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RULES OF PROCEDURE OF THE CITY COUNCIL OF
THE CITY OF AUBURN, WASHINGTON
TABLE OF CONTENTS
SECTION 1 AUTHORITY 2
SECTION 2 COUNCIL MEETINGS 2
SECTION 3 ORDER OF BUSINESS FOR REGULAR COUNCIL MEETING AGENDA
5654
SECTION 4 COUNCILMEMBER ATTENDANCE AT MEETINGS 91098
SECTION 5 PRESIDING OFFICER - DUTIES 10
SECTION 6 COUNCILMEMBERS 11
SECTION 7 DEBATES 121312
SECTION 8 PARLIAMENTARY PROCEDURES AND MOTIONS 131413
SECTION 9 VOTING 151615
SECTION 10 COMMENTS, CONCERNS AND TESTIMONY TO COUNCIL 16171615
SECTION 11 PUBLIC HEARINGS AND APPEALS 17181716
SECTION 12 DEPUTY MAYOR SELECTION PROCESS 171817
SECTION 13 COUNCIL POSITION VACANCY 2222
SECTION 14 COUNCIL MEETING STAFFING 24252425
SECTION 15 COUNCIL RELATIONS WITH STAFF 24252425
SECTION 16 COUNCIL STUDY SESSIONS, COMMITTEES AND CITIZEN
ADVISORY BOARDS 25262526
SECTION 17 COUNCIL REPRESENTATION AND INTERNAL COMMUNICATION
30313031
SECTION 18 TRAVEL AUTHORIZATION 26
SECTION 19 CONFIDENTIALITY 37
SECTION 20 ENFORCEMENT OF RULES OF PROCEDURE 37
SECTION 21 COUNCIL COMMITMENT 37
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Please note that the term “Interim” Deputy Mayor has been removed throughout
the document per Council consensus.
RULES OF PROCEDURE OF THE CITY COUNCIL OF
THE CITY OF AUBURN, WASHINGTON
SECTION 1
AUTHORITY
Pursuant to RCW 35A.12.120, the Auburn City Council establishes the following rules for
the conduct of Council meetings, proceedings, business, and the maintenance of order.
These rules shall be in effect on adoption by resolution of Council and until they are
amended, or new rules are adopted. 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, both in person and virtually, any meeting of this body, except as
provided in RCW Chapter 42.30. The City Clerk1 is responsible for preparing agendas for
all City Council meetings.2
The City Clerk 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. Regular Meetings of the City Council shall be held at 7:00 p.m.
on the first and third Mondays of every month in the City Hall Council Chambers
located at 25 West Main Street, Auburn, Washington.3
A. 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.
B. 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 Council shall be by position number, beginning with the lowest number from
right to left as viewed from behind the dais, except for the position of the Deputy
Mayor, which shall be as provided above.
1The City Clerk may delegate any of the duties in these Rules to staff.
2ACC 2.03.100
3ACC 2.06.010(A), 2.06.020
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[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. Study Sessions of the City Council shall be held at 5:30 p.m. 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
A. 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.
B. Study Sessions seating arrangement shall be located in the floor space
directly in front of the dais, unless there is a public health emergency in
effect. The table layout for Council, presenters, and speakers shall be done
in such a way as to provide for maximum visibility of all attendees. The
Deputy Mayor and the Special Focus Area Chairperson for the scheduled
focus area, as set out by the agenda, shall be at a designated head table.
No particular seating arrangement shall be required for other members of
the Council, or for the Mayor, for Study Sessions.
C. The Council shall not take final action at a Study Session. For purposes of
this rule, “final action” by the Council means a collective positive or negative
decision, or an actual vote on a motion, proposal, resolution, order, or
ordinance.5 Procedural parliamentary motions are not considered final
action.
2.3 Special Meetings. 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. Meeting notices shall be delivered by reasonable methods. Those
methods can include email notification in addition to notice on the agency’s website
and principal location. The City Clerk shall provide the written notices. No 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 that meeting has
been given by notice to the local press, radio, and television that is reasonably
calculated to inform the city's inhabitants of the meeting.6
[See ACC 2.06.040 (1957 code § 1.04.070).]
2.4 Emergency Meetings. Emergency Meetings may be called by the Mayor or
Presiding Officer in case of an emergency. Meeting site notice requirements do not
apply.
4 ACC 2.06.010(B), 2.06.020
5 RCW 42.30.020(2)
6 ACC 2.06.040; RCW 35A.12.110
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In the event of an emergency, Council may vote on emergency expenditures
pursuant to RCW 35A.34.140 and 35A.34.150.
2.5 Closed or Executive Sessions. A Council meeting that is closed to the public.
Council, the Mayor, City Attorney, and authorized staff members and/or consultants
may attend.
Closed and Executive Sessions may be held during Regular Meetings, Study
Session Meetings, and Special Meetings of the City Council, and will be announced
by the Presiding Officer. Closed and Executive Session subjects are limited to
considering those matters permitted by State law.7
2.6 Council Retreat. Council will coordinate with the Mayor and key staff to strive to
hold an annual retreat in the first or second quarter of each calendar year.
2.6.1 Pre-Retreat Preparation. The Deputy Mayor will work with
Councilmembers in either 1:1 meetings or a collaborative Council Study Session
meeting to discuss and establish the retreat agenda, format, and necessary
logistics, including facilitation. The Mayor and the Chief Administrative Officer may
offer recommendations for retreat topics. Any staffing or logistics desired for the
retreat must be approved by and coordinated through the Mayor.
2.6.2 Retreat Agenda and Agenda Packet. Once Council has approved the final
retreat agenda, the City Clerk shall publish and distribute it to all Councilmembers,
the Mayor, and key staff no later than two (2) weeks prior to the scheduled retreat.
The City Clerk will prepare and distribute the retreat agenda packet to
Councilmembers one (1) week prior to the scheduled retreat to facilitate Council
review and preparation.
2.6.3 Retreat Facilitation. Council retreats shall take place within the city of
Auburn and may be facilitated by the Deputy Mayor, a key staff member, or a third-
party facilitator.
2.6.4 Post-Retreat Follow-Up. The Council may request periodic updates from
the Mayor on Council goals and priorities established at the retreat.
2.7 Council Listening Sessions. The Council may conduct community listening
sessions as desired and by consensus or majority vote of the Council; however,
any staffing or logistics desired for such listening sessions must first be approved
by and coordinated through the Mayor. The purpose of these meetings will be to
provide a forum to hear from the community on topics of interest. The community
listening sessions may be held at various locations throughout the City, and may
be facilitated by the Mayor, the Deputy Mayor, a member of staff, or a third-party
facilitator. For OPMA purposes, these meetings shall be considered Special
7 RCW 42.30.110(1), 42.30.140
Page 5
Meetings of the Council and shall be coordinated with the Mayor, City Attorney, and
City Clerk.
2.87 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 in the absence of both, by the Presiding Officer or by a majority
vote of the City Council, and proper notice given by the City Clerk.
2.98 Quorum. Four (4) or more Councilmembers will constitute a quorum for the
transaction of business.
SECTION 3
ORDER OF BUSINESS FOR
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 5:00pm on the Wednesday 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 their designee, provided the approval shall be
exercised in a manner consistent with ACC 2.03.100. A final agenda will then be prepared
by the City Clerk and distributed to Councilmembers as the official agenda for the meeting.
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. Land Acknowledgement. The Mayor shall make a land acknowledgement.
C. Public Participation. This is the place in the agenda where the public is
informed on how to participate in the public meeting and/or instructed on the
available options to view the public meeting.
D. Pledge of Allegiance. The Mayor, Councilmembers and, at times, invited
guests will lead the Pledge of Allegiance.
E. Roll Call. The City Clerk will call the roll.
F. 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.
G. 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.
Page 6
H. Agenda Modifications. Changes to the Council’s published agenda are
announced at this time.
I. Public Hearings and Appeals. Individuals may comment on public hearing
and appeal items by submitting written comments to the City Clerk in
advance of the public hearing or by participating in the forum designated by
the public hearing notice. 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. 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.
J. Public Comment. Members of the public may comment on any matter
related to City business under the Public Comment portion of the meeting
agenda. Section 10 of these Rules sets forth the procedures for receiving
public comments.
K. Correspondence.
L. Council Ad Hoc Committee Reports. Council Ad Hoc Committee Chairs,
or designee, 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.
M. 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. The Chair for a Special Focus
Area may speak to any of the items on the Consent Agenda that are relevant
to the Special Focus Area that they are assigned.
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.
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N. Unfinished Business. Unfinished business of a general nature that was
considered by Council at a previous business meeting.
O. 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. Councilmembers
are required to provide the Mayor and Deputy Mayor or Interim Deputy
Mayor information regarding the topic of any new business 48 hours prior to
the Council meeting. Councilmembers may raise issues of interest for future
study as needs may arise, and the Mayor and Deputy Mayor shall coordinate
a future Study Session date for consideration, with consensus or majority
vote of the Council.
P. Ordinances.
1. All ordinances shall be in writing. Titles may be read aloud before the
ordinance is voted on. Any Councilmember may request a full reading
of the text of a proposed ordinance before the vote on its adoption.
The request for a full reading of an ordinance does not need to be
voted on. However, the 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. Before any ordinance is considered for adoption by the City Council,
the ordinance shall be included on a Study Session agenda. Council
may waive this rule.
After a motion to adopt an ordinance has been made and seconded, the
Councilmember making the motion is encouraged to give a brief description
of the issues involved with the ordinance, without simply repeating the
ordinance title, 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 before
the vote on an ordinance. Councilmembers may 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 vote of at least a majority of the whole
membership of the Council. In the event of a public emergency, an ordinance
may be made effective on adoption, instead of after five days after
publication, with a majority vote plus one of the whole Council. A public
emergency ordinance is one designated to protect public health and safety,
public property, or public peace.
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Q. Resolutions. All resolutions shall be in writing. Titles may be read aloud
before the resolution is voted on. Any Councilmember may request a full
reading of the text of a proposed resolution prior to the vote on its passage.
The request for a full reading of a resolution does not need to be voted on.
However, the 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 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 title, and the Councilmember may choose to comment on any
results of Council discussion or action regarding the issue.
Discussion and debate by the City Council on resolutions will be held
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.
R. Mayor and Councilmember Reports. The Mayor and Councilmembers
may report on their activities related to federal, state, regional, City, and local
organizations for which they are members in their official capacity as elected
officials. Reports shall regard those activities and events that have occurred
since the last Regular Meeting and that have an important and direct impact
or benefit to the City. The Mayor and Councilmembers shall limit their reports
to not more than three (3) minutes, with sensitivity to avoiding duplicate
reporting.
S. Adjournment.
3.2 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.
3.3 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. On a motion by any member and majority
vote, the City Council may suspend the rules to add an item (e.g., under New
Business) or to allow an item on the agenda to be considered at a different
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order or placement in the agenda, or to be referred to an upcoming Study
Session agenda (See Rules 2.2 and 16.1).
B. Adjustment of Agenda by Presiding Officer. The Presiding Officer may
adjust the order of items on the agenda or add items to the agenda, if agreed
upon by the Mayor and the Deputy Mayor, subject to being overruled by a
majority vote of the Council.
SECTION 4
COUNCILMEMBER ATTENDANCE AT MEETINGS
4.1 Council Meetings.
A. Councilmembers shall attend all scheduled meetings, including committee
meetings.
A Councilmember will be excused from a meeting if they have submitted a
request in advance of the meeting. Written requests should be submitted 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. Excessive, continued, or prolonged absences may be
addressed by the City Council on a case-by-case basis.
Councilmembers shall send their email communication regarding their
absence or anticipated late arrival to Council meetings or committees to the
CouncilAlerts@auburnwa.gov email address.
[See ACC 2.06.050 and RCW 35A.12.060]
B. Councilmembers may participate remotely at Council meetings via
telephone, video conference, or other approved electronic means with
notification to the Mayor, Deputy Mayor, and designated City staff prior to
noon on the day of the meeting. If a Councilmember appears remotely for a
Council meeting, the Councilmember will use the City of Auburn approved
virtual background. Technical circumstances shall be considered as to the
acceptability of remote attendance. Council prefers in-person attendance
when possible.
C. Remote attendance of the entire council may be permissible when and if a
declaration of emergency is declared locally, regionally, statewide, and/or
nationally that would prohibit in person attendance by Councilmembers. The
Mayor shall direct remote attendance of the Council as necessary and when
it is in the interest of the City to conduct Council business.
[See ACC 2.06.050 and RCW 35A.12.060]
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4.2 Study Sessions.
A. Councilmembers shall attend all Study Sessions.
A Councilmember will be excused from a meeting if they have submitted a
request pursuant to section 4.1A of these rules, in advance of the meeting.
Written requests should be submitted 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. Excessive,
continued, or prolonged absences may be addressed by the City Council on
a case-by-case basis.
[See ACC 2.06.050 and RCW 35A.12.060]
B. Councilmembers may participate remotely at Study Sessions under the
same protocol set forth in Section 4.1B-C.
4.3. Ad Hoc Council Committee Meetings. 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, unexcused absences from any Regular or Special meetings, or Ad Hoc
Committee meetings, is a violation of these Rules of Procedure.
4.4 Use of Cell Phones Prohibited. At all meetings of the City Council,
Councilmembers may use their City cell phones to log into their electronic devices.
All cell phones must remain on silent for the duration of the meeting. Personal
communication devices may only be used in the event of an emergency.
Councilmembers shall not send, receive, read or post e-mails, texts, or social media
posts during meetings of the Council.
4.5 Deportment. To the extent feasible, Councilmembers shall utilize language
appropriate to the seriousness of the public legislative matters at hand.
Councilmembers shall address their remarks to the Presiding Officer and shall
address elected officials and staff by their title or other method that uses their last
name rather than first name, e.g., “Mayor [surname],” “Deputy Mayor [surname],
“Councilmember [surname]” “Chief [surname],” or “Director [surname],” as
applicable. The purpose of this approach is to ensure that the City Clerk can
create accurate meeting minutes. Councilmembers shall refrain from side
conversations with other individual Councilmembers. Councilmembers shall also
refrain from inappropriate or derogatory body language, comments, or any other
actions that detract from the deportment of the City Council.
SECTION 5
PRESIDING OFFICER - DUTIES
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5.1 Conduct of Meetings.
A. The Mayor will preside over all Regular Meetings, Special Meetings, and
Emergency Meetings of the Council. If the Mayor is absent, the Deputy
Mayor will preside. If both the Mayor and Deputy Mayor are absent, the Chair
of Municipal Service Special Focus Area or Chair of the Finance and Internal
Services Special Focus Area (in that order) will preside.
B. The Deputy Mayor will preside over Council Study Sessions, other than those
portions for which Special Focus Areas are scheduled, in which case the Chair
of the Special Focus Area will preside. 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 Special Focus Area Vice Chair will preside.
C. The Mayor is encouraged to attend Study Sessions.
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 interrupts
the meeting after having been warned to cease the interruptive 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. May affix approximate time limits for each agenda item.
SECTION 6
COUNCILMEMBERS
6.1 Remarks. Councilmembers who wish to speak shall address the Presiding
Officer and, when recognized, shall limit their comments to questions under
consideration.
6.2 Questioning. Any member of the Council, and the Mayor, shall have the right to
question any individual, including members of the staff, on matters related to the
issue properly before the Council for discussion.
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
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of the City Council, the Mayor, and City staff in ways that promote effective local
government.
6.4 Council Training. Councilmembers are encouraged to participate in training
offered by individuals, agencies, entities, and organizations including, but not
limited to, the Association of Washington Cities (AWC), Municipal Research and
Services Center (MRSC), Jurassic Parliament, and the State of Washington. This
includes initial orientation after taking office, and other required or recommended
training.
6.4.1 Resources provided to each Council member shall include: 1) a
current copy of the “Mayor and Councilmember Handbook”
produced by AWC and MRSC;2) a current copy of “Mastering
Council Meetings: A Guidebook for Elected Officials and Local
Governments” from Jurassic Parliament; and 3) a current version of
the City Council Rules of Procedure.
6.4.2 Councilmembers are encouraged to complete training within the
first year of joining Council. Councilmembers will be provided
required OPMA and PRA and other recommended trainings.
6.4.3 Training should include:
o Elected Officials Essentials Workshop from AWC
o NeoGov Training as assigned by Auburn’s HR Department
o An overview of each Department presented by the respective
department’s Director and/or that Director’s delegate
o A review of Council process for submitting New Business
provided by the Deputy Mayor
o A review on the process for submitting materials for the
Council packet provided by the City Clerk
o City of Auburn and associated Facility Tours
o White River Valley Museum New Hire Tour
o Annual Police Ride-Along
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, and to attend community, regional, and state events.
Councilmembers who have confirmed their intent to attend are expected to arrange
their appearance in order to avoid unnecessary expenditure of City funds.
6.6 Code of Conduct. Councilmembers shall be subject to the policies in Exhibit 1 A
of these Rules as they currently exist or are modified in the future. Unless otherwise
stated in these Rules, the terms, provisions, and conditions set forth in the Polices
are hereby incorporated into these Rules. Any violation of these policies, as
determined by the City Council, shall be subject to section 20.1 of these Rules.
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SECTION 7
DEBATES
7.1 Speaking to the Motion. No member of the Council, 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 the Presiding Officer, shall interrupt or
argue with any other member while such member has the floor, other than the
Presiding Officer’s duty to preserve order during meetings as provided in Section
5.2.A of these rules.
7.3 Courtesy. Members of the Council and the Presiding Officer, in the discussion,
comments, or debate of any matter or issue, shall address their remarks to the
Ppresiding Officer, be courteous in their language and deportment, and shall not
engage in or discuss or comment on personalities, or make derogatory remarks or
insinuations with 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 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.
SECTION 8
PARLIAMENTARY PROCEDURES AND MOTIONS
8.1 Unless specifically provided in 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.
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8.3 A motion that receives a tie vote fails. The Mayor, as Presiding Official, shall be
allowed to vote to break a tie vote, except where prohibited by law.
8.4 Motions shall be stated in the affirmative. For example, “I move to approve” as
opposed to “I move to reject.” Councilmembers shall be clear and concise and not
include arguments for the motion within the motion.
8.5 After a motion has been made and seconded, the Councilmembers may discuss
their opinions on the issue prior to the vote. A motion and second is not an
indication by a Councilmember that they support the action. The motion and second
enables discussion and debate in advance of a formal vote.
8.6 If any Councilmember wishes to abstain from a vote on a motion that
Councilmember shall so advise the City Council, shall remove and absent
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 identifies a need to abstain. A
Councilmember may confer with the City Attorney to determine whether the
Councilmember is required to abstain.
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 effectively removes the item
without a time certain. A motion to table to a time certain will be considered a motion
to postpone as identified in Section 8.8. To remove an item from the table 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 at a time certain at a future
Regular or Special City Council meeting. To remove an item from postponement in
advance of the time certain requires a two-thirds’ majority vote.
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.
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 motions to adjourn, lay on the table (table),
roll call vote, point of order, reconsideration, and take from the table.
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8.13 A point of order can be raised by any member of the governing body. A member of
the governing body can appeal the Chair’s ruling. An appeal must be immediate
and must be seconded. The Chair will then explain the ruling. The members of the
governing body can debate the matter, each member may speak once. The
members of the governing body will then make a decision on the appeal by a
majority vote.
8.14 Amendments are voted on first, then the main motion as amended (if the
amendment received an affirmative vote).
8.15 Debate of the motion only occurs after the motion has been moved and seconded.
8.16 The presiding officer, City Attorney, or City Clerk should repeat the motion prior to
voting.
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 debate prior 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 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.
SECTION 9
VOTING
9.1 Voice vote. A generalized verbal indication by the Council as a whole of “aye or
yes” or “nay or no” 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 except where a Councilmember abstains
because of a stated conflict of interest or appearance of fairness issue.
If there is uncertainty as to the outcome of a voice vote, the Presiding Officer or any
Councilmember may ask for a raise of hands for the ayes or nays.
9.2 Roll Call Vote. A roll call vote may be requested by the Presiding Officer or by any
Councilmember. The City Clerk shall conduct the roll call vote.
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9.3 Abstentions. It is the responsibility of each Councilmember to vote when requested
on a matter before the full Council. 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.
SECTION 10
COMMENTS, CONCERNS AND TESTIMONY TO COUNCIL
10.1 Persons or groups specifically scheduled on a Council Meeting Agenda may
address the Council in accordance with the speaking times included on the agenda.
Groups desiring to be scheduled for presentations on a Council Meeting Agenda
shall coordinate through the City Clerk.
10.2 Persons or groups that are not specifically scheduled on the agenda may address
the council by filling out a speaker sign-in sheet (available at the City Clerk’s desk
or at a designated location within the Council Chambers), and (when recognized by
the Presiding Officer) stepping up to the podium and giving their name and city of
residence for the record.
Unscheduled public comments to the Council are subject to the following rules:
1. Remarks will be limited to 3 minutes. The City Clerk shall use a suitable device
to electronically measure speaker time. The Presiding Officer may make
discretionary exceptions to speaker time restrictions;
2. Speakers may not “donate” their speaking time to any other speaker;
3. Remarks will be addressed to the Council as a whole.
10.3 Meeting interruptions. Any speaker or person who interrupts the orderly conduct of
a meeting may be barred from further participation in the meeting by the Presiding
Officer, unless permission to continue is granted by a majority of Councilmembers
present. Examples of interruptions under this rule include:
1. failing to comply with an allotted speaking time;
2. committing acts of violence or property destruction;
3. directly or indirectly threatening physical violence against anyone attending the
meeting;
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4. interfering with the meeting or with other speakers through vocal interruptions or
disruptive action.
If a meeting interruption occurs, the Presiding Officer shall address the person(s)
causing the interruption by citing the interrupting conduct, ordering it to stop, and
warning that continuation may result in removal from the meeting.
The Presiding Officer may remove the interrupting person(s) if the conduct persists
after the warning. If removal of the person(s) does not restore the meeting to order,
the Presiding Officer may clear the room of spectators and continue the meeting or
adjourn the meeting and reconvene it at a different location selected by Council
majority.8
SECTION 11
PUBLIC HEARINGS
11.1 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.
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
8 RCW 42.30.050
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12.1 Annually or more often as deemed appropriateas required by these Rules, 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. 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 at
least one year by the commencement of the new term for Deputy Mayor, at
the beginning for that Councilmember’s terms as Deputy Mayor and has
attained their Certificate of Municipal Leadership from AWC, may be
nominated for the position of Deputy Mayor by having that Councilmember’s
name placed in nomination by a Councilmember. 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. 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. The nomination of a Councilmember for the position
of Deputy Mayor does not require a second, and a Councilmember
may nominate him or herself.
2. In connection with the selection of Deputy Mayor, Councilmembers
are expected to approach the election in an open, transparent, and
respectful manner, avoiding anything that jeopardizes harmony
among Councilmembers.
B.A. 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 themself.
C.B. The names of all nominees for the position of Deputy Mayor shall be included
in the vote.
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
votes will be held.
D.C. In the event of a prolonged absence or unavailability of the Deputy Mayor,
the Council shall vote on which Councilmember shall serve as the Interim
Deputy Mayor. The Interim Deputy Mayor shall be the Councilmember who
receives a majority vote. That Councilmember shall then serve as Interim
Deputy Mayor until the return of the regular Deputy Mayor, or until the
subsequent Deputy Mayor is designated by majority vote. The Interim
Deputy Mayor shall have all the rights, duties, and authority of the Deputy
Mayor under these rules. Hereafter and throughout these Rules, any Interim
Deputy Mayor, once selected, shall be referred to as the “Deputy Mayor.”
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E.D. If the designated Deputy Mayor is unable to serve the full term of the position
of Deputy Mayor, the Council shall elect the next Deputy Mayor in
accordance with Section 12 to serve the remainder of the term. If the
appointment is declined the process shall continue until a Deputy Mayor is
designated.
F.E. 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, or a majority of the
Council wishes to reconsider the appointment of Deputy Mayor, the City
Council may, by a majority vote of the full City Council, remove the Deputy
Mayor from this position, in which case, the Council shall elect the next
Deputy Mayor in accordance with Section 12 to serve the remainder of the
term.
[See RCW 35A.12.065.]
12.2 The Deputy Mayor, as the head of the legislative branch9 of the City, shall perform
the following duties:
A. Intra-Council Relations:
1. Serve as the Chair of the Council Study Sessions in accordance with
Rule 5.1.B;
2. Serve as an ex-officio member of all 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 four, the
meeting shall comply with the Open Public Meetings Act (RCW
42.30), unless expressly exempted;
3. Assists, as needed, in new councilmember training consistent with
Rule 6.4.2;
4. Support cooperative and interactive relationships among
Councilmembers;
5. Work with Mayor and Administration to prepare agendas for Council
Study Sessions, in accordance with Rules 2.2 and 16.1.B;
6. The Deputy Mayor shall seek to solicit interest from Councilmembers
and shall thereafter designate Special Focus Area Chairs and Vice-
Chairs, designate Special Focus Area assignments, and work with
9 Auburn’s form of government is a “mayor-council code city,” under the provisions of RCW 35A.12. Pursuant to
RCW 35A.12.100, the mayor shall be the chief executive and administrative officer of the city, in charge of all
departments and employees, with authority to designate assistants and department heads.
Page 20
the chairs of the Special Focus Areas on the portions of Study
Sessions over which the Special Focus Areas chairs preside in order
to reinforce appropriate Special Focus Area topics and to ensure the
Councilmember understands how to preside over their portion of the
meeting.
B. Mayor-Council Relations:
1. Help maintain a positive and cooperative relationship between the
Mayor and the City Council and support communication between the
Mayor and the Council to promote transparency, collaboration, and
effective governance;
2. Preside over Regular Meetings of the City Council in the absence or
unavailability of the Mayor;
3. In the event of a prolonged absence or incapacitation that exceeds
two weeks (a state of disability that prohibits the function of duties) of
the Mayor, the Deputy Mayor shall perform the duties of the Mayor.
(a) A prolonged absence that exceeds two weeks 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;
4. The Deputy Mayor shall also stand in on behalf of the Mayor in other
situations as requested by the Mayor;
5. In the performance of the duties of the Mayor in a temporary capacity
(not defined as a prolonged absence), the Deputy Mayor shall not
have authority to appoint, remove, replace, discipline or take other
similar action on any Department Director or employee of the City;
6. The Deputy Mayor shall not have veto authority for actions that may
be taken by the City Council;
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7. The Deputy Mayor or Interim 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, pursuant to ACC 2.75.066.
D. Other Duties of the Deputy Mayor:
1. In cooperation with the Mayor and Special Focus Area Chairpersons
and with assistance from Administration, create and establish
agendas for all Study Sessions;
2. Serve as liaison to the Junior City Council, encouraging, guiding, and
counseling the members of the Junior City Council in connection with
its duties and assignments;
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 6.6 or 20.1);
4. Conduct regular and periodic meetings with individual
Councilmembers and the City Attorney or designee if requested by
either party, to address Councilmember issues, concerns, legislative
processes, Councilmember proposals, Councilmember training, and
other similar related items;
5. Conduct group meetings with Councilmembers, including two on one
meetings with Councilmembers on a rotating basis provided that such
meetings shall avoid not have more than two Councilmembers at
such meetingscreating a quorum. 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.
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SECTION 13
COUNCIL POSITION VACANCY OR ABSENCE
13.1 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 remaining members 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 County may appoint a
qualified person to fill the vacancy as provided by RCW 42.12.070 and Council
Rules 13.3 through 13.20.
13.2 If there is an extended excused absence or disability of a Councilmember, the
remaining members by majority vote may appoint a Councilmember Pro Tempore
to serve during the absence or disability.
13.3 The City Clerk’s Office shall prepare and submit a display advertisement to the
City’s official newspaper, with courtesy copies to all other local media outlets, which
announces the vacancy consistent with the requirements necessary to hold public
office: that the applicant (a) be a registered voter of the City of Auburn, and (b) have
a one (1) year residency in the City of Auburn. This display advertisement shall
contain other information, including but not limited to, time to be served in the vacant
position, election information, salary information, Councilmember powers and
duties, the deadline date and time for submitting applications, interview and
appointment schedules, and such other information that the City Council deems
appropriate.
13.4 The City Clerk’s Office shall prepare an application form which requests appropriate
information for City Council consideration of the applicants. Applications will be
available at City of Auburn offices and on the City’s official website. Copies of the
display advertisement will be provided to current members of the City of Auburn
commissions, committees, boards, task forces and other City-sponsored
community groups.
13.5 Applications received by the deadline date and time will have personally identifiable
information removed, and each Councilmember may submit two interview
questions with a designation as to their primary and secondary questions. If two of
the questions submitted by differing Councilmembers are similar one of
Councilmember’s second question will be used.
13.6 In the event the City receives more than 10 completed applications, each City
Councilmember will submit to the City Clerk an unranked list of the candidates the
Councilmember wishes to move forward in the process. Each Councilmember’s list
should contain no more than 15 anonymized candidates. The City Clerk shall
Page 23
aggregate all Councilmembers lists into one unranked master list of the 10-15
candidates most commonly selected among the individual lists provided. The list
shall be arranged in the anonymized order and shall only include the anonymized
designation of the candidates. This aggregated list shall be provided to the Council
during the executive session prior to the interview meeting. If less than 10
completed applications are received the Council will move forward with the above
process with all applicants.
13.7 Immediately following the executive session, Council shall meet in public session
to select which candidates to invite to participate in an interview at a future City
Council meeting. The decision as to which applicants to interview will be based on
the information contained in the application forms and Council’s evaluation of the
qualifications of the candidates. The decision as to which candidates will be
interviewed will be at the sole discretion of the City Council.
13.8 At the opening of the meeting at which interviews take place, the Mayor shall
provide an overview of the format and ground rules for the meeting. The applicant’s
order of appearance shall be determined at this time by a random lot drawing
performed by the City Clerk.
13.9 In order to ensure each candidate has a fair and equal opportunity to speak with
Council, all candidates will be asked to remain sequestered at City Hall, which
includes not using electronic devices, for the duration of all candidate interviews.
Candidates will be ushered to and from the City Council Chambers by a member of
City staff in order to participate in their interview at the pre-determined time.
13.10 Each candidate interview shall be no more than 30 minutes in length. The Council
may reduce the 30-minute interview time if the number of applicants exceeds six
candidates. Each interview shall follow the following format. (1) The applicant shall
present their credentials to the City Council (up to 10 minutes). (2) The City Council
shall ask the predetermined set of questions, one question per Councilmember,
which must be responded to by the applicant. Each applicant will be asked and will
answer the same set of questions and will have two (2) minutes to answer each
question (up to 14 minutes). (3) An informal question-and-answer period during
which Councilmembers may ask and receive answers to miscellaneous or follow-
up questions (remainder of time).
13.11 Upon completion of the interviews, the Council may convene into Executive Session
to discuss the qualifications of the applicants. However, all interviews, deliberations,
nominations, and votes taken by Council must be in open public sessions. The
Council may not determine who to select or reach a consensus on a preferred
candidate in Executive Session.
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13.12 The Mayor asks for nominations from Councilmembers for the purpose of creating
a group of candidates to be considered. No second is needed.
13.13 Nominations are closed by a motion, second, and majority vote of Council.
13.14 Councilmembers may deliberate on matters such as criteria for selection and the
nominated group of candidates.
13.15 The Mayor polls the Councilmembers to ascertain if they are prepared to vote.
Voting for the nominated candidates shall be by random order. Voting must take
place in a manner in which the public is notified as to the vote of each existing
Councilmember for which candidate. If there is more than one candidate, a vote
must be taken for each candidate to record each Councilmember’s vote.
13.16 The City Clerk records the votes in the meeting minutes.
13.17 The selection of a candidate to fill the vacancy is made by a majority vote of the
remaining six members of the Council.
13.18 If a majority vote is not received for a candidate, the Council may postpone elections
until another date within the 90-day period.
13.19 The Mayor declares the nominee receiving the majority vote as the new
Councilmember to be sworn in immediately after the effective date of the
resignation.
13.20 The term of the candidate selected to fill the vacancy will be in effect until a person
is elected at the next regular election for municipal officers. If successful at the
election, the interim term would then end, and the appointed Councilmember will
either complete the 4-year term of the vacated position or begin a new 4-year term,
depending on the position number of the vacated position.
SECTION 14
COUNCIL MEETING STAFFING
14.1 Department Directors or designees shall attend all meetings of the Council unless
excused by the Mayor.
14.2 The City Attorney, or designee, 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.
SECTION 15
COUNCIL RELATIONS WITH STAFF
Page 25
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 under the
direction of the Mayor.
15.3 It is the intent of Council that all pertinent information asked for by individual
Councilmembers 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, agenda bills and staff analysis, 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
related materials, and facilitate Study Session work.
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 Study Sessions and Special Focus Areas. In addition to the regularly scheduled
City Council meetings (Regular Council Meetings) scheduled on the first and third
Mondays of the month. Different than the format for Regular Council Meetings
(identified in Section 3 hereof), Study Sessions shall be less formal than Regular
Page 26
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. Special Focus Areas and General Business Focus Areas.
Study Sessions shall consist of (1) a Special Focus Area in each meeting
and (2) a General Business Focus Area in each meeting. 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) Community Wellness; and (4) Finance & Internal Services.
The General Business area shall be scheduled second 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 General Business area on the agenda
shall follow the Special Focus area portion on the Study Session agenda.
The Special Focus Area groups shall be on a rotating basis described below.
The Special Focus Area groups shall be tasked with oversight of Council
considerations as follows:
1. Community Wellness
• Health, Equity, & Wellness
• Neighborhood Services
• Homelessness Prevention
• Social Services
• Diversity, Equity, & Inclusion
• Cultural Arts & Community Events
• Housing Policy
2. Finance & Internal Services
• Facilities
• Technology
• Property management
• Risk management & Insurance
Legal
• Fiscal Sustainability
3. Public Works & Community Development
• Utilities
• Transportation
• Environmental Policy
• Land Use & Development
• Right of Way Management
• Airport
• Park Development
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• Economic Development
4. Municipal Services
• Public Safety
• Courts
• Recreation, Museum & Senior Services
• Animal Control
• Emergency Planning
• Cemetery
• Communications
B. Scheduling of Special Focus Area.
1. The Special Focus Areas shall conduct their portion of the Study
Sessions on second and fourth Mondays of the month on a rotating
basis such as follows: Public Works & Community Development, then
Municipal Services, then Community Wellness, then Finance &
Internal Services, then Public Works & Community Development,
then Municipal Services, and so on.
2. On fifth 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. Such matters will be scheduled to
allow sufficient time for preparation of relevant background analysis
and information concerning said items and provision to all
Councilmembers in advance of the Study Session.
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, the Deputy Mayor, the Vice-Chair, and the designated
Departments Director(s) for the Special Focus Area. The matters will
be scheduled to allow sufficient time for preparation of relevant
background analysis and information concerning said items and
provision to all Councilmembers in advance of the Study Session. The
Department Director(s) shall review agenda topics and suggestions
by other Councilmembers of such topics. The Deputy Mayor may
review agenda items and topics with each Special Focus Area
Chairperson individually when convenient.
C. Meeting Times
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Study Sessions shall be scheduled as set forth in Section 2.2, above.
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.
D. Study Session Meeting Format.10
1. Call to Order.
2. Public Participation.
3. Roll Call.
4. Agenda Modifications.
5. Announcements, Reports, and Presentations.
6. Special Focus Area (the Chair of the Special Focus Area scheduled
for the Study Session shall preside over this portion of the Study
Session). The Vice Chair shall preside over this portion of the Study
Session in the Chair’s absence.
7. Agenda Items for Council Discussion.
8. Council Reports. The Deputy Mayor or Presiding Officer shall
facilitate this portion of the agenda by calling on each Councilmember
in turn, sharing topics of interest and/or reports on SFA matters,
limiting their individual comments to approximately five (5) minutes
each. Councilmembers will provide the Mayor and Deputy Mayor with
information on their Council Reports 48 hours prior to the Study
Session meeting.
10 It is the intention of the City Council that Study Sessions shall be televised on the City’s public access
channel if reasonably possible.
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9. Adjournment.
16.2 Ad Hoc Committees. The Mayor, the Deputy Mayor, or a majority of the City
Council may establish an Ad Hoc Committee as may be appropriate to consider
special matters that require special approach or emphasis. The Deputy Mayor shall
be the ex-officio member of all Ad Hoc Committees. The remaining two members
shall be voted on by the full Council.
A. Ad 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.
B. Ad Hoc Committees shall consider all matters referred to them and take action
by majority consensus only when all Ad Hoc Councilmembers are present.
Thethe Chair of such Ad Hoc Committee shall report to the Council the findings
of the committee. Committees may refer items to the Council with a committee
recommendation or with no committee recommendation.
C. Unless otherwise expressly provided for when forming an Ad Hoc Committee, it
is the intention of the Council that Ad Hoc Committees function informally and
not in any way that takes action in lieu of or on behalf of the full Council. The
purpose and function of such Ad Hoc Committees shall be to review matters in
advance of their consideration by the full Council, and perhaps record and make
recommendations to the full Council. They are not “committees of a governing
body” subject to the requirements of the Open Public Meetings Act (Chapter
42.30. RCW). Ad Hoc Committees shall not receive public testimony or allow
audience participation in connection with or related to the agenda item being
discussed by the Committee. Public testimony relating to topics referred to an
Ad Hoc Committee must be received during a regular Council meeting,
consistent with OPMA rules. Presentations on topics of interest, at Council’s
request, may be received during a study session.
D. Councilmembers on Ad Hoc Committees may request a staff liaison, and City
Attorney or City Attorney’s designee, be present to assist the Councilmembers
with institutional knowledge on the subject matter to be discussed. All requests
for staff assistance must be approved by the Mayor prior to allocating resources.
16.3 Intergovernmental Councils, Boards and Committees. The Mayor shall appoint
Council representatives to intergovernmental councils, boards, and committees.
A. Councilmember appointments to intergovernmental councils, boards and
committees, including Ad Hoc Committees, shall be periodically reviewed. All
Councilmembers shall have the opportunity to serve on such councils, boards,
and/or committees as assigned by the Mayor and on a rotating basis at the
discretion of the Mayor. Councilmember appointments to intergovernmental
councils, boards, and committees by the Mayor shall be done with consideration
Page 30
of a Councilmember’s expertise, background, knowledge, working experience
and/or education in that council, board, or committee.
B. Councilmembers will prioritize appointments to Intragovernmental Councils,
Boards, and Committees by seeking and filling positions that provide value to
the City and its constituents. Providing value occurs in the following order of
priority: (1) bringing money to the City, (2) bringing projects and/or investments
into the City, (3) influencing policy or investment outcomes in the City, and (4)
protecting City interests.
C. Advisory Boards, Committees, and Commissions established by ordinance,
consisting of residents 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 Council.
SECTION 17
COUNCIL REPRESENTATION
AND 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 Council, if known, on
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 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.
17.1 If a Councilmember speaks at a meeting, event, or with any individual, organization,
or agency—especially those with ties to the City—they must state the Council’s
majority position, if known. If expressing a personal opinion that differs, they must
clarify that they are speaking as an individual and not on behalf of the Council.
Before discussing matters that may involve City liability, the Councilmember should
first consult with the City Attorney or Risk Manager to help minimize legal risks.
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.
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
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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 Councilmembers 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, successive
communications on Council topics that involve a quorum of the
Councilmembers shall not occur. Councilmembers shall 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 Council about matters within the scope of
the 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.
E. The Deputy Mayor from time to time may need to communicate with all
Councilmembers on various items such as the annual review of the Rules of
Procedure. All such correspondence, usually in the form of email, shall be
provided to Council as a whole through the Council Assistant. Any responses
from Council shall also be directed to the Council Assistant who shall then
provide all Councilmembers with email correspondence regarding questions,
comments, suggestions, recommendations, or any similar item.
Council email correspondence and all electronic communications shall utilize the
designated city email account or city device with no exceptions and within the parameters
of the Open Public Meetings Act and the Public Records Act.
Page 32
17.6 Council Relations with City Boards and Commissions.
A. Council Liaisons. In addition to where a Councilmember is appointed by
the 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 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 Council. Insofar as a Councilmember-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
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.
17.8 Council Attendance. If a Councilmember commits to attend an event, all effort
shall be made to attend the event, given potential city funds expended and
community expectations of attendance. If an emergency arises where the
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Councilmember cannot attend, the Councilmember shall send notice to
CouncilAlerts@Auburnwa.gov as soon as practicable.
SECTION 18
TRAVEL AUTHORIZATION
18.1 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 elected City officials.
Comparing Auburn's specific issues with those of other cities often provides the
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.
18.2 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 City budget process to each Councilmember for City-related travel costs,
including transportation, lodging, meals, and registration costs.
18.3 Adjustment of Council Travel Allocations. If a Councilmember needs more than
the amount of travel related funds allocated for 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, with the consent of the Deputy Mayor and the other
transferring Councilmember(s), funds will be transferred to the requesting
Councilmember’s allotment. The request including approval from the
Councilmember willing to transfer funds and the consent of the Deputy Mayor must
be sent to the Council Administrative Assistant prior to the funds being expended
or (2) shall request a net adjustment to the budget adding additional funds to their
allotment, which adjustment shall be approved by a majority of the whole Council.
18.4 Receipts and Travel Documentation. Each 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, and a written report regarding the authorized travel the
Councilmember attended. All documentation shall also be sent via email to the
CouncilAlerts@auburnwa.gov email address. Quarterly reports of the travel costs
incurred by each Councilmember shall be provided by the Finance Department.
Any sums overpaid to any Councilmember shall be reimbursed to the City, or
automatically deducted from that Councilmember’s next payroll, upon reasonable
notice from the Council Administrative Assistant.
Page 34
18.5
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.
SECTION 21
COMMUNITY COMMITMENT
21.1 The Auburn City Council acknowledges our role as city leaders to champion a community
that fosters a Racially Equitable, Diverse, and Inclusive culture.
Page 35
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. 5399, December 17, 20189
Amended by Resolution No. 5469, November 4, 2019
Amended by Resolution No. 5543, September 8, 2020
Amended by Resolution No. 5676, September 19, 2022
Amended by Resolution No. 5721, June 5, 2023
Amended by Resolution No. 5735, September 5, 2023
Amended by Resolution No. 5782, October 7, 2024
EXHIBIT A
CITY COUNCIL CONDUCT POLICIES
1. CONDUCT
City Policy Reference 200-81
PURPOSE
To emphasize the high standards of professionalism, public service, and integrity expected.
POLICY
It shall be the duty of all City personnel to maintain high standards of cooperation, efficiency and
integrity in their work with the City. It is the responsibility of each individual to conduct
themselves with professionalism and commitment towards customer service not only with the
citizens and public of the City of Auburn but also when working within other elected officials or
working with other departments within the City structure.
2. FAIR PRACTICES
City Policy Reference 200-2
PURPOSE
To establish guidelines for the promotion of fair practice and nondiscrimination in activities
relating to employment and treatment of all citizens in order to foster trust and cooperation
between City personnel and the diverse and pluralistic society that makes up the City of Auburn.
The City is committed to recognizing that all people are vital to the City's shared prosperity and
that all people must be respected and valued. City personnel can, and should, lead the way
forward in making inclusiveness and diversity priorities, and pledges active efforts to seek to
achieve that goal.
POLICY
The Policy of the City of Auburn is to promote and afford equal treatment and services to all
citizens and to assure equal employment opportunity to all persons regardless of race, creed,
color ethnicity, nation origin, sex, age, marital status, veteran's status, sexual orientation, or the
presence of any sensory, mental, or physical disability, unless based upon a bona fide
occupational qualification: provided that the prohibition against discrimination shall not apply if
it prevents the proper performance of the particular worker involved.
The City of Auburn will cooperate with all organizations and commissions organized to promote
fair practices and equal opportunity in employment.
DEFINITIONS:
For the purpose of this policy, sexual orientation means heterosexual, homosexual, bisexual, and
gender expression or identity. As used in this definition, " gender expression or identity" means
having or being perceived as having a gender identity, self image, appearance, behavior, or
expressions, whether or not that gender identity self image, appearance, behavior, or expression
is different from that traditionally associated with the sex assigned to that person at birth.
3. NONDISCRIMINATION
City Policy Reference 200-03
PURPOSE
To establish policy for a nondiscriminatory working environment within the City Auburn.
POLICY
The policy of the City of Auburn is to promote and afford equal treatment and services to all
citizens and to assure equal employment opportunity to all qualified persons regardless of race,
creed, 'color, ethnicity, national origin, sex, age, marital status, sexual orientation, veteran's
status, or the presence of any sensory, mental, or physical disability, unless based on a bona fide
occupational qualification.
It is the policy of the City of Auburn to foster and maintain a harmonious and nondiscriminatory
working environment for all. Toward this end, the City will not tolerate racial, ethnic,
religious, disability or sexual oriented behaviors or comments by any citizen, employee, or
elected official to or about any citizen, employee, or elected official.
DEFINITONS
For the purpose of this policy, sexual orientation means heterosexual, homosexual, bisexual,
and gender expression or identity. As used in this definition, "gender expression or identify"
means having or being perceived as having a gender identity, self image, appearance, behavior,
or expressions, whether or not that gender identity self image, appearance, behavior, or
expression is different from that traditionally associated with the sex assigned to that person at
birth.
4. WORKPLACE HARASSMENT
City Policy Reference 200-4
PURPOSE
To establish the policy and procedures defining the City's position on workplace harassment,
including sexual harassment, and to provide guidance to any City personnel who believes he/she
has experienced harassment by a supervisor, co-worker, other City personnel, or outside
individual.
POLICY
It is the policy of the City of Auburn to provide a work environment for everyone that is
harmonious and free from intimidation and harassment. The City is committed to ensuring that
the practices and conduct of all City personnel comply with the requirements of federal and state
laws against employment discrimination. To that end, the City expects all City personnel to work
in a manner that respects the feelings and dignity of others.
It is the policy of the City that everyone have the right to work in an environment free from
harassment based upon their race, color, religion, gender, national origin, ethnic background,
age, marital status, sexual orientation, military or veteran’s status, presence of a disability or the
presence of any other protected status or characteristic, or any other basis prohibited by local,
state, or federal laws unless based on a bona fide occupational qualification. Workplace
harassment, including sexual harassment, negatively affects morale, motivation, and job
performance. The City will not tolerate any form of workplace harassment, including sexual
harassment, toward City personnel by other City personnel or other individuals.
Those who in good faith report an incident of workplace harassment, including sexual
harassment, shall not be subjected to any form of retaliation.
DEFINITIONS
1. Workplace harassment includes, but is not limited to, unsolicited remarks, gestures, or
physical contact; display or circulation of written materials or pictures derogatory to a
specific gender, racial, ethnic, religious groups, persons with physical, mental, or sensory
disabilities, or any other basis prohibited by local, state, or federal laws; or basing
employment decisions on an employee’s response to sexually-orientated requests.
2. Sexual harassment means unwelcome behavior of a sexual nature that affects terms
and conditions of the work environment. These include, but are not limited to, sexual
advances and/or other verbal or physical conduct made when: (a) submission to such
conduct is made explicitly or implicitly a term or condition of an individual’s
employment; (b) submission to, or rejection of, such conduct by an individual is used as
the basis for employment decisions affecting such individuals; or (c) such conduct has the
purpose or effect of unreasonably interfering with the individual’s work performance or
creating an intimidating, hostile, or offensive working environment.
Examples of sexual harassment include, but are not limited to:
1. Unwelcome or unwanted flirtations, propositions, advances, patting, pinching,
brushing up against, hugging, cornering, blocking, kissing, fondling,
putting ones arms around another, or any other similar physical contact
considered unacceptable by another individual.
2. Verbal comments, suggestions, jokes, innuendos, or derogatory remarks based
on sex;
3. Visual harassment, leering, whistling, gesturing, posting sexually suggestive or
derogatory pictures, cartoons, drawings.
4. Pressure for sexual favors, subtle or blatant expectations, pressures, or requests
for any type of sexual favor accompanied by implied or stated promises of
preferential treatment or negative consequences concerning an
individual’s employment (such as an employee’s performance evaluation,
work assignment, advancement, or training opportunities).
3. Other harassment (nonsexual) is defined as verbal or physical conduct that denigrates,
shows hostility, or aversion toward an individual because of such individual’s protected
status or characteristics such as his/her race, color, religions, gender, national origin, age
marital status, veteran’s status, sexual orientation, or disability that has the purpose or
effect of creating an intimidating, hostile, or offensive work environment; or has the
purpose or effect of unreasonably interfering with an individual’s work performance; or
otherwise adversely affects the individual’s employment opportunities.
4. Sexual orientation means heterosexual, homosexual, bisexual, and gender expression
or identity. As used in this definition, “gender expression or identify” means having or
being perceived as having a gender identity, self image, appearance, behavior, or
expressions, whether or not that gender identity self image, appearance, behavior, or
expression is different from that traditionally associated with the sex assigned to that
person at birth.
5. WORKPLACE VIOLENCE
City Police Reference 200-13
PURPOSE
To establish policy defining the City's position on not tolerating violence in the workplace,
and provide guidance in the event a violent or threatening act or situation occurs.
POLICY
No person shall display violent or threatening behavior to others, including employees, the
public, vendors, or contractors in the performance of his/her job and/or while on City property.
Given the City's commitment to ensuring a healthy, safe and non-violent work environment,
prohibitive behavior includes, but is not limited to:
1. Any verbal threat of harm towards persons or property.
2. Any threatening or actual physical act such as threatening gestures, hitting, pushing,
kicking, holding, impeding or. blocking the movement of another person.
3. The use, threatening use or possession of firearms, other weapons or explosives,
openly or concealed, licensed or otherwise, while performing City business and/or
while on City premises including parking lots. Exception: Commissioned law
enforcement officers or other official purposes sanctioned by the City.
DEFINITIONS
Weapon: Any object, instrument or chemical used to inflict harm or injury to another
person or any item used in a manner threatening harm or injury to another person.
Possession of mace, pepper spray or the like for defensive purposes is not a violation of
this policy.
6. TOBACCO-FREE WORK ENVIRONMENT
City Policy Reference 200-08
RCW 70.160
WAC 296-62-12005
PURPOSE
The purpose of this policy is to set out a plan and timelines for the City and City personnel to
maintain a tobacco -free work environment.
POLICY
1. The City is committed to achieving a tobacco-free work environment, providing as much
support as possible to assist tobacco users in this transition, and to fulfill its obligations
under the law.
2. Smoking, the use of vapor and/or e -cigarettes, and all other tobacco products are
prohibited in City buildings, facilities, entryways, near air intakes, or other
openings that allow airflow directly into an office, building, or City vehicle.
3. City personnel may use tobacco products, vapors, and/or e -cigarettes during breaks
and meal periods in outdoor areas surrounding City vehicles and facilities absent
any other ordinance, rules, and/or regulations prohibiting tobacco usage.
4. Smoking cessation programs are offered by the City to assist current tobacco
users who wish to stop using tobacco products.
7. ALCOHOL AND DRUG FREE WORK ENVIRONMENT
City Policy Reference 200-09
Drug -Free Workplace Act of 1988, Federal Register, Vol. 54 No 19.
PURPOSE
The City of Auburn has a significant interest in ensuring the health and safety of its City
personnel and citizens. Therefore, the City will maintain a policy of an alcohol and drug free
workplace.
This policy outlines those steps the City is taking to ensure that City personnel are free of the
influence of controlled substances and/or alcohol while in the performance of their duties or
acting on the City's behalf.
POLICY
1. Prohibited Conduct.
a. The City of Auburn strictly prohibits the manufacture, possession, distribution,
dispensing or use of alcohol or controlled substances in the workplace, while on
duty, or while representing the City of Auburn.
b. Reporting for work, remaining on duty, or acting on behalf or the City of Auburn while
under the influence of alcohol or a controlled substance is strictly prohibited.
c. No personnel shall perform safety sensitive functions on behalf of the City within four
(4) hours after using alcohol.
8. INTERNET & ELECTRONIC RESOURCES-EQUIPMENT USE-ELECTED
OFFICIALS
City Policy Reference 500-3
PURPOSE
To establish a policy and identify the principles of acceptable use of the internet and other
electronic communications resources/equipment provided for use during his/her term of office
for elected officials.
POLICY
It is the policy of the 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.”
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, are public
records.
When individual Councilmembers have completed their term of office, they will return all City
electronic equipment to the Director of Information Technologies.
COMMUNICATIONS
Each Councilmember is responsible for checking their communication device multiple times
daily and respond to requests by City staff as soon as possible.
ELECTRONIC COMMUNICATIONS
1. For emergency notifications of absences, and not planned absences,
Councilmembers shall send an email to CouncilAlerts@auburnwa.gov to ensure
the auto-distribution of communications to necessary people.
2. Messages that relate to the functional responsibility of the recipient or sender as a
public official constitute a public record. Those records are subject to public
inspection and copying.
3. Electronic communications that are intended to be shared among a quorum of the
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.
2. 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.
3. 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.
4. Even if a Councilmember uses their personal electronic devices, all electronic
communications and documents related to City business will be subject to
discovery demands and public disclosure requests.
USE OF CITY EQUIPMENT AND FACILITIES
1. Councilmembers are provided various tools to assist them in handling the
business of the City in the role as members of the 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 I-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.
PROHITIBITED USES: The creation, transmission, downloading or storage of any document,
data or message which reasonably can be construed as relating to or promoting the following, are
prohibited:
1. Discrimination or harassment on the basis of age, race, color, gender, creed,
marital status, national origin, disability or sexual orientation;
2. Any language and subject matter that is objectionable, offensive, obscene,
threatening or otherwise inappropriate as described in the City’s Workplace
Harassment Policy;
3. Any communication to solicit for or promote commercial or non-profit
ventures, religious or political causes, outside organizations, rumor or slander
or other non-job related solicitations;
4. Any information that violates copyright laws;
5. Copying any City licensed computer software for personal use is prohibited;
6. See also specific prohibitions related to individual types of system use,
below.
INTERNET: Browsing, List-Servs, Newsgroups, etc.
1. It is the policy of the City to maximize the cost-effective use of its computer
systems as a means to improve efficiency and productivity. All
Councilmembers are responsible for using the Internet resources in an
effective, ethical, and lawful manner, and in accordance with this policy.
2. Access to the City e-mail (Outlook web access) from any remote computer
that has internet access may be granted to City officials, as approved by the
Mayor. Those approved to have this access must maintain virus protection
software on their connections. Failure to maintain virus protection may result
in the access being revoked.
3. Limited personal use may only consist of browser capability and may not
include ListServs, Newsgroups, Chat Rooms or other capabilities.
4. Using City equipment or City internet connection to violate the integrity of
another system (hacking) is prohibited.
SYSTEM SECURITY
1. Acquisition of computer equipment. All acquisitions of information systems
components will be coordinated through the Information Technologies
Department. This includes demonstration hardware and software used for
evaluation purposes as well as products acquired for ongoing use.
2. Conscientious care. All Councilmembers are responsible for care of the
personal computer system components that they are assigned or using.
Councilmembers are responsible for promptly reporting any equipment,
software and data damage and/or destruction of which they become aware.
Any damage caused by personal use, including repair costs, will be the
responsibility of the Councilmember.
3. Downloading/installing software (including upgrades and screensavers). The
City computer system is designed to work in a network environment.
Installation of unauthorized software can result in damaging the integrity of
the system. Councilmembers should not download or install software on any
City-owned computer. If additional software is required, a request should be
addressed to the Information Services Service Desk.
4. Downloading files from the Internet. Councilmembers are individually and
directly responsible for checking files for viruses using the latest version of
the recommended virus-checking program. Downloading or uploading files
is restricted to City business.
5. Unauthorized access. Councilmembers are prohibited from using
“loopholes” or knowledge or a special password to damage computer
systems, obtain extra resources, or to gain access to systems for which proper
authorization has been given. Councilmembers are responsible for keeping
their password confidential and not sharing it with other users.
6. Use of aliases. Use of aliases while using the Internet or internal e-mail is
prohibited. Anonymous messages and anonymous newsgroup postings are
prohibited.
7. Unlicensed or copied software is prohibited on any City computer. No
Councilmember may use unlicensed or copied software on any City
computer. The City shall seek reimbursement from any Councilmember who
installs, downloads, uses or authorizes the use of any unlicensed or copied
software on any City computer, or any fines, costs or other expenses incurred
by the City resulting from such use.
MONITORING, ENFORCEMENT AND PENALTIES
1. All hardware, software, programs, applications, templates, data and data files
residing on City information systems or storage media, whether City business
or personal, are the property of the City of Auburn. The City retains the right
to access, copy and change, alter, modify, destroy, delete or erase this
property without prior notice to Councilmembers.
2. The City retains the right to monitor and audit the use of e-mail and Internet
use. The right to use these technologies does not include the right to privacy.
3. Deleted documents, messages and data may be retrieved from a variety of
points in the network. Councilmembers should assume that electronic
evidence discovery might recover deleted or unsaved data.
4. Councilmembers’ use of a personal Internet account on City equipment is to
be arranged through the Information Technologies service desk and is subject
to the provisions of this policy. Said Councilmembers should be aware that
their personal e-mail and electronic files could be monitored by the City and
could be reviewed as part of a Public Records request.
9. E-MAIL ETIQUETTE
City Policy Reference 200-16
City of Auburn’s E-Mail Policy
Computer systems, network utilities and electronic mail are powerful business tools. These
systems are designed to foster open and efficient communications. The Electronic
Messaging System, like paper files and notebooks, is an asset provided to City personnel to assist
them in performing their work efficiently and for limited personal use. These tools, and the
work product they contain, are the property of the City. Please use your good judgment as
you use the electronic mail system. While it is the general intention of the City to keep
electronic mail private, it is possible that other people may view other's electronic mail
messages, the recipient may route the message to others, or the City may be required to
provide public disclosure of e-mail messages. You should assume that any message may
be viewed by persons other than the recipient and format your messages accordingly. All
messages should be composed with the expectation that they will be made public.
Getting The Message Across
Electronic mail, or e-mail, is unique. Once sent, it will wait for the recipient for hours
or days. It is more tangible than voice mail and faster than paper mail. By saving
copies of messages and responses, a record of communications can be built and
saved. It also is useful for sharing documents in electronic form. The unique
qualities of electronic mail make it an extremely useful tool in the business place.
For those who spend much of their time at a desktop computer or a terminal on a
network, e-mail can provide an immediate messaging service and mailbox.
Privacy vs. Public Disclosure Issues
All e-mail messages are considered to be public records and the public has the right to
examine public records. Therefore, if you are concerned about public disclosure or internal
disclosure, e-mail should not be used as a communication tool. Confidential and sensitive
issues should not be communicated via e-mail. A user, in forwarding a message that originates
from someone else, may not make changes to that message without clearly notes that changes
were made to the message and the identity of the person making the changes.
Alternatives To E-Mail
The City Intranet is a better way for making announcements such as retirement parties or
broad policy statements. Telephones provide a more immediate response and can be a
better way to make initial contacts with people. Memos and internal mail are best for
sending specific policy statements, financial forms, and documentation. The US Postal
Service, UPS, Federal Express and other such companies are the best way to send and
receive external business documents. One-on-one meetings are still a good way of
communicating info.
Messages
E-mail is best for short messages. A message of one to five paragraphs or one that takes
only one screen is most likely to be read and used. When composing your message, take
a few extra seconds to think of an accurate description of the message to put in the
subject field. Titles such as "???" or "more stuff" are less useful than "Network Questions"
or "New Uses for Bulletin Board System." If you are sending e-mail to someone you have
not met or dealt with in a long time, it is a good idea to let them first know who you are and
why you want their attention. ("Hi, I work for Purchasing and have a question about...")
Attachments
The attachment feature of e-mail programs allows you to send files, such as spreadsheets
and formatted documents to other computer users. When you send attachments, be certain
that the receiver can read them. Just because a document can be attached to a message
does not mean that the person at the other end can read it. For instance, if you attach an
Excel spreadsheet to an e-mail note and the recipient of the note does not have Excel on
their PC, then they will not be able to open the attachment.
Language And Behavior
Good E-mail is businesslike and free from obscene, pornographic, sexual, harassing,
menacing defamatory, threatening or otherwise offensive language. The City does not
tolerate racism, sexism, and other inappropriate behavior. It is also not tolerated in the e-
mail environment.
Some people will send an angry e-mail message; one that they would never say in person.
Take a minute before you respond. Be careful about which words you use and how you say
them. Remember that messages can be printed or forwarded. Do not say
things you may regret later.
Mail Lists
Mailing lists, called Personal Groups, are a useful tool. If you are working and exchanging
mail with a group of people on a regular basis, a Personal Group allows you to send the
same message to all of them by entering only one address. You may want to build a
Personal Group that will target your regular or special group of mail recipients. The Help
File accessible through your e-mail can help you set up Personal Groups.
"Junk" Mail
"Junk" e-mail is inevitable. Try not to generate it yourself by limiting your general
broadcasts. Target your audience carefully by making use of Personal Groups. If you
must send a large mailing, try not to use attachments; including attachments increases the
load on the network and can be costly when you consider the amount of time it takes to open an
attachment. Delete e-mail you consider "junk", before opening it.
Personal Business
Use of e-mail is primarily to be reserved for official City business. However, limited
personal use is authorized. There shall be no negative impact or disruption to either the
sender’s or receiver’s performance of public duties (i.e. forwarding jokes takes time
away from the job and wastes computer memory).
Return Receipts
Leave “Return Receipt” turned off unless a return receipt is absolutely necessary. Return
receipts also slow down the e-mail system. If everyone requested a return receipt for each
message they sent, it would double the traffic load on the mail system.
Glossary of Terms
Attachment
A file that is included with a message. It is displayed in the message as an icon,
representing the type of file it is.
Broadcast
Distribution of a message to a wide number of mail users.
Intranet
A computer system used as an information source and message system. It is similar to a physical
bulletin board, but messages are posted electronically on a computer bulletin board system.
E-Mail
Electronic mail
"Junk" Mail
A broadcast that includes individuals who do not need or want the information contained in the
message.
Personal Groups
Assignment of a single name to multiple users. When the group name is added to the recipient
list for a message, each individual in that group receives the message.
Return Receipt
Displays the date and time the message you sent was opened by the recipient.
10. CELLULAR PHONE & TABLET
City Policy Reference 200-16A
RCW 46.61.672
WAC 204-10
PURPOSE
To establish a policy that provides for and regulates cellular phone and tablet use by City
personnel.
POLICY
The City of Auburn recognizes that cellular phones and tablets are an important and necessary
tool in the performance of certain job duties. For those who have a valid business purpose, the
City of Auburn provides cell phones and tablets for City business use.
Cell phone and tablet use can create distractions for drivers. City Personnel are prohibited from
texting, using e-mail, or performing any other operation with electronic equipment, while driving
a vehicle on City business. If a cell phone must be used while driving, all personnel must follow
Washington State Law and use the cell phone in a “hand-free mode”. “Hands-free mode” means
the use of a wireless communication device with a speaker phone, headset, or earpiece.
USAGE POLICY. The City of Auburn issues cellular phones to allow efficient and cost-
effective execution of City business. All City use cellular phones and services will be
acquired and/or approved by the Information Technology Department.
The City of Auburn audits all City-provided cellular phone services (voice minutes used,
text messages sent/received, and data service use) which include a review of the monthly
billing by the individual’s supervisor.
Most wireless transmissions are not secure. Therefore, individuals using wireless
services should use discretion in relaying confidential information. Reasonable
precautions should be made to prevent equipment theft and vandalism to City-issued
cellular phones.
Cellular phone use by a driver of City-owned vehicles or by a driver of a privately owned
or leased/rented vehicle, when driving to or from City business, is prohibited unless
“hands-free” is used.
When using a cell phone in a “hands-free mode” dialing of the phone shall only be done
when the vehicle is stopped or through the use of voice activated commands. Texting
while driving a vehicle is prohibited.
PERSONAL USE OF CITY-PROVIDED CELLULAR PHONES. City-provided cellular
phone use is billed on a time-used basis and intended for City business only. Emergency
personal use should be limited to 3 minutes or less.
11. CITY OWNED VEHICLES, EQUIPMENT
City Policy Reference 200-11
PURPOSE
To establish a policy regarding personal use of City owned vehicles, equipment and materials.
POLICY
City owned vehicles, equipment, materials, or services for personal convenience or profit is
prohibited. Use is to be restricted to such services as are available to the public generally, for the
authorized conduct of official business, and for such purposes and under such conditions as are
directed by administrative order of the chief executive officer of the City (Mayor).
DEFINITIONS
Vehicles: Automobiles, vans, trucks, tractors and other specialty vehicles
Equipment: Telephones, computers, copy machines, fax machines, or other office equipment
provided for the accomplishment of clerical tasks; tools and equipment used to repair facilities,
grounds, and vehicles; and/or any other type of city owned property.
Materials: Paper, pens, other desk and office supplies; items such as fertilizer, cleaner, pesticide,
etc., used in grounds and facilities maintenance; and operational supplies used to repair, clean or
fuel equipment.
Services: Any service provided by the City in the performance of its municipal responsibilities.
PROCEDURE
City Mail Room: The City mail room will not accept personal packages from City personnel to
be mailed or packages of a personal nature mailed to City personnel at the City address. The
mail room is very busy with business related mail distribution and other responsibilities.
Personal letters that are self-stamped and sealed will be accepted and mailed by the City mail
room. However, the City will not be responsible if a letter is not delivered to the recipient.
12. USE OF PERSONAL VEHICLES
City Policy Reference 200-17
PURPOSE
To document the policy for the use of personal vehicles for official city business.
POLICY
The City encourages City personnel to use city-owned vehicles for official city business;
however, the use of personal vehicles is allowed per the following guidelines:
1. LIABILITY INSURANCE. Those who use personal vehicles for city business
must purchase and maintain auto liability insurance that meets or exceeds the
state’s minimum requirements for bodily injury and property damage and must
keep a copy of proof of insurance in their vehicle at all times. In the event of an
accident the individual’s personal auto insurance provides the primary coverage,
and the City’s liability insurance provides coverage in excess of that policy. The
City does not provide collision or comprehensive insurance coverage for personal
vehicles even when used for official city business. In some cases an individual’s
insurance company may require a special endorsement for business use; therefore,
those individuals should contact their insurance agent to determine if special
coverage is required.
2. DRIVING UNDER THE INFLUENCE OF DRUGS AND ALCOHOL. Driving
any vehicle on city business during or after consumption or drugs, alcohol or
prescription medication that affect driving ability is strictly prohibited per the
City’s Alcohol and Drug Free Work Environment Polic.
3. COMPENSATION FOR BUSINESS USE OF PERSONAL VEHICLES. The
City will compensate City personnel who use personal vehicles for official City
business on a per mile basis at the current standard mileage rate established by the
Federal Government. To receive compensation for local mileage, City personnel
must submit a Travel Authorization and Explain Claim form per the City’s Travel
Authorization & Reimbursement for Business-Related Travel Expenses Policy.
13. WORKPLACE INSPECTIONS
City Policy Reference 200-33
PURPOSE
The City of Auburn has a responsibility to ensure a safe workplace and conduct any related
investigations in a timely and thorough manner. For these, and any other reason the City
determines appropriate and necessary, the City has a right to conduct random and unannounced
inspections workspaces.
POLICY
The City provides equipment, furniture/lockers, vehicles, materials and other items for the use by
City personnel in their conduct of official City business. The City does not assume responsibility
for any theft or damage to any personal belongings occurring within the workplace.
The City of Auburn retains the right to conduct random and unannounced inspections of
workspaces.
14. WORKPLACE HEALTH AND SAFETY
City Policy Reference 300-01
PURPOSE
To document the City of Auburn’s policy on workplace health and safety.
POLICY
The City of Auburn takes the health and safety of its workforce seriously and will comply with
all applicable federal, state and local health and safety regulations to provide a work environment
free from recognized hazards likely to cause injury, illness or death.
15. ID BADGES
City Policy Reference 200-38
PURPOSE
To establish the City’s policy on City personnel identification and building access badges.
POLICY
The City utilizes a keyless entry ID Badge Access system for entry to most City building.
Building access assignments are made by Human Resources based on position, assigned
responsibilities and individual building policies. Overside of badge access systems management
is a collaborative effort involving Human Resources, Facilities and Information & Technology.
The City will issue photo identification access badges to all elected officials, full-time, part-time
and non-benefitted employees. Volunteers will receive non-photo identification/building access
badges, unless they are volunteering in the Police Department or Emergency Management
Division, in which case they will receive a photo identification/building access badge.
16. DRESS FOR YOUR DAY
City Policy Reference 200-39
PURPOSE
The policy articulates the City’s “Dress for Your Day” philosophy and provides a flexible and
reasonable dress standard for all. This policy is to support a work environment that is
comfortable and inclusive for all City personnel.
Ultimately, the racially, gender, religiously, and politically inclusive business casual dress code
aims to balance individual expression, professionalism, and safety requirements, fostering an
environment where all feel valued, respected, and able to perform their duties effectively.
POLICY - DRESS FOR YOUR DAY
1. The City’s “Dress for your Day” philosophy encourages individuality and personal
discretion by allowing individuals to tailor their clothing choices to the day-to-day
demands of their role and the work that they perform. Individuals should consider their
day’s schedule, tasks being performed, and the people with whom they’ll have
interaction.
2. Good judgment should always be applied when making decisions on workday attire.
Dress for Your Day embodies the basic sentiment that the City trusts individuals to know
how to exercise good judgment in choosing clothing for the workday. This philosophy is
intended to reinforce that trust.
3. General Expectations. To provide guidance, some minimum standards are outlined
below.
a. Casual is the default dress code. Casual is defined as all shirts with collars,
crewneck or v-neck shirts, blouses, and golf and polo shirts. Casual slacks and
trousers, jeans without holes, etc. Dresses/skirts that are mid-thigh or longer,
except for safety sensitive positions prohibited by the Department of Labor &
Industries. Clean, athletic shoes, casual slip-on or tie shoes and dress sandals.
b. Business attire may be necessary for meetings with elected officials, community
members or customers, colleagues or networking opportunities. Business attire is
defined as all shirts with collars, blouses, and golf and polo shirts. Slacks and
trousers. Dresses/skirts that are mid-thigh or longer. Slip on or tie shoes, dress
sandals and clean athletic shoes.
c. Attire and appearance should be clean and appropriate to the workday.
d. Hats should have the City of Auburn logo to aid in identification when serving the
public.
4. Inappropriate Attire. It would be impossible to provide an exhaustive list of what is or is
not acceptable when it comes to appropriate attire. That said, below are some examples of
inappropriate or unprofessional attire. This list is not intended to be exhaustive.
a. Garments that are dirty, ripped, extremely worn or threadbare.
b. Attire printed with social movements, counter movement, or political affiliations.
c. Sleepwear, including slippers.
d. Beachwear, including flip-flops, swimwear and shorts.
e. Shirt or blouse that ends above the waist, exposing a midriff section.
f. Exercise gear is generally not appropriate but may be worn when participating in
wellness, recreation or City-based activities.
g. Applying the Dress for Your Day standard, beach wear and/or exercise gear
would be reasonable attire for parks/recreation staff.
h. Heavily scented lotions, perfumes, colognes should be generally avoided, as some
people have scent allergies and sensitivities. Where specific disability
accommodations have been put in place, use of such products may be formally
restricted.
17. PUBLIC RECORDS REQUESTS
City Policy Reference 400-03
PURPOSE
To establish the procedures the City of Auburn (“City”) will follow in order to provide full
access to public records. These rules provide information to persons wishing to request access to
public records of the City and establish processes for both requestors and the City staff.
POLICY
RCW 42.56.070 (1) requires each agency to make available for inspection and copying
nonexempt “public records” in accordance with published rules. The act defines “public record”
to include any “writing containing information relating to the conduct of government or the
performance of any governmental or proprietary function prepared, owned, used, or retained” by
the agency.
RCW 42.56.070(2) requires each agency to set forth “for informational purposes” every law, in
addition to the Public Records Act, that exempts or prohibits the disclosure of public records
held by that agency. The City adopts by reference the list of exemptions found in Appendix C of
the Public Records Act for Washington Cities, Counties, and Special Purpose Districts published
by Municipal Research & Service Center, last update March 2019, as that list may be amended.
In accordance with RCW 42.56.070(4)(a), the City finds that the City is comprised of multiple
departments, which maintain separate databases and document management systems. The City
further concludes that because of the multiple locations, formats, and storage systems, it is
unduly burdensome to main an all-inclusive index of public records. Therefore, the City does
not maintain an all-inclusive index of public records.
18. ELECTRONIC SIGNATURES
City Policy Reference 400-04
PURPOSE AND ADMINISTRATION
To establish an electronic signature policy for the City.
This policy may be modified, rescinded, or replaced at any time by the City Attorney.
POLICY
The City recognizes electronic signatures as legally binding and equivalent in force and effect as
an original handwritten signature and authorizes the use of an electronic signature platform to
affix signatures to City records as provided in this policy. Electronic signatures may be affixed
to all records not legally required to have an original handwritten signature, including but not
limited to, meeting minutes, resolutions, ordinances, engineering records, and any and all leases,
contracts, and agreements to which the City is a signatory.
Electronic signatures may be used on City records requiring execution by a third party.
Electronic signatures cannot be applied using another employee’s name. Records signed by a
designee on behalf of the Mayor, City Clerk, City Attorney, City Engineer, Engineer of Record
or Department Director shall use the designee’s own electronic signature.
If an electronic signature is used for interstate transactions or for documents required by the U.S.
Federal government, the electronic signature shall comply with the requirements of the
Electronic Signatures in Global and Electronic Commerce Act. This policy in no way affects the
City’s ability to conduct a transaction using a physical medium and shall not be construed as a
prohibition on the use of original handwritten signatures.
19. PETITIONS AND SIGNATURE DRIVES AT CITY HALL
City Policy Reference 500-1
PURPOSE
It is the purpose and intent of this policy to make available at City Hall and other public facilities
of the City access to and an opportunity for exchange of information. There are occasions when
public service projects and matters of community interest would warrant the use of City Hall and
other City facilities. Among the methods that information may be gathered and shared are
petitions and signature drives. However, state law (RCW 42.17.130) provides strict limitations
on the use of public facilities for political campaigns, ballot measures and elections matters.
Accordingly, the accessibility and availability of City Hall and other City facilities for petitions
and signature drives related to political campaigns, ballot measures and elections matters must be
curtailed in accordance with state law. Therefore, in order to provide for distinction between
those petitions and signature drives that are election related and those that are community
oriented but unrelated to election matters, a policy should be implemented.
POLICY
Whenever proponents of a petition or signature drive wish to solicit signatures and have petitions
available for signature at City Hall and other City facilities, the Community Development
Director shall screen the petitions and signature drives to assess whether they have any
relationship to any political campaigns, ballot measures or election matters.
1. If the Community Development Director determines that the signature drive or petition is
related to any ballot measure, election or candidacy, it shall be denied permission to
utilize City Hall or other City facilities.
2. If the Community Development Director determines that the petition or signature drive is
unrelated to any political campaigns, ballot measures or elections matters, the
Community Development Director shall then assess whether the petition or signature
drive is community oriented or directed to issues and matters objectively beneficial to the
City.
3. If the Community Development Director determines that the signature drive or petition is
not community oriented or directed to issues and matters objectively beneficial to the
City, it shall be denied permission to utilize City Hall or other City facilities.
4. On the other hand, if the Community Development Director determines that the signature
drive or petition is community oriented or directed to issues and matters objectively
beneficial to the City, it may be granted permission to utilize City Hall or other City
facilities, subject to reasonable space and access considerations.
5. In considering whether the signature drive or petition is community oriented and/or
directed to issues and matters objectively beneficial to the City, the Community
Development Director shall consider whether it meets or promotes a legitimate
municipal/governmental purpose and whether it does so in a way that is fair and
responsible.
20. OBSTRUCTION OF ACCESS TO CITY FACILITIES
City Policy Reference 500-2
PURPOSE
To establish a policy that bans use of entry-plaza areas around City Hall, as well as use of other
City facilities for purposes different than those for which they were intended, or which interferes
with or which could interfere with the intended uses.
POLICY
People are prohibited and prevented from any use of City facilities that interferes with the
purposes for which the City facilities were intended, or which interferes with or obstructs safe,
clean access to City facilities. This includes, but is not limited to use of bicycles, scooters,
skates, skateboards and similar vehicles in the entry-plaza areas around City Hall.
21. TRAVEL AUTHORIZATION
City Policy Reference 100-11
RCW 42.24
Auburn Municipal Code 2.54
PURPOSE
To provide Councilmembers who incur authorized travel, subsistence, registration and related
expenses while on City business, reasonable and timely mechanisms for reimbursement and/or
the advancement of such necessary expenditures.
It is also recognized that City payment of business-related food and beverage for non-travel
purposes will be incurred by Councilmembers wherein reimbursement will be provided. This
policy also served to provide guidelines by which to determine whether or not expenditure by a
Councilmember may be reimbursable to that Councilmember, and by which to determine
refreshments and related costs served or made available at meetings involving volunteers and
other quasi-employees are legitimate City expenditures.
POLICY
The City will pay reasonable and necessary expenses incurred by Councilmembers while
conducting authorized City business. When incurring such expenses, Councilmembers must be
sensitive to public expectations as to the use of public moneys and the need to use good
judgment. The City will not pay ineligible expenses such as alcoholic drinks, expenses incurred
by a spouse or another person, and first-class travel, nor will the City pay expenses judged
excessive, extravagant, unnecessary or unreasonable.
It shall be the policy of the City to allow attendance and participation of City elected and
appointed officials, employees, members of boards, and commissions at meetings and
conventions when such participation is determined to be in the public interest. It shall be
understood that all subsistence rates, allowances and payments provided to City
employees/officials through the implementation of this policy shall only be paid when such
employee or official is engaged in duly authorized City business and not for any other purposes.
22. USE OF CITY CREDIT CARDS
City Policy Reference 100-12
RCW 43.09.2855
Auburn Municipal Code 3.10.020
PURPOSE
1.1 To establish a policy and procedure related to the distribution, authorization, control and use
of City credit cards.
1.2 To establish credit limits and payment of bills related to City credit cards.
POLICY
The City of Auburn finds that the use of credits cards is a customary and economical business
practice to improve cash management, reduce costs and increase efficiency.
Use of Credit Cards shall be limited to the following:
- Extraordinary and/or emergency type circumstances;
- Advance payment for budgeted and authorized training classes/ seminars;
- Advance payment for budgeted and authorized purchases made via the internet;
- Budgeted, approved. travel including costs associated with such travel (advance payment
of airline fares, lodging, registration fees, and tuition);
- Non -travel status meals (see receipt requirement in section 5. 4);
- Travel status meals limited to the. Per Diem rate (see requirements in section 5. 4).
- See also the Travel. Authorization & Reimbursement for Business - Related Travel.
Expenses policy, No. 100- 11.
All credit card receipts must be itemized or have an itemized receipt accompanying them. Meal
receipts shall include a detail of food and beverages served. Meals purchased in travel status will
be limited to per diem amounts. If the per diem rate is exceeded, the card user must reimburse
the City.
Personal charges to City credit cards are not allowed under any circumstance
Disallowed charges, or charges not properly identified, will be paid by the card user before the
charge card billing is due. Failure to do so will render the card user personally liable for the
unpaid amount, plus interest and/ or any fees at the rate charged by the bank that issued the card.
Cash advances on all City credit cards are prohibited.
23. PURCHASING CARDS
City Policy Reference 100-15
PURPOSE
To establish policies and procedures for employees regarding the use of purchasing cards to
procure goods or services for official City business purposes.
POLICY
It is the policy of the City of Auburn to authorize cardholders to make purchases using a City of
Auburn purchasing card. Use of purchasing cards will reduce costs associated with processing
invoices and purchase orders by departments and accounts payable and maintain good business
relations with suppliers through prompt payments.
Authorized cardholders are responsible for becoming knowledgeable with proper use of the card,
authorized expenditures, and the documentation requirements. Authorized cardholders are to use
the cards only for official City business.
All purchasing cards will be issued to the City of Auburn in the name of the authorized
cardholder. The purchasing card must be maintained on person or otherwise secured in a manner
to maintain control of the card. For safety purposes the authorized cardholder' s identification or
social security number is not associated with the card.
Purchasing Card Program Cardholder Responsibilities:
1. Be accountable and responsible for the purchasing card in his/ her name at all times.
2. Use the purchasing card for official City business only and not personal use or cash
advances. The Purchasing Card Agreement between the cardholder and the City
must be completed and signed by the cardholder and Pcard Program
Administrator (Finance A/ P) before the purchasing card will be issued. The
Purchasing Card Agreement and its terms are incorporated as part of this policy.
3. Obtain and retain original receipts, packing slips, and shipping documents for each
purchase made with the purchasing card. A monthly report will be provided by
the cardholder.
4. Reconcile, or arrange for the reconciliation of, the purchasing card monthly report/
statement. Confirm that original receipts documenting all transactions on the
report are supportable as appropriate City expenditures are attached to the report.
Have the monthly report reviewed and approved according to internal department
policies and submitted to the Finance Department by the appropriate due dates.
Include appropriate additional documentation when consistent with other City
policies (i. e., travel authorization forms).
5. All purchasing card purchases must comply with the City of Auburn Purchasing and
Travel policies and procedures. The purchasing card is not to be used as a
substitute for contracts.
6. The use of the purchasing card does not relieve the cardholder from complying with
other State, City, and department policies and procedures. The purchasing card is
not intended to replace effective procurement planning, which can result in
quantity discounts, a reduced number of trips, and more efficient use of City
resources.
7. The authorized cardholder is the only person entitled to use the purchasing card that
has their name on the face of the card. Purchasing cards should be treated with
extreme care in the same manner as a personal credit card. The cardholder is
responsible for reporting a lost or stolen card immediately to their supervisor and
Purchasing Card Program Administrator (Finance A/P).
DEFINITIONS:
AUTHORIZED CARDHOLDERS. The Mayor, City Council members, and authorized full or
part-time regular City employees are eligible to use purchasing cards. Temporary employees are
not authorized to use purchasing cards.
PURCHASING CARDS. Will be a credit card with a Visa logo issued from the bank or
procurement card program of the City’s choice.
Track Changes
Accepted
RULES OF PROCEDURE OF THE CITY COUNCIL OF
THE CITY OF AUBURN, WASHINGTON
TABLE OF CONTENTS
SECTION 1 AUTHORITY 2
SECTION 2 COUNCIL MEETINGS 2
SECTION 3 ORDER OF BUSINESS FOR REGULAR COUNCIL MEETING AGENDA5
SECTION 4 COUNCILMEMBER ATTENDANCE AT MEETINGS 9
SECTION 5 PRESIDING OFFICER - DUTIES 10
SECTION 6 COUNCILMEMBERS 11
SECTION 7 DEBATES 12
SECTION 8 PARLIAMENTARY PROCEDURES AND MOTIONS 13
SECTION 9 VOTING 15
SECTION 10 COMMENTS, CONCERNS AND TESTIMONY TO COUNCIL 16
SECTION 11 PUBLIC HEARINGS AND APPEALS 17
SECTION 12 DEPUTY MAYOR SELECTION PROCESS 18
SECTION 13 COUNCIL POSITION VACANCY 21
SECTION 14 COUNCIL MEETING STAFFING 24
SECTION 15 COUNCIL RELATIONS WITH STAFF 24
SECTION 16 COUNCIL STUDY SESSIONS, COMMITTEES AND CITIZEN
ADVISORY BOARDS 25
SECTION 17 COUNCIL REPRESENTATION AND INTERNAL COMMUNICATION 30
SECTION 18 TRAVEL AUTHORIZATION 26
SECTION 19 CONFIDENTIALITY 37
SECTION 20 ENFORCEMENT OF RULES OF PROCEDURE 37
SECTION 21 COUNCIL COMMITMENT 37
Page 2
RULES OF PROCEDURE OF THE CITY COUNCIL OF
THE CITY OF AUBURN, WASHINGTON
SECTION 1
AUTHORITY
Pursuant to RCW 35A.12.120, the Auburn City Council establishes the following rules for
the conduct of Council meetings, proceedings, business, and the maintenance of order.
These rules shall be in effect on adoption by resolution of Council and until they are
amended, or new rules are adopted. 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, both in person and virtually, any meeting of this body, except as
provided in RCW Chapter 42.30. The City Clerk 1 is responsible for preparing agendas for
all City Council meetings.2
The City Clerk 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. Regular Meetings of the City Council shall be held at 7:00 p.m.
on the first and third Mondays of every month in the City Hall Council Chambers
located at 25 West Main Street, Auburn, Washington.3
A. 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.
B. 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 Council shall be by position number, beginning with the lowest number from
right to left as viewed from behind the dais, except for the position of the Deputy
Mayor, which shall be as provided above.
1The City Clerk may delegate any of the duties in these Rules to staff.
2ACC 2.03.100
3ACC 2.06.010(A), 2.06.020
Page 3
[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. Study Sessions of the City Council shall be held at 5:30 p.m. 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
A. 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.
B. Study Sessions seating arrangement shall be located in the floor space
directly in front of the dais, unless there is a public health emergency in
effect. The table layout for Council, presenters, and speakers shall be done
in such a way as to provide for maximum visibility of all attendees. The
Deputy Mayor and the Special Focus Area Chairperson for the scheduled
focus area, as set out by the agenda, shall be at a designated head table.
No particular seating arrangement shall be required for other members of
the Council, or for the Mayor, for Study Sessions.
C. The Council shall not take final action at a Study Session. For purposes of
this rule, “final action” by the Council means a collective positive or negative
decision, or an actual vote on a motion, proposal, resolution, order, or
ordinance.5 Procedural parliamentary motions are not considered final
action.
2.3 Special Meetings. 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. Meeting notices shall be delivered by reasonable methods. Those
methods can include email notification in addition to notice on the agency’s website
and principal location. The City Clerk shall provide the written notices. No 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 that meeting has
been given by notice to the local press, radio, and television that is reasonably
calculated to inform the city's inhabitants of the meeting.6
[See ACC 2.06.040 (1957 code § 1.04.070).]
2.4 Emergency Meetings. Emergency Meetings may be called by the Mayor or
Presiding Officer in case of an emergency. Meeting site notice requirements do not
apply.
4 ACC 2.06.010(B), 2.06.020
5 RCW 42.30.020(2)
6 ACC 2.06.040; RCW 35A.12.110
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In the event of an emergency, Council may vote on emergency expenditures
pursuant to RCW 35A.34.140 and 35A.34.150.
2.5 Closed or Executive Sessions. A Council meeting that is closed to the public.
Council, the Mayor, City Attorney, and authorized staff members and/or consultants
may attend.
Closed and Executive Sessions may be held during Regular Meetings, Study
Session Meetings, and Special Meetings of the City Council, and will be announced
by the Presiding Officer. Closed and Executive Session subjects are limited to
considering those matters permitted by State law.7
2.6 Council Retreat. Council will coordinate with the Mayor and key staff to strive to
hold an annual retreat in the first or second quarter of each calendar year.
2.6.1 Pre-Retreat Preparation. The Deputy Mayor will work with
Councilmembers in either 1:1 meetings or a collaborative Council Study Session
meeting to discuss and establish the retreat agenda, format, and necessary
logistics, including facilitation. The Mayor and the Chief Administrative Officer may
offer recommendations for retreat topics. Any staffing or logistics desired for the
retreat must be approved by and coordinated through the Mayor.
2.6.2 Retreat Agenda and Agenda Packet. Once Council has approved the final
retreat agenda, the City Clerk shall publish and distribute it to all Councilmembers,
the Mayor, and key staff no later than two (2) weeks prior to the scheduled retreat.
The City Clerk will prepare and distribute the retreat agenda packet to
Councilmembers one (1) week prior to the scheduled retreat to facilitate Council
review and preparation.
2.6.3 Retreat Facilitation. Council retreats shall take place within the city of
Auburn and may be facilitated by the Deputy Mayor, a key staff member, or a third-
party facilitator.
2.6.4 Post-Retreat Follow-Up. The Council may request periodic updates from
the Mayor on Council goals and priorities established at the retreat.
2.7 Council Listening Sessions. The Council may conduct community listening
sessions as desired and by majority vote of the Council; however, any staffing or
logistics desired for such listening sessions must first be approved by and
coordinated through the Mayor. The purpose of these meetings will be to provide
a forum to hear from the community on topics of interest. The community listening
sessions may be held at various locations throughout the City, and may be
facilitated by the Mayor, the Deputy Mayor, a member of staff, or a third-party
facilitator. For OPMA purposes, these meetings shall be considered Special
7 RCW 42.30.110(1), 42.30.140
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Meetings of the Council and shall be coordinated with the Mayor, City Attorney, and
City Clerk.
2.8 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 in the absence of both, by the Presiding Officer or by a majority
vote of the City Council, and proper notice given by the City Clerk.
2.9 Quorum. Four (4) or more Councilmembers will constitute a quorum for the
transaction of business.
SECTION 3
ORDER OF BUSINESS FOR
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 5:00pm on the Wednesday 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 their designee, provided the approval shall be
exercised in a manner consistent with ACC 2.03.100. A final agenda will then be prepared
by the City Clerk and distributed to Councilmembers as the official agenda for the meeting.
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. Land Acknowledgement. The Mayor shall make a land acknowledgement.
C. Public Participation. This is the place in the agenda where the public is
informed on how to participate in the public meeting and/or instructed on the
available options to view the public meeting.
D. Pledge of Allegiance. The Mayor, Councilmembers and, at times, invited
guests will lead the Pledge of Allegiance.
E. Roll Call. The City Clerk will call the roll.
F. 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.
G. 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.
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H. Agenda Modifications. Changes to the Council’s published agenda are
announced at this time.
I. Public Hearings and Appeals. Individuals may comment on public hearing
and appeal items by submitting written comments to the City Clerk in
advance of the public hearing or by participating in the forum designated by
the public hearing notice. 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. 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.
J. Public Comment. Members of the public may comment on any matter
related to City business under the Public Comment portion of the meeting
agenda. Section 10 of these Rules sets forth the procedures for receiving
public comments.
K. Correspondence.
L. Council Ad Hoc Committee Reports. Council Ad Hoc Committee Chairs,
or designee, 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.
M. 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. The Chair for a Special Focus
Area may speak to any of the items on the Consent Agenda that are relevant
to the Special Focus Area that they are assigned.
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.
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N. Unfinished Business. Unfinished business of a general nature that was
considered by Council at a previous business meeting.
O. 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. Councilmembers
are required to provide the Mayor and Deputy Mayor information regarding
the topic of any new business 48 hours prior to the Council meeting.
Councilmembers may raise issues of interest for future study as needs may
arise and the Mayor and Deputy Mayor shall coordinate a future Study
Session date for consideration.
P. Ordinances.
1. All ordinances shall be in writing. Titles may be read aloud before the
ordinance is voted on. Any Councilmember may request a full reading
of the text of a proposed ordinance before the vote on its adoption.
The request for a full reading of an ordinance does not need to be
voted on. However, the 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. Before any ordinance is considered for adoption by the City Council,
the ordinance shall be included on a Study Session agenda. Council
may waive this rule.
After a motion to adopt an ordinance has been made and seconded, the
Councilmember making the motion is encouraged to give a brief description
of the issues involved with the ordinance, without simply repeating the
ordinance title, 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 before
the vote on an ordinance. Councilmembers may 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 vote of at least a majority of the whole
membership of the Council. In the event of a public emergency, an ordinance
may be made effective on adoption, instead of after five days after
publication, with a majority vote plus one of the whole Council. A public
emergency ordinance is one designated to protect public health and safety,
public property, or public peace.
Q. Resolutions. All resolutions shall be in writing. Titles may be read aloud
before the resolution is voted on. Any Councilmember may request a full
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reading of the text of a proposed resolution prior to the vote on its passage.
The request for a full reading of a resolution does not need to be voted on.
However, the 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 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 title, and the Councilmember may choose to comment on any
results of Council discussion or action regarding the issue.
Discussion and debate by the City Council on resolutions will be held
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.
R. Mayor and Councilmember Reports. The Mayor and Councilmembers
may report on their activities related to federal, state, regional, City, and local
organizations for which they are members in their official capacity as elected
officials. Reports shall regard those activities and events that have occurred
since the last Regular Meeting and that have an important and direct impact
or benefit to the City. The Mayor and Councilmembers shall limit their reports
to not more than three (3) minutes, with sensitivity to avoiding duplicate
reporting.
S. Adjournment.
3.2 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.
3.3 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. On a motion by any member and majority
vote, the City Council may suspend the rules to add an item (e.g., under New
Business) or to allow an item on the agenda to be considered at a different
order or placement in the agenda, or to be referred to an upcoming Study
Session agenda (See Rules 2.2 and 16.1).
Page 9
B. Adjustment of Agenda by Presiding Officer. The Presiding Officer may
adjust the order of items on the agenda or add items to the agenda, if agreed
upon by the Mayor and the Deputy Mayor, subject to being overruled by a
majority vote of the Council.
SECTION 4
COUNCILMEMBER ATTENDANCE AT MEETINGS
4.1 Council Meetings.
A. Councilmembers shall attend all scheduled meetings, including committee
meetings.
A Councilmember will be excused from a meeting if they have submitted a
request in advance of the meeting. Written requests should be submitted 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. Excessive, continued, or prolonged absences may be
addressed by the City Council on a case-by-case basis.
Councilmembers shall send their email communication regarding their
absence or anticipated late arrival to Council meetings or committees to the
CouncilAlerts@auburnwa.gov email address.
[See ACC 2.06.050 and RCW 35A.12.060]
B. Councilmembers may participate remotely at Council meetings via
telephone, video conference, or other approved electronic means with
notification to the Mayor, Deputy Mayor, and designated City staff prior to
noon on the day of the meeting. If a Councilmember appears remotely for a
Council meeting, the Councilmember will use the City of Auburn approved
virtual background. Technical circumstances shall be considered as to the
acceptability of remote attendance. Council prefers in-person attendance
when possible.
C. Remote attendance of the entire council may be permissible when and if a
declaration of emergency is declared locally, regionally, statewide, and/or
nationally that would prohibit in person attendance by Councilmembers. The
Mayor shall direct remote attendance of the Council as necessary and when
it is in the interest of the City to conduct Council business.
[See ACC 2.06.050 and RCW 35A.12.060]
4.2 Study Sessions.
A. Councilmembers shall attend all Study Sessions.
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A Councilmember will be excused from a meeting if they have submitted a
request pursuant to section 4.1A of these rules, in advance of the meeting.
Written requests should be submitted 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. Excessive,
continued, or prolonged absences may be addressed by the City Council on
a case-by-case basis.
[See ACC 2.06.050 and RCW 35A.12.060]
B. Councilmembers may participate remotely at Study Sessions under the
same protocol set forth in Section 4.1B-C.
4.3. Ad Hoc Council Committee Meetings. 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, unexcused absences from any Regular or Special meetings, or Ad Hoc
Committee meetings, is a violation of these Rules of Procedure.
4.4 Use of Cell Phones Prohibited. At all meetings of the City Council,
Councilmembers may use their City cell phones to log into their electronic devices.
All cell phones must remain on silent for the duration of the meeting. Personal
communication devices may only be used in the event of an emergency.
Councilmembers shall not send, receive, read or post e-mails, texts, or social media
posts during meetings of the Council.
4.5 Deportment. To the extent feasible, Councilmembers shall utilize language
appropriate to the seriousness of the public legislative matters at hand.
Councilmembers shall address their remarks to the Presiding Officer and shall
address elected officials and staff by their title or other method that uses their last
name rather than first name, e.g., “Mayor [surname],” “Deputy Mayor [surname],
“Councilmember [surname]” “Chief [surname],” or “Director [surname],” as
applicable. The purpose of this approach is to ensure that the City Clerk can
create accurate meeting minutes. Councilmembers shall refrain from side
conversations with other individual Councilmembers. Councilmembers shall also
refrain from inappropriate or derogatory body language, comments, or any other
actions that detract from the deportment of the City Council.
Page 11
SECTION 5
PRESIDING OFFICER - DUTIES
5.1 Conduct of Meetings.
A. The Mayor will preside over all Regular Meetings, Special Meetings, and
Emergency Meetings of the Council. If the Mayor is absent, the Deputy
Mayor will preside. If both the Mayor and Deputy Mayor are absent, the Chair
of Municipal Service Special Focus Area or Chair of the Finance and Internal
Services Special Focus Area (in that order) will preside.
B. The Deputy Mayor will preside over Council Study Sessions, other than those
portions for which Special Focus Areas are scheduled, in which case the Chair
of the Special Focus Area will preside. 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 Special Focus Area Vice Chair will preside.
C. The Mayor is encouraged to attend Study Sessions.
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 interrupts
the meeting after having been warned to cease the interruptive 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. May affix approximate time limits for each agenda item.
SECTION 6
COUNCILMEMBERS
6.1 Remarks. Councilmembers who wish to speak shall address the Presiding
Officer and, when recognized, shall limit their comments to questions under
consideration.
6.2 Questioning. Any member of the Council, and the Mayor, shall have the right to
question any individual, including members of the staff, on matters related to the
issue properly before the Council for discussion.
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
Page 12
City and of the community. Councilmembers shall also interact with other members
of the City Council, the Mayor, and City staff in ways that promote effective local
government.
6.4 Council Training. Councilmembers are encouraged to participate in training
offered by individuals, agencies, entities, and organizations including, but not
limited to, the Association of Washington Cities (AWC), Municipal Research and
Services Center (MRSC), Jurassic Parliament, and the State of Washington. This
includes initial orientation after taking office, and other required or recommended
training.
6.4.1 Resources provided to each Council member shall include: 1) a
current copy of the “Mayor and Councilmember Handbook”
produced by AWC and MRSC;2) a current copy of “Mastering
Council Meetings: A Guidebook for Elected Officials and Local
Governments” from Jurassic Parliament; and 3) a current version of
the City Council Rules of Procedure.
6.4.2 Councilmembers are encouraged to complete training within the
first year of joining Council. Councilmembers will be provided
required OPMA and PRA and other recommended trainings.
6.4.3 Training should include:
o Elected Officials Essentials Workshop from AWC
o NeoGov Training as assigned by Auburn’s HR Department
o An overview of each Department presented by the respective
department’s Director and/or that Director’s delegate
o A review of Council process for submitting New Business
provided by the Deputy Mayor
o A review on the process for submitting materials for the
Council packet provided by the City Clerk
o City of Auburn and associated Facility Tours
o White River Valley Museum New Hire Tour
o Annual Police Ride-Along
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, and to attend community, regional, and state events.
Councilmembers who have confirmed their intent to attend are expected to arrange
their appearance in order to avoid unnecessary expenditure of City funds.
6.6 Code of Conduct. Councilmembers shall be subject to the policies in Exhibit A of
these Rules as they currently exist or are modified in the future. Unless otherwise
stated in these Rules, the terms, provisions, and conditions set forth in the Polices
Page 13
are hereby incorporated into these Rules. Any violation of these policies, as
determined by the City Council, shall be subject to section 20.1 of these Rules.
SECTION 7
DEBATES
7.1 Speaking to the Motion. No member of the Council, 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 the Presiding Officer, shall interrupt or
argue with any other member while such member has the floor, other than the
Presiding Officer’s duty to preserve order during meetings as provided in Section
5.2.A of these rules.
7.3 Courtesy. Members of the Council 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 make derogatory remarks or
insinuations with 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 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.
SECTION 8
PARLIAMENTARY PROCEDURES AND MOTIONS
8.1 Unless specifically provided in 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.
Page 14
8.3 A motion that receives a tie vote fails. The Mayor, as Presiding Official, shall be
allowed to vote to break a tie vote, except where prohibited by law.
8.4 Motions shall be stated in the affirmative. For example, “I move to approve” as
opposed to “I move to reject.” Councilmembers shall be clear and concise and not
include arguments for the motion within the motion.
8.5 After a motion has been made and seconded, the Councilmembers may discuss
their opinions on the issue prior to the vote. A motion and second is not an
indication by a Councilmember that they support the action. The motion and second
enables discussion and debate in advance of a formal vote.
8.6 If any Councilmember wishes to abstain from a vote on a motion that
Councilmember shall so advise the City Council, shall remove and absent
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 identifies a need to abstain. A
Councilmember may confer with the City Attorney to determine whether the
Councilmember is required to abstain.
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 effectively removes the item
without a time certain. A motion to table to a time certain will be considered a motion
to postpone as identified in Section 8.8. To remove an item from the table 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 at a time certain at a future
Regular or Special City Council meeting. To remove an item from postponement in
advance of the time certain requires a two-thirds’ majority vote.
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.
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 motions to adjourn, lay on the table (table),
roll call vote, point of order, reconsideration, and take from the table.
Page 15
8.13 A point of order can be raised by any member of the governing body. A member of
the governing body can appeal the Chair’s ruling. An appeal must be immediate
and must be seconded. The Chair will then explain the ruling. The members of the
governing body can debate the matter; each member may speak once. The
members of the governing body will then make a decision on the appeal by a
majority vote.
8.14 Amendments are voted on first, then the main motion as amended (if the
amendment received an affirmative vote).
8.15 Debate of the motion only occurs after the motion has been moved and seconded.
8.16 The presiding officer, City Attorney, or City Clerk should repeat the motion prior to
voting.
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 debate prior 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 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.
SECTION 9
VOTING
9.1 Voice vote. A generalized verbal indication by the Council as a whole of “aye or
yes” or “nay or no” 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 except where a Councilmember abstains
because of a stated conflict of interest or appearance of fairness issue.
If there is uncertainty as to the outcome of a voice vote, the Presiding Officer or any
Councilmember may ask for a raise of hands for the ayes or nays.
Page 16
9.2 Roll Call Vote. A roll call vote may be requested by the Presiding Officer or by any
Councilmember. The City Clerk shall conduct the roll call vote.
9.3 Abstentions. It is the responsibility of each Councilmember to vote when requested
on a matter before the full Council. 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.
SECTION 10
COMMENTS, CONCERNS AND TESTIMONY TO COUNCIL
10.1 Persons or groups specifically scheduled on a Council Meeting Agenda may
address the Council in accordance with the speaking times included on the agenda.
Groups desiring to be scheduled for presentations on a Council Meeting Agenda
shall coordinate through the City Clerk.
10.2 Persons or groups that are not specifically scheduled on the agenda may address
the council by filling out a speaker sign-in sheet (available at the City Clerk’s desk
or at a designated location within the Council Chambers), and (when recognized by
the Presiding Officer) stepping up to the podium and giving their name and city of
residence for the record.
Unscheduled public comments to the Council are subject to the following rules:
1. Remarks will be limited to 3 minutes. The City Clerk shall use a suitable device
to electronically measure speaker time. The Presiding Officer may make
discretionary exceptions to speaker time restrictions;
2. Speakers may not “donate” their speaking time to any other speaker;
3. Remarks will be addressed to the Council as a whole.
10.3 Meeting interruptions. Any speaker or person who interrupts the orderly conduct of
a meeting may be barred from further participation in the meeting by the Presiding
Officer, unless permission to continue is granted by a majority of Councilmembers
present. Examples of interruptions under this rule include:
1. failing to comply with an allotted speaking time;
2. committing acts of violence or property destruction;
3. directly or indirectly threatening physical violence against anyone attending the
meeting;
Page 17
4. interfering with the meeting or with other speakers through vocal interruptions or
disruptive action.
If a meeting interruption occurs, the Presiding Officer shall address the person(s)
causing the interruption by citing the interrupting conduct, ordering it to stop, and
warning that continuation may result in removal from the meeting.
The Presiding Officer may remove the interrupting person(s) if the conduct persists
after the warning. If removal of the person(s) does not restore the meeting to order,
the Presiding Officer may clear the room of spectators and continue the meeting or
adjourn the meeting and reconvene it at a different location selected by Council
majority.8
SECTION 11
PUBLIC HEARINGS
11.1 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.
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.
8 RCW 42.30.050
Page 18
SECTION 12
DEPUTY MAYOR
12.1 Annually or as required by these Rules, the members of the City Council, by
majority vote, shall designate one of their members as Deputy Mayor for a one-year
time period. Elections will be held no later than the last Council meeting of the year.
Any member of the City Council who will have served on the Council for at
least one year by the commencement of the new term for Deputy Mayor, and
has attained their Certificate of Municipal Leadership from AWC, may be
nominated for the position of Deputy Mayor by having that Councilmember’s
name placed in nomination by a Councilmember.
1. 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. The nomination of a Councilmember for the position
of Deputy Mayor does not require a second, and a Councilmember
may nominate him or herself.
2. In connection with the selection of Deputy Mayor, Councilmembers
are expected to approach the election in an open, transparent, and
respectful manner, avoiding anything that jeopardizes harmony
among Councilmembers.
A. 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 themself.
B. The names of all nominees for the position of Deputy Mayor shall be included
in the vote.
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
votes will be held.
C. In the event of a prolonged absence or unavailability of the Deputy Mayor,
the Council shall vote on which Councilmember shall serve as the Interim
Deputy Mayor. The Interim Deputy Mayor shall be the Councilmember who
receives a majority vote. That Councilmember shall then serve as Interim
Deputy Mayor until the return of the regular Deputy Mayor, or until the
subsequent Deputy Mayor is designated by majority vote. The Interim
Deputy Mayor shall have all the rights, duties, and authority of the Deputy
Mayor under these rules. Hereafter and throughout these Rules, any Interim
Deputy Mayor, once selected, shall be referred to as the “Deputy Mayor.”
D. If the designated Deputy Mayor is unable to serve the full term of the position
of Deputy Mayor, the Council shall elect the next Deputy Mayor in
accordance with Section 12 to serve the remainder of the term. If the
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appointment is declined the process shall continue until a Deputy Mayor is
designated.
E. 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, or a majority of the
Council wishes to reconsider the appointment of Deputy Mayor, the City
Council may, by a majority vote of the full City Council, remove the Deputy
Mayor from this position, in which case, the Council shall elect the next
Deputy Mayor in accordance with Section 12 to serve the remainder of the
term.
[See RCW 35A.12.065.]
12.2 The Deputy Mayor, as the head of the legislative branch9 of the City, shall perform
the following duties:
A. Intra-Council Relations:
1. Serve as the Chair of the Council Study Sessions in accordance with
Rule 5.1.B;
2. Serve as an ex-officio member of all 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 four, the
meeting shall comply with the Open Public Meetings Act (RCW
42.30), unless expressly exempted;
3. Assists, as needed, in new councilmember training consistent with
Rule 6.4.2;
4. Support cooperative and interactive relationships among
Councilmembers;
5. Work with Mayor and Administration to prepare agendas for Council
Study Sessions, in accordance with Rules 2.2 and 16.1.B;
6. The Deputy Mayor shall seek to solicit interest from Councilmembers
and shall thereafter designate Special Focus Area Chairs and Vice-
Chairs, designate Special Focus Area assignments, and work with
the chairs of the Special Focus Areas on the portions of Study
Sessions over which the Special Focus Areas chairs preside in order
to reinforce appropriate Special Focus Area topics and to ensure the
9 Auburn’s form of government is a “mayor-council code city,” under the provisions of RCW 35A.12. Pursuant to
RCW 35A.12.100, the mayor shall be the chief executive and administrative officer of the city, in charge of all
departments and employees, with authority to designate assistants and department heads.
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Councilmember understands how to preside over their portion of the
meeting.
B. Mayor-Council Relations:
1. Help maintain a positive and cooperative relationship between the
Mayor and the City Council and support communication between the
Mayor and the Council to promote transparency, collaboration, and
effective governance;
2. Preside over Regular Meetings of the City Council in the absence or
unavailability of the Mayor;
3. In the event of a prolonged absence or incapacitation that exceeds
two weeks (a state of disability that prohibits the function of duties) of
the Mayor, the Deputy Mayor shall perform the duties of the Mayor.
(a) A prolonged absence that exceeds two weeks 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;
4. The Deputy Mayor shall also stand in on behalf of the Mayor in other
situations as requested by the Mayor;
5. In the performance of the duties of the Mayor in a temporary capacity
(not defined as a prolonged absence), the Deputy Mayor shall not
have authority to appoint, remove, replace, discipline or take other
similar action on any Department Director or employee of the City;
6. The Deputy Mayor shall not have veto authority for actions that may
be taken by the City Council;
C. Intergovernmental and Community Relations:
1. Act in absence of Mayor as requested and/or as required;
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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, pursuant to ACC 2.75.066.
D. Other Duties of the Deputy Mayor:
1. In cooperation with the Mayor and Special Focus Area Chairpersons
and with assistance from Administration, create and establish
agendas for all Study Sessions;
2. Serve as liaison to the Junior City Council, encouraging, guiding, and
counseling the members of the Junior City Council in connection with
its duties and assignments;
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 6.6 or 20.1);
4. Conduct regular and periodic meetings with individual
Councilmembers and the City Attorney or designee if requested by
either party, to address Councilmember issues, concerns, legislative
processes, Councilmember proposals, Councilmember training, and
other similar related items;
5. Conduct group meetings with Councilmembers, including two on one
meetings with Councilmembers on a rotating basis provided that such
meetings shall avoid creating a quorum. 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.
SECTION 13
COUNCIL POSITION VACANCY OR ABSENCE
13.1 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 remaining members 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 County may appoint a
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qualified person to fill the vacancy as provided by RCW 42.12.070 and Council
Rules 13.3 through 13.20.
13.2 If there is an extended excused absence or disability of a Councilmember, the
remaining members by majority vote may appoint a Councilmember Pro Tempore
to serve during the absence or disability.
13.3 The City Clerk’s Office shall prepare and submit a display advertisement to the
City’s official newspaper, with courtesy copies to all other local media outlets, which
announces the vacancy consistent with the requirements necessary to hold public
office: that the applicant (a) be a registered voter of the City of Auburn, and (b) have
a one (1) year residency in the City of Auburn. This display advertisement shall
contain other information, including but not limited to, time to be served in the vacant
position, election information, salary information, Councilmember powers and
duties, the deadline date and time for submitting applications, interview and
appointment schedules, and such other information that the City Council deems
appropriate.
13.4 The City Clerk’s Office shall prepare an application form which requests appropriate
information for City Council consideration of the applicants. Applications will be
available at City of Auburn offices and on the City’s official website. Copies of the
display advertisement will be provided to current members of the City of Auburn
commissions, committees, boards, task forces and other City-sponsored
community groups.
13.5 Applications received by the deadline date and time will have personally identifiable
information removed, and each Councilmember may submit two interview
questions with a designation as to their primary and secondary questions. If two of
the questions submitted by differing Councilmembers are similar one of
Councilmember’s second question will be used.
13.6 In the event the City receives more than 10 completed applications, each City
Councilmember will submit to the City Clerk an unranked list of the candidates the
Councilmember wishes to move forward in the process. Each Councilmember’s list
should contain no more than 15 anonymized candidates. The City Clerk shall
aggregate all Councilmembers lists into one unranked master list of the 10-15
candidates most commonly selected among the individual lists provided. The list
shall be arranged in the anonymized order and shall only include the anonymized
designation of the candidates. This aggregated list shall be provided to the Council
during the executive session prior to the interview meeting. If less than 10
completed applications are received the Council will move forward with the above
process with all applicants.
13.7 Immediately following the executive session, Council shall meet in public session
to select which candidates to invite to participate in an interview at a future City
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Council meeting. The decision as to which applicants to interview will be based on
the information contained in the application forms and Council’s evaluation of the
qualifications of the candidates. The decision as to which candidates will be
interviewed will be at the sole discretion of the City Council.
13.8 At the opening of the meeting at which interviews take place, the Mayor shall
provide an overview of the format and ground rules for the meeting. The applicant’s
order of appearance shall be determined at this time by a random lot drawing
performed by the City Clerk.
13.9 In order to ensure each candidate has a fair and equal opportunity to speak with
Council, all candidates will be asked to remain sequestered at City Hall, which
includes not using electronic devices, for the duration of all candidate interviews.
Candidates will be ushered to and from the City Council Chambers by a member of
City staff in order to participate in their interview at the pre-determined time.
13.10 Each candidate interview shall be no more than 30 minutes in length. The Council
may reduce the 30-minute interview time if the number of applicants exceeds six
candidates. Each interview shall follow the following format. (1) The applicant shall
present their credentials to the City Council (up to 10 minutes). (2) The City Council
shall ask the predetermined set of questions, one question per Councilmember,
which must be responded to by the applicant. Each applicant will be asked and will
answer the same set of questions and will have two (2) minutes to answer each
question (up to 14 minutes). (3) An informal question-and-answer period during
which Councilmembers may ask and receive answers to miscellaneous or follow-
up questions (remainder of time).
13.11 Upon completion of the interviews, the Council may convene into Executive Session
to discuss the qualifications of the applicants. However, all interviews, deliberations,
nominations, and votes taken by Council must be in open public sessions. The
Council may not determine who to select or reach a consensus on a preferred
candidate in Executive Session.
13.12 The Mayor asks for nominations from Councilmembers for the purpose of creating
a group of candidates to be considered. No second is needed.
13.13 Nominations are closed by a motion, second, and majority vote of Council.
13.14 Councilmembers may deliberate on matters such as criteria for selection and the
nominated group of candidates.
13.15 The Mayor polls the Councilmembers to ascertain if they are prepared to vote.
Voting for the nominated candidates shall be by random order. Voting must take
place in a manner in which the public is notified as to the vote of each existing
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Councilmember for which candidate. If there is more than one candidate, a vote
must be taken for each candidate to record each Councilmember’s vote.
13.16 The City Clerk records the votes in the meeting minutes.
13.17 The selection of a candidate to fill the vacancy is made by a majority vote of the
remaining members of the Council.
13.18 If a majority vote is not received for a candidate, the Council may postpone elections
until another date within the 90-day period.
13.19 The Mayor declares the nominee receiving the majority vote as the new
Councilmember to be sworn in immediately after the effective date of the
resignation.
13.20 The term of the candidate selected to fill the vacancy will be in effect until a person
is elected at the next regular election for municipal officers. If successful at the
election, the interim term would then end, and the appointed Councilmember will
either complete the 4-year term of the vacated position or begin a new 4-year term,
depending on the position number of the vacated position.
SECTION 14
COUNCIL MEETING STAFFING
14.1 Department Directors or designees shall attend all meetings of the Council unless
excused by the Mayor.
14.2 The City Attorney, or designee, 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.
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 under the
direction of the Mayor.
15.3 It is the intent of Council that all pertinent information asked for by individual
Councilmembers shall be made available to the full Council.
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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, agenda bills and staff analysis, 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
related materials, and facilitate Study Session work.
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 Study Sessions and Special Focus Areas. In addition to the regularly scheduled
City Council meetings (Regular Council Meetings) scheduled on the first and third
Mondays of the month. 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. Special Focus Areas and General Business Focus Areas.
Study Sessions shall consist of (1) a Special Focus Area in each meeting
and (2) a General Business Focus Area in each meeting. 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
Page 26
following: (1) Public Works & Community Development; (2) Municipal
Services; (3) Community Wellness; and (4) Finance & Internal Services.
The General Business area shall be scheduled second 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 General Business area on the agenda
shall follow the Special Focus area portion on the Study Session agenda.
The Special Focus Area groups shall be on a rotating basis described below.
The Special Focus Area groups shall be tasked with oversight of Council
considerations as follows:
1. Community Wellness
• Health, Equity, & Wellness
• Neighborhood Services
• Homelessness Prevention
• Social Services
• Diversity, Equity, & Inclusion
• Cultural Arts & Community Events
• Housing Policy
2. Finance & Internal Services
• Facilities
• Technology
• Property management
• Risk management & Insurance
• Legal
• Fiscal Sustainability
3. Public Works & Community Development
• Utilities
• Transportation
• Environmental Policy
• Land Use & Development
• Right of Way Management
• Airport
• Park Development
• Economic Development
4. Municipal Services
• Public Safety
• Courts
• Recreation, Museum & Senior Services
• Animal Control
• Emergency Planning
• Cemetery
• Communications
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B. Scheduling of Special Focus Area.
1. The Special Focus Areas shall conduct their portion of the Study
Sessions on second and fourth Mondays of the month on a rotating
basis such as follows: Public Works & Community Development, then
Municipal Services, then Community Wellness, then Finance &
Internal Services, then Public Works & Community Development,
then Municipal Services, and so on.
2. On fifth 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. Such matters will be scheduled to
allow sufficient time for preparation of relevant background analysis
and information concerning said items and provision to all
Councilmembers in advance of the Study Session.
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, the Deputy Mayor, the Vice-Chair, and the designated
Departments Director(s) for the Special Focus Area. The matters will
be scheduled to allow sufficient time for preparation of relevant
background analysis and information concerning said items and
provision to all Councilmembers in advance of the Study Session. The
Department Director(s) shall review agenda topics and suggestions
by other Councilmembers of such topics. The Deputy Mayor may
review agenda items and topics with each Special Focus Area
Chairperson individually when convenient.
C. Meeting Times
Study Sessions shall be scheduled as set forth in Section 2.2, above.
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.
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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.
D. Study Session Meeting Format.10
1. Call to Order.
2. Public Participation.
3. Roll Call.
4. Agenda Modifications.
5. Announcements, Reports, and Presentations.
6. Special Focus Area (the Chair of the Special Focus Area scheduled
for the Study Session shall preside over this portion of the Study
Session). The Vice Chair shall preside over this portion of the Study
Session in the Chair’s absence.
7. Agenda Items for Council Discussion.
8. Council Reports. The Deputy Mayor or Presiding Officer shall
facilitate this portion of the agenda by calling on each Councilmember
in turn, sharing topics of interest and/or reports on SFA matters,
limiting their individual comments to approximately five (5) minutes
each. Councilmembers will provide the Mayor and Deputy Mayor with
information on their Council Reports 48 hours prior to the Study
Session meeting.
9. Adjournment.
16.2 Ad Hoc Committees. The Mayor, the Deputy Mayor, or a majority of the City
Council may establish an Ad Hoc Committee as may be appropriate to consider
special matters that require special approach or emphasis. The Deputy Mayor shall
be the ex-officio member of all Ad Hoc Committees. The remaining two members
shall be voted on by the full Council.
10 It is the intention of the City Council that Study Sessions shall be televised on the City’s public access
channel if reasonably possible.
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A. Ad 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.
B. Ad Hoc Committees shall consider all matters referred to them and the Chair of
such Ad Hoc Committee shall report to the Council the findings of the committee.
Committees may refer items to the Council with a committee recommendation
or with no committee recommendation.
C. Unless otherwise expressly provided for when forming an Ad Hoc Committee, it
is the intention of the Council that Ad Hoc Committees function informally and
not in any way that takes action in lieu of or on behalf of the full Council. The
purpose and function of such Ad Hoc Committees shall be to review matters in
advance of their consideration by the full Council, and perhaps record and make
recommendations to the full Council. They are not “committees of a governing
body” subject to the requirements of the Open Public Meetings Act (Chapter
42.30. RCW). Ad Hoc Committees shall not receive public testimony or allow
audience participation in connection with or related to the agenda item being
discussed by the Committee.
D. Councilmembers on Ad Hoc Committees may request a staff liaison, and City
Attorney or City Attorney’s designee, be present to assist the Councilmembers
with institutional knowledge on the subject matter to be discussed. All requests
for staff assistance must be approved by the Mayor prior to allocating resources.
16.3 Intergovernmental Councils, Boards and Committees. The Mayor shall appoint
Council representatives to intergovernmental councils, boards, and committees.
A. Councilmember appointments to intergovernmental councils, boards and
committees shall be periodically reviewed. All Councilmembers shall have the
opportunity to serve on such councils, boards, and/or committees as assigned
by the Mayor and on a rotating basis at the discretion of the Mayor.
Councilmember appointments to intergovernmental councils, boards, and
committees by the Mayor shall be done with consideration of a Councilmember’s
expertise, background, knowledge, working experience and/or education in that
council, board, or committee.
B. Councilmembers will prioritize appointments to Intragovernmental Councils,
Boards, and Committees by seeking and filling positions that provide value to
the City and its constituents. Providing value occurs in the following order of
priority: (1) bringing money to the City, (2) bringing projects and/or investments
into the City, (3) influencing policy or investment outcomes in the City, and (4)
protecting City interests.
C. Advisory Boards, Committees, and Commissions established by ordinance,
consisting of residents appointed pursuant to the establishing Ordinance and
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serving in the capacity and for the purposes indicated in the Ordinance, shall
act as an advisory committee to the Council.
SECTION 17
COUNCIL REPRESENTATION
AND INTERNAL COMMUNICATION
17.1 If a Councilmember speaks at a meeting, event, or with any individual, organization,
or agency—especially those with ties to the City—they must state the Council’s
majority position, if known. If expressing a personal opinion that differs, they must
clarify that they are speaking as an individual and not on behalf of the Council.
Before discussing matters that may involve City liability, the Councilmember should
first consult with the City Attorney or Risk Manager to help minimize legal risks.
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.
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 Councilmembers 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, successive
communications on Council topics that involve a quorum of the
Councilmembers shall not occur. Councilmembers shall 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 Council about matters within the scope of
the 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
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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.
E. The Deputy Mayor from time to time may need to communicate with all
Councilmembers on various items such as the annual review of the Rules of
Procedure. All such correspondence, usually in the form of email, shall be
provided to Council as a whole through the Council Assistant. Any responses
from Council shall also be directed to the Council Assistant who shall then
provide all Councilmembers with email correspondence regarding questions,
comments, suggestions, recommendations, or any similar item.
Council email correspondence and all electronic communications shall utilize the
designated city email account or city device with no exceptions and within the parameters
of the Open Public Meetings Act and the Public Records Act.
17.6 Council Relations with City Boards and Commissions.
A. Council Liaisons. In addition to where a Councilmember is appointed by
the 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 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 Council. Insofar as a Councilmember-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
board, commission, committee, task force, or any other advisory body would
not be convenient or practical.
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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.
17.8 Council Attendance. If a Councilmember commits to attend an event, all effort
shall be made to attend the event, given potential city funds expended and
community expectations of attendance. If an emergency arises where the
Councilmember cannot attend, the Councilmember shall send notice to
CouncilAlerts@Auburnwa.gov as soon as practicable.
SECTION 18
TRAVEL AUTHORIZATION
18.1 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 elected City officials.
Comparing Auburn's specific issues with those of other cities often provides the
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.
18.2 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 City budget process to each Councilmember for City-related travel costs,
including transportation, lodging, meals, and registration costs.
18.3 Adjustment of Council Travel Allocations. If a Councilmember needs more than
the amount of travel related funds allocated for their use, the Councilmember shall
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(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, with the consent of the Deputy Mayor and the other
transferring Councilmember(s), funds will be transferred to the requesting
Councilmember’s allotment. The request including approval from the
Councilmember willing to transfer funds and the consent of the Deputy Mayor must
be sent to the Council Administrative Assistant prior to the funds being expended
or (2) shall request a net adjustment to the budget adding additional funds to their
allotment, which adjustment shall be approved by a majority of the whole Council.
18.4 Receipts and Travel Documentation. Each 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, and a written report regarding the authorized travel the
Councilmember attended. All documentation shall also be sent via email to the
CouncilAlerts@auburnwa.gov email address. Quarterly reports of the travel costs
incurred by each Councilmember shall be provided by the Finance Department.
Any sums overpaid to any Councilmember shall be reimbursed to the City, or
automatically deducted from that Councilmember’s next payroll, upon reasonable
notice from the Council Administrative Assistant.
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.
Page 34
SECTION 21
COMMUNITY COMMITMENT
21.1 The Auburn City Council acknowledges our role as city leaders to champion a community
that fosters a Racially Equitable, Diverse, and Inclusive culture.
Page 35
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. 5399, December 17, 2018
Amended by Resolution No. 5469, November 4, 2019
Amended by Resolution No. 5543, September 8, 2020
Amended by Resolution No. 5676, September 19, 2022
Amended by Resolution No. 5721, June 5, 2023
Amended by Resolution No. 5735, September 5, 2023
Amended by Resolution No. 5782, October 7, 2024
EXHIBIT A
CITY COUNCIL CONDUCT POLICIES
1. CONDUCT
City Policy Reference 200-81
PURPOSE
To emphasize the high standards of professionalism, public service, and integrity expected.
POLICY
It shall be the duty of all City personnel to maintain high standards of cooperation, efficiency and
integrity in their work with the City. It is the responsibility of each individual to conduct
themselves with professionalism and commitment towards customer service not only with the
citizens and public of the City of Auburn but also when working within other elected officials or
working with other departments within the City structure.
2. FAIR PRACTICES
City Policy Reference 200-2
PURPOSE
To establish guidelines for the promotion of fair practice and nondiscrimination in activities
relating to employment and treatment of all citizens in order to foster trust and cooperation
between City personnel and the diverse and pluralistic society that makes up the City of Auburn.
The City is committed to recognizing that all people are vital to the City's shared prosperity and
that all people must be respected and valued. City personnel can, and should, lead the way
forward in making inclusiveness and diversity priorities, and pledges active efforts to seek to
achieve that goal.
POLICY
The Policy of the City of Auburn is to promote and afford equal treatment and services to all
citizens and to assure equal employment opportunity to all persons regardless of race, creed,
color ethnicity, nation origin, sex, age, marital status, veteran's status, sexual orientation, or the
presence of any sensory, mental, or physical disability, unless based upon a bona fide
occupational qualification: provided that the prohibition against discrimination shall not apply if
it prevents the proper performance of the particular worker involved.
The City of Auburn will cooperate with all organizations and commissions organized to promote
fair practices and equal opportunity in employment.
DEFINITIONS:
For the purpose of this policy, sexual orientation means heterosexual, homosexual, bisexual, and
gender expression or identity. As used in this definition, " gender expression or identity" means
having or being perceived as having a gender identity, self image, appearance, behavior, or
expressions, whether or not that gender identity self image, appearance, behavior, or expression
is different from that traditionally associated with the sex assigned to that person at birth.
3. NONDISCRIMINATION
City Policy Reference 200-03
PURPOSE
To establish policy for a nondiscriminatory working environment within the City Auburn.
POLICY
The policy of the City of Auburn is to promote and afford equal treatment and services to all
citizens and to assure equal employment opportunity to all qualified persons regardless of race,
creed, 'color, ethnicity, national origin, sex, age, marital status, sexual orientation, veteran's
status, or the presence of any sensory, mental, or physical disability, unless based on a bona fide
occupational qualification.
It is the policy of the City of Auburn to foster and maintain a harmonious and nondiscriminatory
working environment for all. Toward this end, the City will not tolerate racial, ethnic,
religious, disability or sexual oriented behaviors or comments by any citizen, employee, or
elected official to or about any citizen, employee, or elected official.
DEFINITONS
For the purpose of this policy, sexual orientation means heterosexual, homosexual, bisexual,
and gender expression or identity. As used in this definition, "gender expression or identify"
means having or being perceived as having a gender identity, self image, appearance, behavior,
or expressions, whether or not that gender identity self image, appearance, behavior, or
expression is different from that traditionally associated with the sex assigned to that person at
birth.
4. WORKPLACE HARASSMENT
City Policy Reference 200-4
PURPOSE
To establish the policy and procedures defining the City's position on workplace harassment,
including sexual harassment, and to provide guidance to any City personnel who believes he/she
has experienced harassment by a supervisor, co-worker, other City personnel, or outside
individual.
POLICY
It is the policy of the City of Auburn to provide a work environment for everyone that is
harmonious and free from intimidation and harassment. The City is committed to ensuring that
the practices and conduct of all City personnel comply with the requirements of federal and state
laws against employment discrimination. To that end, the City expects all City personnel to work
in a manner that respects the feelings and dignity of others.
It is the policy of the City that everyone have the right to work in an environment free from
harassment based upon their race, color, religion, gender, national origin, ethnic background,
age, marital status, sexual orientation, military or veteran’s status, presence of a disability or the
presence of any other protected status or characteristic, or any other basis prohibited by local,
state, or federal laws unless based on a bona fide occupational qualification. Workplace
harassment, including sexual harassment, negatively affects morale, motivation, and job
performance. The City will not tolerate any form of workplace harassment, including sexual
harassment, toward City personnel by other City personnel or other individuals.
Those who in good faith report an incident of workplace harassment, including sexual
harassment, shall not be subjected to any form of retaliation.
DEFINITIONS
1. Workplace harassment includes, but is not limited to, unsolicited remarks, gestures, or
physical contact; display or circulation of written materials or pictures derogatory to a
specific gender, racial, ethnic, religious groups, persons with physical, mental, or sensory
disabilities, or any other basis prohibited by local, state, or federal laws; or basing
employment decisions on an employee’s response to sexually-orientated requests.
2. Sexual harassment means unwelcome behavior of a sexual nature that affects terms
and conditions of the work environment. These include, but are not limited to, sexual
advances and/or other verbal or physical conduct made when: (a) submission to such
conduct is made explicitly or implicitly a term or condition of an individual’s
employment; (b) submission to, or rejection of, such conduct by an individual is used as
the basis for employment decisions affecting such individuals; or (c) such conduct has the
purpose or effect of unreasonably interfering with the individual’s work performance or
creating an intimidating, hostile, or offensive working environment.
Examples of sexual harassment include, but are not limited to:
1. Unwelcome or unwanted flirtations, propositions, advances, patting, pinching,
brushing up against, hugging, cornering, blocking, kissing, fondling,
putting ones arms around another, or any other similar physical contact
considered unacceptable by another individual.
2. Verbal comments, suggestions, jokes, innuendos, or derogatory remarks based
on sex;
3. Visual harassment, leering, whistling, gesturing, posting sexually suggestive or
derogatory pictures, cartoons, drawings.
4. Pressure for sexual favors, subtle or blatant expectations, pressures, or requests
for any type of sexual favor accompanied by implied or stated promises of
preferential treatment or negative consequences concerning an
individual’s employment (such as an employee’s performance evaluation,
work assignment, advancement, or training opportunities).
3. Other harassment (nonsexual) is defined as verbal or physical conduct that denigrates,
shows hostility, or aversion toward an individual because of such individual’s protected
status or characteristics such as his/her race, color, religions, gender, national origin, age
marital status, veteran’s status, sexual orientation, or disability that has the purpose or
effect of creating an intimidating, hostile, or offensive work environment; or has the
purpose or effect of unreasonably interfering with an individual’s work performance; or
otherwise adversely affects the individual’s employment opportunities.
4. Sexual orientation means heterosexual, homosexual, bisexual, and gender expression
or identity. As used in this definition, “gender expression or identify” means having or
being perceived as having a gender identity, self image, appearance, behavior, or
expressions, whether or not that gender identity self image, appearance, behavior, or
expression is different from that traditionally associated with the sex assigned to that
person at birth.
5. WORKPLACE VIOLENCE
City Police Reference 200-13
PURPOSE
To establish policy defining the City's position on not tolerating violence in the workplace,
and provide guidance in the event a violent or threatening act or situation occurs.
POLICY
No person shall display violent or threatening behavior to others, including employees, the
public, vendors, or contractors in the performance of his/her job and/or while on City property.
Given the City's commitment to ensuring a healthy, safe and non-violent work environment,
prohibitive behavior includes, but is not limited to:
1. Any verbal threat of harm towards persons or property.
2. Any threatening or actual physical act such as threatening gestures, hitting, pushing,
kicking, holding, impeding or. blocking the movement of another person.
3. The use, threatening use or possession of firearms, other weapons or explosives,
openly or concealed, licensed or otherwise, while performing City business and/or
while on City premises including parking lots. Exception: Commissioned law
enforcement officers or other official purposes sanctioned by the City.
DEFINITIONS
Weapon: Any object, instrument or chemical used to inflict harm or injury to another
person or any item used in a manner threatening harm or injury to another person.
Possession of mace, pepper spray or the like for defensive purposes is not a violation of
this policy.
6. TOBACCO-FREE WORK ENVIRONMENT
City Policy Reference 200-08
RCW 70.160
WAC 296-62-12005
PURPOSE
The purpose of this policy is to set out a plan and timelines for the City and City personnel to
maintain a tobacco -free work environment.
POLICY
1. The City is committed to achieving a tobacco-free work environment, providing as much
support as possible to assist tobacco users in this transition, and to fulfill its obligations
under the law.
2. Smoking, the use of vapor and/or e -cigarettes, and all other tobacco products are
prohibited in City buildings, facilities, entryways, near air intakes, or other
openings that allow airflow directly into an office, building, or City vehicle.
3. City personnel may use tobacco products, vapors, and/or e -cigarettes during breaks
and meal periods in outdoor areas surrounding City vehicles and facilities absent
any other ordinance, rules, and/or regulations prohibiting tobacco usage.
4. Smoking cessation programs are offered by the City to assist current tobacco
users who wish to stop using tobacco products.
7. ALCOHOL AND DRUG FREE WORK ENVIRONMENT
City Policy Reference 200-09
Drug -Free Workplace Act of 1988, Federal Register, Vol. 54 No 19.
PURPOSE
The City of Auburn has a significant interest in ensuring the health and safety of its City
personnel and citizens. Therefore, the City will maintain a policy of an alcohol and drug free
workplace.
This policy outlines those steps the City is taking to ensure that City personnel are free of the
influence of controlled substances and/or alcohol while in the performance of their duties or
acting on the City's behalf.
POLICY
1. Prohibited Conduct.
a. The City of Auburn strictly prohibits the manufacture, possession, distribution,
dispensing or use of alcohol or controlled substances in the workplace, while on
duty, or while representing the City of Auburn.
b. Reporting for work, remaining on duty, or acting on behalf or the City of Auburn while
under the influence of alcohol or a controlled substance is strictly prohibited.
c. No personnel shall perform safety sensitive functions on behalf of the City within four
(4) hours after using alcohol.
8. INTERNET & ELECTRONIC RESOURCES-EQUIPMENT USE-ELECTED
OFFICIALS
City Policy Reference 500-3
PURPOSE
To establish a policy and identify the principles of acceptable use of the internet and other
electronic communications resources/equipment provided for use during his/her term of office
for elected officials.
POLICY
It is the policy of the 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.”
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, are public
records.
When individual Councilmembers have completed their term of office, they will return all City
electronic equipment to the Director of Information Technologies.
COMMUNICATIONS
Each Councilmember is responsible for checking their communication device multiple times
daily and respond to requests by City staff as soon as possible.
ELECTRONIC COMMUNICATIONS
1. For emergency notifications of absences, and not planned absences,
Councilmembers shall send an email to CouncilAlerts@auburnwa.gov to ensure
the auto-distribution of communications to necessary people.
2. Messages that relate to the functional responsibility of the recipient or sender as a
public official constitute a public record. Those records are subject to public
inspection and copying.
3. Electronic communications that are intended to be shared among a quorum of the
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.
2. 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.
3. 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.
4. Even if a Councilmember uses their personal electronic devices, all electronic
communications and documents related to City business will be subject to
discovery demands and public disclosure requests.
USE OF CITY EQUIPMENT AND FACILITIES
1. Councilmembers are provided various tools to assist them in handling the
business of the City in the role as members of the 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 I-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.
PROHITIBITED USES: The creation, transmission, downloading or storage of any document,
data or message which reasonably can be construed as relating to or promoting the following, are
prohibited:
1. Discrimination or harassment on the basis of age, race, color, gender, creed,
marital status, national origin, disability or sexual orientation;
2. Any language and subject matter that is objectionable, offensive, obscene,
threatening or otherwise inappropriate as described in the City’s Workplace
Harassment Policy;
3. Any communication to solicit for or promote commercial or non-profit
ventures, religious or political causes, outside organizations, rumor or slander
or other non-job related solicitations;
4. Any information that violates copyright laws;
5. Copying any City licensed computer software for personal use is prohibited;
6. See also specific prohibitions related to individual types of system use,
below.
INTERNET: Browsing, List-Servs, Newsgroups, etc.
1. It is the policy of the City to maximize the cost-effective use of its computer
systems as a means to improve efficiency and productivity. All
Councilmembers are responsible for using the Internet resources in an
effective, ethical, and lawful manner, and in accordance with this policy.
2. Access to the City e-mail (Outlook web access) from any remote computer
that has internet access may be granted to City officials, as approved by the
Mayor. Those approved to have this access must maintain virus protection
software on their connections. Failure to maintain virus protection may result
in the access being revoked.
3. Limited personal use may only consist of browser capability and may not
include ListServs, Newsgroups, Chat Rooms or other capabilities.
4. Using City equipment or City internet connection to violate the integrity of
another system (hacking) is prohibited.
SYSTEM SECURITY
1. Acquisition of computer equipment. All acquisitions of information systems
components will be coordinated through the Information Technologies
Department. This includes demonstration hardware and software used for
evaluation purposes as well as products acquired for ongoing use.
2. Conscientious care. All Councilmembers are responsible for care of the
personal computer system components that they are assigned or using.
Councilmembers are responsible for promptly reporting any equipment,
software and data damage and/or destruction of which they become aware.
Any damage caused by personal use, including repair costs, will be the
responsibility of the Councilmember.
3. Downloading/installing software (including upgrades and screensavers). The
City computer system is designed to work in a network environment.
Installation of unauthorized software can result in damaging the integrity of
the system. Councilmembers should not download or install software on any
City-owned computer. If additional software is required, a request should be
addressed to the Information Services Service Desk.
4. Downloading files from the Internet. Councilmembers are individually and
directly responsible for checking files for viruses using the latest version of
the recommended virus-checking program. Downloading or uploading files
is restricted to City business.
5. Unauthorized access. Councilmembers are prohibited from using
“loopholes” or knowledge or a special password to damage computer
systems, obtain extra resources, or to gain access to systems for which proper
authorization has been given. Councilmembers are responsible for keeping
their password confidential and not sharing it with other users.
6. Use of aliases. Use of aliases while using the Internet or internal e-mail is
prohibited. Anonymous messages and anonymous newsgroup postings are
prohibited.
7. Unlicensed or copied software is prohibited on any City computer. No
Councilmember may use unlicensed or copied software on any City
computer. The City shall seek reimbursement from any Councilmember who
installs, downloads, uses or authorizes the use of any unlicensed or copied
software on any City computer, or any fines, costs or other expenses incurred
by the City resulting from such use.
MONITORING, ENFORCEMENT AND PENALTIES
1. All hardware, software, programs, applications, templates, data and data files
residing on City information systems or storage media, whether City business
or personal, are the property of the City of Auburn. The City retains the right
to access, copy and change, alter, modify, destroy, delete or erase this
property without prior notice to Councilmembers.
2. The City retains the right to monitor and audit the use of e-mail and Internet
use. The right to use these technologies does not include the right to privacy.
3. Deleted documents, messages and data may be retrieved from a variety of
points in the network. Councilmembers should assume that electronic
evidence discovery might recover deleted or unsaved data.
4. Councilmembers’ use of a personal Internet account on City equipment is to
be arranged through the Information Technologies service desk and is subject
to the provisions of this policy. Said Councilmembers should be aware that
their personal e-mail and electronic files could be monitored by the City and
could be reviewed as part of a Public Records request.
9. E-MAIL ETIQUETTE
City Policy Reference 200-16
City of Auburn’s E-Mail Policy
Computer systems, network utilities and electronic mail are powerful business tools. These
systems are designed to foster open and efficient communications. The Electronic
Messaging System, like paper files and notebooks, is an asset provided to City personnel to assist
them in performing their work efficiently and for limited personal use. These tools, and the
work product they contain, are the property of the City. Please use your good judgment as
you use the electronic mail system. While it is the general intention of the City to keep
electronic mail private, it is possible that other people may view other's electronic mail
messages, the recipient may route the message to others, or the City may be required to
provide public disclosure of e-mail messages. You should assume that any message may
be viewed by persons other than the recipient and format your messages accordingly. All
messages should be composed with the expectation that they will be made public.
Getting The Message Across
Electronic mail, or e-mail, is unique. Once sent, it will wait for the recipient for hours
or days. It is more tangible than voice mail and faster than paper mail. By saving
copies of messages and responses, a record of communications can be built and
saved. It also is useful for sharing documents in electronic form. The unique
qualities of electronic mail make it an extremely useful tool in the business place.
For those who spend much of their time at a desktop computer or a terminal on a
network, e-mail can provide an immediate messaging service and mailbox.
Privacy vs. Public Disclosure Issues
All e-mail messages are considered to be public records and the public has the right to
examine public records. Therefore, if you are concerned about public disclosure or internal
disclosure, e-mail should not be used as a communication tool. Confidential and sensitive
issues should not be communicated via e-mail. A user, in forwarding a message that originates
from someone else, may not make changes to that message without clearly notes that changes
were made to the message and the identity of the person making the changes.
Alternatives To E-Mail
The City Intranet is a better way for making announcements such as retirement parties or
broad policy statements. Telephones provide a more immediate response and can be a
better way to make initial contacts with people. Memos and internal mail are best for
sending specific policy statements, financial forms, and documentation. The US Postal
Service, UPS, Federal Express and other such companies are the best way to send and
receive external business documents. One-on-one meetings are still a good way of
communicating info.
Messages
E-mail is best for short messages. A message of one to five paragraphs or one that takes
only one screen is most likely to be read and used. When composing your message, take
a few extra seconds to think of an accurate description of the message to put in the
subject field. Titles such as "???" or "more stuff" are less useful than "Network Questions"
or "New Uses for Bulletin Board System." If you are sending e-mail to someone you have
not met or dealt with in a long time, it is a good idea to let them first know who you are and
why you want their attention. ("Hi, I work for Purchasing and have a question about...")
Attachments
The attachment feature of e-mail programs allows you to send files, such as spreadsheets
and formatted documents to other computer users. When you send attachments, be certain
that the receiver can read them. Just because a document can be attached to a message
does not mean that the person at the other end can read it. For instance, if you attach an
Excel spreadsheet to an e-mail note and the recipient of the note does not have Excel on
their PC, then they will not be able to open the attachment.
Language And Behavior
Good E-mail is businesslike and free from obscene, pornographic, sexual, harassing,
menacing defamatory, threatening or otherwise offensive language. The City does not
tolerate racism, sexism, and other inappropriate behavior. It is also not tolerated in the e-
mail environment.
Some people will send an angry e-mail message; one that they would never say in person.
Take a minute before you respond. Be careful about which words you use and how you say
them. Remember that messages can be printed or forwarded. Do not say
things you may regret later.
Mail Lists
Mailing lists, called Personal Groups, are a useful tool. If you are working and exchanging
mail with a group of people on a regular basis, a Personal Group allows you to send the
same message to all of them by entering only one address. You may want to build a
Personal Group that will target your regular or special group of mail recipients. The Help
File accessible through your e-mail can help you set up Personal Groups.
"Junk" Mail
"Junk" e-mail is inevitable. Try not to generate it yourself by limiting your general
broadcasts. Target your audience carefully by making use of Personal Groups. If you
must send a large mailing, try not to use attachments; including attachments increases the
load on the network and can be costly when you consider the amount of time it takes to open an
attachment. Delete e-mail you consider "junk", before opening it.
Personal Business
Use of e-mail is primarily to be reserved for official City business. However, limited
personal use is authorized. There shall be no negative impact or disruption to either the
sender’s or receiver’s performance of public duties (i.e. forwarding jokes takes time
away from the job and wastes computer memory).
Return Receipts
Leave “Return Receipt” turned off unless a return receipt is absolutely necessary. Return
receipts also slow down the e-mail system. If everyone requested a return receipt for each
message they sent, it would double the traffic load on the mail system.
Glossary of Terms
Attachment
A file that is included with a message. It is displayed in the message as an icon,
representing the type of file it is.
Broadcast
Distribution of a message to a wide number of mail users.
Intranet
A computer system used as an information source and message system. It is similar to a physical
bulletin board, but messages are posted electronically on a computer bulletin board system.
E-Mail
Electronic mail
"Junk" Mail
A broadcast that includes individuals who do not need or want the information contained in the
message.
Personal Groups
Assignment of a single name to multiple users. When the group name is added to the recipient
list for a message, each individual in that group receives the message.
Return Receipt
Displays the date and time the message you sent was opened by the recipient.
10. CELLULAR PHONE & TABLET
City Policy Reference 200-16A
RCW 46.61.672
WAC 204-10
PURPOSE
To establish a policy that provides for and regulates cellular phone and tablet use by City
personnel.
POLICY
The City of Auburn recognizes that cellular phones and tablets are an important and necessary
tool in the performance of certain job duties. For those who have a valid business purpose, the
City of Auburn provides cell phones and tablets for City business use.
Cell phone and tablet use can create distractions for drivers. City Personnel are prohibited from
texting, using e-mail, or performing any other operation with electronic equipment, while driving
a vehicle on City business. If a cell phone must be used while driving, all personnel must follow
Washington State Law and use the cell phone in a “hand-free mode”. “Hands-free mode” means
the use of a wireless communication device with a speaker phone, headset, or earpiece.
USAGE POLICY. The City of Auburn issues cellular phones to allow efficient and cost-
effective execution of City business. All City use cellular phones and services will be
acquired and/or approved by the Information Technology Department.
The City of Auburn audits all City-provided cellular phone services (voice minutes used,
text messages sent/received, and data service use) which include a review of the monthly
billing by the individual’s supervisor.
Most wireless transmissions are not secure. Therefore, individuals using wireless
services should use discretion in relaying confidential information. Reasonable
precautions should be made to prevent equipment theft and vandalism to City-issued
cellular phones.
Cellular phone use by a driver of City-owned vehicles or by a driver of a privately owned
or leased/rented vehicle, when driving to or from City business, is prohibited unless
“hands-free” is used.
When using a cell phone in a “hands-free mode” dialing of the phone shall only be done
when the vehicle is stopped or through the use of voice activated commands. Texting
while driving a vehicle is prohibited.
PERSONAL USE OF CITY-PROVIDED CELLULAR PHONES. City-provided cellular
phone use is billed on a time-used basis and intended for City business only. Emergency
personal use should be limited to 3 minutes or less.
11. CITY OWNED VEHICLES, EQUIPMENT
City Policy Reference 200-11
PURPOSE
To establish a policy regarding personal use of City owned vehicles, equipment and materials.
POLICY
City owned vehicles, equipment, materials, or services for personal convenience or profit is
prohibited. Use is to be restricted to such services as are available to the public generally, for the
authorized conduct of official business, and for such purposes and under such conditions as are
directed by administrative order of the chief executive officer of the City (Mayor).
DEFINITIONS
Vehicles: Automobiles, vans, trucks, tractors and other specialty vehicles
Equipment: Telephones, computers, copy machines, fax machines, or other office equipment
provided for the accomplishment of clerical tasks; tools and equipment used to repair facilities,
grounds, and vehicles; and/or any other type of city owned property.
Materials: Paper, pens, other desk and office supplies; items such as fertilizer, cleaner, pesticide,
etc., used in grounds and facilities maintenance; and operational supplies used to repair, clean or
fuel equipment.
Services: Any service provided by the City in the performance of its municipal responsibilities.
PROCEDURE
City Mail Room: The City mail room will not accept personal packages from City personnel to
be mailed or packages of a personal nature mailed to City personnel at the City address. The
mail room is very busy with business related mail distribution and other responsibilities.
Personal letters that are self-stamped and sealed will be accepted and mailed by the City mail
room. However, the City will not be responsible if a letter is not delivered to the recipient.
12. USE OF PERSONAL VEHICLES
City Policy Reference 200-17
PURPOSE
To document the policy for the use of personal vehicles for official city business.
POLICY
The City encourages City personnel to use city-owned vehicles for official city business;
however, the use of personal vehicles is allowed per the following guidelines:
1. LIABILITY INSURANCE. Those who use personal vehicles for city business
must purchase and maintain auto liability insurance that meets or exceeds the
state’s minimum requirements for bodily injury and property damage and must
keep a copy of proof of insurance in their vehicle at all times. In the event of an
accident the individual’s personal auto insurance provides the primary coverage,
and the City’s liability insurance provides coverage in excess of that policy. The
City does not provide collision or comprehensive insurance coverage for personal
vehicles even when used for official city business. In some cases an individual’s
insurance company may require a special endorsement for business use; therefore,
those individuals should contact their insurance agent to determine if special
coverage is required.
2. DRIVING UNDER THE INFLUENCE OF DRUGS AND ALCOHOL. Driving
any vehicle on city business during or after consumption or drugs, alcohol or
prescription medication that affect driving ability is strictly prohibited per the
City’s Alcohol and Drug Free Work Environment Polic.
3. COMPENSATION FOR BUSINESS USE OF PERSONAL VEHICLES. The
City will compensate City personnel who use personal vehicles for official City
business on a per mile basis at the current standard mileage rate established by the
Federal Government. To receive compensation for local mileage, City personnel
must submit a Travel Authorization and Explain Claim form per the City’s Travel
Authorization & Reimbursement for Business-Related Travel Expenses Policy.
13. WORKPLACE INSPECTIONS
City Policy Reference 200-33
PURPOSE
The City of Auburn has a responsibility to ensure a safe workplace and conduct any related
investigations in a timely and thorough manner. For these, and any other reason the City
determines appropriate and necessary, the City has a right to conduct random and unannounced
inspections workspaces.
POLICY
The City provides equipment, furniture/lockers, vehicles, materials and other items for the use by
City personnel in their conduct of official City business. The City does not assume responsibility
for any theft or damage to any personal belongings occurring within the workplace.
The City of Auburn retains the right to conduct random and unannounced inspections of
workspaces.
14. WORKPLACE HEALTH AND SAFETY
City Policy Reference 300-01
PURPOSE
To document the City of Auburn’s policy on workplace health and safety.
POLICY
The City of Auburn takes the health and safety of its workforce seriously and will comply with
all applicable federal, state and local health and safety regulations to provide a work environment
free from recognized hazards likely to cause injury, illness or death.
15. ID BADGES
City Policy Reference 200-38
PURPOSE
To establish the City’s policy on City personnel identification and building access badges.
POLICY
The City utilizes a keyless entry ID Badge Access system for entry to most City building.
Building access assignments are made by Human Resources based on position, assigned
responsibilities and individual building policies. Overside of badge access systems management
is a collaborative effort involving Human Resources, Facilities and Information & Technology.
The City will issue photo identification access badges to all elected officials, full-time, part-time
and non-benefitted employees. Volunteers will receive non-photo identification/building access
badges, unless they are volunteering in the Police Department or Emergency Management
Division, in which case they will receive a photo identification/building access badge.
16. DRESS FOR YOUR DAY
City Policy Reference 200-39
PURPOSE
The policy articulates the City’s “Dress for Your Day” philosophy and provides a flexible and
reasonable dress standard for all. This policy is to support a work environment that is
comfortable and inclusive for all City personnel.
Ultimately, the racially, gender, religiously, and politically inclusive business casual dress code
aims to balance individual expression, professionalism, and safety requirements, fostering an
environment where all feel valued, respected, and able to perform their duties effectively.
POLICY - DRESS FOR YOUR DAY
1. The City’s “Dress for your Day” philosophy encourages individuality and personal
discretion by allowing individuals to tailor their clothing choices to the day-to-day
demands of their role and the work that they perform. Individuals should consider their
day’s schedule, tasks being performed, and the people with whom they’ll have
interaction.
2. Good judgment should always be applied when making decisions on workday attire.
Dress for Your Day embodies the basic sentiment that the City trusts individuals to know
how to exercise good judgment in choosing clothing for the workday. This philosophy is
intended to reinforce that trust.
3. General Expectations. To provide guidance, some minimum standards are outlined
below.
a. Casual is the default dress code. Casual is defined as all shirts with collars,
crewneck or v-neck shirts, blouses, and golf and polo shirts. Casual slacks and
trousers, jeans without holes, etc. Dresses/skirts that are mid-thigh or longer,
except for safety sensitive positions prohibited by the Department of Labor &
Industries. Clean, athletic shoes, casual slip-on or tie shoes and dress sandals.
b. Business attire may be necessary for meetings with elected officials, community
members or customers, colleagues or networking opportunities. Business attire is
defined as all shirts with collars, blouses, and golf and polo shirts. Slacks and
trousers. Dresses/skirts that are mid-thigh or longer. Slip on or tie shoes, dress
sandals and clean athletic shoes.
c. Attire and appearance should be clean and appropriate to the workday.
d. Hats should have the City of Auburn logo to aid in identification when serving the
public.
4. Inappropriate Attire. It would be impossible to provide an exhaustive list of what is or is
not acceptable when it comes to appropriate attire. That said, below are some examples of
inappropriate or unprofessional attire. This list is not intended to be exhaustive.
a. Garments that are dirty, ripped, extremely worn or threadbare.
b. Attire printed with social movements, counter movement, or political affiliations.
c. Sleepwear, including slippers.
d. Beachwear, including flip-flops, swimwear and shorts.
e. Shirt or blouse that ends above the waist, exposing a midriff section.
f. Exercise gear is generally not appropriate but may be worn when participating in
wellness, recreation or City-based activities.
g. Applying the Dress for Your Day standard, beach wear and/or exercise gear
would be reasonable attire for parks/recreation staff.
h. Heavily scented lotions, perfumes, colognes should be generally avoided, as some
people have scent allergies and sensitivities. Where specific disability
accommodations have been put in place, use of such products may be formally
restricted.
17. PUBLIC RECORDS REQUESTS
City Policy Reference 400-03
PURPOSE
To establish the procedures the City of Auburn (“City”) will follow in order to provide full
access to public records. These rules provide information to persons wishing to request access to
public records of the City and establish processes for both requestors and the City staff.
POLICY
RCW 42.56.070 (1) requires each agency to make available for inspection and copying
nonexempt “public records” in accordance with published rules. The act defines “public record”
to include any “writing containing information relating to the conduct of government or the
performance of any governmental or proprietary function prepared, owned, used, or retained” by
the agency.
RCW 42.56.070(2) requires each agency to set forth “for informational purposes” every law, in
addition to the Public Records Act, that exempts or prohibits the disclosure of public records
held by that agency. The City adopts by reference the list of exemptions found in Appendix C of
the Public Records Act for Washington Cities, Counties, and Special Purpose Districts published
by Municipal Research & Service Center, last update March 2019, as that list may be amended.
In accordance with RCW 42.56.070(4)(a), the City finds that the City is comprised of multiple
departments, which maintain separate databases and document management systems. The City
further concludes that because of the multiple locations, formats, and storage systems, it is
unduly burdensome to main an all-inclusive index of public records. Therefore, the City does
not maintain an all-inclusive index of public records.
18. ELECTRONIC SIGNATURES
City Policy Reference 400-04
PURPOSE AND ADMINISTRATION
To establish an electronic signature policy for the City.
This policy may be modified, rescinded, or replaced at any time by the City Attorney.
POLICY
The City recognizes electronic signatures as legally binding and equivalent in force and effect as
an original handwritten signature and authorizes the use of an electronic signature platform to
affix signatures to City records as provided in this policy. Electronic signatures may be affixed
to all records not legally required to have an original handwritten signature, including but not
limited to, meeting minutes, resolutions, ordinances, engineering records, and any and all leases,
contracts, and agreements to which the City is a signatory.
Electronic signatures may be used on City records requiring execution by a third party.
Electronic signatures cannot be applied using another employee’s name. Records signed by a
designee on behalf of the Mayor, City Clerk, City Attorney, City Engineer, Engineer of Record
or Department Director shall use the designee’s own electronic signature.
If an electronic signature is used for interstate transactions or for documents required by the U.S.
Federal government, the electronic signature shall comply with the requirements of the
Electronic Signatures in Global and Electronic Commerce Act. This policy in no way affects the
City’s ability to conduct a transaction using a physical medium and shall not be construed as a
prohibition on the use of original handwritten signatures.
19. PETITIONS AND SIGNATURE DRIVES AT CITY HALL
City Policy Reference 500-1
PURPOSE
It is the purpose and intent of this policy to make available at City Hall and other public facilities
of the City access to and an opportunity for exchange of information. There are occasions when
public service projects and matters of community interest would warrant the use of City Hall and
other City facilities. Among the methods that information may be gathered and shared are
petitions and signature drives. However, state law (RCW 42.17.130) provides strict limitations
on the use of public facilities for political campaigns, ballot measures and elections matters.
Accordingly, the accessibility and availability of City Hall and other City facilities for petitions
and signature drives related to political campaigns, ballot measures and elections matters must be
curtailed in accordance with state law. Therefore, in order to provide for distinction between
those petitions and signature drives that are election related and those that are community
oriented but unrelated to election matters, a policy should be implemented.
POLICY
Whenever proponents of a petition or signature drive wish to solicit signatures and have petitions
available for signature at City Hall and other City facilities, the Community Development
Director shall screen the petitions and signature drives to assess whether they have any
relationship to any political campaigns, ballot measures or election matters.
1. If the Community Development Director determines that the signature drive or petition is
related to any ballot measure, election or candidacy, it shall be denied permission to
utilize City Hall or other City facilities.
2. If the Community Development Director determines that the petition or signature drive is
unrelated to any political campaigns, ballot measures or elections matters, the
Community Development Director shall then assess whether the petition or signature
drive is community oriented or directed to issues and matters objectively beneficial to the
City.
3. If the Community Development Director determines that the signature drive or petition is
not community oriented or directed to issues and matters objectively beneficial to the
City, it shall be denied permission to utilize City Hall or other City facilities.
4. On the other hand, if the Community Development Director determines that the signature
drive or petition is community oriented or directed to issues and matters objectively
beneficial to the City, it may be granted permission to utilize City Hall or other City
facilities, subject to reasonable space and access considerations.
5. In considering whether the signature drive or petition is community oriented and/or
directed to issues and matters objectively beneficial to the City, the Community
Development Director shall consider whether it meets or promotes a legitimate
municipal/governmental purpose and whether it does so in a way that is fair and
responsible.
20. OBSTRUCTION OF ACCESS TO CITY FACILITIES
City Policy Reference 500-2
PURPOSE
To establish a policy that bans use of entry-plaza areas around City Hall, as well as use of other
City facilities for purposes different than those for which they were intended, or which interferes
with or which could interfere with the intended uses.
POLICY
People are prohibited and prevented from any use of City facilities that interferes with the
purposes for which the City facilities were intended, or which interferes with or obstructs safe,
clean access to City facilities. This includes, but is not limited to use of bicycles, scooters,
skates, skateboards and similar vehicles in the entry-plaza areas around City Hall.
21. TRAVEL AUTHORIZATION
City Policy Reference 100-11
RCW 42.24
Auburn Municipal Code 2.54
PURPOSE
To provide Councilmembers who incur authorized travel, subsistence, registration and related
expenses while on City business, reasonable and timely mechanisms for reimbursement and/or
the advancement of such necessary expenditures.
It is also recognized that City payment of business-related food and beverage for non-travel
purposes will be incurred by Councilmembers wherein reimbursement will be provided. This
policy also served to provide guidelines by which to determine whether or not expenditure by a
Councilmember may be reimbursable to that Councilmember, and by which to determine
refreshments and related costs served or made available at meetings involving volunteers and
other quasi-employees are legitimate City expenditures.
POLICY
The City will pay reasonable and necessary expenses incurred by Councilmembers while
conducting authorized City business. When incurring such expenses, Councilmembers must be
sensitive to public expectations as to the use of public moneys and the need to use good
judgment. The City will not pay ineligible expenses such as alcoholic drinks, expenses incurred
by a spouse or another person, and first-class travel, nor will the City pay expenses judged
excessive, extravagant, unnecessary or unreasonable.
It shall be the policy of the City to allow attendance and participation of City elected and
appointed officials, employees, members of boards, and commissions at meetings and
conventions when such participation is determined to be in the public interest. It shall be
understood that all subsistence rates, allowances and payments provided to City
employees/officials through the implementation of this policy shall only be paid when such
employee or official is engaged in duly authorized City business and not for any other purposes.
22. USE OF CITY CREDIT CARDS
City Policy Reference 100-12
RCW 43.09.2855
Auburn Municipal Code 3.10.020
PURPOSE
1.1 To establish a policy and procedure related to the distribution, authorization, control and use
of City credit cards.
1.2 To establish credit limits and payment of bills related to City credit cards.
POLICY
The City of Auburn finds that the use of credits cards is a customary and economical business
practice to improve cash management, reduce costs and increase efficiency.
Use of Credit Cards shall be limited to the following:
- Extraordinary and/or emergency type circumstances;
- Advance payment for budgeted and authorized training classes/ seminars;
- Advance payment for budgeted and authorized purchases made via the internet;
- Budgeted, approved. travel including costs associated with such travel (advance payment
of airline fares, lodging, registration fees, and tuition);
- Non -travel status meals (see receipt requirement in section 5. 4);
- Travel status meals limited to the. Per Diem rate (see requirements in section 5. 4).
- See also the Travel. Authorization & Reimbursement for Business - Related Travel.
Expenses policy, No. 100- 11.
All credit card receipts must be itemized or have an itemized receipt accompanying them. Meal
receipts shall include a detail of food and beverages served. Meals purchased in travel status will
be limited to per diem amounts. If the per diem rate is exceeded, the card user must reimburse
the City.
Personal charges to City credit cards are not allowed under any circumstance
Disallowed charges, or charges not properly identified, will be paid by the card user before the
charge card billing is due. Failure to do so will render the card user personally liable for the
unpaid amount, plus interest and/ or any fees at the rate charged by the bank that issued the card.
Cash advances on all City credit cards are prohibited.
23. PURCHASING CARDS
City Policy Reference 100-15
PURPOSE
To establish policies and procedures for employees regarding the use of purchasing cards to
procure goods or services for official City business purposes.
POLICY
It is the policy of the City of Auburn to authorize cardholders to make purchases using a City of
Auburn purchasing card. Use of purchasing cards will reduce costs associated with processing
invoices and purchase orders by departments and accounts payable and maintain good business
relations with suppliers through prompt payments.
Authorized cardholders are responsible for becoming knowledgeable with proper use of the card,
authorized expenditures, and the documentation requirements. Authorized cardholders are to use
the cards only for official City business.
All purchasing cards will be issued to the City of Auburn in the name of the authorized
cardholder. The purchasing card must be maintained on person or otherwise secured in a manner
to maintain control of the card. For safety purposes the authorized cardholder' s identification or
social security number is not associated with the card.
Purchasing Card Program Cardholder Responsibilities:
1. Be accountable and responsible for the purchasing card in his/ her name at all times.
2. Use the purchasing card for official City business only and not personal use or cash
advances. The Purchasing Card Agreement between the cardholder and the City
must be completed and signed by the cardholder and Pcard Program
Administrator (Finance A/ P) before the purchasing card will be issued. The
Purchasing Card Agreement and its terms are incorporated as part of this policy.
3. Obtain and retain original receipts, packing slips, and shipping documents for each
purchase made with the purchasing card. A monthly report will be provided by
the cardholder.
4. Reconcile, or arrange for the reconciliation of, the purchasing card monthly report/
statement. Confirm that original receipts documenting all transactions on the
report are supportable as appropriate City expenditures are attached to the report.
Have the monthly report reviewed and approved according to internal department
policies and submitted to the Finance Department by the appropriate due dates.
Include appropriate additional documentation when consistent with other City
policies (i. e., travel authorization forms).
5. All purchasing card purchases must comply with the City of Auburn Purchasing and
Travel policies and procedures. The purchasing card is not to be used as a
substitute for contracts.
6. The use of the purchasing card does not relieve the cardholder from complying with
other State, City, and department policies and procedures. The purchasing card is
not intended to replace effective procurement planning, which can result in
quantity discounts, a reduced number of trips, and more efficient use of City
resources.
7. The authorized cardholder is the only person entitled to use the purchasing card that
has their name on the face of the card. Purchasing cards should be treated with
extreme care in the same manner as a personal credit card. The cardholder is
responsible for reporting a lost or stolen card immediately to their supervisor and
Purchasing Card Program Administrator (Finance A/P).
DEFINITIONS:
AUTHORIZED CARDHOLDERS. The Mayor, City Council members, and authorized full or
part-time regular City employees are eligible to use purchasing cards. Temporary employees are
not authorized to use purchasing cards.
PURCHASING CARDS. Will be a credit card with a Visa logo issued from the bank or
procurement card program of the City’s choice.