HomeMy WebLinkAbout01-012RESOLUTION 01-012
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
PORT TOWNSEND, WASHINGTON, PROVIDING FOR CITIZEN ADVISORY
BOARDS AND AMENDING CITY COUNCIL RULES OF PROCEDURE
ADOPTED JUNE 19, 2000
WHEREAS, the City Council adopted Ordinance 2760, on MARCH 19, 2001, repealing
and amending certain sections of Title 2, Administration and Personnel, of the Port Townsend
Municipal Code, eliminating Chapters: 2.28 Park and Recreation Commission; 2.30 Library
Board', 2.70 Nonmotorized Transportation Advisory Committee; and amending Chapter 2.72
Historic Preservation Committee; and Chapter 2.74 Lodging Tax Advisory Committee; and also
repealed a certain section of Title 20, Administration of Land Development Regulations, Section
20.06 Board of Appeals; and
WHEREAS, the City Council desires to form citizen "advisory boards" by resolution to
allow for more flexibility and specific tasking on projects; and
WHEREAS, the City Council desires to generalize provisions applicable to all citizen
advisory boards; and
WHEREAS, the City Council desires to modify Article 4 of City Council Rules
Resolution as set forth below,
NOW THEREFORE, BE IT RESOLVED by the City Council of the City of Port
Townsend that Article 4 of City Council Rules of Procedure adopted on June 19, 2000, as
amended, is hereby amended as follows:
ARTICLE 4 - COMMITTEES, BOARDS & COMMISSIONS
4.1
Committees. The City of Port Townsend is a Council / Manager form of government
which has adopted a committee structure applicable to the normal Council-Manager
system. Port Townsend has reorganized the way the public relates to the City Council
and how the Council reaches out to citizen involvement. The new system is much more
formalized than just encouraging the public to attend Council and committee meetings.
Comprehensive Council rules and committee organization guidelines have been adopted.
the procedures governing all committees of the Council shall be as follows:
(a)
All standing committees ,,,h~ot,.,ltl~.& ~ ........ .v,~_..~_~ by o,~vo*"*'~ law shall consist of three
members of the Council appointed by the Mayor in January of each year, or at
such time as new standing committees are required by sto2e la';,' .established or
provided by Council resolution. See Exhibit E for current standing committees.
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(b)
All other Council committees, boards, liaisons and citizens' taskforce groups and
rules or operating procedures thereof shall be established by Council directive
with special attention to RCW 35A.13.120 and rules provided in Section 4.2, and
after consultation with the City Manager. Such committees shall be subject to
periodic review so as to determine whether the committee and its function
continues to be appropriate and necessary.
Mayer, ~ .... ~ .................................... ~ ...... on. ote: The
above provision is incorporated below at 4.2.]
(d)
Committees, boards, liaisons and citizen's taskforce groups shall make a
recommendation, when appropriate, on proposed ordinances, resolutions and
motions within their area of responsibility or interest, before action is taken by the
Council. The appropriate spokesperson shall present the recommendation(s)
which could lead to final action during the discussion of the business item on
Council agenda.
4.2
^" statutory t,~,~4o ~,,4 .... ;oo; .....~ t~ ..... ;~ -;+;~- advisoW ~;~ ~h~, provide
meeting. ~ote: The above provisions are inco~orated in sections below at 4.2.]
4.2 General Rules Applicable to Citizen Advisor~ Boards
SECTION 4,2.1 Definitions
An "Advisory Board" means any Committee or Commission created by the City Council to give
advice on subjects and perform such other functions as prescribed by the City Council. Advisory
Board also includes task 'forces, informal committees, or working groups formed by City Council
resolution for short periods of time or for specific tasks.
SECTION 4.2.2. Purpose and Application
The purpose of this section is to establish general provisions applicable to all Advisory Boards.
The provisions of this resolution govern Advisory Boards unless otherwise specifically provided
by ordinance, motion or resolution of the City Council, or as may be required by state law. In
establishing an Advisory Board, the Council shall consider the following:
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1. Scope of work. and clear task description
2. Term of board - sunset provision
3. Membership, nomination and confirmation process, and residency or other special
member requirements
4. Terms ofoffice
5. Place of board within City or Council structure - who does Board report to?
6. Councilmember liaison (if any)
7. Timeframes for board action on tasks
8. Timeframes for Council or Committee action, for example, periodic review or interim
reports
9. Staffing (if any) for board, and which City Department bears any staffing responsibility
or expense for board
10. Any other matters appropriate to the Board's work
SECTION 4.2.3. 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 to determine
its effectiveness. This statement of purpose, as well as other information regarding duties and
responsibilities, will be made available to all members when appointed.
B. The City Council may determine any specific guidelines or tasks to be referred to
the Advisory Board by motion or resolution.
C. Each Advisory Board shall develop a scope of work, within the jurisdiction and
area of responsibility consistent with the City Council resolution forming the Board.
SECTION 4.2.4. Membership, 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
while serving on an Advisory Board, shall be a resident of and/or work in the City of Port
Townsend.
B. Each person to be appointed shall be nominated by the Mayor for a specific
numbered position of each Advisory Board.
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.
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D. Each confirmation motion by the Council shall include ending date and term for
the position to which the person is appointed and such information shall be entered into the
Council minutes.
SECTION 4.2.5. Officers - Identification and Election
Each Advisory Board shall elect from its membership a presiding officer who shall be referred to
as chairman, chairwoman, or chairperson, as determined appropriate by the Advisory Board, and
such officer shall serve for one year, 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
SECTION 4.2.6. Quorums, Transacting Business
A majority of the appointed members of the Advisory Committee shall constitute a quorum for
the transaction of business. An affirmative vote of the majority of a quorum in attendance at any
meeting shall be necessary to transact business or carry any proposition.
SECTION 4.2.7. Terms of Office and Vacancies
Appointments to boards shall be provided for 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 Council action based on Council 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.
SECTION 4.2.8. Conflicts of Interest
Ii' 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.
SECTION 4.2.9. Liaisons and Representatives
A City Council representative may be available to each Advisory Board for the purpose of
providing a constructive relationship between the City Council and the Advisory Board without
implying direction, review, or oversight of the activities of the Advisory Board.
SECTION 4.2.10. Procedures, Records, and Minutes
Rules of order not specified by statute, ordinance or Council resolution shall be governed by The
Scott, Foresman Robert's Rules o. f Order Newll; Revised- 1990 Edition (published by Scott,
Foresman and Company), as the same may be amended or updated. The Advisory Board may
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adopt supplemental rules of procedure. The Advisory Board shall provide for the taking of
minutes and maintaining 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. Committee minutes shall be filed with the City
Clerk's office within 10 days of approval.
SECTION 4.2.11. Meetings
Each Advisory Board shall hold regular 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
body and of any subcommittee or task force of the Advisory Board shall be subject to all
requirements of the Washington Open Public Meetings 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.
SECTION 4.2.12 Communications to City Council
Expressions of an Advisory Board's position, recommendation or request for any action shall be
in the form of a resolution, motion, or other written communication, setting forth the reasons,
facts, policies, and/or findings of the body supporting the communication, and shall be directed
to the City Council and Manager.
Communications from such boards, commissions and bodies to the City Council shall be
acknowledged by the Council. The Presiding Officer shall state: "So noted for the record", and
thereafter the City Clerk shall make an appropriate notation in the minutes. Any member of the
Council may bring such communication to the Presiding Officer's attention under the agenda
item "Committee, Board and Liaison Reports." Should any member of the Council determine
that any such communication be officially answered by the Council, the Presiding Officer shall
place the matter on the agenda under New Business for the current meeting or any subsequent
meeting.
SECTION 4.2.13. Compensation and Reimbursement of Expenses
Members of Advisory Boards shall serve without compensation. Members shall be reimbursed
for authorized travel expenses incidental to that service, which are authorized by the City
Manager or by City Council resolution or motion. Members should seek pre-authorization for
any proposed expense.
SECTION 4.2.14. Lobbying Efforts
Lobbying efforts by any Advisory Board on legislative or political matters should first be
checked for consistency with existing City policy by contacting the City Manager's office. In the
event a position is taken that differs from that of the City's policy, an Advisory Board cannot
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represent that position publicly or before another body, for example, the State Legislature or the
Board of County Commissioners. An Advisory Body is free to communicate positions to the
Council or a Council Committee on matters pertaining to the Body's purpose and function. A
member of the Advisory Board is not authorized to speak for the Board, unless the Board has
expressly authorized the member's communication. An individual member is free to voice a
position, oral or written, on any issue as long as it is made clear that the member is not speaking
as a representative of the City, or as a member of an Advisory Board.
ADOPTED by the City Council of the City of Port ToWnsend at a regular meeting
thereof, held this 19th day of March, 2001.
Attest:
Approved as to form:
Pamela-Kolacy, CMQ, Cit~, Clerk's/7
John P. Watts, City Attomey
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