HomeMy WebLinkAboutCity of Auburn - newspaper-meetings GENERAL CERTIFICATE
OF THE CITY OF AUBURN
I, Shawn Campbell, City Clerk of the City of Auburn, Washington (the "City"), DO
HEREBY CERTIFY as follows:
1. Attached as "Exhibit A" is a true and correct copy of the proceedings of the City
Council selecting the current official newspaper of the City.
2. Attached as "Exhibit B" is a true and correct copy of the proceedings of the City
Council setting the date, time and place of regular meetings of the City Council.
IN WITNESS WHEREOF, I have hereunto set my hand as of this 11th day of December,
2019.
CITY OF AUBURN, WASHINGTON
--c\_cTc:a_ l -�
Shawn Campbell MMC, Cy Clerk
RESOLUTION NO. 41 6 5
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF AUBURN, WASHINGTON, DESIGNATING
THE SEATTLE TIMES AS THE CITY'S OFFICIAL
NEWSPAPER
WHEREAS, pursuant to Section 35A.21.230 of the Revised Code of
Washington (RCW), each code city shall designate an official newspaper by
resolution which newspaper shall be a newspaper of general circulation in the
City and shall have the qualifications prescribed by Chapter 65.16 RCW; and
WHEREAS, the City's previous official newspaper, King County Journal,
terminated its publication requiring the City to pursue proposals from other
newspapers of general circulation for the City's legal publishing and to serve as
the City's official newspaper; and
WHEREAS, proposals for the City's legal publishing were solicited and
three proposals were received; and
WHEREAS, the proposals were evaluated based on the extent of the
newspaper's circulation within the City of Auburn, the cost per column inch, the
days the publication is distributed, and the lead time for publication.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF AUBURN,
HEREBY RESOLVES as follows:
Section 1. The Seattle Times is hereby designated as the official
newspaper for the City of Auburn.
Resolution No. 4165
February 27, 2007
Page 1 of 2
Section 2. The Mayor is authorized to implement such administrative
procedures as may be necessary to carry out the directives of this legislation.
Section 3. This Resolution shall take effect and be in full force upon
passage and signatures hereon.
Dated and Signed this . day of12-.`-e-4._- , 2007.
Cl AUBUR
PETER B. LEWIS
MAYOR
ATTEST:
Danielle E. Daskam, City Clerk iPA ' -'IV I • F0-
0
Afraj....40.,
niel B. =, ity Attorney
Resolution No. 4165
February 27, 2007
Page 2 of 2
AGREEMENT
THIS AGREEMENT,wh .Attachments includes Attachments 1,and 2, is made and entered into in triplicate,this
fes` day of �'�Y�i£� � ,200_7,by and between the City of Auburn,a
Municipal Corporation,hereinafter called the City,and The Seattle Times„hereinafter called the Contractor.
WITNESSETH:
1. That the Contractor,in consideration of the covenants,agreements and payments to be performed and
made by the City,hereby covenants and agrees to perform the work and to furnish all labor,tools,materials,
equipment, supplies,accessories and appurtenances,including the manufacture and delivery of materials and
equipment,required under the attached specifications for Official City Legal Printing/Publishing attached hereto as
Attachment 1,and the Contractor's bid submitted in response to request for bids attached hereto as Attachment 2.
All terms of both Attachment 1 and 2 are by this reference incorporated herein as though fully set forth. In
accordance with and pursuant to all the terms and conditions of the Advertisement,Specifications and Proposal,
copies of which are hereunto attached,submitted and hereby declared and accepted as parts of this agreement as
fully set forth herein.
Where there are conflicts between these documents,the controlling document will first be this Agreement,then the
Bid Specification,then the Contractor's bid,and then subsequent correspondence. No verbal modifications to this
Agreement shall be recognized.
2. The Agreement shall be effective from March 6„2007 to December 31,2008,unless sooner terminated as
provided elsewhere in this Agreement.
3. This Agreement is subject to review, inspection and audit by any authorized city,state or federal agency.
4. The Contractor agrees to publish a Newspaper upon the terms and conditions as specified in said
Advertisement,Instructions to Bidders, Specifications,and Proposal. Failure to publish the paper as specified in
the bid is a material breach of this contract and will be construed by the parties as a material breach of this
contract.
5. The Contractor certifies that its publication is a legal newspaper,qualified as such,pursuant to
Chapter 65.16 of the Revised Code of Washington. If the Contractor's publication should,for any reason,fail or
cease to conform with the requirements set forth in Chapter 65.16 RCW,then the Contractor shall take whatever
steps are necessary to have the City's documents subject to this Agreement published in a legal newspaper in
Auburn that does comply with Chapter 65.16 RCW.
6. The Contractor agrees to thirty(30)calendar days'written notice of termination by the City of this
Agreement without cause shown.
7. The Contractor agrees to five(5)calendar days'written notice of termination by the City of this agreement
for cause shown.
8. The Contractor agrees to indemnify and save harmless the City from any and all defects appearing or
developing in the workmanship or material performed or furnished under this Contract for a period of one year
after the date of publication.
9. Payment shall be made through the City's ordinary payment process,and shall be considered timely if made within
30 days of receipt of a properly completed statement.
a
10. All payments shall be subject to adjustment for any amounts,upon audit or otherwise,determined to have been
improperly invoiced.
11. The Contractor shall comply with all applicable federal,state and local laws,ordinances,rules and regulations.
12. The Contractor agrees to take all steps necessary to comply with all federal,state,and City laws and
policies regarding non-discrimination and equal employment opportunities. The Contractor shall not discriminate
in any employment action because of race,creed,color,national origin,marital status,sex,age,or the presence of
any sensory, mental or physical handicap. In the event of non-compliance by the Contractor with any of the non-
discrimination provisions of this Agreement,the City shall be deemed to have cause to terminate this Agreement,
in whole or in part.
13. If one or more of the clauses of this Agreement are found to be unenforceable, illegal or contrary to public
policy,the Agreement will remain in full force and effect except for the clauses that are unenforceable,illegal or
contrary to public policy.
14. This Agreement constitutes the complete and final agreement of the parties,replaces and supersedes all
oral and/or written proposals and agreements heretofore made on the subject matter,and may be modified only by
a writing signed by both parties.
IN WITNESS WHEREOF,the parties hereto have executed this Agreement the day and year first above written.
CI a • UB 1'
Scott'e..,Tt ,also represenhiq Seale P.l
PET''' B. LEWIS,MAYOR CONTRACTOR J
By:
Title: OlasSl6 edv "9 �d+/a et-
Federal I.D.No. q I" O4o3raq 0
Attest:
Cil rClerk
Approv- is to F-- :
By: + ® .
►die B"t id,City 7 orn
4
CITY OF
J\1I.JBLJR1i __ Peter B. Lewis, Mayor
•
WASHINGTON 25 West Main Street * Auburn WA 98001-4998 * www.auburnwa.gov * 253-931-3000
CITY OF AUBURN
CALL FOR BIDS
Publication Services -Official City Legal Printing/Publishing
NOTICE IS HEREBY GIVEN THAT THE CITY OF AUBURN will receive sealed bids at
the City Clerk's Office located at Auburn City Hall, 25 West Main Street, Auburn, WA,
98001 for the provision of official city legal printing/publishing.
BIDS WILL BE RECEIVED UNTIL: 4:00 PM on February 8, 2007 at which time they will
be opened and publicly read aloud.
Bid proposal forms may be obtained at the City Clerk's Office, 25 West Main Street in
Auburn, WA, telephone (253)931-3039, or fax your request to (253)804-3116 and a
copy will be sent to you.
Additional information regarding the specifications may be obtained by contacting City
Clerk Danielle Daskam at (253) 931-3037.
CITY OF AUBURN
Danielle Daskam
City Clerk
AUBURN * MORE THAN YOU IMAGINED
Attachment#1
GENERAL INSTRUCTIONS TO BIDDERS
1. SUBMITTAL OF BIDS: Bids must be received in the City Clerk's Office,Auburn City Hall,
25 West Main Street,Auburn, WA,98001,by 4:00 PM on February 8,2007.
FOR: City of Auburn Official Legal Printing/Publishing
No bids will be considered which are received after the time mentioned,and any bids so received
after the scheduled closing time shall be returned to the bidder unopened.
BIDS MAY BE SENT IN BY MAIL OR TURNED IN PERSONALLY;HOWEVER,IF SENT
BY MAIL,THE RESPONSIBILITY OF THEIR ON TIME DELIVERY TO THE CITY
CLERK'S OFFICE IS WHOLLY UPON THE BIDDER.
Each proposal, intact and bound with specifications,shall be completely sealed,properly
addressed to the City Clerk's Office,with the name of the bidder and the bid proposal title(City
of Auburn Official Legal Printing/Publishing)marked on the exterior of the package.
2. BID WITHDRAWAL: No bid can be withdrawn after having been formally opened by a
representative from the City Clerk's Office.
3. PAYMENT:Payment terms shall be Net 30.
4. COMPLIANCE WITH REGULATIONS: The bidder agrees to abide by all laws,rules and
regulations promulgated by the United States of America,the State of Washington,or any
agencies or subdivisions thereof,specifically including WISHA and OSHA regulations in effect
at the time of bid opening. The Contractor shall be solely responsible for all violations of the
law from any cause in connection with work performed under this Contract.
5. FILLING IN PROPOSAL FORMS: The bidder will submit their proposal on the form furnished
in the specifications. All blank spaces in the proposal form will be properly filled in,printed in
ink or typewritten. The forms will be signed by the responsible company official,with the
printed or typewritten designation of the office held in the company. The address of the bidder
will be typed or printed on the proposal in the spaces provided.
6. CONTACT PERSON: For further information relating to these specifications,please contact:
Danielle Daskam,City Clerk,(253)931-3037 for technical questions.
7. AWARD CRITERIA: To be eligible for award,all bidders'publications shall meet the
requirements of Chapter 65.15 of the Revised Code of Washington. Bids will be evaluated based
on written response to the following criteria:
a. Extent of the publication's circulation within the City of Auburn
b. The cost per column inch to publish
c. Day(s)the publication is distributed and lead time for publication
8. REJECTION OF PROPOSAL: The City of Auburn reserves the right to reject any or all bids
and to waive any informalities in bids.
9. INTERPRETATION OF PROPOSED CONTRACT DOCUMENTS: If any person
contemplating submitting a bid for the proposed contract is in doubt as to the true meaning of any
part of the plans,specifications or other proposed contract documents,a bidder may submit a
written request for an interpretation thereof. Any interpretation of the proposed documents will
be mailed or delivered to each person receiving a set of such documents. The City of Auburn
will not be responsible for any other explanations or interpretations of the proposed documents.
AUBURN * MORE THAN YOU IMAGINED
•
Attachment#1
All requests for interpretations will be received by the City of Auburn no later than five(5)days
prior to bid opening time.
10. EXTENSION OF CONTRACT: Contracts resulting from this Invitation to Bid shall be subject
to extensions by mutual agreement,per the same prices,terms and conditions resulting from this
Proposal.
11. LEGAL HOLIDAYS: of the City of Auburn are:
New Year's Day January 1
Martin Luther King's 3rd Monday in January
Birthday
Presidents' Day 3rd Monday in February
Memorial Day Last Monday in May
Independence Day July 4
Labor Day 1st Monday in September
Veteran's Day November 11
Thanksgiving Day 4th Thursday of November
Day after Thanksgiving 4th Friday of November
Christmas Day December 25
When any of these holidays occur on Saturday or Sunday,the preceding Friday or the following
Monday,respectively, is a legal holiday for the City of Auburn.
AUBURN * MORE THAN YOU IMAGINED
Attachment#1
SPECIFICATIONS
1. Bids will be accepted for official legal printing/publishing for the City of Auburn,Washington,for
a two-year period,estimated to be from February 1,2007,through and including December 31,
2008. The contract will be awarded for two years with the option to renew annually upon the
mutual agreement of the parties.
2. Bids must be submitted on the forms provided and must show the amount bid per column inch and
a total amount to publish the sample herein provided with the bid form. The minimum point size
will be 6 point type. The City shall consider the cost of publishing the entire attached sample in
awarding the contract to the successful bidder.
3. Bidder must state price for legal notices published one time only and price for subsequent
publication of the same copy.
4. Bids will be accepted on two alternate proposals:Alternate Bid No. 1 is for a paper that is
published at least once a week,and Alternate Bid No.2 is for a paper that is published daily(at
least five times per week).You may bid either or both alternate bids.The award will be based on
the alternate that best meets the City's needs.
5. The successful bidder shall be a daily or weekly newspaper which has been established,published,
and circulated in Auburn,Washington,for at least six months prior to the bid opening date,and
meets all of the qualifications of a legal newspaper as set forth in Chapter 65.16 RCW,as those
qualifications exist now or are hereafter amended.The City shall consider the day(s)of publication
of the bidder in awarding the contract to the successful bidder.
6. The successful bidder will print,publish,and circulate a newspaper that is published and circulated
in Auburn,Washington,at least weekly.
7. Legal notices may be sent in any of the following formats: E-mail,FAX or hardcopy.Ads will be
published regardless of the format received, as long as they are received by the minimum lead time
for publication.
8. The successful bidder will print in said newspaper upon request and after requested copy has been
provided,all ordinances,resolutions,and legal and official notices for and on behalf of the City,
such number of times as may be required,without mistake or variance from the copy furnished.
The City will consider the successful bidder in noncompliance with the contract should this not
occur. Such printing is to be set in solid or with typeset quality,or equivalent;or photographically
reduced for publication;or optically scanned.
9. Ordinances and Resolutions submitted by the City may be photographically reduced for publication
in the official newspaper by the successful bidder as long as the requirements are met,which will
result in the City paying no more for photographically reduced copy than if the copy had been
typeset: maps,photos, graphs,mathematical formulae, graphic designs,etc. which are
photographically reduced for printing shall be measured for payment purposes based on the actual
number of column inches of the copy as printed.
10. The successful bidder will furnish one subscription of the official newspaper to the City Clerk.
11. Within fourteen(14)days after the last publication date of an advertisement,the successful bidder
shall furnish at no additional charge to the City three(3) "Affidavits of Publication"certifying the
specific date(s)the advertisement was published.
IN
AUBURN * MORE THAN YOU IMAGED
Attachment#1
12. The successful bidder shall furnish all affidavits with a copy of each particular published item cut
and affixed to the front of each affidavit. Stapling a tear sheet to the back of the affidavit will not
be sufficient. Affidavits must be signed and notarized. If the successful bidder fails to provide
accurate affidavits and accurate publication dates,the successful bidder shall be deemed to be in
material default of the contract.
13. Accurate date(s)of when the item was actually published will be printed at the end of the published
document.
14. The successful bidder must be in compliance with all state statutes pertinent to a legal newspaper.
15. The City reserves the right to terminate the contract for the convenience of the City,at the sole
discretion of the City,with a 30-day written notice. The Contractor shall not be entitled to damages
for lost profits in the event of such termination for convenience.
16. The City reserves the right to terminate the contract with five(5)calendar days'written notice of
termination for cause shown. The Contractor's failure to publish as specified in said
Advertisement,Information for Bidders,Instructions to Bidders, Specifications,Plans,Proposal
and Contractor's Specifications(if any);or the Contractor's failure to qualify as a legal newspaper
pursuant to Chapter 65.16 of the Revised Code of Washington shall constitute cause for
termination,together with such other cause as may be sufficient under the common law. If a notice
of termination for cause is issued by the City and it is later determined for any reason that the
Contractor was not in default,then the rights and obligations of the parties shall be the same as if
the notice of termination had been issued for the convenience of the City.
17. The successful bidder will be required to sign an agreement substantially in the form of the attached
copy.
18. The City reserves the right to request the successful bidder to qualify on a 120-day test period. If,
at any time during the test period,the successful bidder fails to meet any or all specifications,the
City reserves the right to cancel the contract and award it to the next lowest Bidder. Such
termination shall be for cause.
19. The City will not pay for any ad which is improperly run. The successful bidder will re-run an
improperly run ad at its expense. Any additional costs incurred by the City from an improperly run
ad will be passed on to the successful bidder.
20. Every month the successful bidder shall furnish an itemized statement of the account listing the
invoice number,affidavit number, item published,and the total amount of each invoice.
21. The successful bidder must have and maintain an operating facsimile machine available on a 24-
hour basis to accommodate the City delivery of documents. If the fax becomes inoperable,it shall
be the responsibility of the successful bidder to notify the City Clerk's office(253)931-3039 of the
interruption of service.
22. In many cases,the City will provide the successful bidder with documents for publication created
with Microsoft Word. It will be the successful bidder's responsibility to make any necessary
conversions.
AUBURN * MORE THAN YOU IMAGINED
Attachment#2 JAN 2 6 2007
CITY OF AUBURN
CITY OF AUBURN PROPOSAL SHEET CT(CLERKS OFFICE
Publication Services -Official City Legal Printing/Publishing
TO: CITY CLERK,25 West Main Street,Auburn,WA,98001
As publisher of The Seattle Times also representing the Seattle Post-Intelligencer,a newspaper which has been
established,published and circulated daily in Auburn,Washington,for at least six months,and has general circulation throughout the City of
Auburn,I hereby submit the following bid in response to your call for bids for printing City legal notices and required publications in the
said newspaper during the period of award from February 1,2007;through and including December 31,2008.
Day(s)each week that said paper is published:
SundayEl Monday 0 Tuesday® Wednesday ® Thursday Friday ® Saturday
Typeset specifications/parameters(include type style,size,leading,width of single column in inches;width of double column in inches;
width of triple column in inches;and maximum number of characters per line):
TYPE STYLE—Spartan BookClassified;TYPE SIZE—we currently run our legal notices at 5.7 point,but if necessary we can run your ads
at 6 point;LEADING—5.2 point;CLASSIFIED COLUMN WIDTH,Single—1.112",Double—2.278",Triple—3.445';ROP COLUMN
WIDTH,Single—1.806",Double—3.764",Triple—5.723";Maximum characters per line—25 to 26 characters
Alternate Bid No.1: (Minimumonce per week publication)
Single Paper(Times or PI),M—Th,$24.08
$ See box to left per single column inch for each insertion. Both Papers,M—Sat,$42.84
Sunday—$57.54 (for rates on submitted ad,see below)
Using the above rates,I certify that the cost to the City of Auburn for printing the attached sample(one page summary of Ordinance No.
6034)would be$ see box below the first single column insertion,and$ for each single column subsequent insertion. •
Alternate Bid No.2: (Minimum five times per week publication)
Sample Ad costs:(per insertion)
$ per single column inch for each insertion. Single Paper, M—Th=$99.76
Both Papers,M—Sat=$177.48;Sunday=$238.38
Using the above rates,I certify that the cost to the City of Auburn for printing the attached sample(one page summary of Ordinance No.
6034)would be$ for the first single column insertion,and$ for each single column subsequent insertion.
Indicate your current circulation of publication in the City of Auburn.
Daily or weekly paid subscribers: 31-1201:Times-1938. Daily or weekly newsstand patrons: 12.000(south zone cities)
Monday—Fri,4:00 p.m.,Tuesday—Mon, 11:00 a.m.,Wednesday-The, 11;00 a,rm.
Indicate your lead time in any edition:: Thursday—The,4:00 p.m.,Friday—Thu, 11:00 a.m.,Saturday—Thu,4:00 p.m.
Sunday=Fri,.4:00 p.m. —
The undersigned states that he or she is authorized to submit a bid on behalf of the corporation,partnership,or sole proprietorship listed
below,and further st s that the corporation,partnership,or sole proprietorship is bound by the above offer.
Signed: Title:_Classified Advertising Sales Manager_Date: 1/25/2007
Typed or Printed Signature:_Shelly Pham_ Company Name:_The Seattle Times also representing the Seattle Post-Intelligencer
Address:_1120'John Street City/State/Zip:_Seattle,WA 98109
Telephone Number:_206.652.6909_ Fax:_206.493.0656 Email:_spham@seattletimes.com
Please Complete if Applicable: MBE 0 WBE O Washington State Certified 13
RESOLUTION NO. 5469
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
AUBURN, WASHINGTON, AMENDING THE CITY COUNCIL
RULES OF PROCEDURE
WHEREAS, The City Council adopted its Rules of Procedure under Ordinance
5802 (February 4, 2004), which provided that future amendments would be madeby
resolution; and,
WHEREAS, Council has decided to amend those rules.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF AUBURN,
WASHINGTON, RESOLVES as follows:
Section 1. The Rules of Procedure of the City Council, most recently revised by
Resolution 5367 (May 7, 2018) are amended to read in substantially the same form as in
Exhibit A.
Section 2. The Mayor is authorized to implement those administrative
procedures necessary to carry out the directives of this legislation.
Section 3. This Resolution will take effect and be in full force on passage and
signatures.
Dated and Signed this 4th day of November, 2019.
CITY OF AUBURN
ANCYB e( S, MAYO
ATTEST: APPR ie_.` AS TO FORM:
sitZkikop.,„
Shawn Campbell,PMC, City Clerk Steven L. Gross, City i ttorney
Resolution No. 5469
October 30, 2019
Page 1 of 1 Rev.2018
RULES OF PROCEDURE OF THE CITY COUNCIL OF
THE CITY OF AUBURN, WASHINGTON
TABLE OF CONTENTS
SECTION 1 AUTHORITY 1
SECTION 2 COUNCIL MEETINGS 1
SECTION 3 ORDER OF BUSINESS OF REGULAR COUNCIL MEETING AGENDA 44
SECTION 4 COUNCILMEMBER ATTENDANCE AT MEETINGS 109
SECTION 5 PRESIDING OFFICER - DUTIES 10
SECTION 6 COUNCILMEMBERS 11
SECTION 7 DEBATES 134-2
SECTION 8 PARLIAMENTARY PROCEDURES AND MOTIONS 1113
SECTION 9 VOTING 1645
SECTION 10 COMMENTS, CONCERNS AND TESTIMONY TO COUNCIL 1745
SECTION 11 PUBLIC HEARINGS AND APPEALS 1816
SECTION 12 DEPUTY MAYOR SELECTION PROCESS 1917
SECTION 13 COUNCIL POSITION VACANCY 2324
SECTION 14 COUNCIL MEETING STAFFING 2321
SECTION 15 COUNCIL RELATIONS WITH STAFF 2/122
SECTION 16 COUNCIL STUDY SESSIONS, COMMITTEES AND CITIZEN ADVISORY
BOARDS 252-3
SECTION 17 COUNCIL REPRESENTATION& INTERNAL COMMUNICATION 32 .9
SECTION 18 TRAVEL AUTHORIZATION 33
SECTION 19 CONFIDENTIALITY 34
SECTION 20 ENFORCEMENT OF RULES OF PROCEDURE 34
RULES OF PROCEDURE OF THE CITY COUNCIL OF
THE CITY OF AUBURN, WASHINGTON
SECTION 1 - AUTHORITY
The Auburn City Council hereby-establishes the following rules for the conduct of Council
meetings, proceedings and business. These rules shall be in effect upon adoption by
resolution of Council and untilsuch time as they are amended or new rules are adopted
+n the manner provided by these rules. The Deputy Mayor will coordinate a review of
these rules at least once every calendar year.
SECTION 2 - COUNCIL MEETINGS
All meetings of the City Council shall be open to the public and all persons shall be
permitted to attend any meeting of this body, except as provided in RCW Chapter 42.30.
Page 1
Draft date 10.29.19
The City Clerkl snall-be-is responsible for preparing agendas for all City Council meetings
The City Clerk shall cause to be prepared is responsible for preparing action minutes of
all of the Council meetings, that contain an account of all official
actions of the Council. Council meetings shall be electronically recorded and retained for
the period of time as provided by State law.
2.1 Regular Meetings - . . - • - .1..1 _!_. . . •_ ! ! _ -
City Code, the rRegular meeting s of the City Council shall be held on the first and
third Mondays of every month in the City Hall Council Chambers located at 25
West Main Street, Auburn, Washington3. The regular meeting location may be
changed by a majority vote of the City Council.
Four or more Councilmembers will constitute aA quorum_ -- .1: • • - - --more Councilmembers for the transaction of business.
to the event that If a scheduled Regular Council meeting falls on a legal holiday,
the meeting shall be held at 7:00 p.m. on the first business day following the
holiday.
The Presiding Officer shall be as set forth in Section 5.1 herein.
The Mayor, as presiding officer,_shall be seated at the center of the dais, and the
Deputy Mayor shall be seated to the presiding officer's immediate left. When the
Deputy Mayor is acting as the presiding officer, in the absence of the Mayor, the
Deputy Mayor shall be seated in the center of the dais. The seating arrangement
for the other members of the Council shall be as directed by the City Council
uant teby a motion approved by a majority of
the City Council, following the recommendation of an ad hoc committee of three
Councilmembers . The seating arrangement will be decided
once every calendar year.
'The City Clerk may delegate any of the duties in these Rules to staff.
2 2.03.100 Meeting coordination duties.
The mayor or the mayor's designee shall be responsible for the preparation of agendas for the
meetings of the council and of the various boards,commissions and committees of the city,and for including
in those agendas the items and issues forwarded by the city council and/or or by the ad hoc committees
designated to act on behalf of the city council, and for including in those agendas the items and issues
proposed by the mayor and city administration, for consideration by the council.The mayor or the mayor's
designee shall also be responsible for publishing notices for meetings and for public hearings for the
meetings of the council and the various boards, commissions and committees of the city, and for setting
the dates and times for said public hearings, except in those instances when setting dates and times for
public hearings is required by statute to be done through council resolution. (Ord. 6405 § 1, 2012; Ord.
5761 § 1,2003.)
'ACC 2.06.010(A), 2.06.020
Page 2
Draft date 10.29.19
[See ACC 2.06.010 (Ord. 3916 § 1, 1983; 1957 code § 1.04.010); ACC 2.06.020 (Ord.
3759 § 1, 1982; 1957 code § 1.04.020); ACC 2.06.030 (1957 code § 1.04.060); ACC
2.06.080 (1957 code § 1.04.090).]
2.2 Study Sessions - - - -- - --ctions-2 06704046)-and 2.06.020 of-the
City Cede;-Study Sessions of the City Council shall be held on the second, fourth
and fifth Mondays of every month in the City Hall Council Chambers located at 25
West Main Street, Auburn, Washington-4. The regular meeting location of Study
Sessions may be changed by a majority vote of the City Council. y-Sessiens
A. The Deputy Mayor shall preside over Study Sessions, other than r t for
the Special Focus Areas those portions thereof of the Study Sescionfor
-- ' _-='n at the hour of 5:30 p.m.
€:A_ . A-e-u= .•- •• - Ffour or more Councilmembers will constitute a
quorum for the transaction of business.
F B. In the event that If a scheduled Study Session falls on a legal holiday, the
meeting shall be held at 5:30 p.m. on the first business day following the
holiday.
":C. No particular seating arrangement shall be required for the Deputy Mayor
or other members of the Council, or for the Mayor or any other persons
invited to sit at the table of Study Sessions.
2:3 Regular-Meetin-imes-6
•- -. . . •- . -- ---- • _ •- _" . - e- • -lt-be-held-at-the-following times,
Firs _ .- ,... . -- . 2. •_• -- :.. -,.,
•
Secone - •- - - -. .. ._ -- _,
Third-Monday-of-the-menth Regular-Cott .
Fourth-Monday-of-the-month Council Study-Session----5:30-PM
3 ACC 2.06.010(6), 2.06.020
5 Any of these regular-fy-sekleE4e4-n eet4Rgs may-be"eanselled-if-not-needed.
Page 3
Draft date 10.29.19
•
2.43 Special Meetings - • ___. . _ -- • _ . _ .! .! • ! _ _ -•• _
_ _ -_ A , . _ -A special meeting of the City Council may be called
by the Mayor or any three members of the Council by written notice delivered to
each member of the Council at least 24 hours before the time specified for the
proposed meeting_; provided, however, that nNo ordinance or resolution shall be
passed, or contract let or entered into, or bill for the payment of money allowed, at
any special meeting unless public notice of such that meeting has been given by
such notice to the local press, radio and television as-will-bethat is reasonably
calculated to inform the city's inhabitants of the meeting.
[See ACC 2.06.040 (1957 code § 1.04.070).]
2.54 Emergency Meetings - Emergency meetings may be called by the Mayor -+r+
arthquakc, or other in case of an emergency, - ' - --- - -_ - - -
-- _' . __. ' _ -- -- ---- _ - - , in which case, the mMeeting site
notice requirements eth- - . :: ' - - - - do not apply.
2.65 Closed or Executive Sessions - A Council meeting that is closed to the
public.cxccpt to the Council, the Mayor, City Attorney and authorized staff
members and/or consultants may attendauthorizcd by the Mayor. The public is
restricted from attendance.
Closed and Executive sessions may be held during Regular and Special meetings
of the City Council, and will be announced by the presiding officer. Closed and
Executive session subjects are limited to considering such those matters as
permitted by State law?.
[See former ACC 2.06.070 (1957 code § 1.04.080).]
2.76 Cancellation of Meetings - Meetings may be canceled by the Mayor with the
concurrence of the Deputy Mayor or, in the absence of either, by the Mayor or the
Deputy Mayor, or by a majority vote of the City Council, and proper notice given
by the City Clerk.
SECTION 3 - ORDER OF BUSINESS OF REGULAR COUNCIL MEETING AGENDA
All items to be included on the Council's agenda for consideration should be submitted to
the City Clerk, in full by 12:00 Noon on the Tuesday preceding each regular Council
meeting. The City Clerk shall then prepare a proposed agenda according to the order of
business, for approval by the Mayor, or his/hertheir designee. A final agenda will then be
prepared by the City Clerk and distributed to Councilmembers as the official agenda for
the meeting.
ACC 2.06.040: RCW 35A.12.110
RCW 42.30.110(1), 42.30.140
Page 4
Draft date 10.29.19
3.1 The agenda format of the Regular City Council meeting shall be as follows:
A. Call to order.
The Mayor shall call the meeting to order.
B. Pledge of Allegiance.
The Mayor, Councilmembers and, at times, invited guests will lead the
Pledge of Allegiance.
C. Roll call.
The City Clerk will call the roll. • - • -- - - •- - • -• • -- --
from a meeting by requesting the same of the Mayor or City Clerk in
advance of the m-- •- - = • - • - . -• - _ • •-
time-of the request.
D. Announcements, Proclamations and Presentations
A proclamation is defined as an official announcement made by the Mayor
or the City Council regarding a non-controversial event, activity or special
interest group which has a major city-wide impact.
E. Appointments
Appointing individuals to various committees, boards and commissions.
Confirmation of appointments, where confirmation is called for, may be
preceded by discussion in executive session, where appropriate.
F. Agenda modifications
Changes to the Council's published agenda are announced at this time.
G. Public Hearings and Appeals
Individuals may comment on public hearing and appeal items. However,
if an appeal is a closed:-record appeal, the matter shall
be considered only based on information, evidence and documents in the
record. Argument on the appeal shall refer only to matters, information,
documents and evidence presented at the underlying hearing from which
the appeal is taken, and no new information, evidence or documents may
be added, and argument on the appeal may only deal with information,
evidence and documents in the record. The presiding officer will state the
public hearing and/or appeal procedures before each hearing.
Page 5
Draft date 10.29.19
H. Audience Participation
Members of the audience may comment on items relating to any matter
related to City business under the Audience Participation period. Comments
are limited to three(3)minutes per person, and a total of fifteen (15) minutes
per topic. Groups who have a designated speaker may have a total of ten
(10) minutes to speak. Public comments sign-up forms will be available at
the City Clerk's desk at each meeting for use of those citizens wishing to
address the Council. The City Clerk shall serve as timekeeper. The
presiding officer may make exceptions to the audience participation time
restrictions when warranted, .• • - - - •- • - • - - - - •- - • -- .
Citizens Members of the audience may also speak on individual agenda
items on the printed agenda at the time they are considered by the Council
as requested by the presiding officer.
Correspondence
J Council Ad Hoc Committee Reports
Council ad hoc Committee Chairs may report on the status of their ad hoc
Council Committees' progress on assigned tasks and may give their
recommendations to the City Council, if any.
K. Consent Agenda
Approval of the Consent Agenda, including items considered to be routine
and non-controversial, may be approved by one motion. Items on the
Consent Agenda include but are not limited to the following. Any
Councilmember may remove any item from the Consent Agenda for
separate discussion and action.
1. Approval of minutes.
2. Fixing dates for public hearings and appeals.
3. Approval of claims and vouchers, bid awards and contracts.
4. Approval of surplus property.
5. Other items designated by the City Council.
L. Unfinished Business
Page 6
Draft date 10.29.19
Unfinished business of a general nature that was considered by Council at
a previous business meeting and that it was removed from the Consent
M. New Business
Business, other than ordinances and resolutions, that has not been
previously before the City Council and items that are removed from the
Consent Agenda for separate discussion and action.
N. Ordinances
1. All ordinances shall be in writing_,andthe-tTitles thereof shall may
be read aloud : •- = - - = before the ordinance is a
voted—being called on their adoption, on. --provided—that aAny
councilmember may upen-request, have a full reading of the text of
a proposed ordinance prier-to-before the vote on its adoption. It-shall
The request for a full reading of an ordinance
does not need to be voted on. It is further provided, hHowever, that
the requirement request for a reading of the title of the proposed
ordinance, or a full reading of the text of the proposed ordinance may
be waived . - _ • _ - . _-, -_ -- . - - : . -_ by a
majority of the councilmembers in attendance at the council meeting.
2. Prior to Before any ordinance being--is considered for adoption by
the City Council, the ordinance shall be included on a Study Session
agend., - - : : : - - - - ;
Provided, howeicr, that if tCouncil may waive this rulehe-Mayer-
.elieves that spesiat—erne : •- - -• _• -
•: - - . _ -:-_".I Meeting of the
City Council. If there is not agreement among members of the City
6 ther the ordinance should be considered for
matter shall be presented for a separate vete at the Regular or
a. of a majority of the City Council members vote in favor of
boasidefing—adeptiew,- • _ -", .- -- •- - • :
•- .. .. • 2 -- . _ - • - I be the next matter before
the-G-ity-Counoil;
Page 7
Draft date 10.29.19
e.
- -_ • _ •- • . _- • _. _ - . - . .nd discussion-
2.
After a motion to adopt an ordinance has been made and seconded, the
Councilmember making the motion is encouraged to give a very-brief
description of the issues involved with the ordinance, without simply
repeating the ordinance title, . .e - •- A e • and may choose
to comment on any results of Council discussion or action regarding the
issue.
Discussion and debate by the City Council on ordinances will be held prier
to-before the vote on an ordinance. Councilmembers
or not tomay approve, reject, or amend the ordinance, or postpone the
action and direct staff to further review the proposed ordinance.
An ordinance shall be adopted by a majority vote of
require the affirmative vote of at least a majority of the whole membership
of the Council_ and-pProvideds that public emergency ordinances require
a vote of a majority plus one of the whole Council membership. A public
emergency ordinance is one designated to protect public health and safety,
public property, or public peace.
0. Resolutions
All resolutions,shall be in writing_, and the tTitles thereof shall may be read
aloud by t• - -' • • •- e - e before the resolution is a-voted being on.
. - e_ -, . _ -Any councilmember may upon
request, have-_a full reading of the text of a proposed resolution prior to the
vote on its passage. It shall not require a second to the request for a full
c a44rrg of��f a-resolution. The request for a full reading of a resolution does
not need to be voted on. It is further provided, hHowever, that—the
requirement request for a reading of the title of the proposed resolution, or
a full reading of the text of the proposed resolution may be waived upon-a
motion duly made, seconded and approved by a majority of the
councilmembers in attendance at the council meeting.
After a motion to pass a resolution has been made and seconded, the
Councilmember making the motion is encouraged to give a very brief
description of the issues involved with the resolution without simply
repeating the resolution titl- -_ -- _ : •- -• A • : - - , and the
councilmember may choose to comment on any results of Council
discussion or action regarding the issue.
Page 8
Draft date 10.29.19
Discussion and debate by the City Council on resolutions will be held prior
to-before the vote on a resolution. Councilmembers shall decide whether
or not to amend the resolution, or direct staff to further review the
proposed resolution.
A resolution shall be passed by a majority vote of a quorum of the Council,
provided that passage of any resolution for the payment of money or that
grants or revokes a franchise or license, shall require the affirmative vote of
at least a majority of the whole membership of the Council.
P. Mayor and Councilmember Reports
The Mayor and Councilmembers may report on their significant City-related
activities since the last regular meeting. The Mayor and Councilmembers
shall limit their reports to not more than three (3) minutes, with sensitivity to
avoiding duplicate reporting.
Q. Adjournment
3.3. Recess - The foregoing agenda may be interrupted for a stated time as called by
the presiding officer to recess for any reason, including closed or executive
sessions.
3.4 Amendment to Agenda - The sequence of handling items on the agenda of a
particular Regular Council Meeting may be amended from order listed on the
printed/approved agenda as follows:
A. Motion to Suspend the Rules. Any member of the City Council may move
to suspend the rules so as to provide-that-allow an item on the agenda may
be-to be considered e - - - e• -e • '1- •I at a different order or
placement in the agenda. -. - - - -- ' - -- - , ••
*• •
e . - . . • . _ . . - :- • • -•••-bcrs in attendance at the meeting, the
item-641-a- -- -. • -- - - •- -- - - •- --- .. _ _ __ _ --
approved motioe-
B. Adjustment of Agenda by MayerPresidino Officer. If the Mayor, as tThe
presiding officialofficer, :- - •-••- •. . -•• - - -- - - _ - -- - .
•e- : - . en out of order considered at a different
order or placement in the agenda.as set forth in the agenda to
Meeting-r--the-Mayor--_may cell for the amendment of the agenda to
the City GOUT}... ..- ••, . .• • - ••• - -, -- .. . . . _ . . . - - - -
Page 9
Draft date 10.29.19
tinchangeciadjust the order of items on the agenda, subject to being
overruled by vote of the Council.
[See former ACC 2.06.110(Ord. 5687 § 1, 2002; Ord. 4166 § 2, 1986); ACC 2.06.120
(1957 code § 1.04.120.); ACC 2.06.140 (1957 code § 1.04.140.); ACC 2;06.170 (1957
code § 1.04.190.); ACC 2.06.180 (Ord. 5635§ 2, 2002; 1957 code § 1.04.200).]
SECTION 4 - COUNCILMEMBER ATTENDANCE AT MEETINGS
4_144 Councilmembers shall attend Regular Councilall scheduled -meetings
including committee meetings-aid-Study-Sess+ens. Councilmembers shall
inform the Mayor or the City Clerk if they are unable to attend any Regular
Council meeting or Study Session, or if they knowingly will be late to any
such meetings, or unable to stay for the entire meeting. Councilmembers
shall inform the Chair of the committee and the City Clerk if they are unable
to attend a committee meeting.
A Councilmember will be excused from a.meeting if they have submitted a
request to the Mayor or City Clerk in advance of the meeting. Written
requests should be submitted whenever possible, by email. If the request is
made the day of the meeting, it may be made by telephone or in person.
The reason for the request shall be given at the time of the request. 1f-a
unable to attend such meeting, the rnieates-fer-thate
that eExcessive, continued or prolonged absences may be addressed by
the City Council on a case -by.-case basis.
Additionally, Councilmembers shall notify the Deputy Mayor of anticipated
absences.
[See ACC 2.06.050 and RCW 35A.12.060]
4,2 Councilmembers are expected to attend the meetings of the Ad Hoc Council
City Clerk if they - .-_ - - - - - - - - _ _ -• -- •---
- _- '_ -, -- - - . . . . . :sences may be a:: - . . •
Council on a case by case basis.
Page 10
Draft date 10.29.19
mbers shall attend the Special Meetings of the City Council.
to be late to _ . _:--'_ ..-- '•- : - _ _ a
- - ._ •• , •- . - or that meeting shall show the
as having an excused absen.- - •-- •e'e
Council-on--a case-by-ease-basis:
4.24 Attendance at Ad Hoc Council Committee meetings and Special meetings will not
be considered "regular meetings"for the purposes of RCW 35A.12.060, applicable
to Regular City Council meetings. However, • _- - - - - _ - - '- - - -W
35A.12.060 to Regular City Council meetings, unexcused absences from any
Regular or Special meetings, or Ad Hoc Committee meetings,shallenst ute-is a
violation of these Rules of Procedure.
4.5 At all meetings of the City Council instud+ng-bent-lir ited to Regular Meetings,
Study-Sessions and-Ad-Hec-Committee-Meetings, Councilmembers shall refrain
from use of cell phones or other personal communication devices, and shall not
send or receive and read e-mails, text messages, or any other social media
postings. Councilmembers shall also refrain from side conversations with other
individual Councilmembers. Councilmembers shall also refrain from inappropriate
or derogatory body language or any other actions that detract from the deportment
of the City Council.
SECTION 5 - PRESIDING OFFICER - DUTIES
5.1 Conduct of Meetings
A. The Mayor will preside over ing officer at all Regular and Special Meetings of
the Council_-shall be the Mayor and in the absence of If the Mayor is absent, the
Deputy Mayor will aot-in-thet-eapaeitypreside. If both the Mayor and Deputy Mayor
are absent and a quorum--Es-present, the Senior he-Gounell--shall elect one of its
n combersCouncilmember will preside-- e •.-- - - • e
the--Mayor-or-Deputy-Mayor.
B. Additionally;-#The Deputy Mayor shall-serve-as the will preside over ing-officer
for Council Study Sessions, other than those portions thereof-for which Special
Focus Areas are scheduled (as described herein below). If the Deputy Mayor is
absent, the Special Focus Area Chair will preside. If both the Deputy Mayor and
the Special Focus Area Chair are absent, the Senior Councilmember will preside.
Page 11
Draft date 10.29.19
•e.e • - -- e ••.: e - - - --- - - The
Mayor is encouraged to attend Study Sessions. 8
[See former ACC 2.06.090 (1957 code § 1.04.100).]
5.2 The Presiding Officer:
A. Shall preserve order and decorum at all meetings of the Council and cause
the removal of any person in the audience from any meeting who disrupts
the meeting after having been warned to cease the disruptive behavior;
B. Shall observe and enforce all rules adopted by the Council;
C. Shall decide all questions on order, in accordance with these rules, subject
to appeal by any Councilmember;
D. - - '--- - -- _. - _ - --
_ - . _ . _ .• _-seien of a+a-+ssue
warding of a motion;
E. May affix approximate time limits for each agenda item;
more than one classification or category, as defined by the Order of
metwit#stecdim-their--in+tiat-different-p - - • - • _ • --agenda-
[See former ACC 2.06.100 (1957 code § 1.04.170.); ACC 2.06.190 (1957 code §
1.04.210).]
SECTION 6 - COUNCILMEMBERS
8 F r the purposes hewhener-the-terea-"Mayor`--or-Dep- - . ' • -_, - afso-+aoaodethe
Mayor✓-Uherr#fie-term-2pres'idin9-effier" is used, it shah-refer--to-the-peFsor-responsible-for presid+r}g over
the-meeting-4-question:
Page 12
Draft date 10.29.19
6.1 Remarks. - Councilmembers desiring who wish to speak shall address the
presiding officer, and when recognized, shall confine himself,the self-themselves
to the question under debate.
6.2 Questioning. -Any member of the Council, tu4irag-and the Mayor,shall have the
right to question any individual, including members of the staff, on matters
germane-related to the issue properly before the Council for discussion. Under
circumstances,shad-sue#-ffuestionirtg-bed _ -_ .._ . •_ - • - - -- •
-- . - - •• . - - - - • - -••ate-ridicule or degrade
6.3 Obligation to the Public Agency. - Notwithstanding the right of Councilmembers to
express their independent opinions and exercise their freedom of speech,
Councilmembers should act in a way that reflects positively on the reputation of
the City and of the community. Councilmembers shall also interact with other
members of the City Council and City staff in ways that promote effective local
government.
6.4 Council Training. - Councilmembers are--expected toshall participate in training
offered by individuals, agencies, entities and organizations including but not limited
to the Association of Washington Cities and the State of Washington, so as to
GeuneHrnembers. This includes initial orientation after taking office, and other
required or recommended training.
6.5 Participation in Committees,Agencies and Organizations. -To better represent the
interests of the City of Auburn, Councilmembers are encouraged to participate in
assignments to local, regional, state and national committees, agencies and
organizations.
[See former ACC 2.06.130 (1957 code § 1.04.130).]
SECTION 7 - DEBATES
Ti Speaking to the Motion. - No member of the Council, incfud -or the presiding
officer, shall speak more than twice on the same motion except by consent of the
presiding officer or a majority of the Councilmembers present at the time the
motion is before the Council. The Presiding Officer shall recognize
Councilmembers in the order in which they request the floor. The Councilmember
who made a motion shall be permitted to speak to it first. The presiding officer may
also allow discussion of an issue before stating a motion when such discussion
would facilitate wording of a motion
7.2 Interruption. - No member of the Council, or including the presiding officer, shall
interrupt or argue with any other member while such member has the floor, other
Page 13
Draft date 10.29.19
than the presiding officer's duty to preserve order during meetings as provided in
Section 5.2.A of these rules.
7.3 Courtesy. - All speakers, including Members of the Council, which includes
and the presiding officer, in the discussion, comments, or debate of any matter or
issue shall address their remarks to the presiding officer, be courteous in their
language and deportment, and shall not engage in or discuss or comment on
personalities, or indulge in derogatory remarks or insinuations in respect to any
other member of the Council, or any member of the staff or the public, but shall at
all times confine their remarks to those facts which are germane and relevant to
the question or matter under discussion.
7.4 T-raeseressien----If a me er-af-t - - . . - --- • --- - _
shall transgress these rules on debate or fail to call such member to order, any
7.5 Challenge to Ruling. -Any member of the Council shall have the right to challenge
any action or ruling of the presiding officer, in which case the decision of the
majority of the members of the Council present shall govern.
[See former ACC 2.06.130 (1957 code § 1.04.130).]
SECTION 8 - PARLIAMENTARY PROCEDURES AND MOTIONS
8.1 Unless specifically provided differently hercinin these rules, all City Council
meeting discussions shall be governed by ROBERTS RULES OF ORDER,
NEWLY REVISED (latest edition).
8.2 If a motion does not receive a second, it dies. Matters that do not constitute a
motion (and for which no second is needed) include nominations, withdrawal of
motion by the person making the motion, request for a roll call vote, and point of
order or privilege: therefore a second is not needed.
8.3 A motion that receives a tie vote is deemed to have failedfails. rovided-that
exceptExcept where prohibited by law, the Mayor, as presiding official, shall be
allowed to vote to break a tie vote.
8.4 When-makiMotions shall be stated in the affirmative. For example, "I move to
approve" as opposed to °I move to refect." Councilmembers shall be clear and
concise and not include arguments for the motion within the motion.
Page 14
Draft date 10.29.19
8.5 After a motion has been made and seconded, the Councilmembers may discuss
their opinions on the issue prior to the vote.
8.6 If any Councilmember wishes to abstain_from a vote on the a motion pursuant
the provisions of Section 9 hereof, that Councilmember shall so advise the City
Council, an-shall remove and absent himself/herself themselves from the
deliberations and considerations of the motion, and shall have no further
participation in the matter. The Councilmember should make this determination
. . .'-- • . _ : before any discussion or participation on the
subject matter or as soon thereafter as the Councilmember perceives-identifies a
need to abstain,
hided--that pfior to the time that a A Councilmember$
to-abstain from an-issuer-the-C.o. • - _- • - may confer with the City
Attorney to determine if-the-basis-for-whether the Councilmember 's-intended
. - - __ _ - • - -_ .' • - • _ --. . • •is required to abstain. tf-the
4ntended-abstentions. - : . • - - a :• - - -- .• -sense--w ittt-the--City
coming before the City Council. If that cannot be amber should
wa(i to revie • . - .+.. -- •.0• . •.. - - - - _
TTi—TV"'Tc7v'1'ri.. .. .. .. _ i . . . ..
8.7 A motion to table is non-debatable and shall preclude all amendments or debates
of the issue under consideration.A motion to table is to be used in instances where
circumstances.or situations arise which necessitate the immediate interruption of
the Councilmembers' consideration of the matter then before them. A motion to
table, if passed, shall cause the subject matter to be tabled until the interrupting
circumstances or situations have been resolved, or until a time certain, if specified
in the motion to table. To remove an item from the table in advance of the time
certain requires a two-thirds' majority vote.
8.8 A motion to postpone to a certain time is debatable, is amendable and may be
reconsidered at the same meeting. The question being postponed must be
considered at a later time at the same meeting, or to a time certain at a future
Regular or Special City Council meeting.
8.9 A motion to postpone indefinitely is debatable, is not amendable, and may be
reconsidered at the same meeting only if it received an affirmative vote.
8.10 A motion to call for the question shall close debate on the main motion and is not
debatable. This motion must receive a second and fails without a two-thirds' vote;
debate is reopened if the motion fails.
Page 15
Draft date 10.29.19
8.11 A motion to amend is defined as amending a motion that is on the floor and has
been seconded, by inserting or adding, striking out, striking out and inserting, or
substituting.
8.12 Motions that cannot be amended include: Motion to adjourn, lay on the table
(table), roll call vote, point of order, reconsideration and take from the table.
8.13 Amendments are voted on first, then the main motion as amended (if the
amendment received an affirmative vote).
8.14 Debate of the motion only occurs after the motion has been moved and seconded.
8.15 The presiding officer, City Attorney or City Clerk should repeat the motion prior to
voting.
8.16 The City Clerk will take a roll call vote, if requested by the presiding officer, a
Councilmember, or as required by law.
8.17 When a question has been decided, any Councilmember who voted with the
prevailing side-may move for reconsideration at the same, or the next meeting. In
order to afford Councilmembers who voted with the prevailing side the potential
basis for a motion for reconsideration, Councilmembers who voted with the
prevailing side may inquire of Councilmembers who voted with the minority as to
the reasons for their minority vote, if not stated during debateprior to the vote. A
motion for reconsideration is debatable if the motion being reconsidered was
debatable. If the motion being reconsidered was not debatable, the motion for
reconsideration is not debatable.
8.18 The City Attorney shall act as the Council's parliamentarian and shall decide
advise the Presiding Officer on all questions of interpretations of these rules which
may arise at a Council meeting.
8.19 These rules may be amended, or new rules adopted, by a majority vote of the full
Council.
[See former ACC 2.06.160 (1957 code § 1.04.180.); ACC 2.06.170 (1957 code §
1.04.190.); ACC 2.06.200 (1957 code § 1.04.220.); ACC 2.06.210 (1957 code §
1.04.230).]
SECTION 9 -VOTING°
thChair-af-a-Special--Foous-Awa--wii-Viael cc='sor►senati °- -thepu+uses-hereof-aed-wtaecec sisteet
- - e--.- •, --•• --- -•-tl-rnean-a-Esllect+
majority--e€the rne+ begs carrsuppert-er=live-wit4Lfasseptythe item proposed disc ssien:-Cos senses-ef
•_ _e_ • e: • _ . :sidingofficertake-#inat:
Page 16
Draft date 10.29.19
9.1 Voice vote - A generalized verbal indication by the Council as a whole of"yea or
nay" vote on a matter, the outcome of which vote shall be recorded in the official
minutes of the Council. Silence of a Councilmember during a voice vote shall be
recorded as a "no" vote with the prevailing side, except where ouch a
Councilmember abstains because of a stated conflict of interest or appearance of
fairness issue.
9.2 Roll call vote - A roll call vote may be requested by the presiding officer or by any
Councilmember.
9.3 Abstentions - It is the responsibility of each Councilmember to vote when
requested on a matter before the full Council. However, a-A Councilmember may
only abstain from discussion and voting on a question because of a stated conflict
of interest or appearance of fairness.
9.4 Votes by Mayor- Except where prohibited by law, the Mayor, as presiding official,
shall be allowed to vote to break a tie vote.
[See former ACC 2.06.150 (1957 code § 1.04.150).]
SECTION 10 - COMMENTS, CONCERNS AND TESTIMONY TO COUNCIL
10.1 Persons addressing the Council, who are not specifically scheduled on the
agenda, will be requested to step up to the podium, give their name and address
for the record, and limit their remarks to three (3) minutes, in addition to filling out
the speaker sign-in sheet available at the City Clerk's desk. No person may
"donate"their time to another speaker.All remarks will be addressed to the Council
as a whole. The City Clerk shall serve as timekeeper. The presiding officer may
make exceptions to the time restrictions of persons addressing the Council when
warranted, in the discretion of the presiding officer.
10.2 • e- -- - - ••- e- e •- _ . ._ _ _ _. - • . = - - - - _
Any person who causes actual disruption by failing to comply with the allotted time
established for the individual speaker's public comment, making personal attacks, using
hate speech, making slanderous remarks or other disruptive conduct while addressing the
Council shall be barred from further participation by the Presiding Officer, unless
permission to continue is granted by a majority vote of Councilmembers present.
Page 17
Draft date 10.29.19
[See former ACC 2.06.130 (1957 code § 1.04.130).]
SECTION 11 - PUBLIC HEARINGS AND APPEALS
11.1 Quasi-judicial hearings require a decision be made by the Council using a certain
process, which may include a record of evidence considered and specific findings
made. The following procedure shall apply:
A. The Department Director of the department (most) affected by the subject
matter of the hearing, or said-that Director's designee,will present the City's
position and findings. Staff will be available to respond to Council questions.
B. The proponent spokesperson shall speak first and be allowed (10) minutes.
Council may ask questions.
C. The opponent spokesperson shall be allowed ten (10) minutes for
presentation and Council may ask questions.
D. Each side shall then be allowed five (5) minutes for rebuttal, with the
proponent spokesperson speaking first, followed by the opponent
spokesperson.
E. The City Clerk shall serve as timekeeper during these hearings.
F. After each proponent and opponent spokesperson have used their
speaking time, Council may ask further questions of the speakers,who shall
be entitled to respond but limit their response to the question asked.
11.2 Public hearings where a general audience is in attendance to present arguments
for or against a public issue:
A. The Department Director or designee shall present the issue to the Council
and respond to questions.
B. A person may speak for three(3) minutes. No one may speak for a second
time until everyone who wishes to speak has had an opportunity to speak.
The presiding officer may make exceptions to the time restrictions of
persons speaking at a public hearing when warranted, in the discretion of
the presiding officer.
C. The City Clerk shall serve as timekeeper during these hearings.
D. After the speaker has used their allotted time, Council may ask questions
of the speaker and the speaker may respond, but may not engage in further
debate.
Page 18
Draft date 10.29.19
E. The hearing will then be closed to public participation and open for
discussion among Councilmembers.
F The presiding officer may exercise changes in the procedures at a particular
meeting or hearing, but the decision to do so may be overruled by a majority
vote of the Council.
SECTION 12 - DEPUTY MAYOR
12.1 Annually or more often as deemed appropriate, the members of the City Council,
by majority vote, shall designate one of their members as Deputy Mayor for a one
year time period, except as provided in Section 12.1, Paragraphs G and H
herein.Elections will be held no later than the last Council meeting of the year.
A. Any member of the City Council who will have served on the Council for one
year at the beginning for that Councilmember's terms as Deputy Mayor,
may be nominated for the position of Deputy Mayor by having that
Councilmember's name placed in nomination by a Councilmember„
provided that-4 The name of the most senior member of the City Council
who has not previously served as Deputy Mayor shall automatically be
placed in nomination for the position of Deputy Mayor. [The nomination of
a councilmember for the position of Deputy Mayor does not require a
second, and a councilmember may nominate him or herself.]
1. For the purposes hereofof these rules, the most senior member of
the City Council, seniority shall be determined by:
(a) The number of consecutive years, months and days served;
(b) If the number of consecutive years, months and days served
by two or more members of the City Council are equal, the
member of the City Council who received the greater/greatest
number of votes in the most recent general election in which
644641-those members were elected to the City Council hall-tee
deemed is the most senior.
2. If the most senior councilmember declined the automatic nomination,
the name of the next most senior member of the City Council shall
be automatically be placed in nomination for the position of Deputy
Mayor.
3. If all members of the City Council have previously served as Deputy
Mayor, there shall be no automatic seniority nomination.
4. Other than for the automatic nomination of the most senior
councilmember who has not previously served as deputy Mayor, all
Page 19
Draft date 10.29.19
other nominations for the position of Deputy Mayor shall be made by
members of the City Council on the dates of election for the Deputy
Mayor position.
5. In connection with the selection of Deputy Mayor, it is strongly
suggested that councilmembers approach the election in an open,
transparent and respectful manner, avoiding anything that
jeopardizes harmony among councilmembers.
B. The Councilmember receiving a majority of the votes cast by the members
of the City Council shall be elected Deputy Mayor. A Councilmember may
vote for him or herself.
C. The names of all nominees for the position of Deputy Mayor shall be
included in the vote.
D. If no single Councilmember received a majority of the votes cast, a second
vote/ballot; between the two nominees who received the largest number of
vote , - - - -• . - .. _ , • _ - . • _ •_ -
.pe ill be held.10
E. The Deputy Mayor shall serve at the pleasure of the Council.
A. In the event of the absence or unavailability of the Deputy Mayor, the
longest-serving senior member of the City Council, other than the Deputy
Mayor, shall serve as interim Deputy Mayor until the return of the regular
Deputy Mayor.
G. If the designated Deputy Mayor is unable to serve the full term of the
position of Deputy Mayor, the Council shall designate the next senior
member of the City Council as Deputy Mayor for the remainder of the term.
If the appointment is declined the process shall continue until a Deputy
Mayor is designated.
H. In the event that the councilmember selected as Deputy Mayor is unable to
perform the duties of the position of Deputy Mayor, or fails to act in
accordance with the City Council Rules of Procedure, the City Council may,
by a majority vote of the full City Council, remove the Deputy Mayor from
this position, in which case, the next senior councilmember shall assume
the position of Deputy Mayor for the balance of the year. If the next senior
councilmember is unwilling or unable to assume the position of Deputy
10 It m; -kc that illf there are more than two e4nominees in the initial election.
be{-off1.,).two-eouneiiftembers who-rece+v • , •, a . of-i+stn o - -'- •retei-vim t ree
votes tt secohtl-nont+rfee-reeeived4we vc4o +t<i- liltifthlenT e.e-;tl so-reEe+v• - :- c fiTtteC o u n e i l
ma\ e hoose to have an init-htl-nm_off votes amonchetweett the sevend.a d-the-th+r-d-norninees • . ;
be ineltItted-m-the 144 Rift oft aea+n44 .
Page 20
Draft date 10.29.19
Mayor, the position of Deputy Mayor shall be filled by a majority vote of the
full City Council.
[See RCW 35A.12.065.]
12.2 The Deputy Mayor, as the head of the legislative branch of the City, shall perform
the following duties:
A. Intra-Council Relations:
1. Serve as the Chair of the Council Study Sessions;
2. Serve as an ex-officio member of all ether-ad hoc committees of the City
Council. If the Deputy Mayor's attendance at an ad hoc committee meeting
brings the number of councilmembers attending to 4, the meeting;previdded
meetings-shall comply with the Open Public Meetings Act (RCW 42.30),
unless expressly exempted.;
3. Assist in new councilmember training;
4. Support cooperative and interactive relationships among council
members;
5. Work with Administration to prepare agendas for Council Study
Sessions;
6. Preside over the Study Sessions of the City Council, and work with
the chairs of the Special Focus Areas on the portions of Study
Sessions over which the Special Focus Areas chairs preside
B. Mayor-Council Relations:
1. Help maintain a positive and cooperative relationship between the
Mayor and the City Council;
2. Act as conduit between the Mayor and the City Council on issues or
concerns relating to their duties;
3. Preside over Regular Meetings of the City Council in the absence or
unavailability of the Mayor;
4. In the event of the a prolonged absence or incapacitation (a state of
disability that prohibits the function of duties) of the Mayor, the
Deputy Mayor shall perform the duties of the Mayor.
Page 21
Draft date 10.29.19
•
(a) A prolonged absence is defined as requiring a leave of
absence that prohibits the performance of the duties of the
office. Vacation leave for periods up to two weeks, illnesses
requiring an absence of less than two weeks, out of state or
out of country travel lasting not more than two weeks, or other
similar short-term absences shall not be considered
prolonged absences.
(b) In the event of a disaster, emergency, or other similar
circumstance, where the Mayor is out-of-town and unable to
carry out the duties of the office of Mayor, the Deputy Mayor,
in consultation with the Mayor, shall act as Mayor until the
return and availability of the Mayor;
5. The Deputy Mayor shall also stand in on behalf of the Mayor in other
situations as requested by the Mayor;
6. In the performance of the duties of the Mayor,the Deputy Mayor shall
not have authority to appoint, remove, replace, discipline or take
other similar action on any director or employee of the City;
7. The Deputy Mayor shall not have veto authority for actions that may
be taken by the City Council;
8. The Deputy Mayor shall be aware of City, regional and
intergovernmental policies and activities in order to properly execute
the role of Mayor.
C. Intergovernmental and Community Relations:
1. Act in absence of Mayor as requested and/or as required;
2. Be aware of all City regional and intergovernmental policies and
activities in order to be prepared to step into the role of Mayor if
necessary;
3. Serve as the Chair of the City's Emergency Management
Compensation Board.
D. Other Duties of the Deputy Mayor:
1. In cooperation with the Mayor and Special Focus Area group's
chairpersons and with assistance from Administration, create and
establish agendas for all study sessions;
2. Prccervc the decorum and = :- - - _ - ttdy-Sessions;
Page 22
Draft date 10.29.19
3.2.__ Serve as liaison to the Junior City Council, participating as a non-
voting member of the Junior City Council, encouraging, guiding and
counseling the members of the Junior City Council in connection with
its duties and assignments;
3. Assist in training new councilmembers;
3. Serve as the liaison between the City Council and the Mayor and be
a conduit between the City Council and the Mayor on isvues or
concerns of the Council;
4.3. Facilitate any issue related to the conduct and/or actions of
councilmembers that may be inappropriate or that may be in violation
of the Council Rules of Procedure (Section 20.1);
6.4. Conduct regular and periodic meetings with individual
councilmembers to address councilmember issues, concerns,
legislative processes, councilmember proposals, councilmember
training, and other similar related items.
6.5. Conduct group meetings with councilmembers, provided that such
meetings shall not have more than two councilmembers at such
meetings.All such meetings at which a quorum of the City Council is
in attendance shall be in compliance with the Open Public Meetings
Act (RCW 42.30), unless expressly exempted.
[See former ACC 2.06.090 (1957 code § 1.04.100).]
SECTION 13 - COUNCIL POSITION VACANCY OR ABSENCE
13.1 In the event that-If an unexpired Council position becomes vacant, the City Council
has ninety (90) days from the occurrence of the vacancy to appoint, by majority
vote of a quorum of the Council, a qualified person to fill the vacancy pursuant to
State law. The Council may make such appointment at its next regular meeting, or
at a special meeting called for that purpose. If the Council does not appoint a
person within the ninety (90) day period, the Mayor may make the appointment
from among the persons nominated by members of the Council.
13.2 In the event of—lf there is an extended excused absences or disability of a
Councilmember, the remaining members by majority vote may appoint a
Councilmember Pro Tempore to serve during the absence or disability.
SECTION 14 - COUNCIL MEETING STAFFING
Page 23
Draft date 10.29.19
14.1 Department Directors or designees shall attend all meetings of the Council unless
excused by the Mayor.
14.2 The City Attorney shall attend all meetings of the Council unless excused by the
Mayor, and shall upon request, give an opinion, either written or oral, on legal
questions. The City Attorney shall act as the Council's parliamentarian. An
Assistant City Attorney shall attend meetings when the City Attorney has been
excused.
[See former ACC 2.06.060 (1957 code § 1.04.160).]
SECTION 15 -COUNCIL RELATIONS WITH STAFF
15.1 There will be mutual courtesy and respect from both City staff and
Councilmembers toward each other and of their respective roles and
responsibilities.
15.2 City staff will acknowledge the Council as policy makers, and the Councilmembers
will acknowledge City staff as administering the Council's policies.
15.3 It is the intent of Council that all pertinent information asked for by individual
Council members shall be made available to the full Council.
15.4 Individual Councilmembers shall not attempt to coerce or influence City staff in the
selection of personnel, the awarding of contracts, the selection of consultants, the
processing of development applications or the granting of City licenses or permits.
Councilmembers may, at the request of the Mayor, participate in discussions and
decisions related to these matters.
15.5 Other than through legislative action taken by the Council as a whole, individual
Councilmembers shall not interfere with the operating rules and practices of any
City department.
15.6 No individual Councilmember shall direct the Mayor to initiate any action or prepare
any report that is significant in nature, or initiate any project or study without the
consent of a majority of the Council This provision, however, does not prohibit
individual Councilmembers from discussing issues with the Mayor or making
individual requests or suggestions to the Mayor. The Mayor shall endeavor to
advise and update the Councilmember(s)on the status or follow-up of such issues.
15.7 All councilmember requests for information, other than requests for legal advice
from the City Attorney's Office, shall be directed through the Mayor in order to
assign the task to the proper staff. The Deputy Mayor may work with the Mayor's
designated staff to prepare Study Session agendas and facilitate Study Session
work.
Page 24
Draft date 10.29.19
15.8 Any written communication with staff shall also include the Mayor as a recipient.
SECTION 16 -COUNCIL STUDY SESSIONS, COMMITTEES
AND CITIZEN ADVISORY BOARDS
16.1 In addition to the regularly scheduled City Council meetings (Regular Council
Meetings)scheduled on the first and third Mondays of the month, City Council shall
regularly schedule Council Study Sessions on the second,fourth and fifth Mondays
of the month for review of matters that would come back before the City Council at
Regular Council Meetings. Different than the format for Regular Council Meetings
(identified in Section 3 hereof), Study Sessions shall be less formal than Regular
Council Meetings and shall give the City Council the opportunity to discuss and
debate issues coming before it for action at Regular Council meetings. The format
for these meetings shall be as follows:
A. General Business Focus and Special Focus Areas
Study Sessions shall consist of two (2) Focus divisions per meeting; (1) a
General Business Focus and (2) a Special Focus Area. The General
Business Focus shall be scheduled first, and shall include agenda items
that relate to issues of general City concern, items that will be coming before
the City Council at upcoming meetings and presentations and reports to the
City Council. The Special Focus Area groups shall, on a rotating basis
described below, commence their portion of the Study Session following the
conclusion of the Study Session General Business Focus, The Special
Focus Area groups shall review matters of Council concern related to their
areas of oversight responsibility. The Special Focus Area groups shall
consist of the following: (1) Public Works & Community Development; (2)
Municipal Services; (3) Health & Human Services; and (4) Finance &
Economic Development. These Special Focus Area groups shall be tasked
with oversight of Council considerations as follows:
1. Public Works & Community Development;
• Utilities
• Zoning Codes & Permits
• Innovation &Technology
• Transportation
• Streets
• Engineering
• Capital Projects
• Sustainability
• Environmental Protection
• Cultural Arts and Public Arts
• Planning
Page 25
Draft date 10.29.19
2. Municipal Services
• Police
• SCORE Jail
• District Court
• Parks & Recreation
• Animal Control
• Solid Waste
• Emergency Planning
• Airport
• Airport Businesses
• Sister Cities
• Multi Media
3. Health & Human Services
• Human Services Funding
• Public Wellness
• Domestic Violence Services
• Homelessness Services
• Affordable Housing
• Community Services
• Human Resources
• Medical Community Relations
4. Finance & Economic Development
• City Budget &Amendments
• Risk Management
• Equipment Rental
• Facilities
• City Real Property
• Legal
• Development Incentives
• Business Development
• Economic Development Strategies
Aside from the above Special Focus Area topics, there shall be a
Finance ad hoc Committee to review vouchers and payroll.
B. Scheduling of Special Focus Area.
1. The Special Focus Areas shall conduct their portion of the Study
Sessions on 2nd and 4th Mondays of the month on a rotating basis
such as follows: Public Works & Community Development, then
Municipal Services, then Health & Human Services, then Finance &
Economic Development, then Public Works & Community
Development, then Municipal Services, and so on.
Page 26
Draft date 10.29.19
2. On 5th Mondays of the Month, Study Sessions will not typically
include any of the above Special Focus Areas, but may include
special topics and issues of general concern to the City Council,
including Council operating arrangements and Council Rules of
Procedure. It is provided, however, that in order for the City Council
to address the matters coming before the City Council, the Mayor
and Deputy Mayor may, as they deem appropriate, insert into any
Study Session any matters calling for City Council consideration and
discussion, regardless of Special Focus Areas.
3. Topics for Special Focus Area consideration (for inclusion in the
Special Focus Area portion of the Study Session agenda) shall be
determined by the Chair of each Special Focus Area along with the
Mayor and the Deputy Mayor, taking into account matters within the
topics of the Special Focus Area calling for action or consideration,
and suggestions by other Councilmembers of such topics.
C. Meeting Times:
•
Study Sessions shall be scheduled as set forth in Section 2.3, above.
Special Focus Area for the study sessions for which his or her Special Focus Area is
Four or more Councilmembers shall--censti ute-a-q erur -fuer Stu+ y Sessions:
1. Three to four hours maximum timeframe (goal).
2. Agenda items should relate to future policy-making, strategic
planning or key state or federal issues affecting current or future city
operations.
3. Agenda items should be substantive only (e.g., traffic impact fee
increase proposals, comprehensive plan updates, rather than day-
to-day operational issues. [Non-substantive items (e.g., accepting a
grant, authorizing contract bidding, etc.) should go directly to the
Regular City Council meeting.
Page 27
Draft date 10.29.19
E. Study Session Meeting Format"
1. Call to Order
•- .•: e e-
5.2 Roll call
9 3 Announcements, Reports and Presentations
•- a e e e , e
Of wish to discuss the issues at this time or request that they be put
on a4uture-Skidy-Session-agendther-discussion,
- - *e • - • ee e •• or the members of the City
public audience participation. However at the request of the
154 Agenda items for Council Discussion.
on-tn-e-ageneia-for-Couneil-discu- •e•, . =e -
invelved-in-the-issue,-The-Deputy-Mayer-shalt.endeaver to call-upen
the members of the-C-ity-Council-if)- the-erder-of--their requests to
discuss-the-Agencia-item,
.
unless a different order is approved by a majority of the
it is the intention of the City Council that Study Sessions shall be televised on the City's public access
channel if reasonably possible.
Page 28
Draft date 10.29.19
Section 7 of these rules, other than the requirement that there be a
me - -- - - - - - - -•
he discus - •, - • -- - - - - =- -
May - • •- - •- - e - - • - •- - -- -
•
•
e. . - - -- - .- _ - - - -- -e • - . . - that
-- - -- - - . .-. . . _ - - . - - :-. . b.r_ _
matter for a later Study Session.
_ . .. - - - - -. ... .... . -
Mayor • •$hatl-6a s e . .
Could Meetings.
27.5. Ordinances
Rrlor to an ord n-an.- _- . - -- - . . - - - - • - agenda--ef a
agenda-ef a-Study eil-review-and
discussion.
.ate.__.....The-Study-Session-$r=' . _ - . - - ••- • _• - . _
Study-Session-
proposed ordinance, the ordinance may be included on
another Study session agenda for further review and
discussion. If there is no mt3ers-e#-t#e
the matter shall be presented for a v.te at the Study-Session,
arid-dee4ded-by- majority-vote of the members of the City
Council at the Study Session:
35-6. Other Discussion Items
Page 29
Draft date 10.29.19
- .. .
deferz• - - -- '• - -2 - -- . . . . _ _-
39.7. New Business
While Councilmembers are encouraged to coordinate Aagenda
topics for future Study Sessions with the Deputy Mayor in advance,
they may be proposed by any Councilmember during New Business_
Councilmembers will..identify: a) the subject of the proposed topic; b)
whether they've discussed the topic with the appropriate Special
Focus Area Chair and/or Mayor or affected Department head to
determine whether the subject is already proposed to come before
Council; c) the specific information the Councilmember wants to
discuss.
At-Ge tncf#-d+scre-tion--production and--del+v- - - - .- . -
lieu of a future agenda item ma .- • c i - -t.. If there is a
-- - -- -•-- -- a majority of
Councilmembers agree, the Deputy Mayor and the Mayor will meet
to place the topic on the Matrix for a future Study Session Agenda.
Council may also ask staff to provide a written reportinstead of
having discussion-. -_ = •
39. Special Focus Areas
39.
c-a. Tthe Chair of the Special Focus Area scheduled for the Study
Session, -• - e - e- - e --- - - -e -, shall preside
over this portion of the study session..1
Session
c. The Chair of the Special Focus Ar a shall also review the
44:8._Matrix Review/Update (the Deputy Mayor shall preside over this
portion of the Study Session)
Page 30
Draft date 10.29.19
-t• _ e e.. from all areas of city
X99 Adjournment
a-s- . . _ _ I-,ad•= - -- - --
16.2 A. The Mayor, the Deputy Mayor or a. majority of the City Council
may establish suckr-ad hoc committees as may be appropriate to
consider special matters that require special approach or emphasis.
B. Such aAd hoc committees may be established and matters
referred to them at study sessions, without the requirement that such
establishment or referral take place at a regular City Council meeting.
C. The Deputy Mayor shall appoint Councilmembers to Council ad
hoc committees. provided that the Mayor shall appoint members to
Council ad hoc committees if the Deputy Mayor is disabled or
precluded from acting in that capacity
D. The Mayor shall appoint Council representatives to
intergovernmental councils, boards and committees;-and-the-Deputy
f yor- hallf-apps+rat-Cou +lr embers-te-Coundii-ad-hoc--committees,
. . .-. . .- a __ ._ _ _. ;. _..._ ..._
-e....• -- ._ e . _, . ... . . _ . _•
in-that-capacity
E. Councilmember appointments to intergovernmental councils,
boards and committees, including ad hoc committees, shall be
periodically reviewed _ .. ._ . . . e .- e-
be able to represent the City on such councils, boards and
committees.
16.3 Ad hoc council committees shall consider all matters referred to them. The chair
of such ad hoc committee shall report to the City Council the findings of the
committee. Committees may refer items to the Council with a committee
recommendation or with no committee recommendation.
16.4 Advisory Boards, Committees and Commissions established by ordinance,
consisting of citizens appointed pursuant to the establishing Ordinance and serving
in the capacity and for the purposes indicated in the Ordinance, shall act as an
advisory committee to the City Council.
Page 31
Draft date 10.29.19
16.5 Committee Chairpersons shall have broad discretion in conducting their meetings.
They will generally follow Roberts Rules of Order, Newly Revised.
16.6 Unless otherwise expressly provided for an-when forming an ad hoc committee;it
is the intention of the City Council that evan-ad hoc committees function informally
and not_in anyway that takes action in lieu of or on behalf of the full Cdty Council.
The purpose and function of such ad hoc committees shall be to review matters in.
advance of their consideration by the full City Council, and- e{�rhaps record and
make recommendations to the full City Council. They are not "committees of a
governing body" subject to the requirements of ,•- ,- . - • ;
Open Public Meetings Act (.Chapter 42..30 RCM ,Ad hoc committees of the City
- -- shall not receive public testimony or allow audience
participation in connection with or related to the agenda item being discussed by
the Committee;. - - - •- • - - _ - _ . _ . .• - - • - - -- - -. . --,
.
16.7 Committee Chairpersons shall approve all agenda items and may, at their
discretion, remove or add agenda items during the course of the meeting.
SECTION 17 - COUNCIL REPRESENTATION & INTERNAL COMMUNICATION
17.1 If a Councilmember meets with, attends a meeting or otherwise appears before
individuals, another governmental agency, a community organization, or a private
entity or organization, including individuals, agencies, or organizations with whom
or with which the City has a business relationship, and makes statements directly
or through the media, commenting on an issue that does or could affect the City,
the Councilmember shall state the majority position of the City Council, if known,
on such that issue. Personal opinions and comments which differ from those of the
Council majority may be expressed if the Councilmember clarifies that these
statements do not represent the City Council's position, and the statements are
those of the Councilmember as an individual. Additionally, before a
Councilmember discusses anything that does or could relate to City liability, the
Councilmember should talk to the City Attorney or the City's Risk Manager, so that
the Councilmember would have a better understanding of what may be said or
how the discussion should go to control or minimize the City's liability risk and
exposure.
17.2 Councilmembers need to have other Councilmember's concurrence before
representing another Councilmember's view or position with the media, another
government agency or community organization.
Page 32
Draft date 10.29.19
17.3 Councilmembers shall not knowingly communicate with an opposing party or with
an opposing attorney in connection with any pending or threatened litigation in
which the City is a party or in connection with any disputed claim involving the City
without the prior approval of the City Attorney, unless the Councilmember is
individually a party to the litigation or is involved in the disputed claim separate
from the Councilmember's role as a City official.
17.4 Communication among Councilmembers shall conform to the following
parameters:
A. Except in connection with Council members meeting, informally, in
committees not subject to the Open Public. Meetings Act, to assure that
communication on agenda items occurs to the greatest extent possible at
the public meetings, and to avoid even the perception that email is being
used in a way that could constitute a public meeting, e.g., successive
communications on City Council topics that involve a quorum of the
Councilmembers. Councilmembers should refrain from emailing
Councilmembers about such agenda items. Councilmembers should be
prepared to communicate about matters that are on upcoming Council
agendas at the public meetings. If Councilmembers wish to share
information with other councilmembers about matters that are on upcoming
agendas, the councilmembers should forward that information to the Mayor
for distribution in the council meeting packets.
B. Councilmembers may communicate via email to other Councilmembers,
including to a quorum of the full City Council about matters within the scope
of the City Council's authority or related to City business, but not yet
scheduled on upcoming Council agendas, to indicate a desire that certain
items be included on upcoming meeting agendas; provided that
Councilmembers shall never ask for responses from the other
Councilmembers in that communication.
C. Email communication among Councilmembers relating to City operations
should also include the Mayor as a recipient/addressee.
D. Councilmembers may email the Mayor about City business without
limitations or restrictions.
17.5 Internet & Electronic Resources/Equipment and Facility Use.
A. Policy. It is the policy of the City Council that Internet and electronic
resources equipment use shall conform to and be consistent with the
requirements of City of Auburn Administrative Policy and Procedure 500-
03, "Internet & Electronic Resources/Equipment Use — Elected Officials"
Page 33
Draft date 10.29.19
• - .. . - •- -All letters, memoranda, and interactive computer
communication involving City Councilmembers and members of advisory
boards and commissions, the subject of which relates to the conduct of
government or the performance of any governmental function—with
- - - •- -•-= _ . - - are public
records.
Page 34
Draft date 10.29.19
B. Electronic Communications.
1. Informal messages with no retention value and that do not relate to
the functional responsibility of the recipient or sender as a public
official, such as meeting notices, reminders, telephone messages
and informal notes, do not constitute a public record. Users should
delete these messages once their administrative purpose is served.
2. All other messages that relate to the functional responsibility of the
recipient or sender as a public official constitute a public record.Such
Those records are subject to public inspection and copying.
3. Electronic communications that are intended to be shared among a
quorum of the City Council or of an ad hoc Council Committee,
whether concurrently or serially, must be considered in light of the
Open Public Meetings Act, if applicable. If the intended purpose of
the electronic communication is to have a discussion that should be
held at an open meeting, the electronic discussion shall not occur.
Further, the use of electronic communication to form a collective
decision of the Council shall not occur.
4. Electronic communication should be used cautiously when seeking
legal advice or to discuss matters of pending litigation or other
confidential City business. In general, electronic communication is
discoverable in litigation,and even deleted electronic communication
is not necessarily removed from the system. Confidential electronic
communications should not be shared with individuals other than the
intended recipients, or the attorney-client privilege protecting the
document from disclosure may be waived.
5. Electronic communication between Councilmembers and between
Councilmembers and staff shall not be transmitted to the public or
news media without the filing of a public disclosure request with the
City Clerk.
6. • - -- - - . - ' _ • - -_ -. _. _ . • -Even if asc-s-his-or
her Councilmember uses their personal electronic devices all home
business,— electronic communications and documents related to
City business will - -- _ be subject to discovery
demands and public disclosure requests. • . .. •e' • - ••
the-need-for-caution--in-ho - - - - - - -- ••••- ••-- - • -
City bucinee
Page 35
Draft date 10.29.19
C. Use of City Equipment and Facilities.
1. City Councilmembers are provided various tools to assist them in
handling the business of the City in the role as members of the City
Council. These tools include, but are not limited to: (1) an individual
office assigned to each Councilmember in which there is (a) office
furniture; (b) a computer accommodating access to the City's
computer network and (c) a telephone tied to the City's telephone
system; (2)and 1-Pad or comparable equipment also tied to the City's
computer system that can be used remotely (not just in the
Councilmember's office); (3) , an I-Phone or comparable equipment
accommodating mobile communication needs for(a)telephone calls,
(b) emails, and (c) texting; (4) a City badge accommodating physical
access to City Hall facilities and Council Offices; and (5) Council
mailboxes.
2. In order to assure transmittal of information necessary to conduct
business of the City and to avoid Public Records Act liability for the
City and Councilmembers for improper or private equipment use,
Councilmembers shall use the tools identified above to assist them
in being able to receive and work with information related to duties
as councilmembers:
17.6 Council Relations with City Boards and Commissions.
A Council Liaisons.
Dif erent-hanln addition to where a City Councilmember is appointed by the
City Council or the Mayor to serve as a member of a board, commission,
committee, task force or any other advisory body, the City Council may, on
limited occasions or under unusual circumstances, appoint a
Councilmember to serve as a non-member Liaison to a board, commission,
committee, task force or any other advisory body. Anytime a
Councilmember is appointed as such a Liaison, the position or role of
Liaison is subordinate to that of Councilmember, and the Councilmember's
responsibility is first and foremost to the City and to the City Council. The
role and responsibility of the Councilmember-Liaison is to keep the City
Council apprised of the activities, positions and actions of the entity or
organization to which the Councilmember has been appointed Liaison, and
not to communicate to the board, commission, committee, task force or
other advisory body a statement as the position of the City Council, except
as authorized or directed by the City Council. Insofar as a Council Liaison
position does not give all councilmembers equal access to the activities,
functions and information of or about a board, commission, committee, task
force or any other advisory body, appointments to Council Liaison positions
should be reserved to those instances where a Report to the Council by the
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board, commission, committee,task force or any other advisory body would
not be convenient or practical.
B. Reports to the Council.
Each board, commission, committee, task force or any other advisory body
of the City shall be requested to present a report to the City Council at a
Regular Meeting or a Study Session of the City Council, as scheduled by
the Mayor or Deputy Mayor. Such reports shall be scheduled for a Regular
Council Meeting or a Council Study Session, and shall be delivered by the
chair of the board, commission, committee, task force or any other advisory
body or designee. The reports shall inform the City Council of the activities,
functions and information with which the board, commission, committee,
task force or any other advisory body has been involved since the previous
report, and shall include the opportunity for questions by Councilmembers.
17.7 Whenever a member of the City Council attends any meeting of any other entity or
organization, he or she should endeavor to be prudent in what he or she says or
does at such meeting. Further, the Councilmember should avoid attending such
meeting if that attendance would impose an interference with the meeting or the
operations of the other entity or organization, or of the operations of the City.
SECTION 18 -TRAVEL AUTHORIZATION
18.1
A. Value of Council Travel.
The Auburn City Council recognizes the need of its members to attend conferences,
trainings, and meetings to broaden their knowledge of and familiarity with a diverse
collection of City-related issues, including, but not limited to Public Works,
Communications, Transportation, Economic Development, Public Safety and Energy.
These conferences also provide valuable opportunities to network with other city elected
officials. Comparing Auburn's specific issues with those of other cities often provides the
City Council with established policies already in place in other cities that can be adapted
to meet the specific needs of the City of Auburn, as well as expediently and efficiently
acquainting Auburn City Councilmembers with ideas of how to address Auburn issues and
solve Auburn problems.
B. Annual Budget Amounts for Council Travel
To accommodate Council travel, the Auburn City Council shall allocate an identified
amount of money each year in the CtyCity budget process; where —to each
Councilmember shall-have-arrideatif+ed-ar e mt-ef--►honey--earmarked-for hisiher-City_
related travel costs, including transportation, lodging, meals and registration costs.
C. Adjustment of Council Travel Allocations.
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4n the event that If a councilmember needs more than the amount of travel related funds
allocated fortis or her their use,the councilmember shall(1)see if there are unused funds
available from any other councilmember(s) who are willing to transfer funds from their
account to the councilmember needing additional travel funds. If so,1-whe -_with the
consent of the Deputy Mayor and the other transferring councilmember(s), funds will be
transferred to the requesting councilmember's allotment; or (2) shall request a net
adjustments to the budget adding additional funds to his or her their allotment, which
adjustment shall be approved by a majority of the whole City Council.
D. Receipts and Travel Documentation
Each City Councilmember shall be responsible for providing to the Mayor or
Finance Director, within ten (10) business days of returning from City travel, any
and all City travel related receipts and documentation. Quarterly reports of the
travel costs incurred by each councilmember shall be provided by the Finance
Department.
SECTION 19 - CONFIDENTIALITY
19.1 Councilmembers shall keep confidential all written materials and verbal
information provided to them during Executive or Closed Sessions and as provided
in RCW 42.23.070, to ensure that the City's position is not compromised.
Confidentiality also includes information provided to Councilmembers outside of
Executive Sessions when the information is considered by the exempt from
disclosure under exemptions set forth in the Revised Code of Washington.
SECTION-20- ENFORCEMENT OF RULES OF PROCEDURE
20.1 Councilmembers shall conform their conduct to the requirements, standards and
expectations set forth in these Rules of Procedure. In addition to and
notwithstanding whatever other enforcement mechanisms may exist for legal,
ethical or practical obligations on Councilmember performance or conduct,
violations of these Rules of Procedure by Councilmembers may be enforced by
action of the City Council through sanctions such as votes of censure or letters of
reprimand, and such other action as may be permitted by law.
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City Council Rules of Procedure:
Adopted: February 2, 2004
Ordinance No. 5802
Amended by Resolution No. 4282, December 17, 2007
Amended by Resolution No.4429, December 15, 2008
Amended by Resolution No. 4467, April 6, 2009
Amended by Resolution No. 4615, July 6, 2010
Amended by Resolution No. 4686, February 22, 2011
Amended by Resolution No. 4740, August 15, 2011
Amended by Resolution No. 4813, May 21, 2012
Amended by Resolution No 4909, February 19, 2013
Amended by Resolution No. 5105, November 3, 2014
Amended by Resolution No. 5112, December 1, 2014
Amended by Resolution No. 5115, December 15, 2014
Amended by Resolution No. 5217, May 2, 2016
Amended by Resolution No. 5240, July 5, 2016
Amended by Resolution No. 5283, February 21, 2017
Amended by Resolution No. 5308, August 7, 2017
Amended by Resolution No. 5367, May 7, 2018
Amended by_Resolution.No. XXXX, November 4., 2019
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