HomeMy WebLinkAbout060324 City Council Business Meeting PacketPORT TOWNSEND CITY COUNCIL AGENDA
CITY HALL COUNCIL CHAMBERS, 540 WATER STREET
Business Meeting 6:00 p.m. June 3, 2024
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L Call to Order
II. Roll Call
III. Changes to the Agenda
IV. Special Presentations
A. Fort Worden Public Development Authority Strategic Planning Presentation
V. City Manager's Report
VI. Comments from the Public (re consent agenda items and items not on the agenda)
(Each person has 3 min. to comment- City Clerk will signal at 2 min. 30 sec.)
A. Public comment
B. City Staff Response
VII. Consent Agenda
Action: Move to adopt the consent agenda or request to remove any individual
item from the consent agenda.
A. Approval of Bills, Claims and Warrants
B. Approval of Minutes: April 29, 2024, May 6, 2024
C. Appointments/Reappointments and Term Expiration: Arts Commission
D. Resolution 24-020 Declaring and Emergency, Waiving Public Bidding
Requirements, and Ratifying the City Manager's Approval of all Applicable
Documents to Allow for the Immediate Repair of Water Damage to
Mountain View Campus
E. Resolution 24-021 Joint Resolution of the Board of County Commissioners
and Port Townsend City Council Setting an Updated Climate Emissions
Goal and New Sequestration Goal, Repealing and Replacing County
Resolution No. 44-07 and City Resolution No. 07-022
F. Minor Revision of the City's Personnel Policies Manual Section 3.3(3) to
Remove the October 15 Limitation for Seasonal Work
VIIL Unfinished Business
A. Resolution 24-024 Agreeing on an Application Form, Questions, an Interview
Approach, and Criteria for Filling Vacated City Council Seat, Position #2
Action: Move to approve Resolution 24-024 Agreeing on an Application
Form, Questions, an Interview Approach, and Criteria for Filling Vacated City
Council Seat, Position #2
i. Staff Presentation
ii. Public Comment
iii. Council Deliberation and Action
IX. New Business
A. PROS Plan Amendment
Action: Move to authorize the City Manager to approve redlined changes
to the PROS Plan to be submitted to RCO as part of the update
i. Staff Presentation
ii. Public Comment
iii. Council Deliberation and Action
B. Resolution 24-022 for the New West Side Park 24-1695
Action: Move to approve Resolution 24-022 for the New West Side Park
24-1695 and authorize City Manager to submit and carry out all actions related
to the RCO grant for the 12'h and Hancock Park.
i. Staff Presentation
ii. Public Comment
iii. Council Deliberation and Action
C. Resolution 24-023 for the Golf Park Playground 24-1610
Action: Move to approve Resolution 24-023 for the Golf Park Playground
24-1610 and authorize the City Manager to submit and carry out all actions
related to the RCO grant for the Golf Park Playground.
i. Staff Presentation
ii. Public Comment
iii. Council Deliberation and Action
D. Exhibit C Agenda Format, Exhibit F(I) Legislative Public Hearing Procedures -
Script, and Tasking Resolution
Action: Move to approve Exhibit C- "Agenda Format" and Exhibit F(1)
"Legislative Public Hearing Procedures- Script" and task Culture and Society
with creating a Workshop Agenda sample to include in the Council Rules
Exhibits.
Staff Presentation
ii. Public Comment
iii. Council Deliberation and Action
X. Presiding Officer's Report
XI. Suggestions for next or future agenda, regular meeting and/or study session
XII. Comments from Council
XIIL Executive Session — pursuant to RCW 42.30.110 (1)(g) Performance of a Public
Employee. (approximately 20 minutes)
XIV. Adjourn
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PORT TOWNSEND CITY COUNCIL
CONSENT AGENDA
June 3, 2024
A. Approval of Bills, Claims and Warrants: (NONE)
B. Approval of Minutes: April 29, 2024, May 6, 2024
C. Appointments/Reappointments and Term Expiration: Arts Commission
D. Resolution 24-020 Declaring an Emergency, Waiving Public Bidding
Requirements, and Ratifying the City Manager's Approval of all Applicable
Documents to Allow for the Immediate Repair of Water Damage to
Mountain View Campus
E. Resolution 24-021 Joint Resolution of the Board of County Commissioners
and Port Townsend City Council Setting an Updated Climate Emissions
Goal and New Sequestration Goal, Repealing and Replacing County
Resolution No. 44-07 and City Resolution No. 07/022
F. Minor Revision of the City's Personnel Policies Manual Section 3.3(3) to
Remove the October 15 Limitation for Season Work
Action: Move to adopt the consent agenda or request to remove any individual
item from the consent agenda. (Short statements or easily resolved questions are
appropriate without removing item from the consent agenda).
DRAFT
CITY OF PORT TOWNSEND
MINUTES OF THE SPECIAL SESSION OF APRIL 29, 2024
CALL TO ORDER/PLEDGE OF ALLEGIANCE
The Port Townsend City Council met in a Special Session on the 29th of April 2024 in
Council Chambers at 540 Water Street, Port Townsend, WA. Mayor Faber called the
meeting to order at 6:OOpm.
ROLL CALL
Councilmembers present at roll call were David Faber, Amy Howard, Monica
MickHager, Aislinn Palmer, Owen Rowe, and Ben Thomas with Libby Wennstrom
absent.
Staff members present were City Manager John Mauro, Long Range Planner Adrian
Smith, Communications and Marketing Director Shelly Leavens, Planning and
Community Development Director Emma Bolin, and City Clerk Alyssa Rodrigues.
PUBLIC HEARING CONTINUED
Ordinance 3335 Amending Titles 16 (Buildings and Construction) and 17 (Zoning), and
Section 20.01.040 of the Port Townsend Municipal Code, Related to Performance Standards
for Emergency Housing and Shelter; Providing for Severability; and Establishing an
Effective Date
Mayor Faber reviewed the Public Hearing Rules of Procedures and stated this was a
Public Hearing continuance.
Council member Wennstrom arrived at 6:04pm.
Planning and Community Development Director Emma Bolin and Long Ranger Planner
Adrian Smith provided the Draft Emergency Shelter and Housing Code presentation
which included Draft code goals -housing and safety, Draft code goals- administration,
Changes after 04/01/24 meeting, Safe parking Alternatives drafted after 04/01/24
meeting, Staff Recommends: Draft Alternative A or B, and Draft Alternative C.
Public Comment:
There were no written materials submitted.
Public comment was made.
April 29, 2024 Special Session City Council Business Meeting Page 1 of 3
DRAFT
In response to Public Comment staff explained Disaster Relief Shelter in ordinance.
In response to Council's clarifying questions staff explained Disaster Relief Shelter
permits, overnight occupancy, C.13 update to state "may not provide any overnight
accommodations", revisiting Ordinance, emergency shelter label, Fee waivers/deferrals
for cost of permits, site plan of property drawn to scale details, educational program for
shelter residents statement, mail delivery, vacation of shelter timeline, code of conduct
in relation to Port Townsend Municipal Code, Homeless Client Management Information
System, tiny shelters and dwelling units, tiny shelter duplex, fire extinguishers, Type I vs
Type 11 permit review process, children under 18, electric kettles, stand-alone safe
parking in City, partnership with Church, perimeter fencing for safe parking, building
official guidelines for occupancy, tiny shelter use for 5 years, carbon
monoxide detectors, gap between nonprofit and churches, gap between nonprofit and
individual homeowner, and site owned/leased by applicant.
Public Comment:
There was no public comment.
Discussion ensued around 2026 State Code, label stating Emergency Shelter,
importance of mail delivery, ID requirement language, perimeter fencing rules, electric
kettle, setbacks, vacation of shelter timeline, and shelter facility language.
Motion: David Faber moved to amend 17.62.050A.7 to replace the first instance of
"shelter" with "shelter facility" and replace the phrase "within one calendar week" with
"within two weeks". Aislinn Palmer seconded.
Vote: motion carried unanimously, 7-0 by voice vote.
Discussion continued around displacement of onsite parking.
Motion: Libby Wennstrom moved to amend 17.62.050E.6 to read "it is recommended
that Emergency Housing and Shelter Facilities be cited in a manner which displaces
onsite parking on the host property" Ben Thomas seconded.
Vote: motion carried unanimously, 7-0 by voice vote.
Discussion ensued around requirements for wrap around services at safe parking
facilities, favoring Option C, multiple smaller sites vs large parking sites, religious
organizations, reviewing again after state updates, disadvantages of Option C, RV's
already on the street, narrowing back down, rescinding permits, staff time, code
compliance, weekend disasters, residents and visitors' language, oxford commas, Free
Exercise clause, allowing further options, continuation of public hearing, and action.
Motion: David Faber moved waive Council Rules and approve Ordinance 3335
Amending Titles 16 (Building and Construction) and 17 (Zoning), and Section
20.010.040 of the Port Townsend Municipal Code, Related to Performance Standards
for Emergency Housing and Shelter, Providing for Severability, and Establishing an
April 29, 2024 Special Session City Council Business Meeting Page 2 of 3
DRAFT
Effective Date utilizing Alternative C in Exhibits C.A through C.O as amended. Aislinn
Palmer seconded.
Mayor Faber withdrew his motion.
Motion: David Faber moved waive Council Rules and approve Ordinance 3335
Amending Port Townsend Municipal Code Title 16 (Building and Construction) and Title
17 (Zoning) to establish Performance Standards for Emergency Housing and Shelter
and authorize the City Staff to work with the Code Publisher to make scriveners edits as
appropriate, adopting Alternative C Exhibits C.A through C.O as amended. Aislinn
Palmer seconded.
Mayor Faber closed the public hearing.
Vote: motion carried unanimously, 7-0 by voice vote.
ADJOURN
There being no further business, the meeting adjourned at 8:18pm.
Attest:
Alyssa Rodrigues
City Clerk
April 29, 2024 Special Session City Council Business Meeting Page 3 of 3
DRAFT
CITY OF PORT TOWNSEND
MINUTES OF THE CITY COUNCIL BUSINESS MEETING OF MAY 6, 2024
CALL TO ORDER
The Port Townsend City Council met in a Regular Session on the 6th of May 2024 in
Council Chambers at 540 Water Street, Port Townsend, WA. Mayor Faber called the
meeting to order at 6:02pm.
ROLL CALL
Councilmembers present at roll call were David Faber, Amy Howard, Monica MickHager,
Aislinn Palmer, Owen Rowe, Ben Thomas, and Libby Wennstrom.
Staff members present were City Manager John Mauro , Public Works Director Steve
King, Planning and Community Development Director Emma Bolin , Marketing and
Communications Director Shelly Leavens, Library Director Melody Sky -Weaver, and
City Clerk Alyssa Rodrigues.
CHANGES TO THE AGENDA
There were no changes to the agenda.
SPECIAL PRESENTATIONS
55th Professional Municipal Clerks Week Proclamation
Mayor Faber provided the 55th Professional Municipal Clerks Week Proclamation to
City Clerk Alyssa Rodrigues.
Jefferson County Community Wildfire Prevention Plan Briefing
City Manager John Mauro introduced the Jefferson County Community Wildfire
Prevention Plan Briefing.
Planning and Community Development Director Emma Bolin and East Jefferson Fire
District Fire Chief Brett Black presented the Jefferson County Community Wildfire
Protection Plan Briefing which included Why CWPP?, Port Townsend Field
Assessment, Field Assessment vs. Composite Risk -Hazard Model, Areas of Concern,
Wildfire risk vs fire risk, and Mitigation Strategies.
In response to Council's clarifying questions staff and the Fire Chief explained Land
Density Transfer programs, wood pile, plastic jugs, definition "Extreme Risk", forested
area concerns, building materials concerns, not legislative, older homes, permit
communication, community wide evacuation practice, and neighborhood preparedness
groups.
May 6, 2024 City Council Business Meeting Page 1 of 5
DRAFT
Discussion ensued around building code increases.
Fort Worden Public Development Authority 2023 Annual Report
John Mauro introduced the Fort Worden Public Development Authority 2023 Annual
Report.
Fort Worden Public Development Authority interim Executive Director Celeste Tell and
Board Chair David King presented the Fort Worden Public Development Authority
2023 Annual Report which included City Code Section 2.84.140, History of Fort
Worden in Port Townsend, Recent timeline, FWPDA 2023 Highlights, 2023
Accomplishments, 2023 Cash Basis P&L to Budget, 2023 Balance Sheet Items (cash
basis, year-end), Current challenges, Opportunities moving forward, and Board,
Liaisons & Staff.
Discussion ensued local control and oversight as well as the hard work done by the
PDA.
CITY MANAGER'S REPORT
John Mauro provided the City Manager's Report which included the Golf Park event,
federal funding, handicap accessible podium, training, staff appreciation training, staff
engagement survey, Comprehensive Plan Kickoff event, City newsletter, Water Quality
report, and other upcoming events.
COMMENTS FROM THE PUBLIC
Public comment
City Staff Response
Public comment was made.
CONSENT AGENDA
Approval of Bills, Claims and Warrants
Approval of Minutes: March 11, 2024, March 18, 2024, April 1, 2024
Appointments/Reappointments: Lodging Tax Advisory Committee, Library
Advisory Board
Resolution 24-018 Authorizing the City Manager to Sign the Interlocal Agreement
Between the Fort Worden Public Development Authority and the City of Port
Townsend
May 6, 2024 City Council Business Meeting Page 2 of 5
DRAFT
Motion: Amy Howard moved to approve the consent agenda. Owen Rowe seconded.
Vote: motion carried unanimously, 7-0 by voice vote.
UNFINISHED BUSINESS (NONE)
NEW BUSINESS
Resolution 24-016 Establishing the "Port Townsend Public Library Internet
Policy"
John Mauro introduced Resolution 24-016 Establishing the "Port Townsend Library
Internet Policy".
Library Director Melody Sky -Weaver presented the Port Townsend Public Library
Updated Internet Policy which included Purpose, The Library's Mission Is:, Public
Computers, Policy Updates/Changes from 2019, LibTech, Children's Internet
Protection Act, E-Rate, and Library Advisory Board (LAB).
In response to Council's clarifying questions staff explained CIPA, site reviewed in
"timely manner", and printing for public.
Public Comment:
There was no public comment.
Discussion ensued around scanning.
Motion: Ben Thomas moved to approve Resolution 24-016 Establishing the "Port
Townsend Public Library Internet Policy" Owen Rowe seconded.
Discussion ensued around appreciation for staff and Library Advisory Board as well as
word filter.
Vote: motion carried unanimously, 7-0 by voice vote.
Resolution 24-017 Adopting a General Sewer Plan
John Mauro introduced Resolution 24-017 Adopting a General Sewer Plan.
Public Works Director Steve King, Wastewater Treatment Plant Operations Manager
Bliss Morris, Streets/Stormwater/Sewer Operations Manager Brian Reid, RH2
Engineering Director Dan Mahlum, and presented Resolution 24-017 Adopting a
General Sewer Plan which included previous discussion, income -based discount,
highlights of plan, how to handle age issues, medium growth projection,
Comprehensive Plan, 2037 work to deal with plant capacity, Monroe Lift Station,
rates, 20 years since original plan, capital work, repair/replacement, Department of
Ecology, next steps based on changes, and Department of Ecology timeline and
process.
May 6, 2024 City Council Business Meeting Page 3 of 5
In response to Council's clarifying questions staff and consultant explained gromffT
projection impact, Tier system, septic systems in the city, public restrooms, Mill lift
station area, and new plan.
Public Comment:
Public comment was made.
Motion: Aislinn Palmer moved to approve Resolution 24-017 Adopting a General
Sewer Plan. Amy Howard seconded.
Discussion ensued around appreciation for work done on plan.
Vote: motion carried unanimously, 7-0 by voice vote.
Washington Collaborative Elected Leaders Institute Training Opportunity
Deputy Mayor Howard presented the Washington Collaborative Elected Leaders
Institute Training Opportunity presentation which included design for program,
investing in training opportunities for elected officials, first offering, apply for cohort,
and informational webinar.
In response to Councils clarifying questions Deputy Mayor Howard explained the
pilot program.
Public Comment:
There was no public comment.
Discussion ensued around city elected officials, possible staff participation, cohorts
from neighboring cities, availability in the future, capacity concerns, funding
available, meeting schedule, civic engagement, Council training, quorum,
OPMA/PRA, application, and neighboring jurisdiction.
Motion: Libby Wennstrom moved to self-select a group of Council members to apply to
participate in the Washington Collaborative Elected Leaders Institute. Aislinn Palmer
seconded.
Vote: motion carried unanimously, 7-0 by voice vote.
PRESIDING OFFICER'S REPORT
Mayor Faber provided the Presiding Officer's report which included Breakwater event,
TLAB event, Connectivity Fair, Camas Prairie Park event, Comprehensive Plan event,
staff appreciation event, and Tri-Area Food Bank.
Council member Palmer announced her resignation effective end of May due to moving
to Seattle.
Mayor Faber announced needing to appoint a successor and to discuss process at
upcoming meeting.
May 6, 2024 City Council Business Meeting Page 4 of 5
DRAFT
Discussion ensued around process in Council Rules, statutory process, discussion at the
next Business Meeting, process, and appreciation for Council member Palmer.
SUGGESTIONS FOR NEXT OR FUTURE AGENDA, REGULAR MEETING AND/OR
STUDY SESSION
Council member MickHager asked to have a discussion regarding safety on arterials and
corridors for pedestrians and bikers.
Discussion ensued around scale of concern, proper meeting to voice concern, and
Hastings Ave.
COMMENTS FROM COUNCIL
Council member Thomas announced he is holding a Community Congress.
Council went into break at 8:43pm.
Council came back from break at 8:46pm.
EXECUTIVE SESSION — PURSUANT TO RCW 42.30.110 (1)(G) PERFORMANCE OF A
PUBLIC EMPLOYEE. (APPROXIMATELY 30 MINUTES)
Council went into Executive Session at 8:46pm for approximately 30 minutes to discuss
Performance of a Public Employee pursuant to RCW 42.30.110(1)(g)).
Council came out of Executive Session at 9:16pm.
Mayor Faber announced they will extend Executive Session for 15 minutes.
Council went back into Executive Session at 9:16. Council came out of Executive
Session at 9:31 pm. No action was taken.
ADJOURN
There being no further business, the meeting adjourned at 9:32pm.
Attest:
Alyssa Rodrigues
City Clerk
May 6, 2024 City Council Business Meeting Page 5 of 5
City0f
Port
' m�10
Townsen
Submitted By: Mayor Faber
Department: Mayor
SUBJECT:
Agenda Bill AB24-091
Meeting Date: June 3, 2024
Agenda Item: Consent VII.0
® Regular Business Meeting
❑ Workshop/Study Session
❑ Special Business Meeting
Date Submitted: May 31, 2024
Contact Phone: 379-2980
1) Appointment of Cristina Silva (Position 9, Term Expires May 1, 2027) to Arts
Commission
CATEGORY: BUDGET IMPACT: n/a
❑x Consent ❑ Resolution Expenditure Amount: $
❑ Staff Report ❑ Ordinance Included in Budget? Yes ❑ No ❑
❑ Contract Approval ❑ Other:
❑ Public Hearing (Legislative, unless otherwise noted)
❑ 3-Year Strategic Plan: N/A
Cost Allocation Fund: 010-011 GF - Mayor & Council
SUMMARY STATEMENT: The Mayor is recommending the following appointments:
1) Appointment of Cristina Silva (Position 9, Term Expires May 1, 2027) to Arts
Commission
ATTACHMENTS: Citizen Advisory Boards, Commissions, Task Forces, Committees &
Subcommittees Current Rosters
CITY COUNCIL COMMITTEE RECOMMENDATION: N/A
RECOMMENDED ACTION: If adopted as part of the Consent Agenda, no further action
is needed; this effectively represents unanimous approval of the appointments.
ALTERNATIVES:
❑ Take No Action ❑ Refer to Committee ❑ Refer to Staff ❑ Postpone Action
❑x Remove from Consent Agenda ❑ Waive Council Rules and approve Ordinance
❑x Other:
C 611 Ltafs6n "1 C;n 1 k,fiFiag r
Meets Bi-monthly 4:30pm 4th Tuesday at City Hall
Pos.
Name & Experience
Exp.
1
Matt Miner
5/1/25
2
Jim Todd
5/1/26
3
Richard Hefley
5/1/27
4
Pamela Adams
5/1/25
5
Rebecca Kimball
5/1/25
6
Russell Hill
5/1/27
7
Deborah Jahnke, Chair
5/1/27
LO[DCIf1;1311(R
C6t 6i 5-17566- than#,,, ;/,,//
Meets 3:OOpm quarterly 2nd Tuesday at City Hall
Pos.
Name & Role
Exp.
1
Owen Rowe, Chair (Elected Official)
N/A
2
Sarah Hanke (At Large Position)
5/1/26
3
Cindy Finnie (At Large Position)
5/1/25
4
Katy Goodman (Recipient)
5/1/25
5
VACANT (Recipient)
5/1/24
6
Danielle McClelland (Recipient)
5/1/25
7
Denise Winter (Recipient)
5/1/25
8
VACANT (Collector)
5/1/22
9
Kate Philbrick (Collector)
5/1/25
10
Natalie Maitland, Fort Worden PDA Designee
(Collector)
5/1/26
11
VACANT (Collector)
5/1124
12
Main Street Designee (Nonvoting)
5/1/27
13
Dana Petrick Chamber Designee (Nonvoting)
5/1/26
14
VACANT(Nonvoting)
5/1/20
,,,,
C6ixFi6i� L(afs6n: N ni/,,,
TBD
Pos.
Name
Exp.
1
Catharine Robinson
N/A
2
Earll Murman
N/A
3
John Nowak
N/A
4
Richard Jahnke
N/A
5
VACANT
N/A
6
VACANT
N/A
7
VACANT
N/A
8
VACANT
N/A
C6un6aLfa�s6n."`�ri1��i�kFia�6r ""
Meets 3:OOpm 1 st Tuesday at City Hall
Pos.
Name
Exp.
1
Kathleen Knoblock
5/1/26
2
Michael D'Alessandro
5/1/26
3
Monica Mader
5/1/26
4
Walt Galitzki
5/1/27
5
VACANT
5/1/24
6
Craig Britton, Chair
5/1/25
7
VACANT
5/1/25
�RTStJ1 lSSt4� ('mz
C661111Ws6n. 86 'T pm*s""""'
Meets 3:OOpm 1st Wednesday at City Hall
Pos.
Name
Exp.
1
Kathie Meyer
5/1/26
2
Alexis Arrabito
5/1/26
3
Sheila Long
5/1/26
4
Cosmo Rapaport
5/1/24
5
Lindsey Wayland, Chair
5/1/25
6
Anna Quinn
5/1/25
7
Joe Gillard
5/1/27
8
Dan Groussman
j 5/1/25
9
VACANT
I5/1 /24
C,csur�6aLfas6n.
Meets Bi-monthly 1:OOpm 2nd Tuesday at the LLC
os.
Name
hxp.
1
William C. "Chuck" Henry
5/1/25
2
Kathleen Hawn
5/1/27
3
VACANT
5/1/24
4
Diane Walker
5/1/26
5
Alyssa Fuehrer
5/1/26
6
Diana Grunow
5/1/26
7
David Tolmie
5/1/25
Meets 3:30pm 2nd Tuesday at the Gael Stuart Building
Name
City Council (Chair)
Joanna Sanders, City Clerk
Melody Eisler, Library Director
John Polm, School District Superintendent
School District Video Instructor
Richard Durr, School District Representative
VACANT, Video Profes i'onaf
Citizen Representative
VACANT, Student Representative
VACANT Producers'GroupRepresentative (Optional)
VACANT Education Group Representative (Optimal)
ettlrrf TE AcTta ca 1 T 1:
Meets bi-monthly 3:00 p.m. on 2nd Tuesday
Pos.
Name
Exp.
1
Jefferson County BoCC ( Kate Dean)
N/A
2
City Council (Owen Rowe)
N/A
3
Jeff PUD (Jeff Randall - Vice Chair)
N/A
4
Jefferson County Public Health (Laura Tucker)
N/A
5
Jefferson Healthcare (Kees Kolff)- Chair
N/A
6
Jeff. Transit (Nicole Gauthier/Sara Peck)
N/A
7
Port of PT ( Carol Hasse/Eric Toews)
N/A
8
PT Paper Corp. (Michael Clea)
N/A
9
Cindy Jayne - Vice Chair
12/31/26
10
Crystie Kisler - At Large
12/31/25
11
David Wilkinson
12/31/25
12
Jaime Duyck
12/31/24
13
Krista Meyers - At Large
12/31/24
14
Kate Chadwick (Policy)
12/31/23
15
Dave Seabrook
12/31/24
1151 TY,; I� f t' l I ` ,,,,,,
csunlf Crabs 1my Howard
Meets 2nd Thursday at 12:30 at Council Chambers
Pos.
Name
Exp.
1
Stephanie Burns
5/1/25
2
Stephen Chase
5/1/26
3
Julia Cochrane
5/1/27
4
Cameron Jones
5/1/25
5
Aimee Krouskop
5/1/26
6
Alyson McWilliams
5/1/27
7
Richard Rogers
5/1/25
8
Laurie Riley
5/1/26
9
Francisca Ramirez Aquino
5/1/27
Tl.,... ...... „
Meets 6:30pm 2nd & 4th Thursday at City Hall
Pos.
Name
Exp.
1
Samantha Bair Jones, Vice Chair
12/31/24
2
Neil Nelson
12/31/26
3
Rick Jahnke, Chair
12/31/24
4
Viki Sonntag
12/31/26
5
Lois Stanford
12/31/25
6
Robert Doyle
12/31/25
7
Andreas Andreadis
12/31/24
l/[L
Meets as needed
Pos.
Name
Exp.
1
Darryl Elmore
12/31/25
2
Troy Surber
12/31/24
3
Richard Sussman
12/31/29
PORT
Council Liaison: Libby Wennstrom
Meets at Fort Worden Commons B
Pos.
Name
Exp.
1
Brad Mace
10/24/25
2
Tracy Garrett
10/24/25
3
David King
10/24/26
4
Andrew Cashin
10/24/26
5
John Begley
10/24/24
6
Steve Dowdell
10/24/24
7
Robert Davis
10/24/24
8
VACANT
10/24/22
9
10/24/25
10
10/24/25
11
10/24/25
City0f
Port
' m�10
Townsen
Submitted By: Steve King
Department: Public Works
Agenda Bill AB24-092
Meeting Date: June 3, 2024
Agenda Item: Consent VILD
Z Regular Business Meeting
❑ Workshop/Study Session
❑ Special Business Meeting
Date Submitted: June 3, 2024
Contact Phone:
SUBJECT: Resolution 24-020 Declaring an Emergency, Waiving Public Bidding
Requirements, and Ratifying the City Manager's Approval of all Applicable Documents
to Allow for the Immediate Repair of Water Damage to Mountain View Campus
CATEGORY:
BUDGET IMPACT:
Z Consent Z Resolution Expenditure Amount: $100,000
Z Staff Report ❑ Ordinance Included in Budget? Yes ❑ No Z
❑ Contract Approval ❑ Other:
❑ Public Hearing (Legislative, unless otherwise noted)
❑ 3-Year Strategic Plan: N/A
Cost Allocation Fund: 411 Water Sewer Fund - General
SUMMARY STATEMENT: Late in the evening on May 29, 2024, a water main failed in
the tunnel between the two main buildings at the Mountain View Campus. The resulting
flood quickly overwhelmed the boiler room and adjoining electrical room and boiler
control computers/circuits. The PUD turned off power to the building. EJFR attempted to
help turn off a difficult water valve, and then completed successfully by our Water team.
Back-up generators had been working but they were switched off for staff to safely
inspect water damage. As of writing this agenda bill, they had been re -started to provide
for fire protection, City-wide internet and server service, and operational needs at the
facility. The power was restored by the end of the day to the facility.
Upon notification of the issue, the City team quickly coordinated to provide alternative
restrooms (e.g., for Food Bank patrons that would begin to arrive shortly thereafter),
assess damage, start draining water, inform Mountain View tenants (e.g., YMCA, Food
Bank, KPTZ), reestablish IT connections (e.g., to servers), and communicate to the
public, among other things. The City Manager authorized the emergency declaration to
enable immediate electrical repair work from the most responsive local vendor, who was
on scene within an hour.
The 2024 budget includes $20,000 for unexpected facilities needs. The last Mountain
View campus flooding incident, approximately 8 years ago, required about $50,000 in
unexpected expenditure. Staff estimates potential repairs of up to $100,000, although
some may be reimbursable through WCIA, our insurance provider; this is currently
being determined. The lead time for some of the equipment for the boilers may take
some time which could impact the pool as it remains closed. Staff will provide an
update on estimated repair and timing of restoration of service at the City Council
meeting.
Staff recommends passing this resolution for retroactive emergency declaration to allow
for ongoing timely repair of this community facility.
ATTACHMENTS:
1. Resolution 24-020
2. Photos and Maps
CITY COUNCIL COMMITTEE RECOMMENDATION: N/A
RECOMMENDED ACTION: If adopted as part of the Consent Agenda, no further
action is needed; this effectively represents unanimous approval of Resolution 24-
020 Declaring an Emergency, Waiving Public Bidding Requirements, and Ratifying
the City Manager's Approval of all Applicable Documents to Allow for the
Immediate Repair of Water Damage to the Mountain View Campus.
ALTERNATIVES:
❑ Take No Action ❑ Refer to Committee ❑ Refer to Staff ❑ Postpone Action
❑x Remove from Consent Agenda ❑ Waive Council Rules and approve Ordinance
❑x Other: This is a retroactive approval by the City Council for an emergency situation.
Commitments for repair will have been made prior to the Council Meeting. Thus, this action is
an opportunity to ask clarifying questions and dedicate resources to the emergency repair.
Resolution 24-020
RESOLUTION NO. 24-020
A RESOLUTION DECLARING AN EMERGENCY, WAIVING PUBLIC BIDDING
REQUIREMENTS, AND RATIFYING THE CITY MANAGER'S APPROVAL OF
ALL APPLICABLE DOCUMENTS TO ALLOW FOR THE IMMEDIATE REPAIR
OF WATER DAMAGE TO MOUNTAIN VIEW CAMPUS
WHEREAS, Section 3.46.090(E) of the City of Port Townsend Municipal Code
(PTMC) and Section 39.04.280(l)(C) of the Revised Code of Washington (RCW) allow
exemptions to competitive bidding requirements under emergency conditions; and
WHEREAS, RCW 39.04.280(3) defines "emergency" as unforeseen circumstances
beyond the city's control, that either presents a real, immediate threat to the proper
performance of essential functions, or will likely result in material loss or damage to property,
bodily injury, or loss of life if immediate action is not taken; and
WHEREAS, on May 29, 2024, due to a separated main waterline, major flooding
inundated the boiler room and adjoining electrical room at the Mountain View Campus,
affecting the entire building complex; and
WHEREAS, the City Manager has determined that the flooding damage described herein
constitutes an emergency, as defined in RCW 39.04.280(3), based on the need to immediately
repair the facility to ensure the proper performance of essential functions, prevent further
damage to property, and further public safety goals; and
WHEREAS, PTMC Section 3.46.090(E)(3) requires the City Council to concur with the
City Manager's declaration of emergency by passage of a resolution declaring the emergency,
reciting the facts constituting the emergency, and waiving the public bidding requirements; and
WHEREAS, for the reasons stated herein, the City Council find that it is the best interest of
the City to declare an emergency, waive public bidding requirements for the public work to be
undertaken, and authorize the execution of all necessary documents required in order to initiate
repairs to the Mountain View Campus facility,
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Port
Townsend, Washington, as follows:
Section 1. The recitals above are hereby adopted by reference as the City's findings in
support of the emergency declaration, as if fully set forth herein.
Section 2. The City Council hereby declares an emergency justifying the waiver of
certain contracting processes, including public bidding requirements.
Section 3. All prior actions taken in conformance with this resolution, including the
actions of the City Manager and the Public Works Director, are hereby ratified and confirmed.
Section 4. The City Manager may take any additional administrative actions consistent
with this resolution.
ADOPTED by the City Council of Port Townsend, Washington, at aregular meeting
thereof, held this 3rd day of June 2024.
David Faber
Mayor
Attest:
Alyssa Rodrigues
City Clerk
City0f
Port
' m�10
Townsen
Submitted By: Judy Surber
Department: Planning Manager
Agenda Bill AB24-093
Meeting Date: June 3, 2024
Agenda Item: Consent VII. E
® Regular Business Meeting
❑ Workshop/Study Session
❑ Special Business Meeting
Date Submitted: May 30, 2024
Contact Phone: 379-5084
SUBJECT: Climate Action Committee Recommended Emissions and Sequestration
Goals
CATEGORY: BUDGET IMPACT:
❑ Consent ❑x Resolution Expenditure Amount: $0
❑ Staff Report ❑ Ordinance Included in Budget? Yes ❑ No ❑
❑ Contract Approval ❑ Other:
❑ Public Hearing (Legislative, unless otherwise noted)
❑ 3-Year Strategic Plan: N/A
Cost Allocation Fund: 010-011 GF - Mayor & Council
SUMMARY STATEMENT:
In 2007, the County and the City made a joint commitment to achieve a community -wide
standard of cutting green house gas emissions to levels 80% lower than 1990 levels by
the year 2050 (County Resolution 44-07 and City Resolution 07-022).
At the 5/13/24 Council workshop meeting, CAC Chair Kees Kolff and Vice Chair Cindy
Jayne presented on proposed updated emissions goals and new sequestration goals:
Updated Emissions Goal: Reduce Community -wide greenhouse gas emissions to
• 58.7% below 2018 levels by 2030 (absolute)
• 95% below 2018 levels by 2050 (absolute)
(The absolute indicates total emissions, regardless of population changes.)
New Sequestration Goal: Increase Sequestration of greenhouse gas emissions to:
• 20% increase above the 2011-2016 baseline of 1.64 Million Metric Tons of CO2
(MMTCO2)/year, up to 2.0 MMTCO2 by 2030
• And by an additional 20% increase to 2.3 MMTCO2/year, for a total of 40% increase
above 2011-2016 baseline by 2050
As reflected in their minutes of 4/22/24, the Board of County Commissioners
unanimously approved both the updated emissions and new sequestration goals as
recommended by the CAC. County staff will forward the joint resolution to BOCC as a
future consent agenda item.
ATTACHMENTS:
1) Resolution 24-021 Joint Resolution adopting Revised Emissions Goal and New
Sequestration Goal
2) CAC Recommendation re: Emissions Goal Update
3) CAC Recommendation re: New Sequestration Goal
4) BOCC Minutes of 4/22/24
CITY COUNCIL COMMITTEE RECOMMENDATION: N/A
RECOMMENDED ACTION: If adopted as part of the Consent Agenda, no further
action is needed; this effectively represents unanimous approval of Resolution 24-021
Joint Resolution of the Board of County Commissioners and the Port Townsend City
Council Setting an Updated Climate Emissions Goal and New Sequestration Goal,
Repealing and Replacing County Resolution No. 44-07 and City Resolution No. 07-022.
ALTERNATIVES:
❑x Take No Action ❑x Refer to Committee ❑x Refer to Staff ❑x Postpone Action
❑ Remove from Consent Agenda ❑ Waive Council Rules and approve Ordinance
❑ Other:
STATE OF WASHINGTON
County of Jefferson
Joint Resolution of the Board of County }
Commissioners and the Port Townsend }
City Council Setting an Updated Climate } County Resolution No.
Emissions Goal and New Sequestration }
Goal, Repealing and Replacing County } City Resolution No. 24-021
Resolution No. 44-07 and City Resolution }
No. 07-022 }
The Board of County Commissioners (BoCC) of Jefferson County Washington ("County") and the
City Council ("Council") of Port Townsend, Washington ("City") do hereby jointly resolve as
follows:
WHEREAS, the impacts of climate change will have far reaching effects on public health, local
economies, food production, water supplies, and power production; and
WHEREAS, Jefferson County and the City of Port Townsend jointly appointed a Climate Action
Committee (CAC) in March 2008, charged with developing a Climate Action Plan which would
provide recommendations for achieving a community standard of cutting greenhouse gas emissions
to levels 80% lower than 1990 levels by 2050 with preliminary reduction targets to be set for earlier
years (County Resolution 44-07 and City Resolution 07-022); and
WHEREAS, the CAC completed the 2018 GHG inventory which found that the community of
Jefferson County has made great progress toward achieving locally adopted goals. However, the
global community is not on track to reduce emissions sufficiently to keep warming below the 1.5°C
increase in temperature that the Intergovernmental Panel on Climate Change (IPCC) recommends,
and which was agreed upon in the 2015 Paris Agreement; and
WHEREAS, using the 2018 inventory as a baseline, in 2022, members of the CAC worked with the
Local Governments for Sustainability (ICLEI) to create a Science -Based target for Jefferson County
that is designed to represent each community's fair share of the global emissions to meet the Paris
Agreement; and
WHEREAS, the CAC adopted a motion at its December 12, 2023 meeting to "Recommend the City
Council and BoCC approve updated GHG emissions reduction goals based on the IPCC
recommendations and science -based targets: 58.7% reduction from 2018 baseline levels by 2030
(absolute) and 95% below 2018 levels by 2050 (absolute) with reference to our previous goals
using 1990 baseline data." (The absolute indicates total emissions, regardless of population
changes); and
WHEREAS, in 2022 the Climate Action Committee approved a Jefferson County Forests and Trees
Greenhouse Gas Inventory for 2001-2016 and Next Steps. That inventory found that the forests and
trees across Jefferson County were sequestering (or removing) more than 13 times the amount of
greenhouse gases that were being emitted, as measured in the 2018 Inventory of Greenhouse Gas
Emissions. Therefore, opportunity to impact the net greenhouse gas contribution of Jefferson
County — and Washington State — is highly influenced by the forests and trees across Jefferson
County; and
WHEREAS, based on the forest inventory, the CAC adopted a motion at its December 12, 2023
meeting recommending that the City Council and BoCC set two new targets for increasing carbon
sequestration in the county:
By 2030: Increase carbon sequestration in Jefferson County (excluding the Olympic
National Park and Wilderness areas [ONPW]) to 2.0 Million Metric Tons of CO2
(MMTCO2)/year, a 20% increase above the 2011-2016 baseline of 1.6 MMTCO2/year.
2. By 2050: Increase carbon sequestration in Jefferson County (excluding ONPW) to 2.3
MMTCO2e/year, a 40% increase above the 2011-2016 baseline of 1.6 MMTCO2/year; and
WHEREAS, increasing carbon sequestration reduces overall net GHG emissions and is critical to
tackling climate change; and
WHEREAS, actions taken to reduce greenhouse gas emissions and increase sequestration
provide multiple local benefits by decreasing air pollution, creating jobs, reducing energy
expenditures, saving money, and reducing tax burdens for governments, businesses and citizens;
and
NOW THEREFORE, BE IT RESOLVED by the Port Townsend City Council and the Board of
County Commissioners of Jefferson County, State of Washington, commit to collaborate on the
following joint goals:
Reduce Community -wide greenhouse gas emissions to
• 58.7% below 2018 levels by 2030 (absolute)
• 95% below 2018 levels by 2050 (absolute)
Increase Sequestration of greenhouse gas emissions to:
• 20% increase above the 2011-2016 baseline of 1.64 Million Metric Tons of CO2
(MMTCO2)/year, up to 2.0 MMTCO2 by 2030
• And by an additional 20% increase to 2.3 MMTCO2/year, for a total of 40% increase
above 2011-2016 baseline by 2050
The provisions of this Joint Resolution supersede the community -wide greenhouse gas emissions
reduction goal set forth in the 2007 Joint Resolution (County 44-07, City 07-022).
This Joint Resolution shall become effective upon adoption by the Board of County Commissioners
and the City of Port Townsend.
Severability. If any one or more section, subsections, or sentences of this Resolution are held to be
unconstitutional or invalid, such decision shall not affect the validity of the remaining portion of
this Resolution and the same shall remain in full force and effect.
APPROVED AND SIGNED THIS
JEFFERSON COUNTY
SEAL
Attest:
Carolyn Gallaway, Clerk of the Board
day of , 2024
BOARD OF COMMISSIONERS
Kate Dean, Chair
Greg Brotherton, Member
Heidi Eisenhour, Member
Approved as to form:
Philip C. Hunsucker
Chief Civil Deputy Prosecuting Attorney
APPROVED AND SIGNED THIS day of , 2024
David Faber, Mayor
City of Port Townsend
Attest:
Alyssa Rodrigues, City Clerk
To: City Council and Jefferson County BOCC
Cc: County Administrator and City Manager of the City of Port Townsend
From: Climate Action Committee (CAC)
Date: February 20, 2024
Subject: CAC Recommendations re Updated Goal to Reduce Greenhouse Gas (GHG) Emissions
As you aware, in 2008 the City and County jointly adopted a goal to reduce Greenhouse Gas (GHG) Emissions 80% below
1990 levels by 2050, with an interim goal to reduce emissions by 15% from 1990 levels by 2020. When the 2411.P_G..[ G.
inventory was done we found that we as a community were making great progress toward that goal, with the 2018 data
showing a 39% reduction from 1990 levels, ahead of the 2020 goal of a 15% reduction, and well on our way to the 80%
below 1990 by 2050. This was primarily driven by two factors: the change in electricity supplier from Puget Sound
Energy to Bonneville Power through Jefferson PUD, and the lower carbon footprint of the BPA power, and secondly, a
52% decrease in the Port Townsend Paper Company's emissions between 2005 and 2018.
However, as we presented those results, we noted that globally, we are not on track to reduce emissions sufficiently to
keep warming below the 1.5'C increase in temperature that the Intergovernmental Panel on Climate Change (IPCC)
recommends, and which was agreed upon in the Paris Agreement. To reach that goal, the IPCC states that me must
reduce global emissions by 50% by 2030, and achieve climate neutrality by 2050. In 2022, ICLEI, the Local Governments
for Sustainability that we are members of, and which provides tools for GHG emissions and sequestration modeling,
created a Science -Based target for Jefferson County that is designed to represent each community's fair share of the
global emissions to meet the Paris Agreement, with wealthy nations reducing emissions by more than 50% by 2030. For
Jefferson County, utilizing our 2018 inventory as a baseline, they determined a 58.7% absolute reduction in greenhouse
gas emissions from 2018 by 2030 is required to do our share. See attachment "High Impact Action Analysis Summary
Report: Jefferson County, WA, 2018". See also the 2020 reenhouse._C�as_Comm:..un ty_Emissions_Reductio.r7_0 p.2L .0 1iti.es
se.d_on 2018 ir7ver7t�Ly report approved by the CAC in 2021.
For a 2050 goal, the IPCC recommends all organizations be net zero. However, we learned in the CAC's previously
approved ",Fo.rest._and_Tre.es._Greenhous.e_Chas_lnventp.ry_f2L ZQQI.-2016 and_Next_Steps" that we already meet that target,
since our forests sequester many times more GHGs than the amount reported in our 2018 emissions inventory.
Therefore, the CAC discussed and agreed that a good model to follow would be Wash tp.r7_St�t.e,_rrvh.ic.h_ as_set_u .g22.!
pf_a_9 %._re.d.uct.ion of_emissions_ y_241 41 (with the remaining 5% offset).
Based on the above information, the CAC adopted a motion at its 12/12/23 meeting to "Recommend the City Council
and BoCC approve updated GHG emissions reduction goals based on the IPCC recommendations and science -based
targets: 58.7% reduction from 2018 baseline levels by 2030 (absolute) and 95% below 2018 levels by 2050 (absolute)
with reference to our previous goals using 1990 baseline data. "The absolute indicates total emissions, regardless of
population changes.
The 2030 goal of a 58.7% reduction from 2018 levels (275,083 metric tons of CO2e, from the 2018 inventory), would
result in reduction of 161,474 metric tons, to an overall inventory level in 2030 of 113,609 metric tons. The 2050 goal of
a 95% reduction from 2018 levels (275,083 metric tons of CO2e, from the 2018 inventory), would result in reduction of
261,329 metric tons, to an overall inventory level in 2030 of 13,754. Note that to compare the new proposed goals to
the original 1990 goals, one must first convert the community -wide emissions in 2005 to the latest IPCC 51h Assessment
parameters. That was done in the Emissions Reduction project, and the 2005 51h Assessment inventory using the ICLEI
Clearpath tool was calculated as 453,252 metric tons of CO2e (just slightly more than the 453,034 metric tons reported
for 2005 using the original IPCC 2nd Assessment parameters.) That level was "backcast" to 1990 using the same ratio
(0.974) of 1990 and 2005 emission in the original Climate Action Plan, and results in a 1990 level of 441,556 metric tons
of CO2e. The new 2030 goal of 113,609 metric tons would be a 74% below 1990 levels. And the new 2050 goal of 13,754
metric tons would be 97% below 1990 levels (as compared to the current goal of 80% below.) These are summarized in
the table below.
Year
GHG Emissions
Percent
Percent reduction
Notes
(Metric tons of CO2e)
reduction from
from 1990 level
2018 level
1990
441,560 (backcast
N/A
N/A
As modeled in 2018
from 2005)
inventory, using 2005
data, and 51h
Assessment
parameters
2018 GHG Emissions
275,083
N/A
38%
Using 51h Assessment
2030 Recommended
113,609
58.7%
74%
Goal for Emissions
2050 Recommended
13,754
95%
97%
Goal for Emissions
Therefore, the CAC recommends to the BOCC and the City Council that they adopt the updated GHG emissions
reduction goals approved by the CAC based on IPCC recommendations and science -based targets of:
• 58.7% below 2018 baseline levels by 2030 (absolute)
• 95% below 2018 levels by 2050 (absolute)
Note that the CAC will continue to follow the climate science and will review our goals as that evolves, and will make
further recommendations regarding emissions goals if and when necessary to stay consistent with the latest science.
Thank you for your consideration,
Kees Kolff, Chair, Climate Action Committee
Attachment: High Impact Action Analysis Summary Report: Jefferson County, WA, 2018
F�,-,]
Jefferson Cou ntyWA
_HIA_u pdated.pdf
To: City Council and Jefferson County BOCC
Cc: County Administrator and City Manager of the City of Port Townsend
From: Climate Action Committee (CAC)
Date: February 20, 2024
Subject: CAC Recommendation re New Goal on County -wide Carbon Sequestration
As you are aware, in 2023 the Port Townsend/Jefferson County joint Climate Action Committee approved a J.e.ffersor7
Count Forests ar7d Trees Greenhouse Gas lr7ventor for 2001-2016 and Next Ste s. In that inventor we found that the
...............................................................................................................................................................................................................................................................................................................................................................................P........ Y,
forests and trees across our county were sequestering (or removing) more than 13 times the amount of greenhouse
gases that were being emitted, as measured in the 2018 Inventory of Greenhouse Gas Emissions. Therefore, our
opportunity to impact the net greenhouse gas contribution of Jefferson County — and Washington State — is highly
influenced by the forests and trees across Jefferson County.
Based on the above information, the CAC adopted a motion at its 12/12/23 meeting recommending that the City Council
and BoCC set two new targets for increasing carbon sequestration in the county:
1. By 2030: Increase carbon sequestration in Jefferson County (excluding the Olympic National Park and Wilderness
areas (ONPW)) to 2.0 Million Metric Tons of COz (MMTCOz)/year, a 20%increase above the 2011-2016 baseline
of 1.6 MMTCOz/year.
2. By 2050: Increase carbon sequestration in Jefferson County (excluding ONPW) to 2.3 MMTCOze/year, a 40%
increase above the 2011-2016 baseline of 1.6 MMTCOz/year.
The rationale for the goals is based on the memo that follows below, approved by the CAC at its 12/12/23 meeting.
Thank you for your consideration of this recommendation. Please let us know if we can be of assistance in moving this
recommendation forward.
Kees Kolff, Chair, Climate Action Committee
To: City of Port Townsend / Jefferson County Climate Action Committee (CAC)
From: CAC Forest Working Group
Date: December 5, 2023 (Approved at the 12/12/23 CAC meeting)
Subject: Proposed Recommendation re Countywide Carbon Sequestration Goals
Introduction
In 2008, Jefferson County and the City of Port Townsend adopted joint goals for reducing greenhouse gas (GHG) emissions
- 80% below 1990 levels by 2050 - based on the inventory of GHG emissions using 2005 data. At the time, there was no
inventory of carbon sequestration (removal of CO2 from the atmosphere) levels for the county. Since then, a baseline for
carbon sequestration was established in the Jefferson County_�p.rests_�.r7d_Tre.es._C�.¢I.0 Inventory, which was approved by
the CAC in 2022. Overall results from this Inventory indicate Jefferson County forests generate significant removals of
atmospheric CO2, although forest degradation from disturbances — fire, insects, and harvests, as well as forest conversion
to non -forest, reduced the total amount of removal. In addition, trends indicate reduced levels of sequestration overtime.
The inventory includes a proposed next step that the county could adopt and/or advocate for goals for carbon
sequestration.' Increasing carbon sequestration reduces overall net GHG emissions and is critical to tackling climate
change. The United Nations Intergovernmental Panel on Climate Change (IPCC) has noted the worldwide imperative to
reduce GHG emissions significantly by 2030 to keep warming to 1.5°Celcius (or 2.7°Fahrenheit), and the "rapidly closing
window to secure a livable future".2 The IPCC identifies ecosystem restoration, afforestation, reforestation and improved
sustainable forest management as significant near -term options to reduce emissions.3
The CAC Forest Working Group has researched possible goals for carbon sequestration in Jefferson County, WA. This
document summarizes the recommendation, rationale and current research for potential carbon sequestration goals.
Recommended Goals
Based on the research below, the CAC Forest Working Group proposes setting two aspirational goals for increasing carbon
sequestration in the county:
3. By 2030: Increase carbon sequestration in Jefferson County (excluding the Olympic National Park and Wilderness
areas (ONPW)) to 2.0 Million Metric Tons of CO2 (MMTCO2)/year, a 20%increase above the 2011-2016 baseline
of 1.6 MMTCOz/year.
4. By 2050: Increase carbon sequestration in Jefferson County (excluding ONPW) to 2.3 MMTCO2e/year, a 40%
increase above the 2011-2016 baseline of 1.6 MMTCOz/year.
Rationale
Forests in Jefferson County have been identified as high -carbon -priority, based on their potential carbon sequestration
and low vulnerability to drought or fire.4 Increasing our forest and trees carbon sequestration is a critical component
of meeting Washington State's GHG reduction limits.
The Washington State legislature set GHG Reduction Limits consistent with the IPCC 1.5°C target:
• 2020 — Emissions reduce to 1990 levels of 93.5 MMT
• 2030 — 45% below 1990 levels
• 2040 — 70% below 1990 levels
2050 — 95% below 1990 levels — and the remaining 5% is offset by nature -based solutions (achieving net zero
or neutrality)'
' In this case, "carbon sequestration" means atmospheric carbon removals (not carbon storage), usually referenced on an annual
basis.
2[1ttwi.jI a ,Wvpa/ar/p.rpss
3 IPCC, 2023: Summary for Policymakers. In: Climate Change 2023: Synthesis Report. See Figure SPM.7 on page 27
4 Buotte, P. C., B. E. Law, W. J. Ripple, and L. T. Berner. 2020. Carbon sequestration and biodiversity
co -benefits of preserving forests in the western United States. Ecological Applications 30(2):e02039.
10.1002/eap.2039
5 WasIJ p,tan.._State GRG reductian limits were set by the Legislature and went into effect June 11 2020.
...........................................................................
The Jefferson County Forest and Trees GHG Inventory shows a net GHG balance of -3.7 MMTCO2e/year (negative number
indicates atmospheric carbon removals) for the period of 2011-2016, for the entire county. This is equivalent to reducing
Washington State's total current GHG emissions (102 MMT in 2019) by 3.6%.6
The proposed 2030 goal for Jefferson County (excluding the ONPW) would provide an additional -0.33 MMTCO2e/year, an
additional 0.3% reduction in State's current GHG levels, or an additional 0.4% reduction in 1990 levels. The proposed 2050
goal would provide an additional -0.66 MMTCO2e/year, which is an additional 0.6% reduction from the State's current
GHG levels and an additional 0.7% below 1990 levels. Altogether, by 2050 the Recommended Goals above would provide
3.6+0.7 = 4.3% reduction in Washington State's 1990 GHG emissions, a large portion of the 5% offset needed.
The recommended goals focus on areas outside of the Olympic National Park and Wilderness (ONPW). These areas are
largely protected or unmanaged' and already store large amounts of carbon, meaning there is little opportunity to improve
carbon sequestration in the ONPW.
There is significant additional sequestration potential in Department of Natural Resources (DNR),
commercial/industrial, small private/public, and county -owned lands. The Jefferson County Forest and Trees GHG
Inventory report analyzed the per acre amount of carbon sequestration by ownership type.' Figure 12 of the report shows
that the US Forest Service (USFS) land had the highest per acre amount of carbon removal, at 5.025 mtCO2/acre in the
2011-2016 timeframe, which included a small amount of harvesting.9 Additionally, it had the highest percent forest cover,
at 93%.10 If that same per acre carbon sequestration rate was applied to the DNR, commercial/industrial, small
private/public, and county -owned areas (455,651 acres) of the county, and all other areas were held constant at 2011-
2016 levels, that would result in a 76% increase in the carbon sequestration per year for the county excluding ONPW
areas.
Relevant Research
National level recommendations for carbon sequestration goals by 2030 include:
1. Blue rint 2030: An All -in Climate Strate for Faster More Durable Emissions (Reductions — led b a coalition of
.........................�.................................................................................................................................................................r.:..................................................a.............................................................................................................................................................................. y
leaders including Mike Bloomberg, Jay Inslee, and others, this document proposes an 18% increase in annual
carbon sequestration in the US land sector from present (2021) levels by 2030.
2. The Environmental Defense Fund's Arne i.t. .us_C:I.i.ma.te_Ifl< itig2jio.7._I�at ways_for_o9 5._Agr.icu.lt.u.re_and_F�restry _Vi
siQ.r7_f ..r 2.2 0., published in 2022, notes that the forestry sector could achieve a 43% increase compared to its total
removals in 2018 by 2030.
Recent analyses and proposed goals in Oregon are in line with the proposed goals above. The ren GlobplWar ._i7g
Cp.m.m.ission Natu.rall and_` Orkin ....Lar7.ds_P.L p .22.l......_202.1 recommends that Oregon's natural and working lands "sequester
at least an additional 5 MMTCO2e per year in Oregon's natural and working lands and waters by 2030, and at least 9.5
MMTCO2e per year by 2050 relative to a 2010 to 2019 activity -based, business -as -usual net carbon sequestration
baseline". It notes that "for context, net carbon sequestered in the measured forest and the wood products pools, which
dominate Oregon's total annual net carbon sequestration and storage balance, was 21.7 MMTCO2e/year between 2001
and 2016".
The Oregon proposal above references the research paper "Potential greenhouse gas reductions from Natural Climate
Solutions in Oregon, USA" 11, which found "that NCS (natural climate solutions) within Oregon could contribute annual
6 Was_..i ngtan State's 201.9 _H . Inventory..
The Olympic National Park and Olympic National Forest Wilderness are considered "unmanaged lands" in which natural processes
such as fire may alter forest cover but direct human impacts from harvesting do not occur.
'These include Washington State Department of Natural Resources (DNR) managed lands, Commercial and Industrial Private Forest
land, the City of Port Townsend, Port Hadlock-Irondale urban growth area, County -owned parcels, Olympic National Park and Wil-
derness areas, Olympic National Forest areas, Public Private land within Jefferson County
9 Using the higher resolution number from the original calculations.
11 The Jefferson County Forest and Trees GHG inventory shows that undisturbed forests remove the largest amount of CO2, and ar-
eas with the highest percent forest generally had the higher levels of CO2 removal rates per acre, with harvest emissions also a sig-
nificant factor.
11 Graves RA, Haugo RD, Holz A, Nielsen -Pincus M, Jones A, Kellogg B, et al. (2020) Potential greenhouse gas reductions from Natural
Climate Solutions in Oregon, USA. PLoS ONE 15(4): e0230424..htt.ps_.//dai. a_rg/.:1:Q:.1::3:/.:1./. a_urnaL:.panp Q2 0424,
GHG emission reductions of 2.7 to 8.3 MMTCO2e by 2035 and 2.9 to 9.8 MMTCO2e by 2050" and "changes in forest -based
activities including deferred timber harvest, riparian reforestation, and replanting after wildfires contributed most to
potential GHG reductions (76 to 94% of the overall annual reductions)". Note that this modeling did not include the
potential for avoided emissions by conserving mature forests. Calculating the amount from forest -based activities, using
those percentages, results in 18-22% reduction by 2035 from the 2001-2016 baseline (a reduction in emissions in this
framework is an increase in sequestration). For 2050, using 76 to 94% of the overall annual reductions for forests results
in 33-41% emissions reduction from baseline. Both of these are consistent with the proposed goals for Jefferson County.
Another research paper, "Leveraging the potential of nature to meet net zero greenhouse gas emissions in Washington
State" 12 analyzed the potential for NCS pathways to reduce GHG (i.e. increase carbon sequestration) for each county in
Washington State. In analyzing the Jefferson County data, the dominating factor for increasing sequestration was
extended timber harvest, which is defined as a harvest deferral from a 45-year rotation to a 75-year rotation. Their model
for extended timber harvest resulted in an increase of carbon sequestration in Jefferson County by 2050 of between 0.11-
0.22 MMTCO2e/yr, for the limited, moderate and ambitious scenarios. The baseline measured in the Jefferson County
2022 Forests and Trees GHG Inventory document, in the 2011-2016 timeframe, was -3.7 MMTCO2e/year. An increase of
0.11-0.22 MMT CO2e/year results in a 3% - 6% increase in carbon sequestration from the 2011-2016 baseline, by 2050. If
that same increase was applied to the County excluding ONPW, that would result in a 7-13% increase. Note that modeling
in that paper limited the amount of extended harvest rotation to 40% of all private lands, and to 32% of state lands;
increasing those percentages would further increase the sequestration. The paper notes that 40% was chosen as a
compromise between 100% for private non -industrial forests and 21% for private industrial forests used in earlier
modeling (the Oregon modeling noted above). For Jefferson County, where the small public/private land is larger in
acreage than the commercial/industrial forests, using 40% results in a conservative number.
The goals recommended here are also in line with the `Nas.h.ir7 tu.r7_.e.partm�ent_of._N.atural_Ike.source.s_Strategic_Plan.2022-
2qZ , which sets a goal to "reduce net greenhouse gas emissions and strengthen local economies, including strategies to
reduce greenhouse gas emissions from DNR's operations" and "seize opportunities to generate benefits for trust
beneficiaries and communities by incentivizing carbon sequestration on public and private lands". Given that WA DNR
manages 18% of Jefferson County lands, and 36% of the land outside the Olympic National Park and Olympic National
Forest Wilderness area, DNR is a key partner in this effort.
Other counties in Washington State are also looking to increase their carbon sequestration. King County, WA has a
,Fore.s1_C:arbc�r7._Pr�grarn which aims to protect existing tree and forest canopy, and includes offering both Urban and Rural
Forest Carbon Credits. The ` hatco.m..C. unty,...DNA_C.I.i.m�ate._Actior7_I Plan (2021) includes a goal to "enhance carbon storage
and sequestration and create climate resilience in the County through sustainable land use and development policies that
preserve, protect, and enhance the health and function of our natural resources." Also the 5us1a.%r7.a. %Lily Z.gl.41 ....._Fierce
Co.u.n7 y➢s_Greenhous.e_Gas Reduction Plan has Carbon Sequestration as a focus area with objectives to protect and
........ .......................
conserve lands for carbon sequestration, and increase the use of carbon sequestration best management practices, along
with a variety of related actions.
Conclusion
In conclusion, the CAC Forest Working Group believes the proposed goals strike the right balance of feasibility and
ambition. The goals are both in line with existing analyses and doing our part to combat climate change.
Additional Opportunities
While the above recommendations, rationale and research are centered on carbon sequestration, it's important to note
that more climate -smart forest management also results in an array of economic, ecological, social, recreational, and
health related co -benefits.
The goals above were driven by research and modeling related to forests and trees. There are additional non -forest
opportunities for carbon sequestration in Jefferson County. For example, marine ecosystems like kelp forests, tidal
wetlands and estuaries also capture and store substantial quantities of "blue carbon". Additionally, regenerative
agriculture — including no -till practices, cover crops, and other methods — can increase carbon sequestration.
12 Robertson JC, Randrup KV, Howe ER, Case MJ, Levin PS. 2021. Leveraging the potential of nature to meet net zero greenhouse gas
emissions in Washington State. Peer) 9:e11802,f7tt.ps.//dai.arg/.:1:Q:_%%.;1,_%/.prj.,..:1:.1:f3Q2.
if
IN(
MINUTES
,Jefferson County Board of County Commissioners
Regular Meeting — April 22, 2024, 9:00 a.m.
Jefferson County Courthouse Commissioners' Chambers
1820 Jefferson Street, Port 'l'ownsend, WA (Ilybrid)
CALL TO ORDER: Chair Kate Dean, Commissioner Greg Brotherton and
Commissioner I-leidi Eisenhour participated in the meeting. Chair ],)can called the meeting to order at
the appointed time. Commissioner Fisenhour noted that past Peninsula Daily News Editor John Brewer
passed away over the weekend, and the Washington State Department ofEcology has called a statewide
drought. Chair Dean stated that she will be adding an Executive Session during the afternoon session.
PUBLIC COMMENT PERIOD: Chair Dean called for public comments, and three
comments were received. The Commissioners addressed the comments.
APPROVAL AND ADOPTION OF THE CONSENT AGENDA: Commissioner
Brotherton moved to approve the Consent Agenda as presented. Commissioner FisenhOUr seconded the
motion which carried by a unanimous vote.
I RESOLUTION NO. 25-24 re: Creating a County Project for Gardiner Beach Road Boat Ramp
Repair
2. AGREEMENT re: Construction, operation and maintenance of electric vehicle charging
infrastructure; Revenue amount of $0.05/kWh; Auditor's Office/Central Services; f,"V Charging
Solutions, Inc.
3. AGREEMENT re: Center Road 2R Overlay, Project No. 1802096; In the Amount of
$26,832.04; Public Works; IIWA Geosciences, Inc.
4. AGREEMENT re: Phase 2 ... Port Fladlock Wastewater Treatment Plan - Construction
Engineering Support; In the Amount of$727,915; Public Works; Tetra Tech.
5. AGREEMENT re: Phase 3 --- Collection ENGR Construction Support and Design of'Stages 1-4
On -Site Grinder Pumps; In the Amount of $218,126; Public Works; Tetra Tech
6. AGREEMENT re: Conservation Futures Project Schmidt Farm-, In the Amount of$60,000;
Public Health; Jefferson I -and Trust
7. PROCLAMATION re: Proclaiming May 31, 2024 as Washington State Association of Counties
(WSAC) Executive Director Eric Brian Johnson Day
8. INTERAGENCY AGREEMENT re: Family and Juvenile Court Improvement Plan; In the
Amount of$37,657; Juvenile Services; Administrative Office of the ( ' 'ourts
9. MEMORANDUM OF UNDERSTANDING re: E-Verify Program; No cost; I luman Resources
Department; Department of I homeland Security
10. LETTER OF SUPPORT re: North Olympic Peninsula Recompete Coalition Support and
Commitments
Commissioners Meeting Minutes of April 22, 2024
11. LETTER OF SUPPORT re: Department of Natural Resources R( 1 0 Grant Application for
Dabob Bay Natural Area
12. ADVISORY BOARD APPOINTMENT re: Conservation Futures Citizen Oversight
Committee; 4-Year Term to expire April 22, 2028; Habitat Values representative; Cheryl Lowe
13. APPROVAL OF MEETING MINUTES: Regular Meeting Minutes of April 15, 2024
14. Payment of Jefferson County Vouchers/Warrants Dated April 15, 2024 "Totaling
$1,617,813.72
15, Payment of Jefferson County Payroll Expenses Dated April 19, 2024 Totaling $103,296.31
DISCUSSION re: Delegation of Authority to the County Administrator to Sign a
Letter of Intent to Procure a Number of Gravity Budget Modules: County Administrator Mark
McCauley provided a presentation regarding budget presentation software. 'Treasurer Stacie Prada and
Finance Manager Judy Shepherd were present to answer questions posed by the Board. Manager
Shepherd stated that she would like to have the ability to make the budget more forward -facing for
everyone. Treasurer Prada noted that the program will also have the ability to create monthly reports.
Alter discussion, Commissioner Eisenhour moved to Delegate Authority to the County Administrator to
Sign a Letter of Intent to procure a number ofgravity budget modules. Commissioner Brotherton
seconded the motion which carried by a unanimous vote.
DISCUSSION re: Consideration of Recommendation for Advisory Board
Appointment for Planning Commission District No. 3 Seat: Commissioner Brotherton explained that
there was only one applicant for the Planning Corru-nission District No. 3 position, which had been
vacated by Mike Nilssen. Department of Community Development (DCD) Associate Planner Joel
Peterson and Commissioner Brotherton noted that they both interviewed Andrew Schwartz. They
reviewed the process for advertising the vacancy, and answered questions posed by the Board.
After discussion, Commissioner Brotherton moved to appoint Andrew Schwartz to the Planning
Commission Seat No. 3. Commissioner Eisenhour seconded the motion. Chair Dean opened the floor to
allow for public comments on the motion, and no comments were received. She called for a vote on the
motion. The motion carried by a unanimous vote.
COMMISSIONERS' BRIEFING SESSION: The Commissioners discussed recent
meetings they attended, Emergency Shelter rnanagement, calendar coordination and miscellaneous
topics. Chair Dean noted that the Finance Meeting will be held April 23, 2024 at 8:30 a.m.
DISCUSSION re: Permission to remove trees and shrubs from the Brookwood Glen
greenbelt area to accommodate a Public Works project: Public Works Assistant Director Eric
Kuzrna and Engineer Colette Kostelec were present. Engineer Kostelec provided a presentation on a
proposed bike lane, which will require removal of trees and shrubs in the greenbelt area of Brookwood
Glenn. She reviewed the greenbelt documents and protective covenants with the Board, and noted that
there is no homeowner association in Brookwood Glen. She added that before they reach out to property
owners and obtain easements, they Would like Commissioner permission before moving forward.
After discussion, Commissioner Brotherton moved to approve signing the attached permission to
rernove trees and shrubs from the Brookwood Glenn greenbelt area to accommodate a Public Works
project. Commissioner FisenhOUr seconded the motion, which carried by a unanimous vote.
Commissioners Meeting Minutes of April 22, 2024
COMMISSIONERS' BRIEFINCI SESSION - Continued: The Commissioners
continued discussing recent meetings they attended, Rhododendron Parade participation, and
miscellaneous topics. Chair Dean announced that she will need to attend another meeting at 11:00 a.m.
and requested that Commissioner Brother assume Chairing hairing duties in her absence.
The meeting was recessed at 10:57 a.m. and reconvened at 11:00 a.m. with Acting Chair
Brotherton and Commissioner Eisenhour present.
DISCUSSION re: Operating Agreement for the Jefferson County Animal Shelter
and Related Services: Jefferson County Humane Society Executive Director Jen Dupree and President
Pam. Kolacy were present to request that the Commissioners consider and approve an operating
agreement for the Jefferson County Animal Shelter and related services. They provided a presentation
which included their vision and mission statement, and intormation on adoptions, rehoming, end of life
care, licenses, vaccines, microchipping and surgeries. Director Dupree explained the additional needs of
the shelter that include physical capacity, disease control and overpopulation. She answered questions
posed by the Board.
After discussion, Commissioner Flisenhour moved to approve an operating agreement for the Jefferson
County Animal Shelter and related services. Commissioner Brotherton seconded the motion. The motion
carried.
Chair Kate Dean rejoined the meeting at 11:25 a.m. and resumed Chairing duties.
COMMISSIONERS' BRIEFING SESSION - Continued: The Commissioners and
County Administrator continued discussing recent meetings they attended, miscellaneous items,
reviewed upcorning meetings, and calendar coordination.
The meeting was recessed at 11:51 a.m. and reconvened at 1:30 p.m. with all three
Commissioners present.
WORKS140P re: Continuation of Discussion re: Emissions and Sequestration
Goals: On February 26, 2024, Climate Action Committee (CAC) members presented the CAC
recommendation regarding new emissions and sequestration goals. CAC Chair Kees Kolff and CAC
member Cindy Jayne were present to answer questions posed by the Board. Member Jayne provided a
presentation on the proposed sequestration and emissions goals.
The proposed new carbon sequestration goals for Jefferson County, excluding the Olympic National
Park and Wilderness areas:
• By 2030: a 20% increase above the 2011-2016 baseline ofl.6 million metric tons of CO2
(MMTCO2)/year, up to 2.0 MMTCO2
• By 2050: an additional 20% increase to 2.3 MMTCO2/year, for a total of 40% increase above
2011-2016 baseline
The proposed sector -based emissions goals are:
• By 2030: Emissions 58.7% below 2018 levels
• By 2050: Emissions 95% below 2018 levels
Commissioners Meeting Minutes of April 22, 2024
The Commissioners and CAC members participated in discussion on how to come LIP with realistic
goals f*or Jefferson COUnty. Chair [)can proposed that the Board request that C.AC create a rural road
map to identify a number of actions, with ambitious goals attached to it.
After further discussion, Commissioner Brotherton moved to approve the sequestration and emissions
goals as presented here by the C lirnate Action Committee. Commissioner F'isenhour seconded the
motion. Chair Dean called for public comments on the motion, and one comment was received. She
called for a vote on the motion. The motion carried by a unanimous vote.
DISCUSSION re: Opioid Litigation — Washington State Settlement with Johnson &
Johnson; additional funds coming to Jefferson County: Chief Civil Deputy Prosecuting Attorney
Philip f lunsucker explained that this is the fourth big opioid settlement Jefferson County has been
involved in since we started litigation in 2017. He explained distribution of" funds and noted that this will
be a one-time payment of around a quarter million dollars. He answered questions posed by the Board.
After discussion, Commissioner Brotherton moved to approve the Johnson & Johnson Settlement as
presented for Jefferson County. Commissioner Eisenhour seconded the motion which carried by a
unanimous vote.
ADDITIONAL BUSINESS: EXECUTIVE SESSION: During the morning session,
Chair Dean noted she will be adding an Executive Session during the afternoon session. Chair Dean
called for an Executive Session from 2:40 p.m. to 3: 10 p.m. Chair Dean announced that the Executive
Session will be held from 2:40 p.m. to 3: 10 p.m. regarding Attorney -Client Privilege, Potential
I.,itigation tinder exemption RCW 42.30.11 0(l)(i) as outlined in the Open Public Meetings Act. Staff'
present: County Administrator, Chiel'Civil Deputy Prosecuting Attorney, and Human Resources
Director. The Board concluded the Executive Session and resumed the regular meeting at 3: 10 p.m.
NOTICE OF ADJOURNMENT: Chair Dean adjourned the meeting at 3: 10 p.m. until
the next regular meeting or special meeting as properly noticed.
0' /0
21
S EA l-,:ar
i
k 0
C
0
ATTEST:
Carolyn rallaway, M C
Clerk of the Board
JEFFERSON COUNTY
BOARD OF COMMISSIONERS
4
-otheh,6n, Member
N,enhour, Meffit6i
City
10
Port
V �� q
Townsen
Submitted By: John Mauro
Department: Administration
Agenda Bill AB24-099
Meeting Date: June 3, 2024
Agenda Item: Consent VII. F
® Regular Business Meeting
❑ Workshop/Study Session
❑ Special Business Meeting
Date Submitted: 5/31/2024
Contact Phone: 360-531-2916
SUBJECT: Minor Revision of the City's Personnel Policies Manual Section 3.3 (3) to
Remove the October 15 Limitation for Seasonal Work
CATEGORY: BUDGET IMPACT:
❑x Consent ❑ Resolution Expenditure Amount: $
❑ Staff Report ❑ Ordinance Included in Budget? Yes ❑x No ❑
❑ Contract Approval ❑ Other: Discussion Item
❑ Public Hearing (Legislative, unless otherwise noted)
❑ 3-Year Strategic Plan: N/A
Cost Allocation Fund: 010-015 GF - Human Resources - General
SUMMARY STATEMENT:
Under the City's Personnel Policies Manual (Revised November 20, 2023) section 3.3,
Temporary Employees, subsection 3) includes reference to seasonal positions and date
limitations (April 1 — October 15). That subsection in full is below and on page 21 here:
htt s://weblliinkeciit of teas/Webl....iink/Doc iieweas-x.?�id::::: .159&d .id:::::O&r po::::.PTDocum
ents.
........................
3) Seasonal positions: Temporary seasonal employees doing
bargaining unut work but not included in the bargaining unit. These
employees shall not be required to join the uniion and may work for
the City between the dates of April 1 and October 15 and may
exceed eiighty (80) hours per month.
Public works, HR, and City Administration unsuccessfully sought information regarding
the rationale for those dates. The team also checked in with our union representative to
Teamsters Local 489 to determine whether there were any concerns with an extension
beyond the October 15t" deadline in the policy. There were none; the contract is
specific to a 6-month limitation but not date -bound.
At the May 20, 2024, regular City Council business meeting, staff requested and City
Council approved a change to the salary schedule to allow for an increase in 6-month
term seasonal employees for Public Works projects, funded by capital projects for work
already budgeted for 2024. More detail can be found here:
htt //.c......itsy.o......f.... p.t....o.. g..ra.......n.iicus.com/Me-ta iiewere. .h. ?viiew id:::::4 c1Jpid::::::3160meta id::::::22873
.... ............... .........................................................................................................................p.................................................................................... ...................................................................................................................................................
3.
This consent item, therefore, seeks to modify the City's Personnel Policies Manual to
remove the October 15 limitation, which would now read:
3) Seasonal positions: Temporary seasonal employees doing bargaining unit
work but not included in the bargaining unit. These employees shall not be
required to join the union and may exceed eighty (80) hours per month.
This change, if approved, would give the City flexibility to hire seasonals any time of the
year, delivering work efficiencies, enhanced longevity to current seasonal hires
underway, and greater opportunities for workforce pipeline development.
ATTACHMENTS:
CITY COUNCIL COMMITTEE RECOMMENDATION: N/A
RECOMMENDED ACTION: If adopted as part of the Consent Agenda, no further action
is needed; this effectively represents approval to revise the City's Personnel Policies
Manual Section 3.3 (3) to remove the October 15 limitation for seasonal work.
ALTERNATIVES:
❑x Take No Action ❑ Refer to Committee ❑x Refer to Staff ❑x Postpone Action
❑x Remove from Consent Agenda ❑ Waive Council Rules and approve Ordinance
❑ Other:
City0fPort
Townsen'
Agenda Bill 24-094
Meeting Date: June 3, 2024
Agenda Item: VIII.A
® Regular Business Meeting
❑ Workshop/Study Session
❑ Special Business Meeting
Submitted By: John Mauro, City Manager
Alyssa Rodrigues, City Clerk Date Submitted: May 30, 2024
Department: Administration Contact Phone: 360-379-5045
SUBJECT: Application Format, Questions, and Further Approaches for filling Vacated
City Council Seat, Position #2
CATEGORY: BUDGET IMPACT: No impact
❑ Consent 0 Resolution Expenditure Amount: $
❑ Staff Report ❑ Ordinance Included in Budget? Yes 0 No❑
❑ Contract Approval ❑ Other: Discussion Item
❑ Public Hearing (Legislative, unless otherwise noted)
❑ 3-Year Strategic Plan: N/A
Cost Allocation Fund: Choose an item,
SUMMARY STATEMENT:
On May 20, 2024, City Council considered state law (RCW. 42.12.070) and Article 3 of
City Council Rules of Procedure regarding timeline and process for appointing a
temporary City Councilmember to position #2 due to the resignation of Aislinn Palmer
on May 31, 2024. Those materials can be located here:
Ltt s: ir. view &�fi id=3160&meta id=228 40oalea
After reviewing three options presented by staff and after City Council deliberation, the
Council determined to modify "Option B" to balance expediency, community
engagement, and thoroughness, allowing for an appointee to be chosen before the 90-
day deadline before the appointment defaults to the County Commission.
Option B, as amended and per Resolution 24-019, sets forth the following approach:
• May 20: Agree process timeline and milestones (modified Option B selected)
• June 3: Agree candidate questions for application, format and questions
• June 5: Application live/open, published, distributed
• Application open 6/5 — 7/5
• July 15; Shortlist finalist candidates
• July 23 (Tuesday, 3-6pm): Finalist candidate interviews
• August 5: City Council Deliberations and decision
• August 7: Communication of decision to community
• August 12: Appointed Councilmember sworn in/attends first Council meeting
The work now before City Council is the finalization of an application form and
questions. As per Attachments A and B from the Agenda Bill from the meeting on May
20, 2024, suggested draft questions, an interview approach, and criteria are presented,
also contained in Attachments A and B. Attachment B has been modified to reflect the
Council's decision at the May 20, 2024, meeting. Finally, note that it was moved and
agreed by Council on March 20, 2024, to task the Culture and Society Committee with
drafting a City Council Job Description for inclusion in the Council Rules of Procedure.
ATTACHMENTS:
Attachment A: Suggested application/interview approach, questions and criteria
Attachment B: Draft application
CITY COUNCIL COMMITTEE RECOMMENDATION: N/A
RECOMMENDED ACTION: Move to approve Resolution 24-024 Agreeing on an
Application Form, Questions, an Interview Approach, and Criteria for Filling
Vacated City Council Seat, Position #2
ALTERNATIVES:
❑x Take No Action ❑x Refer to Committee ❑x Refer to Staff ❑x Postpone Action
❑ Remove from Consent Agenda ❑ Waive Council Rules and approve Ordinance
❑ Other:
Resolution 24-024
RESOLUTION NO. 24-024
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PORT TOWNSEND,
WASHINGTON, AGREEING ON AN APPLICATION FORM, QUESTIONS, AN
INTERVIEW APPROACH, AND CRITERIA FOR FILLING VACATED CITY
COUNCIL SEAT, POSITION #2
WHEREAS, Councilmember Aislinn Palmer, City Council Position 42, submitted her
resignation to Mayor David Faber on May 6, 2024, effective May 31, 2024, because she will be
living outside of Port Townsend; and
WHEREAS, State law prohibits Councilmembers from holding office if they reside
outside of the city they represent (RCW 29A.04.151); and
WHEREAS, Article 3 of the Port Townsend City Council Rules of Procedure and state
law (RCW 42.12.070), outlines how City Council vacancies are to be filled "with the most
qualified person available until an election is held."; and
WHEREAS, The position must be appointed by City Council within 90 days of the
vacancy or the appointment responsibility shifts to the County Commission; and
WHEREAS, The City desires continuity in policy -making to the benefit of the residents
we serve and thus wishes to attract and vet qualified candidates through a highly transparent public
process; and
WHEREAS, City Council determined timeline and process for appointment at their
regular business meeting on May 20, 2024; and
WHEREAS, City Council were presented with options for an application form, questions,
an interview approach, and criteria for filling the vacancy at their regular business meeting on June
3, 2024,
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Port
Townsend that the City Council has agreed on an application form, questions, interview approach,
and criteria for filling vacated City Council seat, Position 42, as presented by staff and modified
by Council.
ADOPTED by the City Council of the City of Port Townsend at a regular meeting thereof, held
this 3rd day of June 2024.
David J. Faber
Mayor
Attest:
Alyssa Rodrigues
City Clerk
ATTACHMENT A:
SUGGESTED APPLICATION/INTERVIEW APPROACH, QUESTIONS AND CRITERIA
Suggested Application Questions:
1. Why are you interested in serving as an appointed City Councilmember?
2. What is your understanding of and perspective on the City's most pressing
challenges and opportunities?
3. What experience and skills do you have that you believe align with the role and
our challenges/opportunities? How might you focus those skills and experience
during your term?
4. Describe your leadership style. What's most important to you? How do you most
effectively work with others?
5. Describe your philosophy with public engagement. What matters most and what
would you bring/add to the current way the City engages the community? How
might you ensure that diverse perspectives are heard and measured in decision -
making?
6. What is your understanding of our form of government (Council -Manager) and
your responsibilities? What's important to you in making sure the City Council,
staff, and our community work most effectively together?
7. Describe what success looks like for you in this role and what it looks like for our
Council and community.
8. What do you think your biggest challenge will be as an appointed City
Councilmember? Describe how you intend to work through that challenge.
9. What questions do you have for us?
Suggested Interview Questions:
Note: Council may wish to not agree set interview questions, but to use general
suggestions like those below and ask specific questions tailored to each applicant.
1. Why are you interested in serving as an appointed City Councilmember?
2. Tell us of a time that you successfully negotiated a compromise solution in a
difficult situation. What was important and why?
3. Tells us of a time you made a significant mistake and what you did afterward.
What did you learn from the experience?
4. Describe a time when you had a challenging interpersonal conflict. What
happened and what did you to do resolve or work through the conflict?
5. Describe a memorable time when you gave or received constructive feedback.
What is important to you in this kind of situation?
6. What is your service and leadership philosophy? Tell us of a time or experience
you have had that demonstrates how you lead and serve.
7. What do you think the City's position is right now? What are our strengths?
Weaknesses?
8. How do you take care of yourself, particularly during stressful or difficult times?
9. What questions do you have for us?
Suggested Interview Approach:
• Interview length: 30 minutes
• Questions developed to align and build on application questions but also aim to
be flexible to be tailed to applicants as desired
• Council uses criteria to rank candidates
• Number of finalist interviews: 3-5
Suggested Criteria:
• Strategic
Displays big -picture understanding of current challenges and opportunities.
• Community -minded
Understands the critical intersections with our community we serve.
• Collaborative
Knows how to work together with colleagues, other agencies, and the public; is
accessible; mindful of a team approach.
• Self -aware
Understands strengths, limitations, areas of learning; displays humility and
curiosity, particularly during disagreements; proactively and consistently looks for
ways to develop skills and understanding.
• Clarity of role
Understands the form of government, role of a City Councilmember, jurisdiction
and general role of City. Compelled to consider diverse views and perspectives,
representing our entire community and not just the loudest voices.
• Communicator
Disarming, clear, confident and effective communication style.
• Moral fortitude
Considers all perspectives, seeks common ground, but also makes decisions
about the community's future with moral clarity and courage.
• Negotiator
Looks for win -win opportunities, seeks common ground, moves challenging
conversations and decisions forward.
ATTACHMENT B:
DRAFT APPLICATION
Cityof
Townsend
Application for Appointment to Port Townsend City Council
Thank you for your interest in serving our community by filling the vacancy in Port Townsend City Council,
Position #2. This application packet will be forwarded to all City Councilmembers to provide them
information to make their appointment decision. All materials from applicants are public records and will
be available on the City website. Some applicants may be asked to interview with the City Council and this
will be scheduled at a public meeting of the City Council.
Eligibility
To be eligible for appointment, applicants must:
• Reside full time in Port Townsend city limits and have been a resident for at least one year
• Be a citizen of the United States and the State of Washington
• Be 18 years of age or older
Application Timeline
The timeline for filling the City Council vacancy is as follows:
June 5, 2024:
Applications open
July 5, 2024:
Application and supplemental material due to City Clerk by 4pm
July 15, 2024:
City Council shortlists finalist candidates
July 23, 2024:
Interviews with finalist candidates (3-6pm)
August 5, 2024:
City Council deliberations and decision
August 7, 2024:
Communication of decision to community
August 12, 2024:
Appointed Councilmember sworn in/attends first Council meeting
To be considered, your application must be completed and received by the City Clerk on July 5 at 4pm.
Applications received afterward will not be accepted. Additional written information after this date will
not be accepted, unless requested by the City Council.
Application Materials
Please submit the following:
• This application (starting on page 3)
• A resume of no more than 2 pages
• Answers to supplemental questions of no more than 2 pages
Application Submittal
Please submit the above materials to: citycl.e.rl<(.cityofpt..us or mail them to:
Alyssa Rodrigues, City Clerk
Councilmember Appointment
250 Madison Street, Suite 200
Port Townsend, WA 98368
Materials must be received by the deadline so please ensure extra time if you choose to use mail.
Port Townsend City Council Appointment Application Page 1 of 3
About the Port Townsend City Council
As the City's governing body, Port Townsend's seven elected part-time City Councilmembers establish
City policies and laws, adopt an annual budget, approve appropriations, and contract for services. The
Council hires and evaluates the City Manager, who is responsible for preparing a budget for the Council's
consideration; recruiting, hiring, and supervising City staff; operating the services of City government;
serving as the Council's chief adviser; collaborating with local, regional, state, and federal agencies; and
carrying out the Council's policies, among other duties.
City Councilmembers serve staggered four-year terms; roughly half the Council is up for election
every two years. All Councilmembers are "at -large", meaning that they are elected by and serve the City as
a whole as opposed to a specific district in the City.
The City Council chooses a Mayor and Deputy Mayor from among its members at the first
meeting of the new year following an election. The Mayor presides at Council meetings and
represents the City at ceremonial functions and inter -governmental meetings. The Deputy Mayor
presides in the Mayor's absence. They and the City Manager set the agenda for City Council meetings.
Most City Council meetings are held on V, 2"d, and 3rd Mondays at 6:00 p.m. Occasionally special
meetings are scheduled as needed. There are no Council meetings on Mondays that are legal holidays.
City Council meetings, procedures, duties, committees, relations with City administration, and more are
codified in Articles 1-7 in the City Council Rules of Procedure, here:
http; /rare lir7l<ocity f tous/`yNt. Link/D c ierrv..aspx?d ial:=O i.d=203.3. 0 p. e cr-. .
Councilmembers may also serve on or liaise with Council committees, regional and local committees, and
agency boards. Councilmembers also attend occasional workshops and conferences, particularly those
most related to crucial topics like the Open Public Meetings Act.
Serving on the Port Townsend City Council is a part-time position. The position includes a nominal monthly
salary, compared regionally and determined locally by a Salary Commission, which is as follows:
• January 2024: Member $725, Mayor $1075
• January 2026: Member $775, Mayor $1125
• January 2028: Member $800, Mayor $1175
As determined in late 2022, a Council majority is able to form a workgroup for health coverage and apply
for medical benefits through the Association of Washington Cities. However, while that benefit remains
possible, a current majority of Council has not requested coverage so therefore there is none. Such a
determination can be made at the first of the year for the subsequent year.
Port Townsend City Council Appointment Application Page 2 of 3
Applicant Name
Application for Appointment to Port Townsend City Council
Applicant Information
Last First M I
Residence Address
Contact Phone Email
Date of Birth
Are you a resident of Port Townsend and have you been so for at least 1 year? ❑ ❑
yes no
The information is true and I affirm that I will support the Constitution and Laws of the United States
and the Constitution and Laws of the State of Washington.
Signature
Please attach a resume not to exceed 2 pages.
Please submit answers to the supplemental questions below, not to exceed 2 pages.
Insert questions as determined (currently Attachment A)
Date
Port Townsend City Council Appointment Application Page 3 of 3
City0f
Port
Townsen
Agenda Bill AB24-095
Meeting Date: June 3, 2024
Agenda Item: IX.A
® Regular Business Meeting
❑ Workshop/Study Session
❑ Special Business Meeting
Submitted By: Carrie Hite, Director of Parks Strategy
Date Submitted: May 31, 2024
Department: Parks
Contact Phone: (360) 379-5081
SUBJECT: Authorizing the City Manager to approve redlined changes to the PROS
PLAN to be submitted to RCO as part of the update.
CATEGORY:
❑ Consent ❑x Resolution
Staff Report ❑ Ordinance
Contract Approval ❑ Other:
BUDGET IMPACT: N/A
Expenditure Amount: N/A
Included in Budget? Yes ❑x No ❑x
Public Hearing (Legislative, unless otherwise noted)
3-Year Strategic Plan: 4 - Ensure sustainable future for public services and facilities
Cost Allocation Fund: 199 Community Services
SUMMARY STATEMENT:
Attached to your packet is a redline version of the changes.
There are four main categories of changes:
1. Changing the name from the golf course to the Golf Park throughout the
document.
2. Changing 12/13th and Hancock to a neighborhood - active park. When the 2020
PROS plan was adopted subcategories of active and nature were added. Nature
does allow for development of this park for trails, and some passive recreation,
which we anticipate. However, we do want to install a small natural play area.
Changing it to active assures the City can install this play area, without a
potential violation of the PROS plan. This property was donated by the current
development of Avamere in 2005 for Park purposes. The Parks, Recreation,
Trees and Trails advisory board unanimously supports this proposal.The city has
worked with a close neighbor to reduce the amount of picnic tables, to eliminate
a restroom and parking ( which is very common for neighborhood parks), to not
install a grill because of fire hazards, to make it a first come, first served picnic
area, and to provide some type of mitigation for noise and privacy concerns ( via
a fence or hedge) which is common and recommended.
3. Update Council, fix various spelling areas.
4. Make sure it is updated before adoption as part of the Comprehensive Plan.
These changes will also help with the RCO grant, making it more competitive. It is
possible with these changes; it may buy us some time in adopting another PROS plan
every six years (2026).
ATTACHMENTS: Redlined PROS Plan
CITY COUNCIL COMMITTEE RECOMMENDATION: N/A
RECOMMENDED ACTIONS: Move to authorize the City Manager to approve redlined
changes to the PROS Plan to be submitted to RCO as part of the update.
ALTERNATIVES:
❑x Take No Action ❑x Refer to Committee ❑x Refer to Staff ❑x Postpone Action
❑ Remove from Consent Agenda ❑ Waive Council Rules and approve Ordinance
❑ Other:
City0f
Port
Townsen
Agenda Bill AB 24-096
Meeting Date: June 3, 2024
Agenda Item: IX.B
® Regular Business Meeting
❑ Workshop/Study Session
❑ Special Business Meeting
Submitted By: Carrie Hite, Director of Parks Strategy Date Submitted: May 28, 2024
Departments: Administration Contact Phone: 360-379-2979
SUBJECT: Resolution authorizing an RCO grant for a new park at 12t" and Handcock
and authorization for the City Manager to make decisions to carry out the grant.
CATEGORY:
❑ Consent ❑x Resolution
Staff Report ❑ Ordinance
Contract Approval ❑ Other:
BUDGET IMPACT: n/a
Expenditure Amount:
Included in Budget? Yes ❑ No ❑x
Public Hearing (Legislative, unless otherwise noted)
3-Year Strategic Plan: N/A
Cost Allocation Fund: Choose an item,
.
SUMMARY STATEMENT:
This RCO grant is being submitted for a new park at 12t" and Hancock. Richard Berg
from Terrapin came up with a concept. We held an open house at the site, and took the
site plan boards to Salish Coast to solicit youth input. The vendor will assist with the
costing estimate as part of the RCO process. The total cost will be $500,000, which the
City will be responsible for a 10% match, or $50,000. The park development will be
contingent upon receiving the grant funds.
The design includes a picnic shelter with a two tables, trails, and a play area. The next
door neighbor would like the Council to consider some mitigation for the park. This is
very common and recommended. The mitigation could be a fence, a hedge, or
something else that will dampen the noise and protect the privacy of the neighbors.
BACKGROUND:
This site was identified in the PROS plan for a park. In addition, Avamere donated the
land for a park when they completed their development. This is a heavily treed lot. We
will have an arborist assess the safety of the trees.
ATTACHMENTS:
1. New Wes -fide Park Site Plan
CITY COUNCIL COMMITTEE RECOMMENDATION:
RECOMMENDED ACTION: Move to approve Resolution 24-022 for the New West Side
Park 24-1695 and authorize City Manager to submit and carry out all actions related to
the RCO grant for the 12t" and Hancock Park.
ALTERNATIVES:
❑x Take No Action ❑x Refer to Committee
❑ Remove from Consent Agenda
approve Ordinance
❑ Other:
061
❑x Refer to Staff ❑x Postpone Action
❑ Waive Council Rules and
Recreation and
-vaLion Office
Applicant Resolution/Authorization
Organization Name (sponsor) City of Port Townsend
Resolution No. or Document Name Resolution 24-022
Project(s) Number(s), and Name(s) New West side park 24-1695
This resolution/authorization authorizes the person(s) identified below (in Section 2) to act as the authorized
representative/agent on behalf of our organization and to legally bind our organization with respect to the
above Project(s) for which we seek grant funding assistance managed through the Recreation and Conservation
Office (Office).
WHEREAS, grant assistance is requested by our organization to aid in financing the cost of the Project(s)
referenced above;
NOW, THEREFORE, BE IT RESOLVED that:
Our organization has applied for or intends to apply for funding assistance managed by the Office for
the above "Project(s)."
2. Our organization authorizes the following persons or persons holding specified titles/positions (and
subsequent holders of those titles/positions) to execute the following documents binding our
organization on the above projects:
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Grant application (submission thereof)
Carrie Hite
Project contact (day-to-day
Michael Todd
administering of the grant and
communicating with the RCO)
RCO Grant Agreement (Agreement)
John Mauro
Agreement amendments
John Mauro
Authorizing property and real estate
John Mauro
documents (Notice of Grant, Deed of
Right or Assignment of Rights if
applicable). These are items that are
typical recorded on the property with
the county ....
The above persons are considered an "authorized rep rese ntative(s)/agent(s) " for purposes of the documents
indicated. Our organization shall comply with a request from the RCO to provide documentation of persons
who may be authorized to execute documents related to the grant.
3. Our organization has reviewed the sample RCO Grant Agreement on the Recreation and Conservation
Office's WEB SITE at:,hops:l/rco.wa.c�ov/wp-cor�ter�t/uploads/�019/06/Sam IeProreemer�t.pdf. We
understand and acknowledge that if offered an agreement to sign in the future, it will contain an
indemnification and legal venue stipulation and other terms and conditions substantially in the form
contained in the sample Agreement and that such terms and conditions of any signed Agreement shall
be legally binding on the sponsor if our representative/agent enters into an Agreement on our behalf.
The Office reserves the right to revise the Agreement prior to execution.
4. Our organization acknowledges and warrants, after conferring with its legal counsel, that its authorized
representative(s)/agent(s) have full legal authority to act and sign on behalf of the organization for their
assigned role/document.
5. Grant assistance is contingent on a signed Agreement. Entering into any Agreement with the Office is
purely voluntary on our part.
6. Our organization understands that grant policies and requirements vary depending on the grant
program applied to, the grant program and source of funding in the Agreement, the characteristics of
the project, and the characteristics of our organization.
7. Our organization further understands that prior to our authorized rep rese ntative(s)/age nt(s) executing
any of the documents listed above, the RCO may make revisions to its sample Agreement and that such
revisions could include the indemnification and the legal venue stipulation. Our organization accepts
the legal obligation that we shall, prior to execution of the Agreement(s), confer with our authorized
representative(s)/agent(s) as to any revisions to the project Agreement from that of the sample
Agreement. We also acknowledge and accept that if our authorized representative(s)/agent(s) executes
the Agreement(s) with any such revisions, all terms and conditions of the executed Agreement shall be
conclusively deemed to be executed with our authorization.
8. Any grant assistance received will be used for only direct eligible and allowable costs that are
reasonable and necessary to implement the project(s) referenced above.
9. [for Recreation and Conservation Funding Board Grant Programs Only] If match is required for the
grant, we understand our organization must certify the availability of match at least one month before
funding approval. In addition, our organization understands it is responsible for supporting all non -cash
matching share commitments to this project should they not materialize.
10. Our organization acknowledges that if it receives grant funds managed by the Office, the Office will pay
us on only a reimbursement basis. We understand reimbursement basis means that we will only request
payment from the Office after we incur grant eligible and allowable costs and pay them. The Office may
also determine an amount of retainage and hold that amount until all project deliverables, grant
reports, or other responsibilities are complete.
11. [for Acquisition Projects Only] Our organization acknowledges that any property acquired with grant
assistance must be dedicated for the purposes of the grant in perpetuity unless otherwise agreed to in
writing by our organization and the Office. We agree to dedicate the property in a signed "Deed of
Right" for fee acquisitions, or an "Assignment of Rights" for other than fee acquisitions (which
documents will be based upon the Office's standard versions of those documents), to be recorded on
the title of the property with the county auditor. Our organization acknowledges that any property
acquired in fee title must be immediately made available to the public unless otherwise provided for in
policy, the Agreement, or authorized in writing by the Office Director.
12. [for Development, Renovation, Enhancement, and Restoration Projects Only—± our organization owns
the project property] Our organization acknowledges that any property owned by our organization that
is developed, renovated, enhanced, or restored with grant assistance must be dedicated for the
purpose of the grant in perpetuity unless otherwise allowed by grant program policy, or Office in
writing and per the Agreement or an amendment thereto.
13. [for Development, Renovation, Enhancement, and Restoration Projects Only—± your organization DOES
NOT own the property] Our organization acknowledges that any property not owned by our
organization that is developed, renovated, enhanced, or restored with grant assistance must be
dedicated for the purpose of the grant as required by grant program policies unless otherwise provided
for per the Agreement or an amendment thereto.
14. [Only for Projects located in Water Resources Inventory Areas 1-19 that are applying for funds from the
Critical Habitat, Natural Areas, State Lands Restoration and Enhancement, Riparian Protection, or Urban
Wildlife Habitat grant categories; Aquatic Lands Enhancement Account; or the Puget Sound Acquisition
and Restoration program, or a Salmon Recovery Funding Board approved grant] Our organization
certifies the following: the Project does not conflict with the Puget Sound Action Agenda developed by
the Puget Sound Partnership under RCW 90.71.310.
15. This resolution/authorization is deemed to be part of the formal grant application to the Office.
16. Our organization warrants and certifies that this resolution/authorization was properly and lawfully
adopted following the requirements of our organization and applicable laws and policies and that our
organization has full legal authority to commit our organization to the warranties, certifications,
promises and obligations set forth herein.
This resolution/authorization is signed and approved on behalf of the resolving body of our organization by the
following authorized member(s):
Signed
Title
On File at: City of Port Townsend
Date
This Applicant Resolution/Authorization was adopted by our organization during the meeting held:
(Local Governments and Nonprofit Organizations Only):
Location: Port Townsend, Washington
Washington State Attorney General's Office
Approved as to form.. '" _-. 2/13/2020.
Assistant Attorney Genera( Date
5/2024
You may reproduce the above language in your own format; however, text may not change.
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City0f
Port
Townsen
Agenda Bill AB 24-097
Meeting Date: June 3, 2024
Agenda Item: IX.0
® Regular Business Meeting
❑ Workshop/Study Session
❑ Special Business Meeting
Submitted By: Carrie Hite, Director of Parks Strategy Date Submitted: May 28, 2024
Departments: Administration
Contact Phone: 360-379-2979
SUBJECT: Resolution authorizing an RCO grant for a Golf Park Playground and
authorization for the City Manager to make decisions to carry out the grant.
CATEGORY:
❑ Consent ❑x Resolution
Staff Report ❑ Ordinance
Contract Approval ❑ Other:
BUDGET IMPACT: n/a
Expenditure Amount:
Included in Budget? Yes ❑ No ❑x
Public Hearing (Legislative, unless otherwise noted)
3-Year Strategic Plan: N/A
Cost Allocation Fund: Choose an item,
.
SUMMARY STATEMENT:
This RCO grant is being submitted for a playground to be installed at the Golf Park.
Staff published an RFP in January. There was a six -member selection committee. This
committee selected three finalist proposals. We held an open house at the Golf Park,
put the boards up at the library, and took the playground boards to Salish Coast to
solicit youth input. The committee unanimously selected and negotiated with the vendor,
Great Western, to enter into a contract for the play equipment. The vendor will assist
with the site plan as part of the RCO process. The total cost will be $500,000, of which
the City will be responsible for a 30% match, or $150,000. The playground will be
contingent upon receiving the grant funds.
BACKGROUND:
The Council entered into a 22-year agreement with the nonprofit Friends of the Port
Townsend Golf Park to operate the course and add more amenities to serve the
community. The playground was identified as an item the City would install in the first
phase if successful with the RCO grant. RCO grants are open every even year.
ATTACHMENTS:
9 .... ll.f r :...Fill .yg.L!2g.g ..... ,ii,� .... ll,an
CITY COUNCIL COMMITTEE RECOMMENDATION:
RECOMMENDED ACTION: Move to approve Resolution 24-023 for the Golf Park
Playground 24-1610 and authorize the City Manager to submit and carry out all actions
related to the RCO grant for the Golf Park Playground.
ALTERNATIVES:
❑x Take No Action ❑x Refer to Committee
❑ Remove from Consent Agenda
approve Ordinance
❑ Other:
061
❑x Refer to Staff ❑x Postpone Action
❑ Waive Council Rules and
Recreation and
-vaLion Office
Applicant Resolution/Authorization
Organization Name (sponsor) City of Port Townsend
Resolution No. or Document Name Resolution 24-022
Project(s) Number(s), and Name(s) New West side park 24-1695
This resolution/authorization authorizes the person(s) identified below (in Section 2) to act as the authorized
representative/agent on behalf of our organization and to legally bind our organization with respect to the
above Project(s) for which we seek grant funding assistance managed through the Recreation and Conservation
Office (Office).
WHEREAS, grant assistance is requested by our organization to aid in financing the cost of the Project(s)
referenced above;
NOW, THEREFORE, BE IT RESOLVED that:
Our organization has applied for or intends to apply for funding assistance managed by the Office for
the above "Project(s)."
2. Our organization authorizes the following persons or persons holding specified titles/positions (and
subsequent holders of those titles/positions) to execute the following documents binding our
organization on the above projects:
u u oi'ou m�uu uu uuo�iuoi uumVmmu
m�m�mViim
m�mum
RRRRRRRRRRR
II IIIII Ill�llu� ��� Iullll IIIII uuuu P
mm iidm m�m�m iiii ii ml�iu
Grant application (submission thereof)
Carrie Hite
Project contact (day-to-day
Michael Todd
administering of the grant and
communicating with the RCO)
RCO Grant Agreement (Agreement)
John Mauro
Agreement amendments
John Mauro
Authorizing property and real estate
John Mauro
documents (Notice of Grant, Deed of
Right or Assignment of Rights if
applicable). These are items that are
typical recorded on the property with
the county ....
The above persons are considered an "authorized rep rese ntative(s)/agent(s) " for purposes of the documents
indicated. Our organization shall comply with a request from the RCO to provide documentation of persons
who may be authorized to execute documents related to the grant.
3. Our organization has reviewed the sample RCO Grant Agreement on the Recreation and Conservation
Office's WEB SITE at:,hops:l/rco.wa.c�ov/wp-cor�ter�t/uploads/�019/06/Sam IeProreemer�t.pdf. We
understand and acknowledge that if offered an agreement to sign in the future, it will contain an
indemnification and legal venue stipulation and other terms and conditions substantially in the form
contained in the sample Agreement and that such terms and conditions of any signed Agreement shall
be legally binding on the sponsor if our representative/agent enters into an Agreement on our behalf.
The Office reserves the right to revise the Agreement prior to execution.
4. Our organization acknowledges and warrants, after conferring with its legal counsel, that its authorized
representative(s)/agent(s) have full legal authority to act and sign on behalf of the organization for their
assigned role/document.
5. Grant assistance is contingent on a signed Agreement. Entering into any Agreement with the Office is
purely voluntary on our part.
6. Our organization understands that grant policies and requirements vary depending on the grant
program applied to, the grant program and source of funding in the Agreement, the characteristics of
the project, and the characteristics of our organization.
7. Our organization further understands that prior to our authorized rep rese ntative(s)/age nt(s) executing
any of the documents listed above, the RCO may make revisions to its sample Agreement and that such
revisions could include the indemnification and the legal venue stipulation. Our organization accepts
the legal obligation that we shall, prior to execution of the Agreement(s), confer with our authorized
representative(s)/agent(s) as to any revisions to the project Agreement from that of the sample
Agreement. We also acknowledge and accept that if our authorized representative(s)/agent(s) executes
the Agreement(s) with any such revisions, all terms and conditions of the executed Agreement shall be
conclusively deemed to be executed with our authorization.
8. Any grant assistance received will be used for only direct eligible and allowable costs that are
reasonable and necessary to implement the project(s) referenced above.
9. [for Recreation and Conservation Funding Board Grant Programs Only] If match is required for the
grant, we understand our organization must certify the availability of match at least one month before
funding approval. In addition, our organization understands it is responsible for supporting all non -cash
matching share commitments to this project should they not materialize.
10. Our organization acknowledges that if it receives grant funds managed by the Office, the Office will pay
us on only a reimbursement basis. We understand reimbursement basis means that we will only request
payment from the Office after we incur grant eligible and allowable costs and pay them. The Office may
also determine an amount of retainage and hold that amount until all project deliverables, grant
reports, or other responsibilities are complete.
11. [for Acquisition Projects Only] Our organization acknowledges that any property acquired with grant
assistance must be dedicated for the purposes of the grant in perpetuity unless otherwise agreed to in
writing by our organization and the Office. We agree to dedicate the property in a signed "Deed of
Right" for fee acquisitions, or an "Assignment of Rights" for other than fee acquisitions (which
documents will be based upon the Office's standard versions of those documents), to be recorded on
the title of the property with the county auditor. Our organization acknowledges that any property
acquired in fee title must be immediately made available to the public unless otherwise provided for in
policy, the Agreement, or authorized in writing by the Office Director.
12. [for Development, Renovation, Enhancement, and Restoration Projects Only—± our organization owns
the project property] Our organization acknowledges that any property owned by our organization that
is developed, renovated, enhanced, or restored with grant assistance must be dedicated for the
purpose of the grant in perpetuity unless otherwise allowed by grant program policy, or Office in
writing and per the Agreement or an amendment thereto.
13. [for Development, Renovation, Enhancement, and Restoration Projects Only—± your organization DOES
NOT own the property] Our organization acknowledges that any property not owned by our
organization that is developed, renovated, enhanced, or restored with grant assistance must be
dedicated for the purpose of the grant as required by grant program policies unless otherwise provided
for per the Agreement or an amendment thereto.
14. [Only for Projects located in Water Resources Inventory Areas 1-19 that are applying for funds from the
Critical Habitat, Natural Areas, State Lands Restoration and Enhancement, Riparian Protection, or Urban
Wildlife Habitat grant categories; Aquatic Lands Enhancement Account; or the Puget Sound Acquisition
and Restoration program, or a Salmon Recovery Funding Board approved grant] Our organization
certifies the following: the Project does not conflict with the Puget Sound Action Agenda developed by
the Puget Sound Partnership under RCW 90.71.310.
15. This resolution/authorization is deemed to be part of the formal grant application to the Office.
16. Our organization warrants and certifies that this resolution/authorization was properly and lawfully
adopted following the requirements of our organization and applicable laws and policies and that our
organization has full legal authority to commit our organization to the warranties, certifications,
promises and obligations set forth herein.
This resolution/authorization is signed and approved on behalf of the resolving body of our organization by the
following authorized member(s):
Signed
Title
On File at: City of Port Townsend
Date
This Applicant Resolution/Authorization was adopted by our organization during the meeting held:
(Local Governments and Nonprofit Organizations Only):
Location: Port Townsend, Washington
Washington State Attorney General's Office
Approved as to form.. '" _-. 2/13/2020.
Assistant Attorney Genera( Date
You may reproduce the above language in your own format; however, text may not change.
City0f
Port
' m�10
Townsen
Agenda Bill AB24-098
Meeting Date: May 20, 2024
Agenda Item: IX.D
® Regular Business Meeting
❑ Workshop/Study Session
❑ Special Business Meeting
Submitted By: Alexandra Kenyon and Alyssa Rodrigues Date Submitted: May 15,
2024
Department: City Manager
Contact Phone: 360-379-5048
SUBJECT: Council Rules Update- Exhibit C Agenda Format and Exhibit F(1)
Legislative Public Hearing Procedures- Script and tasking Culture and Society with
creating a Workshop Agenda sample to include in the Council Rules Exhibits.
CATEGORY: BUDGET IMPACT:
❑x Consent ❑ Resolution Expenditure Amount: $
❑ Staff Report ❑ Ordinance Included in Budget? Yes ❑ No ❑
❑ Contract Approval ❑ Other: Discussion Item
❑ Public Hearing (Legislative, unless otherwise noted)
❑ 3-Year Strategic Plan: N/A
Cost Allocation Fund: 010-011 GF - Mayor & Council
SUMMARY STATEMENT:
On February 5, 2024, City Council tasked the Culture and Society Committee with
reviewing the need to state the Pledge of Allegiance during meetings. Due to the Pledge
of Allegiance being part of the Council Rules, the Committee felt it was appropriate to
review other items of Council Rules as well, and prepared a longer list of recommended
areas for review. That list was included in A1324-045, approved as part of the consent
agenda on March 4, 2024.
The committee prioritized completing review of two sections. Exhibit C "Agenda Format"
has been revised to bring it into alignment with current council practice, while Exhibit
F(1) "Legislative Public Hearing Procedures — Script" has been reorganized and
simplified to make it easier for public hearing participants to follow. The Committee
reviewed these two Exhibits with the help of City Attorney Heidi Greenwood and City
Attorney Alexandra Kenyon and will continue with its review of other sections of the
Council Rules.
During their review the Committee acknowledged the lack of a Workshop Agenda
sample and would like to be tasked with creating a Workshop Agenda sample to include
in the Council Rules Exhibits.
ATTACHMENTS:
1. Council Rules Exhibit C and Exhibit F(1) Edited Version
2. Council Rules Exhibit C and Exhibit F(1) Clean Version
CITY COUNCIL COMMITTEE RECOMMENDATION: None
RECOMMENDED ACTION: Move to approve Exhibit C- "Agenda Format" and Exhibit
F(1) "Legislative Public Hearing Procedures- Script" and task Culture and Society with
creating a Workshop Agenda sample to include in the Council Rules Exhibits.
ALTERNATIVES:
❑ Take No Action ❑ Refer to Committee ❑ Refer to Staff ❑ Postpone Action
❑x Remove from Consent Agenda ❑ Waive Council Rules and approve Ordinance
❑ Other:
Coof rt PO
'4
,
tiro poi
To�wnsen
CITY OF
PORT TOWNSEND
CITY COUNCIL RULES
OF PROCEDURE
A Comprehensive Collection of Meeting Rules, Coordination
Procedures, Public Hearing Procedures, and Applicable References
from the Revised Code of Washington
Adopted June 19, 2000
Revised October 2, 2000
Revised April 16, 2001
Revised March 4, 2002
Revised April 15, 2002
Revised June 3, 2002
Revised June 17, 2002
Revised August 5, 2002
Revised February 23, 2004
Revised March 1, 2004
Revised February 22, 2005
Revised May 1, 2006
Revised March 3, 2008
Revised September 11, 2014
Revised November 3, 2014
Revised April 8, 2015
Revised June 22, 2016
Revised February 6, 2018
Revised September 17, 2018
Revised April 1, 2019
Revised October 4, 2021
CITY OF PORT TOWNSEND
ARTICLE 1 - CITY COUNCIL MEETINGS .....................
1.1 City Council Meetings ............................................
1.2 Election of Officers .................................................
1.3 Presiding Officer .....................................................
1.4 Quorum...................................................................
1.5 Attendance/Excused Absences ...............................
1.6 Special Council Meetings .......................................
1.7 Council Packet Material ..........................................
1.8 Council Business Meeting Agenda .........................
1.9 Consent Agenda ......................................................
1.10 Workshops..............................................................
1.11 Retreat.....................................................................
1.12 Training/Orientation...............................................
1.13 Council Transparency .............................................
1.14 City Clerk/Minutes/Public Information Access......
............................................1
..............................................1
..............................................1
..............................................2
..............................................2
..............................................2
..............................................2
..............................................3
..............................................3
..............................................3
..............................................4
..............................................4
..............................................4
..............................................5
..............................................5
ARTICLE 2 - CITY COUNCIL MEETING PROCEDURES.................................................5
2.1
Rules of Order..........................................................................................................5
2.2
Motions....................................................................................................................6
2.3
Order of Business.....................................................................................................6
2.4
Public Comment.......................................................................................................6
2.5
Final Agenda Items..................................................................................................7
2.6
Permission Required to Address the City Council..................................................7
2.7
Voting......................................................................................................................8
2.8
Remote Participation by Council Members.............................................................9
2.9
Enacted Ordinances, Resolutions, and Motion........................................................9
2.10
Resolutions...............................................................................................................9
2.11
Ordinances...............................................................................................................9
2.12
Legislative Process for Ordinances, Resolutions, and Motions .............................10
2.13
Reconsideration......................................................................................................10
2.14
Complaints and Suggestions to the City Council..................................................10
2.15
Photographs, Motion Pictures, Video Tape/Permission Required for Artificial
Illumination............................................................................................................11
2.16
Guidelines for Processing New Matters/Suggestion Board...................................11
ARTICLE 3 - DUTIES AND PRIVILEGES OF MEMBERS................................................12
3.1 Forms of Address...................................................................................................12
3.2 Filing City Council Vacancies...............................................................................12
ARTICLE 4 - COMMITTEES, BOARDS, WORD GROUPS AND COMMISSIONS ........ 12
4.1 Committees............................................................................................................12
4.2 General Rules Applicable to Citizen Advisory Boards.........................................13
Revised May 2024 ii Council Rules of Procedure
CITY OF PORT TOWNSEND
4.3 Definitions...............................................................................................
4.4 Purpose and Application.........................................................................
4.5 Scope of Work........................................................................................
4.6 Membership, Nomination and Confirmation Process, and Residency
Requirements..........................................................................................
4.7 Officers/Indemnification and Election ....................................................
4.8 Quorums/Transacting Business..............................................................
4.9 Terms of Office and Vacancies...............................................................
4.10 Conflicts of Interest.................................................................................
4.11 City Council Committee.........................................................................
4.12 Liaison, Representative, and Officer Roles ............................................
4.13 Procedures, Records, and Minutes..........................................................
4.14 Meetings, Open Public Meetings Act, and Public Records Act .............
4.15 Communications to the City Council ......................................................
4.16 Compensation and Reimbursement of Expenses ....................................
4.17 Lobbying Efforts.....................................................................................
...........15
...........16
...........16
...........16
...........16
...........16
...........16
...........19
...........19
...........20
...........20
...........20
ARTICLE 5 - RELATIONS WITH CITY MANAGER & ADMINISTRATION ................20
5.1 Role of the City Manager.......................................................................................20
5.2 Administrative Interference by Council Members................................................21
5.3 Administrative Complaints Made Directly to Individual Council Members ......... 21
5.4 Administrative Complaints....................................................................................21
5.5 City Manager Evaluation.......................................................................................21
ARTICLE 6 - PUBLIC HEARING PROCEDURES...............................................................22
6.1 Appearance of Fairness Doctrine...
6.2 Actions for a Public Hearing..........
ARTICLE 7 - REIMBURSEMENT
...................................................................22
...................................................................24
7.1 Purpose...................................................................................................................24
7.2 Travel Expenses and Reimbursement....................................................................24
7.3 Travel — Authorization — When Required..............................................................25
Exhibit A Resolution 98-044, Establishing a Policy of Action Minutes................27
Exhibit B Parliamentary Procedure at a Glance....................................................29
ExhibitC Agenda Format.........................................................................................31
Exhibit D List of Standing Committees and Mission Statements .........................32
Exhibit E City Manager Evaluation Form.............................................................34
Exhibit F Public Hearing Procedures.....................................................................41
Appendix 1 Proclamation Policy.................................................................................55
Revised May 2024 iii Council Rules of Procedure
CITY OF PORT TOWNSEND
Policy Statement: The Council Rules should be considered a means to an end and not an end in
themselves. If used well, rules of order will advance fundamental goals and principles. They
will help the Council spend its time well and make good decisions on behalf of the community.
The rules should not become the master and the primary focus for the meeting. The "horse" (the
principles) should come before the "cart" (the rules).
Land Acknowledgement: The land that we know as Port Townsend was first known as a
thriving village of the S'Klallam People; this village was called gatay ("kuh-tai"). The
S'Klallam's well-known chief, cicmahan ("cheech-muh-Kann"), or Chetzemoka, was born at
gatay in 1808. While this area belonged, and still belongs, to the S'Klallams, it is acknowledged
that other local tribes camped along the beaches as they visited or moved along in their travels.
The City of Port Townsend honors the sovereignty and treaty rights of the three
S'Klallam/Klallam Tribes that are tied to this area and continues to strive in partnership for the
betterment of our local Indigenous Peoples.
Revised May 2024 iv Council Rules of Procedure
CITY OF PORT TOWNSEND
ARTICLE 1 — CITY COUNCIL MEETINGS
1.1 City Council Meetings.
(a) All regular meetings of the City Council shall be held at the times and locations specified
by applicable ordinances and resolutions of the City Council.
(b) All meetings of the City Council and committees thereof shall be open to the public,
except as provided for in RCW 42.30.110 or RCW 42.30.140.
(c) The Pledge of Allegiance may be recited before any regular meeting, special meeting,
workshop, and committee meeting of the City Council. For example, the Pledge of
Allegiance may be recited at meetings scheduled on or around such holidays as Flag
Day, Independence Day, or any other appropriate occasion.
(d) The Presiding Officer may recite the Land Acknowledgment before City Council
meetings held during the week of Indigenous Peoples Day, during Native American
Heritage month, or on any other appropriate occasion.
1.2 Election of Officers. Procedures for electing officers are as follows:
(a) Biennially, at the first meeting of a new City Council, Council members shall choose a
presiding officer from their number who shall have the title of Mayor. In addition to the
mayoral powers listed in RCW 35A.13.03 0, the Mayor shall continue to have all the
rights, privileges and immunities of a Council member. 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 35A.13.030 and RCW 35A.13.035.
The Mayor and Deputy Mayor can be changed by a super majority vote of the City
Council.
If a permanent vacancy occurs in the office of Mayor or Deputy Mayor, the Council
members, at their next regular meeting, shall select a Mayor or Deputy Mayor from their
number for the unexpired 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
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.
(c) Except when there is only one 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 results.
Revised May 2024 1 Council Rules of Procedure
CITY OF PORT TOWNSEND
(d) In the event the City 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 Council members agree on a
Mayor, at which time the role of Acting Mayor and Acting Deputy Mayor shall cease
and terminate.
(e) Following the election for Mayor, the newly elected Mayor shall conduct the election for
Deputy Mayor following the same process as described for the election of the Mayor.
1.3 Presiding Officer. The Mayor shall preside at meetings of the Council, 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, Mayor Pro Tempore selected
by the Council members shall act as Mayor during the continuance of the absences. The Mayor
or Deputy Mayor are also referred to as "Presiding Officer" in these Rules of Procedure.
(a) The Presiding Officer shall preserve order and decorum, confining Council members to
debate the question under discussion.
(b) 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 Council member by reason of acting as
the Presiding Officer.
1.4 Quorum. At all meetings of the City Council, four Council members, who are present
and eligible to vote, shall constitute a quorum for the transaction of business. A number less
than four 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 such adjournment
be posted on the exterior Council chamber doors per RCW 42.30.090. Council meetings
adjourned under the previous provision shall be considered regular meetings for all purposes.
1.5 Attendance/Excused Absences. RCW 35A.12.060 provides that Council members shall
forfeit their office by failing to attend three consecutive regular meetings of the Council without
being excused by the City Council. Council members should notify the City Clerk, the City
Manager, and the Presiding Officer of any absences at least fourteen days prior to the meeting, if
possible. If not possible, Council members must notify the City Clerk, the City Manager, and the
Presiding Officer at the earliest possible time. Barring any objections, prior notification of the
absence to the Presiding Officer will be considered an excused absence. Excusing unnoticed
absences will be considered as part of the consent agenda at the following business meeting.
1.6 Special Council Meetings. Procedures for setting a special meeting are as follows:
Revised May 2024 2 Council Rules of Procedure
CITY OF PORT TOWNSEND
(a) A special meeting may be called by the Presiding Officer or any four Council members.
(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.
(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 that 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 per RCW 42.30.080.
(e) Special meetings do not include a consent agenda or general public comment.
1.7 Council Packet Material. Council members should read the agenda material and ask
clarifying questions prior to the City Council meeting, when possible.
1.8 Council Business Meeting Agenda/Consent Agenda. The City Clerk, under the
direction of the City Manager, will arrange a list of proposed matters according to the order of
business and prepare an agenda for the City Council. After the proposed agenda has been
approved by the Mayor and Deputy Mayor, a copy of the agenda and supporting materials will
be prepared for Council members, the City Manager, the public, the city website and the press
and any staff member who has requested a packet, on or before 4:30 p.m., four calendar days
before a regular City Council meeting. The Presiding Officer, three Council members, or the
City Manager may introduce a new item to the agenda at a meeting.
As part of any regular business meeting, the Presiding Officer will seek suggestions for the
current or future agenda from Council Members.
1.9 Consent Agenda. The City Manager, in consultation with the Presiding Officer, shall
place matters on the consent agenda that:
Revised May 2024 3 Council Rules of Procedure
CITY OF PORT TOWNSEND
(a) Have been previously discussed by the City Council;
(b) Are based on the information delivered to Council members by the administration that
can be reviewed by a Council member without further explanation; or
(c) Are so routine, technical or "housekeeping" in nature that passage without discussion is
likely.
Since adoption of any item on the consent agenda implies unanimous consent, any Council
member 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 item on the agenda for the current or a future meeting.
The proper City Council motion on the consent agenda is as follows: "I move adoption of the
consent agenda." This motion shall be non -debatable and will have the effect of moving to adopt
all items on the consent agenda, although Council members may ask clarifying questions.
1.10 Workshops. The primary purpose of workshops is to shape significant policy and aiding
in the development of items that will ultimately require City Council action. Agenda items are
intended to be substantive and not include day-to-day operational issues or routine, procedural
items.
No final action will be taken. The City Council will provide direction and recommendations by
consensus. However, if there is not clear consensus on an item, a motion may be made and a vote
taken.
Unless otherwise noted or announced by the Presiding Officer, public comment will be allowed
on each agenda item following the staff presentation and Council question and answer period.
Workshop agendas do not include general public comment.
The City Clerk, under the direction of the City Manager, and with the advice of the Mayor and
Deputy Mayor shall arrange a City Council workshop agenda for the meeting. After the
proposed agenda has been approved by the Mayor and Deputy Mayor, 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., four (4) calendar days before the City Council
workshop.
1.11 Retreat. The City Council shall hold an annual Strategic and Work Plan Retreat with
optional additional quarterly retreats to create or review the Strategic and Work Plans for the
year and subsequently confer with Staff on progress and possible adjustments.
Revised May 2024 4 Council Rules of Procedure
CITY OF PORT TOWNSEND
1.12 Training/Orientation.
(a) Open Public Meetings Act. Every new Council member is required to complete Open
Public Meetings Act (OPMA) training within ninety days of taking the oath of office.
Thereafter, every Council member must complete OPMA training every four years.
(b) Public Records Act. Every new Council member is required to complete Public Records
Act and Preservation and Destruction of Public Records (PRA) training within ninety
days of taking the taking the oath of office. Thereafter, every Council member must
complete PRA training every four years.
(c) Council members are strongly encouraged to attend the Association of Washington Cities
Elected Officials training during their first year in office.
(d) As new Council members join the City Council, the City Manager and City Clerk will
host an orientation program that provides an opportunity for new Council members to
tour City facilities, learn about the City technology, and ask any questions about City
operations and procedures.
1.13 City Council Transparency. The City Council is dedicated to open and transparent
communication, discussion, and governance. Council members and the public should have
sufficient time to thoroughly study an issue and ask any questions. In determining whether to
proceed to final action, the Council members should consider whether the matter is urgent,
routine, or in need of significant public process. Many routine matters may be completed in one
meeting; more complicated issues may require more time to completely understand before
deciding. The goal is ensuring that the Council members and the public have adequate time to
study issues and ask questions.
1.14 City Clerk/Minutes/Public Information Access. The City Clerk shall be ex-ofcio
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 April 6, 1998, and attached as Exhibit A. In the
absence of the City Clerk, the City Clerk shall appoint a replacement to act as Clerk -of -the -
Council. The City Clerk shall record the proceedings of all public hearings, regular meetings,
workshop sessions, hearings, special sessions, and other meetings when possible. The recordings
shall be posted on the City website. All regular meetings, workshop and study sessions shall be
live streamed on the City website for public informational purposes if held in appropriate venue.
End ofArticle I City Council Meetings
ARTICLE 2 - CITY COUNCIL MEETING PROCEDURES
2.1 Rules of Order. Rules of order not specified by statute, ordinance or resolution shall be
governed by the most recent edition of Robert's Rules of Order - as published by the Roberts
Rules Association. A quick reference chart of the most common "Rules of Order" questions is
attached as Exhibit B.
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(a) Council members should speak to the issues in a civil manner, respecting the viewpoints
of others, focusing on the issue at hand, sharing their own motives and reasons for
supporting or not supporting an item for discussion, in a polite manner towards each
other and the public.
(b) Council members shall have five minutes, maximum, per comment (instead of the 10
minutes provided in Robert's Rules). This is waived unless a Council member raises an
objection.
2.2 Motions. All items of business placed before the City Council that require the
expenditure of City Council or administration resources shall be in the form of an affirmative
motion. Affirmative motions are preferred to prevent "approval by default" of a failed negative
motion.
2.3 Order of Business. The accepted order of business for the first and second regular
business meeting of the City Council shall be transacted as shown in the attached Exhibit C
Agenda Format; provided, however, that the Presiding Officer may, during a City Council
meeting, rearrange items on the agenda to conduct the business before the City Council more
expeditiously. This accepted order of business may also be changed from the format shown by a
majority of the full City Council.
2.4 Public Comment. The City Council desires to allow a maximum opportunity for public
comment. However, the business of the City must proceed in an orderly, timely manner. At any
time, the Presiding Officer, in the Presiding Officer's discretion, may set such reasonable limits
as are necessary to prevent disruption of other necessary business.
(a) Public comment on items not on the agenda and the consent agenda are limited to a total
of 30 minutes per meeting unless revised by the Presiding Officer; speakers will be
allotted three minutes per individual. For an item not on the agenda that, based on the
number of persons indicating an intent to speak, may require more than 30 minutes for
public comment, consideration will be given to setting an agenda item at a future City
Council meeting for public comment on the item. After the comment period, the
Presiding Officer may recognize the City Manager for the limited purpose of providing a
brief response, or comment, or summary of expected action. No debate of the merits of
the item should occur at this time.
(b) Any member of the public who wishes to address the City Council on an item on the
current agenda shall make such request to the Presiding Officer at the time when
comments from the public are requested during the agenda item discussion. The
Presiding Officer may impose a reasonable time limit (for example thirty minutes) in
order to ensure that the City Council may complete the agenda in a timely manner.
(c) In person comments shall be made from the microphone, first giving the speaker's name
and relationship to the City, i.e. live or work in the city limits. No in person comments
shall be made from any other location, and anyone making "out of order" comments shall
be subject to removal from the meeting.
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(d) Persons attending a meeting remotely may be able to make public comment if they are
logged in through the remote meeting platform, otherwise remote attendance will not
allow for public comment. Persons attending a meeting remotely who wish to make
public comment must use the raise your hand function on the remote meeting platform.
When asked by the Presiding Officer, the clerk will unmute the speaker for three
minutes. Remote speakers should also begin their comments by stating their names and
relationship to the City.
(e) Persons may also submit public comment via the form on the City's website. Written
public comment is limited to 2350 characters. Comments must be submitted by two
hours before the start of the meeting to be included in the record for that meeting.
Comments submitted after two hours prior to the start of the meeting will be included in
the record of the subsequent meeting. The form includes a space for commenters to
include their names and relationship to the City. Persons should be aware that any
information they include in their comments will be maintained as part of the public
record.
(f) All comments shall be addressed to the City Council. There will be no demonstrations
during or at the conclusion of anyone's presentation.
(g) These rules are intended to promote an orderly system of holding a public meeting, to
give every person an opportunity to be heard and to ensure that no individuals are
embarrassed by exercising their right of free speech.
2.5 Final Agenda Items:
(a) Convening of an executive session is normally shown on each meeting agenda; if added
after the agenda is published, it will be announced by the Presiding Officer after the Roll
Call. Before convening an executive session, the Presiding Officer will announce the
reason for and anticipated length of the executive session.
(b) The agenda shall provide a time when the Presiding Officer ("Presiding Officer's
Reports") or Council members ("Comments From Council Members") may bring before
the City Council any business that they feel should be deliberated upon by the City
Council or added to future agenda. These matters need not be specifically listed on the
agenda, but formal action on such matters should be deferred until a subsequent City
Council meeting unless the matter requires immediate action. Council Committee Chairs
may use this time to update the full City Council on the work of the Committee. There
shall be no lectures, speeches or grandstanding.
(c) Meetings should end before 9:30 p.m. The City Council shall be deemed to have
approved an extension of the meeting beyond 9:30 p.m. unless a member requests a vote
to whether to extend or adjourn. A new time limit must be established before taking a
Council vote to extend the meeting. The items not acted upon or considered shall be
deferred to the next regular City Council meeting.
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(d) In the event of emergency, such as a fire, threatened violence, or inability to regain good
order, the Presiding Officer shall forthwith declare the meeting adjourned and the City
Council shall immediately leave the premises. If possible, the City Council should
reconvene at another location selected by a majority vote of the members. If the City
Council reconvenes the meeting in another location, the City Council may only take
action on matters appearing on the agenda and members of the press shall be allowed to
attend. The minutes of the meeting shall state the reason for the emergency or
disruption.
2.6 Permission Required to Address the City Council. Persons other than Council
members and administration shall be permitted to address the City Council upon recognition or
introduction by the Presiding Officer or the chair of the appropriate City Council committee.
Groups may also request time on the agenda for a special presentation, including a proclamation,
by contacting the Presiding Officer or the City Clerk at least three weeks prior to the meeting.
The Presiding Officer may waive the notice.
2.7 Voting. The votes during all meetings of the City Council shall be transacted as follows:
(a) Unless otherwise provided for by statute , ordinance, or resolution, all votes shall be
taken by voice, except that at the request of any Council member, a roll call vote shall be
taken by the City Clerk. The order of the roll call vote shall be determined by the
Presiding Officer.
(b) In case of a tie in votes on any proposal, the proposal shall be considered lost.
(c) Council members who were in or near the Council chambers when the question was put,
shall give their votes unless the City Council, for stated, special reasons, shall excuse
those members by motion. Council members who are not excused from voting, and who
do not vote, shall have their votes counted as "no."
(d) The passage of any ordinance, grant or revocation of franchise or license, any resolution
for the payment of money, any approval of warrants, and any resolution for the removal
of the City Manager shall require the affirmative vote of at least a majority of the whole
membership of the City Council.
(e) The passage of any public emergency ordinance (an ordinance that takes effect
immediately), expenditures for any calamity or violence of nature or riot or insurrection
or war, and provisions for a lesser emergency, such as a budget amendment, shall require
the affirmative vote of at least a majority plus one of the whole membership of the City
Council.
(f) The passage of any motion or resolution shall require the affirmative vote of at least a
majority of the membership of the City Council who are present and eligible to vote,
unless otherwise required by provisions of Washington law, the Port Townsend
Municipal Code, or these rules.
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(g) In the situation when the City Attorney states that a Council member's participation
would violate or appears to be violating the appearance of fairness doctrine by the
members failure to recuse, a super majority (majority plus 1 of members present) of the
nonaffected Council members may vote to require the affected member not to participate
in a particular proceeding, and if so, the affected Council member's vote shall not be
counted and the affected Council member shall not participate in the proceeding.
(h) A motion or request by a Council member (with or without a second) to "call the
question" (or similar words indicating an intent to terminate further debate and take a
vote on a pending motion) allows a vote on the pending motion to immediately take
place, unless any Council member requests that the motion to "call the question" be put
to a vote, in which case, debate is only terminated if adopted by a 2/3 vote of the Council
members present.
2.8 Remote Participation by Council Members. Teleconference or videoconference
participation by Council members may be allowed, but is not preferred, and is subject to
reasonable technical availability at the meeting location.
Requests to use teleconference or videoconference participation should be limited and will be
granted barring any objections. Adequate notice for these requests must be conveyed to the City
Clerk and the Presiding Officer to permit installation of the required equipment prior to the
specified City Council meeting or meetings. In such case, a microphone pickup must allow the
teleconference or videoconference participant to engage in the City Council discussion and be
heard. If possible, remote members should turn on cameras during meetings. Teleconferencing or
videoconferencing charges are to be at the Council member's own expense, unless waived in the
City Council motion.
2.9 Enacted Ordinances, Resolutions, and Motions.
(a) An enacted ordinance is a legislative act prescribing general, uniform, and permanent
rules or regulations relating to the operation and corporate affairs of the municipality.
The City Council action shall be taken by ordinance when required by law or when such
conduct is enforced by penalty.
(b) An adopted resolution is an administrative act, which is a formal statement of policy
concerning matters of special or temporary character. City Council action shall be taken
by resolution when required by law and in those instances when an expression of policy
more formal than a motion is desired.
(c) An adopted motion is a form of action taken by the City Council to direct that a specific
action be taken on behalf of the municipality. A motion, once approved and entered into
the record, is the equivalent of a resolution in those instances where a resolution is not
required by law, and where such motion is not in conflict with existing State or Federal
statutes, City ordinances, resolutions or these rules.
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2.10 Resolutions. A resolution may be put to its final passage on the same day on which it
was introduced. However, the City Council may invoke the two (2) reading procedure as
described below to facilitate public understanding or comment on the resolution. The title of
each resolution shall, in all cases, be read prior to its passage; provided, should a Council
member request that the entire resolution or certain of its sections be read, such requests shall be
granted. Public copies will be available on the City website.
2.11 Ordinances. The procedures for passing ordinances are as follows:
(a) A Council member may, in open session, request of the Presiding Officer that the City
Council study the wisdom of enacting an ordinance. The Presiding Officer then may
assign the proposed ordinance to the administration, a committee, or the committee -of -
the -whole for consideration. The committee or administration shall report its findings to
the City Council. The City Manager may propose the drafting of ordinances, per RCW
35A.13.080. Citizens and Boards and Commissions may also propose consideration of
ordinances and resolutions.
(b) All ordinances should have separate readings at two separate City Council meetings. At
each reading, the title of an ordinance shall, in all cases, be read prior to its passage;
provided that should a Council member request that the entire ordinance or certain of its
sections be read, such request shall be granted. Copies should be made available on the
City website prior to the meeting.
(c) Any ordinance repealing any portion of the Port Townsend Municipal Code shall also
repeal the respective portions of the underlying ordinance(s).
2.12 Legislative Process for Ordinances, Resolutions, and Motions. Prior to final passage
of all ordinances, resolutions or motions, such documents or proposals shall be designated as
DRAFTS. All such drafts shall also be dated to include the most recent revision.
(d) PROPOSED DRAFTS may contain the name of the group, organization, committee or
individual originating, initiating, or sponsoring the proposal prior to the first presentation
to the City Council when vote is taken directing some official action or further
consideration. Proposed drafts may be initiated by citizens or by boards, commissions,
or other task groups. All such drafts shall be dated.
(e) COUNCIL DRAFTS shall be documents or proposals which have been presented in
open session and voted on by the City Council when the resultant City Council action
was other than passage or a vote to cease further consideration
2.13 Reconsideration. Any action of the City Council, other than final passage of resolutions
or ordinances or any action previously reconsidered, shall be subject to a motion to reconsider,
including final action on applications for legislative changes in land use status. Reconsideration
can be requested only by motion of a member of the prevailing side of the original motion or
from a member who had an excused absence the night of the vote. A motion to reconsider an
action must be made within thirty days for action to be reconsidered. A motion to reconsider is
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debatable only if the action being reconsidered is debatable. Upon passage of a motion to
reconsider, the subject matter is returned to the table anew for any action the City Council deems
advisable.
2.14 Complaints and Suggestions to the City Council. When citizen complaints or
suggestions are brought before the City Council covering an issue not on an agenda through
public comment, City Council correspondence, or other method, the Presiding Officer shall first
determine whether the issue is legislative or administrative in nature and then:
(a) If legislative, and a complaint about the letter or intent of legislative acts or suggestions
for changes to such acts, and if the City Council finds such complaint suggests a change
to an ordinance or resolution of the City, the Presiding Officer should refer the matter to
the City Manager for study and recommendation as part of the Suggestion Board.
(b) If administrative, and a complaint regarding administrative staff performance,
administrative execution of legislative policy, or administrative policy within the
authority of the City Manager, the Presiding Officer should then refer the complaint
directly to the City Manager for review, if the complaint has not been so reviewed. The
City Council may direct that the City Manager brief or report to the City Council when
the City Manager's response is made.
2.15 Photographs, Motion Pictures, Video Tape/Permission Required for Artificial
Illumination. No photographs, motion pictures, or videotapes that require the use of
flashes, flood lights, or similar artificial illumination shall be made at City Council
meetings without the consent of the Presiding Officer or a majority of the City Council.
2.16 Guidelines for Processing New Matters/Suggestion Board.
(a) The goal of this guideline is to provide a process that allows the City Council to consider
proposals that are not part of the approved budget or work plan in a cumulative, orderly
process with opportunity to take into consideration the impact of a new project on both
existing projects and other proposed projects. This rule does not apply to routine matters
that do not involve significant staff or City Council time (for example, contract
approvals, proclamations).
(b) New matters may come from advisory boards, Council members, or citizens. New
matters should be referred to the City Manager who will consider whether the matter fits
within the City's work plan prior to forwarding the recommendation to the City Council.
The City Manager may choose to table a request until such time as the City has sufficient
resources to assist in completing the task. The City Council may consider the items on
the Suggestion Board during the annual work plan retreat.
(c) Approximately bimonthly, the City Manager shall present to the City Council a "list of
new proposals" (including proposals the City Council previously indicated should be
carried forward on the list of proposals for further consideration or action) that may have
come up or been suggested for the City Council. This list will include the City
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Manager's action on any item: adding to the work plan, tabling the request, or referring
to an outside agency or body. Resolved items will be removed from the suggestion board
after they have been reported by the City Manager to the City Council. Tabled items
may be removed from the suggestion board after the annual work plan retreat.
(d) The City Council may, by a vote of the majority, choose to act on any tabled item. In
doing so, the City Council shall consider the following:
1. Estimate of time, staff resources and cost (administrative and monetary) to
implement the proposal;
2. Estimate of impact of implementing the new proposal on existing projects;
3. Consistency with adopted plans and policies; and
4. Ability of the City to resolve the matter.
(e) At the meeting(s) which the City Council considers new proposals, public comment on
all the items shall be limited to thirty (30) minutes total. The Presiding Officer may
allocate this time as necessary among items, giving consideration to the number of
persons who have indicated an intent to speak. A majority plus one of the full Council
(five members) may approve a motion to extend the above time limits. Such motion
shall be non -debatable.
(f) Generally, the City Council should discuss the list of new proposals at a business
meeting, and place items for possible action on the next Council meeting when New
Business is considered.
End ofArticle 2 City Council Meeting Procedures
ARTICLE 3 - DUTIES AND PRIVILEGES OF MEMBERS
3.1 Forms of Address. The Mayor should be addressed as "Mayor (surname)." The Deputy
Mayor should be addressed as "Deputy Mayor (surname)." Council members should be
addressed as "Councilor (surname) or "Council member (surname)."
3.2 Filling City Council Vacancies. If a vacancy occurs in the office of a Council member,
the City Council will follow the procedures outlined in RCW 42.12.070. In order to fill the
vacancy with the most qualified person available until an election is held, the City Council will
widely distribute and publish a notice of the vacancy, the procedure, and any application form
for the vacancy. The City Council will draw up an application form which contains relevant
information to answer set questions posed by the City Council. The application forms will be
used in conjunction with a public interview of each candidate to aid the City Council's selection
of the new Council member.
End ofArticle 3 - Duties and Privileges ofMembers
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ARTICLE 4 - COMMITTEES, BOARDS, WORK GROUPS, AND COMMISSIONS
4.1 Committees. The City of Port Townsend is a Council -Manager form of government and
has adopted a committee structure applicable to the normal Council -Manager system. The City
is constantly working to improve the ways in which the public can meaningfully access the City
Council and how the City Council engages with, and encourages, public involvement. The City
values community volunteerism and recognizes its importance in promoting the City's health,
safety, and wellbeing. The procedures governing all committees, boards and commissions, and
task force groups established by the City Council or involving a Council member, shall be as
follows:
(a) All standing committees shall be established or provided by City Council resolution. See
Exhibit D for current standing committees.
(b) All other City Council committees, boards and commissions, and task force group rules
or operating procedures shall be established by the City Council directive with special
attention to RCW 35A.13.120 and the rules provided in Section 4.2, after consultation
with the City Manager. Such committees, boards and commissions, and task force
groups enabling legislation shall be subject to periodic review to determine whether its
function continues to be necessary and an appropriate use of City and volunteer
resources.
(c) Committees, boards and commissions, and task force groups shall make
recommendations, when appropriate, on proposed ordinances, resolutions, and motions
within their area of responsibility or interest, before action is taken by the City Council.
The appropriate spokesperson shall present the recommendations that could lead to final
action during the discussion of the business item on the City Council agenda. The City
Council values community input and will work with staff liaisons and volunteer
members to ensure the groups have adequate training to record recommendations in the
form of a motion from the body so recommendations may be forthcoming to the City
Council.
(d) For Advisory Boards, appointments shall be made by the City Council after nomination
by the Mayor.
(e) Council member appointments shall be made by the Mayor subject to confirmation by the
City Council.
4.2 General Rules Applicable to Resident Advisory Boards. All Advisory Boards, Task
Forces, and other bodies should assist in completing the City's adopted work plan. Their work
plans should coordinate with the City's strategic, functional, and work plans.
4.3 Definitions.
(a) An "Advisory Board" means any resident committee or commission created by the City
Council to give advice on particular subjects and perform such other functions as
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prescribed by the City Council. Advisory Board also includes task force groups,
subcommittees, or working groups formed by City Council resolution for short periods of
time or for specific tasks. Each Advisory Board will operate under the direction of and
coordinate with one of the standing City Council committees.
(b) Committees: Council members appointed to study particular topics. Committees may be
standing or ad hoc depending on the topic to be studied and the needs of the City.
(c) Commissions: Statutory bodies such as the Planning Commission or the Lodging Tax
Advisory Committee
(d) Task Force: a body appointed by the City Council to study or work on a particular
subject or problem for a set project. A task force will cease to meet upon completion of
its charge as given by the City Council.
4.4 Purpose and Application. The purpose of this section is to establish general provisions
applicable to all Advisory Boards, Commissions, and Task Forces. The provisions of this article
govern all Advisory Boards unless otherwise specifically provided by ordinance, motion, or
resolution of the City Council, or as may be required by State law. In establishing an Advisory
Board, the City Council shall consider the following:
(a) Scope of work, and clear task description, including whether it is legislative or
administrative;
(b) Term and sunset provisions;
(c) Membership, nomination and confirmation process, and residency or other special
member requirements;
(d) Place of board within City or City Council structure and to whom the Board will report:
(e) Council committee assignment and City Council committee liaison assignment;
(f) Time frames for board action on tasks;
(g) Time frames for City Council or committee action; for example, periodic review or
intenm reports;
(h) Staffing, if any, for Advisory Boards and identification of which City Department bears
any staffing responsibility or expense for board; and
(i) Any other matters appropriate to the Advisory Board's work
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4.5 Scope of Work.
(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
the appointed 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 or governing committee may determine any specific guidelines or tasks
to be referred to the Advisory Board by motion or resolution. if a majority of the board
desires to be tasked with an additional project, a resolution will be forwarded through the
City Manager's office to the City Council for consideration. The City Manager will
consider whether the project fits within the City's work plan prior to forwarding the
recommendation to the City Council. The City Manager may choose to table a request
until such time as the City has sufficient resources to assist the body in completely the
task. The City Council will review any tabled requests when formulating the City's work
plan. The City Council recognizes the value of community input in the governing
process and encourages generative discussion within Advisory Boards but also must
balance the needs of the entire City.
(c) Each Advisory Board should develop a work plan as defined by its enabling legislation
and submit an annual plan for approval to the governing Council committee. This annual
work plan should be consistent with City Council's own strategic priorities,
comprehensive plan, and functional plans. Staff, Council committee liaison, and the
board chair will work together to coordinate the drafting and submission of the Board's
annual work plan. For boards that have a working budget and pre-existing funding
stream, the work plan must be submitted during the City Council's budget cycle.
(d) The scope of work for the Commissions, such as the Lodging Tax Advisory committee
and the Planning Commission, is set by statute. The City Council may refer additional
projects or work to the statutory bodies that are related to their statutory remit.
Commissions may also request to additional projects using the process above.
4.6 Member Requirements, 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 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, serving
on an Advisory Board shall be a resident of, own a business located in, or work in the
City.
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(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 and advertised
according to City procedures. All applications received shall be reviewed by the Mayor
who will confer and work with the City Council committee liaison to conduct an
interview of the candidates and recommend the appointment to the City Council for 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 City Council shall include ending date and term for the
position to which the person is appointed and such information shall be entered into the
City Council minutes.
(e) At the expiration of a member's term, the member may, at the discretion of the City
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) Advisory Board membership shall constitute a cross section of related interests. The City
values community diversity among members serving on its boards.
(g) While volunteers are not limited to serving on more than one board at a time, pre-existing
appointments on other boards will be a factor in any new nomination.
4.7 Officers Identification and Election. Each Advisory Board shall elect from its
membership a presiding officer who will be referred to as "Chair." The Chair shall serve in this
capacity for one full calendar year, or until their successor is elected, or until 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.
4.8 Quorums/Transacting Business. A majority of the appointed members of the Advisory
Board 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.
4.9 Terms of Office and Vacancies. Appointments to boards shall be provided in the
resolution establishing or providing for a Board. 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 City Council action based on the City
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 board or its members. A member
voluntarily forfeits their position by the occurrence of three (3) consecutive and unexcused
absences.
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4.10 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 matter in question. Upon appointment, members shall complete and
sign an acknowledgement that they have been given and reviewed the City's Code of Ethics. All
Advisory Board Members shall complete a Code of Ethics, Open Public Meetings Act, and
Public Records Act training in -person during their appointment and shall complete the next
available offering.
4.11 City Council Committee. Each Advisory Board, Task Force, and statutory body (other
than the Planning Commission) will be assigned to a City Council committee. The City Council
committee will be responsible for monitoring the body's work and ensuring that it meets the
needs of the City and contributes to moving the City's work plan forward.
4.12 Liaison, Representative, and Officer Roles.
(a) A City Council committee liaison shall be available to each Advisory Board for the
purpose of providing a constructive relationship and open channel of communication
between the City Council committee, the full City Council, and the Advisory Board
without implying direction, review, or management of the activities of the Advisory
Board. The Mayor will make appointment recommendations to the full City Council for
the Council committee liaison appointments. The City Council committee liaison should
review the Advisory Board's agendas and minutes and stay apprised of the Advisory
Board's work. The City Council committee liaison may attend meetings as appropriate
but is not a voting member of the Advisory Board. The City Council committee liaison
should address any concerns regarding the Advisory Board to the City Manager. A City
Council committee liaison may not be appointed to the statutory commissions. If
appropriate, the City Council committee may assign a City Council committee liaison to
a task force. Liaison functions and duties may be further defined or directed by the
Presiding Officer with concurrence of the City Council.
City Council committee liaisons to the Planning Commission should refrain from
engaging in any activity that could be construed as demonstrating bias or as engaging in
ex parte communications. Such activities could include facial expressions or body
language, engaging in conversations with citizens, or other such activities.
(b) The City Manager may appoint a primary staff liaison for each committee, board or
commission, or task force group, to ensure that meeting notifications and recordkeeping
occurs consistent with applicable State laws; to provide professional guidance, issue
analysis and recommendations; to assist the board with research, report preparation, and
correspondence in keeping with the board's City Council -approved work plan; and to
perform other liaison duties as may be assigned by the City Manager. Incorporated by
reference herein, Article 5, Relations with City Manager and Administration, Section 5.1,
City of Port Townsend Council Rules, and Chapter 35A.13 RCW. The role of the staff
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liaison is as follows:
to provide factual information upon which the members can rely in making their
decisions and formulating their advice to the Mayor, the City Council, and City
Administration;
2. to facilitate the meeting process by working with the Chair to schedule
meeting times, dates, and locations, so as not to conflict with other City
functions and activities;
3. to ensure that the City's policies on open meetings and public records are
adhered to at all times by the committee, board or commission, or task force
group;
4. to coordinate with the Chair on the various activities of the committee, board
or commission, or task force group;
5. to provide continuity to the work of the committee, board or commission, or
task force group by maintaining complete files of the work of the committee,
board or commission, or task force group;
6. to facilitate access to these records upon request by any member, City official,
City employee, and members of the public; and
7. to facilitate communication with the City Manager to ensure that the activities
of the body are consistent with the City's adopted work plan. To ensure that
advisory board members receive the appropriate training and background
information, including governing legislation.
(c) A Chair is selected annually by the Advisory Board members and shall serve a term of
at least one full calendar year. The membership may request of the City Council that a
Chair continue to serve for more than one year. The Chair's role is to:
1. Call meetings;
2. Chair meetings;
3. Set the meeting agendas in concert with appointed staff and the City Council
committee liaison;
4. Coordinate with appointed staff, the City Council Committee liaison, and City
Manager, the City's needs, policies, and interests, when determined, and to
communicate the same to the members on any matters under discussion or
consideration;
5. Serve as the focal point of communication between individual members and
staff and the City Council committee liaisons;
Revised May 2024 18 Council Rules of Procedure
CITY OF PORT TOWNSEND
6. Serve as parliamentarian, ensuring that proper parliamentary procedures are
followed at all times: and
7. Foster leadership development in the Board for purposes of succession
planning.
(d) Resident Advisory Boards must be aware and cognizant of the following:
All meetings are to be conducted in public session, noticed in accordance with
State Law, and in compliance with the Open Public Meetings Act and Public
Records Act;
2. Individual members and the collective group should strive to be fair, impartial and
respectful of the public, staff, and each other;
3. Members should respect the limitations of their individual and collective
authority. The role of the committee is to advise the City Council. The
appointment does not empower the committee to make final decisions, unless
authorized by State law or the group's enabling legislation;
4. Members should appreciate differences in approach and point of view, whether
from each other, the community, the City Council, or staff,
5. Each member should participate in the group's discussions and work assignments,
without dominating the discussion or activity of the committee;
6. The Chair should ensure that all members have a fair, balanced and respectful
opportunity to share their knowledge and perspective;
7. Members should attempt to reach consensus on issues. If consensus is not
possible, strong differing opinions should be recorded and acknowledged in the
committee's report to the City Council.
Members should be transparent and shall disclose any information, interest or
relationship of the member in or connected or related to the nature of the work
being undertaken by the committee and in the method and timing for conveyance
of recommendations to the City Council.
4.13 Procedures, Records, and Minutes. Rules of order not specified by statute, ordinance
or the City Council generally will be governed by the most recent version of Robert's Rules of
Order Newly Revised, 12'h edition, or its successor volume. The Advisory Board may adopt
supplemental rules of procedure. The City should provide for the taking of minutes and maintain
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. Minutes should be filed with the City Clerk's office within 10 days of approval.
Revised May 2024 19 Council Rules of Procedure
CITY OF PORT TOWNSEND
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 government or the
performance of any governmental or proprietary function prepared, owned, used, or retained by
any state or local agency regardless of physical form or characteristics. For the full statutory
definition, see RCW 42.56.010(3).
4.14 Meetings, Open Public Meetings Act, and 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, shall be subject to all
requirements of the Washington Open Public Meetings Act and Public Records Act, 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 Office for publication. No meeting shall be scheduled without at least 48
hours' notice to the Clerk's Office unless special arrangements are otherwise made with the City
Clerk or City Manager.
4.15 Communications to the 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 findings of the body
supporting the communication, and shall be directed to the City Council via the City Manager
and staff liaison.
Communications from such boards shall be acknowledged by the Presiding Officer; thereafter
the City Clerk shall make an appropriate notation in the minutes. Should any member of the City
Council determine that any such communication be officially answered by the City Council, the
Presiding Officer shall place the matter on the agenda under New Business for the current
meeting or any subsequent meeting. Any recommendations should be brought forward in agenda
bill format with reference to the recommended action. The Board's Chair, or other appointed
representative is encouraged to attend the City Council meeting and, if so, will be given time to
share highlights of the recommendation or deliberation process.
4.16 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 the City Council
resolution or motion. Members shall seek pre -authorization for any proposed expense.
4.17 Lobbying Efforts. The City Council establishes Advisory Boards and Task Forces
primarily to assist with carrying out the City work plan. They are not advocacy groups. For this
reason, lobbying —as defined by the Public Disclosure Commission —of other local, state or
federal agencies or legislative bodies, by these groups is discouraged. Any lobbying by the body
must be coordinated with the City Manager and the City Council.
An Advisory Board is free to communicate positions to the City Council or a Council committee
on matters pertaining to the Body's purpose and function. A member of the Advisory Board is
Revised May 2024 20 Council Rules of Procedure
CITY OF PORT TOWNSEND
not authorized to speak for the Board unless the Board has expressly authorized the member's
statement. 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 on a particular subject, the
members shall abide by the group's decision once formalized and shall not advocate counter to
the majority's decision in their capacity as an Advisory Board member.
End ofArticle 4 - Committees, Boards, Work Groups & Commissions
ARTICLE 5 - RELATIONS WITH CITY MANAGER & ADMINISTRATION
5.1 Role of the City Manager. The City Manager is the chief administrative officer of the
City of Port Townsend. The Manager is directly accountable to the City Council for the
execution of the City Council's policy directives and for the administration and management of
all City departments. The powers and duties of the City Manager are defined by Washington
law, RCW 35A.13.080. Balanced with City Manager's accountability to the City Council for
policy implementation is the need for the City Council to allow the City Manager to perform
legally defined duties and responsibilities without inappropriate interference by the City Council
in the day-to-day management decisions of the City Manager.
5.2 Administrative Interference by Council Members. The City of Port Townsend has a
Council -Manager from of government as described in Chapter 35A.13 RCW as amended.
Neither the City Council nor any of its committees or members shall direct or request the
appointment of any persons to, or their removal from, any office by the City Manager or any the
City Manager's subordinates. Except for the purpose of inquiry, the City Council and its
members shall deal with the administrative branch solely through the City Manager and neither
the City Council or any Council member shall give any orders to any subordinate of the City
Manager, either publicly or privately. Nothing prohibits the City Council, while in open session,
from fully and freely discussing with the City Manager anything pertaining to appointments and
removals of City officers and employees and City affairs. See RCW 35A.13.120.
5.3 Administrative Complaints Made Directly to Individual Council Members. When
administrative policy or administrative performance complaints are made directly to individual
Council members, the Council member shall then refer the matter directly to the City Manager
for review or action. The individual Council member may request to be informed of the action
or response made to the complaint.
5.4 Administrative Complaints. Although citizen's direct access to elected officials is to be
encouraged to help develop public policy, Council members should not develop a personal
intervention pattern in minor calls for service or administrative appeals. The best practice is to
get the citizen into direct contact with customer service unless an unsatisfactory result has
occurred.
5.5. City Manager Evaluation.
(a) The City Council shall evaluate the City Manager on an annual basis. The evaluation
Revised May 2024 21 Council Rules of Procedure
CITY OF PORT TOWNSEND
process shall be completed no later than April 30 of each year.
(b) The Mayor, with assistance from Human Resources Department (HR), shall distribute the
evaluation form at Exhibit E to each Council member no later than February 28 of each
year. Each Council member will, using the adopted performance goals and criteria, rate
the City Manager's performance, returning the evaluation to HR within 14 days. The
Mayor and HR shall consolidate all individual evaluations into one summary evaluation
form.
(c) The City Council shall schedule one executive session without the City Manager and
another executive session with the City Manager to meet and discuss the written
evaluation of these performance goals and criteria and to discuss performance goals,
criteria, and any changes to the evaluation forms or processes for the upcoming twelve
(12) month performance period. After this discussion, if no changes are required, the
City Council shall adopt the written summary of the evaluation results in open session
and provide a copy to the City Manager within 5 days of adoption.
(d) In order to provide for a "360 degree" evaluation, the City Manager shall initiate a review
using the ICMA multi -rater evaluation tool, or equivalent evaluation to be agreed upon
by the Council and the City Manager, at a minimum of once every four years.
End ofArticle S - Relations with City Manager & Administration
ARTICLE 6 - PUBLIC HEARING PROCEDURES
6.1 Appearance of Fairness Doctrine. Appearance of Fairness Doctrine and its
Application:
(a) Appearance of Fairness Doctrine Defined. "In short, when the law which calls for public
hearings gives the public not only the right to attend, but the right to be heard as well, the
hearings must not only be fair but must appear to be so. It is a situation where
appearances are quite as important as substance." Smith vs. Skagit County, 75 Wn.2d
715, 740 (1969). "The test of whether the appearance of fairness doctrine has been
violated is ... as follows: Would a disinterested person, having been apprised of the
totality of a board member's personal interest in a matter being acted upon, be reasonably
justified in thinking that partiality may exist? If answered in the affirmative, such
deliberations, and any course of conduct reached thereon, should be voided." Swift vs.
Island County, 87 Wn.2d 348, 361 (1976).
(b) Types of Hearings to Which Doctrine Applies. The Appearance of Fairness Doctrine
shall apply only to those actions of the City Council which are quasi-judicial in nature.
Quasi-judicial actions are defined as actions of the City Council which determine the
legal rights, duties, or privileges of specific parties in a hearing or other contested
proceeding. Quasi-judicial actions do not include the legislative actions adopting,
amending, or revising comprehensive, community, or neighborhood plans or other land
use planning documents or the adoption of area -wide zoning ordinances or the adoption
Revised May 2024 22 Council Rules of Procedure
CITY OF PORT TOWNSEND
of a zoning amendment that is of area -wide (versus site -specific) significance (RCW
42.36.010). Street vacations are typically legislative actions, unless clearly tied to, and
integrated into, a site -specific development proposal which is quasi-judicial in nature.
(c) Obligations of Council Members.
Council members should recognize that the Appearance of Fairness Doctrine does
not require establishment of a conflict of interest, but whether there is an
appearance of conflict of interest to the average person. This may involve the
Council members or a Council member's business associate, or a member of the
Council member's immediate family. It could involve ex parte (outside the
hearing) communications, ownership of property in the vicinity, business dealings
with the proponents or opponents before or after the hearing, business dealings of
the Council member's employer with the proponents or opponents, announced
predisposition, and the like. Prior to any quasi-judicial hearing, each Council
member should give consideration to whether a potential violation of the
Appearance of Fairness Doctrine exists. If the answer is in the affirmative, no
matter how remote, the Council member should disclose such facts to the City
Manager who will seek the opinion of the City Attorney as to whether a potential
violation of the Appearance of Fairness Doctrine exists. The City Manager shall
communicate such opinion to the Council member and to the Presiding Officer.
2. Anyone seeking to disqualify Council members from participating in a decision on
the basis of a violation of the Appearance of Fairness Doctrine must raise the
challenge as soon as the basis for disqualification is made known, or reasonably
should have been made known, prior to the issuance of the decision. Upon failure
to do so, the Appearance of Fairness Doctrine may not be relied upon to
invalidate the decision. The party seeking to disqualify Council members shall
state with specificity the basis for disqualification; for example: demonstrated bias
or prejudice for or against a party to the proceedings, a monetary interest in
outcome of the proceedings, prejudgment of the issue prior to hearing the facts on
the record, or ex parte contact. Should such challenge be made prior to the
hearing, the City Manager shall direct the City Attorney to interview the Council
members and render an opinion as to the likelihood that an Appearance of
Fairness violation would be sustained in Superior Court. Should such challenge
be made in the course of a quasi-judicial hearing, the affected Council members
shall either recuse themselves or the Presiding Officer shall call a recess to permit
the City Attorney to make such interview and render such opinion.
(d) Specific Statutory Provisions.
1. Candidates for the City Council may express their opinions about pending or
proposed quasi-judicial actions while campaigning (RCW 42.36.040), except that
sitting Council members shall not express their opinions on any such matter
which may come before the City Council.
Revised May 2024 23 Council Rules of Procedure
CITY OF PORT TOWNSEND
2. A candidate for the City Council who complies with all provisions of applicable
public disclosure and ethics laws shall not be limited under the Appearance of
Fairness Doctrine from accepting campaign contributions to finance the
campaign, including outstanding debts. RCW 42.36.050.
3. During the pendency of any quasi-judicial proceeding, no Council members may
engage in ex parte communications with proponents or opponents about a
proposal involved in the pending proceeding, unless the Council members: (1)
places on the record the substance of such oral or written communications; and
(2) provided that a public announcement of the content of the communication and
of the parties' right to rebut the substance of the communication shall be made at
each hearing where action is taken or considered on the subject. This does not
prohibit correspondence between a citizen and his or her elected official if the
correspondence is made a part of the record, when it pertains to the subject matter
of a quasi-judicial proceeding. RCW 42.36.060.
6.2 Actions for a Public Hearing. The procedures for public hearings are attached in
Exhibit F.
End ofArticle 6 - Public Hearing Procedures
ARTICLE 7 - REIMBURSEMENT
7.1 Purpose.
(a) The City Council recognizes and encourages Council member attendance and
participation in trainings, conferences and seminars that will help Council members stay
current with issues and be useful to Council members' Council duties, for example,
events hosted by Association of Washington Cities, Washington Finance Officers'
Association, Washington Cities Insurance Authority.
(b) In addition, the City Council recognizes and encourages Council members to meet with
other elected officials or their staffs to stay connected with current issues and present
information and work with officials on issues that affect the City, for example, travel to
Olympia to meet with elected officials or their staffs.
(c) Travel expenses are reimbursed on the same basis as City employees as set forth in the
City's Personnel Policies Manual (presently applicable to City employees but not to City
Council members), which adopts by reference Chapter 10 - Travel of The State of
Washington Administrative & Accounting Manual Issued by the Office of Financial
Management ("OFM Travel Manual").
7.2 Travel Expenses and Reimbursement.
(a) Subject to the rule in Article 7.1, City elected officials will be reimbursed for reasonable
and customary expenses incurred in the conduct of their business for the City ("business
Revised May 2024 24 Council Rules of Procedure
CITY OF PORT TOWNSEND
travel"), including food, lodging and travel expenses while away, but excluding any
expenses for personal entertainment and alcoholic beverages.
(b) Reimbursement for such expenses will be made subject to conformance with the
following:
1. These Council Rules;
2. Chapter 42.24 RCW, Payment of Claims for Expenses, Material, Purchases
Advancements; and
3. Chapter 10 - Travel of The State of Washington Administrative & Accounting
Manual Issued by the Office of Financial Management ("OFM Travel Manual")
(including amendments, as applicable). The City Manager determines
applicability and interpretation of the OFM Travel Manual.
Terminology references in the OFM Manual are changed as follows:
Where OFM Manual uses -
Change to -
State
City
Agency
Department
Travel Expense Voucher
City form providing equivalent
information
State Charge Card System
City purchasing card
Travel Authorization
City form providing equivalent
information
statute
Ordinance or Resolution
Director of OFM
City Manager
7.3 Travel/Authorization/When Required.
(a) For all Council member travel when the Council member seeks travel expense
reimbursement:
Reauirement to check with Citv Manager on travel Mans and budizet availability.
Before making travel plans, Council members must check with the City Manager
for any comments or input on travel and training budget availability. The City
Manager may advise the Council member's proposed travel or training expense
may impact budget availability that in the City Manager view is or should be
reserved for other Council member's expected or planned travel or training. If the
Council member and City Manager do not agree on the City Manager's
recommendation, then the City Council would resolve the matter;
2. Situation where travel reimbursement is requested without first checking with
City Manager. If a Council member without checking with the City Manager on
budget availability makes a request for travel reimbursement, travel
Revised May 2024 25 Council Rules of Procedure
CITY OF PORT TOWNSEND
reimbursement does not occur unless the City Manager or the City Council
subsequently approves reimbursement for the travel;
3. Travel arrangements through_CityCity Administration. Council members are
encouraged to make travel arrangements through City Administration; and
4. Council member Report Following Travel. Following the travel, the Council
member would provide a brief report of the purpose of the travel to the City
Council at the next regular meeting of the City Council.
(b) Out -of -State Travel. For all out-of-state Council member travel on City business where
Council members seek travel expense reimbursement or intend to use Council travel
budget, Council members must receive prior authorization for travel from the City
Council, except, the Mayor, in consultation with the City Manager, may authorize a
Council member's out-of-state travel without the City Council prior authorization if the
matter is time sensitive and there is not adequate time to bring the matter to the City
Council at a regular meeting. In such circumstance, the City Manager or Mayor shall
promptly notify Council members by email or similar means.
(c) In -State Travel - Trainings. For in -state Council member travel on City business to
trainings, conferences and seminars that will be useful to the Council member's duties,
for example, events hosted by Association of Washington Cities, Washington Finance
Officers' Association, Washington Cities Insurance Authority, when the Council member
seeks travel expense reimbursement, prior authorization for travel from the City Council
is not required.
(d) In -State Travel — Intergovernmental Relations. For in -state Council member travel on
City business to meet with other elected officials or their staffs to present information
and work with officials on issues that affect the City, for example, travel to Olympia to
meet with elected officials and their staffs, when the Council member seeks travel
expense reimbursement, prior authorization for travel from the City Council is not
required.
(e) Travel — Other. For all other Council member travel on City business when the Council
member seeks travel expense reimbursement, and subject to available budget, prior
authorization for travel from the City Council is required.
End ofArticle 7 -Reimbursement
Revised May 2024 26 Council Rules of Procedure
CITY OF PORT TOWNSEND
EXHIBIT A
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 adj ournment, 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.
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CITY OF PORT TOWNSEND
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.
Attest:
Pamela Kolacy, City Clerk
Julie McCulloch, Mayor
Approved as to Form:
Timothy L. McMahan, City Attorney
EDITOR'S NOTE - This resolution was adopted and signed on April 6, 1999.
Revised May 2024 28 Council Rules of Procedure
CITY OF PORT TOWNSEND
EXHIBIT B
Motion "To Approve the Parliamentary Procedure at a Glance Herein Contained and
Incorporated as Exhibit A-4 of the City of Port Townsend Council Rules of Procedure."
PARLIAMENTARY PROCEDURE AT A GLANCE (cannot be amended)
May you Must be Is motion Vote
To do this: You say this: interrupt seconded debatable required
speaker? ? ?
Introduce business "I move that..." NO YES YES MAJORITY
Amend a motion
"I move to amend this motion"
NO
YES
YES
MAJORITY
Request information
"Point of information"
YES
NO
NO
NO VOTE
Suspend further
"I move we table it"
discussion
NO
YES
NO
MAJORITY
End debate
"I move the previous question ..."
NO
YES
NO
2/3 VOTE
Postpone discussion
"I move we postpone this matter until
..."
NO
YES
YES
MAJORITY
Have something further
"I move we refer..."
studied by a committee
NO
YES
YES
MAJORITY
Ask for a vote count to
"I call for a division of the house"
verify a voice vote
NO
NO
NO
NO VOTE
Object to considering
"I object to consideration of this"
some matter
YES
NO
NO
2/3 VOTE
Take up a matter
"I move to take from the table ..."
previously tabled
NO
YES
NO
MAJORITY
Reconsider something
"I move we reconsider action on ..."
already disposed of
YES
YES
YES
MAJORITY
Consider something in
"I move we suspend the rules and ..."
unscheduled order
NO
YES
NO
2/3 VOTE
Vote on a ruling by the
"I appeal the chair's decision"
chair
YES
YES
YES
MAJORITY
Object to procedure or
"Point of order"
personal affront --chair
decides
YES
NO
NO
NO VOTE
Complain about noise,
"Point of privilege"
room temperature, etc.
YES
NO
NO
NO VOTE
Recess the meeting
"I move that we recess until ..."
NO
YES
NO
MAJORITY
Adjourn the meeting
"I move that we adjourn"
NO
YES
NO
MAJORITY
Revised May 2024 29 Council Rules of Procedure
CITY OF PORT TOWNSEND
Revised May 2024 30 Council Rules of Procedure
CITY OF PORT TOWNSEND
EXHIBIT C
AGENDA FORMAT
PORT TOWNSEND CITY COUNCIL AGENDA
CITY COUNCIL CHAMBERS, 540 Water Street
Business Meeting
I. Call to Order
II. Roll Call
III. Executive Session
IV. Changes to the Agenda
6:00 p.m.
V. Proclamation(s) and Special Presentation(s)
VI. City Manager's Report
Date
VIL Comments from the Public (re consent agenda items and items not on the agenda)
A. Public comment
B. Staff or Council response, as needed
VIIL Consent Agenda
A. Approval of Bills, Claims and Warrants
B. Approval of Minutes
C. Additional consent agenda items
Proposed Action: Move to adopt the consent agenda and/or request to remove any individual item
fi^om the consent agenda.
IX. Public Hearing(s)
A. Example: Public hearing on matter
a. Staff presentation
b. Comments from members of the public
C. Response from staff
d. Questions from Council members
e. Clarifying comments from the public, if necessary
f. Council deliberation and action.
X. Unfinished Business
XI. New Business
A. Example: Resolution by number and name
a. Staff presentation and Council questions
b. Public Comment
C. Council deliberation and action
Proposed Action:
XII. Presiding Officer's Report
XIII. Suggestions for Future Agendas
XIV. Comments from Council
Revised May 2024 31 Council Rules of Procedure
CITY OF PORT TOWNSEND
XV. Adjourn
Americans with Disabilities Act
In compliance with the Americans with Disabilities Act those requiring accommodation for this meeting should notify
the City Clerk's Office at least 24 hours prior to the meeting at (360) 379-5045.
Revised May 2024 32 Council Rules of Procedure
CITY OF PORT TOWNSEND
EXHIBIT D
CITY COUNCIL RULES OF PROCEDURE
Standing Committees and Mission Statements
COMMITTEES
The Council shall have a Finance and Budget standing committee, an Infrastructure standing
committee, and a Culture and Society standing committee. Other committees may be formed by
resolution as ad hoc committees when needed.
Any ad hoc committees shall be created by Council resolution that will define the purpose and
role of each committee. Ad hoc committees will cease meeting once the committee has
completed their assigned tasks.
The committees are created to support the Council in review of complex issues and provide a
means to facilitate public policy formation. The committees are also assigned as the Council's
liaison with resident -based advisory board activities.
The committees are not intended to supplant the Council's role. The Council assigns agenda
items to the committees that are consistent with the City's strategic and work plans.
A regular meeting schedule will be determined by each committee and reported to the Clerk for
purposes of public notice and inclusion in the Meetings Update, the City web site, and elsewhere
as appropriate.
FINANCE AND BUDGET COMMITTEE
Mission Statement:
The committee is entrusted with the responsibility of advising and making recommendations in
regard to the formulation of City Council policy with respect to matters relating to the City's
finances, including the budget, rates and fees, risk management, interlocal agreements, and grants.
The Committee will oversee the City's Lodging Tax Advisory Committee.
In addition, the committee, with the consent of the City Council, may create such subcommittees
as it may deem necessary or expedient to expand public process and participation. The
Committee may recommend such task forces or advisory boards as it may deem necessary, as
opposed to creating such subcommittees.
CULTURE AND SOCIETY COMMITTEE
Mission Statement:
The committee is entrusted with the responsibility of advising and making recommendations in
regard to the formation of City Council policy with respect to matters relating to the City culture
and society. The committee will oversee the Library Advisory Board and the Arts Commission.
Revised May 2024 33 Council Rules of Procedure
CITY OF PORT TOWNSEND
In addition, the committee, with the consent of the City Council, may create such subcommittees
as it may deem necessary or expedient to expand public process and participation. The
Committee may recommend such task forces or advisory boards as it may deem necessary, as
opposed to creating such subcommittees.
INFRASTRUCTURE AND DEVELOPMENT COMMITTEE
Mission Statement:
The committee is entrusted with the responsibility of advising and making recommendations in
regard to the formation of City Council policy with respect to matters relating to the City's
infrastructure assets needs, including the acquisition, construction, and maintenance of City
streets, sidewalks, rights of way, parks, utility assets, and other physical structures. The
committee will oversee Parks, Recreation, and Tree Advisory Board.
In addition, the committee, with the consent of the City Council, may create such subcommittees
as it may deem necessary or expedient to expand public process and participation. The
Committee may recommend such task forces or advisory boards as it may deem necessary, as
opposed to creating such subcommittees.
Revised May 2024 34 Council Rules of Procedure
CITY OF PORT TOWNSEND
EXHIBIT E
City Manager Performance Evaluation
Evaluation period:
City of Port Townsend
to
Council member's Name
Each member of the City Council should complete this evaluation form, sign it in the space
below, and return it to the Human Resources Manager. The deadline for submitting this
performance evaluation is . Evaluations will be summarized and included on
the agenda for discussion in executive session on
Mayor's Signature
Date
Council member's Signature
Date Submitted
35
CITY OF PORT TOWNSEND
INSTRUCTIONS
This evaluation form contains ten categories of evaluation criteria. Each category contains a
statement to describe a behavior standard in that category. For each statement, use the following
scale to indicate your rating of the City Manager's performance:
5 = Excellent (almost always exceeds the performance standard)
4 = Above average (generally exceeds the performance standard)
3 = Average (generally meets the performance standard)
2 = Below average (usually does not meet the performance standard)
1 = Poor (rarely meets the performance standard)
Any item left blank will be interpreted as a score of "3 = Average"
This evaluation form also contains a provision for entering narrative comments, including an
opportunity to enter responses to specific questions and an opportunity to list any comments you
believe appropriate and pertinent to the rating period. Please write legibly.
Leave all pages of this evaluation form attached. Initial each page. Sign and date the cover page.
On the date space of the cover page, enter the date the evaluation form was submitted. All
evaluations presented prior to the deadline identified on the cover page will be summarized into a
performance evaluation to be presented by the City Council to the City Manager as part of the
agenda for the meeting indicated on the cover page.
PERFORMANCE CATEGORY SCORING
1. INDIVIDUAL CHARACTERISTICS
Diligent and thorough in the discharge of duties, "self-starter"
Exercises good judgment
Displays enthusiasm, cooperation, and will to adapt
Mental and physical stamina appropriate for the position
Exhibits composure, appearance and attitude appropriate for executive position
Add the values from above and enter the subtotal _ 5 = score for this category.
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CITY OF PORT TOWNSEND
2. PROFESSIONAL SKILLS AND STATUS
Maintains knowledge of current developments affecting the practice of local
government management
Demonstrates a capacity for innovation and creativity
Anticipates and analyzes problems to develop effective approaches for solving
them
Willing to try new ideas proposed by governing body members and/or staff
Sets a professional example by handling affairs of the public office in a fair and
impartial manner
Add the values from above and enter the subtotal _ 5 = score for this category.
3. RELATIONS WITH ELECTED MEMBERS OF THE GOVERNING BODY
Carries out directives of the body as a whole as opposed to those of any one
member or minority group
Sets meeting agendas that reflect the guidance of the governing body and avoids
unnecessary involvement in administrative actions
Disseminates complete and accurate information equally to all members in a
timely manner
Assists by facilitating decision making without usurping authority
Responds well to requests, advice, and constructive criticism
Add the values from above and enter the subtotal _ 5 = score for this category.
4. POLICY EXECUTION
Implements governing body actions in accordance with the intent of council
Supports the actions of the governing body after a decision has been reached, both
inside and outside the organization
Understands, supports, and enforces local government's laws, policies, and
ordinances
Reviews ordinance and policy procedures periodically to suggest improvements to
their effectiveness
Offers workable alternatives to the governing body for changes in law or policy
when an existing policy or ordinance is no longer practical
Add the values from above and enter the subtotal _ 5 = score for this category.
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CITY OF PORT TOWNSEND
5. REPORTING
Provides regular information and reports to the governing body concerning matters
of importance to the local government, using the city charter as guide
Responds in a timely manner to requests from the governing body for special
reports
Takes the initiative to provide information, advice, and recommendations to the
governing body on matters that are non -routine and not administrative in nature
Reports produced by the manager are accurate, comprehensive, concise and
written to their intended audience
Produces and handles reports in a way to convey the message that affairs of the
organization are open to public scrutiny
Add the values from above and enter the subtotal _ 5 = score for this category.
6. CITIZEN RELATIONS
Responsive to requests from citizens
Demonstrates a dedication to service to the community and its citizens
Maintains a nonpartisan approach in dealing with the news media
Meets with and listens to members of the community to discuss their concerns and
strives to understand their interests
Gives an appropriate effort to maintain citizen satisfaction with city services
Add the values from above and enter the subtotal _ 5 = score for this category.
7. STAFFING
Recruits and retains competent personnel for staff positions
Applies an appropriate level of supervision to improve any areas of substandard
performance
Stays accurately informed and appropriately concerned about employee relations
Professionally manages the compensation and benefits plan
Promotes training and development opportunities for employees at all levels of the
organization
Add the values from above and enter the subtotal _ 5 =
score for this category.
CITY OF PORT TOWNSEND
8. SUPERVISION
Encourages heads of departments to make decisions within their jurisdictions with
minimal city manager involvement, yet maintains general control of operations by
providing the right amount of communication to the staff
Instills confidence and promotes initiative in subordinates through supportive
rather than restrictive controls for their programs while still monitoring operations
at the department level
Develops and maintains a friendly and informal relationship with the staff and
work force in general, yet maintains the professional dignity of the city manager's
office
Sustains or improves staff performance by evaluating the performance of staff
members at least annually, setting goals and objectives for them, periodically
assessing their progress, and providing appropriate feedback
Encourages teamwork, innovation, and effective problem -solving among the staff
members
Add the values from above and enter the subtotal _ 5 = score for this category.
9. FISCAL MANAGEMENT
Prepares a balanced budget to provide services at a level directed by council
Makes the best possible use of available funds, conscious of the need to operate the
local government efficiently and effectively
Prepares a budget and budgetary recommendations in an intelligent and accessible
format
Ensures actions and decisions reflect an appropriate level of responsibility for
financial planning and accountability
Appropriately monitors and manages fiscal activities of the organization
Add the values from above and enter the subtotal _ 5 = score for this category.
10. COMMUNITY
Shares responsibility for addressing the difficult issues facing the city
Avoids unnecessary controversy
Cooperates with neighboring communities and the county
Helps the council address future needs and develop adequate plans to address long
term trends
Cooperates with other regional, state and federal government agencies
Add the values from above and enter the subtotal _ 5 = score for this category.
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NARRATIVE EVALUATION
What would you identify as the City Manager's strength(s), expressed in terms of the
principle results achieved during the rating period?
What performance area(s) would you identify as most critical for improvement?
CITY OF PORT TOWNSEND
What constructive suggestions or assistance can you offer the City Manager to enhance
performance?
What other comments do you have for the City Manager; e.g., priorities, expectations, goals
or objectives for the new rating period?
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CITY OF PORT TOWNSEND
EXHIBIT F
PUBLIC HEARING PROCEDURES
Council Rules — Exhibit F
F(1)
Legislative Public Hearing Procedures — Script
The procedure for Public Hearings involving a legislative matter shall be substantially as
follows:
Opening [All statements by Mayor/Presiding Officer.]
The public hearing for the [state name of matter/ is now open.
2. All persons wishing to be heard are encouraged to sign in at the table in front.
Purpose of Hearing and Order of Speaking
The purpose of this hearing is for the Council to hear and consider pertinent facts and to
take action relating to the [name of action from the agenda].
4. Do any Council members have any interests, financial or property, to disclose in
connection with this matter?
The order of speaking will be:
a. Staff presentation;
b. Comments from members of the public;
c. Response from staff,
d. Questions from Council members;
e. Clarifying comments from the public, if necessary; and
f. Council deliberation and action.
Staff Presentation
6. Before hearing from members of the public, I am going to introduce [name in memo in
agenda packet] who will make the staff presentation.
Public Testimonv and Comment
7. [To the Clerk.-] Are there any written materials that have been submitted?
8. [To the public.-] Does anyone wish to submit written materials? If so, please present
them to the City Clerk at this time.
9. [Ifwritten materials have been submitted.-] The Council acknowledges receipt of written
materials, and they will be included in the record of this hearing.
10. I will now read the rules that are intended to promote an orderly system of holding a
public hearing, to give every person an opportunity to be heard, and to ensure that no
individual is discouraged from exercising their right of free speech. Out of respect for all
42
CITY OF PORT TOWNSEND
speakers, unruly behavior such as applause, booing, harassing remarks, or other audience
participation during or at the conclusion of anyone's presentation is not allowed. The
Council will not consider such demonstrations.
I would like to ask your cooperation in the following procedures:
11. Everyone will be given an opportunity to be heard. All in -person comments shall be
made at the microphone, and virtual commenters shall raise their hand using the meeting
software. Anyone making comments shall give their name and relationship to the city.
Please speak slowly and clearly.
12. [To the City Clerk.-] Has anyone requested special accommodation in order to speak?
13. In fairness to all in attendance, each person will be given an opportunity to address the
Council for an initial period not to exceed three minutes. If you are unable to complete
your comments in your initial three minutes, you may have another three minutes after
everyone has had a chance to speak. I am requesting Council members to hold their
questions of the public until everyone is done.
14. This is the time for presentation of testimony to the Council and all comments should be
directed to the Council.
15. At this time, the floor is open for comments from the public.
Questions and Answers
16. [If there was any public comment.-] Does staff wish to respond to any subjects raised by
any speaker, or make any additional statement?
17. At this time, any Council member may ask any questions of any speaker or staff. Please
respond into the microphone.
18. [If there have been Council member questions.-] Does anyone in the audience have any
comments solely to clarify any item raised by a Council member's questions? Please, no
new issues can be presented, and please do not repeat any previous testimony. Your
comments should be limited to clarifying any item raised by any Council member or
staff.
Council Deliberation and Action
19. There being no further testimony, I will close the public testimony portion of the hearing.
20. The Council will now discuss this matter. [Presiding officer calls on Council members
wishing to be recognized.]
21. Are there any further recommendations or comments from staff?
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CITY OF PORT TOWNSEND
Motions from Council
22. Does any Council member or staff wish to keep the public record open for the submittal
of additional written materials?
a. [Ifso, ask stafffor a date when they want the record to be closed, and ask Council
to make a motion to keep the record open until that date. The motion should be
specific that the record will close at 4: 00 p.m., local time, on that date. If the
motion passes.-] The record in this matter shall remain open until 4:00 p.m. local
time on [date in motion].
b. [If there has been a decision to keep the record open.-] May I have a motion to
continue this matter to a date after the close of the record? [Ask staff and the City
Clerk for a possible future council date.]
c. [If the record is not being kept open.-] The record in this matter is now closed, and
the public hearing is now closed.
d. [If there has not been a request to keep the record open.-] Is there a motion from
Council?
Continuation of Public Hearing — Script
Opening [All statements by Mayor/PresidinZ O icer. J
1. The public hearing for the [state name of matter] is now open.
2. The public record for this hearing was closed at 4:00pm today, in accordance with Council
decision on DATE.
3. [To the City Clerk.-] Have additional written materials been submitted?
4. [Ifwritten materials have been submitted.-] The Council acknowledges receipt of written
materials, and they will be included in the record of this hearing.
Purpose of Hearing
5. The purpose of this hearing is for the Council to hear and consider pertinent facts and to
take action relating to the [name of action from the agenda].
6. Do any Council members have any interests, financial or property, to disclose in
connection with this matter?
7. The order of speaking will be:
a. Staff presentation;
b. Questions from Council members; and
c. Council deliberation and action.
Staff Presentation
8. I am going to introduce [name in memo in agenda packet] who will make
CITY OF PORT TOWNSEND
the staff presentation.
9. At this time, any Council member may ask any questions of staff.
10. The Council will now discuss this matter. [Presiding officer calls on Council members
wishing to be recognized.]
11. Are there any further recommendations or comments from staff?
Motions from Council
12. The public hearing is now closed. Is there a motion from Council?
45
CITY OF PORT TOWNSEND
F(2)
Quasi -Judicial Public Hearing Procedures — Script
The procedure for Public Hearings involving a Quasi -Judicial matter shall be substantially as
follows:
Opening [All statements by Mayor/Presiding Officer.]
The public hearing for the (state name of application) is now open.
2. All persons wishing to be heard should have signed in at the sign -in at the table in front.
If you have not done so, please do so now.
Rules of Order
These rules are intended to promote an orderly system of holding a public hearing, to
give every person an opportunity to be heard and to ensure that no individual are
embarrassed by exercising their right of free speech.
4. The public hearing will proceed in an orderly fashion and I would like to ask your
cooperation in the following procedures:
It is not necessary to be a proponent or opponent in order to speak.
6. Everyone will be given an opportunity to be heard. All comments shall be made from the
speaker's rostrum, and any individual making comments shall first give his or her name
and address. Please speak slowly and clearly. This is required because an official
recorded transcript of the hearing is being made. If there is an appeal, the court must
make its decision on the basis of what was said here.
7. If anyone requires special accommodation in order to speak, please let me know and we
will make arrangements.
8. In fairness to all in attendance, each person will be given an opportunity to address the
Council for an initial period not to exceed 3 minutes. The applicant shall be given 5
minutes to make their initial presentation. If more time is needed, it will be made
available after everyone has had a chance to speak. I am requesting Council members to
hold their questions of the public until everyone is done.
9. There shall be no demonstrations (clapping or cheering) during or at the conclusion of
anyone's presentation.
10. This is the time for presentation of testimony. No debate is allowed.
CITY OF PORT TOWNSEND
Swearing -in
11. The City Attorney will now swear in all those who have signed in and who wish to
testify. Please stand and raise your right hand.
Appearance of Fairness and Conflict of Interest Issues
12. This hearing is quasi-judicial in nature, and therefore the appearance of fairness and
conflict of interest rules apply. Quasi-judicial actions are defined as actions of the
Council that determine legal rights, duties, or privileges of specific parties in a hearing.
The public hearing must be fair in three respects: form, substance and appearance.
13. [Option A - Long Form] All council members, and this includes the Mayor, should now
give consideration as to whether they have (1) a demonstrated bias or prejudice for or
against any party to the proceedings; (2) a direct or indirect monetary interest in the
outcome of the proceedings; (3) a prejudgment of the issue prior to hearing the facts on
the record, or (4) ex parte contact with any individual, excluding administrative staff,
with regard to an issue prior to the hearing. Does any Council member have an
Appearance of Fairness or Conflict of Interest issue or disclosure to make? Seeing none,
.... (to next item, or if there is a question or disclosure, refer to City Attorney.)
[Option B - Short Form] Do any Council members, and this includes the Mayor, have an
interest in this property or issue, or stand to gain or lose any financial benefit as a result
of the outcome of this hearing, or have any disclosures to make? Seeing none, ... [to
next item, or if there is a question or disclosure, refer to City Attorney.]
14. Is there anyone in the audience who objects to my participation or any other Council
member's participation in these proceedings? (Refer any affirmative answer to City
Attorney.)
Purpose of Hearing and Order of Speaking
15. The purpose of this hearing is for the Council to hear and consider pertinent facts and to
take action relating to the (name ofproposal —from the agenda).
16. The order of speaking will be:
a. Staff presentation
b. Then comments from the applicant
c. Then comments from proponents, and persons in support of the application.
d. Then comments from opponents, and persons in opposition to the application.
e. The comments from any others wishing to speak
f. Then any comment from the applicant in response
g. Then response from staff
h. Then questions from Council members
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CITY OF PORT TOWNSEND
Staff Presentation
17. Before hearing from the audience, I am going to introduce (name in memo
in agenda packet) who will make the staff presentation.
Public Testimony and Comment
18. (To Clerk) Are there any written materials that have been submitted, or does anyone wish
to submit written materials without speaking? (Any documents are given to City
Attorney, who will read or summarize the document)
19. I will call upon the applicant to speak.
20. Is there anyone else who favors the item, or is neutral, who wishes to speak.
21. At this time, I will call upon opponents to speak.
22. Are there any other opponents, or anyone else who has not spoken, who wishes to speak.
23. I will now call upon the applicant to speak in rebuttal. You may not introduce new
material.
Questions and Answers
24. Does staff wish to respond to respond to any subjects raised by any speaker, or make any
additional statement?
25. At this time, any Council member may ask any questions of any speaker or staff. (Any
person recalled will speak from the rostrum.)
26. Does anyone in the audience have any comments solely to clarify any item raised by a
Council member's questions? Please, no new issues can be presented, and please do not
repeat your or any other person's previous testimony. Your comments should be limited
to clarifying any item raised by any Council member or staff.
Council Discussion
27. There being no further testimony, I will close the public testimony portion of the hearing.
It is now in order for the Council to discuss this matter and for a Council member to
make a motion to take action or postpone. (Mayor calls on Council members wishing to
be recognized.)
28. Is there any further discussion by Council members?
29. Is there any further recommendation or comments from staff?
30. Does any party, or staff, wish to keep the public record open for the submittal of
additional materials?
a. [Ifso, ask stafffor a date when they want the record to be closed, and ask Council to
make a motion to keep the record open until that date. The motion should be
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CITY OF PORT TOWNSEND
specific that the record will close at 4: 30 p.m., local time, on that date. Then, say
"The record in this matter shall remain open until 4: 30 p.m. local time on (date in
motion). The public hearing in this matter is now closed] ".
b. [If not, say "The record in this matter is now closed, and the public hearing is now
closed."]
31. Motions from Council.
a. [If there has been a request to keep the record open,] May I have a motion to
continue this matter to a date after the close of the record? [Ask staff and the City
Clerk for a possible future council date]
b. [If there has not been a request to keep the record open]. Is there a motion from
Council? (Mayor states the motion and calls for a vote. Following a vote by the
Council) Staff is directed to prepare findings and decision
Flue
CITY OF PORT TOWNSEND
F(3)
Quasi -Judicial Closed Record Appeal Procedures — Script
The procedure for Public Hearings involving a Quasi -Judicial closed record appeal (for
example, major CUPS, plats, PUDs) shall be substantially as follows:
Opening [All statements by Mayor/Presiding Officer.]
1. The closed record appeal for the (state name ofapplication) is now open.
2. All persons who participated in the open record hearing on this matter before the Hearing
Examiner wishing to be heard should have signed in at the sign -in at the table in front. If you
have not done so, please do so now.
Rules of Order
3. The public hearing will proceed in an orderly fashion and I would like to ask your
cooperation in the following procedures: This is a closed record appeal. There has been an
open record hearing before the Hearing Examiner. Under state law, there is only one public
hearing allowed in this proceeding. This closed record appeal means the Council bases its
decision on the record developed at the public hearing before the Hearing Examiner; therefore
no new testimony is allowed except in very limited circumstances. If a parry has submitted a
motion to supplement the record, Council will deliberate and vote on that motion before
hearing argument from the parties. Comments from speakers must be in the nature of
argument only, based on and limited to facts in the written and oral record developed before
the Hearing Examiner. If anyone presents comments that are not based on facts in the record,
anyone may make an objection. If an objection is made, the person speaking will stop until
the issue of the objection is resolved.
4. All comments shall be made from the speaker's rostrum, and any individual making
comments shall first give his or her name and address. Please speak slowly and clearly. This
is required because an official recorded transcript of the hearing is being made. If there is an
appeal, the court must make its decision on the basis of what was said here and the record.
5. If anyone requires special accommodation in order to speak, please let me know and we
will make arrangements.
6. In fairness to all in attendance, each person will be given an opportunity to address the
Council for an initial period not to exceed 3 minutes. The appellant shall be given 5 minutes
to make their initial presentation. If more time is needed, it will be made available after
everyone has had a chance to speak. I am requesting Council members to hold their questions
of the public until everyone is done.
7. It is not necessary to be a proponent or opponent in order to speak.
8. There should be no demonstrations (clapping or cheering) during or at the conclusion of
50
CITY OF PORT TOWNSEND
anyone's presentation.
Appearance of Fairness and Conflict of Interest Issues
9. This hearing is quasi-judicial in nature, and therefore the appearance of fairness and
conflict of interest rules apply. Quasi-judicial actions are defined as actions of the Council
that determine legal rights, duties, or privileges of specific parties in a hearing. The public
hearing must be fair in three respects: form, substance and appearance.
10. [Option A - Long Form] All council members, and this includes the Mayor, should now
give consideration as to whether they have (1) a demonstrated bias or prejudice for or against
any parry to the proceedings; (2) a direct or indirect monetary interest in the outcome of the
proceedings; (3) a prejudgment of the issue prior to hearing the facts on the record, or (4) ex
parte contact with any individual, excluding administrative staff, with regard to an issue prior
to the hearing. Does any Council member have an Appearance of Fairness or Conflict of
Interest issue or disclosure to make? Seeing none, .... (to next item, or if there is a question
or disclosure, refer to City Attorney.)
[Option B - Short Form] Do any Council members, and this includes the Mayor, have an
interest in this property or issue, or stand to gain or lose any financial benefit as a result of
the outcome of this hearing, or have any disclosures to make? Seeing none, ... [to next
item, or if there is a question or disclosure, refer to City Attorney.]
11. Is there anyone in the audience who objects to my participation or any other Council
member's participation in these proceedings? (Refer any affirmative answer to City Attorney.)
Purpose of Hearing and Order of Speaking
12. The purpose of this hearing is for the Council to hear the appeal and to take action relating
to the (name ofproposal —from the agenda).
13. The order of speaking will be:
c. Staff presentation
d. Then argument from the appellant, or those in support of the application, or those
who are neutral
e. Then argument from opponents to the appeal, or those who are neutral
f. Then any argument from the applicant in response
g. Then response from staff
h. Then questions from Council members
Staff Presentation
14. Is there a pending motion to supplement the record? City Attorney to respond.
a. If there is a motion, it will be in Council packets. City Attorney will summarize the
motion, and the criteria for granting or denying the motion. If there is a motion pending, after
the City Attorney's presentation, ask Council if they are ready to make a decision on that
motion, or if they wish to adjourn to a closed session to deliberate on that motion.
1) If Council is ready to vote, ask for a motion to grant or deny the motion to
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CITY OF PORT TOWNSEND
supplement the record.
2) If Council wishes to deliberate, say "Council will now adjourn to a closed
session to deliberate on this motion. We shall return to the hearing in minutes" (then
adjourn)
3) On return from deliberations, ask for a motion to grant or deny the motion to
supplement the record.
b. If there is no pending motion to supplement the record, continue.
Before hearing argument, I am going to introduce (name in memo in agenda
packet) who will make the staff presentation.
Public Testimonv and Comment
15. (To Clerk) Are there any written materials that have been submitted, or does anyone wish
to submit written materials without speaking? (Any documents are given to City Attorney,
who will read or summarize the document.)
16. I will call upon the appellant to speak.
17. Is there anyone else who favors the item, or is neutral, who wishes to speak.
18. At this time, I will call upon opponents to speak.
19. Are there any other opponents, or anyone else who has not spoken, who wishes to speak.
20. I will now call upon the applicant to speak in rebuttal.
Questions and Answers
21. Does staff wish to respond to respond to any subjects raised by any speaker, or make any
additional statement?
22. At this time, any Council member may ask any questions of any speaker or staff. (Any
person recalled will speak from the rostrum.)
23. Does any speaker have any comments solely to clarify any item raised by a Council
member's questions? Please, no new issues can be presented, and please do not repeat your or
any other person's previous testimony. Your comments should be limited to clarifying any
item raised by any Council member or staff.
Council Discussion
24. There being no further comment, I will close this portion of the hearing. It is now in order
for the Council to discuss this matter and for a Council member to make a motion to take
action or postpone.
a. RCW 42.30.140(2) allows, but does not require, the Council to deliberate (but not vote)
on quasi-judicial matters in a closed session. Does any Councilor wish to make a motion to
adjourn to a closed session? (If so, vote on motion if it passes, adjourn for a set period of time
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for deliberations)
b. If no one wants to go to a closed session, or the vote to do so fails: (Mayor calls on
Council members wishing to be recognized.)
25.(Upon conclusion of discussion and return, if applicable, from closed session): Does any
Councilor wish additional briefing on any matter related to this issue? Remember, that any
supplemental briefing must be in the form of argument, not additional facts, (If so, have the
City Attorney work the with Councilor to frame the motion, then vote)
13. Is there any further discussion by Council members?
14. Is there any further recommendation or comments from staff?
15. (Mayor states the motion and calls for a vote. Following a vote by the Council) Staff is
directed to prepare findings and decision.
F(4)
Quasi -Judicial Closed Record Hearing Procedures — Script
The procedure for Public Hearings involving a Quasi -Judicial closed record hearing, where
there is no appeal (for example, major CUPS, plats, PUDs), shall be substantially as follows:
Opening [All statements by Mayor/Presiding Officer.]
1. The closed record hearing for the (state name of application) is now open.
2. All persons who participated in the open record hearing on this matter before the Planning
Commission [or Hearing Examiner] wishing to be heard should have signed in at the sign -
in at the table in front. If you have not done so, please do so now.
Rules of Order
3. It is not necessary to be a proponent or opponent in order to speak.
4. The public hearing will proceed in an orderly fashion and I would like to ask your
cooperation in the following procedures: This is a closed record hearing. There has been
an open record hearing before the Planning Commission [or Hearing Examiner]. Under
state law, there is only one public hearing allowed in this proceeding. This closed record
hearing means the Council bases its decision on the record developed at the public hearing
before the Planning commission.
Therefore no new testimony is allowed except in very limited circumstances. If a party
has submitted a motion to supplement the record, Council will deliberate and vote on that
motion before hearing argument from the parties. Comments from speakers must be in the
nature of argument only, based on and limited to facts in the written and oral record
developed before the Planning Commission. If anyone presents comments that are not
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based on facts in the record, anyone may make an objection. If an objection is made, the
person speaking will stop until the issue of the objection is resolved.
5. All comments shall be made from the speaker's rostrum, and any individual making
comments shall first give his or her name and address. Please speak slowly and clearly.
This is required because an official recorded transcript of the hearing is being made. If
there is an appeal, the court must make its decision on the basis of what was said here and
the record.
6. If anyone requires special accommodation in order to speak, please let me know and we
will make arrangements.
7. In fairness to all in attendance, each person will be given an opportunity to address the
Council for an initial period not to exceed 3 minutes. The applicant shall be given 5
minutes to make their initial presentation. If more time is needed, it will be made
available after everyone has had a chance to speak. I am requesting Council members to
hold their questions of the public until everyone is done.
8. There shall be no demonstrations (clapping or cheering) during or at the conclusion of
anyone's presentation.
Appearance of Fairness and Conflict of Interest Issues
9. This hearing is quasi-judicial in nature, and therefore the appearance of fairness and
conflict of interest rules apply. Quasi-judicial actions are defined as actions of the Council
which determine legal rights, duties, or privileges of specific parties in a hearing. The
public hearing must be fair in three respects: form, substance and appearance.
10. [Option A - Long Form] All council members, and this includes the Mayor, should now
give consideration as to whether they have (1) a demonstrated bias or prejudice for or
against any party to the proceedings; (2) a direct or indirect monetary interest in the
outcome of the proceedings; (3) a prejudgment of the issue prior to hearing the facts on
the record, or (4) ex parte contact with any individual, excluding administrative staff, with
regard to an issue prior to the hearing. Does any Council member have an Appearance of
Fairness or Conflict of Interest issue or disclosure to make? Seeing none, .... (to next
item, or if there is a question or disclosure, refer to City Attorney.)
[Option B - Short Form] Do any Council members, and this includes the Mayor, have an
interest in this property or issue, or stand to gain or lose any financial benefit as a result of
the outcome of this hearing, or have any disclosures to make? Seeing none, ... [to next
item, or if there is a question or disclosure, refer to City Attorney.]
11. Is there anyone in the audience who objects to my participation or any other Council
member's participation in these proceedings? (Refer any affirmative answer to City
Attorney.)
Purpose of Hearing and Order of Speaking
12. The purpose of this hearing is for the Council to take action relating to the (name of
proposal from the agenda).
54
CITY OF PORT TOWNSEND
13. The order of speaking will be:
a. Staff presentation
b. Then presentation from the applicant
c. Then presentation from the public; to the extent possible, we will alternate between
proponents and opponents of the application.
d. Then any response from the applicant
e. Then response from staff
f. Then questions from Council members
Staff Presentation
14. Before hearing from the applicant and the public, I am going to introduce
(name in memo in agenda packet) who will make the staff presentation.
Public Testimony and Comment
15. (To Clerk) Are there any written materials that have been submitted, or does anyone wish
to submit written materials without speaking? (Any documents are given to City Attorney,
who will read or summarize the document.)
16. I will call upon the applicant to speak.
17. Now I will call on members of the public who have signed up. If you have not signed up
and wish to speak, you will be given an opportunity after all who have signed up have
spoken.
18. I will now call upon the applicant to speak in rebuttal.
Questions and Answers
19. Does staff wish to respond to respond to any subjects raised by any speaker, or make any
additional statement?
20. At this time, any Council member may ask any questions of any speaker or staff. (Any
person recalled will speak from the rostrum.)
21. Does any speaker have any comments solely to clarify any item raised by a Council
member's questions? Please, no new issues can be presented, and please do not repeat
your or any other person's previous testimony. Your comments should be limited to
clarifying any item raised by any Council member or staff.
Council Discussion
22. There being no further comment, I will close this portion of the hearing. It is now in order
for the Council to discuss this matter and for a Council member to make a motion to take
action or postpone.
55
CITY OF PORT TOWNSEND
a. RCW 42.30.140(2) allows, but does not require, the Council to deliberate (but not
vote) on quasi-judicial matters in a closed session. Does any Councilor wish to
make a motion to adjourn to a closed session? (if so, vote on motion -- if it passes,
adjourn for a set period of time for deliberations)
b. If no one wants to go to a closed session, or the vote to do so fails: (Mayor calls
on Council members wishing to be recognized.)
23. (Upon conclusion of discussion and return, if applicable, from closed session): Does any
Council member wish additional briefing on any matter related to this issue? Remember,
that any supplemental briefing must be in the form of argument, not additional facts? (If
so, have the City Attorney work with the Councilor to frame the motion, then vote)
24. Is there any further discussion by Council members?
25. Is there any further recommendation or comments from staff?
26. (Mayor states the motion and calls for a vote. Following a vote by the Council) Staff is
directed to prepare findings and decision.
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CITY OF PORT TOWNSEND
APPENDIX 1
City Council Rules of Procedure
Policy: Public Requests for Proclamations
The Council considers requests to proclaim certain events or causes when such proclamations
pertain to a Port Townsend event, person, organization, or cause with local implications. The
Council will consider requests that are timely, have potential relevance to a majority of Port
Townsend's population, and either forward positive messages or call upon the support of the
community.
The following guidelines and requirements apply to requests for consideration of Proclamations
which are read at Council meetings.
Proclamations to be read at Council meetings
l . The person(s) or organization making the request must submit a completed Application
Requesting a City Proclamation and submit a copy of the proposed Proclamation to the City
Clerk's office.
2. The request should be made at least three weeks in advance of the requested Council
meeting.
3. The Mayor and City Manager (or staff designee) will determine if the proposed
proclamation meets the intent of this policy.
4. The Council will make no more than two proclamations at a Council Meeting. Either the
person making the request or a representative of the organization making the request must be
present at the Council meeting to accept the proclamation.
5. The City retains the right to modify, edit, or otherwise amend the proposed
proclamation to meet its requirements, needs, or policy determinations.
6. The City retains the right to decide if the proclamation will or will not be issued.
7. Once approved, the proclamation will be included on the appropriate Council agenda.
8. If not approved, the applicant will be notified of the decision and the reason(s) for the
decision.
Proclamations Requested Which Will Not Be Read at a Council Meeting
If a person or organization requests a proclamation for an event or presentation and does not
request it be read at a Council meeting, the same policy will apply. The requestor must arrange
with the Clerk's office to either pick up the proclamation or have it mailed.
57
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CITY OF
PORT TOWNSEND
CITY COUNCIL RULES
OF PROCEDURE
A Comprehensive Collection of Meeting Rules, Coordination
Procedures, Public Hearing Procedures, and Applicable References
from the Revised Code of Washington
Adopted June 19, 2000
Revised October 2, 2000
Revised April 16, 2001
Revised March 4, 2002
Revised April 15, 2002
Revised June 3, 2002
Revised June 17, 2002
Revised August 5, 2002
Revised February 23, 2004
Revised March 1, 2004
Revised February 22, 2005
Revised May 1, 2006
Revised March 3, 2008
Revised September 11, 2014
Revised November 3, 2014
Revised April 8, 2015
Revised June 22, 2016
Revised February 6, 2018
Revised September 17, 2018
Revised April 1, 2019
Revised October 4, 2021
CITY OF PORT TOWNSEND
ARTICLE 1 - CITY COUNCIL MEETINGS ...............
1.1
City Council Meetings.............................................................................................1
1.2
Election of Officers..................................................................................................1
1.3
Presiding Officer......................................................................................................2
1.4
Quorum....................................................................................................................2
1.5
Attendance/Excused Absences................................................................................2
1.6
Special Council Meetings........................................................................................2
1.7
Council Packet Material...........................................................................................3
1.8
Council Business Meeting Agenda..........................................................................3
1.9
Consent Agenda.......................................................................................................3
1.10
Workshops...............................................................................................................4
1.11
Retreat......................................................................................................................4
1.12
Training/Orientation................................................................................................4
1.13
Council Transparency..............................................................................................5
1.14
City Clerk/Minutes/Public Information Access.......................................................5
ARTICLE 2 - CITY COUNCIL MEETING PROCEDURES..................................................5
2.1
Rules of Order..........................................................................................................5
2.2
Motions....................................................................................................................6
2.3
Order of Business.....................................................................................................6
2.4
Public Comment.......................................................................................................6
2.5
Final Agenda Items..................................................................................................7
2.6
Permission Required to Address the City Council..................................................7
2.7
Voting......................................................................................................................8
2.8
Remote Participation by Council Members.............................................................9
2.9
Enacted Ordinances, Resolutions, and Motion........................................................9
2.10
Resolutions...............................................................................................................9
2.11
Ordinances...............................................................................................................9
2.12
Legislative Process for Ordinances, Resolutions, and Motions .............................10
2.13
Reconsideration......................................................................................................10
2.14
Complaints and Suggestions to the City Council..................................................10
2.15
Photographs, Motion Pictures, Video Tape/Permission Required for Artificial
Illumination............................................................................................................11
2.16
Guidelines for Processing New Matters/Suggestion Board...................................I I
ARTICLE 3
- DUTIES AND PRIVILEGES OF MEMBERS................................................12
3.1
Forms of Address...................................................................................................12
3.2
Filing City Council Vacancies...............................................................................12
ARTICLE 4 - COMMITTEES, BOARDS, WORD GROUPS AND COMMISSIONS ........ 12
4.1 Committees............................................................................................................12
4.2 General Rules Applicable to Citizen Advisory Boards.........................................13
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CITY OF PORT TOWNSEND
4.3
Definitions..............................................................................................................13
4.4
Purpose and Application........................................................................................14
4.5
Scope of Work.......................................................................................................14
4.6
Membership, Nomination and Confirmation Process, and Residency
Requirements.........................................................................................................15
4.7
Officers/Indemnification and Election...................................................................16
4.8
Quorums/Transacting Business.............................................................................16
4.9
Terms of Office and Vacancies..............................................................................16
4.10
Conflicts of Interest................................................................................................16
4.11
City Council Committee........................................................................................16
4.12
Liaison, Representative, and Officer Roles...........................................................16
4.13
Procedures, Records, and Minutes.........................................................................19
4.14
Meetings, Open Public Meetings Act, and Public Records Act ............................19
4.15
Communications to the City Council.....................................................................20
4.16
Compensation and Reimbursement of Expenses...................................................20
4.17
Lobbying Efforts....................................................................................................20
ARTICLE 5 - RELATIONS WITH CITY MANAGER & ADMINISTRATION ................20
5.1
Role of the City Manager.......................................................................................20
5.2
Administrative Interference by Council Members................................................21
5.3
Administrative Complaints Made Directly to Individual Council Members .........
21
5.4
Administrative Complaints....................................................................................21
5.5
City Manager Evaluation.......................................................................................21
ARTICLE 6 - PUBLIC HEARING PROCEDURES...............................................................22
6.1 Appearance of Fairness Doctrine...........................................................................22
6.2 Actions for a Public Hearing..................................................................................24
ARTICLE 7 - REIMBURSEMENT
7.1 Purpose...................................................................................................................24
7.2 Travel Expenses and Reimbursement....................................................................24
7.3 Travel — Authorization — When Required..............................................................25
Exhibit A Resolution 98-044, Establishing a Policy of Action Minutes................27
Exhibit B Parliamentary Procedure at a Glance....................................................29
Exhibit C Agenda Format.........................................................................................31
Exhibit D List of Standing Committees and Mission Statements .........................32
Exhibit E City Manager Evaluation Form.............................................................34
Exhibit F Public Hearing Procedures.....................................................................41
Appendix 1 Proclamation Policy.................................................................................55
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CITY OF PORT TOWNSEND
Policy Statement: The Council Rules should be considered a means to an end and not an end in
themselves. If used well, rules of order will advance fundamental goals and principles. They
will help the Council spend its time well and make good decisions on behalf of the community.
The rules should not become the master and the primary focus for the meeting. The "horse" (the
principles) should come before the "cart" (the rules).
Land Acknowledgement: The land that we know as Port Townsend was first known as a
thriving village of the S'Klallam People; this village was called gatay ("kuh-tai"). The
S'Klallam's well-known chief, cicmahan ("cheech-muh-Kann"), or Chetzemoka, was born at
gatay in 1808. While this area belonged, and still belongs, to the S'Klallams, it is acknowledged
that other local tribes camped along the beaches as they visited or moved along in their travels.
The City of Port Townsend honors the sovereignty and treaty rights of the three
S'Klallam/Klallam Tribes that are tied to this area and continues to strive in partnership for the
betterment of our local Indigenous Peoples.
Revised May 2024 iv Council Rules of Procedure
CITY OF PORT TOWNSEND
ARTICLE 1 — CITY COUNCIL MEETINGS
1.1 City Council Meetings.
(a) All regular meetings of the City Council shall be held at the times and locations specified
by applicable ordinances and resolutions of the City Council.
(b) All meetings of the City Council and committees thereof shall be open to the public,
except as provided for in RCW 42.30.110 or RCW 42.30.140.
(c) The Pledge of Allegiance may be recited before iLny€t-
.regular meeting, special
meeting, workshop, and committee meeting of the City Council. For example, the Pledge
of Allegiance may be recited at meetings scheduled on or around such holidays as Fla,
Day, Independence Day, or any other appropriate occasion.
(d) The Presiding Officer may recite the Land Acknowledgment before City Council
meetings held during the week of Indigenous Peoples Day, during Native American
Heritage month, or on any other appropriate occasion.
1.2 Election of Officers. Procedures for electing officers are as follows:
(a) Biennially, at the first meeting of a new City Council, Council members shall choose a
presiding officer from their number who shall have the title of Mayor. In addition to the
mayoral powers listed in RCW 35A.13.03 0, the Mayor shall continue to have all the
rights, privileges and immunities of a Council member. 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 35A.13.030 and RCW 35A.13.035.
The Mayor and Deputy Mayor can be changed by a super majority vote of the City
Council.
If a permanent vacancy occurs in the office of Mayor or Deputy Mayor, the Council
members, at their next regular meeting, shall select a Mayor or Deputy Mayor from their
number for the unexpired 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
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.
(c) Except when there is only one 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 results.
Revised May 2024 1 Council Rules of Procedure
CITY OF PORT TOWNSEND
(d) In the event the City 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 Council members agree on a
Mayor, at which time the role of Acting Mayor and Acting Deputy Mayor shall cease
and terminate.
(e) Following the election for Mayor, the newly elected Mayor shall conduct the election for
Deputy Mayor following the same process as described for the election of the Mayor.
1.3 Presiding Officer. The Mayor shall preside at meetings of the Council, 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, Mayor Pro Tempore selected
by the Council members shall act as Mayor during the continuance of the absences. The Mayor
or Deputy Mayor are also referred to as "Presiding Officer" in these Rules of Procedure.
(a) The Presiding Officer shall preserve order and decorum, confining Council members to
debate the question under discussion.
(b) 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 Council member by reason of acting as
the Presiding Officer.
1.4 Quorum. At all meetings of the City Council, four Council members, who are present
and eligible to vote, shall constitute a quorum for the transaction of business. A number less
than four 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 such adjournment
be posted on the exterior Council chamber doors per RCW 42.30.090. Council meetings
adjourned under the previous provision shall be considered regular meetings for all purposes.
1.5 Attendance/Excused Absences. RCW 35A.12.060 provides that Council members shall
forfeit their office by failing to attend three consecutive regular meetings of the Council without
being excused by the City Council. Council members should notify the City Clerk, the City
Manager, and the Presiding Officer of any absences at least fourteen days prior to the meeting, if
possible. If not possible, Council members must notify the City Clerk, the City Manager, and the
Presiding Officer at the earliest possible time. Barring any objections, prior notification of the
absence to the Presiding Officer will be considered an excused absence. Excusing unnoticed
absences will be considered as part of the consent agenda at the following business meeting.
1.6 Special Council Meetings. Procedures for setting a special meeting are as follows:
Revised May 2024 2 Council Rules of Procedure
CITY OF PORT TOWNSEND
(a) A special meeting may be called by the Presiding Officer or any four Council members.
(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.
(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 that 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 per RCW 42.30.080.
Special meetings do not include a consent agenda or general public comment.
1.7 Council Packet Material. Council members should read the agenda material and ask
clarifying questions prior to the City Council meeting, when possible.
1.8 Council Business Meeting Agenda/Consent Agenda. The City Clerk, under the
direction of the City Manager, will arrange a list of proposed matters according to the order of
business and prepare an agenda for the City Council. After the proposed agenda has been
approved by the Mayor and Deputy Mayor, a copy of the agenda and supporting materials will
be prepared for Council members, the City Manager, the public, the city website and the press
and any staff member who has requested a packet, on or before 4:30 p.m., four calendar days
before a regular City Council meeting. The Presiding Officer, three Council members, or the
City Manager may introduce a new item to the agenda at a meeting.
As part of any regular business meeting, the Presiding Officer will seek suggestions for the
current or future agenda from Council Members.
1.9 Consent Agenda. The City Manager, in consultation with the Presiding Officer, shall
place matters on the consent agenda that:
Revised May 2024 3 Council Rules of Procedure
- Formatted: List Paragraph, No bullets or numbering
" - - -(Formatted
CITY OF PORT TOWNSEND
(a) Have been previously discussed by the City Council;
(b) Are based on the information delivered to Council members by the administration that
can be reviewed by a Council member without further explanation; or
(c) Are so routine, technical or "housekeeping" in nature that passage without discussion is
likely.
Since adoption of any item on the consent agenda implies unanimous consent, any Council
member 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 item on the agenda for the current or a future meeting.
The proper City Council motion on the consent agenda is as follows: "I move adoption of the
consent agenda." This motion shall be non -debatable and will have the effect of moving to adopt
all items on the consent agenda, although Council members may ask clarifying questions.
1.10 Workshops. The primary purpose of workshops is to shape significant policy and aiding
in the development of items that will ultimately require City Council action. Agenda items are
intended to be substantive and not include day-to-day operational issues or routine, procedural
items.
No final action will be taken. The City Council will provide direction and recommendations by
consensus. However, if there is not clear consensus on an item, a motion may be made and a vote
taken.
Unless otherwise noted or announced by the Presiding Officer, public comment will be allowed
on each agenda item following the staff presentation and Council question and answer period.
Workshop agendas do not include general public comment.
The City Clerk, under the direction of the City Manager, and with the advice of the Mayor and
Deputy Mayor shall arrange a City Council workshop agenda for the meeting. After the
proposed agenda has been approved by the Mayor and Deputy Mayor, 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., four (4) calendar days before the City Council
workshop.
1.11 Retreat. The City Council shall hold an annual Strategic and Work Plan Retreat with
optional additional quarterly retreats to create or review the Strategic and Work Plans for the
year and subsequently confer with Staff on progress and possible adjustments.
1.12 Training/ Orientation.
Revised May 2024 4 Council Rules of Procedure
CITY OF PORT TOWNSEND
(a) Open Public Meetings Act. Every new Council member is required to complete Open
Public Meetings Act (OPMA) training within ninety days of taking the oath of office.
Thereafter, every Council member must complete OPMA training every four years.
(b) Public Records Act. Every new Council member is required to complete Public Records
Act and Preservation and Destruction of Public Records (PRA) training within ninety
days of taking the taking the oath of office. Thereafter, every Council member must
complete PRA training every four years.
(c) Council members are strongly encouraged to attend the Association of Washington Cities
Elected Officials training during their first year in office.
(d) As new Council members join the City Council, the City Manager and City Clerk will
host an orientation program that provides an opportunity for new Council members to
tour City facilities, learn about the City technology, and ask any questions about City
operations and procedures.
1.13 City Council Transparency. The City Council is dedicated to open and transparent
communication, discussion, and governance. Council members and the public should have
sufficient time to thoroughly study an issue and ask any questions. In determining whether to
proceed to final action, the Council members should consider whether the matter is urgent,
routine, or in need of significant public process. Many routine matters may be completed in one
meeting; more complicated issues may require more time to completely understand before
deciding. The goal is ensuring that the Council members and the public have adequate time to
study issues and ask questions.
1.14 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 April 6, 1998, and attached as Exhibit A. In the
absence of the City Clerk, the City Clerk shall appoint a replacement to act as Clerk -of -the -
Council. The City Clerk shall record the proceedings of all public hearings, regular meetings,
workshop sessions, hearings, special sessions, and other meetings when possible. The recordings
shall be posted on the City website. All regular meetings, workshop and study sessions shall be
live streamed on the City website for public informational purposes if held in appropriate venue.
End of Article 1 — Cio) Council Meetings
ARTICLE 2 - CITY COUNCIL MEETING PROCEDURES
2.1 Rules of Order. Rules of order not specified by statute, ordinance or resolution shall be
governed by the most recent edition of Robert's Rules of Order - as published by the Roberts
Rules Association. A quick reference chart of the most common "Rules of Order" questions is
attached as Exhibit B.
(a) Council members should speak to the issues in a civil manner, respecting the viewpoints
of others, focusing on the issue at hand, sharing their own motives and reasons for
Revised May 2024 5 Council Rules of Procedure
CITY OF PORT TOWNSEND
supporting or not supporting an item for discussion, in a polite manner towards each
other and the public.
(b) Council members shall have five minutes, maximum, per comment (instead of the 10
minutes provided in Robert's Rules). This is waived unless a Council member raises an
objection.
2.2 Motions. All items of business placed before the City Council that require the
expenditure of City Council or administration resources shall be in the form of an affirmative
motion. Affirmative motions are preferred to prevent "approval by default" of a failed negative
motion.
2.3 Order of Business. The accepted order of business for the first and second regular
business meeting of the City Council shall be transacted as shown in the attached Exhibit C
Agenda Format; provided, however, that the Presiding Officer may, during a City Council
meeting, rearrange items on the agenda to conduct the business before the City Council more
expeditiously. This accepted order of business may also be changed from the format shown by a
majority of the full City Council.
2.4 Public Comment. The City Council desires to allow a maximum opportunity for public
comment. However, the business of the City must proceed in an orderly, timely manner. At any
time, the Presiding Officer, in the Presiding Officer's discretion, may set such reasonable limits
as are necessary to prevent disruption of other necessary business -
(a) Public comment on items not on the agenda and the consent agenda are limited to a total
of 30 minutes per meeting unless revised by the Presiding Officer; speakers will be
allotted three minutes per individual. For an item not on the agenda that, based on the
number of persons indicating an intent to speak, may require more than 30 minutes for
public comment, consideration will be given to setting an agenda item at a future City
Council meeting for public comment on the item. After the comment period, the
Presiding Officer may recognize the City Manager for the limited purpose of providing a
brief response, or comment, or summary of expected action. No debate of the merits of
the item should occur at this time.
(b) Any member of the public who wishes to address the City Council on an item on the
current agenda shall make such request to the Presiding Officer at the time when
comments from the public are requested during the agenda item discussion. The
Presiding Officer may impose a reasonable time limit (for example thirty minutes) in
order to ensure that the City Council may complete the agenda in a timely manner.
(c) In person comments shall be made from the microphone, first giving the speaker's name
and relationship to the City, i.e. live or work in the city limits. No in person comments
shall be made from any other location, and anyone making "out of order" comments shall
be subject to removal from the meeting.
Persons attending a meeting remotely may be able to make public comment if they are
Revised May 2024 6 Council Rules of Procedure
CITY OF PORT TOWNSEND
logged in through the remote meeting platform, otherwise remote attendance will not
allow for public comment. Persons attending a meeting remotely who wish to make
public comment must use the raise your hand function on the remote meeting platform.
When asked by the Presiding Officer, the clerk will unmute the speaker for three
minutes. Remote speakers should also begin their comments by stating their names and
relationship to the City.
(eB)(�),....m,m,m,...Persons may also submit public comment via the form on the C:ity's website.
Written public comment is limited to 2350 characters. Comments must be submitted by
two hours before the start of the meeting to be included in the record for that meeting.
Comments submitted after two hours prior to the start of the meeting will be included in
the record of the subsequent meeting. The form includes a space for commenters to
include their names and relationship to the City. Persons should be aware that any
information they include in their comments will be maintained as part of the public
record.
(-e-)(f) All comments shall be addressed to the City Council. There will be no
demonstrations during or at the conclusion of anyone's presentation.
(f(.(2) These rules are intended to promote an orderly system of holding a public
meeting, to give every person an opportunity to be heard and to ensure that no
individuals are embarrassed by exercising their right of free speech.
2.5 Final Agenda Items:
(a) Convening of an executive session is normally shown on each meeting agenda; if added
after the agenda is published, it will be announced by the Presiding Officer after the Roll
Call. Before convening an executive session, the Presiding Officer will announce the
reason for and anticipated length of the executive session.
(b) The agenda shall provide a time when the Presiding Officer ("Presiding Officer's
Reports") or Council members ("Comments From Council Members") may bring before
the City Council any business that they feel should be deliberated upon by the City
Council or added to future agenda. These matters need not be specifically listed on the
agenda, but formal action on such matters should be deferred until a subsequent City
Council meeting unless the matter requires immediate action. Council Committee Chairs
may use this time to update the full City Council on the work of the Committee. There
shall be no lectures, speeches or grandstanding.
(c) Meetings should end before 9:30 p.m. The City Council shall be deemed to have
approved an extension of the meeting beyond 9:30 p.m. unless a member requests a vote
to whether to extend or adjourn. A new time limit must be established before taking a
Council vote to extend the meeting. The items not acted upon or considered shall be
deferred to the next regular City Council meeting.
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(d) In the event of emergency, such as a fire, threatened violence, or inability to regain good
order, the Presiding Officer shall forthwith declare the meeting adjourned and the City
Council shall immediately leave the premises. If possible, the City Council should
reconvene at another location selected by a majority vote of the members. If the City
Council reconvenes the meeting in another location, the City Council may only take
action on matters appearing on the agenda and members of the press shall be allowed to
attend. The minutes of the meeting shall state the reason for the emergency or
disruption.
2.6 Permission Required to Address the City Council. Persons other than Council
members and administration shall be permitted to address the City Council upon recognition or
introduction by the Presiding Officer or the chair of the appropriate City Council committee.
Groups may also request time on the agenda for a special presentation, including a proclamation,
by contacting the Presiding Officer or the City Clerk at least three weeks prior to the meeting.
The Presiding Officer may waive the notice.
2.7 Voting. The votes during all meetings of the City Council shall be transacted as follows:
(a) Unless otherwise provided for by statute_, ordinance, or resolution, all votes shall be
taken by voice, except that at the request of any Council member, a roll call vote shall be
taken by the City Clerk. The order of the roll call vote shall be determined by the
Presiding Officer.
(b) In case of a tie in votes on any proposal, the proposal shall be considered lost.
(c) Council members who were in or near the Council chambers when the question was put,
shall give their votes unless the City Council, for stated, special reasons, shall excuse
those members by motion. Council members who are not excused from voting, and who
do not vote, shall have their votes counted as "no."
(d) The passage of any ordinance, grant or revocation of franchise or license, any resolution
for the payment of money, any approval of warrants, and any resolution for the removal
of the City Manager shall require the affirmative vote of at least a majority of the whole
membership of the City Council.
(e) The passage of any public emergency ordinance (an ordinance that takes effect
immediately), expenditures for any calamity or violence of nature or riot or insurrection
or war, and provisions for a lesser emergency, such as a budget amendment, shall require
the affirmative vote of at least a majority plus one of the whole membership of the City
Council.
(f) The passage of any motion or resolution shall require the affirmative vote of at least a
majority of the membership of the City Council who are present and eligible to vote,
unless otherwise required by provisions of Washington law, the Port Townsend
Municipal Code, or these rules.
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(g) In the situation when the City Attorney states that a Council member's participation
would violate or appears to be violating the appearance of fairness doctrine by the
members failure to recuse, a super majority (majority plus 1 of members present) of the
nonaffected Council members may vote to require the affected member not to participate
in a particular proceeding, and if so, the affected Council member's vote shall not be
counted and the affected Council member shall not participate in the proceeding.
(h) A motion or request by a Council member (with or without a second) to "call the
question" (or similar words indicating an intent to terminate further debate and take a
vote on a pending motion) allows a vote on the pending motion to immediately take
place, unless any Council member requests that the motion to "call the question" be put
to a vote, in which case, debate is only terminated if adopted by a 2/3 vote of the Council
members present.
2.8 Remote Participation by Council Members. Teleconference or videoconference
participation by Council members may be allowed, but is not preferred, and is subject to
reasonable technical availability at the meeting location.
Requests to use teleconference or videoconference participation should be limited and will be
granted barring any objections. Adequate notice for these requests must be conveyed to the City
Clerk and the Presiding Officer to permit installation of the required equipment prior to the
specified City Council meeting or meetings. In such case, a microphone pickup must allow the
teleconference or videoconference participant to engage in the City Council discussion and be
heard. If possible, remote members should turn on cameras during meetings. Teleconferencing or
videoconferencing charges are to be at the Council member's own expense, unless waived in the
City Council motion.
2.9 Enacted Ordinances, Resolutions, and Motions.
(a) An enacted ordinance is a legislative act prescribing general, uniform, and permanent
rules or regulations relating to the operation and corporate affairs of the municipality.
The City Council action shall be taken by ordinance when required by law or when such
conduct is enforced by penalty.
(b) An adopted resolution is an administrative act, which is a formal statement of policy
concerning matters of special or temporary character. City Council action shall be taken
by resolution when required by law and in those instances when an expression of policy
more formal than a motion is desired.
(c) An adopted motion is a form of action taken by the City Council to direct that a specific
action be taken on behalf of the municipality. A motion, once approved and entered into
the record, is the equivalent of a resolution in those instances where a resolution is not
required by law, and where such motion is not in conflict with existing State or Federal
statutes, City ordinances, resolutions or these rules.
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2.10 Resolutions. A resolution may be put to its final passage on the same day on which it
was introduced. However, the City Council may invoke the two (2) reading procedure as
described below to facilitate public understanding or comment on the resolution. The title of
each resolution shall, in all cases, be read prior to its passage; provided, should a Council
member request that the entire resolution or certain of its sections be read, such requests shall be
granted. Public copies will be available on the City website.
2.11 Ordinances. The procedures for passing ordinances are as follows:
(a) A Council member may, in open session, request of the Presiding Officer that the City
Council study the wisdom of enacting an ordinance. The Presiding Officer then may
assign the proposed ordinance to the administration, a committee, or the committee -of -
the -whole for consideration. The committee or administration shall report its findings to
the City Council. The City Manager may propose the drafting of ordinances, per RCW
35A.13.080. Citizens and Boards and Commissions may also propose consideration of
ordinances and resolutions.
(b) All ordinances should have separate readings at two separate City Council meetings. At
each reading, the title of an ordinance shall, in all cases, be read prior to its passage;
provided that should a Council member request that the entire ordinance or certain of its
sections be read, such request shall be granted. Copies should be made available on the
City website prior to the meeting.
(c) Any ordinance repealing any portion of the Port Townsend Municipal Code shall also
repeal the respective portions of the underlying ordinance(s).
2.12 Legislative Process for Ordinances, Resolutions, and Motions. Prior to final passage
of all ordinances, resolutions or motions, such documents or proposals shall be designated as
DRAFTS. All such drafts shall also be dated to include the most recent revision.
(d) PROPOSED DRAFTS may contain the name of the group, organization, committee or
individual originating, initiating, or sponsoring the proposal prior to the first presentation
to the City Council when vote is taken directing some official action or further
consideration. Proposed drafts may be initiated by citizens or by boards, commissions,
or other task groups. All such drafts shall be dated.
(e) COUNCIL DRAFTS shall be documents or proposals which have been presented in
open session and voted on by the City Council when the resultant City Council action
was other than passage or a vote to cease further consideration
2.13 Reconsideration. Any action of the City Council, other than final passage of resolutions
or ordinances or any action previously reconsidered, shall be subject to a motion to reconsider,
including final action on applications for legislative changes in land use status. Reconsideration
can be requested only by motion of a member of the prevailing side of the original motion or
from a member who had an excused absence the night of the vote. A motion to reconsider an
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action must be made within thirty days for action to be reconsidered. A motion to reconsider is
debatable only if the action being reconsidered is debatable. Upon passage of a motion to
reconsider, the subject matter is returned to the table anew for any action the City Council deems
advisable.
2.14 Complaints and Suggestions to the City Council. When citizen complaints or
suggestions are brought before the City Council covering an issue not on an agenda through
public comment, City Council correspondence, or other method, the Presiding Officer shall first
determine whether the issue is legislative or administrative in nature and then:
(a) If legislative, and a complaint about the letter or intent of legislative acts or suggestions
for changes to such acts, and if the City Council finds such complaint suggests a change
to an ordinance or resolution of the City, the Presiding Officer should refer the matter to
the City Manager for study and recommendation as part of the Suggestion Board.
(b) If administrative, and a complaint regarding administrative staff performance,
administrative execution of legislative policy, or administrative policy within the
authority of the City Manager, the Presiding Officer should then refer the complaint
directly to the City Manager for review, if the complaint has not been so reviewed. The
City Council may direct that the City Manager brief or report to the City Council when
the City Manager's response is made.
2.15 Photographs, Motion Pictures, Video Tape/Permission Required for Artificial
Illumination. No photographs, motion pictures, or videotapes that require the use of
flashes, flood lights, or similar artificial illumination shall be made at City Council
meetings without the consent of the Presiding Officer or a majority of the City Council.
2.16 Guidelines for Processing New Matters/Suggestion Board.
(a) The goal of this guideline is to provide a process that allows the City Council to consider
proposals that are not part of the approved budget or work plan in a cumulative, orderly
process with opportunity to take into consideration the impact of a new project on both
existing projects and other proposed projects. This rule does not apply to routine matters
that do not involve significant staff or City Council time (for example, contract
approvals, proclamations).
(b) New matters may come from advisory boards, Council members, or citizens. New
matters should be referred to the City Manager who will consider whether the matter fits
within the City's work plan prior to forwarding the recommendation to the City Council.
The City Manager may choose to table a request until such time as the City has sufficient
resources to assist in completing the task. The City Council may consider the items on
the Suggestion Board during the annual work plan retreat.
(c) Approximately bimonthly, the City Manager shall present to the City Council a "list of
new proposals" (including proposals the City Council previously indicated should be
carried forward on the list of proposals for further consideration or action) that may have
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come up or been suggested for the City Council. This list will include the City
Manager's action on any item: adding to the work plan, tabling the request, or referring
to an outside agency or body. Resolved items will be removed from the suggestion board
after they have been reported by the City Manager to the City Council. Tabled items
may be removed from the suggestion board after the annual work plan retreat.
(d) The City Council may, by a vote of the majority, choose to act on any tabled item. In
doing so, the City Council shall consider the following:
1. Estimate of time, staff resources and cost (administrative and monetary) to
implement the proposal;
2. Estimate of impact of implementing the new proposal on existing projects;
3. Consistency with adopted plans and policies; and
4. Ability of the City to resolve the matter.
(e) At the meeting(s) which the City Council considers new proposals, public comment on
all the items shall be limited to thirty (30) minutes total. The Presiding Officer may
allocate this time as necessary among items, giving consideration to the number of
persons who have indicated an intent to speak. A majority plus one of the full Council
(five members) may approve a motion to extend the above time limits. Such motion
shall be non -debatable.
(f) Generally, the City Council should discuss the list of new proposals at a business
meeting, and place items for possible action on the next Council meeting when New
Business is considered.
End of Article 2 — Cio) Council Meeting Procedures
ARTICLE 3 - DUTIES AND PRIVILEGES OF MEMBERS
3.1 Forms of Address. The Mayor should be addressed as "Mayor (surname)." The Deputy
Mayor should be addressed as "Deputy Mayor (surname)." Council members should be
addressed as "Councilor (surname) or "Council member (surname)."
3.2 Filling City Council Vacancies. If a vacancy occurs in the office of a Council member,
the City Council will follow the procedures outlined in RCW 42.12.070. In order to fill the
vacancy with the most qualified person available until an election is held, the City Council will
widely distribute and publish a notice of the vacancy, the procedure, and any application form
for the vacancy. The City Council will draw up an application form which contains relevant
information to answer set questions posed by the City Council. The application forms will be
used in conjunction with a public interview of each candidate to aid the City Council's selection
of the new Council member.
End of Article 3 - Duties and Privileges of Members
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ARTICLE 4 - COMMITTEES, BOARDS, WORK GROUPS, AND COMMISSIONS
4.1 Committees. The City of Port Townsend is a Council -Manager form of government and
has adopted a committee structure applicable to the normal Council -Manager system. The City
is constantly working to improve the ways in which the public can meaningfully access the City
Council and how the City Council engages with, and encourages, public involvement. The City
values community volunteerism and recognizes its importance in promoting the City's health,
safety, and wellbeing. The procedures governing all committees, boards and commissions, and
task force groups established by the City Council or involving a Council member, shall be as
follows:
(a) All standing committees shall be established or provided by City Council resolution. See
Exhibit D for current standing committees.
(b) All other City Council committees, boards and commissions, and task force group rules
or operating procedures shall be established by the City Council directive with special
attention to RCW 35A.13.120 and the rules provided in Section 4.2, after consultation
with the City Manager. Such committees, boards and commissions, and task force
groups enabling legislation shall be subject to periodic review to determine whether its
function continues to be necessary and an appropriate use of City and volunteer
resources.
(c) Committees, boards and commissions, and task force groups shall make
recommendations, when appropriate, on proposed ordinances, resolutions, and motions
within their area of responsibility or interest, before action is taken by the City Council.
The appropriate spokesperson shall present the recommendations that could lead to final
action during the discussion of the business item on the City Council agenda. The City
Council values community input and will work with staff liaisons and volunteer
members to ensure the groups have adequate training to record recommendations in the
form of a motion from the body so recommendations may be forthcoming to the City
Council.
(d) For Advisory Boards, appointments shall be made by the City Council after nomination
by the Mayor.
(e) Council member appointments shall be made by the Mayor subject to confirmation by the
City Council.
4.2 General Rules Applicable to Resident Advisory Boards. All Advisory Boards, Task
Forces, and other bodies should assist in completing the City's adopted work plan. Their work
plans should coordinate with the City's strategic, functional, and work plans.
4.3 Definitions.
(a) An "Advisory Board" means any resident committee or commission created by the City
Council to give advice on particular subjects and perform such other functions as
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prescribed by the City Council. Advisory Board also includes task force groups,
subcommittees, or working groups formed by City Council resolution for short periods of
time or for specific tasks. Each Advisory Board will operate under the direction of and
coordinate with one of the standing City Council committees.
(b) Committees: Council members appointed to study particular topics. Committees may be
standing or ad hoc depending on the topic to be studied and the needs of the City.
(c) Commissions: Statutory bodies such as the Planning Commission or the Lodging Tax
Advisory Committee
(d) Task Force: a body appointed by the City Council to study or work on a particular
subject or problem for a set project. A task force will cease to meet upon completion of
its charge as given by the City Council.
4.4 Purpose and Application. The purpose of this section is to establish general provisions
applicable to all Advisory Boards, Commissions, and Task Forces. The provisions of this article
govern all Advisory Boards unless otherwise specifically provided by ordinance, motion, or
resolution of the City Council, or as may be required by State law. In establishing an Advisory
Board, the City Council shall consider the following:
(a) Scope of work, and clear task description, including whether it is legislative or
administrative;
(b) Term and sunset provisions;
(c) Membership, nomination and confirmation process, and residency or other special
member requirements;
(d) Place of board within City or City Council structure and to whom the Board will report:
(e) Council committee assignment and City Council committee liaison assignment;
(f) Time frames for board action on tasks;
(g) Time frames for City Council or committee action; for example, periodic review or
interim reports;
(h) Staffing, if any, for Advisory Boards and identification of which City Department bears
any staffing responsibility or expense for board; and
(i) Any other matters appropriate to the Advisory Board's work
4.5 Scope of Work.
(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
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the appointed 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 or governing committee may determine any specific guidelines or tasks
to be referred to the Advisory Board by motion or resolution. If a majority of the board
desires to be tasked with an additional project, a resolution will be forwarded through the
City Manager's office to the City Council for consideration. The City Manager will
consider whether the project fits within the City's work plan prior to forwarding the
recommendation to the City Council. The City Manager may choose to table a request
until such time as the City has sufficient resources to assist the body in completely the
task. The City Council will review any tabled requests when formulating the City's work
plan. The City Council recognizes the value of community input in the governing
process and encourages generative discussion within Advisory Boards but also must
balance the needs of the entire City.
(C) Each Advisory Board should develop a work plan as defined by its enabling legislation
and submit an annual plan for approval to the governing Council committee. This annual
work plan should be consistent with City Council's own strategic priorities,
comprehensive plan, and functional plans. Staff, Council committee liaison, and the
board chair will work together to coordinate the drafting and submission of the Board's
annual work plan. For boards that have a working budget and pre-existing funding
stream, the work plan must be submitted during the City Council's budget cycle.
(d) The scope of work for the Commissions, such as the Lodging Tax Advisory committee
and the Planning Commission, is set by statute. The City Council may refer additional
projects or work to the statutory bodies that are related to their statutory remit.
Commissions may also request to additional projects using the process above.
4.6 Member Requirements, 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 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, serving
on an Advisory Board shall be a resident of, own a business located in, or work in the
City.
(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 and advertised
according to City procedures. All applications received shall be reviewed by the Mayor
who will confer and work with the City Council committee liaison to conduct an
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interview of the candidates and recommend the appointment to the City Council for 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 City Council shall include ending date and term for the
position to which the person is appointed and such information shall be entered into the
City Council minutes.
(e) At the expiration of a member's term, the member may, at the discretion of the City
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) Advisory Board membership shall constitute a cross section of related interests. The City
values community diversity among members serving on its boards.
(g) While volunteers are not limited to serving on more than one board at a time, pre-existing
appointments on other boards will be a factor in any new nomination.
4.7 Officers Identification and Election. Each Advisory Board shall elect from its
membership a presiding officer who will be referred to as "Chair." The Chair shall serve in this
capacity for one full calendar year, or until their successor is elected, or until 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.
4.8 Quorums/Transacting Business. A majority of the appointed members of the Advisory
Board 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.
4.9 Terms of Office and Vacancies. Appointments to boards shall be provided in the
resolution establishing or providing for a Board. 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 City Council action based on the City
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 board or its members. A member
voluntarily forfeits their position by the occurrence of three (3) consecutive and unexcused
absences.
4.10 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
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shall disqualify themselves from participating in the deliberations and the decision -making
process with respect to the matter in question. Upon appointment, members shall complete and
sign an acknowledgement that they have been given and reviewed the City's Code of Ethics. All
Advisory Board Members shall complete a Code of Ethics, Open Public Meetings Act, and
Public Records Act training in -person during their appointment and shall complete the next
available offering.
4.11 City Council Committee. Each Advisory Board, Task Force, and statutory body (other
than the Planning Commission) will be assigned to a City Council committee. The City Council
committee will be responsible for monitoring the body's work and ensuring that it meets the
needs of the City and contributes to moving the City's work plan forward.
4.12 Liaison, Representative, and Officer Roles
(a) A City Council committee liaison shall be available to each Advisory Board for the
purpose of providing a constructive relationship and open channel of communication
between the City Council committee, the full City Council, and the Advisory Board
without implying direction, review, or management of the activities of the Advisory
Board. The Mayor will make appointment recommendations to the full City Council for
the Council committee liaison appointments. The City Council committee liaison should
review the Advisory Board's agendas and minutes and stay apprised of the Advisory
Board's work. The City Council committee liaison may attend meetings as appropriate
but is not a voting member of the Advisory Board. The City Council committee liaison
should address any concerns regarding the Advisory Board to the City Manager. A City
Council committee liaison may not be appointed to the statutory commissions. If
appropriate, the City Council committee may assign a City Council committee liaison to
a task force. Liaison functions and duties may be further defined or directed by the
Presiding Officer with concurrence of the City Council
City Council committee liaisons to the Planning Commission should refrain from
engaging in any activity that could be construed as demonstrating bias or as engaging in
ex parte communications. Such activities could include facial expressions or body
language, engaging in conversations with citizens, or other such activities..
(b) The City Manager may appoint a primary staff liaison for each committee, board or
commission, or task force group, to ensure that meeting notifications and recordkeeping
occurs consistent with applicable State laws; to provide professional guidance, issue
analysis and recommendations; to assist the board with research, report preparation, and
correspondence in keeping with the board's City Council -approved work plan; and to
perform other liaison duties as may be assigned by the City Manager. Incorporated by
reference herein, Article 5, Relations with City Manager and Administration, Section 5.1,
City of Port Townsend Council Rules, and Chapter 35A.13 RCW. The role of the staff
liaison is as follows:
1. to provide factual information upon which the members can rely in making their
decisions and formulating their advice to the Mayor, the City Council, and City
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Administration;
2. to facilitate the meeting process by working with the Chair to schedule
meeting times, dates, and locations, so as not to conflict with other City
functions and activities;
3. to ensure that the City's policies on open meetings and public records are
adhered to at all times by the committee, board or commission, or task force
group;
4. to coordinate with the Chair on the various activities of the committee, board
or commission, or task force group;
5. to provide continuity to the work of the committee, board or commission, or
task force group by maintaining complete files of the work of the committee,
board or commission, or task force group;
6. to facilitate access to these records upon request by any member, City official,
City employee, and members of the public; and
7. to facilitate communication with the City Manager to ensure that the activities
of the body are consistent with the City's adopted work plan. To ensure that
advisory board members receive the appropriate training and background
information, including governing legislation.
(c) A Chair is selected annually by the Advisory Board members and shall serve a term of
at least one full calendar year. The membership may request of the City Council that a
Chair continue to serve for more than one year. The Chair's role is to:
1. Call meetings;
2. Chair meetings;
3. Set the meeting agendas in concert with appointed staff and the City Council
committee liaison;
4. Coordinate with appointed staff, the City Council Committee liaison, and City
Manager, the City's needs, policies, and interests, when determined, and to
communicate the same to the members on any matters under discussion or
consideration;
5. Serve as the focal point of communication between individual members and
staff and the City Council committee liaisons;
6. Serve as parliamentarian, ensuring that proper parliamentary procedures are
followed at all times: and
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7. Foster leadership development in the Board for purposes of succession
planning.
(d) Resident Advisory Boards must be aware and cognizant of the following:
1. All meetings are to be conducted in public session, noticed in accordance with
State Law, and in compliance with the Open Public Meetings Act and Public
Records Act;
2. Individual members and the collective group should strive to be fair, impartial and
respectful of the public, staff, and each other;
3. Members should respect the limitations of their individual and collective
authority. The role of the committee is to advise the City Council. The
appointment does not empower the committee to make final decisions, unless
authorized by State law or the group's enabling legislation;
4. Members should appreciate differences in approach and point of view, whether
from each other, the community, the City Council, or staff,
5. Each member should participate in the group's discussions and work assignments,
without dominating the discussion or activity of the committee;
6. The Chair should ensure that all members have a fair, balanced and respectful
opportunity to share their knowledge and perspective;
7. Members should attempt to reach consensus on issues. If consensus is not
possible, strong differing opinions should be recorded and acknowledged in the
committee's report to the City Council.
8. Members should be transparent and shall disclose any information, interest or
relationship of the member in or connected or related to the nature of the work
being undertaken by the committee and in the method and timing for conveyance
of recommendations to the City Council.
4.13 Procedures, Records, and Minutes. Rules of order not specified by statute, ordinance
or the City Council generally will be governed by the most recent version of Robert's Rules of
Order Newly Revised, 12' edition, or its successor volume. The Advisory Board may adopt
supplemental rules of procedure. The City should provide for the taking of minutes and maintain
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. Minutes should be filed with the City Clerk's office within 10 days of approval.
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 government or the
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performance of any governmental or proprietary function prepared, owned, used, or retained by
any state or local agency regardless of physical form or characteristics. For the full statutory
definition, see RCW 42.56.010(3).
4.14 Meetings, Open Public Meetings Act, and 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, shall be subject to all
requirements of the Washington Open Public Meetings Act and Public Records Act, 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 Office for publication. No meeting shall be scheduled without at least 48
hours' notice to the Clerk's Office unless special arrangements are otherwise made with the City
Clerk or City Manager.
4.15 Communications to the 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 findings of the body
supporting the communication, and shall be directed to the City Council via the City Manager
and staff liaison.
Communications from such boards shall be acknowledged by the Presiding Officer; thereafter
the City Clerk shall make an appropriate notation in the minutes. Should any member of the City
Council determine that any such communication be officially answered by the City Council, the
Presiding Officer shall place the matter on the agenda under New Business for the current
meeting or any subsequent meeting. Any recommendations should be brought forward in agenda
bill format with reference to the recommended action. The Board's Chair, or other appointed
representative is encouraged to attend the City Council meeting and, if so, will be given time to
share highlights of the recommendation or deliberation process.
4.16 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 the City Council
resolution or motion. Members shall seek pre -authorization for any proposed expense.
4.17 Lobbying Efforts. The City Council establishes Advisory Boards and Task Forces
primarily to assist with carrying out the City work plan. They are not advocacy groups. For this
reason, lobbying as defined by the Public Disclosure Commission of other local, state or
federal agencies or legislative bodies, by these groups is discouraged. Any lobbying by the body
must be coordinated with the City Manager and the City Council.
An Advisory Board is free to communicate positions to the City 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
statement. 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
Revised May 2024 20 Council Rules of Procedure
CITY OF PORT TOWNSEND
of an Advisory Board. When the Advisory Board reaches a decision on a particular subject, the
members shall abide by the group's decision once formalized and shall not advocate counter to
the majority's decision in their capacity as an Advisory Board member.
End of Article 4 - Committees, Boards, Work Groups & Commissions
ARTICLE 5 - RELATIONS WITH CITY MANAGER & ADMINISTRATION
5.1 Role of the City Manager. The City Manager is the chief administrative officer of the
City of Port Townsend. The Manager is directly accountable to the City Council for the
execution of the City Council's policy directives and for the administration and management of
all City departments. The powers and duties of the City Manager are defined by Washington
law, RCW 35A.13.080. Balanced with City Manager's accountability to the City Council for
policy implementation is the need for the City Council to allow the City Manager to perform
legally defined duties and responsibilities without inappropriate interference by the City Council
in the day-to-day management decisions of the City Manager.
5.2 Administrative Interference by Council Members. The City of Port Townsend has a
Council -Manager from of government as described in Chapter 35A.13 RCW as amended.
Neither the City Council nor any of its committees or members shall direct or request the
appointment of any persons to, or their removal from, any office by the City Manager or any the
City Manager's subordinates. Except for the purpose of inquiry, the City Council and its
members shall deal with the administrative branch solely through the City Manager and neither
the City Council or any Council member shall give any orders to any subordinate of the City
Manager, either publicly or privately. Nothing prohibits the City Council, while in open session,
from fully and freely discussing with the City Manager anything pertaining to appointments and
removals of City officers and employees and City affairs. See RCW 35A.13.120.
5.3 Administrative Complaints Made Directly to Individual Council Members. When
administrative policy or administrative performance complaints are made directly to individual
Council members, the Council member shall then refer the matter directly to the City Manager
for review or action. The individual Council member may request to be informed of the action
or response made to the complaint.
5.4 Administrative Complaints. Although citizen's direct access to elected officials is to be
encouraged to help develop public policy, Council members should not develop a personal
intervention pattern in minor calls for service or administrative appeals. The best practice is to
get the citizen into direct contact with customer service unless an unsatisfactory result has
occurred.
5.5. City Manager Evaluation.
(a) The City Council shall evaluate the City Manager on an annual basis. The evaluation
process shall be completed no later than April 30 of each year.
(b) The Mayor, with assistance from Human Resources Department (HR), shall distribute the
Revised May 2024 21 Council Rules of Procedure
CITY OF PORT TOWNSEND
evaluation form at Exhibit E to each Council member no later than February 28 of each
year. Each Council member will, using the adopted performance goals and criteria, rate
the City Manager's performance, returning the evaluation to FIR within 14 days. The
Mayor and FIR shall consolidate all individual evaluations into one summary evaluation
form.
(c) The City Council shall schedule one executive session without the City Manager and
another executive session with the City Manager to meet and discuss the written
evaluation of these performance goals and criteria and to discuss performance goals,
criteria, and any changes to the evaluation forms or processes for the upcoming twelve
(12) month performance period. After this discussion, if no changes are required, the
City Council shall adopt the written summary of the evaluation results in open session
and provide a copy to the City Manager within 5 days of adoption.
(d) In order to provide for a "360 degree" evaluation, the City Manager shall initiate a review
using the ICMA multi -rater evaluation tool, or equivalent evaluation to be agreed upon
by the Council and the City Manager, at a minimum of once every four years.
End of Article S - Relations with Cio) Manager & Administration
ARTICLE 6 - PUBLIC HEARING PROCEDURES
6.1 Appearance of Fairness Doctrine. Appearance of Fairness Doctrine and its
Application:
(a) Appearance of Fairness Doctrine Defined. "In short, when the law which calls for public
hearings gives the public not only the right to attend, but the right to be heard as well, the
hearings must not only be fair but must appear to be so. It is a situation where
appearances are quite as important as substance." Smith vs. Skagit County, 75 Wn.2d
715, 740 (1969). "The test of whether the appearance of fairness doctrine has been
violated is ... as follows: Would a disinterested person, having been apprised of the
totality of a board member's personal interest in a matter being acted upon, be reasonably
justified in thinking that partiality may exist? If answered in the affirmative, such
deliberations, and any course of conduct reached thereon, should be voided." Swift vs.
Island County, 87 Wn.2d 348, 361 (1976).
(b) Types of Hearings to Which Doctrine Applies. The Appearance of Fairness Doctrine
shall apply only to those actions of the City Council which are quasi-judicial in nature.
Quasi-judicial actions are defined as actions of the City Council which determine the
legal rights, duties, or privileges of specific parties in a hearing or other contested
proceeding. Quasi-judicial actions do not include the legislative actions adopting,
amending, or revising comprehensive, community, or neighborhood plans or other land
use planning documents or the adoption of area -wide zoning ordinances or the adoption
of a zoning amendment that is of area -wide (versus site -specific) significance (RCW
42.36.010). Street vacations are typically legislative actions, unless clearly tied to, and
integrated into, a site -specific development proposal which is quasi-judicial in nature.
Revised May 2024 22 Council Rules of Procedure
CITY OF PORT TOWNSEND
(c) Obligations of Council Members.
Council members should recognize that the Appearance of Fairness Doctrine does
not require establishment of a conflict of interest, but whether there is an
appearance of conflict of interest to the average person. This may involve the
Council members or a Council member's business associate, or a member of the
Council member's immediate family. It could involve ex parte (outside the
hearing) communications, ownership of property in the vicinity, business dealings
with the proponents or opponents before or after the hearing, business dealings of
the Council member's employer with the proponents or opponents, announced
predisposition, and the like. Prior to any quasi-judicial hearing, each Council
member should give consideration to whether a potential violation of the
Appearance of Fairness Doctrine exists. If the answer is in the affirmative, no
matter how remote, the Council member should disclose such facts to the City
Manager who will seek the opinion of the City Attorney as to whether a potential
violation of the Appearance of Fairness Doctrine exists. The City Manager shall
communicate such opinion to the Council member and to the Presiding Officer.
2. Anyone seeking to disqualify Council members from participating in a decision on
the basis of a violation of the Appearance of Fairness Doctrine must raise the
challenge as soon as the basis for disqualification is made known, or reasonably
should have been made known, prior to the issuance of the decision. Upon failure
to do so, the Appearance of Fairness Doctrine may not be relied upon to
invalidate the decision. The party seeking to disqualify Council members shall
state with specificity the basis for disqualification; for example: demonstrated bias
or prejudice for or against a party to the proceedings, a monetary interest in
outcome of the proceedings, prejudgment of the issue prior to hearing the facts on
the record, or ex parte contact. Should such challenge be made prior to the
hearing, the City Manager shall direct the City Attorney to interview the Council
members and render an opinion as to the likelihood that an Appearance of
Fairness violation would be sustained in Superior Court. Should such challenge
be made in the course of a quasi-judicial hearing, the affected Council members
shall either recuse themselves or the Presiding Officer shall call a recess to permit
the City Attorney to make such interview and render such opinion.
(d) Specific Statutory Provisions.
1. Candidates for the City Council may express their opinions about pending or
proposed quasi-judicial actions while campaigning (RCW 42.36.040), except that
sitting Council members shall not express their opinions on any such matter
which may come before the City Council.
2. A candidate for the City Council who complies with all provisions of applicable
public disclosure and ethics laws shall not be limited under the Appearance of
Revised May 2024 23 Council Rules of Procedure
CITY OF PORT TOWNSEND
Fairness Doctrine from accepting campaign contributions to finance the
campaign, including outstanding debts. RCW 42.36.050.
During the pendency of any quasi-judicial proceeding, no Council members may
engage in ex parte communications with proponents or opponents about a
proposal involved in the pending proceeding, unless the Council members: (1)
places on the record the substance of such oral or written communications; and
(2) provided that a public announcement of the content of the communication and
of the parties' right to rebut the substance of the communication shall be made at
each hearing where action is taken or considered on the subject. This does not
prohibit correspondence between a citizen and his or her elected official if the
correspondence is made a part of the record, when it pertains to the subject matter
of a quasi-judicial proceeding. RCW 42.36.060.
6.2 Actions for a Public Hearing. The procedures for public hearings are attached in
Exhibit F.
End of Article 6 - Public Hearing Procedures
ARTICLE 7 - REIMBURSEMENT
7.1 Purpose.
(a) The City Council recognizes and encourages Council member attendance and
participation in trainings, conferences and seminars that will help Council members stay
current with issues and be useful to Council members' Council duties, for example,
events hosted by Association of Washington Cities, Washington Finance Officers'
Association, Washington Cities Insurance Authority.
(b) In addition, the City Council recognizes and encourages Council members to meet with
other elected officials or their staffs to stay connected with current issues and present
information and work with officials on issues that affect the City, for example, travel to
Olympia to meet with elected officials or their staffs.
(c) Travel expenses are reimbursed on the same basis as City employees as set forth in the
City's Personnel Policies Manual (presently applicable to City employees but not to City
Council members), which adopts by reference Chapter 10 - Travel of The State of
Washington Administrative & Accounting Manual Issued by the Office of Financial
Management ("OFM Travel Manual").
7.2 Travel Expenses and Reimbursement.
(a) Subject to the rule in Article 7.1, City elected officials will be reimbursed for reasonable
and customary expenses incurred in the conduct of their business for the City ("business
travel"), including food, lodging and travel expenses while away, but excluding any
expenses for personal entertainment and alcoholic beverages.
Revised May 2024 24 Council Rules of Procedure
CITY OF PORT TOWNSEND
(b) Reimbursement for such expenses will be made subject to conformance with the
following:
1. These Council Rules;
2. Chapter 42.24 RCW, Payment of Claims for Expenses, Material, Purchases
Advancements; and
3. Chapter 10 - Travel of The State of Washington Administrative & Accounting
Manual Issued by the Office of Financial Management ("OFM Travel Manual")
(including amendments, as applicable). The City Manager determines
applicability and interpretation of the OFM Travel Manual.
Terminology references in the OFM Manual are changed as follows:
Where OFM Manual uses -
Change to -
State
City
Agency
Department
Travel Expense Voucher
City form providing equivalent
information
State Charge Card System
City purchasing card
Travel Authorization
City fora providing equivalent
information
statute
Ordinance or Resolution
Director of OEM
City Manager
7.3 Travel/Authorization/When Required.
(a) For all Council member travel when the Council member seeks travel expense
reimbursement:
Reauirement to check with Citv Manager on travel Dlans and budget availabilitv.
Before making travel plans, Council members must check with the City Manager
for any comments or input on travel and training budget availability. The City
Manager may advise the Council member's proposed travel or training expense
may impact budget availability that in the City Manager view is or should be
reserved for other Council member's expected or planned travel or training. If the
Council member and City Manager do not agree on the City Manager's
recommendation, then the City Council would resolve the matter;
2. Situation where travel reimbursement is requested without first checking with
City Manager. If a Council member without checking with the City Manager on
budget availability makes a request for travel reimbursement, travel
reimbursement does not occur unless the City Manager or the City Council
subsequently approves reimbursement for the travel;
Revised May 2024 25 Council Rules of Procedure
CITY OF PORT TOWNSEND
3. Travel arrangements through City Administration. Council members are
encouraged to make travel arrangements through City Administration; and
4. Council member Report Following Travel. Following the travel, the Council
member would provide a brief report of the purpose of the travel to the City
Council at the next regular meeting of the City Council.
(b) Out -of -State Travel. For all out-of-state Council member travel on City business where
Council members seek travel expense reimbursement or intend to use Council travel
budget, Council members must receive prior authorization for travel from the City
Council, except, the Mayor, in consultation with the City Manager, may authorize a
Council member's out-of-state travel without the City Council prior authorization if the
matter is time sensitive and there is not adequate time to bring the matter to the City
Council at a regular meeting. In such circumstance, the City Manager or Mayor shall
promptly notify Council members by email or similar means.
(c) In -State Travel - Trainings. For in -state Council member travel on City business to
trainings, conferences and seminars that will be useful to the Council member's duties,
for example, events hosted by Association of Washington Cities, Washington Finance
Officers' Association, Washington Cities Insurance Authority, when the Council member
seeks travel expense reimbursement, prior authorization for travel from the City Council
is not required.
(d) In -State Travel — Intergovernmental Relations. For in -state Council member travel on
City business to meet with other elected officials or their staffs to present information
and work with officials on issues that affect the City, for example, travel to Olympia to
meet with elected officials and their staffs, when the Council member seeks travel
expense reimbursement, prior authorization for travel from the City Council is not
required.
(e) Travel — Other. For all other Council member travel on City business when the Council
member seeks travel expense reimbursement, and subject to available budget, prior
authorization for travel from the City Council is required.
End of Article 7-Reimbursement
Revised May 2024 26 Council Rules of Procedure
CITY OF PORT TOWNSEND
EXHIBIT A
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 May 2024 27 Council Rules of Procedure
CITY OF PORT TOWNSEND
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.
Attest:
Julie McCulloch, Mayor
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.
Revised May 2024 28 Council Rules of Procedure
CITY OF PORT TOWNSEND
EXHIBIT B
Motion "To Approve the Parliamentary Procedure at a Glance Herein Contained and
Incorporated as Exhibit A-4 of the City of Port Townsend Council Rules of Procedure."
PARLIAMENTARY PROCEDURE AT A GLANCE (cannot be amended)
May you Must be Is motion
vote
To do this: You say this: interrupt seconded debatable required
9
speaker? ? ?
Introduce business "I move that..." NO YES YES MAJORITY
Amend a motion
"I move to amend this motion"
NO
YES
YES
MAJORITY
Request information
"Point of information"
YES
NO
NO
NO VOTE
Suspend further
"I move we table if'
discussion
NO
YES
NO
MAJORITY
End debate
"I move the previous question..."
NO
YES
NO
2/3 VOTE
Postpone discussion
"I move we postpone this matter until
NO
YES
YES
MAJORITY
Have something further
"I move we refer..."
studied by a committee
NO
YES
YES
MAJORITY
Ask for a vote count to
"I call for a division of the house"
verify a voice vote
NO
NO
NO
NO VOTE
Object to considering
"I object to consideration of this"
some matter
YES
NO
NO
2/3 VOTE
Take up a matter
"I move to take from the table ..."
previously tabled
NO
YES
NO
MAJORITY
Reconsider something
"I move we reconsider action on ..."
already disposed of
YES
YES
YES
MAJORITY
Consider something in
"I move we suspend the rules and..."
unscheduled order
NO
YES
NO
2/3 VOTE
Vote on aruling by the
"I appeal the chair's decision"
chair
YES
YES
YES
MAJORITY
Object to procedure or
"Point of order"
personal affront --chair
decides
YES
NO
NO
NO VOTE
Complain about noise,
"Point of privilege"
room temperature, etc.
YES
NO
NO
NO VOTE
Recess the meeting
"I move that we recess until ..."
NO
YES
NO
MAJORITY
Adjourn the meeting
"I move that we adjourn"
NO
YES
NO
MAJORITY
Revised May 2024 29 Council Rules of Procedure
CITY OF PORT TOWNSEND
Revised May 2024 30 Council Rules of Procedure
CITY OF PORT TOWNSEND
EXHIBIT C
BUSINESS MEETING AGENDA FORMAT
PORT TOWNSEND CITY COUNCIL AGENDA
CITY COUNCIL CHAMBERS, 540 Wafer Street
Business Meeting
L
Call to Order
IL
Roll Call
III.
Executive Session
IN'.
Changes to the Agenda
6:00 p.m. Date
V;;W. Proclamation(s) and Special Presentation(s)
V11. City Manager's Report
VI C. Comments from the Public (re consent agenda items and items not on the agenda)
A. Public comment
B. Staff or Council response, as needed
VIIIC. Consent Agenda
A. Approval of Bills, Claims and Warrants
B. Approval of Minutes
C. Additional consent agenda items
Proposed Action: Move to adopt the consent agenda and/or request to remove any individual item
from the consent agenda.
V;NIN. Public Hearing(s)
A. Example: Public hearing on matter
1:d1; Staff presentation
2.:,13,;,,Cormnents from members of the public
4.7 from staff
4 (L.Questions from Council members
:.. Clarifying comments from the public, if necessary
fr fr. Council deliberation and action.
AX. Unfinished Business
Xl; New Business
A. Example: Resolution by number and name
1-:g Staff presentation and Council questions
2.:,12.,Public Comment
4.7
c. Council deliberation and action
..........
Proposed Action:
XI11. Presiding Officer's Report
XII,1C. Suggestions for Future Agendas
XI,V; G — Comments from Council
Revised May 2024 31 Council Rules of Procedure
Formatted: Numbered + Level: 2 + Numbering Style: a, b,
c, ... + Start at: 1 + Alignment: Left + Aligned at: 0.75" +
Indent at: 1"
Formatted: Outline numbered + Level: 2 + Numbering
Style: a, b, c ... + Start at: 1 + Alignment: Left + Aligned at:
0.75" + Indent at: 1"
....................................................................................................................................................................................................................................
CITY OF PORT TOWNSEND
XtV. Adjourn
Americans with Disabilities Act
In compliance with the Americans with Disabilities Act those requiring accommodation for this meeting should notify,
the City Clerk's Office at least 24 hours prior to the meeting at (360) 379-5045.
Revised May 2024 32 Council Rules of Procedure
CITY OF PORT TOWNSEND
EXHIBIT D
CITY COUNCIL RULES OF PROCEDURE
Standing Committees and Mission Statements
COMMITTEES
The Council shall have a Finance and Budget standing committee, an Infrastructure standing
committee, and a Culture and Society standing committee. Other committees may be formed by
resolution as ad hoc committees when needed.
Any ad hoc committees shall be created by Council resolution that will define the purpose and
role of each committee. Ad hoc committees will cease meeting once the committee has
completed their assigned tasks.
The committees are created to support the Council in review of complex issues and provide a
means to facilitate public policy formation. The committees are also assigned as the Council's
liaison with resident -based advisory board activities.
The committees are not intended to supplant the Council's role. The Council assigns agenda
items to the committees that are consistent with the City's strategic and work plans.
A regular meeting schedule will be determined by each committee and reported to the Clerk for
purposes of public notice and inclusion in the Meetings Update, the City web site, and elsewhere
as appropriate.
FINANCE AND BUDGET COMMITTEE
Mission Statement:
The committee is entrusted with the responsibility of advising and making recommendations in
regard to the formulation of City Council policy with respect to matters relating to the City's
finances, including the budget, rates and fees, risk management, interlocal agreements, and grants
The Committee will oversee the City's Lodging Tax Advisory Committee.
In addition, the committee, with the consent of the City Council, may create such subcommittees
as it may deem necessary or expedient to expand public process and participation. The
Committee may recommend such task forces or advisory boards as it may deem necessary, as
opposed to creating such subcommittees.
110 0ILI] N WIWI 11YITO I IY Swelel5 ki I10 Y of 0
Mission Statement:
The committee is entrusted with the responsibility of advising and making recommendations in
regard to the formation of City Council policy with respect to matters relating to the City culture
and society. The committee will oversee the Library Advisory Board and the Arts Commission.
Revised May 2024 33 Council Rules of Procedure
In addition, the committee, with the consent of the City Council, may create such subcommittees
as it may deem necessary or expedient to expand public process and participation. The
Committee may recommend such task forces or advisory boards as it may deem necessary, as
opposed to creating such subcommittees.
Ilei y1"torsi Il1JNW."IelQ11 Oil 11RI]251oleo 9K/35kiII111111
Mission Statement:
The committee is entrusted with the responsibility of advising and making recommendations in
regard to the formation of City Council policy with respect to matters relating to the City's
infrastructure assets needs, including the acquisition, construction, and maintenance of City
streets, sidewalks, rights of way, parks, utility assets, and other physical structures. The
committee will oversee Parks, Recreation, and Tree Advisory Board.
In addition, the committee, with the consent of the City Council, may create such subcommittees
as it may deem necessary or expedient to expand public process and participation. The
Committee may recommend such task forces or advisory boards as it may deem necessary, as
opposed to creating such subcommittees.
Revised May 2024 34 Council Rules of Procedure
CITY OF PORT TOWNSEND
EXHIBIT E
City Manager Performance Evaluation
City of Port Townsend
Evaluation period: to
Council member's Name
Each member of the City Council should complete this evaluation form, sign it in the space
below, and return it to the Human Resources Manager. The deadline for submitting this
performance evaluation is . Evaluations will be summarized and included on
the agenda for discussion in executive session on
Mayor's Signature
Date
Council member's Signature
Date Submitted
35
CITY OF PORT TOWNSEND
INSTRUCTIONS
This evaluation form contains ten categories of evaluation criteria. Each category contains a
statement to describe a behavior standard in that category. For each statement, use the following
scale to indicate your rating of the City Manager's performance:
5 = Excellent (almost always exceeds the performance standard)
4 = Above average (generally exceeds the performance standard)
3 = Average (generally meets the performance standard)
2 = Below average (usually does not meet the performance standard)
I = Poor (rarely meets the performance standard)
Any item left blank will be interpreted as a score of "3 = Average"
This evaluation form also contains a provision for entering narrative comments, including an
opportunity to enter responses to specific questions and an opportunity to list any comments you
believe appropriate and pertinent to the rating period. Please write legibly.
Leave all pages of this evaluation form attached. Initial each page. Sign and date the cover page.
On the date space of the cover page, enter the date the evaluation form was submitted. All
evaluations presented prior to the deadline identified on the cover page will be summarized into a
performance evaluation to be presented by the City Council to the City Manager as part of the
agenda for the meeting indicated on the cover page.
PERFORMANCE CATEGORY SCORING
1. INDIVIDUAL CHARACTERISTICS
Diligent and thorough in the discharge of duties, "self-starter"
Exercises good judgment
Displays enthusiasm, cooperation, and will to adapt
Mental and physical stamina appropriate for the position
Exhibits composure, appearance and attitude appropriate for executive position
Add the values from above and enter the subtotal - 5 = score for this category.
36
CITY OF PORT TOWNSEND
2. PROFESSIONAL SKILLS AND STATUS
Maintains knowledge of current developments affecting the practice of local
government management
Demonstrates a capacity for innovation and creativity
Anticipates and analyzes problems to develop effective approaches for solving
them
Willing to try new ideas proposed by governing body members and/or staff
Sets a professional example by handling affairs of the public office in a fair and
impartial manner
Add the values from above and enter the subtotal - 5 = score for this category.
3. RELATIONS WITH ELECTED MEMBERS OF THE GOVERNING BODY
Carries out directives of the body as a whole as opposed to those of any one
member or minority group
Sets meeting agendas that reflect the guidance of the governing body and avoids
unnecessary involvement in administrative actions
Disseminates complete and accurate information equally to all members in a
timely manner
Assists by facilitating decision making without usurping authority
Responds well to requests, advice, and constructive criticism
Add the values from above and enter the subtotal - 5 = score for this category.
4. POLICY EXECUTION
Implements governing body actions in accordance with the intent of council
Supports the actions of the governing body after a decision has been reached, both
inside and outside the organization
Understands, supports, and enforces local government's laws, policies, and
ordinances
Reviews ordinance and policy procedures periodically to suggest improvements to
their effectiveness
Offers workable alternatives to the governing body for changes in law or policy
when an existing policy or ordinance is no longer practical
Add the values from above and enter the subtotal - 5 = score for this category.
37
CITY OF PORT TOWNSEND
5. REPORTING
Provides regular information and reports to the governing body concerning matters
of importance to the local government, using the city charter as guide
Responds in a timely manner to requests from the governing body for special
reports
Takes the initiative to provide information, advice, and recommendations to the
governing body on matters that are non -routine and not administrative in nature
Reports produced by the manager are accurate, comprehensive, concise and
written to their intended audience
Produces and handles reports in a way to convey the message that affairs of the
organization are open to public scrutiny
Add the values from above and enter the subtotal - 5 = score for this category.
6. CITIZEN RELATIONS
Responsive to requests from citizens
Demonstrates a dedication to service to the community and its citizens
Maintains a nonpartisan approach in dealing with the news media
Meets with and listens to members of the community to discuss their concerns and
strives to understand their interests
Gives an appropriate effort to maintain citizen satisfaction with city services
Add the values from above and enter the subtotal - 5 = score for this category.
7. STAFFING
Recruits and retains competent personnel for staff positions
Applies an appropriate level of supervision to improve any areas of substandard
performance
Stays accurately informed and appropriately concerned about employee relations
Professionally manages the compensation and benefits plan
Promotes training and development opportunities for employees at all levels of the
organization
Add the values from above and enter the subtotal - 5 = score for this category.
38
CITY OF PORT TOWNSEND
8. SUPERVISION
Encourages heads of departments to make decisions within their jurisdictions with
minimal city manager involvement, yet maintains general control of operations by
providing the right amount of communication to the staff
Instills confidence and promotes initiative in subordinates through supportive
rather than restrictive controls for their programs while still monitoring operations
at the department level
Develops and maintains a friendly and informal relationship with the staff and
work force in general, yet maintains the professional dignity of the city manager's
office
Sustains or improves staff performance by evaluating the performance of staff
members at least annually, setting goals and objectives for them, periodically
assessing their progress, and providing appropriate feedback
Encourages teamwork, innovation, and effective problem -solving among the staff
members
Add the values from above and enter the subtotal - 5 = score for this category.
9. FISCAL MANAGEMENT
Prepares a balanced budget to provide services at a level directed by council
Makes the best possible use of available funds, conscious of the need to operate the
local government efficiently and effectively
Prepares a budget and budgetary recommendations in an intelligent and accessible
format
Ensures actions and decisions reflect an appropriate level of responsibility for
financial planning and accountability
Appropriately monitors and manages fiscal activities of the organization
Add the values from above and enter the subtotal - 5 = score for this category.
10. COMMUNITY
Shares responsibility for addressing the difficult issues facing the city
Avoids unnecessary controversy
Cooperates with neighboring communities and the county
Helps the council address future needs and develop adequate plans to address long
term trends
Cooperates with other regional, state and federal government agencies
Add the values from above and enter the subtotal - 5 = score for this category.
39
CITY OF PORT TOWNSEND
NARRATIVE EVALUATION
What would you identify as the City Manager's strength(s), expressed in terms of the
principle results achieved during the rating period?
What performance area(s) would you identify as most critical for improvement?
40
CITY OF PORT TOWNSEND
What constructive suggestions or assistance can you offer the City Manager to enhance
performance?
What other comments do you have for the City Manager; e.g., priorities, expectations, goals
or objectives for the new rating period?
41
CITY OF PORT TOWNSEND
EXHIBIT F
PUBLIC HEARING PROCEDURES
Council Rules — Exhibit F
F(I)
Legislative Public Hearing Procedures — Script
The procedure for Public Hearings involving a legislative matter shall be substantially as
follows:
Opening [All statements by Mayor/Presiding Officer.]
1,1,,,m,_The public hearing for the ,((state name of matter j} is now open.
1.............. All persons wishing to be heard 4u..rA44nne errnc am w (J taa e signed in at the a ngfn.➢fr-at
....... ..
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42
CITY OF PORT TOWNSEND
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Staff Presentation
k4 6. Before hearing from members of the public, I am going to introduce -� Formatted: Indent: Left: 0.25", Hanging: 0.31", Tab
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Public Testimony and Comment
7 (Z.To thF-, Cleriz/), Are there any written materials that have been submitted of does Formatted: Indent: Left: 0.25", Hanging: 0.31", Tab
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City Attorney, who will read or summarize the documentg. z}
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43
CITY OF PORT TOWNSEND
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.........................................................................................................................................................................................................................................
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(hi e0ed W Clne Cowlcd
....................................................................................................................
,1,'>m,At this time, the floor is open for comments from the public.
Questions and Answers
l7 l m,m,mmmmmmmm�(!f (d c r c v,r .5 rrrad La.z,r,ixlu, , +ar a 6 of. },(Does staff wish to respond to any subjects — Formatted: Font: Italic
raised by any speaker, or make any additional statement? Formatted: Indent: Left: 0.25", Hanging: 0.31", Tab
stops: 0.56", List tab + Not at 0.5" f
l ,14:.1'7, At this time, any Council member may ask any questions of any speaker or staff.
(A+1�,l .n:^ snn Yt—efie4 will ^ p aaVc fn+,)aaFu Olt' ws unau �q'�,e asc ncsp +annQ9 inaCcn._Clnk nnnicnaapnlnaanae....
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have any comments solely to clarify any item raised by a Council member's questions?
Please, no new issues can be presented, and please do not repeat y-rrsuy-oi: a�uy--o4u.
u r•..°.r•„„-C,nny previous testimony. Your comments should be limited to clarifying any
item raised by any Council member or staff.
Council DClnben fionn and AcCicnu ,L uus,. ,
of l 1.:Formatted: Indent: Left: 0.25", Hanging: 0.31", Tab.,.,.,.,.,.,.,.,.,mThere being no further testimony, I will close the public testimony portion of the stops: 0.56", List tab + Not at 0.5"
44
CITY OF PORT TOWNSEND
hearing.
21720. tt-�.naaAkLiR r -O'he Council MH now �-k) discuss this matter au i.(i �1'(,)+a
........
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calls on Council members wishing to berecognized [) - { Formatted: Font: italic
2, :l.,,n-tke+e a.n.Iy 4y k"4:MI+n e
.2 ......a�xAA e there any further recommendation or comments from staff?
" fFormatted List Paragraph No bullets or numbering
..........................................°........................................................................................................................................................................................
{
45
CITY OF PORT TOWNSEND
tnd9nVs f]CCGnI i a90.urwd. Formatted: Underline
Formatted: Indent: Left: 0.5", No bullets or numbering
22,.... Does any Council member, or staff- wish to keep the public record open for the submittal
of additional materials?
z•v *
Formatted: Indent: Left: 0.W, No bullets or numbering
n J..._ f so, ask staff for a date when they want the record to be closed, and ask Council-
Formatted: Font: Italic
to make a motion to keep the record open until that date. The motion shouldbe
Formatted: Indent: Left: 0.69", Tab stops: 0.94", List tab
specific that the record will close at 4: 2.',;IO p. m., local time, on that date.....IL'.I he,
n1of IUt4 ,�YG �YS sus„}, [ 'aa- Mu-�-t. ",The record in this matter shall remain open until 4 0:�0
- � Formatted: Font: Not Italic
...
p.m. local time onj_(date in motion). The public hearing in this matter is now ,
- Formatted: Font: Italic
closed.% ""T.
-Formatted: Font: Italic
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I6 t,��ADf ID �YOSSib fiaiG6 2ADmi AID(P„
3 /Elf tdr( r A, ra / �5 r�e,t iDA �r� fart ADIrA r� ""err }f s'r `'The record in this matter is now
Formatted: Font: Italic
-.
- -
closed, and the public hearing is now closed.''..[~Formatted:
... .. .... .... .... ...,
Font: Not Italic
... p.....
Formatted: Indent: Left: 0.69", Tab sto s: 0.94", List tab
................................Formatted:
Indent: Left: 0.5", Numbered +�2+Numbering
Style: 1, 2, 3, . + Start at: 1 + Aj...-
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� ..
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r- fIf there has not been a request to keep the record open,,.J: Is there a motion from
Formatted: Font: italic
Council?
Formatted: Indent: Left: 0.69", Tab stops: 0.94" List tab
46
CITY OF PORT TOWNSEND
F(2)
Quasi -Judicial Public Hearing Procedures — Script
The procedure for Public Hearings involving a Quasi -Judicial matter shall be substantially as
follows:
Opening [All statements by Mayor/Presiding Officer.]
1. The public hearing for the (state name of application) is now open.
2. All persons wishing to be heard should have signed in at the sign -in at the table in front.
If you have not done so, please do so now.
Rules of Order
3. These rules are intended to promote an orderly system of holding a public hearing, to give
every person an opportunity to be heard and to ensure that no individual are embarrassed by
exercising their right of free speech.
4. The public hearing will proceed in an orderly fashion and I would like to ask your
cooperation in the following procedures:
5. It is not necessary to be a proponent or opponent in order to speak.
6. Everyone will be given an opportunity to be heard. All comments shall be made from the
speaker's rostrum, and any individual making comments shall first give his or her name and
address. Please speak slowly and clearly. This is required because an official recorded
transcript of the hearing is being made. If there is an appeal, the court must make its decision
on the basis of what was said here.
7. If anyone requires special accommodation in order to speak, please let me know and we
will make arrangements.
8. In fairness to all in attendance, each person will be given an opportunity to address the
Council for an initial period not to exceed 3 minutes. The applicant shall be given 5 minutes
to make their initial presentation. If more time is needed, it will be made available after
everyone has had a chance to speak. I am requesting Council members to hold their questions
of the public until everyone is done.
9. There shall be no demonstrations (clapping or cheering) during or at the conclusion of
anyone's presentation.
10. This is the time for presentation of testimony. No debate is allowed
47
CITY OF PORT TOWNSEND
Swearing -in
11. The City Attorney will now swear in all those who have signed in and who wish to testify.
Please stand and raise your right hand.
Appearance of Fairness and Conflict of Interest Issues
12. This hearing is quasi-judicial in nature, and therefore the appearance of fairness and
conflict of interest rules apply. Quasi-judicial actions are defined as actions of the Council
that determine legal rights, duties, or privileges of specific parties in a hearing. The public
hearing must be fair in three respects: form, substance and appearance.
13. [Option A - Long Form] All council members, and this includes the Mayor, should now
give consideration as to whether they have (1) a demonstrated bias or prejudice for or against
any party to the proceedings; (2) a direct or indirect monetary interest in the outcome of the
proceedings; (3) a prejudgment of the issue prior to hearing the facts on the record, or (4) ex
parte contact with any individual, excluding administrative staff, with regard to an issue prior
to the hearing. Does any Council member have an Appearance of Fairness or Conflict of
Interest issue or disclosure to make? Seeing none, .... (to next item, or if there is a question
or disclosure, refer to Cio) Attorney.)
[Option B -Short Form] Do any Council members, and this includes the Mayor, have an
interest in this property or issue, or stand to gain or lose any financial benefit as a result of
the outcome of this hearing, or have any disclosures to make? Seeing none, ... [to next
item, or if there is a question or disclosure, refer to Cio) Attorney. ]
14. Is there anyone in the audience who objects to my participation or any other Council
member's participation in these proceedings? (Refer any affirmative answer to City Attorney.)
Purpose of Hearine and Order of SDeakine
15. The purpose of this hearing is for the Council to hear and consider pertinent facts and to
take action relating to the (name of proposal —from the agenda).
16. The order of speaking will be:
a. Staff presentation
b. Then comments from the applicant
c. Then comments from proponents, and persons in support of the application.
d. Then comments from opponents, and persons in opposition to the application.
e. The comments from any others wishing to speak
f. Then any comment from the applicant in response
g. Then response from staff
h. Then questions from Council members
Staff Presentation
17. Before hearing from the audience, I am going to introduce (name in memo
48
CITY OF PORT TOWNSEND
in agenda packet) who will make the staff presentation.
Public Testimony and Comment
18. (To Clerk) Are there any written materials that have been submitted, or does anyone wish
to submit written materials without speaking? (Any documents are given to Cio) Attorney,
who will read or summarize the document.)
19. I will call upon the applicant to speak.
20. Is there anyone else who favors the item, or is neutral, who wishes to speak.
21. At this time, I will call upon opponents to speak.
22. Are there any other opponents, or anyone else who has not spoken, who wishes to speak.
23. I will now call upon the applicant to speak in rebuttal. You may not introduce new
material.
Questions and Answers
24. Does staff wish to respond to respond to any subjects raised by any speaker, or make any
additional statement?
25. At this time, any Council member may ask any questions of any speaker or staff. (Any
person recalled will speak from the rostrum.)
26. Does anyone in the audience have any comments solely to clarify any item raised by a
Council member's questions? Please, no new issues can be presented, and please do not
repeat your or any other person's previous testimony. Your comments should be limited
to clarifying any item raised by any Council member or staff.
Council T)iccuccinn
27. There being no further testimony, I will close the public testimony portion of the hearing.
It is now in order for the Council to discuss this matter and for a Council member to make
a motion to take action or postpone. (Mayor calls on Council members wishing to be
recognized)
28. Is there any further discussion by Council members?
29. Is there any further recommendation or comments from staff?
30. Does any party, or staff, wish to keep the public record open for the submittal of
additional materials?
a. [If so, ask staff for a date when they want the record to be closed, and ask Council
to make a motion to keep the record open until that date. The motion should be
specific that the record will close at 4: 30 p. m., local time, on that date. Then, say
"The record in this matter shall remain open until 4: 30 p. m. local time on (date in
motion). The public hearing in this matter is now closed] ".
49
CITY OF PORT TOWNSEND
b. [If not, say "The record in this matter is now closed, and the public hearing is now
closed."]
31. Motions from Council.
a. [If there has been a request to keep the record open,] May I have a motion to
continue this matter to a date after the close of the record? [Ask staff and the City
Clerk for a possible future council date]
b. [If there has not been a request to keep the record open]. Is there a motion from
Council? (Mayor states the motion and calls for a vote. Following a vote by the
Council) Staff is directed to prepare findings and decision
50
CITY OF PORT TOWNSEND
F(3)
Quasi -Judicial Closed Record Appeal Procedures — Script
The procedure for Public Hearings involving a Quasi -Judicial closed record appeal (for
example, major CUPS, plats, PUDs) shall be substantially as follows:
Opening [All statements by Mayor/Presiding Officer.]
1. The closed record appeal for the (state name of application) is now open.
2. All persons who participated in the open record hearing on this matter before the Hearing
Examiner wishing to be heard should have signed in at the sign -in at the table in front. If you
have not done so, please do so now.
Rules of Order
3. The public hearing will proceed in an orderly fashion and I would like to ask your
cooperation in the following procedures: This is a closed record appeal. There has been an
open record hearing before the Hearing Examiner. Under state law, there is only one public
hearing allowed in this proceeding. This closed record appeal means the Council bases its
decision on the record developed at the public hearing before the Hearing Examiner; therefore
no new testimony is allowed except in very limited circumstances. If a party has submitted a
motion to supplement the record, Council will deliberate and vote on that motion before
hearing argument from the parties. Comments from speakers must be in the nature of
argument only, based on and limited to facts in the written and oral record developed before
the Hearing Examiner. If anyone presents comments that are not based on facts in the record,
anyone may make an objection. If an objection is made, the person speaking will stop until
the issue of the objection is resolved.
4. All comments shall be made from the speaker's rostrum, and any individual making
comments shall first give his or her name and address. Please speak slowly and clearly. This
is required because an official recorded transcript of the hearing is being made. If there is an
appeal, the court must make its decision on the basis of what was said here and the record.
5. If anyone requires special accommodation in order to speak, please let me know and we
will make arrangements.
6. In fairness to all in attendance, each person will be given an opportunity to address the
Council for an initial period not to exceed 3 minutes. The appellant shall be given 5 minutes
to make their initial presentation. If more time is needed, it will be made available after
everyone has had a chance to speak. I am requesting Council members to hold their questions
of the public until everyone is done.
7. It is not necessary to be a proponent or opponent in order to speak
8. There should be no demonstrations (clapping or cheering) during or at the conclusion of
51
CITY OF PORT TOWNSEND
anyone's presentation.
Appearance of Fairness and Conflict of Interest Issues
9. This hearing is quasi-judicial in nature, and therefore the appearance of fairness and
conflict of interest rules apply. Quasi-judicial actions are defined as actions of the Council
that determine legal rights, duties, or privileges of specific parties in a hearing. The public
hearing must be fair in three respects: form, substance and appearance.
10. [Option A - Long Form] All council members, and this includes the Mayor, should now
give consideration as to whether they have (1) a demonstrated bias or prejudice for or against
any party to the proceedings; (2) a direct or indirect monetary interest in the outcome of the
proceedings; (3) a prejudgment of the issue prior to hearing the facts on the record, or (4) ex
parte contact with any individual, excluding administrative staff, with regard to an issue prior
to the hearing. Does any Council member have an Appearance of Fairness or Conflict of
Interest issue or disclosure to make? Seeing none, .... (to next item, or if there is a question
or disclosure, refer to Cio) Attorney.)
[Option B -Short Form] Do any Council members, and this includes the Mayor, have an
interest in this property or issue, or stand to gain or lose any financial benefit as a result of
the outcome of this hearing, or have any disclosures to make? Seeing none, ... [to next
item, or if there is a question or disclosure, refer to Cio) Attorney. ]
11. Is there anyone in the audience who objects to my participation or any other Council
member's participation in these proceedings? (Refer any affirmative answer to City Attorney.)
Purpose of Hearing and Order of Speaking
12. The purpose of this hearing is for the Council to hear the appeal and to take action relating
to the (name of proposal —from the agenda).
13. The order of speaking will be:
c. Staff presentation
d. Then argument from the appellant, or those in support of the application, or those
who are neutral
e. Then argument from opponents to the appeal, or those who are neutral
f. Then any argument from the applicant in response
g. Then response from staff
h. Then questions from Council members
Staff Presentation
14. Is there a pending motion to supplement the record? City Attorney to respond.
a. If there is a motion, it will be in Council packets. City Attorney will summarize the
motion, and the criteria for granting or denying the motion. If there is a motion pending, after
the City Attorney's presentation, ask Council if they are ready to make a decision on that
motion, or if they wish to adjourn to a closed session to deliberate on that motion.
1) If Council is ready to vote, ask for a motion to grant or deny the motion to
52
CITY OF PORT TOWNSEND
supplement the record.
2) If Council wishes to deliberate, say "Council will now adjourn to a closed
session to deliberate on this motion. We shall return to the hearing in minutes" (then
adjourn)
3) On return from deliberations, ask for a motion to grant or deny the motion to
supplement the record.
b. If there is no pending motion to supplement the record, continue.
Before hearing argument, I am going to introduce (name in memo in agenda
packet) who will make the staff presentation.
Public Testimony and Comment
15. (To Clerk) Are there any written materials that have been submitted, or does anyone wish
to submit written materials without speaking? (Any documents are given to Cio) Attorney,
who will read or summarize the document.)
16. I will call upon the appellant to speak.
17. Is there anyone else who favors the item, or is neutral, who wishes to speak.
18. At this time, I will call upon opponents to speak.
19. Are there any other opponents, or anyone else who has not spoken, who wishes to speak.
20. I will now call upon the applicant to speak in rebuttal.
Questions and Answers
21. Does staff wish to respond to respond to any subjects raised by any speaker, or make any
additional statement?
22. At this time, any Council member may ask any questions of any speaker or staff. (Any
person recalled will speak from the rostrum.)
23. Does any speaker have any comments solely to clarify any item raised by a Council
member's questions? Please, no new issues can be presented, and please do not repeat your or
any other person's previous testimony. Your comments should be limited to clarifying any
item raised by any Council member or staff.
Council Discussion
24. There being no further comment, I will close this portion of the hearing. It is now in order
for the Council to discuss this matter and for a Council member to make a motion to take
action or postpone.
a. RCW 42.30.140(2) allows, but does not require, the Council to deliberate (but not vote)
on quasi-judicial matters in a closed session. Does any Councilor wish to make a motion to
adjourn to a closed session? (If so, vote on motion if it passes, adjourn for a set period of time
53
CITY OF PORT TOWNSEND
for deliberations)
b. If no one wants to go to a closed session, or the vote to do so fails: (Mayor calls on
Council members wishing to be recognized)
25.(Upon conclusion of discussion and return, if applicable, from closed session): Does any
Councilor wish additional briefing on any matter related to this issue? Remember, that any
supplemental briefing must be in the form of argument, not additional facts, (If so, have the
City Attorney work the with Councilor to frame the motion, then vote)
there any further discussion by Council members?
2-',7-2 lIs there any further recommendation or comments from staff?
2,14 25 (Mayor states the motion and calls for a vote. Following a vote by the Council-)
Staff is directed to prepare findings and decision.
F(4)
Quasi -Judicial Closed Record Hearing Procedures — Script
The procedure for Public Hearings involving a Quasi -Judicial closed record hearing, where
there is no appeal (for example, major CUPS, plats, PUDs), shall be substantially as follows:
Opening [All statements by Mayor/Presiding Officer.]
I. The closed record hearing for the (state name of application) is now open.
2. All persons who participated in the open record hearing on this matter before the Planning
Commission [or Hearing Examiner] wishing to be heard should have signed in at the sign -
in at the table in front. If you have not done so, please do so now.
Rules of Order
3. It is not necessary to be a proponent or opponent in order to speak.
4. The public hearing will proceed in an orderly fashion and I would like to ask your
cooperation in the following procedures: This is a closed record hearing. There has been
an open record hearing before the Planning Commission [or Hearing Examiner]. Under
state law, there is only one public hearing allowed in this proceeding. This closed record
hearing means the Council bases its decision on the record developed at the public hearing
before the Planning commission.
Therefore no new testimony is allowed except in very limited circumstances. If a party
has submitted a motion to supplement the record, Council will deliberate and vote on that
motion before hearing argument from the parties. Comments from speakers must be in the
nature of argument only, based on and limited to facts in the written and oral record
developed before the Planning Commission. If anyone presents comments that are not
54
CITY OF PORT TOWNSEND
based on facts in the record, anyone may make an objection. If an objection is made, the
person speaking will stop until the issue of the objection is resolved.
5. All comments shall be made from the speaker's rostrum, and any individual making
comments shall first give his or her name and address. Please speak slowly and clearly.
This is required because an official recorded transcript of the hearing is being made. If
there is an appeal, the court must make its decision on the basis of what was said here and
the record.
6. If anyone requires special accommodation in order to speak, please let me know and we
will make arrangements.
7. In fairness to all in attendance, each person will be given an opportunity to address the
Council for an initial period not to exceed 3 minutes. The applicant shall be given 5
minutes to make their initial presentation. If more time is needed, it will be made
available after everyone has had a chance to speak. I am requesting Council members to
hold their questions of the public until everyone is done.
8. There shall be no demonstrations (clapping or cheering) during or at the conclusion of
anyone's presentation.
Appearance of Fairness and Conflict of Interest Issues
9. This hearing is quasi-judicial in nature, and therefore the appearance of fairness and
conflict of interest rules apply. Quasi-judicial actions are defined as actions of the Council
which determine legal rights, duties, or privileges of specific parties in a hearing. The
public hearing must be fair in three respects: form, substance and appearance.
10. [Option A - Long Form] All council members, and this includes the Mayor, should now
give consideration as to whether they have (1) a demonstrated bias or prejudice for or
against any party to the proceedings; (2) a direct or indirect monetary interest in the
outcome of the proceedings; (3) a prejudgment of the issue prior to hearing the facts on
the record, or (4) ex parte contact with any individual, excluding administrative staff, with
regard to an issue prior to the hearing. Does any Council member have an Appearance of
Fairness or Conflict of Interest issue or disclosure to make? Seeing none, .... (to next
item, or if there is a question or disclosure, refer to Cio) Attorney.)
[Option B -Short Form] Do any Council members, and this includes the Mayor, have an
interest in this property or issue, or stand to gain or lose any financial benefit as a result of
the outcome of this hearing, or have any disclosures to make? Seeing none, ... [to next
item, or if there is a question or disclosure, refer to Cio) Attorney. ]
11. Is there anyone in the audience who objects to my participation or any other Council
member's participation in these proceedings? (Refer any affirmative answer to Cio)
Attorney.)
Purpose of Hearing and Order of Speaking
12. The purpose of this hearing is for the Council to take action relating to the (name of
proposal —from the agenda).
55
CITY OF PORT TOWNSEND
13. The order of speaking will be:
a. Staff presentation
b. Then presentation from the applicant
c. Then presentation from the public; to the extent possible, we will alternate between
proponents and opponents of the application.
d. Then any response from the applicant
e. Then response from staff
f. Then questions from Council members
Staff Presentation
14. Before hearing from the applicant and the public, I am going to introduce
(name in memo in agenda packet) who will make the staff presentation.
Public Testimony and Comment
15. (To Clerk) Are there any written materials that have been submitted, or does anyone wish
to submit written materials without speaking? (Any documents are given to Cio) Attorney,
who will read or summarize the document.)
16. I will call upon the applicant to speak.
17. Now I will call on members of the public who have signed up. If you have not signed up
and wish to speak, you will be given an opportunity after all who have signed up have
spoken.
18. I will now call upon the applicant to speak in rebuttal.
Questions and Answers
19. Does staff wish to respond to respond to any subjects raised by any speaker, or make any
additional statement?
20. At this time, any Council member may ask any questions of any speaker or staff. (Any
person recalled will speak from the rostrum.)
21. Does any speaker have any comments solely to clarify any item raised by a Council
member's questions? Please, no new issues can be presented, and please do not repeat
your or any other person's previous testimony. Your comments should be limited to
clarifying any item raised by any Council member or staff.
Council Discussion
22. There being no further comment, I will close this portion of the hearing. It is now in order
for the Council to discuss this matter and for a Council member to make a motion to take
action or postpone.
56
CITY OF PORT TOWNSEND
a. RCW 42.30.140(2) allows, but does not require, the Council to deliberate (but not
vote) on quasi-judicial matters in a closed session. Does any Councilor wish to
make a motion to adjourn to a closed session? (if so, vote on motion -- if it passes,
adjourn for a set period of time for deliberations)
b. If no one wants to go to a closed session, or the vote to do so fails: (Mayor calls
on Council members wishing to be recognized)
23. (Upon conclusion of discussion and return, if applicable, from closed session): Does any
Council member wish additional briefing on any matter related to this issue? Remember,
that any supplemental briefing must be in the form of argument, not additional facts? (If
so, have the City Attorney work with the Councilor to frame the motion, then vote)
24. Is there any further discussion by Council members?
25. Is there any further recommendation or comments from staff?
26. (Mayor states the motion and calls for a vote. Following a vote by the Council) Staff is
directed to prepare findings and decision.
57
CITY OF PORT TOWNSEND
APPENDIX 1
City Council Rules of Procedure
Policy: Public Requests for Proclamations
The Council considers requests to proclaim certain events or causes when such proclamations
pertain to a Port Townsend event, person, organization, or cause with local implications. The
Council will consider requests that are timely, have potential relevance to a majority of Port
Townsend's population, and either forward positive messages or call upon the support of the
community.
The following guidelines and requirements apply to requests for consideration of Proclamations
which are read at Council meetings.
Proclamations to be read at Council meetings
1. The person(s) or organization making the request must submit a completed Application
Requesting a City Proclamation and submit a copy of the proposed Proclamation to the City
Clerk's office.
2. The request should be made at least three weeks in advance of the requested Council
meeting.
3. The Mayor and City Manager (or staff designee) will determine if the proposed
proclamation meets the intent of this policy.
4. The Council will make no more than two proclamations at a Council Meeting. Either the
person making the request or a representative of the organization making the request must be
present at the Council meeting to accept the proclamation.
5. The City retains the right to modify, edit, or otherwise amend the proposed
proclamation to meet its requirements, needs, or policy determinations.
6. The City retains the right to decide if the proclamation will or will not be issued.
Once approved, the proclamation will be included on the appropriate Council agenda.
8. If not approved, the applicant will be notified of the decision and the reason(s) for the
decision.
Proclamations Requested Which Will Not Be Read at a Council Meeting
If a person or organization requests a proclamation for an event or presentation and does not
request it be read at a Council meeting, the same policy will apply. The requestor must arrange
with the Clerk's office to either pick up the proclamation or have it mailed.
58
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