HomeMy WebLinkAbout18-050 Amending City Council Rules of Procedure - Article 4 Committees, Boards, Work Groups and CommissionsResolution 18-050
RESOLUTION NO. 18-050
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PORT TOWNSEND,
WASHINGTON AMENDING CITY COUNCIL RULES OF PROCEDURE - ARTICLE 4
COMMITTEES, BOARDS, WORK GROUPS AND COMMISSIONS
RECITALS:
WHERAS, on February 20, 2018, Council created an Ad Hoc Committee on
Committees; and
WHEREAS, the purpose of the committee included but was not limited to: 1) review and
make recommendations regarding Council Committee structures, including whether to have
standing committees; 2) review and make recommendations related to existing advisory boards
including purpose and authority of each advisory board; and 3) make recommendations for
annual work plans for advisory boards. and
WHEREAS, the committee has worked over the last six months to complete a thorough
review of Council Rules Article 4; and
WHEREAS, the committee's revisions included chair and board member term limits,
expanded standard operating procedures, clarification of official correspondence procedures,
training and orientation requirements, and liaison roles of Council, City Manager, Chair, and
staff, and
WHEREAS, the Committee will continue its work reviewing and making
recommendations regarding Council Committee structures and whether to have standing
committees, reviewing the purpose and authority of each advisory board, ensuring work plans
are in alignment with the City Strategic Plan, and volunteer recognition.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Port
Townsend as follows:
The City Council Rules of Procedures, Article 4 are amended as set forth in Exhibit A.
ADOPTED by the City Council of the City of Port Townsend at a regular mecting.
thereof, held this 17th day of September 2018,
Deborah S. Stinson
Mayor
Attest:
Joanna Sanders,
MMC
City Clerk
Approved as to j
...---_.......... ..........
�..r�-:��-t�•e�x�d Chris f}shc.raf�'
City Attorney
Resolution 18-050 Exhibit A
Page 1 of 9
ARTICLE 4 - COMMITTEES, BOARDS, WORK GROUPS & COMMISSIONS
4.1 Committees. The City of Port Townsend is a Council -4 -Manager form of government
and has adopted a committee structure applicable to the normal Council -Manager system.
"1"1_ e Cit qEl ° " . -I-rs constant& eetyAtly working to improve the ways in
which the public can meaningfully access reld-�4he-City Council and how the Council
muss -grit -teen ra yes ill and encourages., citizen involvement. "Flie Cit)o442on
Towftse,advalues community voluntecrism and reco !1ij/ sits imxrc�rtammce in romrrotir�
4he of -o i,g i . the City's health, sa
wellbeing. The procedures governing all all, boards and
coin rnissions, e44effiTtask force groups
established by Citythe Council or involving a Councilmember, shall be as follows:
(a) All standing committees shall be established or provided by Council resolution.
See Exhibit E for current standing committees. IN' tef4hesni "we
s dlted s"-a+e-requi d by state4awj
(b) All other Council committees, boards and cornmissmons and 6a , �.b4oeA4b6an
woirk groups-�wte--task force groups and -rules or operating procedures
thereof shall be established by Council directive with special attention to RCW
35A.13.120, and rules provided in Section 4.2, and after consultation with the
City Manager. Such committees,., .,moat smand comm�missions and task ft rce grgg
shall be subject to periodic review se -a& -to determine whether --tom
its function continues to be "rot iatenecessary and an apprqlmrimj rm�,e � f
C'mit and volunteer resources.
(c) Committees, boards and commissions, and
^'�lTtask_force groups shall make a recommendation, when appropriate, on
proposed ordinances, resolutions., and motions within their area of responsibility
or interest, before action is taken by the Council. The appropriate spokesperson
shall present the recommendation(s) which could lead to final action during the
discussion of the business item on Council agenda. -
are not lroiqheo
genda. . " t -Cit Council values
community -input and ei'n-will work with staff liaisons
and volunteer members to ensure the arouns md-step=-have adCQUate trainitwx to4o
ensure record recommendations are+ee(.)fded-in the form of a motion from the
body so recornniendations inay be rorthcotjjp t _CQrlr���l r
(d) Appointments shall be made by the 0-1-��eeFay0r subject to Council
confirmation.
4.2 General Rules Applicable to Citizen Advisory Boards
SECTION 4.2.1 Definitions
Page 1 of 9
Resolution 18-050 Exhibit A
Page 2 of 9
An "Advisory Board" means any Committee, '.ar�aa or Commission created by the
City Council to give advice on Laoticulor subjects and perform such other functions as prescribed
by the City Council. Advisory Board also ine4ode-s-indicatcs task force r�pss, subcom
or TaW�„a working groups formed by City Council resolution for short periods
of time or for specific tasks.
A Cit "task force" is a bod a ointed b the Cit Council to stud or work on a articular
s et or problem. The fbrrrial definition indicates that a task liarce is a "teniLmi,ary grou int
yonder an ointed on lead rwship liar_tile purpose ofaccorn alishin a a definite ob`ective." Often as
task force will cease to exist uponITcom lesion of its charge as givenwby the Council.
SECTION 4.2.2 Purpose and Application
The purpose of this section is to establish general provisions applicable to all Advisory Boards.
The provisions of this resolution govern Advisory Boards unless otherwise specifically provided
by ordinance, motion or resolution of the City Council, or as may be required by SState law. In
establishing an Advisory Board, the Council shall consider the following:
1. Scope of work, and clear task description including whether it is legislative or
administrative.
2. Termf-b��tand sunset provision_
3. Membership, nomination and confirmation process, and residency or other special
member requirements ur�atat tta Sectican 4.2.4 isle lanherein.,-tali
reernit a au l to rdem1 .w .,harm -stab# " A , , .. t
n� iht r 4
-54. Place of board within City or Council structure and -to whom does -the Board
Wavil1_r e ort.
65. Council member liaison assi ��nnient pursuant to Section 4.2.9 herein. "lie of
— �il�."• " , , ., r -,no ��=e��io-lo��ti�a�a-of=-r�� ,"
-76. Time frames for board action on tasks.
$7. Time frames for Council or Committee action; for example, periodic review or
interim reports_
938. Staffing (if any) for Advisory bard, and identification ofwhich City Department
bears any staffing responsibility or expense for b4oard.
F -al
v le , ° Gtv We off
+98. Any other matters appropriate to the Advisory Board's work
SECTION 4.2.3 Scope of Work
Pa_e 2 of 9
Resolution 18-050 Exhibit A
Page 3 of 9
A. Each Advisory Board, when it is formed, will have a specific statement of
purpose and function, which will be re-examined periodically by the City Council, with input
from thp_qpppinted Advisory Board members, to determine its effectiveness. This statement of
purpose, as well as other information regarding duties and responsibilities, will be made
available to all members when appointed.
B. The City Council may determine any specific guidelines or tasks to be referred to
the Advisory Board by motion or resolution. Cf a njqj��the board desires to be tasked with
an additional oroicet, a resolution will be forwarded to City Council fjor consideration. Council
Lecogp Lt/ the
value of and encourages generative
discussion Within citizen advisory boards. d
meinbei:s�, e
tie fl- 11 rag(- generativedear
6#
tizen's
C. Each Advisory Board slioul&ia44 develop a scope of work, as defined by its
enabling legislation and submit an annual wofk-plan for a, proval to Council. Me
itifisdWIt. gw-alva 0 polvAility eonsistent Nvit! e-c4ly-
.14 --pr jori4je
-c , -BoaKWehai H. elat..
sA 4ff4Wsq"tW
W&Wofk I- —ther to eo0fdiji' ale th- 14— A A effid
�14,sori,- ealendai-yew.lted
ifle4ud". Pee: -ew!gst� Qouiw-b4isH irknown (ind 1,
�i. - be sv*ff�q
an
rtl This Annual Work Plan should be consistent with
City Qouncil's own svajggjc r orifies, comprehensive plan, and functional plans,. %ff,-CouncJ[
Liaison, and Board Chair will work together to coordinate the drafting and stibmission ortlic
Board's Annual Work Plan. For boards that have a working budget and pre-existing fuLidin
stream, the work plan must be submitted I's bitu
cy lc.
SECTION 4.2.4 Member Reg u iremen ts,ship, Nomination and Confirmation
Process, and Residency Requirements
The number of members and any specific qualifications of each Advisory Board shall be set
forth by resolution of the City Council.
Unless otherwise specifically provided by applicable resolution or motion, or as may be required
by s�State law, the following procedures and requirements shall apply to all members of each
Advisory Board:
A. Each person at the time of nomination and continuing uninterrupted thereafter
while serving on an Advisory Board shall be a resident of and/or work in the City-of-PeA
TewnsepA.
B. Each person to be appointed shall be nominated by the Mayor for a specific
numbered position on each Advisory Board. Vacant positions shall be posted attc pi
advertised according to City procedures. All applications received shall be reviewed by the
Pq&e 3 of 9
Resolution 18-050 Exhibit A
Page 4 of 9
Ma or who will confer and work with the Council liaison and conduct an interview of the
candidates and Jbe€ere-recommend" apVointment to Council liar a vote.
C. Each person shall be deemed appointed and shall commence service after
confirmation by the City Council or on the effective date of the previous member's resignation,
or on the expiration of the existing term for the position, as applicable.
D. Each confirmation motion by the Council shall include ending date and term for
the position to which the person is appointed and such information shall be entered into the
Council minutes.
E. At the expiration of a member's term, the member may, at the discretion of(."it
Council, hold over and continue to serve as a member until the member or a successor is
appointed and confirmed by the City -Council.
F. Membcrs;hip shall constitute a cross section of related interests. The City e€ lert
rr, wnseP
�,walues community diversity anion g nienibers scrvtng on its boardsJ.
G. While volunteers are not limited to servina on more than twoone boards at
a time, pic-exi tin np- h) nient's" on outer board(s). will be a factor in any new nom nation.
SECTION 4.2.5 Officers - Identification and Election
Each Advisory Board shall elect from its membership a presiding officeer who will shall be
referred to as "eChair."y `" Thi. Chair cWzr,ryy ,•yWFT
e ,iu 3 iYlfi6�R�T`fFTWFin
m r Tyrr�
pis r r shall serve in„this a aoity_for one boli calendar XLar got
P-t� r, -,or until their sL,icuessor is elected o► t ntil the Board discontinues its
operation, whichever is shorter. The Advisory Board may elect other officers as it deems
necessary and such officers shall be set forth in the rules of procedure adopted by the Advisory
Board. (See Section 4.2.�)1
SECTION 4.2.6 Quorums, Transacting Business
A majority of the appointed members of the Advisory BoardCk) tee shall constitute a
quorum for the transaction of business. An affirmative vote of the majority of a quorum in
attendance at any meeting shall be necessary to transact business or carry any proposition.
SECTION 4.2.7 Terms of Office and Vacancies
Appointments to boards shall be provided €eFin the resolution establishing or providing for a
hBoard. Vacancies shall be filled by the City Council, upon nomination from the Mayor, for the
unexpired term in the same manner as the original appointment. - Membership vacancies other
than through expiration of term shall be filled for the unexpired term. --Any member may be
removed by Council action based on Council's decision that removal is in the best interests of
the City. Removal should not occur for disagreement with an official recommendation of the
Page 4 of 9
Resolution 18-050 Exhibit A
Page 5 of 9
board or its members. A member voluntarily forfeits their p o)sj.tio)n by thL occurrence, of �thrce�3
consecutive and unexcused absences. The
SECTION 4.2.8 Conflicts of Interest
If any members of an Advisory Board conclude that they have a conflict of interest or an
appearance of fairness problem with respect to a matter pending before the Advisory Board so
that they cannot discharge their duties on such an Advisory Board, they shall disqualify
themselves from participating in the deliberations and the decision-making process with respect
to the mattes."liq_qAiL11.
11send's '-'ode
TAY
A III I
Sd. resse.j - A I I j,- p�!, Bea, n Feeeive a, Gitv of Poo Townsef,&4
.....
speeifie toI- qovU
et4&�pon aDD0ijitnient, Mirienibers -u4sh
mall coinpkLe -and
! oomm� . ... ..
sign aii si-ewacknowledgement that they have fc-&-Ibeeg given-. and reviewed-- the City'
Doi4 Town-o_4W4 Ceodc of [-ethics). All Advisory Board Members shalLcLomplete a C'tbtft!:L4W,
Towffsemi-code off-"Ahics, Q,)cn Public Meetings Act,, and Public Records Act I rLdiiing in-
giLson tmk4nL-dijrfiip, their appointinent and ;shall eons fete the next availah le offering. w4*on
....... ....
SECTION 4.2.9 Liaisons and Representatives
Role OLCiE Council Liaison
A City Council fepFestm4a1+Y-e41jaison shallmay-will be available to each Advisory Board for the
purpose of providing a constructive relationship end open channel Of C01711TILinication between
the City Council and the Advisory Board without implying direction, review, or oversight of the
activities of the Advisory Board. The Mayor will make appointment recorn mendat ions to the fUll
CoLincil for the COUncil [jaisop appointments. The Council Liaison should review the
Committee's agendas, minutes and stay apprised of the committee's work. The Council Liaison
air conimittee triectings as glIpUg jiLiate. u...t is o... 11 1� a vo
.. ............ ting member or the Advisory Board.
The Council IJaisoii should address any concerns regarding the coininittee to the Cj
_P arses ryes.
A (oLiiicil liaison will not be appohited to the StatUtOIN commissions or task forces.
. +tj q
Role of SlaffLiaison
--A Staff4,4kffl1 may be-a'psieffe 00ar Rd
s
4
admW e
Fj
tasl( �01're
LI) to rovide factual igibrinatiop upon which the nietribers, can rely in mal(hig their
decisions and formulating their advice to the Mayor, Cotiticil, and Cky Administration;
Q2 to facilitate the meeting process by working with the Chair to schedule mecting
Page 5 of 9
Resolution 18-050 Exhibit A
Page 6 of 9
tinics, dames, and locations, so as not to conflict with other City functions and
activities:
3 to ensure that tLiq Cjty,s )[icies on gp n meetings ind qLlic records are adhered to
_ _�.p _ -L
_g -p
at all times by the committee, board or commission, or task force-group-
f4)Ao coat
dinate with (lie Chair on the various activities of the committeec,, board qr
commission, or task force QI'OL11%
(5) to provide continuity to the work of the committee, board or commission or task
force group.by n aintaining, complete riles of the work of the corntnittee, board or
commission, or task force, g 20L and
LO)j.y
—Lo facilitate access to these rccprd�,� uj2(2tj_Lq,.q git by any member. City official.
employee, and members of the public.
tZLadvise the _Cit Manager of' the activities of the committee, board or commission, or
task force group.This further ensures LhoMggb_2ec, nim mmmnicatiora between tFme
administrative staff - the members of the committees, boards, conmnissiotis taskforce
gLoups,.IlLeMayor and City Council.
_gqq_L
. mei'Of-0 r the Em tj Y I kesl�
e0mmissiom, of task, If6f, roup 'Phis
eeffliffitill: is m Ile+
fr
the Nj"or apid the City Cotmeil,
Role of CLq, Mangger
The Qi(y Manager �Oint a �)rinlar �stqff liaison �for catch eommittee, board or
commissi2n or task (farce P-rQUO. to ensure that nigetin notifications and recordkeep
t &I -in
occurs consistent with applicable srState laws; to rovide professional guidance, issue
correspondence in keeping with the board's council -approved work plan; and to perform
other liaison dUtics as mav be assianed by the City Manaaer. Incorporated by reference
herein, Article 5, Relations with City Manager and Administration, Section 5.1, Ci ly of Port
Townsend Council Rules an(] R(, W 3 5A,13.0,80.
Role ot*Cilizen Advisory Chair
AT -he Chair shall f6eilitate the work-oWie-members. TheQrhaif-is selected anapAl_ly by the
Advisory Ir
and shall mom --serve a term ofat least one Full
calendar year. "The mcnibership in r
more than oneyear. The Chair's role:as riar—.—"ft—'"wkwkq2
F -,�+m+ Of+
.mw. A-tei-m is efwJ4±1�0.1 eWa �ean lf4efe4s
ia4ntl . 4:- "P- 11-11-:-I
0, 141 (Mll gun't Vol ue-.S44he g
. ...... . . . . . . .
yeafs-'as
(T) to cal l me etimas.
tochair�s"
() to set the ineet�'Mn� mdas in concert with app )in! rld Ctty Council
Liaison;
P P 6 of 9
—
Resolution 18-050 Exhibit A
Page 7 of 9
(4) to coordinate with appointed staffil flie-tytayff I.Liaiscmand
=City CounciL
City Manager, the City's needs, policies, and interests, when determined, and
to communicate the same to the members r ate
. ...............
:gfqMon an matters under discussion or
consjdeLdt:toM
"I
+" - Onj d �n�4 __ n -an diAQ1 ua4)thff
Hieff, Lthe City sta!4� of -tile -1-11' '
(5) to serve as the focal point of communication between wid+4he-individual
members and Staff and Council Liaisonol Hee
ftwep RF0til2rff++d die and,
Goffiffliws* W, of* 1,
(6) to serve as parlianigntairiaii ensuring that proper garliamentary.proccclLircs
are followed at all times.
(7) to foster leadership development in the Board for purposes of succession
Expectation for Citizen AdvisoEy Member:
1. All ineetines fwmmkkk�, . raommis-A are to be
conducted iq_pgblic� session .-and noticed in accordance with State Uaw, and in
compliance with the Open Public.:' e tinsct and PUblic, Jkccords Act. unlessotlep,
adyked by
I . Individual nienibers and the collective gLouVshould strive to w%44 -be lair,
respectfUl of the public, staff, and each other.
3. Members shogld� �Hres ect the limitations oftheir individual and collective agLho f it
y
1he role, of the committee ' on -4-a*d-+ask-f4Fee is to advise *e-(-jty
Council-ar� taff. "l he a pointment does not empower the comiLnittec4eard-
f task for,;e to make final decisigns Lin lgis gL1Liorizqd by State law or the
group S cnablin� ) legislationoi-
4. Members shoulder a a reciate differences in a roach and Dint of view
whether from each other, the cornt-nunity. the -City Cqtincilor Sstaff.
5. Each member shouldwil-I discussions and work assignments
without dominating the discussion or activity of the committee.
6. The eChair shouldwi44 ensure that all members have a fair balanced and res pectfiLd
opportunity to, share their knowledge and perspectives.
7. "Be members should i44 attempt to reach consensus on issues. If consensus is not
possible, strong differing.opinions such as "minority" opinions should be recorded and
tickn.qWlg�d (jge porttotheCit CouncilIT.
in the committee's rL Y
& Mernbers, shotild be transR�!r and shall disclose any information, interest or
f0
relationship of the member in or connected or related to Thefe-qtze--�'nq "m
m
------- . . . .........
fnv+nlwthe nature of the work being undertaken by the committee
4j�, - and in the method and timing for cgpygyqqqeof
recommendations to the City Council. l"W44-11"s, wi-mpL)r4ant-toJg4n
H.--isting the file III
SECTION 4.2.10 Procedures, Records, and Minutes
Page 7 of 9
Resolution 18-050 Exhibit A
Page 8 of 9
Rules of order not specified by statute, ordinance or Council i" -u -tier gencrallw wills" all be
governed by the most recent version of: - �: �rw r
Re-vAed?ober1. Rules 0,(Ortlet- Nei4lv Rei,,ise 1 Ph ettilion,
or its successor of-uped. The
Advisory Board may adopt supplemental rules of procedure. The A ' =y BoaMCily
s110udd4+al4 provide for the taking of minutes and maintaini*g the records of all regular and
special meetings. Any Advisory Board may establish standing or ad hoc committees comprised
of Board members to assist in accomplishing its duties and responsibilities. it+ee
mMinutes shouldshalle be filed with the City Clerk's office within 10 days of approval. A d
all correspondence conducted in the course of government business is a matter of official public
record. "Public Record" is defined by its nature and not where it resides. A "Public Record"
includes any writing containing information relating to the conduct of overnment or the
performance of anyeovernmental or proprietary function prepared,tawr�ecl �rse1 or retair�ecl b
Mss _,�tgte or local agqU rgR Elc w of physical forni or characteristics. For the frim" stgt LjLory
definition, see RCW 42.56.010«
SECTION 4.2.11 Meetings Oen Public Meetings Acct Public Records Act
Each Advisory Board shall hold regular public meetings at such times and places as is deemed
advisable or as provided for in the resolution establishing the board. All meetings of the entire
committee. board or. commission, and task force body, and of any subcommittee thereof" or4aSrk
f` - t4 ° 4vi,.,n*ty-Wmd shall be subject to all requirements of the Washington Open Public
Meetings Act and. Public Records, ,pct, and shall be open to the public, and shall be held at a
public place at a regularly scheduled time, or at a special meeting time following notice as set by
the City Manager. Notice of all meetings shall be provided to the Clerk's eOffice for
publication. No meeting shall be scheduled without at least 48 hours' notice to the Clerk's
Oeffice unless special arrangements are otherwise made with the City Clerk or City Manager.
SECTION 4.2.12 Communications to City Council
Expressions of an Advisory Board's position, recommendation or request for any action shall be
in the form of a resolution, motion, or other written communication, setting forth the reasons,
facts, policies, and/or findings of the body supporting the communication, and shall be directed
to the City Council and City Manager.
Communications from such boards, n+6,-.~ ' 4 -4he-C `mow shall be
acknowledged by the Council Presiding Officerla shall �twte atd fir thatd°"
thereafter the City Clerk shall make an appropriate notation in the minutes. Should any member
of the Council determine that any such communication be officially answered by the Council, the
Presiding Officer shall place the matter on the agenda under New Business for the current
meeting or any subsequent meeting.Ate_-lsll+r,)tte l ,recom ncndati®ons should a °esl~ -Wlie brou slit
florward `• in _g zenda bill format �1 :_ .� . �-l�1-r w th reference the
recommended action.,die Board's C1iair or other � � -- �omntcc�
re presentative is encouraged to attend the Council mectin ti and if so will be given tirne to share
highlights of the recommendation or deliberation process,
Page 8 of 9
Resolution 18-050 Exhibit A
Page 9 of 9
SECTION 4.2.13 Compensation and Reimbursement of Expenses
Members of Advisory Boards shall serve without compensation. Members shall be reimbursed
for authorized travel expenses incidental to that service, which are authorized by the City
Manager or by City Council resolution or motion. Members shaallowd seek pre -authorization for
any proposed expense.
SECTION 4.2.14 Lobbying Efforts
Lobbying efforts by any Advisory Board on legislative or political matters sla] I nd first be
checked for consistency with existing City policy relating to the sub`ect matter by contacting the
City Manager's office. In the event a position is taken that differs from that of the City's policy,
an Advisory Board cannot represent that position publicly or before another body, for example,
the State Legislature or the Board of County Commissioners. An Advisory Body is free to
communicate positions to the Council or a Council Committee on matters pertaining to the
Body's purpose and function. A member of the Advisory Board is not authorized to speak for
the Board, unless the Board has expressly authorized the member's communication. An
individual member is free to voice a position, oral or written, on any issue as long as it is made
clear that the member is not speaking as a representative of the City, or as a member of an
Advisory Board. When the Advisory Board reaches a decision a n a articaalar t i saal "jeaat t
menibers shalli" abide by the sgroW21,sdecisioji once formalized and shallwW not advocate
counter to the ma'ori 's decision in their ca acit as an Advisorry Board member,.
End of Article 4 - Committees, Boards, Work Groups & Commissions
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