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91-34 CITY COUNCIL PROCEDURES01,'13/92 15:51 FAX 206 885 511211 INSLEE,BEST lgI002.,"t)9 RESOLUTION NO. 9 1- 34 A RESO~ITION of the City of Winslow, Washington, relating to City Council procedures; establishing rules for City Council meetings and business; providing for a Council Chair, a presiding officer, and City Co~lncil standing committees; and eliminating the office of Deputy Mayor. WHEREAS, the City Council desires to establish a format to regulate its affairs and enhance its policy making functions in a manner which is in the best interests of the City; noW, therefore, THE CITY COUNCIL OF THE CITY oF WINSLOW, RESOLVE AS FOLLOWS: WASHINGTON, DOES ~ec~ion ~. Council Chair. At the first regular meeting in January of each year, the members of the City Council shall elect, from their number, a Council Chair who shall hold office at the discretion ofthe City Council. The Council Chair shall have the responsibilities described in Paragraphs 3A, 5D and 5G of this Resolution. SectiOn 2. ~tate of ~he city. At the first regular meeting in January of each year, the Mayor shall report to the City Council on the "state of the City" by itemizing the previous year's ~tajor accomplishments, describing the status of the personnel, 6:quipment and finances of the city, and discussing the is;sues and events to come before the City during the upcoming year. sectiDn 3. Pa~esidinu Officer. A. The Mayor, or in the Mayor's absence, the Council Chair, shall se]~e as the presiding officer at all regular and special meetings of the City Council. If neither the Mayor nor the Council Cha2r are present at a meeting, the presiding officer for the meeting shall be elected by a majority vote of the City Council ]~embers present at the meeting. B. The Council Chair or City Council member serving as presiding officer at a City Council meeting shall not lose the right to vote on matters coming before the City Council. C. The function of the presiding officer is to facilitate the orderly flow of City Council business in accordance with the City Counci~ procedures set forth in this Resolution. The presiding officer shall preserve strict order and decorum at cab/~ ?'5 1R 01,'13,'92 15:51 FAX 206 885 5101 INSLEE,BEST [~]003,'009 City Council mee~:ings. The presiding officer shall state all questions coming before the City Council, provide opportunity for comment from 'the public and staff and discussion by Council members and the Mayor, and announce the decision of the City CounCil on all ~ubjects. Procedural decisions made by the presiding officer may be overruled by a majority vote of the City Council. Sect~Qn 4. Elimination of Deputy May_or Po~iti0n. The position of deputy mayor iS eliminated. In the Mayor's absence, the City Administrator shall perform the executive functions previously performed by the Deputy Mayor. Section 5. Council Co/nmit~ee~. A. The following standing committees of the City council are created and established: 1. Fin0nce and Personnel Committee; 2. Public Works and Transportation Committee; 3. Hume.n Services and Public Safety Committee; 4. Land Use and Economic Issues Committee; 5- Intergovernmental Relations Committee. B. The standing committees shall inform and educate the City Council on existing City programs and issues, provide an opportunity to e:~lore policy issues. provide an opportunity to explore policy alternatives as a pa~t of the policy development process, and make recommendations on proposed legislation within their areas of responsibility before the legislation is voted on by the City Council. The committees shall have no power or authorit]~ to commit the City or to take any binding action on the ]~art of the City Council or the City. The committees shall be concerned primarily with policy matters and matters vested in the legislative body of the City, and shall not become involv.~d in the supervision of the City departments or the administration of the City government. Official correspondence which expresses the City's position on any issue must be signed by the Mayor. In general, the purpose of each committee shall ~e to review matters within the following subject areas: 1. Finance and Personnel Committee: Review, analyze and make recommendations on appointments which require City Council confirmation, and on budgetary, employment, compensation, benefits, and personnel policies. adtlcab/1751R - 2 - 01,'13,'92 1.5:.~2 FAX 206 885.51(11 INSLEE,BEST ~]')~4,'((9 2. Publ.[c Works and Transportation Committee: Review, analyze and make recommendations on streets and rights-of-way, recycling, public buildings, parks, docks, transportation an,~ public utilities, such as water, sewer and storm drainage; 3. Human Services and Public Safety Committee: Review, analyze ~nd make recommendations on human service issues, including social, youth, housing, and senior citizens, public safety, and municipal oourt; 4. Land analyze and make including economic comprehensive plan. Use and Economic Issues Committee: Review, recommendations on land use planning, issues relating to land use and the City's 5. Intergovernmental Relations Committee: Review, analyze and make. recommendations on regional issues, including City policy for rE.gional councils of governments, the City's relationship with. Kit~ap County and state departments, and City policy toward othe:r local and regional governments, such as school, fire, park and sewer districts. c. Each standing committee of consist of three City Council members. the City Council shall D. Standing committee membership shall be assigned on an annual basis. After the Council Chair is elected, the Council Chair shall consult with the City Council members and the Mayor regarding standi~g committee assignments and appointees to City Boards, Commissions, and Agencies and shall then make recommendations 1:o the City Council. The City Council shall approve or modify the recommendations of the Council Chair. The Council Chair shall also make recommendations regarding chairs for each committee, giving due regard to seniority, previous experience and expertise. No City Council member may serve as chair of more than one committee. Each City Council member may be appointed to either two or three committees. E. Each st.=nding committee shall meet on a regular, announced basis. Each City department head should attend meetings Of the committee which has responsibility for City policies concerning tha= department. The City Administrator and Mayor may attend committee meetings as desired. F. The standing committees shall consider, review and make recommendations to the City Council concerning matters referred to them by the City Council. The Mayor, committee chairs, and City boards, agencies, and commissions are encouraged to suggest items to the City Council which should be considered by a committee. Each committee shall have general responsibility as indicated in Paragraph B of this section to adttcab/17511~ - 3 - u1./13.'92 15:53 FAX 206 ~$5 5101 INSLEE,BEST ~]005,'009 investigate, collect and review appropriate information for the formulation of possible City Council action, and to make recommendations to the City Council. G. Whenever an item is referred to a standing committee, the City Council shall establish a date by which the committee shall report back to the City Council. The Council Chair shall monitor the issues being considered by each committee, and report periodically to the City Council and Mayor on' the progress of the cmmmittees. If the City Council concludes that a committee is not making satisfactory progress on an issue, the City Council by a majority vote may remove the issue from the committee and bring the issue before the City Council for action. H, At the City Council meeting designated for a committee recommendation, in the appropriate place on the City Council agenda, a report from the standing committee shall be made by the standing committee chairperson or an alternate designated by the chairperson. A minority report may be given by any committee member %~o dissents from the report by the majority. Oral reports shall be sufficient, unless the City Council by a majority vote directs the committee to prepare a written report. I. When necessary, the Mayor may assign staff assistance to a standing com~ittee. Section 6. Attendance at Council Meetings. The City Administrator, City Attorney, and city department heads should attend all City Council meetings. The presiding officer may excuse the city Attorney and any staff member when their attendance is clearly not necessary. Section 7. b~ading and Committee Review of Proposed ~Tdinances. A. Every ordinance shall receive three readings by title prior to its passage as follows: 1. The first reading shall occur at the first City Council meeting a'= which the proposed ordinance is brought before the City council. At this meeting, the presiding officer shall assign the proposed ordinance to a standing committee for r~view and recommendation. If two or more committees have jurisdiction over the proposed ordinance, the presiding officer shall determine which committee will be assigned the proposed ordinance, or whether two or more committees ~hall ~tudy different aspects of the proposed ordinance. Multiple committee review may be done concurrently. The presiding officer shall set a date on which the assigned committee or committees shall report to the City Council on the proposed ordinance. ~dt/cab/175 11~ - 4 -- 01,'13,'92 15:53 FAX 206 885 5101 INSLEE,BEST [~006,'009 2. The second reading of a proposed ordinance shall occur at the Ci'cy Council meeting at which the standing committee or co~mmittees report the recommendation on the proposed ordinance to the City Council. 3. The third reading of a proposed ordinance shall occur at the City Council meeting at which the City Council votes on the proposed ordinance. B. The City Council may take public input on the proposed ordinance at any of the three readings of the proposed ordinance, or at such other time as the city council deems appropriate. Generally, the City Council shall take public input at the second reading of the proposed ordinance. C. Prior to calling for a vote on a proposed ordinance, the presiding oificer shall inquire of the City Cguncil as to whether the same should be read in full. If any City Council member so requests, the proposed ordinance shall be read in full, unless a full reading is declared unnecessary by a vote of one more than a majority of the City Council. D. The City Council may, at any time, modify or waive the three reading procedure described above, for any proposed ordinance, or standing committee review of any proposed ordinance, by a vote of one more than a majority of City Council members present. Section 8. Preliminary C~uncil Meeting Aqen~a. A prelimina'ry agenda of a'regula~ City ~ouncil meeting shall be posted at City Mall, the City Council meeting place and the Bainbridge Island Chamber of Commerce, and shall be distributed to the City's official newspaper, on or before 5:00 p.m. on the Friday before a regular City council meeting. $ection 9.. ~)uncil Meetinq Age~da. A. The agenda for each City Council meeting shall be developed by th~ Mayor after consultation with the Council Chair and City Administrator. City Council members may have an item placed on 'the agenda by submitting the request in writing to the MayOr with copy to the Council Chair at least five business days prior to the next scheduled Council meeting. The agenda ~hall be available to the public at the entrance to the City Council me-~ting place, and shall be followed in order unless the presiding officer determines that a variation from the agenda is appropriate. The presiding officer shall announce time limits on agenda items when appropriate. B. A designated public comment period shall be placed on each City Council meeting agenda for approximately 8:30 p.m. During the public access period, the public may bring issues cab/17'j 1. - 5 - 01,'13;92 15:54 FAX 21216 885 5101 INSLEE,BEST li~007,'009 not on the agenda to the City Council's attention and inform the City Council of the public's concerns. The City Council may answer que~tions and clarify issues, but lengthy discussions shall ~lot take place during this period. A sign-up list for the pu]31ic access period shall be made available to the public at the .~ntrance of the City Council meeting place. Section..10. ~?~akin~ ProcedureS. A. City Council member speaking procedure item under consideration shall be as follows: for an agenda 1. A City Council member desiring to speak shall address the presiding officer, and upon recognition by the presiding officer shall confine the statement to the question under discussion. 2. Any City Council member, while speaking, shall not be interrupted unless it is to call that member to order. 3. No City Council member shall speak a second time upon the same issue before opportunity has been given each City Council member to speak on that issue. B. Audience member speaking procedure, when addressing the City Council c.n items under consideration, is as follows: 1. The public may be permitted to speak at a designated time prior to the City Council voting on any ordinance, resolution or motion. When deemed appropriate, a sign-up list wi].l be made available to the public at the entrance of the City Council meeting place. 2. In addressing the City Council, each person shall stand and, after recognition by the presiding officer, state the person's name. Each person's comments shall be limited to three minutes unless further time is given by the presiding officer. All co~ents shall be made to the City Council as a body and not to aBy individual City Council member. 3. No person shall be permitted to comment without first being recognized by the presiding officer. The presiding officer ~hall r,~cognize member~ of the ~ublic in the following order: (a) Persons designated by the presiding officer to introduce the :~ubject under discussion; (b) Persons whose contained in the written agenda; request to be heard is adt/cab/l~lR - 6 - 0i,'13.'92 18:55 FAX 206 885 5101 INSLEE,BEST [g]008,'009 (c) Persons listed on the public sign-up list; (d) Persons seeking recognition from the floor. 4. Any 'perSon whose conduct is abusive or disruptive to the City Council meeting may be prohibited from further speaking and audience participation, or may be removed from the City Council meetin? by the presiding officer, unless permission to continue Ks granted by a majority vote of the City Council. B. Members of the public may not speak a second time until all other members of the public have been given an opportunity to speak. 6. After the public comment period is concluded, no further public co~ent will be permitted du~ing City Council debate, unless in response to specific questions from City council members. 7. The Procedure" will meetings. attached "Public Participation Rules of be made available to the public at all council Section 11. P.~rliamentary Pr0c~dure. Questions of parliamentary prc~cedure shall be governed by Robert's Rules of Order, Newly Revised (latest edition). All City Council members and the Mayor shall have an abbreviated version of the Rules of Order, if available, in City Council notebooks. .Section 12. l~inUtes. A. City Council proceedings will be tape recorded. Summarized minutes of each meeting shall be prepared and provided to the C.Lty Council for review and approval. B. Tapes of the meeting~ will be retained for 90 days during which tim~ they will be made available to the public for listening or copying. If any person other than a City employee wishes to obtain a verbatim copy of a tape or any portion of a tape, he or she 'may do so by paying a ~ea~onable fee a~ determined by ~he City Clerk to cover transcription and administrative costs. C. After the summarized minutes have been approved by the City Council or 90 days has elapsed from the date of a meeting, whichever is later, the tapes shall be erased. However, if the city Clerk determines that a meeting included a public hea~ing, adt/cab/l~1 P- - 7 - quasi-judicial hearing, appeal of a land use matter, or other similar proceedings, the tapes will not be erased but will be retained until the completion of the pertinent matter. PASSED by the City Council this 199~!. 19th day of December APPROVED 19991 . by the Mayor this l c~th day of December ATTES T/AUTHENT I CATE: Ralph Eells, City Clerk FILED WITH THE CITY CLERK: PASSED BY THE CITY COUNCIL: RESOLUTION NO.: 91-34 December 19, 1991 adt/cab/1751R -- 8 -- PUBLIC PARTICIPATION AUDIENCE COMMENTS This is an opportunity for the public to address the City Administration and Council on problems, issues, or items of concern. This is not an appropriate time to make comments on items scheduled elsewhere on the Agenda or items which will be heard in a Public Hearing. Essentially, this opportunity is an oral substitute for a letter, although the latter is preferred so that the facts and observations can be reviewed in a more orderly and efficient manner. Method When recognized by the Chair, those desiring to speak should stand and state their full name, address and relationship to the City (e.g., City Pesident, City property owner, business owner/employee, etc). Comments may be used to summarize an issue, with a memorandum of the particulars being submitted to the Clerk. A three (3) minute limit must be strictly observed. Response A response may be made by the Administration or Council immediately or the issue may be referred to the AdmEnistration or a Council Committee for a later response. AGENDA ITEMS The public may address the Council on items scheduled on the Agenda, if time permits. Essentially, this opportunity is an oral substitute for a letter, although the latter is preferred so that the facts and observations can be reviewed in a more orderly and efficient manner. PUBLIC HEARING The purpose of a public hearing is for citizens, taxpayers and others to provide the Council with information and opinions on the subject for which the hearing was convened. It is an official "on-the- record", one-way communication geared toward giving Council Members data they should consider in their decision-making process. How to 1) 3) 4) 5) 6) 7) Participate Individuals desiring to speak may be asked to sign up prior to the hearing or the chair may simpiy declare the hearing open and call for comments for or against the issue. Those desiring to speak are called by the Chair. They should state their name, address and relationship to the City (e.g., City resident, City property owner, business owner/employee, etc.) and give their testimony. Statements should be limited in length. Complex information should be put in writing with copies provided to the Clerk for insertion into the record and distribution to the Council. Repetition should be avoided. Unless new information is available, support or disagreement should be simply stated, if previous speakers have made the same points. To allow every participant a fair opportunity to be heard, statements shall not exceed five (5) minutes in duration. Council Members, Administration and other members of the audience will remain silent during testimony so that each point of view-and information can be fairly considered. Questions will not be answered during the testimony portion of the hearing. The Council may consider these remarks and questions during their deliberation. When the last person has been caIled (or the predetermined completion time has arrived)'the Chair will close the public portion of the hearing and open the subject for Council discussion/decision. QUASI-JUDICIAL PUBLIC HEARING In order to allow every participant a fair opportunity to be heard, statements should not exceed five (5) minutes in duration during quasi-judicial public hearings (which shall be announced as such by the Chair). Each person will be allowed a second opportunity to speak, but no person may speak a second time until everyone has had an opportt]nlty to address the Council.