HomeMy WebLinkAbout06-04-2012
Council Operations Committee
June 4, 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. May 7, 2012 Regular Meeting Minutes*
III.DISCUSSION ITEMS
A. Resolution No. 4807*
A Resolution of the City Council of the City of Auburn, Washington, revising the
City's policy on membership in professional organizations and in civic, service and
community organizations
B. Frequency of COW Meetings
C. Auburn Junior City Council Structure*
IV.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 16
AGENDA BILL APPROVAL FORM
Agenda Subject:
May 7, 2012 Regular Meeting Minutes
Date:
May 30, 2012
Department:
Administration
Attachments:
May 7, 2012 Minutes
Budget Impact:
$0
Administrative Recommendation:
Background Summary:
Reviewed by Council Committees:
Councilmember:Staff:
Meeting Date:June 4, 2012 Item Number:CA.A
AUBURN * MORE THAN YOU IMAGINEDCA.A Page 2 of 16
Council Operations Committee
May 7, 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 5:00 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, Councilmember John Partridge, City Attorney
Dan Heid 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 September 20, 2011 meeting.
B. Minutes of the September 26, 2011 meeting
C. Minutes of the April 2, 2012 Regular Meeting
Vice Chair Wagner moved and Member Peloza seconded to approve the
September 20, 2011, September 26, 2011 and the April 2, 2012 minutes.
Motion carried unanimously. 3-0
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
Vice Chair Wagner questioned if Section 6.5 would conflict with proposed
Page 1 of 3
CA.A Page 3 of 16
Resolution No. 4807. City Attorney Heid stated the two resolutions are not in
conflict because Section 6.5 is referring to activities councilmembers are assigned
to participate in.
Vice Chair Wagner moved and Member Peloza seconded to approve Resolution
No. 4813.
Motion carried unanimously. 3-0
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
Chair Backus asked if Resolution No. 4807 would be sponsored by the Finance
Committee or the Council Operations Committee when it moves forward to
Council. City Attorney Heid stated the resolution has been discussed by both
committees so either could sponsor the resolution. Member Peloza read a memo
written by him stating his concerns with the proposed resolution. Chair Backus
stated the City would still pay for civic organizations Councilmembers are required
to attend as part of their duties as Councilmembers. Member Peloza stated the
system was set up as it is for a reason and it is working well. He added he
believes the value to the City and the citizens is more than the City is paying. Vice
Chair Wagner requested a cost breakdown of monies paid to civic organizations
for Councilmembers during the last three years including fees, lunch and dues.
Chair Backus asked staff to gather information regarding what other cities in the
area are paying for regarding civic groups for their councilmembers.
V. ADJOURNMENT
There being no further business, the meeting adjourned at 5:25 p.m.
Approved this _______ day of June, 2012.
____________________________ __________________________
Nancy Backus, Chair Shawn Campbell, Deputy City Clerk
Items submitted to the May 7, 2012 Council Operations Committee:
Member Peloza: Memo - Subject Resolution 4807 - Dated May 7, 2012
Page 2 of 3
CA.A Page 4 of 16
Page 3 of 3
CA.A Page 5 of 16
AGENDA BILL APPROVAL FORM
Agenda Subject:
Resolution No. 4807
Date:
May 30, 2012
Department:
Administration
Attachments:
Resolution 4807
Council Question
Budget Impact:
$0
Administrative Recommendation:
Background Summary:
Reviewed by Council Committees:
Councilmember:Staff:
Meeting Date:June 4, 2012 Item Number:DI.A
AUBURN * MORE THAN YOU IMAGINEDDI.A Page 6 of 16
- - - - - - - - - - - - - - - -
Resolution No. 4807
March 6, 2012
Page 1 of 5
RESOLUTION NO. 4 8 0 7
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
WHEREAS, the City of Auburn benefits from the activities of the various
business and professional associations, service clubs and civic organizations
operating within the city; and,
WHEREAS, it would likewise be beneficial to the city if the public officials
and government leaders of the City participate in such business and
professional associations, service clubs and civic organizations; and,
WHEREAS, the Washington State Auditor has recognized the valuable
role that such associations, clubs and organizations play for cities and for their
communities; and,
WHEREAS, the Auditor has concluded that city policies that provide
support of public official membership in such organizations serve legitimate
public purposes; and
WHEREAS, while in the past, City policy has accommodated
participation of City elected officials in such various associations, service clubs
and civic organizations operating within the city, in light of current priorities and
economic conditions, it is appropriate to change that policy .
DI.A Page 7 of 16
- - - - - - - - - - - - - - - -
Resolution No. 4807
March 6, 2012
Page 2 of 5
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF AUBURN,
WASHINGTON, HEREBY RESOLVES AS FOLLOWS:
Section 1. That the policy established by Resolution No. 3417, passed
on February 4th, 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 professional organizations and
in local civic or service organizations by city leaders and responsible
public officials may benefit the City, and therefore, may be permitted with
support for the city.
2.0 APPLICATION:
This policy applies to the following city leaders and responsible public
officials: The Mayor, members of the 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 reimbursement of costs
for membership in professional organizations for management
employees of the city of Auburn if, in the Mayor’s opinion, said
membership will benefit the City. Reimbursement for professional
organization memberships shall be made in the name of the City
rather than the individual staff member, unless an individual
membership is required for certification or has a specific, job-
related professional development benefit to the employee.
DI.A Page 8 of 16
- - - - - - - - - - - - - - - -
Resolution No. 4807
March 6, 2012
Page 3 of 5
4.2 Civic and Service Organizations for City Leaders and
Management Employees.
4.2.1 Reimbursement for membership and civic organizations or
service organizations, including initiation costs, annual
dues and meeting meals, for Management Employees is
authorized where that membership is in an established
civic or service organization such as the Chamber of
Commerce, Rotary, Kiwanis, Lions. The Management
Employees are responsible for all other costs, including but
not limited to, costs incurred during traveling to and from
meetings, and fines or penalties
4.2.2 The Mayor may approve reimbursement of costs for
membership of Management Employees, including
initiation costs, annual dues and meeting meals, for
department directors and senior level supervisors, in civic
organizations or service organizations, if the following
conditions are met.
4.2.2.1 The department directors and senior level
supervisors will be an active participant in the civic
or service organization.
4.2.2.2 The membership is in an established civic or
service organization such as the Chamber of
Commerce, Rotary, Kiwanis, Lions, or other
organization deemed by the Mayor to have benefit
to the City.
4.2.2.3 The department directors and senior level
supervisors are responsible for all other costs,
including but not limited to, costs incurred during
traveling to and from meetings, and fines or
penalties.
4.3 Community and Governmental Organizations for the Mayor, City
Councilmembers and Elected Officials.
4.3.1 Reimbursement for membership in community and
governmental organizations, including initiation costs,
annual dues and meeting meals, for the Mayor, members
of the city council and elected officials of the city is
DI.A Page 9 of 16
- - - - - - - - - - - - - - - -
Resolution No. 4807
March 6, 2012
Page 4 of 5
authorized where that membership is in an established
community or governmental organization, such as the
Chamber of Commerce (insofar as it is dealing with city
issues), and those regional, state and national associations
and organizations to which the Mayor, members of the city
council and elected officials of the city have been assigned
in their role as a representative of the city, including, but
not limited to: the King County and King County
Metropolitan boards and committees, the National League
of Cities (NLC) boards and committees, the Association of
Washington Cities (AWC) boards and committees, the
Administration and Intergovernmental Relations (FAIR)
Policy Committee, the Metropolitan Solid Waste
Management Advisory Committee (MSWAC), the Regional
Access Mobility Partnership (RAMP), the Puyallup River
Watershed Forum, the Suburban Cities Association boards
and committees, the King County Flood Control District
Advisory Committee, the South County Area Transportation
Board (SCATBd). This authorization does not include
membership, costs and expenses for the Mayor, members
of the city council or elected officials of the city related to
service clubs such as Lions, Kiwanis, Optimist, Rotary, or
Soroptimist and similar service clubs and organizations,
unless the participation by the Mayor, members of the city
council or elected officials of the city at a meeting of such a
service club or organization relates specifically to city
business.
4.4 Costs to be Budgeted.
The reimbursement costs provided for in this policy shall be
included in city of Auburn Annual Budget.
Section 2. That the Mayor is authorized to implement such
administrative procedures as may be necessary to carry out the directives of
this legislation.
Section 3. That this Resolution shall take effect and be in full force
upon passage and signatures hereon.
DI.A Page 10 of 16
- - - - - - - - - - - - - - - -
Resolution No. 4807
March 6, 2012
Page 5 of 5
Passed this _____ Day of ___________________, 2012.
CITY OF AUBURN
_______________________________
PETER B. LEWIS,
MAYOR
ATTEST:
__________________________
Danielle Daskam,
City Clerk
APPROVED AS TO FORM:
__________________________
Daniel B. Heid,
City Attorney
DI.A Page 11 of 16
Question Posed to Surrounding Jurisdictions:
Does your jurisdiction pay for Councilmember to attend various civic group
meetings that are not directly part of their job requirements as councilmembers,
such as dues, lunches and fees?
Jurisdiction:Response:
City of OrtingNormally we do not. There may occasionally be something
special though.
City of Gig HarborWe don’t pay for dues or any other costs associated with
non-city business. There is no policy in place to that effect,
it’s just “always the way it’s been done.” No one has asked
to my knowledge.
City of Bonney Lake We’ve paid for 1 membership for the Mayor to join a service
club (Young the Rotary, Johnson the Kiwanis). However, that
does not extend to Councilmembers. If a councilmember were
appointed to represent the Council at a service club luncheon
or dinner, their meal would be reimbursable by the City.
However, the councilmember would need to be
sent/designated by the Council to represent them, they could
City of DuPontThe City of DuPont does not pay for expenses that are not
related to City Business. It is addressed briefly in our
purchasing policies.
City of SteilacoomNo policy on this but:
1. If it is part of or can be linked to official duties, then yes.
(AWC, PCRC, training, etc.)
2. If it is simply because they want to attend a civic meeting,
not generally. (Kiwanis, Rotary, etc.) (As a specific example,
for Kiwanis, the Town pays for my membership along with
other staff but does not pay for the Mayor and Councilmembers
who are also members. None of us put in for reimbursement
for meals, etc).
If requested, we would also use a facts and circumstances type
test to determine if we would reimburse for any meeting, etc.
Our council is paid on a per month amount regardless of the
number of meetings they attend, including civic meetings, so
that portion of the question is mute.
City of TacomaIt depends on what it is, but we typically will pay for the
“event/lunch” with the City Council member’s City credit card
sent/designated by the Council to represent them, they could
not simply go on their own initiative and expect to be
reimbursed
DI.A Page 12 of 16
and get a receipt.
City of Federal Way We do not pay for any of it.
City of PuyallupChamber of Commerce luncheons and the like, yes, the city
pays for those. In the past we did pay duessuch as
Women in Municipal Government memberships. If a
councilmember wanted to attend a seminar that costs $$, the
city has generally looked at that as an expense related to
their duties as elected officials, and paid for those.
Town of CarbonadoEverything is approved by council on an individual basis.
City of FircrestWe really have not had any requests for reimbursements. Also,
it is not mentioned in their Council Rules. It would seem if it
is not related to their job requirements as a Councilmember,
we would have trouble justifying payment for it.
City of SumnerI believe the Mayor and some staff attend the Rotary
luncheons each week but they must pay themselves as I have
never been asked to process reimbursements for those.
City of Mercer Island We pay for chamber lunches and Suburban Cities Association City of Mercer Island We pay for chamber lunches and Suburban Cities Association
dinners, usually because the bill the City directly when a
councilmember does not pay for them self. We do not have a
specific policy for Councilmembers, they just follow the City policy
City of AlgonaYes we do, if they are representing the City of Algona. If they go for
themselves, we don’t.
City of Des MoinesIf dues, lunches or fees do not pertain to their jobs as councilmembers,
we do not pay for them. I do not believe that any of them attend the
Rotary Club meetings and that is about the only civic group meeting
in Des Moines. Even if those things DO pertain to the
councilmember’s activity, they seldom get reimbursed, by choice.
Town of Yarrow PointNo. We do not have a budget set up to cover Councilmember's various
hobbies outside of their direct job requirement.
City of SnoqualmieWe do not
City of YakimaThe City pays/reimburses for lunches/dinners when they are invited
or attend as a Council Member for civic functions other than fundraisers.
City of SeatacNo formal written policy, but practice has been for the City to only pay
for lunches and dues for organizations related to official city business
City of Samamish We do pay for lunches when our councilmembers attend civic group
meetings, however, we have no written policy authorizing this
DI.A Page 13 of 16
AGENDA BILL APPROVAL FORM
Agenda Subject:
Auburn Junior City Council Structure
Date:
May 30, 2012
Department:
Administration
Attachments:
Jr. Council
Budget Impact:
$0
Administrative Recommendation:
Background Summary:
Reviewed by Council Committees:
Councilmember:Backus Staff:
Meeting Date:June 4, 2012 Item Number:DI.C
AUBURN * MORE THAN YOU IMAGINEDDI.C Page 14 of 16
PDFConvert.3098.1.juniorcitycouncilparameters.doc.doc 5/28/12 8:32 am rew Page 1 of 2
AUBURN JUNIOR CITY COUNCIL (AJCC) OPERATING PARAMETERS
Draft ideas from City Councilman Rich Wagner, 5/28/2012
1.0 Purpose: The Junior City Council will:
1.1 Provide advice to the Auburn City Council regarding a very broad range of issues that the City is
involved in that affect the quality of life for all Auburn residents, local employees, business owners
and visitors..
1.2 Provide a focus on the youth aspects of all City functions, including but not limited to, Parks,
Recreation, Transportation, Public Works, Land Use Planning, Finance, Public Safety, Diversity and
Human Services.
1.3 Provide an additional communication means between the City and the Auburn School District
administration.
1.4 Act primarily as a policy-making entity and only very occasionally as a project execution group.
1.5 Expect that acting upon many issues will require months and sometimes years, to reach
completion.
2.0 Representation
2.1 Eight members, one each from the four high schools and the four middle schools.
2.2 Members will be elected by their peers during the Student Body election process.
2.3 The members will elect a Chairperson from among themselves.
2.4 The Chairperson will be allowed to vote on all matters.
2.5 A minimum of five members must be present to vote on matters.
2.6 In the case of a tie vote, if consensus cannot be reached through a re-vote, the matter will be
forwarded to the City Council though appropriate City staff, with the tie vote noted.
3.0 Term of Office
3.1 Members will be elected to two year terms. Additional two year terms are allowed as long as the
member will be a student during the entire term.
3.2 The Chairperson will be elected annually at the first meeting following the beginning of the
school year.
3.3 The AJCC may appoint a member to fill the un-expired term of a member who is unable to
complete their term or who fails to attend tow consecutive meetings. The appointed member shall be
from the same school as the member being replaced. Notice must be made to that school to solicit
applications for the position at least 30 days before the appointment is made.
4.0 Meetings
4.1 The AJCC will meet once per month at a regularly scheduled time in the Auburn City Council
Chambers at City Hall with all meetings open to the public.
DI.C Page 15 of 16
PDFConvert.3098.1.juniorcitycouncilparameters.doc.doc 5/28/12 8:32 am rew Page 2 of 2
4.2 The City Clerk’s office will publish meeting announcements, prepare agenda packets and record
minutes of the meetings.
4.3 The agenda will allow for audience participation, Such participation will usually be limited to three
minutes per person but the Chairperson may allow more time.
4.4 Members will be encouraged to attend City Council meetings as well as City Council committee
meetings, workshops, conferences and retreats.
4.5 Members will be encouraged to attend City Boards and Commissions such as the Planning
Commission, the Parks Board and The Mayor’s Diversity Roundtable.
4.6 The time commitment by AJCC members, including reading documents to prepare for meetings
and well as meeting attendance, will probably be from 4 to 20 hours per month.
4.7 Mutual courtesy, patience and appropriate behavior will be expected in all AJCC meetings and
interactions with City staff.
4.8 Roberts Rules of Order will be the basis for parliamentary procedure during all meetings of the
AJCC and it’s sub-committees.
4.9 Action items will take the form of a Resolution of the Auburn Junior City Council directed to the
Auburn City Council for final legislative or operational action, via appropriate City staff.
5.0 Sub-Committee Structure
5.1 The full AJCC will have sub-committees that parallel the City Council committees of Finance,
Public Works, Planning & Community Development, Municipal Services, and the Les Gove
Community Campus.
5.2 These sub-committees will meet on an as needed basis, but usually about one week before the
regular AJCC meeting.
5.3 The full AJCC will assign three members, including a chairperson, to each sub-committee at the
beginning of each school year.
5.4 The agendas for these sub-committees will be developed by the City Department Directors and
the sub-committee Chairperson with City-provided administrative support, including but not limited
to, document preparation, as well as recording and publishing minutes of these meetings.
6.0 City Council Operating Considerations: The City Council will:
6.1 Take all Junior City Council resolutions seriously and attempt to act upon them positively.
6.2 Provide timely feedback to the Junior City Council about the status of such resolutions.
6.3 Welcome testimony and presentations at meetings of the full City Council and it’s committees
regarding proposed resolutions from the Junior City Council.
6.4. Include budgetary considerations for providing City staff support to the Junior City Council.
DI.C Page 16 of 16