerk
• City attorney
• City department heads
• Local residents

   

   

3. Approve Agenda and Meeting Minutes

The agenda is a vital document that outlines the topics to be discussed during the council meeting, similar to the board committee charter. It should be prepared in advance and distributed to all council members. Upon convening the meeting, the agenda should be approved by a formal vote. Additionally, the minutes from the previous meeting should be reviewed, amended if necessary, and approved to maintain an accurate historical record.

4. Review and Document Council Reports

During council meetings, council members frequently deliver reports concerning their projects and initiatives. These reports hold significant value as they offer essential updates, valuable insights, and recommendations to the governing body. To uphold transparency and facilitate well-informed decision-making, it’s imperative to thoroughly examine and document these reports during council meetings.

5. Review Old and New Business

Council meetings also need to address any outstanding issues as well as new items on the agenda. Old business refers to previously discussed topics that require further action or follow-up, while new business pertains to fresh matters that must be addressed. Encourage open discussions among the council members, allowing them to share their perspectives, ask questions, and propose solutions. Maintaining a structured and focused discussion ensures everyone has an opportunity to contribute.

6. Adjourn the Meeting

After the council addresses all agenda items, it’s time to adjourn the meeting. Summarize the key decisions and action items, clarify any next steps, and ensure the meeting minutes accurately reflect the discussions and outcomes. Thank the council members for their participation and conclude the session on a positive n