Resident’s Guide to City Council

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Resident's Guide

A Resident’s Guide to City Council

A Resident’s Guide to City Council provides detail on how to actively participate in City Council meetings here in Columbia, Missouri.

In an effort to make government more approachable, this guide was created to familiarize residents with the customs and norms of City Council.

Your involvement matters. Together, we can foster a community where everyone’s voice is heard and where decisions reflect the diverse needs and aspirations of all Columbia residents.

Welcome to A Resident’s Guide to City Council, where we detail how to participate in City Council meetings in Columbia, Missouri actively!

To make the government more approachable, the City created this guide to familiarize residents with the customs and norms of the City Council.

Your involvement matters. Together, we can foster a community where the government hears everyone’s voices and decisions reflect all Columbia residents’ diverse needs and aspirations.

As residents invested in Columbia’s future, your voice and engagement are crucial in shaping local policies and initiatives that impact our daily lives. Whether you’re a seasoned attendee or a newcomer eager to contribute, this guide will equip you with the knowledge and tools necessary to engage meaningfully in the democratic process.

City Council meetings serve as vital forums where City leadership makes decisions on issues ranging from public safety and infrastructure to social services and economic development. Participating in these meetings allows you to advocate for your concerns, offer insights, and influence decisions directly affecting our community.

In the following sections, this guide will walk you through everything you need to know to navigate and make the most of City Council meetings. From understanding the meeting structure and agenda items to preparing compelling remarks and following up on outcomes, the City has designed this guide to empower you as an informed citizen.

Vision

  • Columbia is the best place for everyone to live, work, learn and play.

Mission

  • To serve the public equitably through democratic, transparent and efficient government.

Service

  • We exist to provide the best possible service to all.

Communication

  • We listen and respond with clear, compassionate and timely communication.

Continuous Improvement

  • We value excellence through planning, learning and innovative practices.

Integrity

  • Our employees are ethical, fair, honest and responsible.

Stewardship

  • We are responsible for the resources the community entrusts to us.

Teamwork

  • We achieve results by valuing diversity and partnerships within our organization and the community.

The preamble of the City Charter adopted by a vote of the citizens of Columbia:

We, the citizens of the City of Columbia, Missouri, in order to secure the benefits of constitutional home rule under the Constitution of the State of Missouri, maintain a democratic form of government, establish the basic governmental structure of the City, maintain an economical city manager form of city administration, provide for full publicity and openness in the conduct of affairs of city government, public meetings and records, provide for equality of citizenship for all Columbians, and promote the common welfare, do ordain and establish this opens in a new windowHOME RULE CHARTER FOR THE CITY OF COLUMBIA, MISSOURI.

The City of Columbia is a charter city with a council-manager form of government. A city charter acts as a mini-constitution for the city, giving it more control over its run. Some of the benefits of being a charter city include better local solutions, efficiency and innovation, and greater accountability. With local control comes the ability for residents to hold their City leaders more accountable for the decisions that directly impact their lives.

Overall, being a charter city gives it the freedom to govern itself in ways that are more responsive and tailored to the needs of its community while still adhering to the broader laws of the state.

Under the council-manager form of government, the mayor and the City Council establish policy and law, and the city manager handles the day-to-day management of the City organization.

The City Council consists of seven members, each elected for staggered terms of three years. Each council member’s term lasts for three years, but their election years are staggered, so two or three seats are on the ballot every year.

According to the charter, the City requires one of those seven members to represent the City as mayor. The other six members represent each of the City’s six wards.

Council members must be qualified and registered voters of the city, and the six council members elected by wards shall also be residents and qualified voters of the respective wards whose voters elected them. Council members shall hold no other lucrative public office or position in city government during their terms as council members.

The mayor and City Council members are not paid salaries or hourly; they receive an annual stipend. In adherence to the Charter (Ord. No. 15113§1, 1-16-97; Ord. No. 20846,§1,4-5-11), and Resolution 41-20, the mayor shall receive an annual stipend of $9,407.00 and all other council members shall receive a yearly stipend of $6,271.00. Stipends are adjusted based on cost of living adjustments for City employees.

A local government town hall is a meeting where residents in a community can engage directly with their local government officials, like mayors, City Council members or City staff. The purpose is to provide a space for residents to ask questions, voice concerns and discuss issues affecting their neighborhood, town or city. Town halls promote transparency, encourage public participation and ensure government is responsive to the needs and concerns of its citizens.

How to Participate

Attend the Meeting: Check the City’s website or social media for announcements about upcoming town halls.

Stay Engaged: Even if you’re unable to speak, listening to others and staying informed is a great way to stay engaged in the community.

Some Things to Expect at Townhalls:

  1. Public Participation:
  • Residents can raise issues, ask questions or offer suggestions to local officials.
  • Some town halls allow people to speak directly, while others may ask for written questions in advance.
  1. Informational Updates:
  • Local officials might provide updates on key projects, new policies or changes affecting the community, like road construction, safety initiatives or upcoming events.
  • These updates help residents stay informed about the local government’s actions and plans.
  1. Listening to Concerns:
  • Town halls serve as an opportunity for the public to express their concerns. Whether it’s about local crime rates, zoning laws, public transportation or something else, residents can share their thoughts with decision-makers.
  1. Engagement with Decision-Makers:
  • Officials attending town halls can directly respond to questions and comments from the community, making it a more interactive and engaging experience than other forms of communication (like emails or official statements).
  1. Community Building:
  • These meetings can foster a sense of community as residents come together to discuss shared concerns and ideas for improving the area. It also gives people a chance to network and connect with others who are passionate about similar issues.
  1. Open Communication:
  • Town halls allow for an open line of communication between government officials and the residents they serve. It’s a way for officials to hear directly from the people they represent, which can influence future decisions and policies.

Pre-Council Meetings

Pre-council meetings are informal meetings held before the official City Council meeting. These are typically used for council members and City staff to discuss upcoming agenda items, receive briefings, and ask questions. While the Council conducts no official votes or decisions during these meetings, they provide a deeper understanding of City issues and policies. Pre-Council Meetings do not allow public participation. However, they are open to the public’s observation.

For a resident, a pre-council meeting can be an opportunity to:

  • Learn about upcoming decisions before the Council formally discusses them.
  • See how council members engage with staff and discuss key issues.
  • Gain insight into City operations, such as budgeting, infrastructure projects, or policy changes.
  • Prepare for public comment, as understanding the discussions beforehand can help residents provide more informed input during the official meeting.

Work Sessions

Unlike regular Council meetings, the City uses work sessions for in-depth presentations, brainstorming and asking questions rather than voting on legislation.

For a resident, a work session is an opportunity to:

  • Observe how the City develops policies and projects before they go to a formal vote.
  • See City leaders discuss priorities, budgets, and community issues more openly.
  • Understand the reasoning behind decisions, as officials often explain challenges, trade-offs, and potential impacts.
  • Engage in the process—while public comment might not be taken during work sessions, attending can help residents prepare to speak at future council meetings.

Agendas for pre-council meetings and work sessions can be found on the Public Notice board inside City Hall or the City website on the meetings section of the City Council page.

Pre-council meetings sometimes go into Closed Sessions when discussing topics that require confidentiality due to legal, personnel or security concerns. Under state open meetings laws, local governments are typically allowed to hold closed sessions for specific reasons, such as:

  • Legal Matters: Consulting with city attorneys about lawsuits, potential litigation, or legal strategy.
  • Personnel Issues: Discussing hiring, firing, discipline, or performance evaluations of employees.
  • Real Estate Transactions: Negotiating property purchases, sales, or leases to prevent unfair advantages in the market.
  • Contract Negotiations: Reviewing sensitive details of ongoing negotiations with businesses, unions, or other entities.
  • Security and Emergency Planning: Addressing threats to public safety, cybersecurity, or infrastructure.

After a closed session, officials often return to the public meeting and may provide a summary of decisions or next steps, depending on legal requirements. Residents can check meeting agendas to see if the City has planned a closed session and what topics the Council will discuss.

City councils hold meetings for several important reasons, including:

  1. Legislative Functions: City councils are responsible for creating and passing local laws and ordinances that govern the city. Council meetings provide a forum for discussing proposed legislation, making amendments, and voting on these measures.
  2. Policy Making: Council meetings allow elected officials to debate and establish policies that affect the community, such as budget allocations, zoning regulations, public safety measures and community development plans.
  3. Public Participation: These meetings are open to the public, allowing residents to voice their opinions, concerns and suggestions directly to their elected representatives.
  4. Accountability: City councils operate in the public interest and are accountable to the residents they serve. Meetings provide transparency by discussing and deciding matters openly, ensuring that the City makes decisions following legal procedures and community expectations.
  5. Coordination and Communication: Council meetings facilitate coordination between different departments and agencies within city government. They also serve as a platform for city officials to communicate important information to the public and other stakeholders.
  6. Problem Solving: Residents can address issues and challenges facing the City through Council meetings, where officials brainstorm solutions, allocate resources and take action to improve the quality of life for residents.

The City Council schedules meetings for the first and third Mondays of each month starting at 7 p.m. The Council holds these meetings in City Hall, 701 E. Broadway, in the Council Chambers.

  • Meetings can generally last anywhere from two to three hours.
  • They can go longer depending on the number of items on the agenda.
  • Residents can come and go as they please.

Council meetings are broadcast in several ways if a resident cannot attend the meeting. Residents can access CoMo.gov/broadcasts/, Spectrum 992, Mediacom80 or CenturyLink 96. Residents can access Council meetings on the Archived Videos page on the City website if a resident cannot watch the live session.

Meeting agendas are posted at City Hall on Thursday before the council meeting. Residents can access the agenda and attached documents on the City Council page on the City website.

  1. Introductory Items
    • Pledge of Allegiance
    • Roll Call
    • Approval of Previous Minutes
    • Approval and Adjustments of Agenda, Including Consent Agenda
  2. Special Items
  3. Appointments to Boards and Commissions
  4. Scheduled Public Comment
  5. Public Hearings*
  6. Old Business*
  7. Consent Agenda
  8. New Business*
  9. Introduction and First Reading
  10. Reports
  11. Adjournment

Members of the public may attend any open meeting.

For requests for accommodations related to disability, please call 573.874.CITYopens phone dialer (2489) or email [email protected]create new email. To assist staff in making the appropriate arrangements for your accommodation, please make your request as soon as possible before the posted meeting date.

*Opportunity to share a comment. Please note that the structure of the meeting is subject to change.

If you would like to make a scheduled comment at the beginning of a council meeting, you can submit your request online by completing the Scheduled Public Comment Form. Residents may also submit requests for scheduled public comment in writing to:

City Manager’s Office
City Hall, Second Floor
701 E Broadway
P.O. Box 6015
Columbia, MO 65205

The Council designates approximately 30 minutes for the Scheduled Public Comment section of the Council agenda. The Council will schedule topics for public comment on a first-come, first-serve basis. Speakers will have five minutes to address the City Council.

  • Scheduled public comments SHALL NOT be allowed on any topic related to an agenda item under public hearing, old business, consent agenda, new business or introduction and first reading.
  • No person will be permitted to make scheduled public comments more often than every month.
  • No single topic shall have more than two speakers.

Presentation Guidelines

Due to cybersecurity concerns, flash drives and other media devices can no longer deliver files or presentation materials.

If you would like to have a presentation with your scheduled public comment, the speaker must upload the presentation in advance to the city network using an upload portal.

Upload your files and learn more at the opens in a new windowPresentation Upload Form.

Questions? Contact Event Services at 573.441.5523opens phone dialer or email at [email protected]create new email.

New to Public Comment?

Here are some tips to help residents plan a Public Comment.

Start:

  • I am __________. (Full Name)
  • I am a __________. (Resident, Profession, Student, Representative)
  • I am from __________. (Ward, Location, Organization)
  • I am here to comment on __________. (Agenda Item or Topic)
  • I would like to share my __________. (Support, Concern, Ideas, Expertise)

(1:00 Minute)

Point 1

 

Point 2


(2:00 Minutes)

Point 3

 

In conclusion, I __________ (Support/Oppose) this agenda item.

As for following steps, I propose the following:


(3:00 Minutes)

Thank you.

  1. The City Council asks that everyone commenting during the public hearing, both old and new business portions, keep remarks on the discussed legislation.
  2. At the end of the meeting, there is a section for general comments on anything discussed on the agenda or any other topic.
  3. Individuals are given three minutes and may request five minutes if representing an organization affected by the item on the agenda. Only one speaker for each organization will be allowed five minutes.
  4. When coming up to speak, please stand at the podium in the middle of the council chamber room.
  5. Please speak clearly into the microphone on the podium to ensure that the City Council can hear and understand you.
  6. Please respect the time limits so everyone has the opportunity to speak.
  7. Please do not applaud, snap, boo or do any other demonstrative action as that could distract or intimidate someone else who wants to speak.

Adjournment:
When the City Council ends the meeting.

Consent Agenda:
The Council does not expect these items to require review or discussion at this meeting. The Council will vote on all items in one motion, though it may decide to move an item to Old Business or New Business if further consideration or discussion is needed.

Final Plat:
A final plat is an official and detailed map or plan prepared and submitted for approval after the City Council has reviewed and approved the preliminary plat.

First Reading:
This phrase indicates that this is the City’s first reading of an ordinance for public notice. The law requires that an ordinance be read three times for public notice before the Council votes on it.

General Public Comment:
One General Public Comment period is available at the end of each regular city council meeting. Members of the public may speak about any topic. The City Council will not discuss or decide on items presented during this time but may comment that the Council refers to City staff for follow-up.

Missouri Sunshine Law:
The Missouri Sunshine Law promotes openness in government and the public’s right to access information from public and quasi-public governmental bodies.

Motion:
A motion is a proposal at a meeting where a Council member may ask the Council to take a specific action or express particular views about a subject.

Ordinance:
An ordinance is a municipal law that can be amended or repealed by adopting another ordinance.

Public Comment on Agenda Items:
The Council may request public comment on specific agenda items during discussion. Comments must stay focused on the agenda topic at hand.

Preliminary Plat:
A preliminary plat serves as a detailed initial plan that is subject to review and approval by the City Council. These are about land development and urban planning. These include parcel boundaries, streets and right-of-ways, easements, building setbacks and public amenities.

Quorum:
Refers to the minimum number of members who must be present at a meeting for decisions to be valid. It ensures that the Council makes no decisions without sufficient representation. Four of the City Council members must be present for a quorum.

Resolution:
A resolution is an expression of a governing body concerning matters of administration, an expression of a temporary character or a provision for the disposition of a particular item of the administrative business of the governing body.

Second Reading:
This phrase indicates that this occasion represents the second reading of the ordinance for public notice. As per law, the Council can vote on an ordinance after it has been read three times for public notice.

Residents can actively participate in local governance by serving on various Boards and Commissions. These groups, comprising community volunteers, provide recommendations and oversight on various city issues, ensuring that the City considers diverse perspectives in the decision-making process.

Why Participate?

Serving on a board or commission allows you to:

  • Influence Local Policies: Directly impact decisions affecting your community.
  • Represent Your Community: Ensure the Council hears the voices and concerns of residents.
  • Develop Leadership Skills: Gain experience in governance and civic engagement.

Engaging with these boards and commissions is a meaningful way to contribute to the growth and well-being of Columbia, ensuring it remains a vibrant and responsive community.

How to Get Involved

Explore Available Positions:
The City of Columbia maintains over 50 boards and commissions, each focusing on public health, building codes, sports and more. You can find the comprehensive list on the City website on the Boards and Commissions page.

Review Current Vacancies:
The City Clerk’s Office regularly updates a list of boards and commissions with open positions. You can find current vacancies on the Boards and Commissions page on the City’s website under Board and Commission Vacancies.

Submit an Application

You can complete and submit the online application through the City’s website. Alternatively, a PDF version of the opens in a new windowApplication Formopens PDF file is available. Residents can fill out, print, sign, and mail or deliver to the City Clerk’s Office in person.

City Clerk’s Office
2nd Floor, City Hall
701 E. Broadway
Columbia, MO 65201

You can apply to be a member of our boards and commissions by clicking the Online Board and Commission Application on the Boards and Commissions page.

You can contact the City’s Clerk Office at 573.874.7207opens phone dialer for more information or assistance.

The City created the Let’s Talk Local initiative to help create a space for residents to speak to City Council members and staff in a more informal setting. Council members always schedule meetings in one of the City’s six wards. These meetings will occur once a month.

Primary Goal:

To provide residents an opportunity to connect with City staff and council members, discuss essential community topics and share insights on the issues that matter the most to them.

  • These meetings are free and open to all residents from any ward.
  • The City provides refreshments for all Let’s Talk Local meetings.
  • Council members ask that attendees register in advance.

Keep up with what the City is doing! Are you curious about the projects that are happening around the City?

Check out BeHeard.CoMo.gov.

The goal of BeHeard.CoMo.gov is to be a place for residents to learn, provide feedback and share stories and ideas to help shape the vision of the City of Columbia going forward.

Information
Learn about ongoing and upcoming projects, read important documents and get more info on how to give your feedback.

Feedback
Provide feedback, ask questions and let City staff know your thoughts on various projects and initiatives.

Implementation
See the progress of projects and initiatives throughout their lifecycle. View updates and stay up to date with the latest news.

Register Now!

Flash drives are no longer permitted for delivering presentation materials. Learn more or upload your files.