HomeMy WebLinkAbout05-07-2012 (2)
Council Operations Committee
May 7, 2012 - 5:00 PM
City Hall Conference Room 2
AGENDA
I.CALL TO ORDER
A.Roll Call
B.Announcements
C.Agenda Modifications
II.CONSENT AGENDA
A. Minutes of the September 20, 2011 meeting.*
B. Minutes of the September 26, 2011 meeting*
C. Minutes of the April 2, 2012 Regular Meeting*
III.RESOLUTIONS
A. Resolution No. 4813* (Heid)
A Resolution of the City Council of the City of Auburn, Washington, amending the
City Council Rules of Procedure as adopted by Ordinance No. 5802 and amended
by Resolution Nos. 4282, 4429, 4467, 4615, 4686 and 4740
IV.DISCUSSION ITEMS
A. Resolution No. 4807* (Heid)
A Resolution of the City Council of the City of Auburn, Washington, revising the
City of Auburn policy for identified city officials to participate in and maintain
membership in professional organizations and in civic, community, service or
governmental organizations, amending Resolution No. 3417 accordingly
V.ADJOURNMENT
Agendas and minutes are available to the public at the City Clerk's Office, on the City website
(http://www.auburnwa.gov), and via e-mail. Complete agenda packets are available for
review at the City Clerk's Office.
*Denotes attachments included in the agenda packet.
Page 1 of 50
AGENDA BILL APPROVAL FORM
Agenda Subject:
Minutes of the September 20, 2011 meeting.
Date:
April 16, 2012
Department:
Administration
Attachments:
Minutes
Budget Impact:
$0
Administrative Recommendation:
Background Summary:
Reviewed by Council Committees:
Councilmember:Staff:
Meeting Date:May 7, 2012 Item Number:CA.0
AUBURN * MORE THAN YOU IMAGINEDCA.0 Page 2 of 50
Page 1
COUNCIL OPERATIONS
COMMITTEE
September 20, 2011
4:30 PM
CONFERENCE ROOM 3
CITY HALL, 2ND FL
MINUTES
I. CALL TO ORDER
Chair Rich Wagner called the meeting to order at 4:30 p.m. in Conference
Room 3 located on the second floor of Auburn City Hall located at 25
West Main Street in Auburn.
Members in attendance included Chair Wagner, Vice Chair Sue Singer,
and Member Nancy Backus. Also in attendance were Councilmember
Virginia Haugen, City Attorney Daniel B. Heid, Risk Manager Rob Roscoe,
Employee Relations and Compensation Manager John Fletcher, and City
Clerk Danielle Daskam.
II. APPROVAL OF MINUTES
A. August 9, 2011
Vice Chair Singer moved and Member Backus seconded to
approve the August 9, 2011 minutes of the Council Operations
Committee.
MOTION CARRIED UNANIMOUSLY. 3-0.
III. COUNCIL COMPENSATION
Committee members reviewed the chart titled Auburn City
Councilmembers’ Salary Growth Over 20 Years Compared to Total City of
Auburn Employees and Councilmember Salaries of Various Cities
Compared Based on Populations.
Committee members also reviewed a revised chart reflecting Council
compensation increases over the past fifteen years by Ordinance number,
dated adopted and effective date. The last Council increase in
compensation was voted on in October 2005.
CA.0 Page 3 of 50
Council Operations Committee September 20, 2011
Page 2
Committee members also reviewed a survey of options for non-cash
compensation that is currently offered to other Councils.
Committee members reviewed benefits currently available to the Council,
including: Section 457 Deferred Compensation, Volunteer Employee
Benefits Association (VEBA), Public Employees Retirement System
(PERS), Flexible Spending Account, healthcare, long term care, life
insurance, short and long term disability insurance.
Committee members suggested that Human Resources prepare a
handbook for new Councilmembers of the benefits currently available to
Councilmembers.
Committee members reviewed the survey of other Councils and the
benefits they receive and noted the following differences with the benefits
currently provided to Auburn Councilmembers:
• Lynnwood – City pays for 100% for member healthcare
• SeaTac – City pays $103 per month in VEBA in lieu of healthcare
• Federal Way – City pays $450 per month in VEBA
• Kent – City pays $618 per month towards medical
• Puyallup – City pays for full cost of family health insurance, dental
and vision
• Kirkland – City pays $300 in lieu of medical
• Redmond – City pays between $500 and $800 per month for
healthcare
• Renton – City pays 100% for member healthcare (approximately
$600 per month) and pays two percent in deferred compensation
• Des Moines – Pays compensation per meeting
• Edmonds – Pays compensation per meeting in addition to regular
salary and pays 90% for member medical
There was brief discussion regarding establishing an independent salary
commission responsible for setting the Council compensation.
Chair Wagner expressed opposition to forming a salary commission. Vice
Chair Singer stated that she would favor a salary commission if it was
advisory and the Council retained the ultimate authority for setting
compensation. Member Backus concurred.
It was consensus of the Committee to not pursue forming a salary
commission.
CA.0 Page 4 of 50
Council Operations Committee September 20, 2011
Page 3
Committee members reviewed the chart of Regence Washington
Healthfirst and Group Health premiums offered to non-affiliated
employees.
Vice Chair Singer proposed offering healthcare for the member only.
Committee members then discussed draft Ordinance No. 6373 dated
August 10, 2011, which includes a salary increase tied to the Consumer
Price Index (CPI). The ordinance provides that the Council will receive an
increase in compensation if the total annual City of Auburn sales tax
receipts increase by at least two percent over the total amount of sales tax
received in the year 2011; the amount of the annual increase to
Councilmember and Deputy Mayor compensation shall be ninety percent
of the annual Consumer Price Index – Wage Earners (CPI-W) for the
Seattle-Tacoma-Bremerton area, August through July for the prior year.
Once the sales tax threshold is met, an automatic CPI increase would be
triggered for all future years.
Employee Relations and Compensation Manager Fletcher stated that
none of the collective bargaining agreements utilize the Consumer Price
Index for salary increases. The collective bargaining agreements include
a set percentage increase.
Committee members discussed setting multiple sales tax increase levels
that would trigger Council compensation increases. Committee members
requested that City Attorney Heid prepare a draft ordinance that would
include two sales tax increase thresholds at four percent and six percent.
The 2011 sales tax would be the base rate.
Committee members agreed to not consider the non-cash compensation
at this time.
Committee members briefly discussed compensation per meeting.
Committee members agreed to meet again on September 26, 2011 at
4:30 p.m. to discuss Council compensation and the retreat.
CA.0 Page 5 of 50
Council Operations Committee September 20, 2011
Page 4
VI. ADJOURNMENT
There being no further business to come before the Committee, the
meeting adjourned at 5:40 p.m.
APPROVED the _____ day of _____________, 2012.
___________________________ _______________________
Nancy Backus, Chair Danielle Daskam, City Clerk
CA.0 Page 6 of 50
AGENDA BILL APPROVAL FORM
Agenda Subject:
Minutes of the September 26, 2011 meeting
Date:
April 16, 2012
Department:
Administration
Attachments:
Minutes
Budget Impact:
$0
Administrative Recommendation:
Background Summary:
Reviewed by Council Committees:
Councilmember:Staff:
Meeting Date:May 7, 2012 Item Number:CA.0
AUBURN * MORE THAN YOU IMAGINEDCA.0 Page 7 of 50
Page 1
COUNCIL OPERATIONS
COMMITTEE
September 26, 2011
4:30 PM
CONFERENCE ROOM 2
CITY HALL, 2ND FL
MINUTES
I. CALL TO ORDER
Chair Rich Wagner called the meeting to order at 4:30 p.m. in Conference
Room 3 located on the second floor of Auburn City Hall, 25 West Main
Street in Auburn.
Chair Wagner and Vice Chair Sue Singer were present. Member Nancy
Backus was excused. Also present were City Attorney Daniel B. Heid,
Risk Manager Rob Roscoe, Employee Relations and Compensation
Manager John Fletcher, Finance Director Shelley Coleman, and Council
Secretary Antoinette Early.
II. COUNCIL COMPENSATION
Committee members reviewed new information prepared by Human
Relations and Compensation Manager John Fletcher relating to a
proposed market adjustment to Council compensation based on
compensation of other Councils in comparable cities.
Vice Chair Singer expressed support for the additional compensation of
$50 per meeting up to a maximum of $200 per month for attendance at
regional boards and commissions.
Following discussion, it was agreed by the Committee to include the
following language in Ordinance No. 6373:
“Councilmembers elected or appointed to terms commencing on or after
January 1, 2012, and who serve on appointed regional boards,
commissions and committees on behalf of the City shall receive an
additional payment of $50.00 per meeting for attendance at the meetings
of such regional boards, commissions or committees, up to a maximum of
four meetings per month and a maximum of $200.00 per month. For
purposes hereon, the regional boards, commissions and committees shall
CA.0 Page 8 of 50
Council Operations Committee September 26, 2011
Page 2
include those regional boards, commissions and committees to which the
Councilmembers have been appointed by the Mayor whether or not
confirmed by the Council, or to which the Councilmember has been
elected by the membership of the regional board, commission or
committee to which the City is a member.”
City Attorney Heid agreed to clarify paragraph A of Section 2.51.020 in
Ordinance No. 6373 as it relates to health benefits available to the
Council.
There was discussion among the members and Finance Director
Coleman regarding how to report to payroll for the extra meetings.
Director Coleman suggested adding the meetings on the travel expense
claim form and submitting a copy to payroll for the extra compensation.
Committee members also recommended that City Attorney Heid include a
recital relating to incentivizing attendance at regional boards, commission
and committees.
Vice Chair Singer moved and Chair Wagner seconded to recommend
Council approval of Ordinance No. 6373.
MOTION CARRIED UNANIMOUSLY. 2-0.
III. COUNCIL RETREAT
Chair Wagner reported that Mayor Lewis recommended that rather than a
Council retreat, the Council hold a budget workshop and reserve the
retreat for next spring with a new Council.
Chair Wagner stated that it is the intent of the Committee to recommend a
policy retreat be held next spring that follows the design of the October
2010 retreat.
VI. ADJOURNMENT
There being no further business to come before the Committee, the
meeting adjourned at 5:10 p.m.
APPROVED the ____ day of __________________, 2012.
_________________________ _________________________
Nancy Backus, Chair Danielle Daskam, City Clerk
CA.0 Page 9 of 50
AGENDA BILL APPROVAL FORM
Agenda Subject:
Minutes of the April 2, 2012 Regular Meeting
Date:
May 2, 2012
Department:
Administration
Attachments:
Minutes
Budget Impact:
$0
Administrative Recommendation:
Background Summary:
Reviewed by Council Committees:
Councilmember:Staff:
Meeting Date:May 7, 2012 Item Number:CA.A
AUBURN * MORE THAN YOU IMAGINEDCA.A Page 10 of 50
Council Operations Committee
April 2, 2012 - 5:00 PM
City Hall Conference Room 2
MINUTES
I. CALL TO ORDER
A. Roll Call
Chair Nancy Backus called the meeting to order at 5:02 p.m. in Conference Room
2 on the second floor of Auburn City Hall located at 25 West Main Street in
Auburn.
Members in attendance included Chair Nancy Backus, Vice Chair Rich Wagner
and Member Bill Peloza. Also in attendance were Councilmember Largo Wales,
Councilmember Wayne Osborne, City Attorney Daniel B. Heid, Planning and
Development Director Kevin Snyder, Executive Assistant Tamie Bothell, City Clerk
Danielle Daskam, and Deputy City Clerk Shawn Campbell.
B. Announcements
There was no announcement.
C. Agenda Modifications
There was no change to the agenda.
II. CONSENT AGENDA
A. Minutes of the February 6, 2012 Meeting
Vice Chair Wagner questioned the bullet on page 2 of the February 6, 2012
minutes regarding using the Cemetery building as a retreat space.
Vice Chair Wagner moved and Member Peloza seconded to approve the
February 6, 2012 minutes with possible corrections.
Motion carried unanimously. 3-0
(The City Clerk staff verified that Public Affairs Manager Dana Hinman spoke
about marketing the Cemetery space.)
B. Minutes of the March 5, 2012 Meeting
Vice Chair Wagner moved and Member Peloza seconded to approve the March 5,
2012 minutes.
Page 1 of 6
CA.A Page 11 of 50
Motion carried unanimously. 3-0
III. ORDINANCES
A. Ordinance No. 6405 (Heid)
An Ordinance of the City Council of the City of Auburn, Washington,
amending Section 2.03.100 of the Auburn City Code, relating to duties
of the Mayor
Member Peloza questioned whether the verbiage "commissions and committees
of the City" in Section 2.03.100 included Council Committees. City Attorney Heid
stated the wording is very broad to allow the Mayor or his designee to be involved
in creating agendas for various committees and boards.
Member Peloza confirmed the purpose of the ordinance is to allow committee
members to work with the Mayor to add items to the agenda of committee
meetings. Chair Backus stated this ordinance is simply cleaning up the language.
Vice Chair Wagner moved and Member Peloza seconded to approve Ordinance
No. 6405.
Motion carried unanimously. 3-0
IV. DISCUSSION ITEMS
A. Council Rules of Procedure
Chair Backus corrected the name of the Council Operations Committee in Section
2.1 "Committee on Committee Council Operations Committee".
Member Peloza asked for the term Presiding Officer to be replaced throughout the
document where the Council rules would require the Mayor's designee to perform
those actions.
Chair Backus requested Section 12.3 under the Deputy Mayor's duties to be
moved into Section 13.2 and to change the title of Section 13.
Chair Backus said she has been contacted regarding the Deputy Mayor's duty
to chair the Emergency Management Compensation Board. She asked for
this item to be added to the duties under Deputy Mayor in section 12.
Member Peloza said Section 15.8 is redundant to 15.1. City Attorney Heid said he
will combine the two sections under 15.1 and delete 15.8.
Vice Chair Wagner said the Les Gove Community Campus Committee has a role
in all of the activities at the Les Gove campus. He asked for the section to be
amended to include coordination of all activities within the campus. Chair Backus
said it would need to include language regarding coordinating with the
Municipal Services Committee and the Planning and Community Development
Page 2 of 6
CA.A Page 12 of 50
Committee.
Member Peloza questioned section 17.4, item C, allowing Councilmembers to
communicate between each other. City Attorney Heid stated a Councilmember
can send an email to other Councilmembers to deliver information as long as they
do not engage the other Councilmembers in dialogue that could be considered a
sequential meeting. He said the change in this section included the verb "should"
to ensure the Mayor is included in those communications.
B. Council Rules of Procedure - Order of Business of Regular Council
Meeting Agenda
Chair Backus asked for Council Committee Reports and Council Reports to be
moved after the Ordinances and Resolutions on the agenda. The change in the
order of business will allow members of the audience to learn the outcome of the
ordinances and resolutions earlier in the meeting.
C. Council Retreat Planning
Chair Backus stated Planning and Development Director Kevin Snyder has been
designated as the facilitator for the upcoming Council Retreat. She
added Executive Assistant Tamie Bothell as the Retreat Planner.
Session I:
Review of Council Goals and Desired Outcomes:
Vice Chair Wagner questioned the Council's goals. Chair Backus
stated having Planning Director Snyder facilitate the meeting will help the Council
have a broad based discussion to develop the group goals and desired outcomes.
Planning Director Snyder said staff sees this as more of a visioning effort
that will help staff in developing action items. He said the staff needs to
understand the Council's vision for the next fifty years to develop priorities, action
items and policies to be able to realize the Council's vision.
Vice Chair Wagner said he is not comfortable looking out fifty years. He said the
Council should plan for the next ten to thirty years. He added planning for the next
fifty years would take more than the time allotted. Planning Director Snyder said it
is important to help staff identify areas of focus. He said the time frame is to help
staff prioritize.
Discussion of Retreat Goals:
Vice Chair Wagner said he wants higher level information on the list. He said the
Council does not need to get into the small details at this time. Planning Director
Snyder said staff is hoping this will help focus on the industries Council wants to
pursue. He added it is important for Council to also share what they would not like
to see in the City. Vice Chair Wagner said he wants to pursue industries of
opportunity. Member Peloza said the City could build out the Airport and expand
Boeing's presence. He added the City has a great start in entertainment and could
Page 3 of 6
CA.A Page 13 of 50
grow that over the next twenty years. Vice Chair Wagner stated hospitals,
entertainment, aerospace and tourism are the areas he feels the City should focus
on. He said the City already has a base in these areas and could build on them.
Member Wagner suggested a produce center.
Planning Director Snyder stated staff will have the retreat goals, desired
outcomes, rules of conduct, the process and agenda listed to make it easier for
the Council.
Member Peloza asked for the outline to be provided to Council several weeks in
advance to give the Council time to think about each item.
Session II:
Primer on Economic Development:
Planning Director Snyder said this session will be an overview. He said the
information gathered will give Council the opportunity to hear what staff has done,
is doing or is holding off on in this area.
City Relationships with External Economic Development
Agencies and Organizations:
Chair Backus questioned who is developing the list of agencies and organizations.
Planning Director Snyder said the discussion would start with a list of existing
relationships to inform Council of who the City is currently working with. He added
the Council can then inform staff of others they would like to see added to the list.
Vice Chair Wagner talked about ways for different economic interests to work
together. He said regional economic development has been worked on in the past
without success. He stated there is a new model that deserves another look.
Planning Director Snyder said in this model it shows if a city cannot accommodate
a particular business, it is better for the city to have that business locate in a
neighboring jurisdiction rather than outside the region. He stated the city would
still receive other economic benefits from the business such as shopping and
property taxes.
Session III
Setting the Visioning Stage: Built/Human/Natural/Social Capital:
Chair Backus said the committee questions the items under this session. She
asked for a matrix to be provided to the Council. Planning Director Snyder said
historically people consider only the building capital. He said this matrix also
considers the people and their abilities, the natural surroundings and the social
asset of a community.
Vice Chair Wagner presented a quality of life circle. He said everything needs to
tie back into the quality of life for the citizens of Auburn. Chair Backus said all of
the items are connected to create the quality of life for the citizens.
Page 4 of 6
CA.A Page 14 of 50
Economic Development Prioritization and Focus:
Planning Director Snyder said the City cannot be everything to everyone so the
Council needs to prioritize around the strengths of the City. Chair Backus said it is
important to look at the priorities in terms of the budget.
Vice Chair Wagner suggested having outside agencies give presentations during
lunch. Planning Director Snyder said he is concerned about the travel time due to
the retreat being off site. He suggested putting together a survey that includes a
broad range of local businesses that could be added to the Council packet. Vice
Chair Wagner presented his suggested questions for the survey. Chair Backus
suggested changing the payroll question to a range and having it be a two part
question; one for the inside the city limits and two for the region. She added the
question "What attracted you to Auburn" for the new companies in the area.
Session IV
Vision Exercise I:
Planning Director Snyder said session IV will be the scoring session. He said this
is the place on the agenda where Council will come to a consensus of the four to
five types of businesses they would like staff to focus on.
Vision Exercise II:
Planning Director Snyder said the Council can tie the prioritized areas with the
opportunities available.
Session VI
Planning Director Snyder said in this section the Council will align the capital
projects with the budget. He said it will give Council the opportunity to direct staff
on items they would like to see on future budgeting efforts.
Chair Backus suggested having a refresher course on the priority based budget
for the new councilmembers. She added that Association of Washington Cities
may be looking at providing help with priority based budgets.
Chair Backus asked for a list of incentives the City offers in comparison to other
local jurisdictions. Vice Chair Wagner said the City needs to look at the ratio of
investment between City and developer. He said he would like to have this
information brought to the last session. He said he wants the numbers to know
what investment is going to be required to realize the Council's goals and
priorities. Planning Director Snyder said he can bring some information to
the retreat. He added this item would need to be continued to another meeting
such as a Committee of the Whole meeting.
V. ADJOURNMENT
There being no further business, the meeting adjourned at 6:36 p.m.
Page 5 of 6
CA.A Page 15 of 50
Approved this ______day of May, 2012.
______________________________ _____________________________
Nancy Backus, Chair Shawn Campbell, Deputy City Clerk
Items Submitted to the April 2, 2012 Council Operations Committee:
Vice Chair Wagner: Quality of Life Circle
Vice Chair Wagner: List of Questions for Survey
Page 6 of 6
CA.A Page 16 of 50
AGENDA BILL APPROVAL FORM
Agenda Subject:
Resolution No. 4813
Date:
May 3, 2012
Department:
Administration
Attachments:
Resolution No. 4813
Budget Impact:
$0
Administrative Recommendation:
City Council adopt Resolution No. 4813.
Background Summary:
Resolution No. 4813 reflects modifications to the Council Rules of Procedure for
purposes of clarification of the rules and housekeeping changes.
Reviewed by Council Committees:
Council Operations Committee
Councilmember:Staff:Heid
Meeting Date:May 7, 2012 Item Number:RES.A
AUBURN * MORE THAN YOU IMAGINEDRES.A Page 17 of 50
RESOLUTION NO. 4 8 1 3
A RESOLUTION OF THE CITY COUNCIL OFTHE CITY OF
AUBURN, WASHINGTON, AMENDING THE CITY
COUN,CIL RULES OF PROCEDURE AS ADOPTED BY
ORDINANCE NO: 5802 AND AMENDED BY RESOLUTION
NOS. 4282, 4429, 4467; 4615, 4686 AND 4740
WHEREAS, on February 2, 2004, the Aubum City Council adopted Ordinance
No. 5802 approving the Rules of Procedure of the City Council; and
WHEREAS, Ordinance No. 5802 also provided that future amendments or
mod cations to the Council Rules of Procedure could be accomplished by
Resolution properly introduced and passed by the City Council; and
WHEREAS, on December 12, 2007, Decembe 15, 2008, April 6, 2009, July
6, 2010, February 22, 2011, and August 15, 2011, the City Council passed
Resolution Numbers 4282, 4429, 4467, 4615, 4686, and 4740 respectively, which
Resolutions adopted certain mod cations to the Councif Rules of Procedure; and
WHEREAS, the Council Operations Committee has recommended additional
modifications to the Rules of Procedure.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF AUBURN,
WASHINGTON, IN A REGULAR MEETING DULY ASSEMBLED, HEREWITH
RESOLVES AS FOLLOWS:
Section 7. The Rules of Procedure of the City Council, as adopted by
Ordinance No. 5802 on February 2, 2004, amended by Resolution No. 4282 on
December 12, 2007, Resolution No. 4429 on December 15, 2008, Resolution No.
4467 on April 6, 2009, Resolution No. 4615 on July 6,2010, Resolution No. 4686 on
Resolution No. 4813
May 2,2012
Page 1 of 2
RES.A Page 18 of 50
February 22, 2011, and Resolution No. 4740 on August 15, 2011, are hereby
amended as set forth in ExhibiY°A", attached hereto and incorporated herein.
Section 2. The Mayor is hereby authorized to implement such administrative
procedures as may be necessary to carry out the directives of this legislation.
Section 3. This Resolution shall take effect and be in full force and effect
upon passage and signature hereon.
DATED and SIGNED this_day of 2011.
CITY OF AUBURN
PETER B. LEWIS, MAYOR
ATTEST:
Danielle E. Daskam, City Clerk
APP OVED AS TO fORM:
D i . He ity A
Resolution No.4813
May 2.2012
Page 2 of 2
RES.A Page 19 of 50
crrr oF _ *
WAS H I N GTON
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 OF REGULAR COUNCIL MEETING AGENDA 4
SECTION 4 - COUNCILMEMBER ATTENDANCE AT MEETINGS 8
SECTION 5 - PRESIDING OFFICER -DUTIES 9
SECTION 6 - COUNCILMEMBERS 10
ECTION 7 - DEBATES 10
SECTION 8 - PARLIAMENTARY PROGEDURES AND MOTIONS 11
ECTION 9 -VOTING 13 344
SECTION 10 - COMMENTS, CONGERNS AND TESTIMONY TO COUNCIL 14
SECTION 11 - PUBLIC HEARINGS AND APPEALS 14
ECTION 12 - DEPUTY MAYOR SELECTION PROCESS 15
SECTION 13 - COUNCIL POSITION VACANCY 16
ECTION 14 - COUNCIL MEETING STAFFING 16Ytl Y-
i
SECTION 15 - COUNCIL RELATIONS WITH STAFF 17
SECTION 16 - COUNCIL COMMITTEES AND CITIZEN ADVISORY BOARDS 18
SECTION 17 - COUNCIL REPRESENTATION & INTERNALCOMMUNICATION 21
SECTION 18 -TRAVEL AUTHORIZATIbN 24
SEGTION 19 - CONFIDENTIALITY 24
SECTION 20 - ENFORCEMENT OF RULES OF PROCEDURE 24
RES.A Page 20 of 50
RULES OF PROCEDURE OF THE CITY COUNCIL OF
THE CITY OF AUBURN, WASHINGTON
SECTION 1 -AUTHORITY
The Aubum City Council hereby establishes the following rules for the conduct of
Council meetings, proceedings and business. These rules shall be in effect upon
adoption by resolution of Council and until such time as they are amended or new rules
are adopted in the manner provided by these rules.
SECTION 2 - COUNCIL MEETINGS
All meetings of the City Council shall be open to the public and all persons shall be
permitted to attend any meeting of this body, ezcept as provided in RCW Chapter
42.30.
The City Glerk shall 6e responsible for preparing agendas forall City Council meetings
pursuant to the authority of Section 2.03.100 ofthe City Code'.
The City Clerk shall cause to be prepared action minutes of all of the Council meetings,
which minutes shall contain an account of all official actions of the Council. Council
meetings shall be electronically rec.orded and retained for the period of time as provided
by State law.
2.1 Regular Meetings - In accordance with Sections 2.06.010 and 2.06.020 of the
City Code, the regular meetings of the City Council shall held on the first and
ttiird Mondays of every morrth at in the City Hall Council Chambers located at 25
West Main Street, Aubum, Washington. The regular meeting location may be
changed by a majority vote of the City Council.
Regular Council meetings will begin at the hour of 7:30 p.m.
A quorum shall constitute four or more Councilmembers for the transaction of
business.
2.03.100 Meeting coordination duties:
The mayor or the mayor's designee,shall be responsible for the preparation of agendas for the
meetings of the council.antl of the various boards, commissions and committees of the city, and for
including in those agendas the items and issues appropriate for consideretion by the council and the
various boards, commissions and committees of the city. The mayor or the mayor's designee shall also
be responsible for publishing notices for meetings and for public hearings for the meetings of the council
and the various boards, commissions and committees of the city, and for setting the dates and times for
said public hearings, except in those instances when setting dates and times for public hearings is
required by statute to tie done through council resolution. (Ord. 5761 § 1, 2003.)
Page2 JBU * MOEtE THAN YOU [MAGINEDRES.A Page 21 of 50
In the event that a scheduled Council meeting #alls on a legal holiday, the
meeting shall be held at 7:30 p.m. on the first business day following the holiday.
The Presidina Officer shall be.as set forth in Section 5.1 herein..
The MayeFPresidin4 Officer shall be seated at tfie center of the dais, and the
Deputy Mayor shall be seated to the AAayeFS-Presidin4 Officer's immediate left.
When the Deputy Mayor is acting as the Presiding Officer, in the absence of the
Mayor, the Deputy Mayor shall be seated in the center of the dais. The seating
arrangement for the other members of the Council shall be as directed by the
Council Ooerations Committ
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.O6.Q30 (1957 code § 1.04.060); ACC
2.06.080 (1957 code § 1.04.090)J
2.2 Special Meetings - In accordance with Section 2.06.040 of the City Code and
Section 35A.12.110 RCW, a special meeting of the City Council may be called by
the Mayor or any three members of the Council by written notice delivered to
each member of the Council at least 24 hours before the time specified for the
proposed meeting; provided, however, that 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 such meeting has been given by
such notice to the local press, radio and television as will be reasonably
calculated to inform the city's inhabitants of the meeting.
See ACC 2.06.040 (1957 code § 1.04.070).]
2.3 Emergency Meetings - Emergency meetings may be called by the Mayor, in
accordance with Section 42.30.070 RCW, when by reason of fire, flood,
earthquake, or other emergency, there is a need for expedited action by the City
Council to meet the emergency, in which case, the meeting site notice
requirements otherwise applicable shall not apply.
2.4 Executive Sessions.- A Council meeting that is closed except to the Council,
the Mayor, City Attomey ;and aufhorized staff members and/or consultants
authorized by the Mayor.The public is restricted from attendance.
Executive sessions may be held during Regular and Special meetings of the City
Council and during Council Committee meetings, and will be announced by the
Ma reF-ef—S#3ai Presidina Dfficer. Executive session subjects are limited to
considering such matters as permitted by State law.
ee former ACC 2.06.070 (1957 code § 1.04.080).]
Page 3 BU * MORE THAN YOU IMAGINEDRES.A Page 22 of 50
2:5 Cancellation of Meetings - Meetings may be canceled by a majority vote of the
Council and proper notice given by the City Clerk.
SECTION 3'- ORDER OF BUSINESS OF REGULAR COUNCIL MEETING
AGENDA
All items to be included on the Council's agenda for consideration should be submitted
to the Ci4y Clerk; in full by 12:00 Noon on the Tuesday preceding each regular Council
meeting. The City Cleric shall then prepare a proposed agenda according to the order of
busine§s, for approval by the Mayor, or hislher designee.A final agenda will then be
prepared by the City Clerk and distributetl to Councilmem6ers as the o cial agenda for
the meeting.
The agenda foRnat of the Regular City Council meeting shall be as follows:
3,1 Call to order.
The AAayeFPresidina Officer shall call the meeting to order.
3:2 Roll call.
The City Clerk will call the roll. Councilmembers may request to be excused from
a meeting by requesting the same of the Mayor in advance of the meeting. The
reason for the request shall be given at the time of the request.
3.3 Flag salute.
The AAayepPresidina Officer, Councilmembers and, at times, invited guests will
lead the flag salute.
3.4 Mnouncements, Proclamations and Presentations
A proclamation is defined as an official announcement made by the
AAayeFPresidina Officer or the City Council regarding a non-controversial event,
activity or special interest group which has a major city-wide impact.
3.5. 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.
3.6 Agenda mod cations
Changes to the Council's published agenda are announced at this time.
Page 4 BU * MORE THAN YOU IMAGINEDRES.A Page 23 of 50
3.7 Public Hearings and Appeals .
Individuals may comment on public hearing and appeal items, provided that
when an appeal is a closed record appeal, the matter shall be considered based
on information, evidence and documents in the record. Argument on the appeal
shall refer only to matters, information, documents and evidence presented at the
underlying hearing from which the appeal is taken, and no new information,
evidence or-documents may 6e added, and argument on the appeal may only
deal with informa#ion, evidence and documents in the record. The
AAayeFPresidina Officer will state the public hearing and/or appeal procedures
before each hearing.
3.8 Audience Participation
Members of the audience may comment on items relating to any matter related
to Gity business under the Audience Participation period. Comments are limited
to tliree (3) minutes per person, and a total of fifteen (15) minutes per topic.
Groups who have a designated speaker may have a total of ten (10) minutes to
speak. Public comments sign-up forms will be available at the City Clerk's desk
at each meeting for use of those citizens wishing to address the CounciL The
City Clerk shall serve as timekeeper. The Presiding Officer may make
exceptions to the audience participation time restrictions when warranted, in 4he
discretion of the Presiding Officer.
Citizens may also speak on individual agenda items on the printed agenda at the
I time they are considered by the Council as requested by the AA,ajreFPresidin4
Officer.
3.9 Correspondence
3.10 Gouncil Committee Reports
Council Committee Chairs report on action and a,ctivities of their respective
Council Committees. In giving Committee RePorts, the Chair or other committee
member giving the Report is encouraged to defer detailed reporting regarding
resolutions and ordinances that are on the current Council agenda. Then, during
discussion on a motion, the Chair or other committee member is encouraged to
give a description of the int_ention, or process of consideration of the ordinance or
resolution.
I
Page 5 IJ * MORE THAN YOU IMAGINEDRES.A Page 24 of 50
3.11 Consent Agenda
Approval of the Consent Agenda, including items considered to be routine and.
non-controversial, may be approved by one mntion, Items on the Consent
Agenda include but are not limRed to the following. Any Councilmember may
reinove any item,from the Consent Agenda for separate discussion and action.
A. Approval of minutes.
B. Fixing dates for public hearings and appeals.
C. Approval of claims and vouchers, bid awaMs and contracts.
D. Approval of surplus property.
E. Other items designated by the City Council.
3.a-312 Unfinished Business
Unfinished business of a general nature.
3.4413 New Business
usiness, other than ordinances and resolutions, that has not been previously
before.the City Council.
3.514 Ordinances
All ordinances shall be in writing, and the titles thereof shall be read aloud by the
City Attomey prior to a vote being called on their adoption, provided that any
councilmember may upon request, have a full reading of the text of a proposed
ordinance prior to the vote on its adoption. It shall not require a second to the
request for a full reading of an ordinance. It is further provided, however, that the
requirement for a reading of the tRle of the proposed ordinance, or a full reading
of the text of the proposed ordinance may be waived upon a motion duly made,
seconded and approved by a majority of the councilmembers in attendance at
the council meeting.
After a motion to adopt an ordinance has been made and seconded, the
Councilmember making the motion is encouraged to give a very brief descrip6on
of the 'issues involved with 4he ordinance, without simply repeating the ordinance
Page 6 AUBURI T * MORE THAN YOU IMAGINEDRES.A Page 25 of 50
title as read by the City Attomey and may choose to comment on any results of
Committee action regarding the issue.
Discussion and debate by the City Council on ordinances will be held prior to the
Vofe on an ordinance. Councilmembers shaU decide whether or not to amend the
ordinance; or direct staff to further review the proposed ordinance.
An ordinance shall be adopted by a majoriry vote of a quorum of the Ciry Council,
Proyided that adoption of any ordinance that grants or revokes a franchise or
license shall require the affrmative vote of at. least a majority of the whole
membership of the Council, and Provided that public emergency ordinances
require a vote of a majority plus one of the whole Council membership. A public
emergency ordinance is one designated to protect public health and safety,
public property, orpu6lic peace.
3.46-15 Resolutions
All resolutions shall be in writing, and the titles thereof shall be read aloud by the
City Attomey prior to a vote being called on their passage, provided that any
councilmembermay upon request, have a full reading of the text of a proposed
resolution prior to the vote on its passage. It shall not require a second to the
request for a full' reading of a resolution. It is further provided, however, that the
requirement for a reading of the title of the proposed resolution, or a full reading
of the text of the proposed resolution may be waived upon a motion duly made,
seconded and approved 6y 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 as read by the City Attomey, and the councilmember may choose to
comment on any results of Committee action regarding the issue.
Discussion and debate by the City Council on resolufions will be held prior to 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 paymeM of money shall require
the affirmative vote of at least a majority of the whole membership of the Council.
3.16 Councilmember Reports
Councilmembers mav renort on their siqnificant citv activities since the last
reaular meetina. Councilmembers shall limit their_reoorts to not more than three
3) to five (51 minutes.
Page 7 JBU * MORE THAN YOU IMAGINEDRES.A Page 26 of 50
3.17 Adjoumment
Recess -The foregoing agenda may be interrupted for a stated time as calied by
the Presiding Officer to recess for any reason, including executive sessions.
See former ACC 2.06.110(Ord. 5687 § 1, 2002; Ord. 4166 § 2, 1986); ACC 2.06.120
1957 code §. 1_04.120.); ACC 2.06.140 (1957 code § 1.04.140.); ACC 2.06.170 (1957
code § 1.04.190.); ACC 2.06.180 (Ord. 5635 § 2,2002; 1957 code § 1.04.200).]
SECTION 4 - COUNCILMEMBER ATTENDANCE AT MEETINGS
4.1 Councilmembers shall attend Regular Council meetings. Councilmembers will
inform the Mayor or the City Clerk if they are unable to attend any Regular
Council meeting, or 'rf they knowingly will be late to any meeting. If a
Councilmember has informed the Mayor or City Clerk that he or she is unable to
attend such meeting, the minutes for that meeting will show the Councilmember
as having an excused absence for that meeting. Provided that excessive or
prolonged absences shall be addressed by the City Council on a case by case
basis.
See ACC 2.06.050 and RCW 35A.12.060]
4.2 Councilmembers shall attend the meetings of the Council Committees to which
they are assigned, including meetings of the Council Committee of the Whole to
which all Councilmembers are assigned. Councilmembers will inform the Chair
of such Council Committees or the City Clerk if they are unable to attend any
meetings of such Council Committees, or shall so i orm the Chair or City Clerk if
they knowingly will be Jate to any such Council Committee meeting. If a
Councilmember has informed the Chair or City Clerk that he or she is unable to
attend such Committee meeting, the minutes for that meeting will show the
Councilmember as having an excused absence for that meeting. Provided that
excessive or prolonged absences shall be addressed by the City Council on a
case by case basis.
4.3 Councilmembers shall attend the Special Meetings of the City Council.
Councilmembers, will inform the Mayor or the Gity Clerk if they are unable to
attend any such meetings, or shall so inform the Mayor or City Clerk if they
knowingly will be late to any such Special meeting. If a Councilmember has
informed the Mayor or City Clerk that he orshe is unable to attend such Special
mee4ing, the minutes for that;meeting will show the Councilmember as having an
excused absence for that meeting. Provided that excessive or prolonged
absences shall be addressed by the City Council on a case by case basis.
4.4 Attendance at Council Committee meetings and Special meetings will not be
considered "regular meetings° for the purposes of RCW 35A.12.060, applicable
Page S JBU * MOEiE THAN YOU IMAGINEDRES.A Page 27 of 50
to Regular City Council meetings. However; in addition to the application of
RCW 35A.12.060 to Regular City Council meetings, unexcused absences from
any Regular or Special meetings, or Committee meetings, shall constitute a
violation of these Rules of Procedure.
SECTION 5 - PRESIDING OFFICER - DUTIES
5.1 Conduct of Meetings
The Presiding Officer at all meetings of the Council shall be the Mayor and in the
absence of the Mayor, the Deputy Mayor will act in that capacity. If both the
Mayor and Deputy Mayor are absent and a quorum is present, the Council shall
elect one of its members to serve as Presiding Officer un4il the retum of the
Mayor or Deputy Mayor.
See fbrmer ACC 2.06.090 (1957 code § 1.04.100)]
5,2. The I'residing Officer:
A. Shall preserve order and decorum at all meetings of the Council and
cause the removal of any person from any meeting for disorderly conduct;
B. Shall observe and enforce all rules adopted by the Council;
C. Shall decide all questions on order, in accoMance with these rules,
subject to appeal by any Councilmember;
D. Shall recognize Councilmembers in the order in which .they request the
floor, giving every councilmember who wishes an opportunity to speak,
provided that the mover of a motion shall be permitted to debate it first,
and provided that the Presiding Officer may also allow discussion of an
issue prior to the stating of a motion when such discussion would facilRate
wording of a motion;
E. May affix approximate time limit for each agenda item;
F. When matters on the agenda are placed, or are able to be placed under
more than one .classification or category, as defined by the Order of
Business, and the matters involve or are closely related to other subject
matter, then #he Presiding Officer may; in the Presiding Officer's
discretion, present sucli matters before the Council, for discussion,
consider and vote; at a d'rfferent place in.the agenda without the necessity
of any vote thereon; notwithstanding their initial different placement on the
written agenda.
See former ACC 2.06.100 (1957 code § 1.04.170.); ACC 2.06:190 (1957 code § 1.04.210).]
Page 9 JBtJ, * MORE THAN YOU IMAGINEDRES.A Page 28 of 50
SECTION 6 - COUNCILMEMBERS
6.1 Remarks. - Councilmembers desiring to speak shall address the presiding
officer, and when recognized, shall confine him/herself to the question under
debate..
6:2 Questionina. -Any member of the Council, including the Presiding Officer; shall.
haye the right to question any individual, including members of the staff, on
matters germane to the issue properly before the Council for discussion. Under
no arcum§tances shall such questioning be conducted in a manner to the extent
that such would constitute a cross-examination of or an attempt to ridicule or
degrade the individual being interrogated.
6.3 Obli4ation to the Public Aaencv. - Notwithstanding the right of Councilmembers
to express their intlependent opinions and exercise their fteedom of speech,
Counalmembers should act in a way that reflects positively on the reputation of
the City and of the community. Councilmembers shall also interact with other
members of the City Council and City staff in ways that promote effective local
government:
I 6.4 Council Trainina. - Councilmembers are expected to participate in training offered
by individuals, agencies, entities and organizations -including but not limited to
the Association of Washington Cities and tHe State of Washington, so as to
afford the Councilmembers the opportunity to better understand their roles as
City Councilmembers.
6.5 Participation in Committees AQencies and Oraanizations. - To better rearesent
the. interests of the Citv of Aubum. Councilrriembers are encouraged to
pa ticipate in assignments to local. regional, state and national committees,
agencies and organizations
4a r.
See fortner ACC 2.06.130 (1957 code § 1.04.130).]
SECTION 7 - DEBATES
7 1 Soeakina to the Motion. - No member of the Council, including the Presiding
Officer, shall speak more than twice on 4he same motion except by consent of
the majority of the Councilmembers present at the time the motion is before the
Council.
7.2 Interruotion. - No member of the Council, including the Presiding Officer, shall
interrupt orargue with any o4lier member while such member has the floor, other
than the Presiding Ofticer's duty to preserve order during meetings as provided in
Section 5.2a of these rules.
Page 10 BiJ * MORE THAN YOU IMAGINEDRES.A Page 29 of 50
7.3 Courtesv. -All speakers; including members of the Council, which includes the
Presiding Officer, in the discussion, comments, or debate of any matter or issue
shall address their remarks to the Presiding Offcer, be courteous in their
language and deportment, and shall not engage in or discuss or comment on
personalities, or indulge in derogatory remarks or insinuations in respect to any
other member of the Council, or any member of 4he staff orthe pubic, 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 Transaression. - If a member of the Counci4 shall transgress these rules on
debates, the Presiding Officer shall call such member to order, in which case
such member shall be silent except to explain or continue in order. If the
Presiding Officer shall transgress these rules on debate or fail to call such
member to order, any other member of the Council may, under a point of order,
call the Presiding Officer or such other member to order, in which case the
P es'iding Officeror such member, as the case may be, shall be silent except to
explain or continue in order.
7.5 Ghallenae to Rulina. - Any member of the Council, including the Presiding
Offce, shall have the right to challenge any action or ruling ofi the Presiding
Officer, or member, as the case may be, in which case the decision of the
majority of the members of the Council present, including the Presiding Officer,
shall govem.
See former ACC 2.06.130 (1957 code § 1.04.130).]
SECTION 8 - PARLIAMENTARY PROCEDURES AND MOTIONS
8:1 All Gity Council meeting discussions shall be govemed by ROBERTS RULES OF
ORDER, NEWLY RE1/ISED (latest edition).
8.2 Jf a motion does not receive a second, it dies. Matters that do not constitute a
motion include nominations, withdrawal of motion by the person making the
motion, request for a roll call vote, and point of order or privilege; therefore a
second is not needed.
8.3 A motion that receives a tie vote is deemed to have failed, provided that except
where prohibited by law, the Mayor, as Presiding Official, shall be allowed to vote
to break a 4ie vote.
8.4 When making motions, 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.
Page 11 AUBU * MORE THAN YOU IMAGINEDRES.A Page 30 of 50
8.6 If any Councilmember wishes to abstain, from a vote on the motion pursuant to
the provisions of Section 9 hereof, that Councilmem6er shall so advise the City
Gouncil, and shall remove and absent himself/herself from the deliberations and
considerations ofithe motion, and shall have no further participation in the matter:
uch advice shall be given prior,to any discussion or participation on the subject -
matter or as soon thereafter as the Councilmember perceives a need to abstain,
provided 4haf, prior to the time 4hat a Councilmember gives advice of an intent to
abstain ftam an issue, the Councilmember shall confer with the City Attorney to
determine if the basis for the Councilmember's intended abstention conforms to
the requirements of Section 9. If the intended abstention can be anticipated in
advance, tFie conference with the City Attorney should occur prior to the meeting
at which the subject matter would be coming before the City Council. If that
canno4 be done, the Councilmember should advise the City Council that he/she
has an "absterrtion question" that he/she would want to review with the City
Attomey, in which case, a briefi recess would be afforded the Councilmember for
that purpose.
8:7 A motion may be withdrawn by the maker of the motion at any time without the
consent of the Council.
8 8 A motion to table is nondebatable and shall preclude all amendments or debates
of the issue under consideration. A motion to table is to be used in instances
where circumstances or situations arise which necessitate the interruption of the
Councilmembers' consideration of the matter then before them. A motion to table,
if passed, shall cause the subject matter to be tabled until the interrupting
circumstances or situations have been resolved, or until a time certain, if
speafied in the motion to table. To remove an item from the table in advance of
the time certain requires a twathirds' majority vote.
8.9 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 af the same meedng, or to a time certain at a future
Regular or Special City Council meeting.
8.10 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.
8:11 A motion to call for the question shall close debate on the main motion and is not
debatable. This motion must receive a secorid and fails without a two-thirds' vote;
debate is reopened if the motion fails.
8.12 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.
Page 12 JBLJ * MORE THAN YOU IMAGINEDRES.A Page 31 of 50
8.13 Motions that cannot be.amended include: Motion to adjoum, lay on the table, roll
call vote, point of order, econsideration and take from the table. A motion to
amend an amendment is not in order.
8.14 Amendments are voted on firs4, then the main motion as amended (if the
amendmenf received an affiimative vote).
8.15 Debate of the motion only occurs after the motion has been moved and
seconded.
8.16 The AAayeFPresidin4 Officer, City Attomey or City Clerk should repeat the motion
prior to voting.
8.tt The City Clerk will take a roll call vote, if requested by the AayeFPresidinq
Officer, a Councilmember, or as required by law.
8.18 When a question has been decided, any Councilmember who voted in the
majority may move for reconsideration. In order to afford Councilmembers who
voted in the majority the potential basis for a motion for reconsideration,
Councilmembers who voted in the majority may inquire of Councilmembers who
voted with the minority as to the reasons for their minoriry vote, if not stated
during debate prior to ttie vote.
8.19 The City Attomey shall ad as the Council's pa liamentarian and shall decide all
questions of interpretations of 4hese rules which may arise at a Council meeting.
8.20 These rules may be amended, or new rules adopted; by a majority vote of the full
Gouncil.
See formerACC 2.06.160 (1957 code § 1.04.180.); ACC 2;06.170 (1957 code § 1.04.190:);
AGC 2.06:200 (195Tcode § 1.04.220.); ACC 2.06.210 (1957 code § 1.04.230).]
SECTION 9 - VOTING
9.1 Voice vote - A generalized verbal indication by the Council as a whole of "yea or
na' vote on a matter, the outcome of which vote shall be recorded in the official
minutes of the CounciL Silenoe of a Councilmember during a voice vote shall be
recorded as a vote with the prevailing side, except where such a Councilmember
abstains because of a stated corrflict of interest or appearance of faimess.
9.2 Roll call vote - A roll catl vote may.be requested by the AAayeFPresidina Officer or
by any Councilmember.
9.3 Abstentions - It is the responsibiliry of each Councilmember to vote when
requested on a matter before fhe full Council. However, a Councilmember may
Page 13 BU # MORE THAN YOU IMAGINEDRES.A Page 32 of 50
abstain from discussion and voting on a question because of a stated conflict of
interest or appearance offaimess.
9.4 Yotes bv Mavor - Except where prohibited by law, the Mayor, as Presiding
Official, shall be allowed to vote to break a tie vote.
See formerACC 2.06.150 (1957 code § 1.04.150).]
SECTION 10 - COMMENTS, CONCERNS AND TESTIMONY TO
COUNCIL
10.1 Persons addressing the Gouncil, who are not spec cally scheduled on the
agenda, will be requested to step up to the podium, give their name and address
for the record; and limit their remarks to three (3) minutes, in addition to filling out
the speaker sign-in sheet aVailable at the City Clerk's desk. All remarks will be
addressed to the Council as a whole. The City Clerk shall serve as timekeeper.
The Presiding Officer may make exceptions to the time restrictions of persons
addressing the Council when wa[ranted, in the discretion of the Presiding Officer.
10,2 Any person making personal, impertinent or slanderous remarks while
addressing the Council shall be barred from further audience participation by the
Presiding Officer, unless permission to continue is granted by a majority vote of
the Council.
See forrner ACC 2.06.130 (1957 code § 1.04.130).]
SECTION'11 - PUBLIC HEARINGS AND APPEALS
11.1 Quasi judicial hearings require a decision be made by the Council using a certain
process, which may include a record of evidence considered and spec c
find'ings made. The following procedure shall apply: .
A. The Departrnent Director of the departrnent (most) affected by the subject
matter of the hearing, or said Director§ designee, will present the Cit s
position and findings. Staff will be available to respond to Council
questions.
B. The proponent spokesperson shall speak first and be allowed (10)
minutes. Council.may ask questions.
C. The opponent spokesperson shall be allowed ten (10) minutes for
presentation and Council may ask questions.
Page 14 J$iJ * MORE THAN YOU IMAGINEDRES.A Page 33 of 50
D. Each sid"e shall then be allowed frve (5) minutes for rebuttal, with the
proponerrt spokesperson speaking first, followed by the opponent
spokesperson.
E. The City Clerk shall serve as timekeeper during these hearings.
F. After each proponer t and opponent spokesperson have used their
speaking time, Council' may ask further questions of the speakers, who
shall be entitled to respond but limit their response to the question asked.
11.2 Public hearings where a general audience is in attendance to present arguments
for oragainst 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 Offcer may exercise changes in the procedures at a
particular meeting or hearing, but the decision to do so may be overruled
by a majority vote of the Council.
SECTION 12 - DEPUTY MAYOR
12.1 Biennially at the first meeting of a new Council, or periodically, the members
thereof, by majority vote, shall designate one of their members as Deputy Mayor
for such period as the Council may specify.
12.2 The Deputy Mayor shall perform.the following duties:
Intra-Council Relations
Serve as an ex-officio member of all standing committees of the city council
Assist in new councilmember training
Page 15 JBjJ * MORE THAN YOU IMAGINEDRES.A Page 34 of 50
Support gooperative and"interactive relaUonships among council members
11Vork with Administra4ion to prepare agendas for committee of the whole
meetings
Mayor-Couhcil Relations
Help maintain a positive and cooperative rela6onship between the mayor and
the city council
Act as conduit between the mayor and the city council on issues or concems
relating to their duties
JntergoVemmental and Community Relations
Act in absence of mayor as requested and/or as required
Be aware of all city regional and intergovernmental policies and activities in
order to be prepared to step into the role of Mayor 'rf necessary
Serve as the Chair of tHe Citv's Emeraencv Manaaement Comnensation Board
See former ACC 2.06.090 (1957 code § 1.04.100).]
SECTION 13 - COUNCIL POSITION VACANCY OR ABSENCE
13.1 in the event that an unexpired Council position becomes vacant, the City Council
has ninety (90) days from the occurrence of the vacancy to appoint, by majority
vote of a quorum of the Council, a qualified person to fill the vacancy pursuant to
State law: The Council may make such appointment at its next regular meeting,
or'"t a special meeting called for that purpose. If the Council does not appoint a
person within the ninety (90) day period, the Mayor may make the appointment
from among the persons nominated by members of the Council.
13 2 -In the event of extended excused absences or disabilitv of a Councilmember, the
emaininq members tiv maioritv vote mav apooint a Councilmember Pro
Temoore to serve dunnp the absence or disabilitv.
SECTION 14 - COUNCIL MEETING STAFFING
14.1 Department Directors shall attend all meetings of the Council unless excused.
14.2 The City Attomey shall attend all meetings of the Council unless excused, and
shall upon request, give an opinion, either written or oral, on legal questions. The
City Attomey shall act as the Council's parliamentarian. The Assistant City
Attomey shall attend meetings when the City Attomey has been excused.
See former ACC 2.06.060 (1957 code § 1.04.160).]
Page 16 Bj J * MORE THAN YOU IMAGINEDRES.A Page 35 of 50
SECTION 15 - COUNCIL RELATIONS WITH STAFF
15:1 There will be mutual courtesv and respect from both City staff andICouncilmemberstowardeachotherandoftheirrespectiverolesand
responsibilitie
15:2, City staff wip acknowledge the Council as policy makers, and the
Councilmem6ers will acKnowledge City staff as administering the Council's
policies.
15.3 k is the interrt of Council that all pertinent information asked for by individual
Council members shall be made available to the full Council.
15.4 Individual Councilmembers shall not attempt to coerce or influence City staff in
the selection of personnel, the awarding of contracts, the selection of
consultants, the processing of development applications or the granting of City
licenses or permits. Councilmembers may, at the request of the Mayor,
participate in discussions and decisions related to these matters.
Councilmembers who serve council committee overseeing the activities involved
may, with the conserrt of the Mayor and the committee chair, participate in
discussions related to these matters to give policy guidance and legislative
direction.
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 sign cant in nature, or initiate any project or study
without the consent of a majority of the Council or being initiated through the
Gouncil Committee process.
15.7 All councilmember requests for information, other than reque.sts for legal advice
from the City Attomey's Office, shall be directed through the Mayor in order to
assign the task to the proper staff. Council committee chairs and the Deputy
Mayor may work with the Mayor's designated staff to prepare agendas and
facilitate their committee work.
15.8 Any written communication with staff shall also include the Mayor as a recipient.
Page 17 J$[J * MORE THAN YOU IMAGINEDRES.A Page 36 of 50
SECTION 16 - COUNCIL COMMITTEES AND CITIZEN ADVISORY
BOARDS
16.1 The Standing Committees of the City Council of the City of Aubum are as follows:
A. PUBLIC WORKS COMMITTEE:
Makes recommendations to the City Council as a whole on policies
relating to water and sanitary sewer utilities, storm drainage, streets and
policy matters involving construction, engineering, right-of-way use, street
vacation and equipment maintenance and operations. This Committee
will coordinate equipment rental and utility matters with the Finance
Committee. The Committee will serve as the CounciPs liaison for the
Transportation, Transit and Trails Committee and special transportation
advisory committees.
B. FINANCE COMMITTEE:
In addition to the normal monitoring of the financial expenditures of the
approved budget, this Committee will make recommendations to the City
Council as a whole on policies relating to human resources, municipal
court, legal, information services, and City real property transactions
including sale, lease, acquisition, and donations. This committee will
coordinate property transactions with o4her appropriate Council
Committees. The Committee will serve as Council's liaison for the
Tourism Board.
C. PLANNING AND COMMUNITY DEVELOPMENT COMMITTEE:
Makes recommendations. to the City Council as a whole on policies
relating to land use planning and zoning, code enforcement, annexation,
building permits, human services, parks lannin , cultural arts and public
art, museum, Mary Olson Farm, communications, and economic
development. The Committee will serve as the CounciPs liaison for the
Arts Commission, King County Library, Urban Tree Board, Parks and
Recreation Board, Planning Commission, Human Services Committee,
Museum board and Multicultural Roundtable.
D. MUNICIPAL SERVIGES COMMITTEE:
Makes recommendations to the City Council as a whole on policies
relating to police, animal control, emergency planning, parks (oaerationsl.
community services, telecommunications, solid waste, airport, senior
center, Aubum Intemational Farmers' Market, golf course and cemetery.
Page 18 ALJBjJ * MORE THAN YOU [MAG[NEDRES.A Page 37 of 50
The Committee will serve as the Council's liaison for the Airport Advisory
Board-,aad. the Cemetery bear Board and the Auburn International
Farmers' Maricet Advisorv Board.
E. LES GOVE COMMUNITY CAMPUS COMMITTEE;
Makes recommendations to the City Council as a whole on policies
relating to development and ongoing use of the Community Center and
Activity Center facilities at Les Gove Community Campus. The Les Gove
Communitv Camous Cominittee shalf also coordinate with the Municipal
Services Committee and the Plannina and Communitv Development
Committee in considerina activitie§ and issues that affect the Les Gove
Communitv Camous as a'whole.
F 1f11A/AIT/1111/AI DCI'1C/CI lI AChIT !`/I AMITrCC
i
6.—COUNCIL OPERATIONS COMMITTEE:
There is created and established a Council Operations Committee for the
city council, the appointment, duties and functions thereof to be as follows:
1. Appointment. Membership of the Council Operations Committee shall
consist of the Deputy Mayor and the two other Councilmembers having
the longest tenure on the City Council. Longest tenure is to be calculated
as the total length of consecutive service as a Councilmember. The
Deputy Mayor shall be the Chair of the Council Operations Committee. In
the event two or more members have equal tenure, the Chair and
members of the Gouncil Operations Committee shall be selected on the
basis of the largest numtier of votes received at the most recent general
election(s) in which the Gouncilmembers were respectively elected. It is
provided, however, that:Councilmembers whose term of office will expire
priorto or during the frst meeting of a.new City Council and who have not
been re lected or appointed to another term of office extending beyond
the first meeting of a new City Counal shall not be allowed to vote at
Council on the approval of the membership of the new committees.
2. Powers and Functions. The function of the Council Operations
Committee is to supervise the formation and membership of all standing
committees of the City Council. The Council Operations Committee shall,
subject to the approval of a majority of the entire City Council, designate
Page 19 JBjJ * MORE THAN YOU IMAGINEDRES.A Page 38 of 50
all of the standing committees of the City Council. In addition, the Council
Operations Committee shall, biennially at the first meeting of a new City
Council, or periodically, submit a list of the proposed members of all
standing committees of the City Council for approval by a majority vote of
the entire City Council. The Council Operations Committee shall also
recommend the Chair for each standing committee of the City Council,
which reoommendations shall also be subject to approval by a majority
vote of the entire City Council. The membership of all standing committees
of the City Council shall consist exclusively of Councilmembers. Each
chair of any standing committee of the City Council shall, in the absence
of a quorum at a meeting of his/her particular standing committee, haye
the authority to appoint a non-member of the standing committee, from the
City Council to tliat standing committee for that meeting to create a
quorum for that meeting, or in the chair's absence the vice-chairman shall
be able to appoinf another Councilmember to that particular committee in
the absence of a quorum. The function of the Council Operations
Committee is also to propose amendments to the Rules of Procedure of
the City Council to the full City Council, and to address issues relating to
the whole Ciry Council and make recommendations for action by the full
City Council relative to such issues.
The Council Operations Committee shall also evaluate and recommend to
the whole City Council any actions, responses or sanctions for violations
by Councilmembers of these Rules of Procedure, which recommendation
shall be considered, voted and/or acted upon by the City Council in the
normal course.
3. In cases of alleged misconduct or violations of the City Council Rules of
Procedures (ROP), the person suspected of the alleged misconduct or
violation of the RQP shall be afforded the opportunity to respond, which
opportunity shall be giyen, with advance notice, in an open meeting of the
Council Operation§ Committee (COC) prior to the COC making any
recommendations regarding censure or reprimand or other disciplinary
action.
4. Meeting Dates. The Council Operations Committee shall meet
biennially upon the seating of each new City Council or more often as
needed.
See former ACC 2.06.220 (Ord. 4319 §§ 2, 3, 1989; Ord. 3937 § 1, 1984; Ord. 3606 §
1, 1981; Ord. 2786 § 1, 1974; OrcJ. 2Z45 § 1, 1973; 1957 code § 1.04.240).]
16.2 The Mayor or a majority of the City Council may establish such ad hoc
committees as may be appropriate to consider special matters that require
special approach or emphasis. Such ad hoc committees may be established and
matters referced to them. at study sessions, without the requirement that such
establishment or referral take place at a regular City Council meeting. The Mayor
Page 20 JBiJ c MORE THAN YOU 1MAGINEDRES.A Page 39 of 50
shall appoint Councit representatives to intergovemmental councils, boards and
committees, including such ad hoc committees,
16.3 Ad hoc council committees shall consider all matters referred to them. The chair
of such ad hoc committee shall report to 4he City Council the findings of the
committee. Committees may refer items to the Council with no committee
recommendation.
16.4 AdVisory Boards, Committees and Commissions established by ordinance,
consisting of citizens appointed pursuant to the establishing Ordinance and
serving in the capacity and for the purposes indicated in the Ordinance, shall act
as an advisory committee to the City CounciL
16.5 Committee Chairpersons shall have broad discretion in conducting their
meetings. Theywill generallyfollow Roberts Rules of Order, Newly Revised.
16.6 Committee Chairpersons, or a majority of the members of the Committee, may
allow audience participation thaYis related to the agenda item being discussed by
the Committee, and audience participation regarding subjects falling within the
areas of responsibility of the Committee may come from any non-member of the
Committee, including members of the City Council who are in attendance.
16.7 Committee Chairpersons shall approve all agenda items and may, at their
discre4ion, remove or add agenda items during the course of the meeting.
16.8 Prior to publication of the agenda in which minutes are to be approved by the
Gommittee, the Committee Chairperson, or the person who will be presiding over
the meeting, shall review the draft minutes of Committee meetings.
SECTION 17 - COUNCIL REPRESENTATION INTERNAL
COMMUNICATION
17.1 If a Councilmembe.r appears on behaff of the City before another govemmental
agency, a communiry organization, or through .the media, for the purpose of
commenting on an iSsue, the Councilmember needs to state the majorityposition
of the City Council, if known, on such issue. 'Personal opinions and comments
which differ from those of the Council majority may be expressed 'rf the
Councilmember clarifies that these statements do not represent the City
Council's position.
17.2 Councilmembers need to have other Councilmember's concurrence before
representing another Councilmember's view or position with the media, another
govemment agency or communify organization.
17.3 Councilmembers shall not knowingly communicate with an opposing party or with
an opposing attomey in connection with any pending or threatened litigation in
Fage21 A LJ * MORE THAN YOU IMAGINEDRES.A Page 40 of 50
which the City is a party or in connection with any disputed claim involving the
Cify 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. 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 n a wav that could
constitute a public meetina. e.a., successive communications on CiN
Council or Council Committee tooics that involve a auorum of the
Councilmembers or Committee members. Councilmembers should refrain
from emailing Councilmembers about such agenda items.
Councilmembers should be prepared to communicate about matters that
are on upcoming Committee agendas or Council agendas at the public
meetings: If Councilmembers wish to share information with other
councilmembers about matters thaY are on up.coming agendas, the
councilmembers should forward that infomiation to the Mayor for
distribution in the committee or council meeting packets.
B. Councilmembers may communicate via email to other Councilmembers,
including to a quorum of a Council committee or the full City Council about
matters within the scope of the Committee's authority or related to City
business, but not yet•. scheduled on upcoming Committee or 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 recipienUaddressee.
D. Councilmembers may email the Mayor about City business without
limitations or restrictions.
17.5 Intemet& Electronic Resources/Equipment Use.
A. Policy. It is the policy of the City Council that Internet and electronic
resources equipment use shall conform to and be consistent with the
requirements of City of Aubum Administrative Policy and Procedure 500-
03, "Intemet & Electronic Resources/EquipmeM Use — Elected Officials"
adopted hereby and incorporated herein by this reference.
It is important to note that all letters, memoranda, and interactive computer
communication involving City Councilmembers and members of advisory
Page 22 JBU * MORE THAN YOU IMAGINEDRES.A Page 41 of 50
boards and commissions, the subject of which relates to the conduct of
govemment or the performance of any governmental function, with
exceptions stated by the Public Records Act (RCW 42.56), are public
records.
B. Electronic Communications.
1) Informal messageswith no retention value and that do not relate to
the functional responsibility of the recipient or sender as a public
official, such as meeting notices, reminders, telephone messages
and informal notes, do not constitute a public record. Users should
delete these messages once their administrative purpose is served.
2) All other messages that relate to the functional responsibility of the
recipient or sender as a public official constitute a public record.
Such records are subject to public inspection and copying.
3) Electronic communications that are intended to be shared among a
quorum of the City Council or Council Committee, whether
concurrerrtly or serially, must be considered in light of the Open
Public Meetings Act. If the intended purpose of the electronic
communication is to have a discussion that should be held at an
open meeting, the electronic discussion shall not occur. Further; the
use of electronic communication to form a collective decision of the
Council shall not occur.
4) Electronic communication should be used cautiously when seeking
legal advice or to discuss matters of pending litigation or other
confidential City business. In general, electronic communication is
discoverable .'in litigation, and even deleted electronic
communication is not necessarily removed from the system.
Confiden4ial electronic communications should not be shared with
individuals other than the intended recipients, or the attomey-client
privilege protecting the document from disclosure may be waiVed.
5) Electronic communication between Councilmembers and between
Councilmembers and staff shall not be transmitted to the public or
news media without the filing of a public disclosure request with the
Ciry Clerk.
6) As a cautionary note, 'rf an elected public official uses his or her
personal home computer to send electronic communications
dealing with City business, the electronic communications and
electronic records may be subject to discovery demands and public
disclosure requests. That possibitity ampl es the need for caution
in how one uses electronic communication for City business.
Page 23 AUBU 'k MORE THAN YOU IMAGINEDRES.A Page 42 of 50
SECTION 18 - TRAVEL AUTHORIZATION
18.1 In accordance with the City ofAubum travel policy, approvals orexpenditure of
travel related costs and/or approval of specific travel events or activities by
Gouncilmembers beyond the authority provided in. the travel policy shall be as
follows:, the requesting Councilmember shall submit his/her request to expend
travel related costs and/or request for authorization for specifictravel purposes to
the Mayor to be included on an upcoming Gouncil meeting agenda in advance of
the date(s) of such expenditure or travel. The City Council may pursuant to a
motion, a_pprove the reguest 6y a majority vote of a quorum ofthe Ciiy Council at
tlie meeting in which the matter is considered.
SECTION 19 - CONFIDENTIALITY
19:1 Councilmembers shall keep confidential all written materials and verbal
irifoRnation provided to them during Executive Sessions, to ensure that the City's
posi#ion is not compromised. Confidentiality also includes information provided to
Councilmembers outside of Execu6ve 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
20.1:1 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,
violaGons 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 o4her action as may be permitted by law.
Page 24 AUBURN * MORE THAN YOU LMAGINEDRES.A Page 43 of 50
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 Res.olution No. 4615; July 6,2010
Amended by Resolution No. 4686, February 22, 2011
Amended by Resolution No. 4740, August 15, 2011
Page25 JBjJ * MORE THAN YOU IMAGINEDRES.A Page 44 of 50
AGENDA BILL APPROVAL FORM
Agenda Subject:
Resolution No. 4807
Date:
April 5, 2012
Department:
Administration
Attachments:
Resolution No. 4807
Budget Impact:
$0
Administrative Recommendation:
Background Summary:
Resolution No. 4807 amends Resolution No. 3417, revising the City of Auburn policy for
identified city officials to participate in and maintain membership in professional
organizations and in civic, community, service or governmental organizations. In the
past, the policy has accommodated participation of City elected officials in such various
associations, service clubs, and civic organizations; Resolution No. 4807 would
discontinue this policy.
Reviewed by Council Committees:
Finance, Council Operations Committee
Councilmember:Staff:Heid
Meeting Date:May 7, 2012 Item Number:DI.0
AUBURN * MORE THAN YOU IMAGINEDDI.0 Page 45 of 50
RESOLUTION NO. 4 8 0 7
A RESOLUTION OF THE CITYCOUNGIL OF THE CITY
OF AUBURN, WASHINGTON, REVISINGTHE CITY OF
AUBURNPOLICY FOR IDENTIFIED CITYOFFICIALS
TO PARTICIPATE IN AND MAINTAIN MEMBERSHIP IN
PROFESSIONALORGANIZATIONS AND IN CIVIC,
COMMUNITY, 8ERVICE OR GOVERNMENTAL
ORGANIZATIONS, AMENDINGRESOLUTION NO. 3417
ACCORDINGLY
WHEREAS, the City of Aubum benefits from the activities of thevarious
business and professional associations, service clubs and civicorganizations
operating withinthe city; and,
WHEREAS, it would likewise be beneficialtothe cityif the public officials
and govemment leaders of the City participate in suchbusiness and
professionalassociations, service clubs andcivic organizations; and,
WHEREAS, the Washington State Auditor has recognized the valuable
role that such associations; clubs and organizations play for citiesand for their
communities; and,
WHEREAS, the Auditor has concluded that city policiesthat proVide
support of public officialmembership in such organizations servelegitimate
public purposes; and
WHEREAS, while in the past, City policyhas accommodated
participation of City elected o cials in such various associations, service clubs
and civic organizationsoperating within the city, in light ofi currentpriorities and
economic conditions, it is apprapriate to change that policy .
Resolution No. 4807
March 6,2012
Page 1 of 5
DI.0 Page 46 of 50
NOW, THEREFORE, THE CITYCOUNCIL OF THE CITY OF AUBURN,
WASHINGTON; HEREBY RESOLVES AS FOLLOWS:
Section 1. That thepolicy established by Resolution Na 3417, passed
on Fe6ruary 4tfi, 2002, is amended as follows:
City of Auburn Policy for Public Official
Membership in Professional and Local Civic,
Community or Service Organizations
1.0 PURPOSE:
The City recognizes that membership in professionalorganizations and
in local civic or serVice organizations by cityleaders and responsible
public offcials may benefit the City, and therefore, may 6e permitted with
support for the city.
2A APPUCATION:
This policy applies to the following ciry leaders and responsible public
officials: The Mayo, membersofthe city councils, department directors
and senior level supervisors.
3.0 REFERENCES:
State Auditor's Office Bulletin No. 13 (October 24, 1995)
4.0 POLICY:
4.1 Professional Organizations for City Staff.
The Mayor is authorized to approve the reimbursemenY of costs
for membership in professionalorganizations for management
employees ofthe city of Aubum ff, in the Mayor's opinion, said
membershipwilF benefit the City. Reimbursement forprofessional
organization memberships shall be made in the name of the City
rather than the 'individual staff mem6er, unless an individual
membership is required for cert ca4ion or has a specifc; job-
related professional deVelopment benefd to the employee. `
Resolution No. 4807
March 6; 2012
Page 2 of 5
DI.0 Page 47 of 50
4.2 Civic and Service Organizations for CityLeaders and
Management Employees.
4.2.1 Reimbursement for membership and civicorganizations or
service organizations, including initiation costs, annual
dues andmeetingmeals, for Manaaement Emplovees t#e
s authorized where
that membership is in an established civic orservice
organization suchas the Chamber of Commerce, Rotary,
I Kiwanis, Lions. The
se asilManaqement Emplovees are responsible for all
othec co§ts, including but, not limited to, costsincurred
during traveling to and from meetings, andfines or
penalties
4.2'2 The Mayor may approve reimbursement of costs for
membership of Manaaement Emolovees, including
initiation costs; annual dues and meeting meals, for
department directors and senior level supervisors, in civic
organizafions or serviceorganizations, if the following
conditions are met.
4.2.2.1 The department directors and senior level
supervisors will bean active participant in thecivic
or service organization.
4.2.2.2 The membership is in an established civic or
serviceorganization suchas the Chamber of
Commerce, Rotary, Kiwanis, Lions, or other
organization deemed by the Mayor to have benefit
to the City..
4.2.2.3 Tfie departmentdirectors and senior level
supervisors are responsible for all other costs,
includingbutnot limited to, costs incurred during
traveling to and from meetings, and fines or
penalties.
4.3 Communitv and GovernmentalOrganizations for theMavor. Citv
Councilmembers ancl Elected Officials.
4.3.1 Reimbursement for mem6ership in communitv and
govemmerrtal oraanizations. includina initiation costs.
Resolution No. 480T
March 6,2012
Page 3 of 5
DI.0 Page 48 of 50
annual dues and meetin4 meals, for theMavor, members
of_1he citvcouncil and elected officials of the citv is
authorized where that membershio is in an established
communitv or qovemmental oraanization, suchasthe
Chamber of Commerce (insofar as it is dealinq with citv
issues).-and-those reaional, state and national associations
and oraanizations to which the Mavor, rriemtiers of the citv
council and elected officials of the cfir have tieen assianed
in thei role as a representative of the citv. includina. but
not limited to: the Kinq Gountv and Kina Countv
Metr000litanboards and committees, the National Leaaue
of Cities (NLC) boards and committees. the Association of
Washinqton Cities (AWC) boards and committees, the
Adminisfration and Interqovernmenfal Relations (FAIR)
Policv Committee, the Metr000litan Solid Waste
ManaqementAdvisorv Gommittee (MSWACL theReaional
Access Mobilitv Partne shiq (RAMP). the Puvalluq River
Watersfied Forum. the Suburban Cities Association boards
and committees. the Kina Countv Flood Control District
Advisorv Committee, the South Countv AreaTransportation
Board (SCATBdI. This authorization does not include
membershio. costs and exoenses for the Mavor, members
of the citycouncil or elected officials of tFie citv related to
serviceclubs such as lions, Kiwanis. Oatimist, Rotarv, or
Soroatimist and similar service clubs and omanizations,
unless the aarticiqation bv-the Mavor, members of the citv
council or-electedofficials of the citv at a meetina of such a
servioe club or orqanization relates spec callv to citv
business.
4,34_4 Cosffito be Budgeted.
The reimbursement. costs provided for in thispolicy shallbe
included in city of Aubum Annual Budget.
Section 2: That theMayor is authorized to implement such
administrativeprocedures asmay be necessary tocarryoutthe directives of
this legislation.
Resolution No. 4807
March 6, 2012
Page 4 of 5
DI.0 Page 49 of 50
Section 3. That 4his Resolution shall take effect and be in full force
upon passage and signatu es Fiereon.
PassecJ this Day of 2012.
CITY OF AUBURN
PETER B. LEWIS,
MAYOR
ATTEST:
Danielle Daskam,
City Clerk '
APPROVED AS TO FORM:
i B. Heid;
ty Attomey
Resolution No. 4807
March 6, 2012
Page 5 of 5
DI.0 Page 50 of 50