HomeMy WebLinkAbout20-067 Amending City Council Rules of Procedure – Article I Council Meetings and Article II Duties and Privileges of Members Resolution 20-067
RESOLUTION NO. 20-067
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PORT TOWNSEND,
WASHINGTON, AMENDING CITY COUNCIL RULES OF PROCEDURE -ARTICLE I
COUNCIL MEETINGS AND ARTICLE II DUTIES AND PRIVILEGES OF MEMBERS
WHEREAS, the Committee has worked over the last six months to complete a thorough
review of Council Rules Articles I Council Meetings and Article II Duties and Privileges of
Members; and
WHEREAS,the Committee's recommended modifications of Articles I and 11 include
changes to the process for excusing absences, the "three touch"rule, and removing the telephone
tree,
WHEREAS,the Committee will continue its work reviewing and making
recommendations regarding the remainder of the Council Rules of Procedures.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Port
Townsend as follows:
The City Council Rules of Procedures, Articles I and II are amended as set forth in
Exhibit A.
ADOPTED by the City Council of the City of Port Townsend at a regular meeting
thereof, held this 7th day of December 2020.
Michelle ST ,
�a���lr���ul
Mayor
Attest: Approved as to form:
Joanna Sanders, MMC Heidi Green\v od
City Clerk City Attorney
Resolution 20-067 Exhibit A
Page I of 19
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CITY CORULES
OF PROCEDURE
1T"keN ised-" IVA, IV"tingtoir
Article One
Resolution J0-0K7Exhibit A
Page Jof/y
|
CITY mpPORT roWNxsNu Page loY4-78
ARTICLE 8 - COUNCIL MEETINGS........................................................................................I
1.1.1 Council Meetings - Time and L.ocudou— .......... ................ —..-.~.....................42
1.1.2 Council Meetings - ()ocntntbe Public...............—__---~~-................ ...... .,4-1
1.1.3 Council Meetings—Pledge of Allegiance ,_.~',,~,~____^__,_,.,~_^,^,,,_..~_.4-2
12 Election of(Jffiooco..................----.......---................---........ ................4-2
1.3 Presiding Officer.... ,.......---...........---........ ......—...-........... .---............-23
l.4 __~..~^.^^^^.--,,.......^._--.~........._—_-.~..~....-----..��3
U1.5 Attendance,Excused Absences ..........._........~................... ...... ..... . .........—. -23
Lh Special Council Meetings............................---................. ...... ..........................3
1.7 Council Material ....... ... ~............--~^.^.,.~-...__-.................... ..........--.,�4
1.8 Council Business Meeting Agenda/Consent Agenda.............................. ....... .-34
1.9
1.10
l.11
|
1.12
1./3 City Clerk- Minutes -Public Information Access .....—_--..._...._—.........,7
Policy Statement: The Council Rules should be considered omeans to anend, and not an end
in themselves. If used well, rules of order will advance fundamental gnn|a and principles. They
will help the Council spend its time well and make good decisions oubehalf ofthe community.
The rules should not become the master and the primary focus for the meeting. The °bomc" (-'e
principles) should come before the "ca/f" (the rules).
A
Revised*ehnmwy*a11mELja�u�Iz»z»
COUNCIL RULES oFPROCEDURE
Resolution 20-067 Exhibit A
tl Page 3 of 19
V CITY OF PORT TOWNSEND Page 2 of 4-78
ARTICLE 1 - COUNCIL MEETINGS
1.1.1 Council Meeting- Time and Location. All regular meetings of the City Council shall
be held at the times and locations specified by applicable ordinances and resolutions of
the Council.
1.1.2 Council Meetings - Open to the Public. All meetings of the City Council and of
committees thereof shall be open to the public, except as provided for in RCW 42.30.110
or RCW 42.30.140.
1.1.3 Council Meetings—Pledge of Allegiance. The Pledge of Allegiance willmay be recited
before every regular meeting, special meeting, workshop and committee meeting of the
Q City Council.
1.2 Election of Officers. Procedures for electing officers are as follows:
(a) Biennially, at the first meeting of the new Council, the Council members therea€
shall choose a presiding officer from their number who shall have the title of
Mayor. In addition to the mayoral Sowers eat I Ilac al l i rl eI lasted in
RCW 35A.1.31030 the Mayor—,he/she shall continue to have all the rights,
privileges and immunities of a member of the Council.-1f-aietiii Tient--at� ti:iey
eee�,����Iee � � r��e-r��� bel�"�;.a�►��e�rt- henext�I��, wl �=
meet-kn hafl-select—a-M tl e+t SII & l I the ri a pii- Me i-:
Following the election of the Mayor, there shall be an election for Deputy Mayor.
The term of the Deputy Mayor shall run concurrently with that of the Mayor.
The Mayor and Deputy Mayor shall serve for two years consistent with RCW
U 35A.13.030 and 35A.13.040035.
(1) In the event of a vacancy, the replacement shall serve the
remainder of the term..
(2) The Mayor and Deputy Mayor can be changed by a super majority
vote of the council.
Ira petit vacallCy 0qCurs in the olli e ol'Ma car or Dcl2ft M��a�'or, tl�e
members of the Council at their next I'e uRar nreetiil s1rS�I 1 select a Ma or oI
ley Ma or from their number for the unex:aipz term.
(b) The election for Mayor shall be conducted by the City Clerk. The City Clerk
shall call for nominations. Each member of the City Council shall be permitted to
nominate one (1) person, and nomination shall not require a second. A nominee
who wishes to decline the nomination shall so state at this time. Nominations are
then closed. 1 l�le�ir� r�t llt� lalll �c11+� lly
el „ '+I�-n+i� �klli4��III-I--I�I31D'��1;,-m—cic1�I;'3=-�7iJic�kf!�el�I=il�eal�t-like
(c) Except when there is only one (1)nominee, election shall be by written ballot.
Each member's vote shall be signed. The City Clerk shall publicly announce the
results of the election. Thereafter, the City Clerk shall record in the minutes the
ballot total(s).
Revised February-13I)eeemher 7,2020
COUNCIL RULES OF PROCEDURE
Resolution 20-067 Exhibit A
Page 4 of 19
CITY OF PORT TOWNSEND Page 3 of-P8
(d) In the event the Council is unable to agree on a Mayor by majority vote of
members present, the Office of Mayor shall be temporarily filled by an Acting
Mayor. The Acting Mayor shall be the Council member who just previously
served as Deputy Mayor; or if such person is not a member of the Council, the
Council member with the highest seniority as determined by the City Clerk. Ties
shall be resolved in a contest by chance. The Acting Mayor and
Acting Deputy Mayor shall continue in office and exercise such authority as is
described in RCW 35A.13.035 until the members of the Council agree on a
Mayor, at which time the role of Acting Mayor and Acting Deputy Mayor shall
cease and terminate.
e Followiii g the election for Mayor. the riewly elected Mayor %vil'1 coandLict the
clecti011 161' 1:)eout�e t r I° f�)llowin t the .same-pracess as described for the
clecflon of thy. Mayer.
1.3 Presiding Officer. The Mayor shall preside at meetings of the Council and be
recognized as the head of the City for all ceremonial purposes and shall have no regular
administrative duties in accordance with RCW 35A.13.030. In case of the Mayor's
absence or temporary disability, the Deputy Mayor shall act as Mayor during the
continuance of the absence. In case of the absence or temporary disability of the Mayor
and Deputy Mayor, a Deputy Mayor Pro Tempore selected by members of the Council
shall act as Mayor during the continuance of the absences. The Mayor or Deputy Mayor
u are also referred to as "Presiding Officer"4"I 14iiiie-t-Hii e in these Rules of Procedure.
Preservation of Order: The £ ,�t Pm,esidit2 0f'jcL-r shall preserve order and decorum,
confining Council members to debate the question under discussion.
Powers: The Presiding Officer may move, second and debate from the chair, subject only
to such limitations of debate as are by these rules imposed on all members, and shall not
be deprived of any of the rights and privileges of a Councilmember by reason of acting as
the Presiding Officer.
1.4 Quorum. At all meetings of the Council, four(4) Council members, who are present and
eligible to vote, shall constitute a quorum for the transaction of business. A number less
than four(4) Council members does not constitute a quorum for the transaction of
business and a lesser number may adjourn from time-to-time, provided that written notice
Of StHsuclw adjournment be posted on the exterior Council Chamber doors per RCW
42.30.090. Council meetings adjourned under the previous provision shall be considered
Q regular Iii gLnectii�for all purposes.
1.5 Attendance, Excused Absences. RCW 35A.12.060 provides that a-Council
I embe+i Members shall forfeith-i4lieftheir office by failing to attend three consecutive
regular meetings of the Council without being excused by the Council. iius-�1e
��til i laaecl-leomlyh' �tlliserio =1I� -s�11I tact
at�n�le �w tl1Iahle-tItaliclir �lf *r;tleerh
l�a�l��I�et tl� - •it �IgrI =i�lk; l��tl�ll� �tl�����a ;�l-ae
Revised Febr-wiry-Meeenther 7,2020
COUNCIL RULES OF PROCEDURE
Resolution 20-067 Exhibit A
Page S of 19
CITY OF PORT TOWNSEND Page 4 of 4-78
e eusec�L L L push �ItLe to the s e -l e c I I be �r Iy r 1L em-ft
sII�I ll-��eele�l-al �I�e�l -1-#�hel ��ot���n��k ��l-� -�Ik�el•�-l�i�����t-ia �l�al
�I°� lei l l ll in a ag a a l ti a- y-II I ajot f I afse r e- tl e
t � i tl n Cc air cil n ember; Should notify the City Clerk the CityMana wr
and the l'�csirlin Of"fie:.I°of illk absences at least fourteen davs arior to the 111cetin , if
ossible. if not possible, Council members must notifthe City Clerk, the Cit( Manama,
and the Presiding Officer at the earliest possible time, 13arring_alw obiections prior
notification ofthe absence to the Presiding Officer will be considered an excused
absenc :)nsenL acllla.
at the following business meetina.
1.6 Special Council Meetings. Procedures for setting a special meeting are as follows:
(a) A special meeting may be called by the Presiding Officer or any four(4) members
of the Council.
(b) Notice of the special meeting shall be prepared in writing by the City Clerk. The
notice shall contain information designating the time, location, and the subject or
agenda of the meeting. e lti � I-I slalleIllr�etl byM.t� eit�tt +ie
Q (c) The notice shall be delivered by mail fax, electronic mail or personally to the
residence of each Council member, the City Manager, and the business office of
each local newspaper, radio and television station which has on file a written
request for notice of special meetings. The notice must be delivered at least
twenty-four(24) hours prior to the meeting.
(d) The notices provided in this section may be dispensed with or disregarded within
the circumstances provided by RCW 42.30.080,that is: (1) any member who, at
or prior to the time the meeting convenes, files with the City Clerk a written
waiver of notice, (2) any member who was actually present at the meeting at the
time it convenes, and (3) in the event a special meeting is called to deal with an
emergency involving injury or damage to persons or property or the likelihood of
such injury or damage, when time requirements of such notice would make notice
impractical and increase the likelihood of such injury or damage as,- r lt,+�w W
42.30.080.
1.7 Council Material. Council members arnt tekl taRLshould read the agenda material
and ask elat-ifiea+iencl*tri f` in questions prior to the Council meeting, when possible.
1.8 Council Business Meeting Agenda/Consent Agendas
prepamt on-cif-"t11eqtgid&4 e
1.8 The City Clerk, under the direction of the City Manager,slaklwill arrange a list of
proposed matters according to the order of business and prepare SII-IIenicy
��e�It�leas e;�eSheex -egt�la �:IsieCo�I+�rl-I��r ,..•
�t��� i-l-�rr���bel�s--I-�� y�Iwe ��est--tl��*si�lil� ' reed-err�lete-iLels- I��t��Ll�e�raft
Revised Febeunry-13LLevember 7,2020
COUNCIL RULES OF PROCEDURE
Resolution 20-067 Exhibit A
Page 6 of 19
CITY OF PORT TOWNSEND Page 5 of 4-78
� r�drr-r:rp�-u��t+l--l •l�°l "l+ I�e�t�� l+ r:»�t- � =i �l�-r���t��:
r� rrrg+e���t�� r�,-a�����tt �hr•r�l���rr --lir -tl �I��r��h-te��-kl r��rrn� �c
its, *rre he—C*nmiReel rid411eA-e5i n,-OffieeI-shtdtti-yi�-f{u
tl�� tte���rheexrger�el . ' t�rr�ae ���rct� l �-tl�e��tr� iE-��al��r�ar�a°�-e-:h�ir�--1-1"-r�
reelr st itelat-is rla el�rl- r% agen(ka r� l e ted 1� c i rr t l trir„ h rr 4
COIei'
„•,,ehiu�;iarra 'e« rleiirerr (ei �deharrg�i
a mi+ rr " wee f p r r r r i t 'r�r�e c e 1 � a er' la tt
-1'resiiia4 > erlarllrpprlterge yarirMrda�ohalir the
C OL111 L After the proposed agenda e nhas been ap 3roved by the Presiding Officer and lac;m
11/[ oj1 coo of"tl�e a�enclal a1lcl :supporting matemials will be a pre rhrt listfibrrted-1 1-1 1;
-Prepared for Council members. an(i the press and
any MAT member who has requested a Packet, on or before 4:30 .m. lour calendar days
be��°C"aarircil n1e�The Presiding Officerayltr-tle agndrr- r lisre�wvr
tl rmr Marr re Coutic il ineinbe a wtur r r hrrr ter—trail
e.-riieetirr t4ie-1 r- i€lirrg- ff-re--+e" rtemajority of the er.rtfneflCoarneil members
present, r , rieitearI�� tleerdr- rlditert it- rftertai�the
feasefls fe �i e ellalml rirrr -tlre r e tr g„reclrre t 1 ,r ag r cla-iter ter k �a lredu�ecl
r tie ger d r ci rri r rdr t ti l r d' fltc r- r-<ar the City Manager may
introduce
'"'io- Riding Offieef
(a)--. new item to the agenda tit a imetjR>,
As oart ofany re Ular business nieetinLhe Presiding Ol°licer will seek sal m 1estiO11-,for
thecurrent or larftll-C ar encla (Torn council Members.
Consent Agenda
The City Manager, in consultation with the Presiding Officer, shall place matters on the
consent agenda which: (1) have been previously discussed by the Council; or (2) are
based on the information delivered to members of the Council by the administration that
can be reviewed by a Council member without further explanation; or (3) are so routine,
technical or"housekeeping" in nature that passage without discussion is likely.
-A-s�-a-mg idWine-f4rr=-odvit e r rwr rr#i�rlr r i tl c rlge Irl e r y the ger al r.
rrr�- r-r1'�lo�ir� te�ira�l�4�1-1e��r����lr>-�rrr �a��er=nl�e• �-i. Warrarrg�he
ie,-,e+ty wai -f1rlci�t,lelrrllie ir=artir-irlei+ r�rftle
rye r e tri l ll r we Tei,iA a;]-fI r latY-bel fe4he ndaary-fliee6
�Shor�le �la�c�a ;er �lr�-tl� lite�te�l� tit--� rc�w�rrt�ly
Ir1t'lis'h i �o of the ►e1 c , elm el rr l e�rrtse rgeu lea �a ll rerliown
ort =1a =lor eraare ateastd�-iarrre�ai=-eat
I cetir�a ith- t ter er art flee-r ger s l a ng r ntuditir-
Revised Febr-unry-1, 11ecember 7,2020
COUNCIL RULES OF PROCEDURE
Resolution 20-067 Exhibit A
ry Page 7 of 19
W CITY OF PORT TOWNSEND Page 6 of 4-78
i yeti+ n tha-init w �ti � I� s I I a dl I d I+y-�a g lub,4 �c:m
itlaac=1�� I�l�a4. h afl-1
C-EMaen I Jff-Since adoption of any item on the consent agenda implies unanimous
consent, any member of the Council shall have the right to remove any item from the
consent agenda. Prior to the vote on the motion to adopt the
consent agenda,the Presiding Officer shall inquire if any Council member wishes an item
to be withdrawn from the consent agenda. If any matter is withdrawn, the Presiding
Officer shall place the itemthe agenda for the current or a
future meeting.
"I�Icr_p¢ 2er�C(�ui i it 1110tio n On the consent a) �lc� a is as follows: "I rr�cave adol�tic�i�ol'�l�c
CollI be
to a dont all�oti the Icotnsen 1�. cla Iltlool VIII No n cil �lac lN a<;c'ask cllxll a
a k
gliesl,ions.
1.9 ".�".Sit
l°he prinlar , aur ose of wa i°l,slica s is to sllapc i pni 'llIt Folic aiding, ill elle
&,velopLi rit ���f items that will u�ltilliatel� rcr uire Comi it action. Aactida iteins are
intended to be substantive and not include day-w-day operational issues or rot1611e..
��uc�.lur�Il iicns.
No final action will betaken. The Council will Provide direction and reconimendatioils
b ,f7ilstlSli:S. 1lovvel if"ticlMc is not clear co��scnsus oiI aIn itcmll a illrtii� nay be made
And vote taken.
.Jnl s �lherwise uoted oI anpo�tliced�b the l'residiL ��-Off icer ublic c�):r�ngem�t will be
allowed orI c, li llcr in a thu stagy{f r+�sel�tati n aild OU11 it uestion end
all cI a�,.nda iter
je
answer ��1 `t•lol'
p�Iatklcaay�lesirtt. tl�tio �tl� i �Iflcerl @
cgge cflea lelat- Iot-i-c
;bell-h fmiftl'
d i,mss i Ips III - auto l-*ie4n befs,
�1=l�ea�� itiIa : ��-tle�unell���+�r��I�-t�� t�mnrrinri�I��rl<���r�Ial-gym-ala�t�t-tl�
� �ttml�-sl�al•1-�-
�I ���IaI��+Il~i��l�sel=v-Inti" I-l � tI�Il�tl�e- al��e°- I"�ers- gee-lar��Iil
meed g
Revised Eebrunrvw,I I'Ierexnher 712020
COUNCIL RULES OF PROCEDURE
Resolution 20-067 Exhibit A
Page 8 of 19
CITY OF PORT TOWNSEND Page 7 of+78
° 1iei � ra1-1a1 1a11sfh �y +� 1911 „t1 City Clerk, under
the direction of the City Manager, and with the advice of theand
ot,m -kneml efs—, lty M year shall arrange a Council slu y-sei n 1=-•workshop
agenda for the meeting.the-ag* nti�lah i �� ttailai1� lec
tlt�i �n; iw@a - i1eaa +t�11di1sI�cS After the proposed
agenda has been approved by the Presiding Officer, a copy, along with any supporting
materials, shall be prepared for Council members, the City Manager, the public, the city
website and the press, on or before 4:30 p.m., ullefc tlletleitly
i~ idi-�� �t�t �eti�� 1��1�9���t�+�• I��� i l�+�el�1 ��1��41ng :�-i
�+i��i�l��° �•r�{�e�C� y--� �1+���1t �ll�r Ziac= �•ltl�e--w �a�it -t -tl�c� -t ��t-t#
Arlt-t e ase i l l ly l l'ed 1=he re i i* r llt r the l l� 14h f
wls�iti• �i�l-��� �� f-� l-�� � r�l �i• a���� ln � ti��� -��&�th
��e1���=ger -l�il��„_r�r�ly-���c�vto•cllt��+�y-�tl�r �°��� -tl�e*�lge�i�i�l�o��al�lcl-Commit; terk��ti��g
�+ r� as �s�` r-�th�.�- 1a���S�.�-s ;si�s�ll���ts•-sibe�ts �ln�ertc����t�th
tai•ec '.i+=r�--1� g��i�1 �.�1���-i�l��leti�� �atl � t�lt �� t�tl�at-tl� -ag+e� =1� :��tl��e�.�t�t�� �h�ll� +e
tgt� l +r9liglttl��ird 11arllill `
���I��g�� �t�la-Ii���n�-t&'��-+t� � fcrar 4` ctii4endar da s bcf�rc ZFue ����1�°►ccii
urria �tl � lu �y ,trioit-el x p;4e-#r ,idii�g-�
dl�,e-llsit��� I+e�� le -wl����������:�;�-Wi+fir•o�1�1�-Chu:s��l�j � u��1-�-�r ��id�b��el�g >�li��
i-esicli-ng- l +� i�l�t�aii~�sl� -opt ;�n� f-�ast��1�•ir��-hint'ul��t�rm�- f�tl�e �� ls�lr-�ia••.i +�det�t
a-rld-we�iw{��h��l -wmi.li.-��� l��lt- cl-a:��der--tl��;�Ilerv��-ks�-�=�f�tl� i�"�iet=k�u�iiWt��l��+�i-11•
()f7fi-i-a1--1 eecor d
(ltd "1-1-E1•111i1�g��t���+ 11�-��ielber -are-�ta�lg-lync �ir-aged�tt- lk tl�r �4�s�o�;iak�+��1at`
lI"s -u4pt
1.10 Retreat.
(t}} Council shall hold an annual Strategic and Work NanPlans Retreat with optional
additional quarterly retreats to create an-EWor review the Strategic and Work NanPlans for
the year;and subsequently confer with Staff on `x'� '� progress pettitri nt and
possible adjustments,
a o
and-Aiee-Kt-�4i
Revised February-13Dtrcember 712020
COUNCIL RULES OF PROCEDURE
Resolution 20-067 Exhibit A
Page 9 of 19
CITY OF PORT TOWNSEND Page 8 of $
kssll �ui- i #
eed
> ek4ftmi—",tm -lmm-nentbeg=s:
cl tl lea 4 ai salt
peNvev
z�•s���r��: -c;, �ttl� tt+tats-�--t��t� �*-��4����+I�tIEt-[-+- a� r�� "`"" t,�
' "It�� tt �-� tl��t� `• tta , ,,.* ,�� ���t���i�t��� r��t�-
tett
tIltl„ 4t � tltttti � * � I �t
Revised Febmar 431ji e i lei 7,2020
COUNCIL RULES OF PROCEDURE
Resolution 20-067 Exhibit A
Page 10 of 19
CITY OF PORT TOWNSEND Page 9 of 4-78
aadol do+a- 1� IIS 1 ar sul ��she r le lr� w eetu, u f"�'Wti 41t
I- iR"Ii f1+44"Ie �"'tIn -u . r�". +iay-be-recli+ired--by4ia+4,,.) r-a&4 hu
ea=aaacl-ra+w��t� ll�-l�e ��ta�ei�l� l�r�-tla� ..,. _ �t�ll°-ilt-ale--t
tle�► e� lIatiFtydriwis� 1 1 "- I C1: -
1.1 l 'l:"r.zillill�r�Llliclltalliaall.
a Oen Public Meetings Act. Every new Council member is ret Hired to com tete Open
Public Meetin a s Act.(OPMA) training within ninety days of taking the oath of"offiice..
"lmherea"ter, every Council member must complete 011MA training evcm four e w¢.s.
b" l�lmblic I�.eccaw°d;s Act, l::vcr new C:'ocwracil raaenal�er is rcc Imired to colaa�lcte l'arlic RecordsAct and Preservation and Cestrrrctica a of Public lcctalcfs llA traitairrithin wtinet
(lays oftalcira;x the t�a�al� ira � tlae a«at:h o1 0l'1'"ice. "l"laerealler evel" C OLHIcil member must
zona Mete l)RA trainin = uvea Baur years, -
.._ C oliracil
inembers are strongly encour,,�wd to attend the Association of "aashiL�gton Cities
Elected Officials traini_-___ ng dgri!2v their first vear in office.
cl OI•ientaatioaa. As �aew C'or.aracil raaeraahcrs "oiwa the Cit f"olrwacil flee-Cit lawaa°yea°and �"'it
4.crls r ill hosf.an ow°ic.ntaGon program t�laat lrrovicics a�rr ),011Inalt'� fob ncNV Council
member,to tour City facilities learn about the City technology, auid ask any c uestwons
about C"ityo,erations and procedures,,
1.12 Council Transparency
The-Clp tmor yen awtcit,_.,, I°aww laawawat ccaw7�rawlrnicatiori tlis�awssic�ra and
governance. City Council Members and the public should hark sufficient time to
tlaca�o hl stattlan issue and awl arry_clu� stions�ln aletcl°¢aailaiwa wlaetlaew tc, laro lca
final action the Council Should consider whether the matter is urgent. routine or in need
ofsi nific<Ilt w lrblic to ess l lagay r°oaitir e.maatters may completed in_one naeetin,,
more complicated issrac:s 111',,)V rec uirC snore time to completely understand before
deciclira l"lie goal is ensuring the Council and the public, have a 1ec_ natetime to
st�ci 1 sues and ask c uc stion:
1.13 City Clerk- Minutes - Public Information Access.
The City Clerk shall be ex-officio Clerk-of-the-Council and shall keep minutes as
required by law;and in accordance with City of Port Townsend, Resolution 98-044,
adopted on the 6N day of April 1998, and attached hereto as Exhibit 1 -larch shaaR
fel=l��r-naaa�la�otl�w �+ti�iaar-tae-Iee��wa"y-be-1 �-al�rre�l-€�y-tla�I���il�Pric-lid
011 t= i a „1. In the absence of the City Clerk, the City Clerk shall appoint
a replacement to act as Clerk-of-the-Council. -The City Clerk=-te-Q�*H� shall keep
way+aal"��la✓ieh-ideratf�4hcalel�aal�fi-se ��tl-ae��rlera���w�aPletelet�ril- f�tlae
gaff 1 eti aw�-ol oa w I ra t it lala lel, liaa4"rpa -record the
proceedings of all public heaariras re pular naeet�itas
Revised Februery4JDecember 7,2020
COUNCIL RULES OF PROCEDURE
Resolution 20-067 Exhibit A
Page 11 of 19
CITY OF PORT TOWNSEND Page 10 of 4-78
44-3 workshop sessions, hearings,
sl ial s + r I i I s- +1 I�+ l ota y l gty C tatiIac ';
I orl 1 � �elir g ny-ite a re it + d. �N :fit-)4hL-4 Il)e-�I)e ci tI
sessionsand other IneetiiI s wlleil lossible. The recordings shall be mttde—av*Wab4et0
r g a wl � re Ie t� z till�t it -1 i l l r at i� l r l r . c sCed on the
City Nvebsite. All regular meetings, workshop and study sessions shall be televised er
deott five streamed on the City website for public informational purposes if held in
appropriate venue-alt--tt- rlit -�lun�IIII alp ort- 1 �
—.
End of Article 1 - Council Meetings
EXHIBIT A
3� .
Revised FAmary 4 3Dex e m bo-712020
COUNCIL RULES OF PROCEDURE
Resolution 20-067 Exhibit A
Page 12 of 19
CITY OF PORT TOWNSEND Page 11 of 4-78
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Resolution 20-067 Exhibit A
Page 13 of 19
CITY OF PORT TOWNSEND Page 12 of 4-48
EXHIBIT B—
RESOLUTION NO. 98-044
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PORT TOWNSEND
ESTABLISHING A POLICY OF ACTION MINUTES FOR THE CITY COUNCIL
WHEREAS, the Government Operations Committee has recommended to the full City Council
adoption of a policy of streamlining the practice of taking detailed minutes for the
City Council, and
WHEREAS, it is in the best interest of the City to establish a uniform policy for the preparation
of council minutes; and
WHEREAS, the preparation of"action minutes" maximizes personnel resources and is more
cost effective and time efficient; and
NOW THEREFORE BE IT RESOLVED by the City Council of the City of Port
Townsend as follows:
SECTION 1. The policy of taking action minutes for the City Council is established,
SECTION 2. The following information shall be reflected in the action minutes:
A. Name of the body.
B. Date, hour, and place of the meeting.
C. The names of members in attendance and members absent. If a member arrives
late or departs before adjournment, the minutes should reflect the time of arrival
and/or departure at that point in the minutes.
D. Whether it is a regular, adjourned, or special meeting.
E. That proper notice has been given if it is a special meeting.
F. Time the meeting commenced. Time of meeting recess (if any).
G. Topics of business.
H. Actions taken on each business item:
- Record motions and votes
- Include direction given to staff by general consensus.
I. Statements made "for the record" or which clarify the intent of the body.
J. Oral communications/public comment need only reference the name of the person,
subject matter addressed, and direction (if any) given.
K. Adjournment time and, if applicable, whether the meeting was adjourned to
another time prior to the next regular meeting.
L. Signature block for the City Clerk.
Revised Feb uerI Ileecuiher 7,2020
COUNCIL RULES OF PROCEDURE
Resolution 20-067 Exhibit A
Page 14 of 19
CITY OF PORT TOWNSEND Page 13 of 4-78
Revised Febr-uary:4JDm nher 7,2020
COUNCIL RULES OF PROCEDURE
Resolution 20-067 Exhibit A
Page 15 of 19
CITY OF PORT TOWNSEND Page 1 of 4-78
SECTION 3. With respect to public hearings,the action minutes shall include:
A. The fact that the public hearing was opened.
B. The fact that required notice was given, the manner of giving notice (publishing,
posting, mailing), dates(s) of publishing, posting or mailing, and number of copies
posted or mailed (if this information is given in the staff report accompanying the
public hearing, it need not be repeated in the minutes).
C. Appropriate reference to any written evidence in the form of statements,
affidavits, reports,photographs, maps, correspondence, or other objects filed at
the hearing and included as part of the record.
D. The names of people who spoke and whether their testimony was for or against
the hearing subject.
E. Findings of the body (if the findings are modified or otherwise not incorporate d
in the ordinance, resolution or staff report as a result of the hearing).
F. The motion and vote to close the public hearing. If the hearing is continued,the
date, time and place of the continued hearing shall be reflected in the minutes.
G. Statements made "for the record" or which clarify the intent of the body.
H. Action taken on the subject matter:
- Record motions and votes
- Include direction given to staff by general consensus
SECTION 4. The audio tapes of City Council meetings shall be maintained by the City
Clerk for a period of six years, according to the state retention schedule.
ADOPTED by the City Council of the City of Port Townsend and signed by the Mayor on this
sixth day of April, 1998.
Julie McCulloch, Mayor
Attest: Approved as to
Form:
Pamela Kolacy, City Clerk Timothy L. McMahan, City Attorney
EDITOR'S NOTE- This resolution was adopted and signed on April 6, 1999
Revise September 19,2018 COUNCIL RULES OF PROCEDURE
Resolution 20-067 Exhibit A
Page 16 of 19
u, CITY OF PORT TOWNSEND Page 2 of 4-78
Revised March 3,2008 COUNCIL RULES OF PROCEDURE
Resolution 20-067 Exhibit A
Page 17 of 19
U CITY OF PORT TOWNSEND Page 3 of 4-78
Revised March 3,2008 COUNCIL RULES OF PROCEDURE
Resolution 20-067 Exhibit A
Page 18 of 19
IF
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CITY COUNCIL RULES
OF PROCEDURE
Article Two
Resolution 20-067 Exhibit A
CITY OF PORT TOWNSEND Page 19 of 19
ARTICLE 2 - DUTIES AND PRIVILEGES OF MEMBERS
2.1 Forms of Address. The Mayor shat-lslIOUld be addressed as "Mayor(surname)." The
Deputy Mayor s-hallshould be addressed as "Deputy Mayor(surname)." Members of the
Council shallsllould be addressed as "Cou116101 sIII-rIIi1IIe or"Council member
(surname)."
2.2 Filling Council Vacancies. If a vacancy occurs in the office of a Council member, the
p Council will follow the procedures outlined in RCW 35"02042.12.070. In order to
fill the vacancy with the most qualified person available until an election is held,the
Council will widely distribute and publish a notice of the vacancy, the procedure, and any
application form for the vacancy. The Council will draw up an application form which
contains relevant information to answer set questions posed by the Council. The
application forms will be used in conjunction with a public interview of each candidate to
aid the Council's selection of the new Council member.
End of Article 2 - Duties and Privileges of Members
Revised A4aith,-J;2061 DvcvjTjhyr 7,2020 COUNCIL RULES OF PROCEDURE