HomeMy WebLinkAbout12-05-2012
Council Operations Committee
December 3, 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. November 5, 2012 Regual Meeting Minutes*
III.DISCUSSION ITEMS
A. Junior City Council*
B. Council Assignments for 2013*
C. City Council Rules of Procedure*
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 19
AGENDA BILL APPROVAL FORM
Agenda Subject:
November 5, 2012 Regual Meeting Minutes
Date:
November 7, 2012
Department:
Administration
Attachments:
November 5, 2012 Minutes
Budget Impact:
$0
Administrative Recommendation:
Background Summary:
Reviewed by Council Committees:
Councilmember:Staff:
Meeting Date:December 3, 2012 Item Number:CA.A
AUBURN * MORE THAN YOU IMAGINEDCA.A Page 2 of 19
Council Operations Committee
November 5, 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 the
Council Conference Room at 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 John Partridge, City Attorney Dan Heid and Deputy
City Clerk Shawn Campbell.
B. Announcements
There was no announcement.
C. Agenda Modifications
Minutes for the October 1, 2012 Council Operations
Committee Meeting were added to the agenda.
II. CONSENT AGENDA
A. October 1, 2012 Minutes
Vice Chair Wagner moved and Member Peloza seconded to approve
the October 1, 2012 minutes.
Motion carried unanimously. 3-0
III. DISCUSSION ITEMS
A. Council Representation with the Auburn Valley Humane Society
Committee members reviewed the contract between the City and
Auburn Valley Humane Society (AVHS). It was noted the City
representative on the AVHS Board is Planning and Development
Director Kevin Snyder and the Council Liaison is Councilmember
Partridge.
Councilmember Peloza, who is the Chair of the Municipal Services
Page 1 of 3
CA.A Page 3 of 19
Committee explained that the Municipal Services Committee on
September 24, 2012 requested one of its members, Councilmember
Wales, attend the October 4, 2012 AVHS board meeting. Member
Peloza clarified Councilmember Wales was not replacing
Councilmember Partridge as the Council Liaison.
It was pointed out the AVHS is not required to have public meetings.
During the meeting on October 4, 2012 AVHS held a public meeting
followed by a closed session. Attendees present for the public meeting
who were not Board Members were asked to leave for the closed
session portion, although not a AVHS board member Councilmember
Partridge was allowed to stay because he was presenting a report to
the AVHS Board on behalf of the AVHS Public Relations Committee.
Councilmembers discussed the necessity for a good working
relationship between the City and AVHS.
Chair Backus requested clarification and legal opinion from City
Attorney Heid on the best language to clarify a Councilmember’s role
as a liaison to a board. City Attorney Heid stated a Councilmembers
could be a board member of another entity, in their individual capacity.
But if that entity had contractual dealings with the City, that could
create conflicts that would have to be addressed.
The Committee discussed expectations of Council Liaisons, including
who has the authority to appoint a liaison and the responsibility of a
Council Liaison. City Attorney Heid suggested language that could be
added to Council Rules and Procedures defining a liaison as a position
for the purpose of communicating information back to the City Council
regarding the meetings attended. A liaison would only communicate
information to the outside entity as directed by the City Council . He
advised members to ensure parties know a statement is a
councilmember's own personal opinion by stating “in my opinion”
before a statement. Chair Backus said there is a fine line between
giving an opinion and committing the City. Councilmember Peloza said
the language provided is very general. Vice Chair Wagner requested
adding language that states a Member will use prudence when
attending meetings with entities that contract with the City. Vice Chair
Wagner suggested Councilmembers coordinate their attendance with
the City Liaison prior to attending a meeting.
Deputy Mayor Backus stated the Committee will review the revised
language at the December 3, 2012 Council Operations Committee
meeting.
B. Junior City Council
Vice Chair Wagner asked for the status of the Junior City Council. City
Attorney Heid stated the City is in discussions with the School District
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CA.A Page 4 of 19
regarding several factors. Chair Backus requested the City invite a
representative from the School District attend the December 3, 2012
Council Operations meeting to discuss the Junior City Council with the
Committee.
IV. ADJOURNMENT
There being no further business, the meeting adjourned at 5:38 p.m.
Approved this 3rd day of December, 2012.
__________________________ __________________________
Nancy Backus, Chair Shawn Campbell, Deputy City Clerk
Page 3 of 3
CA.A Page 5 of 19
AGENDA BILL APPROVAL FORM
Agenda Subject:
Junior City Council
Date:
November 6, 2012
Department:
Administration
Attachments:
Ord 6441
Budget Impact:
$0
Administrative Recommendation:
Background Summary:
Reviewed by Council Committees:
Councilmember:Staff:
Meeting Date:December 3, 2012 Item Number:DI.A
AUBURN * MORE THAN YOU IMAGINEDDI.A Page 6 of 19
--------------------------------
Ordinance No. 6441
November 16, 2012
Page 1 of 8
ORDINANCE NO. 6 4 4 1
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY
OF AUBURN, WASHINGTON, CREATING A NEW
CHAPTER 2.07 OF THE AUBURN CITY CODE
RELATING TO THE AUBURN JUNIOR CITY COUNCIL
WHEREAS, the youth of the City of Auburn are a valuable resource for the future
of the City, the State and the Country; and
WHEREAS, the City and the school serving Auburn students work very well
together on projects to cultivate and foster this valuable resource; and
WHEREAS, to continue promoting the youth of the City, it is advantageous to
create a Junior City Council which could work with the City Council to add a youth
perspective to matters being addressed by the City Council, with the City Council:
• receiving from the Junior City Council proposals and suggestions,
• giving their proposals and suggestions due consideration for possible action,
• providing timely feedback to the Junior City Council about the status of such
proposals and suggestions,
• welcoming their testimony and presentations at meetings of the full City Council
and its committees regarding proposed proposals and suggestions from the
Junior City Council, and
• supporting in other ways the role and participation of the Junior City Council.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF AUBURN,
WASHINGTON, DO ORDAIN as follows:
Section 1. New Chapter to City Code. That a new Chapter 2.07 of the
Auburn City Code - Auburn Junior City Council - be and the same hereby is created to
read as follows:
DI.A Page 7 of 19
--------------------------------
Ordinance No. 6441
November 16, 2012
Page 2 of 8
Chapter 2.07
AUBURN JUNIOR CITY COUNCIL
Sections:
2.07.010 Created.
2.07.020 Purpose.
2.07.030 Goals.
2.07.040 Membership.
2.07.050 Term of Office.
2.07.060 Responsibilities.
2.07.070 Meetings.
2.07.080 Sub-Committee Structure.
2.07.060 Staff support.
2.07.010 Created.
There is hereby created and established an Auburn Junior City Council in
and for the City of Auburn.
2.07.020 Purpose.
The Auburn Junior City Council shall serve as an advisory body to the
regularly elected or appointed Auburn City Council (City Council), other city
boards, commissions and city staff on 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.
2.07.030 Goals.
The Auburn Junior City Council shall promote leadership skills and the
communication of ideas of youth, particularly as they relate to local
representative government and governmental services. The Auburn Junior City
Council’s goals shall be to:
A. Find solutions for local youth problems and report these to the City
Council.
B. Provide community youth with an outlet for expressing interests and
opinions, including:
1. Interests and opinions regarding city ordinances, proposed
ordinances and other matters that might lend themselves to future ordinances.
2. Interests and opinions regarding city policies, proposed policies and
other matters that might lend themselves to future policies.
3. Interests and opinions regarding action that the city is taking or
action that the city is considering.
C. Consider issues in light of the legal parameters applicable to city
action.
DI.A Page 8 of 19
--------------------------------
Ordinance No. 6441
November 16, 2012
Page 3 of 8
D. Help make the public, including the youth of the city, aware of the
action of the City Council and the role the Auburn Junior City Council can play in
connection therewith.
E. Suggest ways to improve the quality of life for young people, and
suggest other programs beneficial and of interest to the youth of the city.
2.07.040 Membership.
A. The Auburn Junior City Council shall consist of nine (9) members
recommended by the principals of the schools that they attend, proposed by the
Mayor and appointed by the City Council. The members shall be selected from
the names proposed by the Auburn School District, and to the extent reasonably
possible, shall consist of eight members, one each from the four high schools
and the four middle schools and one member at large, or such other strategy
representing various schools so that their membership represents a diverse
cross-section of the student population of middle schools and high schools in the
city. All students on the Junior City Council shall be residents of the City of
Auburn. If a student is a resident of the City of Auburn but attends a school
located outside the City, e.g., Thomas Jefferson High School, such student would
be eligible to participate on the Junior City Council, if selected.
B. The Junior Council members shall serve without compensation.
C. Each member shall serve a term of two years. The City Council
shall annually appoint new members to fill the expiring terms on the Auburn
Junior City Council. If, for any reason, a vacancy occurs during the term of an
Auburn Junior City Council member, the City Council shall appoint a new
member to fill the unexpired term of that Auburn Junior City Council member.
The City Council may remove an Auburn Junior City Council member at any time
if the City Council determines that member is not fulfilling his or her
responsibilities to the satisfaction of the City Council. All members of the Auburn
Junior City Council shall serve until their successors are duly appointed by the
City Council.
D. Persons appointed to serve on the Junior Council shall reside
within the City of Auburn during the members’ terms.
E. The members will elect a Chairperson from among themselves.
The Chairperson will be elected annually at the first meeting following the
beginning of the school year. The Chairperson will be allowed to vote on all
matters.
F. A quorum of the Junior City Council shall consist of at least five
members, and a minimum of five members must be present to vote on matters.
2.07.050 Term of Office.
A. The term of office for the members of the Junior City Council shall be two
years. Members shall be students during their entire term. Middle School
students shall be selected for two-year terms from 7th grade classes, so they can
fulfill their full terms while attending the same school. High School students shall
DI.A Page 9 of 19
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Ordinance No. 6441
November 16, 2012
Page 4 of 8
be selected for two-year terms from 9th, 10th or 11th grade classes, so they can
fulfill their full terms while attending the same school.
B. An additional two year term for members of the Junior City Council
may be allowed so long as the member will be a student during the entire
additional term.
C. Members who fail to attend two consecutive regular meetings of the
Junior City Council without being excused by the Chairperson, or excused by a
majority of the Junior City Council, shall forfeit their position on and be removed
from the Junior City Council.
D. The Junior City Council may appoint a member to fill the un-expired
term of a member who is unable to complete their term, who resigns from the
Junior City Council or who is removed from the Junior City Council. Unless the
appointed replacement member is replacing the at-large member of the Junior
City Council, the appointed replacement member shall be from the same school
as the member being replaced. Notice must be made to that school to solicit
applications and nominations for the position to be refilled at least thirty (30) days
before the appointment is intended to be made.
2.07. 060 Responsibilities.
A. The Auburn Junior City Council shall be responsible for:
1. Holding regular public meetings at least once a month, pursuant to
a regular agenda, and to keep a written record of its proceedings which shall be
a public record, all in accordance with state law;
2. Serving as youth advisors to the City Council and the City Council’s
various boards, commissions and task forces;
3. Adopting bylaws for the regular operation of the Junior Council;
4. Providing outreach to the community in an effort to place youth
issues before our citizens in a positive manner; and
5. Forwarding to the City Council copies of the minutes of its meetings
and reporting to the City Council as requested and/or as appropriate.
B. Members of the Junior City Council are encouraged to attend
meetings of the City Council as well as meetings of the various boards and
commission of the City.
2.07.070 Meetings
A. The regular meetings of the Junior City Council shall be held once
per month at a regularly scheduled date and time, and shall be held in the
Auburn City Council Chambers at City Hall.
B. The Chairperson shall preside over the meetings of the Junior City
Council. In the absence of the Chairperson at a meeting, the members of the
Junior City Council shall select a member of the Junior City Council to preside
over such meeting.
C. All meetings of the Junior City Council shall be open to the public,
except as provided by law.
DI.A Page 10 of 19
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Ordinance No. 6441
November 16, 2012
Page 5 of 8
D. In the meetings of the Junior City Council there shall be the
opportunity for public comment. Such public comment shall usually be limited to
three minutes per person, provided that the Chairperson may, in his/her
discretion, allow more time.
E. Members of the Junior City Council shall display mutual courtesy,
patience and appropriate behavior in all meetings of the Junior City Council, and
in any interactions with City staff.
F. Roberts Rules of Order, Newly Revised Edition, shall be used as
the basis for parliamentary procedure at all meetings of the Auburn Junior City
Council and any of its sub-committees.
G. Any action taken by the Junior City Council shall be reduced to
writing and shall be forwarded to the Auburn City Council, via appropriate City
staff.
2.07.080 Sub-Committee Structure.
A. The Junior City Council may informally divide its members into sub-
committees to consider different topics of interest. To the extent that it deems
appropriate and helpful, the sub-committees will parallel the City Council
committees of Finance, Public Works, Planning & Community Development,
Municipal Services, and the Les Gove Community Campus.
B. The sub-committees will meet on an as needed basis.
C. The sub-committees shall consist of at least three (3) members of
the Junior City Council, but shall consist of less than a quorum of the Junior City
Council (less than five [5] members).
D. Any discussions or recommendations of any sub-committees shall
be communicated to and shared with the full Junior City Council.
E. The sub-committees shall not constitute legislative or agency
bodies required to comply with the Washington State Open Public Meetings Act
(RCW Chapter 42.30).
2.07. 090 Staff support.
The Mayor shall appoint appropriate staff as he or she deems appropriate
to assist the Auburn Junior City Council in the preparation of its reports and
records as are necessary for the operation of the Junior Council.
Section 2. Implementation. The Mayor is hereby authorized to implement
such administrative procedures as may be necessary to carry out the directions of this
legislation.
DI.A Page 11 of 19
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Ordinance No. 6441
November 16, 2012
Page 6 of 8
Section 3. Severability. The provisions of this ordinance are declared
to be separate and severable. The invalidity of any clause, sentence, paragraph,
subdivision, section or portion of this ordinance, or the invalidity of the application
thereof to any person or circumstance shall not affect the validity of the remainder of
this ordinance, or the validity of its application to other persons or circumstances.
Section 4. Effective date. This Ordinance shall take effect and be in force
five days from and after its passage, approval and publication as provided by law.
INTRODUCED: __________________
PASSED: _______________________
APPROVED: ____________________
CITY OF AUBURN
_____________________________________
PETER B. LEWIS
MAYOR
ATTEST:
_________________________
Danielle E. Daskam, City Clerk
APPROVED AS TO FORM:
_________________________
Daniel B. Heid, City Attorney
Published: _________________
DI.A Page 12 of 19
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Ordinance No. 6441
November 16, 2012
Page 7 of 8
_____________________________________________________________
RELATED E-MAILS
From: Dan Heid
Sent: Tuesday, October 23, 2012 3:27 PM
To: 'Herren, Kip'; Decker, Louanne
Cc: Pete Lewis
Subject: RE: Junior City Council
Kip, Louanne:
I talked to Mayor Lewis about the issues and questions you raised, and here is what we see as the
responses/answers we’d anticipate from the city Council:
A. Middle School students should be selected for their two-year terms from the 7th grade classes,
so they can fulfill their full terms while attending the same school, and High School students
should be selected for their two-year terms from 9th, 10th or 11th grade classes, so they, too, can
fulfill their full terms while attending the same school.
B. All students on the Junior City Council should be residents of the City of Auburn. If a student is a
resident of the City of Auburn but attends a school located outside the City, such as Thomas
Jefferson High School we’d anticipate that the student would be eligible to participate on the
Junior City Council, if selected.
C. The actual selection would be by Mayor and City Council, but the proposed students would
come to the City via Principal Endorsements, as the Principals would have a good idea as to
student interest, willingness to be involved and other factors that would lend themselves to
appoint to the Junior City Council.
D. The meetings of the Junior City Council would be presided over by the Chair selected by the
members among the members, and handled in accordance with parliamentary procedure. There
would be some level of staff support, but the meetings would be theirs (the Junior City
Council’s) and their votes – or resolutions would be advisory (recommendations) to the [regular]
City Council. I should also mention that the Junior City Council would have to comply with the
Open Public Meetings Act, and its records and minutes would be subject to the Public Records
law, for which staff would assist. This Junior City Council would be an excellent opportunity for
its members to be involved with and learn about the City and local government, Public Records
law, Open Meetings law and Parliamentary Procedure.
E. The current Youth Council, under the Parks and Recreation Department, focuses solely on Parks
and Recreation issues, whereas the Junior City Council would have a much broader scope of
interest.
F. We would hope that the timelines for applications, selection and service would be early in the
school year, though not yet defined.
DI.A Page 13 of 19
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Ordinance No. 6441
November 16, 2012
Page 8 of 8
Please let me know if you have any questions. Thank you.
Dan
Daniel B. Heid
Auburn City Attorney
(253) 931-3030
dheid@auburnwa.gov
The information contained in this electronic communication is personal, privileged and/or confidential
information intended only for the use of the individual(s) or entity(ies) to which it has been addressed. If
you read this communication and are not the intended recipient, you are hereby notified that any
dissemination, distribution or copying of this communication, other than delivery to the intended recipient
is strictly prohibited. If you have received this communication in error, please immediately notify the
sender by reply e-mail. Thank you.
____________________________________________________________________________________
From: Herren, Kip [mailto:kherren@auburn.wednet.edu]
Sent: Tuesday, October 23, 2012 10:38 AM
To: Dan Heid
Cc: Decker, Louanne; Herren, Kip
Subject: RE: Junior City Council
Hello Dan,
Louanne Decker and I have reviewed the latest version. Below are some questions:
1. If students are going to serve two years, I think that in order to maintain the 8 schools of
representation, the target applicants would have to be 7th grade at the middle school.
Otherwise an eighth grade candidate would be in high school during their 2nd term and you
would not have representation at the middle and could have two from a high school. High
School would be open to 9th through 11th grade, as a senior would not be able fulfill the two year
commitment.
2. What about students at our high schools and middle schools who reside in Algona, Pacific, Lake
Tapps and unincorporated areas as well as Kent and Federal Way? Also, we have waiver
students from other districts are they eligible or must they reside in the City of Auburn. What
about Thomas Jefferson High School that is in FW but located in the City of Auburn. Are they
excluded from representation?
3. What role does the current youth council for Parks and Recreation have in the Junior City
Council.
4. Who will have the supervisory role, is it the chairperson?
5. Timelines for applications, selection and service are not apparent.
6. Are there any minimum requirements for applicants, GPA, Letters of Recommendation,
Principal Endorsement, civic interests etc.
Looks like it will be a great civic opportunity for students. Let us know how we may be of assistance.
DI.A Page 14 of 19
AGENDA BILL APPROVAL FORM
Agenda Subject:
Council Assignments for 2013
Date:
November 6, 2012
Department:
Administration
Attachments:
Council Assignments
Liaison Assignments
Budget Impact:
$0
Administrative Recommendation:
Background Summary:
Reviewed by Council Committees:
Councilmember:Staff:
Meeting Date:December 3, 2012 Item Number:DI.B
AUBURN * MORE THAN YOU IMAGINEDDI.B Page 15 of 19
DI.B Page 16 of 19
The current assigned City Liaisons are:
Rich Wagner for Arts Commission
Bill Peloza for Auburn International Farmers Market
John Partridge. for Auburn Valley Humane Society
DI.B Page 17 of 19
AGENDA BILL APPROVAL FORM
Agenda Subject:
City Council Rules of Procedure
Date:
November 6, 2012
Department:
Administration
Attachments:
Council Rules of Procedure Revision
Budget Impact:
$0
Administrative Recommendation:
Background Summary:
Reviewed by Council Committees:
Councilmember:Staff:
Meeting Date:December 3, 2012 Item Number:DI.C
AUBURN * MORE THAN YOU IMAGINEDDI.C Page 18 of 19
PROPOSED CHANGE TO COUNCIL RULES OF PROCEDURE
17.1 If a Councilmember meets with, attends a meeting or otherwise appears on
behalf of the City before individuals, another governmental agency, a community
organization, or a private entity or organization, and makes statements directly or
through the media, for the purpose of commenting on an issue that does or could
affect the City, the Councilmember needs toshall state the majority position of the
City Council, if known, on such issue. Personal opinions and comments which
differ from those of the Council majority may be expressed if the Councilmember
clarifies that these statements do not represent the City Council’s position, and
the statements are those of the Councilmember as an individual. Additionally,
before a Councilmember discusses anything that does or could relate to City
liability, the Councilmember should talk to the City Attorney or the City’s Risk
Manager, so that the Councilmember would have a better understanding of what
may be said or how the discussion should go to control or minimize the City’s
liability risk and exposure.
17.6 Different than where a City Councilmember is appointed by the City Council or
the Mayor to serve as a member of a board, commission, committee, task force
or any other advisory body, the City Council may appoint a Councilmember to
serve as a non-member Liaison to a board, commission, committee, task force or
any other advisory body. Anytime a Councilmember is appointed as such a
Liaison, the position or role of Liaison is subordinate to that of Councilmember,
and the Councilmember’s responsibility is first and foremost to the City and to the
City Council. The role and responsibility of the Councilmember-Liaison is to keep
the City Council and Council Committees apprised of the activities, positions and
actions of the entity or organization to which the Councilmember has been
appointed Liaison, and not to communicate to the board, commission, committee,
task force or other advisory body a statement as the position of the City Council,
except as authorized or directed by the City Council.
17.7 Whenever a member of the City Council attends any meeting of any other entity
or organization, he or she should endeavor to be prudent in what he or she says
or does at such meeting. Further, the Councilmember should avoid attending
such meeting if that attendance would impose an interference with the meeting or
the operations of the other entity or organization, or of the operations of the City.
DI.C Page 19 of 19