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HomeMy WebLinkAbout042-26 RESOLUTIONPage 1 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Resolution: 42-26 File Number: 2025-2823 A RESOLUTION TO ADOPT THE RULES OF ORDER AND PROCEDURE OF THE FAYETTEVILLE CITY COUNCIL FOR 2026 BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby adopts the Rules of Order and Procedure of the Fayetteville City Council for 2026 as attached to this Resolution. PASSED and APPROVED on January 20, 2026 Approved: _______________________________ Molly Rawn, Mayor Attest: _______________________________ Kara Paxton, City Clerk Treasurer Mailing address: 113 W. Mountain Street Fayetteville, AR 72701 www.fayetteville-ar.gov CITY COUNCIL MEMO 2025-2823 MEETING OF JANUARY 20, 2026 TO: Mayor Rawn and City Council THROUGH: FROM: Molly Rawn, Mayor SUBJECT: 2026 CITY COUNCIL RULES OF ORDER AND PROCEDURE RECOMMENDATION: The Mayor’s Office recommends approval of a resolution adopting revised Rules of Order and Procedure for the Fayetteville City Council for 2026 BACKGROUND: The Mayor’s office has drafted a revised Fayetteville City Council Rules of Order and Procedure. The Rules of Order and Procedure were last revised on August 5, 2025 by Resolution 178-25. DISCUSSION: The City Council re-adopts the Rules of Order and Procedure of the Fayetteville City Council at the beginning of every year as recommended by the Arkansas Municipal League. BUDGET/STAFF IMPACT: N/A ATTACHMENTS: 3. Exhibit A - Mayor's Proposed Rules of Order and Procedure of the Fayetteville City Council, 4. Rules of Order and Procedure Strikethrough - 1.12.26, 5. Additional Information - Proposed Revisions from City Attorney's Office, 6. Additional Information - Proposed Revision to Electronic Presentations & Handouts, 7. Approved 2026 Rules of Order and Procedure - January 20, 2025 - Res 42-26, Exhibit A - Mayor's Proposed Rules of Order and Procedure of the Fayetteville City Council, Proposed Rules Strikethrough Page 1 City of Fayetteville, Arkansas Legislation Text 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 File #: 2025-2823 A RESOLUTION TO ADOPT THE RULES OF ORDER AND PROCEDURE OF THE FAYETTEVILLE CITY COUNCIL FOR 2026 BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby adopts the Rules of Order and Procedure of the Fayetteville City Council for 2026 as attached to this Resolution. Rules of Order and Procedure of the Fayetteville City Council Last Revised 1/20/26 by Resolution # ______-26 Adopted 1/20/26 by Resolution # ______-26 Page 1 of 9 RULES OF ORDER AND PROCEDURE OF THE FAYETTEVILLE CITY COUNCIL A.CITY COUNCIL MEETINGS 1.Regular Meetings The City Council shall meet in regular session on the first and third Tuesday of each month at 5:30 P.M. When a holiday or general election occurs on any such Tuesday, the regular meeting shall be held on the following Thursday at the same hour unless otherwise provided for by motion. The regular meeting time may be rescheduled by the City Council in special circumstances, but when so done the change must be made far enough in advance to allow normal public notification. 2.Location The place of City Council meetings shall be in the City Council Chambers in the City Hall unless another place has been previously set by the City Council. 3.Special Meetings Special meetings may be called by three or more members of the City Council or by the Mayor. Notification of a special meeting, including specific items to be considered, shall be at least two hours prior to the meeting. Such notification shall be by personal service to each member or by telephone, specifying time and place of meeting. 4.Executive Session An executive session may be requested by any member of the City Council or the Mayor. A majority vote by the City Council is required to convene in executive session. Executive sessions will be permitted only for the purpose of considering the employment, appointment, promotion, demotion, disciplining, or resignation of any public officer or employee. 5.Quorum A majority of the City Council shall be necessary to constitute a quorum to do business at a City Council meeting. The concurring vote of a majority of those attending a meeting shall be sufficient to pass procedural motions except a Motion to Suspend the Rules which requires six affirmative votes. Ordinances and Resolutions require five affirmative votes to pass. 6.Public Notification The City will go further than legally required in order to inform citizens of the items to be considered by the City Council. The means used may include press releases or advertisements in Rules of Order and Procedure of the Fayetteville City Council Last Revised 1/20/26 by Resolution # ______-26 Adopted 1/20/26 by Resolution # ______-26 Page 2 of 9 a local newspaper, special notice to citizens who have shown a direct interest in matters to be considered, Government Channel announcements and presentation, and agenda copies available at City Council meetings. 7.Presentation of Agenda Items at City Council Meetings a.Agenda Items not Included Within the Tentative Agenda Packet. (1)Staff Agenda Items. If the City staff requests to “walk-on” an agenda item for the City Council Agenda during the City Council Agenda Session, the memo from the City staff shall begin with a clear and compelling reason why this proposed agenda item could not have been included within the Tentative Agenda and cannot wait for City Council consideration at a later City Council meeting. Any member of the City Council including the Mayor can then place this item on the Final Agenda. (2)Council Member Agenda Items. Council Members should also strive to include any agenda item a Council Member wishes the City Council to consider within the Tentative Agenda. If that is not possible, the Council Member should explain during the Agenda Session why the proposed agenda item should be included in the Final Agenda rather than postponed to the next meeting. Any member of the City Council including the Mayor can then place this item on the Final Agenda. (3)City Council Members Discussion and Question Procedures. Following initial staff and applicant presentations, there will be a total of 15 minutes for council members to ask clarifying questions. After public comments, council members are allowed two turns each to ask questions or make final comments. Each city council turn for comments is limited to five (5) minutes for each council member. b.Agenda Additions. A new item which is requested to be added to the agenda at a City Council meeting should only be considered if it requires immediate City Council consideration and if the normal agenda setting process is not practical. The City Council may only place such new item on the City Council meeting’s agenda by suspending the rules by two-thirds vote. Such agenda addition shall be heard prior to the Consent Agenda. c. Consent Agenda. Consent Agenda items may be read by the Mayor and voted upon as a group without discussion by the City Council. If a Council Member wishes to comment upon or discuss a Consent Agenda item that item shall be removed and considered immediately after the Consent Agenda has been voted upon. Rules of Order and Procedure of the Fayetteville City Council Last Revised 1/20/26 by Resolution # ______-26 Adopted 1/20/26 by Resolution # ______-26 Page 3 of 9 d. Unfinished Business and New Business. (1) Overview Period. Agenda items at a City Council meeting shall be introduced by the Mayor and, if an ordinance, read by the City Attorney. City staff shall then present a report. An agenda applicant (city contractor, rezoning or development applicant, appellant from a final decision of the Planning Commission etc.) may present their proposal only during this presentation period, but may be recalled by a Council Member later to answer questions. City staff, Council Members and applicants may use electronic visual aids in the City Council meeting as part of the presentation of the agenda item. An Applicant’s presentation whether presented by one or more than one presenter shall be limited to a maximum of ten (10) minutes unless the City Council by unanimous consent or majority vote allows additional time. City Council shall have a total of 15 minutes to ask clarifying questions. (2) City Council Members Discussion and Question Procedures. Following initial staff and applicant presentations, there will be a total of 15 minutes for council members to ask clarifying questions. After public comments, council members are allowed two turns each to ask questions or make final comments. Each city council turn for comments is limited to five (5) minutes for each council member. (3) Public Comments. Public comment at a City Council meeting shall be allowed on all items of unfinished and new business and subjects of public hearings. Amendments may receive public comments only if approved by the City Council by unanimous consent or majority vote. Speakers present in the City Council Chambers shall be recognized before speakers participating by electronic means. Speakers shall be limited to a maximum of three (3) minutes to discuss the agenda item or amendment being considered by the City Council. The City Council may allow a speaker additional time by unanimous consent or majority vote. (4) Electronic presentations and handouts. As part of a person’s public comments allowed above, the speaker may use electronic visual aids related to the agenda item being considered, provided the following: i Electronic presentations must be provided in .pdf format to the City Clerk’s office no later than 5 p.m. the day prior to the meeting. ii Printed handouts must be delivered to the City Clerk’s office no later than 5 p.m. the day prior to the meeting. e. Courtesy and Respect. All members of the public, all city staff and elected officials shall accord the utmost courtesy and respect to each other at all times. All shall refrain from comments that are harassing or amount to a personal attack against any identifiable individual including abusive comments and derogatory remarks about integrity or offer any other comments that are also not limited to the discussion of the specific agenda item being considered by the City Council. Any member of the public who violates these standards shall be ruled out of order by the Mayor, must immediately cease speaking, and shall leave the podium. Rules of Order and Procedure of the Fayetteville City Council Last Revised 1/20/26 by Resolution # ______-26 Adopted 1/20/26 by Resolution # ______-26 Page 4 of 9 B. DUTIES AND PRIVILEGES OF COUNCIL MEMBERS AT CITY COUNCIL MEETINGS 1. Seating Members shall occupy the respective seats in the City Council Chambers assigned by position number. The Mayor (or Assistant Mayor in the Mayor’s absence) shall be seated near the center of the City Council table. 2. Conduct During City Council meetings, Council Members shall preserve order and decorum and shall neither by conversation or otherwise delay or interrupt the proceedings. Neither shall they refuse to obey the orders of the Mayor or the rules of the City Council. Every member of the City Council desiring to speak shall address the chair and, upon recognition by the Mayor, shall confine herself or himself to the question under debate and shall avoid all personalities and indecorous language. A Council Member once recognized shall not be interrupted while speaking unless called to order by the Mayor, unless a point of order is raised by another member or unless the member chooses to yield to questions from another member. If a member is called to order while he or she is speaking, the member shall cease speaking immediately until the question of order is determined. If ruled to be not in order, the member shall remain silent or shall alter his or her remark so as to comply with the rules of the City Council. All members of the City Council shall accord the utmost courtesy to each other, to city employees, and to members of the public appearing before the City Council, and shall refrain at all times from rude or derogatory remarks, reflections as to integrity, abusive comments and statements as to motives and personalities. Council Members shall confine their questions as to the particular matters before the City Council and in debate shall confine their remarks to the issues before the City Council. 3. Financial Interest No member of the City Council with a direct or indirect financial interest in any items before the City Council shall participate in the discussion of or voting on such matter. 4. Voting Every member present when a question is put to a vote shall vote either “yes” or “no”, except that a member may abstain from voting if he or she has not participated in the preceding discussion of the question and if that member has previously stated the reason for the abstention. Except for a question necessary to clarify the meaning of the motion, resolution or ordinance being voted upon, no questions or comments by members of the City Council including the Mayor shall be made Rules of Order and Procedure of the Fayetteville City Council Last Revised 1/20/26 by Resolution # ______-26 Adopted 1/20/26 by Resolution # ______-26 Page 5 of 9 during the voting on the pending motion, resolution or ordinance. The Council Members will vote at City Council meetings in the order of their position number, but with a progressively different position voting first at each meeting. 5. Roll Call Upon every vote the affirmative and negative votes shall be called and shall be recorded on every motion, resolution and ordinance; however, items which may be approved by motion, or contracts and leases which can be approved by resolution, may be grouped together and approved simultaneously with one roll call, under a “Consent Agenda. C. MAYOR & VICE MAYOR 1. Mayor a. General Power to Preside and Vote The Mayor is the presiding officer and ex officio president of the City Council. The Mayor may vote to establish a quorum or to pass an ordinance, resolution or motion. The Mayor does not have the right to vote for an Emergency Clause on an ordinance. An Emergency Clause requires six affirmative votes by the City Council to pass. b. Mayor’s Veto Power The Mayor has the power to veto any ordinance, resolution or order, or part thereof, adopted by the City Council within five (5) days (Sundays excluded) of the City Council vote. Before the next City Council meeting, the Mayor shall file in the City Clerk’s office a written statement of reasons for the veto. At the first City Council meeting following the veto, the City Council can override the veto by two-thirds majority (6 affirmative votes). 2. Vice Mayor The City Council shall at the time of organizing, in public session, elect one of its members as Vice Mayor. Any Council Member may nominate himself or herself or any other member of the City Council for Vice Mayor, and no second of a nomination is required. Each Council Member shall vote by naming his or her choice by voice vote if there is more than one nominee for a position. A majority vote of the City Council shall be required for election. In the absence of the Mayor, the Vice Mayor shall preside at the City Council meeting. Rules of Order and Procedure of the Fayetteville City Council Last Revised 1/20/26 by Resolution # ______-26 Adopted 1/20/26 by Resolution # ______-26 Page 6 of 9 3.Privileges of the Vice Mayor The Vice Mayor acting as the Mayor may move, second and debate from the chair and shall not be deprived of the rights and privileges of being a member of the City Council by reason of her or his acting as the Vice Mayor. D.PROCEDURES AND PARLIAMENTARY RULES 1.Agenda The City Council’s agenda order shall be coordinated by the Mayor. All items for discussion or action at the regular council meeting shall be included in a Tentative Agenda provided to City Council prior to an Agenda Session where the City Council shall determine the final arrangement of the Agenda. Any item the Mayor or a Council Member wishes to include on the Final Agenda that was not included on the Tentative Agenda may be added during the Agenda Session. At the Agenda Session, any item on the Consent Agenda may be moved to New Business with the support of three council members. At the regular meeting of the City Council, the Council, by majority vote, may rearrange the order of the Agenda. A new item may be added to the Agenda at the City Council meeting only by a Motion to Suspend the Rules. 2.Precedence of Motions The City Council shall follow the precedence and classification of motions as given in the most recent edition of the Arkansas Municipal League’s ‘Procedural Rules for Arkansas Municipal Officials.’ In the event a matter is not covered by the ‘Procedural Rules for Arkansas Municipal Officials,’ the most recent edition of Robert’s Rules of Order shall apply. On questions of appeal, a majority of those present is required to overturn a ruling by the chair.” 3.Motions to be Stated by the Chair/Withdrawal When a motion is made and seconded, it shall be stated by the Mayor before debate. After being stated by the Mayor, a motion may not be withdrawn by the mover without the consent of the member seconding it and approval of the City Council. 4.Reconsideration After the decision of any question, any member of the prevailing side may request a reconsideration of any action at the same or the next succeeding meeting; provided, however, that a resolution authorizing or relating to any contract may be reconsidered at any time before final execution thereof. A motion to reconsider requires a simple majority for passage. After a motion for reconsideration has once been acted on, no other motion for reconsideration thereof shall be made without unanimous consent. Rules of Order and Procedure of the Fayetteville City Council Last Revised 1/20/26 by Resolution # ______-26 Adopted 1/20/26 by Resolution # ______-26 Page 7 of 9 5. Readings All ordinances shall be read aloud at three different meetings unless the City Council votes to suspend the rules. The following guidelines for reading ordinances are recommended: ♦ After the ordinance’s first reading, a Council Member may briefly point out potential concerns or benefits from the proposed ordinance, but should refrain from attempting to persuade each other or arrive at a final consensus. ♦ Unless there is clearly no opposition or concern about the ordinance, it should be read and open for public discussion during at least two City Council meetings. ♦ Complex ordinances that need further clarification or drafting work should be referred to the Ordinance Review Committee. 6. Items Tabled Indefinitely Any item tabled indefinitely may be taken from the table by majority vote of the City Council during the calendar year in which it was tabled indefinitely. All items tabled indefinitely and remaining on the table at the end of the calendar year shall be deemed denied and rejected for appellate and all other purposes on December 31st and shall not be considered by the City Council in the future unless brought forward as a new item. E. MAYOR RELATIONSHIP 1. Definition of Authority In exercising its legislative responsibilities, the City Council may approve policy which represents broad statements of its intentions, approve plans and programs, and manage the financial aspects of the city through its budgetary powers. The Mayor is empowered to hire capable personnel within the approved wage and salary policy, to plan and establish schedules and to train, supervise and terminate employees. Rules of Order and Procedure of the Fayetteville City Council Last Revised 1/20/26 by Resolution # ______-26 Adopted 1/20/26 by Resolution # ______-26 Page 8 of 9 2.Definition of Responsibilities The Mayor has the principal responsibility for directing the operations of the city government, and for advising and assisting the City Council in its deliberations. In connection with this latter responsibility, the City Council expects and requests the Mayor shall furnish the City Council with whatever data, information and material it may need to properly carry out its functions in an informed manner. The City Council also expects the Mayor to abide by the City of Fayetteville Code of Ethics. 3.City Council/Mayor Cooperation Efficient management of the city can exist only through mutual understanding and complete cooperation between the City Council and the Mayor. The Mayor’s performance cannot be of the best unless the Mayor is given the latitude to exercise independent judgment in executing policies of the City Council. The City Council acknowledges that obligation and gives the Mayor the latitude of judgment and discretion, and expects faithful performance in carrying out the policies of the City Council. While open communication between the City Council and City personnel is encouraged, it shall be understood that administrative authority for the management of the City rests with the Mayor. Members of the City Council should refrain, as individuals, from giving specific direction or instruction to City personnel pertaining to the discharge of assigned duties. F.CODE OF ETHICS 1.General As the governing authority of the City of Fayetteville, Arkansas we, the Mayor and Council Members, adhere to the following ethics principles and pledge to conduct our affairs accordingly: •Serve others, not ourselves. •Use resources with efficiency and economy. •Treat all people fairly. •Use the power of our position for the well-being of our constituents. •Create an environment of honesty, openness and integrity. 2.Business Transactions Members of the City Council and the Mayor occupy positions of public trust. All business transactions of such officials dealing in any manner with public funds, either directly or Rules of Order and Procedure of the Fayetteville City Council Last Revised 1/20/26 by Resolution # ______-26 Adopted 1/20/26 by Resolution # ______-26 Page 9 of 9 indirectly, must be subject to the scrutiny of public opinion both as to the legality and to the propriety of such transactions. 3.Conflict of Interest Members of the City Council and the Mayor shall refrain from making use of special knowledge or information before it is made available to the general public; shall refrain from making or influencing decisions involving business associates, customers, clients, competitors and immediate family members and shall comply with all lawful actions, directives and orders of duly constituted municipal officers as such may be issued in the normal and lawful discharge of the duties of these municipal officers. Nothing herein, however, shall serve to deny the members of the City Council and the Mayor of the legal rights and privileges available to all Fayetteville citizens. 4.Responsibility to All Citizens Members of the City Council and the Mayor shall conduct themselves so as to bring credit upon the city as a whole and so as to set an example of good ethical conduct for all citizens of the community. The members of the City Council and the Mayor shall bear in mind at all times that their responsibility is to the entire electorate, citizens and residents of Fayetteville, shall refrain from actions benefiting special interest groups at the expense of the citizens, residents and the city as a whole, and shall do everything in their power to ensure equal and impartial law enforcement throughout the city without respect to race, creed, color, gender, sexual orientation, religion, gender identity or the economic or social position of individual citizens. In an effort to allow the public full knowledge of financial and personal interests, the Members of the City Council and the Mayor are expected to disclose annually all real estate holdings in Fayetteville and the Fayetteville planning area, and any business or financial interest which could affect or be affected by decisions of the City Council. Such disclosure should be made in writing to the City Clerk in January of each year. G.Vacancy in the Office of a Council Member A vacancy in the office of a Council Member shall be filled pursuant to the requirements of Ark. Code Ann. §14-43-411. Rules of Order and Procedure of the Fayetteville City Council Last Revised 1/20/26 by Resolution # ______-26 Adopted 1/20/26 by Resolution # ______-26 Page 1 of 13 RULES OF ORDER AND PROCEDURE OF THE FAYETTEVILLE CITY COUNCIL A.CITY COUNCIL MEETINGS 1.Regular Meetings The City Council shall meet in regular session on the first and third Tuesday of each month at 5:30 P.M. When a holiday or general election occurs on any such Tuesday, the regular meeting shall be held on the following Thursday at the same hour unless otherwise provided for by motion. The regular meeting time may be rescheduled by the City Council in special circumstances, but when so done the change must be made far enough in advance to allow normal public notification. 2.Location The place of City Council meetings shall be in the City Council Chambers in the City Hall unless another place has been previously set by the City Council. 3.Special Meetings Special meetings may be called by three or more members of the City Council or by the Mayor. Notification of a special meeting, including specific items to be considered, shall be at least two hours prior to the meeting. Such notification shall be by personal service to each member or by telephone, specifying time and place of meeting. 4.Executive Session An executive session may be requested by any member of the City Council or the Mayor. A majority vote by the City Council is required to convene in executive session. Executive sessions will be permitted only for the purpose of considering the employment, appointment, promotion, demotion, disciplining, or resignation of any public officer or employee. 5.Quorum A majority of the City Council shall be necessary to constitute a quorum to do business at a City Council meeting. The concurring vote of a majority of those attending a meeting shall be sufficient to pass procedural motions except a Motion to Suspend the Rules which requires six affirmative votes. Ordinances and Resolutions require five affirmative votes to pass. 6.Public Notification The City will go further than legally required in order to inform citizens of the items to be considered by the City Council. The means used may include press releases or advertisements in Rules of Order and Procedure of the Fayetteville City Council Last Revised 1/20/26 by Resolution # ______-26 Adopted 1/20/26 by Resolution # ______-26 Page 2 of 13 a local newspaper, special notice to citizens who have shown a direct interest in matters to be considered, Government Channel announcements and presentation, and agenda copies available at City Council meetings. 7.Presentation of Agenda Items at City Council Meetings a.Agenda Items not Included Within the Tentative Agenda Packet. (1)Staff Agenda Items. If the City staff requests to “walk-on” an agenda item for the City Council Agenda during the City Council Agenda Session, the memo from the City staff shall begin with a clear and compelling reason why this proposed agenda item could not have been included within the Tentative Agenda and cannot wait for City Council consideration at a later City Council meeting. Any member of the City Council including the Mayor can then place this item on the Final Agenda. (2)Council Member Agenda Items. Council Members should also strive to include any agenda item a Council Member wishes the City Council to consider within the Tentative Agenda. If that is not possible, the Council Member should explain during the Agenda Session why the proposed agenda item should be included in the Final Agenda rather than postponed to the next meeting. Any member of the City Council including the Mayor can then place this item on the Final Agenda. (3)City Council Members Discussion and Question Procedures. DuringFollowing initial staff and applicant presentations, each member may have one turnthere will be a total of 15 minutes for council members to ask either applicant and/or staffclarifying questions with no time limit. After public comments, council members are allowed two turns each to ask questions or make final comments. If a motion to amend the agenda item is seconded, each council member shall have one turn to comment on or ask questions about the proposed amendment. All city council turns for comments or questions areEach city council turn for comments is limited to five (5) minutes for each council member. b.Agenda Additions. A new item which is requested to be added to the agenda at a City Council meeting should only be considered if it requires immediate City Council consideration and if the normal agenda setting process is not practical. The City Council may only place such new item on the City Council meeting’s agenda by suspending the rules by two-thirds vote. Such agenda addition shall be heard prior to the Consent Agenda. c.Consent Agenda. Consent Agenda items shallmay be read by the Mayor and voted upon as a group without discussion by the City Council. If a Council Member wishes to comment upon or discuss a Consent Agenda item that item shall be removed and considered immediately after the Consent Agenda has been voted upon. Rules of Order and Procedure of the Fayetteville City Council Last Revised 1/20/26 by Resolution # ______-26 Adopted 1/20/26 by Resolution # ______-26 Page 3 of 13 d. Unfinished Business and New Business. (1) Overview Period. Agenda items at a City Council meeting shall be introduced by the Mayor and, if an ordinance, read by the City Attorney. City staff shall then present a report. An agenda applicant (city contractor, rezoning or development applicant, appellant from a final decision of the Planning Commission or City Staff, etc.) may present itstheir proposal only during this presentation period, but may be recalled by a Council Member later to answer questions. City staff, Council Members and applicants may use electronic visual aids in the City Council meeting as part of the presentation of the agenda item. An Applicant’s presentation whether presented by one or more than one presenter shall each be limited to a maximum of ten (10) minutes unless the City Council by unanimous consent or majority vote allows additional time. City Council shall have a total of 15 minutes to ask clarifying questions. (2) City Council Members Discussion and Question Procedures. Following initial staff and applicant presentations, there will be a total of 15 minutes for council members to ask clarifying questions. After public comments, council members are allowed two turns each to ask questions or make final comments. Each city council turn for comments is limited to five (5) minutes for each council member. (2)(3) Public Comments. Public comment at a City Council meeting shall be allowed on all items of unfinished and new business and subjects of public hearings. Amendments may receive public comments only if approved by the City Council by unanimous consent or majority vote. Speakers present in the City Council Chambers shall be recognized before speakers participating by electronic means. Speakers shall be limited to a maximum of three (3) minutes to discuss the agenda item or amendment being considered by the City Council. The City Council may allow a speaker additional time by unanimous consent or majority vote. As part of a person’s public comments allowed above, the speaker may use electronic visual aids during their three (3) minutes presentation period concerning the agenda item being considered by the City Council. (4) Electronic presentations and handouts. As part of a person’s public comments allowed above, the speaker may use electronic visual aids related to the agenda item being considered, provided the following: i Electronic presentations must be provided in .pdf format to the City Clerk’s office no later than 5 p.m. the day prior to the meeting. ii Printed handouts must be delivered to the City Clerk’s office no later than 5 p.m. the day prior to the meeting. Rules of Order and Procedure of the Fayetteville City Council Last Revised 1/20/26 by Resolution # ______-26 Adopted 1/20/26 by Resolution # ______-26 Page 4 of 13 e. Courtesy and Respect. All members of the public, all city staff and elected officials shall accord the utmost courtesy and respect to each other at all times. All shall refrain from comments that are harassing or amount to a personal attack against any identifiable individual including abusive comments and derogatory remarks about integrity or offer any other comments that are also not limited to the discussion of the specific agenda item being considered by the City Council. Any member of the public who violates these standards shall be ruled out of order by the Mayor, must immediately cease speaking, and shall leave the podium. 8. Smoking Prohibited. There will be no smoking allowed in the City Council Chambers during City Council meetings. 9. Cell Phones and Pagers. Cell phones must be turned off or put in silent mode and not used within the City Council Chambers during City Council meetings. Pagers must be turned off or put in silent mode within the City Council Chambers during City Council meetings. These restrictions also apply during Agenda Sessions. B. DUTIES AND PRIVILEGES OF COUNCIL MEMBERS AT CITY COUNCIL MEETINGS 1. Seating Members shall occupy the respective seats in the City Council Chambers assigned by position number. The Mayor (or Assistant Mayor in the Mayor’s absence) shall be seated near the center of the City Council table. 2. Conduct During City Council meetings, Council Members shall preserve order and decorum and shall neither by conversation or otherwise delay or interrupt the proceedings. Neither shall they refuse to obey the orders of the Mayor or the rules of the City Council. Every member of the City Council desiring to speak shall address the chair and, upon recognition by the Mayor, shall confine herself or himself to the question under debate and shall avoid all personalities and indecorous language. A Council Member once recognized shall not be interrupted while speaking unless called to order by the Mayor, unless a point of order is raised by another member or unless the member chooses to yield to questions from another member. If a member is called to order while he or she is speaking, the member shall cease speaking immediately until the question of order is determined. If ruled to be not in order, the member shall remain silent or shall alter his or her remark so as to comply with the rules of the City Council. Rules of Order and Procedure of the Fayetteville City Council Last Revised 1/20/26 by Resolution # ______-26 Adopted 1/20/26 by Resolution # ______-26 Page 5 of 13 All members of the City Council shall accord the utmost courtesy to each other, to city employees, and to members of the public appearing before the City Council, and shall refrain at all times from rude or derogatory remarks, reflections as to integrity, abusive comments and statements as to motives and personalities. Council Members shall confine their questions as to the particular matters before the City Council and in debate shall confine their remarks to the issues before the City Council. 3. Financial Interest No member of the City Council with a direct or indirect financial interest in any items before the City Council shall participate in the discussion of or voting on such matter. 4. Voting Every member present when a question is put to a vote shall vote either “yes” or “no”, except that a member may abstain from voting if he or she has not participated in the preceding discussion of the question and if that member has previously stated the reason for the abstention. Except for a question necessary to clarify the meaning of the motion, resolution or ordinance being voted upon, no questions or comments by members of the City Council including the Mayor shall be made during the voting on the pending motion, resolution or ordinance. The Council Members will vote at City Council meetings in the order of their position number, but with a progressively different position voting first at each meeting. 5. Roll Call Upon every vote the affirmative and negative votes shall be called and shall be recorded on every motion, resolution and ordinance; however, items which may be approved by motion, or contracts and leases which can be approved by resolution, may be grouped together and approved simultaneously with one roll call, under a “Consent Agenda. C. MAYOR & VICE MAYOR 1. Mayor a. General Power to Preside and Vote The Mayor is the presiding officer and ex officio president of the City Council. The Mayor may vote to establish a quorum or to pass an ordinance, resolution or motion if the Mayor’s vote is needed for passage. . The Mayor does not have the right to vote for an Emergency Clause on an ordinance. An Emergency Clause requires six affirmative votes by the City Council to pass. Rules of Order and Procedure of the Fayetteville City Council Last Revised 1/20/26 by Resolution # ______-26 Adopted 1/20/26 by Resolution # ______-26 Page 6 of 13 b.Mayor’s Veto Power The Mayor has the power to veto any ordinance, resolution or order, or part thereof, adopted by the City Council within five (5) days (Sundays excluded) of the City Council vote. Before the next City Council meeting, the Mayor shall file in the City Clerk’s office a written statement of reasons for the veto. At the first City Council meeting following the veto, the City Council can override the veto by two-thirds majority (6 affirmative votes). 2.Vice Mayor The City Council shall at the time of organizing, in public session, elect one of its members as Vice Mayor. Any Council Member may nominate himself or herself or any other member of the City Council for Vice Mayor, and no second of a nomination is required. Each Council Member shall vote by naming his or her choice by voice vote if there is more than one nominee for a position. A majority vote of the City Council shall be required for election. In the absence of the Mayor, the Vice Mayor shall preside at the City Council meeting. 3.Privileges of the Vice Mayor The Vice Mayor acting as the Mayor may move, second and debate from the chair and shall not be deprived of the rights and privileges of being a member of the City Council by reason of her or his acting as the Vice Mayor. D.PROCEDURES AND PARLIAMENTARY RULES 1.Agenda The City Council’s agenda order shall be coordinated by the Mayor. All items for discussion or action at the regular council meeting shall be included in a Tentative Agenda provided to City Council prior to an Agenda Session where the City Council shall determine the final arrangement of the Agenda. Any item the Mayor or a Council Member wishes to include on the Final Agenda that was not included on the Tentative Agenda may only be added to the Final Agenda during the Agenda Session. At the Agenda Session, any item on the Consent Agenda may be moved to New Business with the support of three council members. At the regular meeting of the City Council, the Council, by majority vote, may rearrange the order of the Agenda. AnA new item may be added to the Agenda at the City Council meeting only by a Motion to Suspend the Rules. 2.Precedence of Motions The City Council shall follow the precedence and classification of motions as given in the most recent edition of the Arkansas Municipal League’s ‘Procedural Rules for Arkansas Municipal Officials.’ In the event a matter is not covered by the ‘Procedural Rules for Arkansas Municipal Officials,’ the most recent edition of Robert’s Rules of Order shall apply. On questions of appeal, a majority of those present is required to overturn a ruling by the chair.” Rules of Order and Procedure of the Fayetteville City Council Last Revised 1/20/26 by Resolution # ______-26 Adopted 1/20/26 by Resolution # ______-26 Page 7 of 13 3.Motions to be Stated by the Chair/Withdrawal When a motion is made and seconded, it shall be stated by the Mayor before debate. After being stated by the Mayor, a motion may not be withdrawn by the mover without the consent of the member seconding it and approval of the City Council. 4.Reconsideration After the decision of any question, any member of the prevailing side may request a reconsideration of any action at the same or the next succeeding meeting; provided, however, that a resolution authorizing or relating to any contract may be reconsidered at any time before final execution thereof. A motion to reconsider requires a simple majority for passage. After a motion for reconsideration has once been acted on, no other motion for reconsideration thereof shall be made without unanimous consent. 5.Readings All ordinances shall be read aloud at three different meetings unless the City Council votes to suspend the rules. The following guidelines for reading ordinances are recommended: ♦After the ordinance’s first reading, a Council Member may briefly point out potential concerns or benefits from the proposed ordinance, but should refrain from attempting to persuade each other or arrive at a final consensus. ♦Unless there is clearly no opposition or concern about the ordinance, it should be read and open for public discussion during at least two City Council meetings. ♦Complex ordinances that need further clarification or drafting work should be referred to the Ordinance Review Committee. 6.Items Tabled Indefinitely Any item tabled indefinitely may be taken from the table by majority vote of the City Council during the calendar year in which it was tabled indefinitely. All items tabled indefinitely and remaining on the table at the end of the calendar year shall be deemed denied and rejected for appellate and all other purposes on December 31st and shall not be considered by the City Council in the future unless brought forward as a new item. Rules of Order and Procedure of the Fayetteville City Council Last Revised 1/20/26 by Resolution # ______-26 Adopted 1/20/26 by Resolution # ______-26 Page 8 of 13 E. INTERNAL BOARDS, COMMITTEES, COMMISSIONS AND APPOINTMENTS 1. Membership of Internal Boards, Committees, Commissions and Appointments a. Standing City Council Committees. The five standing committees of the City Council are: Equipment, Nominating, Ordinance Review, Streets, and Water and Sewer. Each committee shall have four Council Members appointed by the Mayor in January after every regular election. All Council Members shall serve on at least two of these five committees. Each committee shall elect a chair and vice chair during the first committee meeting after the Council Members are appointed. b. Other Committees (See also Section H. Citizens Committees) Council Members may volunteer or request to serve on any of the various other committees which have City Council slots. The Mayor may appoint a Council Member to the other committees pursuant to their request. c. Appeal Right to City Council Any Council Member who is dissatisfied with his or her committee assignments can appeal to the whole City Council who can determine by majority vote which Council Member will be appointed to a specific committee. d. Ad Hoc Committees. Ad hoc committees may be appointed either by the Mayor or by a majority vote of the City Council to study special problems and projects of the City. 2. Notification and Attendance All Council Members, representatives of the news media who have requested notification, and other persons who have shown a direct interest in matters to be considered at a committee meeting shall be notified of City Council committee meetings. Committee meetings shall be held when possible at times that allow all members of the committee to attend. In order for a committee to make an official recommendation to the City Council, a majority of the committee members must agree on that recommendation. Council Members who are not members of a particular City Council committee may generally participate in the meeting of that committee except for voting on committee recommendations, but the chairperson may rule otherwise. Rules of Order and Procedure of the Fayetteville City Council Last Revised 1/20/26 by Resolution # ______-26 Adopted 1/20/26 by Resolution # ______-26 Page 9 of 13 3. City Council Representation on Other Governmental Groups When it is necessary to appoint a Council Member to an external board, commission or committee, selection of that Council Member shall be made by a majority vote of the City Council. That selection shall be made by nomination and vote in a public session. Any Council Member may nominate himself or herself or (any other member of the City Council), and no second is required. Each Council Member shall vote by naming his or her choice by voice vote if there is more than one nominee for a position. A majority vote of the City Council shall be required for election. F.E. MAYOR RELATIONSHIP 1. Definition of Authority In exercising its legislative responsibilities, the City Council may approve policy which represents broad statements of its intentions, approve plans and programs, and manage the financial aspects of the city through its budgetary powers. The Mayor is empowered to hire capable personnel within the approved wage and salary policy, to plan and establish schedules and to train, supervise and terminate employees. 2. Definition of Responsibilities The Mayor has the principal responsibility for directing the operations of the city government, and for advising and assisting the City Council in its deliberations. In connection with this latter responsibility, the City Council expects and requests the Mayor shall furnish the City Council with whatever data, information and material it may need to properly carry out its functions in an informed manner. The City Council also expects the Mayor to abide by the City of Fayetteville Code of Ethics. 3. City Council/Mayor Cooperation Efficient management of the city can exist only through mutual understanding and complete cooperation between the City Council and the Mayor. The Mayor’s performance cannot be of the best unless the Mayor is given the latitude to exercise independent judgment in executing policies of the City Council. The City Council acknowledges that obligation and gives the Mayor the latitude of judgment and discretion, and expects faithful performance in carrying out the policies of the City Council. While open communication between the City Council and City personnel is encouraged, it shall be understood that administrative authority for the management of the City rests with the Mayor. Members of the City Council should refrain, as individuals, from giving specific direction or instruction to City personnel pertaining to the discharge of assigned duties. Rules of Order and Procedure of the Fayetteville City Council Last Revised 1/20/26 by Resolution # ______-26 Adopted 1/20/26 by Resolution # ______-26 Page 10 of 13 G.F. CODE OF ETHICS 1.General As the governing authority of the City of Fayetteville, Arkansas we, the Mayor and Council Members, adhere to the following ethics principles and pledge to conduct our affairs accordingly: •Serve others, not ourselves. •Use resources with efficiency and economy. •Treat all people fairly. •Use the power of our position for the well-being of our constituents. •Create an environment of honesty, openness and integrity. 2.Business Transactions Members of the City Council and the Mayor occupy positions of public trust. All business transactions of such officials dealing in any manner with public funds, either directly or indirectly, must be subject to the scrutiny of public opinion both as to the legality and to the propriety of such transactions. 3.Conflict of Interest Members of the City Council and the Mayor shall refrain from making use of special knowledge or information before it is made available to the general public; shall refrain from making or influencing decisions involving business associates, customers, clients, competitors and immediate family members and shall comply with all lawful actions, directives and orders of duly constituted municipal officers as such may be issued in the normal and lawful discharge of the duties of these municipal officers. Nothing herein, however, shall serve to deny the members of the City Council and the Mayor of the legal rights and privileges available to all Fayetteville citizens. 4.Responsibility to All Citizens Members of the City Council and the Mayor shall conduct themselves so as to bring credit upon the city as a whole and so as to set an example of good ethical conduct for all citizens of the community. The members of the City Council and the Mayor shall bear in mind at all times that their responsibility is to the entire electorate, citizens and residents of Fayetteville, shall refrain from actions benefiting special interest groups at the expense of the citizens, residents and the city as a whole, and shall do everything in their power to ensure equal and impartial law enforcement throughout the city without respect to race, creed, color, gender, sexual orientation, religion, gender identity or the economic or social position of individual citizens. Rules of Order and Procedure of the Fayetteville City Council Last Revised 1/20/26 by Resolution # ______-26 Adopted 1/20/26 by Resolution # ______-26 Page 11 of 13 In an effort to allow the public full knowledge of financial and personal interests, the Members of the City Council and the Mayor are expected to disclose annually all real estate holdings in Fayetteville and the Fayetteville planning area, and any business or financial interest which could affect or be affected by decisions of the City Council. Such disclosure should be made in writing to the City Clerk in January of each year. H.CITIZEN COMMITTEES 1.Authorization by the City Council The City Council may authorize citizen advisory boards, committees and commissions to assist the City Council in discharging its responsibilities more effectively. Authorization will be made by majority vote of the City Council. 2.Selecting of Members The Nominating Committee shall have the responsibility of coordinating the selection process of members for the citizen advisory groups prior to the final City Council decision. The objectives of the selection process shall be as follows: To provide a broad diversity of qualified individuals for service on the appointed bodies; and to provide an opportunity for participation in city affairs by interested citizens. The selection process shall follow these procedures: a.Periodic news releases and articles, generally at least two weeks in advance of appointments, requesting interested individuals to notify the City Clerk’s office of their interest in being considered for appointment. Application forms should be completed by each person who expresses an interest in a position. b.Council Members, city staff members and interested individuals and organizations who know of qualified persons should encourage them to apply for appointment. c.Cable television should be used to notify citizens of vacancies in citizen committees. d.The City website, fayetteville-ar.gov, should list vacancies in citizen committees. e.Any person who has served two consecutive full terms on any City commission or board shall not be eligible for reappointment to the same commission or board until one full term of office has expired, unless there is an insufficient number of qualified applicants to fill all vacancies. Service of a partial term shall not count against the two terms that are allowed. Prior to any appointment, the City Clerk’s office will circulate to the full City Council copies of applications of the individuals on file for the appointive body. Council Members may recommend applicants or offer comments to the Nominating Committee prior to their scheduled meeting. Rules of Order and Procedure of the Fayetteville City Council Last Revised 1/20/26 by Resolution # ______-26 Adopted 1/20/26 by Resolution # ______-26 Page 12 of 13 The Nominating Committee will narrow the list of prospective appointees to no more than two individuals for each position. This decision will be made in an open meeting. The recommendations will be submitted to the full City Council for final decision. The committee’s first choice may be indicated. All positions shall be decided by majority vote of the City Council. In instances where there is more than one nominee for a position, either by Nominating Committee recommendation or by other nominations, each Council Member shall vote by naming his or her choice for that position. The City Council will act officially on all appointments in public session. I.G. Vacancy in the Office of a Council Member A vacancy in the office of a Council Member shall be filled pursuant to the requirements of Ark. Code Ann. § 14-43-411. J. Orientation of New Council Members 1. Orientation Meeting Scheduled. The City Council, Mayor, City Attorney, City Clerk/Treasurer and appropriate City Staff shall meet with and conduct one or more orientation sessions with newly elected Council Member’s in December after each General Election or within one month after a Special Election in which a new Council Member is elected. Each newly elected Council Member shall attend the orientation session(s). 2. Content of Orientation. The City Council, Mayor and other members of the orientation group shall explain: a. Rights and duties of Council Members; b. Organizational structure of city government; c. Role of the City Council Committees; d. How to initiate Resolutions and Ordinances; e. The purpose and procedure for the City Council Agenda session; f. Reasons to approve or disapprove land use and development issues; g. Council tours to view and discuss land proposed for rezoning or development; h. City Council Rules of Order and Procedure; i. Freedom of Information Act requirements. Rules of Order and Procedure of the Fayetteville City Council Last Revised 1/20/26 by Resolution # ______-26 Adopted 1/20/26 by Resolution # ______-26 Page 13 of 13 3. Ongoing Orientation. a.Within the first week of a Council Member’s term, the administration should provide an administrative and human resources orientation to include issuing parking permits, fobs, and other necessary equipment for the Council Member, as well as assistance for the completion of all necessary state and federal documents. b.Within the first quarter of a Council Member’s term, the administration should arrange for a budget overview and tours of all major city facilities and functional areas. Additional Information Received Date Received: MM/DD/YYYY Time: 00:00 (AM/PM) From: Name & Title To: Name & Title Agenda Meeting Date: MM/DD/YYYY Civic Clerk Number: Ex. 2025-994 Forwarded to City Attorney’s Office and Department Head 01/15/2026 2:52 PM City Attorney's Office City Council 01/20/2026 2025-2823 N/A DEA OFFICE OF THE CITY ATTORNEY DEPARTMENTAL CORRESPONDENCE Kit Williams City Attorney Blake Pennington TO: Mayor Senior Assistant City Attorney Hannah Hungate City Council Assistant City Attorney Stacy CC: Keith Macedo, Chief of Staff Barnes Paralegal FROM: Kit Williams, City Attorney DATE: January 14, 2026 RE: Some possible revisions of Mayor's proposed new Rules of Order and Procedure of the Fayetteville City Council Although these are the City Council's Rules, I would like to suggest a few changes to the Mayor's proposal. First I note that the proposed subsection (3) "City Council Member Discussion and Question Procedures" should not be a subsection under a. Agenda Items not Included Within the Tentative Agenda Packet." This section is already properly included as subsection (2) under section e. Unfinished Business and New Business. I also question the need for the proposed new last sentence of (1) Overview Period: "City Council shall have a total of 15 minutes to ask clarifying questions" which is included in the next subsection (2) and should not be repeated in subsection (1). As I previously suggested in an earlier email to the Mayor and City Council, I believe that you should clarify your support that an item appearing on the proposed Tentative Agenda would be able to be amended or withdrawn by its sponsor before being placed on the Final Agenda. This would avoid the City Council having to take procedural actions at the City Council Meeting to remove or amend an agenda item if its sponsor has already corrected the item or withdrawn it prior to its publication on the Final Agenda. However, once the item would be placed and furnished to the public on the Final Agenda, no further amendment would be allowed unless done in the City Council Meeting. I recommend that this would be subsection a. while the current subsection a. Agenda Items Not Included Within the Tentative Agenda Packet would be subsection b. and so on. I have attached the proposed Rules as amended by my suggestions. Under c. MAYOR & VICE MAYOR 1. Mayor a. General Power to Preside and Vote "her vote" needs to be changed to "the Mayor's vote." (page 6) To comply with Council member Stafford's request to be able to vote "present," you would need to make a minor change to B. DUTIES AND PRIVILEGES OF COUNCIL MEMBERS AT CITY COUNCIL 4. Voting (page 4) by amending the first part of the first sentence to read: "Every member present when a question is put to a vote shall vote either 'yes,' 'no', or'present' ...." Voting "present" is not an abstention which requires no participation by the Council Member in the discussion of the item because the Council Member has some conflict of interest preventing their vote. Voting "present" denies a positive vote when a resolution or ordinance needs five positive votes, but is otherwise a nullity with no actual affect upon the vote. That concludes my suggested changes to what the Mayor has proposed for your Rules and Procedures. All decisions are for the Council and Mayor. 2 Rules of Order and Procedure of the Fayetteville City Council Last Revised 1/20/26 by Resolution # -26 Adopted 1/20/26 by Resolution # -26 Page 1 of 9 RULES OF ORDER AND PROCEDURE OF THE FAYETTEVILLE CITY COUNCIL A. CITY COUNCIL MEETINGS 1. Regular Meetings The City Council shall meet in regular session on the first and third Tuesday of each month at 5:30 P.M. When a holiday or general election occurs on any such Tuesday, the regular meeting shall be held on the following Thursday at the same hour unless otherwise provided for by motion. The regular meeting time may be rescheduled by the City Council in special circumstances, but when so done the change must be made far enough in advance to allow normal public notification. 2. Location The place of City Council meetings shall be in the City Council Chambers in the City Hall unless another place has been previously set by the City Council. 3. Special Meetings Special meetings may be called by three or more members of the City Council or by the Mayor. Notification of a special meeting, including specific items to be considered, shall be at least two hours prior to the meeting. Such notification shall be by personal service to each melnber or by telephone, specifying time and place of meeting. 4. Executive Session An executive session may be requested by any member of the City Council or the Mayor. A majority vote by the City Council is required to convene in executive session. Executive sessions will be permitted only for the purpose of considering the employment, appointment, promotion, demotion, disciplining, or resignation of any public officer or employee. 5. Ouorum A majority of the City Council shall be necessary to constitute a quorum to do business at a City Council meeting. The concurring vote of a majority of those attending a meeting shall be sufficient to pass procedural motions except a Motion to Suspend the Rules which requires six affirmative votes. Ordinances and Resolutions require five affirmative votes to pass. 6. Public Notification The City will go further than legally required in order to inform citizens of the items to be considered by the City Council. The means used may include press releases or advertisements in Rules of Order and Procedure of the Fayetteville City Council Last Revised 1/20/26 by Resolution # -26 Adopted 1/20/26 by Resolution # -26 Page 2 of 9 a local newspaper, special notice to citizens who have shown a direct interest in hatters to be considered, Government Channel announcements and presentation, and agenda copies available at City Council meetings. 7. Presentation of Agenda Items at City Council Meetings a. Tentative Agenda Items. Agenda items may be withdrawn or amended by the sponsor of the item until such item is published on the Final Agenda. Once it has been published on the Final Agenda, any item may only be amended by a City Council vote to amend. Any withdrawal or delay in consideration of such item published on the Final Agenda may only occur through City Council action such as approving a motion to table. b. Agenda Items not Included Within the Tentative Agenda Packet. (1) Staff Agenda Items. If the City staff requests to "walk-on" an agenda item for the City Council Agenda during the City Council Agenda Session, the memo from the City staff shall begin with a clear and compelling reason why this proposed agenda item could not have been included within the Tentative Agenda and cannot wait for City Council consideration at a later City Council meeting. Any member of the City Council including the Mayor can then place this item on the Final Agenda. (2) Council Member :agenda Items. Council Members should also strive to include any agenda item a Council Member wishes the City Council to consider within the Tentative Agenda. If that is not possible, the Council Member should explain during the Agenda Session why the proposed agenda item should be included in the Final Agenda rather than postponed to the next meeting. Any member of the City Council including the Mayor can then place this item on the Final Agenda. c. Agenda Additions. A new item which is requested to be added to the agenda at a City Council meeting should only be considered if it requires immediate City Council consideration and if the normal agenda setting process is not practical. The City Council may only place such new item on the City Council meeting's agenda by suspending the rules by two-thirds vote. Such agenda addition shall be heard prior to the Consent Agenda. d. Consent Agenda. Consent Agenda items may be read by the Mayor and voted upon as a group without discussion by the City Council. If a Council Member wishes to comment upon or discuss a Consent Agenda item that item shall be removed and considered immediately after the Consent Agenda has been voted upon. e. Unfinished Business and New Business. (1) Overview Period. Agenda items at a City Council meeting shall be introduced by the Mayor and, if an ordinance, read by the City Attorney. City staff shall then present a report. An agenda applicant (city contractor, rezoning or development applicant, appellant from a final decision of the Planning Commission etc.) may present their proposal only during this presentation period, but inay be recalled by a Council Member later to answer Rules of Order and Procedure of the Fayetteville City Council Last Revised 1/20/26 by Resolution # -26 Adopted 1/20/26 by Resolution # -26 Page 3 of 9 questions. City staff, Council Members and applicants may use electronic visual aids in the City Council meeting as part of the presentation of the agenda item. An Applicant's presentation whether presented by one or more than one presenter shall be limited to a maximum of ten (10) minutes unless the City Council by unanimous consent or majority vote allows additional time. (2) City Council Members Discussion and Question Procedures. Following initial staff and applicant presentations, there will be a total of 15 minutes for council members to ask clarifying questions. After public comments, council members are allowed two turns each to ask questions or make final comments. Each city council turn for comments is limited to five (5) minutes for each council member. (3) Public Comments. Public comment at a City Council meeting shall be allowed on all items of unfinished and new business and subjects of public hearings. Amendments may receive public comments only if approved by the City Council by unanimous consent or majority vote. Speakers present in the City Council Chambers shall be recognized before speakers participating by electronic means. Speakers shall be limited to a maximum of three (3) minutes to discuss the agenda item or amendment being considered by the City Council. The City Council may allow a speaker additional time by unanimous consent or majority vote. (4) Electronic presentations and handouts. As part of a person's public comments allowed above, the speaker may use electronic visual aids related to the agenda item being considered, provided the following: i Electronic presentations must be provided in .pdf format to the City Clerk's office no later than 5 p.m. the day prior to the meeting. ii Printed handouts must be delivered to the City Clerk's office no later than 5 p.m. the day prior to the meeting. f. Courtesy and Respect All members of the public, all city staff and elected officials shall accord the utmost courtesy and respect to each other at all times. All shall refrain from comments that are harassing or amount to a personal attack against any identifiable individual including abusive comments and derogatory remarks about integrity or offer any other comments that are also not limited to the discussion of the specific agenda item being considered by the City Council. Any member of the public who violates these standards shall be ruled out of order by the Mayor, must immediately cease speaking, and shall leave the podium. Rules of Order and Procedure of the Fayetteville City Council Last Revised 1/20/26 by Resolution # -26 Adopted 1/20/26 by Resolution # -26 Page 4 of 9 B. DUTIES AND PRIVILEGES OF COUNCIL MEMBERS AT CITY COUNCIL MEETINGS 1. Seatine Members shall occupy the respective seats in the City Council Chambers assigned by position number. The Mayor (or Assistant Mayor in the Mayor's absence) shall be seated near the center of the City Council table. 2. Conduct During City Council meetings, Council Members shall preserve order and decorum and shall neither by conversation or otherwise delay or interrupt the proceedings. Neither shall they refuse to obey the orders of the Mayor or the rules of the City Council. Every member of the City Council desiring to speak shall address the chair and, upon recognition by the Mayor, shall confine herself or himself to the question under debate and shall avoid all personalities and indecorous language. A Council Member once recognized shall not be interrupted while speaking unless called to order by the Mayor, unless a point of order is raised by another member or unless the member chooses to yield to questions from another member. If a member is called to order while he or she is speaking, the member shall cease speaking immediately until the question of order is determined. If ruled to be not in order, the member shall remain silent or shall alter his or her remark so as to comply with the rules of the City Council. All members of the City Council shall accord the utmost courtesy to each other, to city employees, and to members of the public appearing before the City Council, and shall refrain at all times from rude or derogatory remarks, reflections as to integrity, abusive comments and statements as to motives and personalities. Council Members shall confine their questions as to the particular matters before the City Council and in debate shall confine their remarks to the issues before the City Council. 3. Financial Interest No member of the City Council with a direct or indirect financial interest in any items before the City Council shall participate in the discussion of or voting on such matter. 4. Voting Every member present when a question is put to a vote shall vote either "yes", "no", or "present" except that a member may abstain from voting if he or she has not participated in the preceding discussion of the question and if that member has previously stated the reason for the abstention. Except for a question necessary to clarify the meaning of the motion, resolution or ordinance being voted upon, no questions or comments by members of the City Council including the Mayor shall be made Rules of Order and Procedure of the Fayetteville City Council Last Revised 1/20/26 by Resolution # -26 Adopted 1/20/26 by Resolution # -26 Page 5 of 9 during the voting on the pending motion, resolution or ordinance. The Council Members will vote at City Council meetings in the order of their position number, but with a progressively different position voting first at each meeting. 5. Roll Call Upon every vote the affirmative and negative votes shall be called and shall be recorded on every motion, resolution and ordinance; however, items which may be approved by motion, or contracts and leases which can be approved by resolution, may be grouped together and approved simultaneously with one roll call, under a "Consent Agenda. C. MAYOR & VICE MAYOR 1. Mayor a. General Power to Preside and Vote The Mayor is the presiding officer and ex officio president of the City Council. The Mayor may vote to establish a quorum or to pass an ordinance, resolution or motion. The Mayor does not have the right to vote for an Emergency Clause on an ordinance. An Emergency Clause requires six affirmative votes by the City Council to pass. b. Mayor's Veto Power The Mayor has the power to veto any ordinance, resolution or order, or part thereof, adopted by the City Council within five (5) days (Sundays excluded) of the City Council vote. Before the next City Council meeting, the Mayor shall file in the City Clerk's office a written statement of reasons for the veto. At the first City Council meeting following the veto, the City Council can override the veto by two-thirds majority (6 affirmative votes). 2. Vice Mayor The City Council shall at the time of organizing, in public session, elect one of its members as Vice Mayor. Any Council Member may nominate himself or herself or any other member of the City Council for Vice Mayor, and no second of a nomination is required. Each Council Member shall vote by naming his or her choice by voice vote if there is more than one nominee for a position. A majority vote of the City Council shall be required for election. In the absence of the Mayor, the Vice Mayor shall preside at the City Council meeting. Rules of Order and Procedure of the Fayetteville City Council Last Revised 1/20/26 by Resolution # -26 Adopted 1/20/26 by Resolution # -26 Page 6 of 9 3. Privileges of the Vice Mayor The Vice Mayor acting as the Mayor may move, second and debate from the chair and shall not be deprived of the rights and privileges of being a member of the City Council by reason of her or his acting as the Vice Mayor. D. PROCEDURES AND PARLIAMENTARY RULES 1. Aeenda The City Council's agenda order shall be coordinated by the Mayor. All items for discussion or action at the regular council meeting shall be included in a Tentative Agenda provided to City Council prior to an Agenda Session where the City Council shall determine the final arrangement of the Agenda. Any item the Mayor or a Council Member wishes to include on the Final Agenda that was not included on the Tentative Agenda may be added during the Agenda Session. At the Agenda Session, any item on the Consent Agenda may be moved to New Business with the support of three council members. At the regular meeting of the City Council, the Council, by majority vote, may rearrange the order of the Agenda. A new item may be added to the Agenda at the City Council meeting only by a Motion to Suspend the Rules. 2. Precedence of Motions The City Council shall follow the precedence and classification of motions as given in the most recent edition of the Arkansas Municipal League's `Procedural Rules for Arkansas Municipal Officials.' In the event a matter is not covered by the `Procedural Rules for Arkansas Municipal Officials,' the most recent edition of Robert's Rules of Orcler shall apply. On questions of appeal, a majority of those present is required to overturn a ruling by the chair." 3. Motions to be Stated by the Chair/Withdrawal When a motion is made and seconded, it shall be stated by the Mayor before debate. After being stated by the Mayor, a motion may not be withdrawn by the hover without the consent of the member seconding it and approval of the City Council. 4. Reconsideration After the decision of any question, any member of the prevailing side may request a reconsideration of any action at the same or the next succeeding meeting; provided, however, that a resolution authorizing or relating to any contract may be reconsidered at any time before final execution thereof. A motion to reconsider requires a simple majority for passage. After a motion for reconsideration has once been acted on, no other motion for reconsideration thereof shall be made without unanimous consent. Rules of Order and Procedure of the Fayetteville City Council Last Revised 1/20/26 by Resolution # -26 Adopted 1/20/26 by Resolution # -26 Page 7 of 9 5. Readings All ordinances shall be read aloud at three different meetings unless the City Council votes to suspend the rules. The following guidelines for reading ordinances are recommended: ♦ After the ordinance's first reading, a Council Member may briefly point out potential concerns or benefits from the proposed ordinance, but should refrain from attempting to persuade each other or arrive at a final consensus. ♦ Unless there is clearly no opposition or concern about the ordinance, it should be read and open for public discussion during at least two City Council meetings. ♦ Complex ordinances that need further clarification or drafting work should be referred to the Ordinance Review Committee. 6. Items Tabled Indefinitely Any item tabled indefinitely may be taken from the table by majority vote of the City Council during the calendar year in which it was tabled indefinitely. All items tabled indefinitely and remaining on the table at the end of the calendar year shall be deemed denied and rejected for appellate and all other purposes on December 3151 and shall not be considered by the City Council in the future unless brought forward as a new item. E. MAYOR RELATIONSHIP 1. Definition of Authority In exercising its legislative responsibilities, the City Council may approve policy which represents broad statements of its intentions, approve plans and programs, and manage the financial aspects of the city through its budgetary powers. The Mayor is empowered to hire capable personnel within the approved wage and salary policy, to plan and establish schedules and to train, supervise and terminate employees. Rules of Order and Procedure of the Fayetteville City Council Last Revised 1/20/26 by Resolution # -26 Adopted 1/20/26 by Resolution 4 -26 Page 8 of 9 2. Definition of Responsibilities The Mayor has the principal responsibility for directing the operations of the city government, and for advising and assisting the City Council in its deliberations. In connection with this latter responsibility, the City Council expects and requests the Mayor shall furnish the City Council with whatever data, information and material it may need to properly carry out its functions in an informed manner. The City Council also expects the Mayor to abide by the City of Fayetteville Code of Ethics. 3. City Council/Mayor Cooperation Efficient management of the city can exist only through mutual understanding and complete cooperation between the City Council and the Mayor. The Mayor's performance cannot be of the best unless the Mayor is given the latitude to exercise independent judgment in executing policies of the City Council. The City Council acknowledges that obligation and gives the Mayor the latitude of judgment and discretion, and expects faithful performance in carrying out the policies of the City Council. While open communication between the City Council and City personnel is encouraged, it shall be understood that administrative authority for the management of the City rests with the Mayor. Members of the City Council should refrain, as individuals, from giving specific direction or instruction to City personnel pertaining to the discharge of assigned duties. F. CODE OF ETHICS 1. General As the governing authority of the City of Fayetteville, Arkansas we, the Mayor and Council Members, adhere to the following ethics principles and pledge to conduct our affairs accordingly: • Serve others, not ourselves. • Use resources with efficiency and economy. • Treat all people fairly. • Use the power of our position for the well-being of our constituents. • Create an environment of honesty, openness and integrity. 2. Business Transactions Members of the City Council and the Mayor occupy positions of public trust. All business transactions of such officials dealing in any manner with public funds, either directly or Rules of Order and Procedure of the Fayetteville City Council Last Revised 1/20/26 by Resolution # -26 Adopted 1/20/26 by Resolution # -26 Page 9 of 9 indirectly, must be subject to the scrutiny of public opinion both as to the legality and to the propriety of such transactions. 3. Conflict of Interest Members of the City Council and the Mayor shall refrain from making use of special knowledge or information before it is made available to the general public; shall refrain from making or influencing decisions involving business associates, customers, clients, competitors and immediate family members and shall comply with all lawful actions, directives and orders of duly constituted municipal officers as such may be issued in the normal and lawful discharge of the duties of these municipal officers. Nothing herein, however, shall serve to deny the members of the City Council and the Mayor of the legal rights and privileges available to all Fayetteville citizens. 4. Responsibility to All Citizens Members of the City Council and the Mayor shall conduct themselves so as to bring credit upon the city as a whole and so as to set an example of good ethical conduct for all citizens of the community. The members of the City Council and the Mayor shall bear in mind at all times that their responsibility is to the entire electorate, citizens and residents of Fayetteville, shall refrain from actions benefiting special interest groups at the expense of the citizens, residents and the city as a whole, and shall do everything in their power to ensure equal and impartial law enforcement throughout the city without respect to race, creed, color, gender, sexual orientation, religion, gender identity or the economic or social position of individual citizens. In an effort to allow the public full knowledge of financial and personal interests, the Members of the City Council and the Mayor are expected to disclose annually all real estate holdings in Fayetteville and the Fayetteville planning area, and any business or financial interest which could affect or be affected by decisions of the City Council. Such disclosure should be made in writing to the City Clerk in January of each year. G. VacancN' in the Office of a Council Member A vacancy in the office of a Council Member shall be filled pursuant to the requirements of Ark. Code Ann. § 14-43-411. Additional Information Received Date Received: MM/DD/YYYY Time: 00:00 (AM/PM) From: Name & Title To: Name & Title Agenda Meeting Date: MM/DD/YYYY Civic Clerk Number: Ex. 2025-994 Forwarded to City Attorney’s Office and Department Head 01/15/2026 3:33 PM Kara Paxton, City Clerk Treasurer City Council 01/20/2026 2025-2823 Forwarded to City Council, City Attorney and Mayor. Kara Paxton, City Clerk Treasurer City of Fayetteville - Courtney Spohn, Senior Deputy Clerk City Clerk Treasurer’s Office 479-575-8323 113 W. Mountain St. cityclerk@fayetteville-ar.gov Fayetteville, AR 72701 TO: Mayor Rawn City Attorney Williams City Council CC: Keith Macedo, Chief of Staff Steven Dotson, Chief Financial Officer Gracie Ziegler, Chief Communications Officer From: Kara Paxton, City Clerk Treasurer Date: January 15, 2026 RE: Proposed revision to the proposed Rules of Order & Procedure of the Fayetteville City Council discussed on Tuesday, January 13, 2026. Please accept this memorandum as my official request to amend the proposed Rules of Order & Procedure section 7d.(4). to match the below language. 2026 Rules of Order & Procedure 7d.(4) Electronic presentations and handouts. As part of a person's public comments allowed above, the speaker may use electronic visual aids related to the agenda item being considered, provided the following: i. Speakers shall be encouraged to send any images pertaining to their public comment to agendaitemcomment@fayetteville-ar.gov, this will prompt an automated process to forward the image directly to the Mayor, City Council, and relevant staff members. ii. Speakers who plan to share and display presentation materials during their public comment must submit the .pdf version by email to agendaitemcomment@fayetteville-ar.gov or submit a paper version to the Office of the City Clerk Treasurer. Presentation material must be submitted by 5p.m. the day prior to the meeting. iii. Speakers who have missed the above deadline, but who would still like to share presentation materials along with their public comment, must bring 15 paper copies (or as many as can be provided) to hand to the City Clerk Treasurer for distribution at the beginning of their public comment. Rules of Order and Procedure of the Fayetteville City Council Last Revised 08/05/2025 by Resolution # 178-25 Adopted 01/20/2026 by Resolution # 42-26 Page 1 of 12 RULES OF ORDER AND PROCEDURE OF THE FAYETTEVILLE CITY COUNCIL A. CITY COUNCIL MEETINGS 1. Regular Meetings The City Council shall meet in regular session on the first and third Tuesday of each month at 5:30 P.M. When a holiday or general election occurs on any such Tuesday, the regular meeting shall be held on the following Thursday at the same hour unless otherwise provided for by motion. The regular meeting time may be rescheduled by the City Council in special circumstances, but when so done the change must be made far enough in advance to allow normal public notification. 2. Location The place of City Council meetings shall be in the City Council Chambers in the City Hall unless another place has been previously set by the City Council. 3. Special Meetings Special meetings may be called by three or more members of the City Council or by the Mayor. Notification of a special meeting, including specific items to be considered, shall be at least two hours prior to the meeting. Such notification shall be by personal service to each member or by telephone, specifying time and place of meeting. 4. Executive Session An executive session may be requested by any member of the City Council or the Mayor. A majority vote by the City Council is required to convene in executive session. Executive sessions will be permitted only for the purpose of considering the employment, appointment, promotion, demotion, disciplining, or resignation of any public officer or employee. 5. Quorum A majority of the City Council shall be necessary to constitute a quorum to do business at a City Council meeting. The concurring vote of a majority of those attending a meeting shall be sufficient to pass procedural motions except a Motion to Suspend the Rules which requires six affirmative votes. Ordinances and Resolutions require five affirmative votes to pass. 6. Public Notification The City will go further than legally required in order to inform citizens of the items to be considered by the City Council. The means used may include press releases or advertisements in Rules of Order and Procedure of the Fayetteville City Council Last Revised 08/05/2025 by Resolution # 178-25 Adopted 01/20/2026 by Resolution # 42-26 Page 2 of 12 a local newspaper, special notice to citizens who have shown a direct interest in matters to be considered, Government Channel announcements and presentation, and agenda copies available at City Council meetings. 7.Presentation of Agenda Items at City Council Meetings a. Agenda Items not Included Within the Tentative Agenda Packet. (1)Staff Agenda Items. If the City staff requests to “walk-on” an agenda item for the City Council Agenda during the City Council Agenda Session, the memo from the City staff shall begin with a clear and compelling reason why this proposed agenda item could not have been included within the Tentative Agenda and cannot wait for City Council consideration at a later City Council meeting. Any member of the City Council including the Mayor can then place this item on the Final Agenda. (2)Council Member Agenda Items. Council Members should also strive to include any agenda item a Council Member wishes the City Council to consider within the Tentative Agenda. If that is not possible, the Council Member should explain during the Agenda Session why the proposed agenda item should be included in the Final Agenda rather than postponed to the next meeting. Any member of the City Council including the Mayor can then place this item on the Final Agenda. (3) City Council Members Discussion and Question Procedures. During initial staff and applicant presentations, each member may have one turn to ask either applicant and/or staff questions with no time limit. After public comments, council members are allowed two turns each to ask questions or make final comments. If a motion to amend the agenda item is seconded, each council member shall have one turn to comment on or ask questions about the proposed amendment. All city council turns for comments or questions are limited to five (5) minutes for each council member. b. Agenda Additions. A new item which is requested to be added to the agenda at a City Council meeting should only be considered if it requires immediate City Council consideration and if the normal agenda setting process is not practical. The City Council may only place such new item on the City Council meeting’s agenda by suspending the rules by two-thirds vote. Such agenda addition shall be heard prior to the Consent Agenda. c.Consent Agenda. Consent Agenda items shall be read by the Mayor and voted upon as a group without discussion by the City Council. If a Council Member wishes to comment upon or discuss a Consent Agenda item that item shall be removed and considered immediately after the Consent Agenda has been voted upon. Rules of Order and Procedure of the Fayetteville City Council Last Revised 08/05/2025 by Resolution # 178-25 Adopted 01/20/2026 by Resolution # 42-26 Page 3 of 12 d. Unfinished Business and New Business. (1) Overview Period. Agenda items at a City Council meeting shall be introduced by the Mayor and, if an ordinance, read by the City Attorney. City staff shall then present a report. An agenda applicant (city contractor, rezoning or development applicant, appellant from a final decision of the Planning Commission or City Staff, etc.) may present its proposal only during this presentation period, but may be recalled by a Council Member later to answer questions. City staff, Council Members and applicants may use electronic visual aids in the City Council meeting as part of the presentation of the agenda item. An Applicant’s presentation whether presented by one or more than one presenter shall each be limited to a maximum of ten (10) minutes unless the City Council by unanimous consent or majority vote allows additional time. (2) Public Comments. Public comment at a City Council meeting shall be allowed on all items of unfinished and new business and subjects of public hearings. Amendments may receive public comments only if approved by the City Council by unanimous consent or majority vote. Speakers present in the City Council Chambers shall be recognized before speakers participating by electronic means. Speakers shall be limited to a maximum of three (3) minutes to discuss the agenda item or amendment being considered by the City Council. The City Council may allow a speaker additional time by unanimous consent or majority vote. As part of a person’s public comments allowed above, the speaker may use electronic visual aids during their three (3) minutes presentation period concerning the agenda item being considered by the City Council. e. Courtesy and Respect. All members of the public, all city staff and elected officials shall accord the utmost courtesy and respect to each other at all times. All shall refrain from comments that are harassing or amount to a personal attack against any identifiable individual including abusive comments and derogatory remarks about integrity or offer any other comments that are also not limited to the discussion of the specific agenda item being considered by the City Council. Any member of the public who violates these standards shall be ruled out of order by the Mayor, must immediately cease speaking, and shall leave the podium. 8. Smoking Prohibited. There will be no smoking allowed in the City Council Chambers during City Council meetings. 9. Cell Phones and Pagers. Cell phones must be turned off or put in silent mode and not used within the City Council Chambers during City Council meetings. Pagers must be turned off or put in silent mode within the City Council Chambers during City Council meetings. These restrictions also apply during Agenda Sessions. Rules of Order and Procedure of the Fayetteville City Council Last Revised 08/05/2025 by Resolution # 178-25 Adopted 01/20/2026 by Resolution # 42-26 Page 4 of 12 B. DUTIES AND PRIVILEGES OF COUNCIL MEMBERS AT CITY COUNCIL MEETINGS 1. Seating Members shall occupy the respective seats in the City Council Chambers assigned by position number. The Mayor (or Assistant Mayor in the Mayor’s absence) shall be seated near the center of the City Council table. 2. Conduct During City Council meetings, Council Members shall preserve order and decorum and shall neither by conversation or otherwise delay or interrupt the proceedings. Neither shall they refuse to obey the orders of the Mayor or the rules of the City Council. Every member of the City Council desiring to speak shall address the chair and, upon recognition by the Mayor, shall confine herself or himself to the question under debate and shall avoid all personalities and indecorous language. A Council Member once recognized shall not be interrupted while speaking unless called to order by the Mayor, unless a point of order is raised by another member or unless the member chooses to yield to questions from another member. If a member is called to order while he or she is speaking, the member shall cease speaking immediately until the question of order is determined. If ruled to be not in order, the member shall remain silent or shall alter his or her remark so as to comply with the rules of the City Council. All members of the City Council shall accord the utmost courtesy to each other, to city employees, and to members of the public appearing before the City Council, and shall refrain at all times from rude or derogatory remarks, reflections as to integrity, abusive comments and statements as to motives and personalities. Council Members shall confine their questions as to the particular matters before the City Council and in debate shall confine their remarks to the issues before the City Council. 3. Financial Interest No member of the City Council with a direct or indirect financial interest in any items before the City Council shall participate in the discussion of or voting on such matter. 4. Voting Every member present when a question is put to a vote shall vote either “yes” or “no”, except that a member may abstain from voting if he or she has not participated in the preceding discussion of the question and if that member has previously stated the reason for the abstention. Except for a question necessary to clarify the meaning of the motion, resolution or ordinance being voted upon, no questions or comments by members of the City Council including the Mayor shall be made Rules of Order and Procedure of the Fayetteville City Council Last Revised 08/05/2025 by Resolution # 178-25 Adopted 01/20/2026 by Resolution # 42-26 Page 5 of 12 during the voting on the pending motion, resolution or ordinance. The Council Members will vote at City Council meetings in the order of their position number, but with a progressively different position voting first at each meeting. 5.Roll Call Upon every vote the affirmative and negative votes shall be called and shall be recorded on every motion, resolution and ordinance; however, items which may be approved by motion, or contracts and leases which can be approved by resolution, may be grouped together and approved simultaneously with one roll call, under a “Consent Agenda. C.MAYOR & VICE MAYOR 1.Mayor a.General Power to Preside and Vote The Mayor is the presiding officer and ex officio president of the City Council. The Mayor may vote to establish a quorum or to pass an ordinance, resolution or motion if the Mayor’s vote is needed for passage. The Mayor does not have the right to vote for an Emergency Clause on an ordinance. An Emergency Clause requires six affirmative votes by the City Council to pass. b. Mayor’s Veto Power The Mayor has the power to veto any ordinance, resolution or order, or part thereof, adopted by the City Council within five (5) days (Sundays excluded) of the City Council vote. Before the next City Council meeting, the Mayor shall file in the City Clerk’s office a written statement of reasons for the veto. At the first City Council meeting following the veto, the City Council can override the veto by two-thirds majority (6 affirmative votes). 2.Vice Mayor The City Council shall at the time of organizing, in public session, elect one of its members as Vice Mayor. Any Council Member may nominate himself or herself or any other member of the City Council for Vice Mayor, and no second of a nomination is required. Each Council Member shall vote by naming his or her choice by voice vote if there is more than one nominee for a position. A majority vote of the City Council shall be required for election. In the absence of the Mayor, the Vice Mayor shall preside at the City Council meeting. Rules of Order and Procedure of the Fayetteville City Council Last Revised 08/05/2025 by Resolution # 178-25 Adopted 01/20/2026 by Resolution # 42-26 Page 6 of 12 3.Privileges of the Vice Mayor The Vice Mayor acting as the Mayor may move, second and debate from the chair and shall not be deprived of the rights and privileges of being a member of the City Council by reason of her or his acting as the Vice Mayor. D.PROCEDURES AND PARLIAMENTARY RULES 1.Agenda The City Council’s agenda order shall be coordinated by the Mayor. All items for discussion or action at the regular council meeting shall be included in a Tentative Agenda provided to City Council prior to an Agenda Session where the City Council shall determine the final arrangement of the Agenda. Any item the Mayor or a Council Member wishes to include on the Final Agenda that was not included on the Tentative Agenda may only be added to the Final Agenda during the Agenda Session. At the regular meeting of the City Council, the Council, by majority vote, may rearrange the order of the Agenda. An item may be added to the Agenda at the City Council meeting only by a Motion to Suspend the Rules. 2.Precedence of Motions The City Council shall follow the precedence and classification of motions as given in the most recent edition of the Arkansas Municipal League’s ‘Procedural Rules for Arkansas Municipal Officials.’ In the event a matter is not covered by the ‘Procedural Rules for Arkansas Municipal Officials,’ the most recent edition of Robert’s Rules of Order shall apply. On questions of appeal, a majority of those present is required to overturn a ruling by the chair.” 3.Motions to be Stated by the Chair/Withdrawal When a motion is made and seconded, it shall be stated by the Mayor before debate. After being stated by the Mayor, a motion may not be withdrawn by the mover without the consent of the member seconding it and approval of the City Council. 4.Reconsideration After the decision of any question, any member of the prevailing side may request a reconsideration of any action at the same or the next succeeding meeting; provided, however, that a resolution authorizing or relating to any contract may be reconsidered at any time before final execution thereof. A motion to reconsider requires a simple majority for passage. After a motion for reconsideration has once been acted on, no other motion for reconsideration thereof shall be made without unanimous consent. Rules of Order and Procedure of the Fayetteville City Council Last Revised 08/05/2025 by Resolution # 178-25 Adopted 01/20/2026 by Resolution # 42-26 Page 7 of 12 5. Readings All ordinances shall be read aloud at three different meetings unless the City Council votes to suspend the rules. The following guidelines for reading ordinances are recommended:  After the ordinance’s first reading, a Council Member may briefly point out potential concerns or benefits from the proposed ordinance, but should refrain from attempting to persuade each other or arrive at a final consensus.  Unless there is clearly no opposition or concern about the ordinance, it should be read and open for public discussion during at least two City Council meetings.  Complex ordinances that need further clarification or drafting work should be referred to the Ordinance Review Committee. 6. Items Tabled Indefinitely Any item tabled indefinitely may be taken from the table by majority vote of the City Council during the calendar year in which it was tabled indefinitely. All items tabled indefinitely and remaining on the table at the end of the calendar year shall be deemed denied and rejected for appellate and all other purposes on December 31st and shall not be considered by the City Council in the future unless brought forward as a new item. E. INTERNAL BOARDS, COMMITTEES, COMMISSIONS AND APPOINTMENTS 1. Membership of Internal Boards, Committees, Commissions and Appointments a. Standing City Council Committees. The five standing committees of the City Council are: Equipment, Nominating, Ordinance Review, Streets, and Water and Sewer. Each committee shall have four Council Members appointed by the Mayor in January after every regular election. All Council Members shall serve on at least two of these five committees. Each committee shall elect a chair and vice chair during the first committee meeting after the Council Members are appointed. b. Other Committees (See also Section H. Citizens Committees) Council Members may volunteer or request to serve on any of the various other committees which have City Council slots. The Mayor may appoint a Council Member to the other committees pursuant to their request. Rules of Order and Procedure of the Fayetteville City Council Last Revised 08/05/2025 by Resolution # 178-25 Adopted 01/20/2026 by Resolution # 42-26 Page 8 of 12 c.Appeal Right to City Council Any Council Member who is dissatisfied with his or her committee assignments can appeal to the whole City Council who can determine by majority vote which Council Member will be appointed to a specific committee. d.Ad Hoc Committees. Ad hoc committees may be appointed either by the Mayor or by a majority vote of the City Council to study special problems and projects of the City. 2.Notification and Attendance All Council Members, representatives of the news media who have requested notification, and other persons who have shown a direct interest in matters to be considered at a committee meeting shall be notified of City Council committee meetings. Committee meetings shall be held when possible at times that allow all members of the committee to attend. In order for a committee to make an official recommendation to the City Council, a majority of the committee members must agree on that recommendation. Council Members who are not members of a particular City Council committee may generally participate in the meeting of that committee except for voting on committee recommendations, but the chairperson may rule otherwise. 3.City Council Representation on Other Governmental Groups When it is necessary to appoint a Council Member to an external board, commission or committee, selection of that Council Member shall be made by a majority vote of the City Council. That selection shall be made by nomination and vote in a public session. Any Council Member may nominate himself or herself or (any other member of the City Council), and no second is required. Each Council Member shall vote by naming his or her choice by voice vote if there is more than one nominee for a position. A majority vote of the City Council shall be required for election. F.MAYOR RELATIONSHIP 1.Definition of Authority In exercising its legislative responsibilities, the City Council may approve policy which represents broad statements of its intentions, approve plans and programs, and manage the financial aspects of the city through its budgetary powers. The Mayor is empowered to hire capable personnel within the approved wage and salary policy, to plan and establish schedules and to train, supervise and terminate employees. Rules of Order and Procedure of the Fayetteville City Council Last Revised 08/05/2025 by Resolution # 178-25 Adopted 01/20/2026 by Resolution # 42-26 Page 9 of 12 2. Definition of Responsibilities The Mayor has the principal responsibility for directing the operations of the city government, and for advising and assisting the City Council in its deliberations. In connection with this latter responsibility, the City Council expects and requests the Mayor shall furnish the City Council with whatever data, information and material it may need to properly carry out its functions in an informed manner. The City Council also expects the Mayor to abide by the City of Fayetteville Code of Ethics. 3. City Council/Mayor Cooperation Efficient management of the city can exist only through mutual understanding and complete cooperation between the City Council and the Mayor. The Mayor’s performance cannot be of the best unless the Mayor is given the latitude to exercise independent judgment in executing policies of the City Council. The City Council acknowledges that obligation and gives the Mayor the latitude of judgment and discretion, and expects faithful performance in carrying out the policies of the City Council. While open communication between the City Council and City personnel is encouraged, it shall be understood that administrative authority for the management of the City rests with the Mayor. Members of the City Council should refrain, as individuals, from giving specific direction or instruction to City personnel pertaining to the discharge of assigned duties. G. CODE OF ETHICS 1. General As the governing authority of the City of Fayetteville, Arkansas we, the Mayor and Council Members, adhere to the following ethics principles and pledge to conduct our affairs accordingly: • Serve others, not ourselves. • Use resources with efficiency and economy. • Treat all people fairly. • Use the power of our position for the well-being of our constituents. • Create an environment of honesty, openness and integrity. 2. Business Transactions Members of the City Council and the Mayor occupy positions of public trust. All business transactions of such officials dealing in any manner with public funds, either directly or Rules of Order and Procedure of the Fayetteville City Council Last Revised 08/05/2025 by Resolution # 178-25 Adopted 01/20/2026 by Resolution # 42-26 Page 10 of 12 indirectly, must be subject to the scrutiny of public opinion both as to the legality and to the propriety of such transactions. 3.Conflict of Interest Members of the City Council and the Mayor shall refrain from making use of special knowledge or information before it is made available to the general public; shall refrain from making or influencing decisions involving business associates, customers, clients, competitors and immediate family members and shall comply with all lawful actions, directives and orders of duly constituted municipal officers as such may be issued in the normal and lawful discharge of the duties of these municipal officers. Nothing herein, however, shall serve to deny the members of the City Council and the Mayor of the legal rights and privileges available to all Fayetteville citizens. 4.Responsibility to All Citizens Members of the City Council and the Mayor shall conduct themselves so as to bring credit upon the city as a whole and so as to set an example of good ethical conduct for all citizens of the community. The members of the City Council and the Mayor shall bear in mind at all times that their responsibility is to the entire electorate, citizens and residents of Fayetteville, shall refrain from actions benefiting special interest groups at the expense of the citizens, residents and the city as a whole, and shall do everything in their power to ensure equal and impartial law enforcement throughout the city without respect to race, creed, color, gender, sexual orientation, religion, gender identity or the economic or social position of individual citizens. In an effort to allow the public full knowledge of financial and personal interests, the Members of the City Council and the Mayor are expected to disclose annually all real estate holdings in Fayetteville and the Fayetteville planning area, and any business or financial interest which could affect or be affected by decisions of the City Council. Such disclosure should be made in writing to the City Clerk in January of each year. H.CITIZEN COMMITTEES 1.Authorization by the City Council The City Council may authorize citizen advisory boards, committees and commissions to assist the City Council in discharging its responsibilities more effectively. Authorization will be made by majority vote of the City Council. 2.Selecting of Members The Nominating Committee shall have the responsibility of coordinating the selection process of members for the citizen advisory groups prior to the final City Council decision. The objectives of Rules of Order and Procedure of the Fayetteville City Council Last Revised 08/05/2025 by Resolution # 178-25 Adopted 01/20/2026 by Resolution # 42-26 Page 11 of 12 the selection process shall be as follows: To provide a broad diversity of qualified individuals for service on the appointed bodies; and to provide an opportunity for participation in city affairs by interested citizens. The selection process shall follow these procedures: a. Periodic news releases and articles, generally at least two weeks in advance of appointments, requesting interested individuals to notify the City Clerk’s office of their interest in being considered for appointment. Application forms should be completed by each person who expresses an interest in a position. b. Council Members, city staff members and interested individuals and organizations who know of qualified persons should encourage them to apply for appointment. c. Cable television should be used to notify citizens of vacancies in citizen committees. d. The City website, fayetteville-ar.gov, should list vacancies in citizen committees. e. Any person who has served two consecutive full terms on any City commission or board shall not be eligible for reappointment to the same commission or board until one full term of office has expired, unless there is an insufficient number of qualified applicants to fill all vacancies. Service of a partial term shall not count against the two terms that are allowed. Prior to any appointment, the City Clerk’s office will circulate to the full City Council copies of applications of the individuals on file for the appointive body. Council Members may recommend applicants or offer comments to the Nominating Committee prior to their scheduled meeting. The Nominating Committee will narrow the list of prospective appointees to no more than two individuals for each position. This decision will be made in an open meeting. The recommendations will be submitted to the full City Council for final decision. The committee’s first choice may be indicated. All positions shall be decided by majority vote of the City Council. In instances where there is more than one nominee for a position, either by Nominating Committee recommendation or by other nominations, each Council Member shall vote by naming his or her choice for that position. The City Council will act officially on all appointments in public session. I. Vacancy in the Office of a Council Member A vacancy in the office of a Council Member shall be filled pursuant to the requirements of Ark. Code Ann. § 14-43-411. J. Orientation of New Council Members Rules of Order and Procedure of the Fayetteville City Council Last Revised 08/05/2025 by Resolution # 178-25 Adopted 01/20/2026 by Resolution # 42-26 Page 12 of 12 1.Orientation Meeting Scheduled. The City Council, Mayor, City Attorney, City Clerk/Treasurer and appropriate City Staff shall meet with and conduct one or more orientation sessions with newly elected Council Member’s in December after each General Election or within one month after a Special Election in which a new Council Member is elected. Each newly elected Council Member shall attend the orientation session(s). 2.Content of Orientation. The City Council, Mayor and other members of the orientation group shall explain: a.Rights and duties of Council Members; b.Organizational structure of city government; c.Role of the City Council Committees; d.How to initiate Resolutions and Ordinances; e.The purpose and procedure for the City Council Agenda session; f.Reasons to approve or disapprove land use and development issues; g.Council tours to view and discuss land proposed for rezoning or development; h.City Council Rules of Order and Procedure; i.Freedom of Information Act requirements. 3. Ongoing Orientation. a.Within the first week of a Council Member’s term, the administration should provide an administrative and human resources orientation to include issuing parking permits, fobs, and other necessary equipment for the Council Member, as well as assistance for the completion of all necessary state and federal documents. b.Within the first quarter of a Council Member’s term, the administration should arrange for a budget overview and tours of all major city facilities and functional areas.