Environmental Sustainability Board

ENVIRONMENTAL SUSTAINABILITY BOARD Thursday, May 9, 2024 Conference Room 201 Regular Session 6:30 PM SECOND FLOOR OF CITY HALL 7008 SOUTH RICE AVENUE BELLAIRE, TX 77401 Agenda Chair Phil Robertson Vice Chair Secretary Board Member Arlene Dooley Rajiv Pandya Todd Auwarter Board Member Board Member Board Member Elena Diiorio Joyce Gigout Ken Landgren City of Bellaire Texas Page 1 of 23 Agenda Environmental Sustainability Board May 9, 2024 REGULAR SESSION - 6:30 P.M. A. Call to Order and Announcement of a Quorum - Phil Robertson, Chair. B. Approval of Minutes: Consideration of and possible action on the approval of available minutes. 2024_3_14 ESB Meeting Minutes - draft 2024_4_3 ESB Meeting Minutes - draft C. Introduction of Visitors - Phil Robertson, Chair. D. Citizen Comments. Note: Citizen Comments are limited to up to three (3) minutes per person. E. Council Liaison Comments - Jackie Georgiou, Council Member. F. Public Works Update - Beth Jones, Assistant City Manager. G. Board Business: Discussion and possible action on the following topic(s): 1. Administrative/General Items of Business.  Multi-Factor Authentication for City Emails;  Discuss Motion to Increase the Number of Board Members to 9; and  Discuss any recommendations for updates to the ESB Rules of Procedure. ESB Rules of Procedure 2023 - 2024 - draft 1.16.24 2. Review and Comment on the ESB Strategy Initiatives. a. Community Engagement ESB Community Engagements  Updates on Community Engagements since the Previous Meeting. b. ESB Member Chartered Goals Updates i. Rooftop Solar on City Buildings - Rajiv Pandya  Updates on RFP process and next steps. City of Bellaire Texas Page 2 of 23 Agenda Environmental Sustainability Board May 9, 2024 ii. Website/Communications Overhaul  Updates. iii. Garbage 2.0  Updates to initiative.  Updates regarding planning for 2024 recycling event. c. Transformational Goals i. Review Updates for Transformational Goals  Residential Energy Efficiency - Rajiv Pandya  Water Conservancy - Phil Robertson  Comprehensive Plan - Ken Landgren  City of Trees - Arlene Dooley  Bee Habitat - Joyce Gigout ii. Discuss Any New Transformational Goal Ideas  Updates as needed. H. New Business: Any ESB Member who wishes to bring New Business to the attention of the ESB shall do so now. Note: Consideration of New Business shall be for the limited purpose of determining whether the matter is appropriate for inclusion on a future Agenda of the ESB or for referral to staff for investigation. I. Adjournment. Next Meeting: Regular Session, Wednesday, June 5, 2024. City of Bellaire Texas Page 3 of 23  Environmental Sustainability Board (ESB) Board Meeting Thursday, March 14, 2024 Meeting Minutes - DRAFT A. Call to Order and Announcement of a Quorum The regular Environmental Sustainability Board (ESB) was held via an in-person meeting with all participants at the City Hall (conference room 201). Phil Robertson, Chair called the meeting to order at 6:32 PM on Thursday March 14, 2024. There was a quorum of members present. Voting ESB Members Present: Phil Robertson, Arlene Dooley, Rajiv Pandya, Joyce Gigout, Elena Dilorio Absent:, Todd Auwarter, Ken Landgren Non-Voting ESB Members Present: None Absent: Beth Jones (CoB Staff), Jackie Georgiou (CoB Council Liaison) Votes Taken During Meeting February 2024 Meeting Minutes – approved B. Approval of Minutes - Phil presented the draft minutes of the February 2024 ESB meeting. - Members reviewed the minutes without any objections and approved by general consent - Phil will submit the minutes to the City Clerk. C. Introduction of Visitors - n/a D. Visitor Comments - n/a E. Council Liaison Update - n/a F. City Services Update Environmental Sustainability Board (ESB) – March 14, 2024 Minutes Page 1 of 4 Page 4 of 23 - Reviewed % recycling trend, seems to be going low less than 10% G. Board Business Discussion and possible action on the following topic(s): 1. Administrative / General Items of Business. o Review and discuss feedback from Bellaire Citizen Satisfaction Survey - Phil: 1,074 sample size of 18,000 in Bellaire (very small) - Demographics, broadly 50+, long time in area, people without kids - Environmental programs rated high #2 - Future initiatives ESB rated low - Solar question should have not been in new investment section - Recycling slide: respondents are recycling, doing as much as they can, desire for more types of recycling o Discuss / recommend projects for the City Council’s FY 2025 Strategic Plan - Discussed Section under Governance with Environmental Sustainability components: Evaluate environmental impact of city services and facilities ▪ Review solid waste and recycling services for opportunities to reduce environmental impact. ▪ Review water and wastewater services for opportunities to reduce demand for potable water and water waste. ▪ Obtain on-call environmental and regulatory support. ▪ Conduct an energy and water audit at city facilities and parks. ▪ Identify opportunities to incorporate hybrid or electric vehicles into fleet. 2. Review and Comment on the ESB Strategy Initiatives. a. Community Engagement i. ESB Community Engagement: ▪ Update on community engagements, including 2024 plans and calendar scheduling - Arlene: Have booths organized for: o 4/20 Earth Day 12 - 4pm Evelyns Park o 4/27 Spring Fling 10 – 2pm at Nature Discovery Center o 10/19 and 20 Pumpkin Patch at Nature Discover Center o TBD Oct: Recycling Drop Off Event - Phil: Reach out to other boards like Parks & Rec, Be Life, Arts and Crafts to identify common initiatives and collaboration with ESB b. ESB Member Chartered Goals Environmental Sustainability Board (ESB) – March 14, 2024 Minutes Page 2 of 4 Page 5 of 23  i. Rooftop Solar on City Buildings - Rajiv Pandya o Updates on RFP process and next steps. - Rajiv: vendor interview meetings being held soon, Selection Team recommendation report should be available by the end of April 2024 ii. Website/Communications Overhaul o Review content creation plans. - No update iii. Garbage 2.0 o Discuss / plan for the City Council workshop to review the composting pilot program - Target mid April, Elena to fill out form get on agenda - Tipper discussion with SW, no clear path forward for now, Elena provided minutes o Discuss any specific actions required from the Bellaire Citizen Satisfaction Survey - Nothing specific, see previous comments c. Transformational Goals i. Review updates for transformational goals o Residential Energy Efficiency – Rajiv o Water Conservancy – Phil o Comprehensive Plan – Ken o City of Trees – Arlene o Bee Habitat – Joyce - Phil: water data on CoB website under “water information” - Joyce: Girl Scouts project, use Lucy Lafayette Dog Park for a Carpenter Bee Habitat, need to choose spot in the park ii. Discuss any new transformational goals o Updates as needed - No updates Environmental Sustainability Board (ESB) – March 14, 2024 Minutes Page 3 of 4 Page 6 of 23  H. New Business o Any ESB Member who wishes to bring New Business to the attention of the ESB shall do so now. - Phil: ESB goal certificate to have commercial business that are responsible recyclers. Also consider “recycling scorecard” for different zones in the city for recognition and friendly competition I. Adjournment 3. Next meeting to be held on April 3, 2024 4. Phil made a motion to adjourn 5. Meeting adjourned at 8:05pm Environmental Sustainability Board (ESB) – March 14, 2024 Minutes Page 4 of 4 Page 7 of 23  Environmental Sustainability Board (ESB) Board Meeting Wednesday, April 3, 2024 Meeting Minutes - DRAFT A. Call to Order and Announcement of a Quorum The regular Environmental Sustainability Board (ESB) was held via an in-person meeting with all participants at the City Hall (conference room 201). Phil Robertson, Chair called the meeting to order at 6:32 PM on Wednesday April 3, 2024. There was a quorum of members present. Voting ESB Members Present: Phil Robertson, Rajiv Pandya, Todd Auwarter, Ken Landgren Absent: Arlene Dooley, Joyce Gigout, Elena Dilorio Non-Voting ESB Members Present: Jackie Georgiou (CoB Council Liaison) Absent: Beth Jones (CoB Staff) Votes Taken During Meeting None B. Approval of Minutes - No minutes from mid-March 2024 submitted, roll into next meeting in April 2024 C. Introduction of Visitors - Mickey Mastin (Citizen) - Cheryl Bright (CoB Community Relations Administrator) D. Visitor Comments - Mickey: asking about timing of Recycling Day; TBD in Oct 2024 E. Council Liaison Update - Jackie: ▪ Tree ordinance is close to being passed, proportional replanting for new homes, still finalizing for existing homes, bringing in an Arborist like West U has ▪ Old Randalls Property – new design plan potentially coming, 1 story ▪ Comprehensive plan was passed by City Council Environmental Sustainability Board (ESB) – April 3, 2024 Minutes Page 1 of 4 Page 8 of 23  ▪ In strategic plan to have a Youth Board Committee, target projects like Evergreen Park upgrade F. City Services Update - Phil: Reviewed last meeting’s data from Beth, recycling % trending down. Also tough to separate zones for recycling data to track recycling competition; further review needed G. Board Business Discussion and possible action on the following topic(s): 1. Administrative / General Items of Business. - Phil: asked about management of ESB compared to Parks and Rec with Karl Miller leading most activities (including minutes) - Jackie: asked if ESB may want to consider adding 2 more members (total of 9), as some other boards are doing that 2. Review and Comment on the ESB Strategy Initiatives. a. Community Engagement i. ESB Community Engagement: ▪ Update on community engagements, including 2024 plans and calendar scheduling - Phil: Covered by Arlene at previous March meeting b. ESB Member Chartered Goals i. Rooftop Solar on City Buildings - Rajiv Pandya o Updates on RFP process and next steps. - Rajiv: Package for review by City Council should be ready by early May meeting ii. Website/Communications Overhaul o Review content creation plans. - Phil: working on recycling data / graphs, community engagement information, water information iii. Garbage 2.0 o Discuss / plan for the City Council workshop to review the composting pilot program Environmental Sustainability Board (ESB) – April 3, 2024 Minutes Page 2 of 4 Page 9 of 23 - Phil: Elena is working content for workshop and will have agenda form and slide deck ready soon o Recycling Dates - Todd: Date not set yet, target Oct 2024 c. Transformational Goals i. Review updates for transformational goals o Residential Energy Efficiency – Rajiv - Rajiv: for this goal he is organizing ESB Learning Academy Session for early Aug 2024 with representatives from CenterPoint coming as guest speakers. Focus will be all the incentive programs available for residential property owners, and discuss new technologies like Heat Pumps and best practices for electricity and gas demand reduction o Water Conservancy – Phil - Jackie: good opportunity to educate citizens on responsible water use and ways to reduce costs o Comprehensive Plan – Ken - Ken: sent to Jackie, Catherine, Phil, ESB o City of Trees – Arlene o Bee Habitat – Joyce ii. Discuss any new transformational goals o Updates as needed - No updates H. New Business Environmental Sustainability Board (ESB) – April 3, 2024 Minutes Page 3 of 4 Page 10 of 23  o Any ESB Member who wishes to bring New Business to the attention of the ESB shall do so now. - Rajiv: will resend ESB Rules of Procedure document to Phil for review and ESB approval this summer I. Adjournment 3. Next meeting to be held on May 1, 2024 4. Phil made a motion to adjourn 5. Meeting adjourned at 7:45pm Environmental Sustainability Board (ESB) – April 3, 2024 Minutes Page 4 of 4 Page 11 of 23  RULES OF PROCEDURE July 20231 – June 20242 Environmental Sustainability Board Originally Adopted: 09/12/07 Updated and Adopted: 017/106/20241 Page 12 of 23  TABLE OF CONTENTS SECTION PAGE I. INTRODUCTION 2 II. AUTHORITY 2 III. GENERAL RULES OF PROCEDURE 3 IV. ORDER OF BUSINESS 5 V. AGENDA PROCEDURE 6 VI. AGENDA ORDER 7 VII. WORKSHOP MEETINGS 8 VIII. RULES GOVERNING COMMENTS FROM CITIZENS 9 1 Page 13 of 23  I. INTRODUCTION The Environmental Sustainability Board (the “Board”) for the City of Bellaire, Texas, does hereby adopt this Rules of Procedure document as the official Rules of Procedure ("Rules") of the Board. The purpose of these Rules is to establish an orderly and effective method for conducting the official business of the Board during its monthly Regular Meetings, as well as any scheduled Special Meetings and/or Workshop Meetings. The Voting Members of the Board adopted the updated Rules on January 6, 2021 with the following members serving on the Board: Ayobamidele G. BelloPhil Robertson Voting Member Term expires June 20252 Ken LandgrenElan Tavor Voting Member Term expires June 20252 Allison PiperJoyce Gigout Voting Member Term expires June 20242 Arlene Dooley Voting Member Term expires June 20253 Rajiv Pandya Voting Member Term expires June 20253 Jared FunstonElena Dilorio Voting Member Term expires June 20243 Brian WittTodd Auwarter Voting Member Term expires June 20243 Jackie GeorgiouCatherine Lewis Council Liaison (Non-Voting Member) Richard MancillaBeth Jones City Services Liaison (Non- Voting Member) II. AUTHORITY Ordinance No. 02-122, duly adopted and approved by the City Council of the City of Bellaire, Texas, on August 20, 2012, transformed the Bellaire Recycling 2 Page 14 of 23 Committee into the Board as a standing board of the City of Bellaire, Texas. The Board is charged with the following duties and powers: 1. Review and make advisory recommendations to city council in the initiation, prioritization, and development of programs, policies, and activities relating to environmental sustainability, including, but not limited to, energy and natural resource conservation and recycling; 2. Research and recommend financial resources to offset costs of programs and initiatives relating to sustainability, including without limitation grants, sponsorships, and cost-savings programs; and 3. Develop programs to educate the public and increase city residents' participation in and knowledge of environmental sustainability practices. Pursuant to the Code of Ordinances of the City of Bellaire, Texas, Chapter 2, Administration, Article VII, Boards and Commissions, Section 2-102, [each board . . . shall adopt its own rules of procedure and shall keep a record of its proceedings consistent with the requirements of law. By the authority granted therein, these Rules are hereby established and adopted. III. GENERAL RULES OF PROCEDURE • LEADERSHIP OF THE BOARD The Board shall elect a Presiding Chair, a Vice-Chair, and a Secretary, at the 2nd meeting of any given new cycle year, each serving a one-year term beginning at the 2nd meeting of new cycle year and continuing through the last meeting of the new cycle year. The nomination process for the Presiding Chair, Vice-Chair, and Secretary will occur at the 1st meeting of any given new cycle year. The default facilitator of this 1st meeting will be the previous cycle Chair, Vice-Chair, or Secretary. If none of these individuals are continuing to the next cycle, then the 1st meeting facilitator will be selected by the Board at the beginning of the 1st meeting. • PRESIDING CHAIR. By majority vote of the Board, a member shall serve as the Presiding Chair of the Board, to conduct and facilitate the work of the Board, to approve agendas, and to preserve order and decorum. By majority vote of the Board, a second member shall serve as the Vice-Chair of the Board 3 Page 15 of 23  and will conduct and facilitate meetings in the absence of the Presiding Chair. • RULES OF THE BOARD. The Board shall adopt its own rules of procedure and the Secretary shall keep a record of its proceedings consistent with the provisions of the Code of Ordinances of the City of Bellaire, Texas, Chapter 2, Administration, Article VII, Boards and Commissions, Section 2-101, Notice and posting of meeting agendas or cancellations, and the requirements of law. • CONDUCT OF MEETINGS. Meetings of the Board shall be conducted according to the Rules adopted by the Committee, as well as the terms and provisions of Robert's Rules of Parliamentary Procedure - Newly Revised, when not inconsistent. • MEETINGS SHALL BE PUBLIC. All meetings of the Board shall be public, and notices thereof shall be posted as provided under the Texas Government Code, Chapter 551, Open Meetings Act. Notice of all meetings shall be given 72 hours before the time set for any meeting. • REGULAR MEETINGS. Regular Meetings of the Board shall be on the first Wednesday of each month at 6:30 p.m. The Regular Meetings shall be held in the Council Chambers or Council Conference room, First Floor of City Hall, 7008 S. Rice, Bellaire, Texas or other publicized location. Pursuant to Section 418.016 of the Texas Government Code, on March 16, 2020, the Governor of the State of Texas granted the Office of the Attorney General's request for the temporary suspension of certain provisions of the Texas Open Meetings Act to allow for telephonic or videoconference meetings of governmental bodies that are accessible to the public in an effort to reduce in-person meetings that assemble large groups of people, as a precautionary measure to contain the spread of novel coronavirus COVID-19. Accordingly, targeted Regular Sessions of the Board may be conducted telephonically in furtherance of this important and necessary objective to protect the public health and welfare in our community. • SPECIAL MEETINGS / WORKSHOP MEETINGS. Special Meetings may be called upon request of the Presiding Chair or a majority of the Voting Members (i.e., four out of seven) of the Board. 4 Page 16 of 23  A workshop meeting may be called by the Presiding Chair, a majority of the Voting Members of the Board, and/or a Working Group (Subcommittee) equal to or less than a quorum of the Voting Members of the Board. Meeting location and purpose will be disclosed in notice of workshop or special meeting except for Subcommittee meetings. • QUORUM. A quorum consists of four (4) Voting Members. A quorum of the Board shall be required for the transaction of business. (Code of Ordinances of the City of Bellaire, Texas, Chapter 2, Administration, Article VII, Boards and Commissions, Section 2-100, Quorum requirements, exceptions). "Main motions" made during meetings of the Board shall be considered to have passed if seconded, if an allowance was made for discussion and/or debate by members, and if a simple majority vote of the Voting Members present is obtained. "Motions to Amend" made during meetings of the Board shall be considered to have passed if seconded, if an allowance was made for discussion and/or debate by members, and if a simple majority vote of the Voting Members present is obtained. "Motions to Close Debate" ("Call the Previous Question") made during meetings of the Board shall be considered to have passed if seconded and if a two-thirds vote of the Voting Members is obtained. Note: a "Motion to Close Debate" is not debated any further. Therefore, after a second is obtained, a vote is then taken. • ABSENCE OF THE PRESIDING CHAIR. The Vice Chair shall act in the absence of the Presiding Chair at a scheduled meeting. • ABSENCE OF BOTH THE PRESIDING CHAIR AND VICE CHAIR. In the absence of both the Presiding Chair and the Vice Chair at a scheduled meeting, the meeting shall be opened, for the purpose of allowing the Board to elect a Chair to preside over that meeting. Said election shall be deemed complete upon the election of a Voting Member by a simple majority of the Voting Members present. • ABSENCE OF VOTING MEMBER. If a Voting Member of the Board shall be absent from three (3) Regular Meetings within a twelve (12) month period (i.e., an absence from a 5 Page 17 of 23  meeting would be deemed to occur when the Voting Member is not present at the meeting at least 75 percent of its duration), then the other Voting Members of the Board shall report such absences to the City Council. (See generally Code of Ordinances of the City of Bellaire, Texas, Chapter 2, Administration, Article VII, Boards and Commissions, Section 2-97, Attendance and training requirements). • MINUTES OF MEETING. An account of all proceedings of the Board shall be recorded and subsequently approved as submitted or as modified by a majority vote of the Voting Members and shall be open to public inspection (Code of Ordinances of the City of Bellaire, Texas, Chapter 2, Administration, Article VII, Boards and Commissions, Section 2-101, Notice and posting of meeting agendas or cancellations). IV. ORDER OF BUSINESS • AGENDA. The Presiding Chair or his/her designee shall prepare an agenda and cause the same to be posted on the City's official bulletin board and City of Bellaire’s website 72 hours prior to a meeting and to be delivered to members of the Board via email or other means on or before 6:00 p.m. of the day of posting, or within such additional time as shall be necessary. No additional item shall be included in the agenda unless a request to include the same has been made to the Presiding Chair on or before noon on the Thursday next preceding the Wednesday meeting. Council and staff liaisons are allowed time to present an update on upcoming and/or ongoing issues that affect the environment, ecological balance and sustainability of potential City deliberations. They should consult the Presiding Chair as soon as possible but prior to the posting of the agenda if they anticipate exceeding 15 minutes, so he/she can adjust agenda items as appropriate and possibly designate sub-committees to discuss shelved agenda items at separate workshop meeting(s) to defray time needed at regular meetings. In order to facilitate the agenda process, any Voting Member may place an item on the agenda pursuant to the time restriction above noted. The Voting Member of the Board requesting the agenda item will be responsible for the preparation of any appropriate Board background information necessary for the presentation at the meeting. Any staff assistance, if required, should be requested through the Presiding Chair. 6 Page 18 of 23  • CONSIDERATION OF AGENDA ITEMS. In the event a motion is made to "table consideration of an item" so that additional information may be obtained, a vote of a simple majority of the Voting Members shall be required. Action to "table the consideration of an item" shall automatically place said item on the next Regular Meeting of the Board or such later meeting as shall be necessary to receive needed information. V. AGENDA PROCEDURE This section is designed to establish an orderly procedure for handling agenda items. • PRESIDING CHAIR SHALL READ. The Presiding Chair shall introduce each item on the agenda by providing a brief explanation thereof. In addition, in the event a guest or guests are in attendance for the purpose of presenting an informational agenda item, the Presiding Chair shall introduce the person making the presentation and/or declare the discussion to be open. Time limitations are shown under VI Agenda Order. • BOARD DISCUSSION. Items on the agenda for consideration of action shall be formally introduced by affirmative motions duly made and seconded. Following a motion duly made and seconded, discussion or debate of the agenda item shall be open to the members of the Board. Input may be contributed from staff or council liaison. • PRESIDING CHAIR TO STATE QUESTION. Before any vote is taken on any question or item before the Board, the Presiding Chair shall restate the motion having been submitted and then call for the question. • PRESIDING CHAIR TO ANNOUNCE THE VOTE. The Presiding Chair shall, at the conclusion of the vote on each question properly submitted, state the result of any action taken by the Voting Members of the Board at the conclusion of the vote. • VOTE ON ANY MOTION. 7 Page 19 of 23  All votes on any motion shall be recorded. • ABSTENTION. A vote of abstention shall not be considered as approving or disapproving the motion. The person abstaining, upon request of four (4) Voting Members of the Board, may state his or her reasons for abstaining for the record; however, said Voting Member of the Board may decline. VI. AGENDA ORDER The following order is the desired order for conducting the business of the Board. However, at the discretion of the Presiding Chair, when it appears that it is in the best interest of the Board and the citizens of Bellaire, any item appearing on the agenda may be considered in any order determined by the Presiding Chair. 1. CALL TO ORDER AND ANNOUNCEMENT OF A QUORUM. The Presiding Chair shall announce that a quorum of the Board is present. 2. APPROVAL OR CORRECTION OF MINUTES. The minutes of the previous meeting(s) of the Board shall be submitted to the Board and either stand as submitted or be corrected and stand as corrected. Any member of the Board that was absent from a particular meeting may still vote on the minutes of the meeting by relying on his or her fellow Board Members as to the accuracy of those minutes. 3. INTRODUCTION OF VISITORS. Visitors present at the meeting shall be asked to introduce themselves for the record. 4. PRESENTATIONS. As a courtesy to a guest or guest(s) attending a Board Meeting for the purpose of making a presentation to the Board, said presentation(s) will be considered prior to any old or new business. The person will have a limit of 15 minutes for the presentation unless the board has previously received and approved a request for additional time. Questions and answers will be allowed 5 minutes for a total time of 20 minutes. If further discussion is needed, a subcommittee shall be initiated to gather information for a subsequent agenda inclusion. 5. CITIZEN COMMENTS. Citizen comments will be limited to three (3) minutes per individual. (See also VIII, Rules Governing Comments from Citizens, page 9 of these Rules). 8 Page 20 of 23  6. COUNCIL LIAISON COMMENTS. Council Liaison shall provide updates on City Council agenda items relating to Board business. 7. CITY SERVICES UPDATE. City Services Liaison or designee shall provide City Services updates relating to Board business or on items requested by the Board. 8. BOARD BUSINESS. Any business that was either "tabled from consideration" at a previously held meeting or pending from a previous meeting shall be considered before any new business. 9. NEW BUSINESS. New business will consist of items placed on the agenda by either the Presiding Chair or a member of the Board. 10. NEXT MEETING. The date and location of the next Board meeting shall be stated for discussion if needed. 11. ADJOURNMENT. Upon motion duly made and seconded, the meeting of the Board may be adjourned by a majority of those Voting Members of the Board present and voting. VII. WORKSHOP MEETINGS The Presiding Chair, a majority of the Voting Members of the Board, and/or a Subcommittee equal to or less than a quorum of the Voting Members of the Board may call and hold Workshop Meetings for the purpose of conducting a detailed and thorough exploration of matters that may properly come before the Board. The following rules shall prevail for the conduct of called Workshop Meetings, and all Rules herein set out which are in conflict therewith shall be superseded and suspended. • AGENDA. Sufficient time for consideration of matters to be discussed during a Workshop Meeting shall be provided. No formal agenda procedure shall be prescribed. • QUESTIONS OF A TECHNICAL NATURE. Request(s) for the appearance of employees of the City, consultants of the City, or outside experts as may be necessary for the purpose of securing factual answers to technical questions, shall be directed to the Council Liaison. 9 Page 21 of 23  • PROHIBITION AGAINST FORMAL MOTIONS. Reports or recommendations, but no formal motions shall be considered at a Workshop Meeting. However, Workshop or Special Meeting may yield presentations and reports with findings and recommendations for subsequent agenda inclusion. • REPORTS OR RECOMMENDATIONS. Issues assigned to or addressed by any Workshop or Subcommittee meeting shall be automatically included on the next agenda and reports or recommendations of any Subcommittee will be formally presented to the full Board at its next regularly scheduled meeting. VIII. RULES GOVERNING COMMENTS FROM CITIZENS The following rules shall control citizen comments, it being the desire of the Board to hear from the citizens of Bellaire and to stimulate discussion of subjects, which are properly a concern of the Board. • PRESIDING CHAIR TO STATE RULES FOR CITIZEN COMMENTS. Immediately preceding the opening of citizen comments, the Presiding Chair shall summarize briefly the rules governing comments from citizens. • PRESIDING CHAIR SHALL RECOGNIZE INTERESTED CITIZENS. Each individual desiring to comment must first be recognized by the Presiding Chair and shall first give his or her name and address. The Presiding Chair shall recognize each individual, in turn, hearing from all who desire to comment. • TIME LIMIT. A time limit of up to three (3) minutes shall govern each comment under "Citizen Comments." Written comments from citizens shall be accepted for inclusion in the official record of the Board. • TERMINATION OF AUDIENCE COMMENTS. At any time, the Board may, by a vote of four (4) Voting Members, terminate citizen comments for a particular Board Meeting. In all cases, the Presiding Chair shall announce the conclusion of audience comments. 10 Page 22 of 23 • PRESERVATION OF ORDER. The Presiding Chair shall preserve order and decorum and, if necessary, shall cause to be silenced or removed from the Conference Room any person speaking out of order or disrupting the order of the meeting. [END] 11 Page 23 of 23