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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 Page 2 of 3 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 -------------------------------- 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 -------------------------------- 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 -------------------------------- 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 -------------------------------- 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 -------------------------------- 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