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Government & councilsPublic meeting

City council regular meeting

180 minutes 12 blocks Free template

A regular council business meeting in Robert's Rules order: public comment, hearings, consent agenda, action items, reports and adjournment.

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Opens in the builder. No sign-up to try it; 14 days free to run it live.

By the end of this meetingThe council takes its scheduled formal actions in public, after hearing public comment.

180 min · 12 blocks, drawn to scale Fits exactly
  1. Call to order, roll call and Pledge of Allegiance, 5 minutes 5
  2. Public comments, 30 minutesInfo 30
  3. Announcements and presentations, 10 minutes 10
  4. Public hearings, 30 minutesDiscuss 30
  5. Consent agenda: one motion, 5 minutes 5
  6. Final action items, 20 minutes 20
  7. Unfinished business, 15 minutes 15
  8. New business, 20 minutes 20
  9. Councilmember reports, 15 minutes 15
  10. Staff, mayor and administrator reports; next two draft agendas, 10 minutes 10
  11. Executive session, if needed, 15 minutes 15
  12. Adjournment, 5 minutes 5
04590135180 min
  1. +0′Call to order, roll call and Pledge of AllegianceOne word: how ready are you for tonight's agenda?Tip: Excuse absences during roll call; the clerk records attendance.5 minCheck-in
  2. +5′Public commentsTip: 3 minutes per speaker in Monroe; Olympia uses 2 minutes each in a 30-minute block. No action on items raised only here.30 minInfo
  3. +35′Announcements and presentations10 minInfo
  4. +45′Public hearings30 minDiscuss
  5. +75′Consent agenda: one motionTip: Official votes are taken by motion and recorded by the clerk under your local rules.5 minDecide
  6. +80′Final action itemsTip: Official votes are taken by motion and recorded by the clerk under your local rules.20 minDecide
  7. +100′Unfinished business15 minDecide
  8. +115′New business20 minDecide
  9. +135′Councilmember reportsTip: Olympia limits each councilmember report to 5 minutes.15 minInfo
  10. +150′Staff, mayor and administrator reports; next two draft agendas10 minInfo
  11. +160′Executive session, if neededTip: Announce the purpose and expected time before going into executive session.15 minDiscuss
  12. +175′Adjournment5 minWrap-up

Why it works

Built so the city council regular meeting ends on time, with everyone in it.

  • Every voice in the first minutes

    A 5-minute check-in: everyone sends a mood and one word from their phone, and it shows on their tile in the call. People who speak early speak again.

  • Updates stay short

    65 minutes of updates with a visible clock. In a video call the speaker is spotlighted and the room is muted, so nobody talks over them.

  • Discussion with a clock

    45 minutes of open floor with a countdown everyone can see, and a talk-balance meter so the loudest voice doesn't take all of it.

  • It ends in a decision

    Capture the decision and its owner with one click while it's said. It lands in the summary, word for word.

  • Wraps up on time

    Decisions and actions are read back, the summary is already written, and a finish on time earns the confetti.

How to run it

  1. 1Post the agenda online at least 24 hours ahead; Washington requires this under RCW 42.30.077.
  2. 2Take public comment before final action; Washington's RCW 42.30.240 requires it.
  3. 3Announce and enforce speaker time limits and decorum rules at the start of public comment.
  4. 4Don't act on items that were raised only during public comment.
  5. 5Take formal votes by motion and roll call as your rules require; use phones only for informal straw polls, if at all.

Questions about the city council regular meeting

What is the order of business for a city council meeting?
Robert's Rules order is call to order, roll call, minutes, reports, unfinished business, new business, announcements and adjournment. Monroe WA adds public comment, hearings and a consent agenda.
How long do public comments last at council meetings?
It depends on local rules. Monroe WA allows 3 minutes per speaker; Olympia WA allows 2 minutes each within a 30-minute block.
When must a council agenda be posted?
In Washington, at least 24 hours before the meeting under RCW 42.30.077. Check your own state's rules.

Built from

The structure, timings and tips on this page come from these sources.

  • mrsc.org
  • mrsc.org
  • mrsc.org
  • iowa.extension.wisc.edu

Run it with your team

  • A countdown for every block on the shared screen
  • A video call that changes with each block
  • Check-ins and votes from every phone, no app
  • Decisions and actions in a scored summary

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Related templates

All templates
  • Council consent agendaApprove routine council items with one motion: read the items, let members pull any, vote once, and record pulled items in the minutes.10 min · 4 blocks
  • Public hearingRun a public hearing in order: rules and disclosures, staff and applicant presentations, timed public testimony, rebuttal and decision.90 min · 9 blocks
  • Council study session / work sessionAn informal council work session for in-depth review of budget, policy and long-range plans, ending in direction by consensus, not final action.120 min · 8 blocks

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