HomeMy WebLinkAbout08-05-2013 COUNCIL OPERATIONS COMMITTEE AGENDA
Council Operations Committee
August 5, 2013 - 5:00 PM
City Hall Council Conference Room
AGENDA
I.CALL TO ORDER
A.Roll Call
B.Announcements
C.Agenda Modifications
II.CONSENT AGENDA
A. July 1, 2013 Minutes*
B. July 25, 2013 Special Meeting Minutes*
III.DISCUSSION ITEMS
A. Planning for the Junior City Council*
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 18
AGENDA BILL APPROVAL FORM
Agenda Subject:
July 1, 2013 Minutes
Date:
July 29, 2013
Department:
Administration
Attachments:
7-1-2013 minutes
Budget Impact:
$0
Administrative Recommendation:
Background Summary:
Reviewed by Council Committees:
Councilmember:Staff:
Meeting Date:August 5, 2013 Item Number:CA.A
AUBURN * MORE THAN YOU IMAGINEDCA.A Page 2 of 18
Council Operations Committee
July 1, 2013 - 5:00 PM
City Hall Council Conference Room
MINUTES
I. CALL TO ORDER
A. Roll Call
Finding no quorum at 5:00 p.m., Deputy Mayor (Chair) Backus delayed the
call to order. At 5:14 p.m., Deputy Mayor Backus called the Council
Operations Committee meeting to order in the Council Conference Room at
Auburn City Hall, 25 West Main Street in Auburn.
Members in attendance included Deputy Mayor Backus, Vice Chair Rich
Wagner and Member Bill Peloza. Also in attendance were City Attorney
Daniel B. Heid and City Clerk Danielle Daskam. Scot Pondelick was in the
audience.
B. Announcements
There was no announcement.
C. Agenda Modifications
There was no change to the agenda.
II. CONSENT AGENDA
A. February 4, 2013 Minutes
Vice Chair Wagner moved and Member Peloza seconded to approve the
February 4, 2013 minutes.
MOTION CARRIED UNANIMOUSLY. 3-0
III. DISCUSSION ITEMS
A. Junior City Council
Committee members reviewed Ordinance No. 6441, which established the
Junior City Council, and particularly membership and the application
process.
Deputy Mayor Backus reported the City has received nine applications so
far; four from Auburn Mountainview High School, four from Riverside High
School, and one from Rainier Middle School. Some of the applications
appear to be complete while others are lacking the letter of
recommendation from a teacher, counselor or principal. Applications are
due by August 30, 2013. Page 1 of 3
CA.A Page 3 of 18
Deputy Mayor Backus noted that Junior City Council members are
appointed by the Mayor, but the Council Operations Committee will have an
opportunity to make recommendations.
Committee members discussed the process for recommending member
appointments to the Junior City Council. Members agreed that each
applicant would be interviewed. City Attorney Heid explained that
Committee members could meet individually with each candidate without
violating the Open Public Meetings law. However, any
interviews conducted by a quorum of the Committee would be considered
an open public meeting.
Members agreed to conduct interviews individually with each
candidate. Members agreed to use the four questions on the second page
of the application and let the candidates expand on their answers. Deputy
Mayor Backus noted that none of the applicants submitted the second page
of the application.
Members agreed to establish a date for interviews after the application
deadline of August 30, 2013. Each candidate will need to be accompanied
by a parent or guardian.
Deputy Chair Wagner questioned the type of recognition (certificate, letter
of recommendation, an evaluation) will be presented to Junior City Council
members once they have completed their term. Deputy Mayor Backus
suggested contacting the school district to ascertain whether school credit
can be given for their two years of service on the Junior City Council and
whether the information can be included in their school records or senior
portfolio.
Committee members discussed opportunities for Junior City Council
members to interact with professional staff, job shadowing, field trips,
regional forums, etc.
Committee members discussed methods to recruit additional
candidates. Deputy Mayor Backus will contact Mayor Lewis and School
Superintendent Kip Herren to learn how the Junior City Council opportunity
was presented to students.
Committee members reviewed the goals of the Junior City Council
(Auburn City Code Section 2.07.030) and agreed the goals are sufficiently
broad viewed.
Committee members agreed more than one member may be appointed
from the same school if there is no nomination from a school. Additionally,
less than the full membership of nine members would be acceptable in the
beginning.
Deputy Mayor Backus will contact the Muckleshoot Tribe to discuss Page 2 of 3
CA.A Page 4 of 18
possible representation from the Muckleshoot High School.
IV. ADJOURNMENT
There being no further business come before the Committee, the meeting
adjourned at 5:44 p.m.
APPROVED this ___ day of ___________, 2013.
____________________________ ___________________________
Nancy Backus, Deputy Mayor Danielle Daskam, City Clerk
Page 3 of 3
CA.A Page 5 of 18
AGENDA BILL APPROVAL FORM
Agenda Subject:
July 25, 2013 Special Meeting Minutes
Date:
July 29, 2013
Department:
Administration
Attachments:
July 25, 2013 Speical Council Operations
Committee Minutes
Budget Impact:
$0
Administrative Recommendation:
Background Summary:
Reviewed by Council Committees:
Councilmember:Staff:
Meeting Date:August 5, 2013 Item Number:CA.B
AUBURN * MORE THAN YOU IMAGINEDCA.B Page 6 of 18
Special Council Operations
Committee
July 25, 2013 - 4:30 PM
Auburn City Hall Room 2
MINUTES
Auburn City Hall Room 2
I. CALL TO ORDER
A. Roll Call
At 4:30 p.m., Deputy Mayor Backus called the Council Operations
Committee meeting to order in Conference Room 2 at Auburn City
Hall, 25 West Main Street in Auburn.
Members in attendance included Deputy Mayor Backus, Vice Chair
Rich Wagner and Member Bill Peloza. Also in attendance were
Advisor to the Mayor Michael Hursh, Emergency Preparedness
Manager Sarah Miller 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
There was no item on the consent agenda.
III. DISCUSSION ITEMS
A. Council Continuity of Operations Plan (Dowdy/Miller)
Emergency Preparedness Manager Sarah Miller stated Mayor Lewis
requested the senior councilmembers be given a brief overview of the
Council's role in an emergency if the Mayor is not available. The order
of succession is the Deputy Mayor followed by the next senior
Councilmember. Per Auburn City Code the Mayor is responsible to
keep the City running, this includes emergencies. Typically in an
emergency the Mayor will declare an emergency, approve increasing
purchasing limits, lead the policy team, relay information to Council,
provide public information and interact with other jurisdictions.
The City's emergency plan expects a third of the City's employees not
to be able to report to work during an emergency, a third to work and
a third to sleep. Municipal employees from other jurisdictions that
Page 1 of 2
CA.B Page 7 of 18
cannot report to their municipalities will report to the closest
municipality so the City will receive additional assistance from those
municipal employees.
Chair Backus requested this issue to be placed on the September
2013 Committee of the Whole agenda for discussion.
IV. ADJOURNMENT
There being no further business to come before the Committee, the
meeting adjourned at 4:55p.m.
APPROVED this 5th day of August, 2013.
__________________________ ___________________________
Nancy Backus, Deputy Mayor Shawn Campbell, Deputy City Clerk
Page 2 of 2
CA.B Page 8 of 18
AGENDA BILL APPROVAL FORM
Agenda Subject:
Planning for the Junior City Council
Date:
July 29, 2013
Department:
Administration
Attachments:
Ordinance 6441
Junior City Council Application
Budget Impact:
$0
Administrative Recommendation:
Background Summary:
Reviewed by Council Committees:
Councilmember:Staff:
Meeting Date:August 5, 2013 Item Number:DI.A
AUBURN * MORE THAN YOU IMAGINEDDI.A Page 9 of 18
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 schools serving Auburn students work very well
together on projects to cultivate and foster this valuable resource; and
WHEREAS, there already exists, as a resource/program in the Parks, Arts and
Recreation Department, a youth commission to assist in functions involving recreation
and youth activities to foster healthy environments for youth; and
WHEREAS, there is an alternate need to create an environment which would
give to the youth of the City opportunities to acquaint themselves with local government,
and foster an understanding of municipal law and the functions and operations of cities
as well as government in general; and
WHEREAS, to continue promoting the youth of the City toward these areas of
civic involvement, 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, and through which the City Council could:
receive from the Junior City Council proposals and suggestions,
give such proposals and suggestions due consideration for possible action,
provide timely feedback to the Junior City Council about the status of such
proposals and suggestions,
welcome 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
Ordinance No. 6441
January 7, 2013
Page 1 of 7
DI.A Page 10 of 18
support 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:
Chapter 2.07
AUBURN JUNIOR CITY COUNCIL
Sections:
2.07010 Created
2.07020 Purpose.
2.07030 Goals.
2.07040 Membership
2.07050 Term of Office.
2.07060 Responsibilities.
2.07070 Meetings.
2.07080 Sub-Committee Structure.
2.07060 Staff support.
2.07010 Created.
There is hereby created and established an Auburn Junior City Council in
and for the City of Auburn.
2.07020 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.
2.07030 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-
Ordinance No. 6441
January 7, 2013
Page 2 of 7
DI.A Page 11 of 18
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.
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
2.07040 Membership
A. The Auburn Junior City Council shall consist of nine (9) members.
The members shall be appointed by the Mayor, and confirmed by the City
Council from among students who have been nominated by the principals of the
schools that they attend, with input from their teachers and counselors. The
nomination of members shall be based upon consideration of criteria including:
interest in government, positive participation in civics classes, academic
accomplishments, involvement in school and community activities and other
factors that identify a prospective member as a valuable contributor to the
Auburn Junior City Council. Those considering prospective members, making
nominations and appointing or confirming members to the Junior City Council
shall endeavor to include diverse members of the City's population, including one
or more representatives of the Muckleshoot Indian Tribe
B In the process of nominating members to the Junior City Council,
those nominating such members shall strive to seek representation of various
schools, and to the extent reasonably possible, assemble a slate consisting 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
C All students on the Junior City Council shall be residents of the City
of Auburn, and shall be residents of the city during their entire term of office. If a
student is a resident of the City of Auburn but attends a school located outside
the City, a g., Thomas Jefferson High School, such student would be eligible to
participate on the Junior City Council, if selected
D The Junior Council members shall serve without compensation.
Ordinance No. 6441
January 7, 2013
Page 3 of 7
DI.A Page 12 of 18
E. Each member shall serve a term of two years. The Mayor and City
Council shall annually solicit nomination from the school principals, and appoint
and confirm new members to fill the expiring terms on the Auburn Junior City
Council. 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. Members of the Junior City
Council 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 membership of the Junior City Council, shall forfeit their positions on and be
removed from the Junior City Council.
F In the event of a vacancy on the Junior City Council, the Mayor and
City Council shall solicit nominations from the school principals and shall appoint
and confirm a new member to fill the unexpired term of that Auburn Junior City
Council member; Provided that the Junior City Council may also nominate
members to fill the un-expired term vacancies. 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
G All members of the Auburn Junior City Council shall serve until their
successors are duly appointed by the City Council.
H.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.
I 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.
J The Deputy Mayor or designee shall serve as Liaison to the Junior
City Council, participating as a non-voting member of the Junior City Council, to
encourage and counsel the members of the Junior City Council in connection
with their duties as members of the Junior City Council.
2.07050 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
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. Terms of office shall run from September of the first year of
appointment through August of the second year of appointment, provided that for
the initial appointees to the Junior City Council, five (5) of the members shall be
appointed for terms commencing upon appointment and confirmation, and
Ordinance No. 6441
January 7, 2013
Page 4 of 7
DI.A Page 13 of 18
expiring at the end of August of the following year; and four (4) of the members
shall be appointed for terms commencing upon appointment and confirmation,
and expiring at the end of August of that same year Thereafter, members shall
be appointed in staggered terms for the full two years, commencing with the
expiration of the term of those they succeed
C 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.
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
commissions of the City
2.07070 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
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
Ordinance No 6441
January 7, 2013
Page 5 of 7
DI.A Page 14 of 18
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DI.A Page 15 of 18
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- JAN 2 2 2013
PASSED-JAN 2 2 2013
APPROVED JAN 2 2 201
CITY OF IJB
PETER . L
MAYOR
ATTEST
e— v
Da ielle E. Daskam, City Clerk
APPRO A TO FORM:
Daniel B Heid, y Attorney
Published'T
Ordinance No. 6441
January 7, 2013
Page 7 of 7
DI.A Page 16 of 18
Junior City COUNCIL
www.auburnwa.gov
Disclaimer - This event/activity is not being sponsored by the Auburn School District and the District assumes no responsibility
for the conduct or safety of the event/activity. In consideration for the privilege to distribute these materials, the Auburn
School District shall be held harmless from any cause of action, claim or petition filed in any court or administrative tribunal
arising out of the distribution of these materials, including all costs, attorney’s fees and judgments or awards.
AUBURN
The Auburn Junior City Council is open to any middle and high school student who is a resident of the City of Auburn and attends
school in the Auburn School District [open to all such schools, not just those of the Auburn Schools District], at the time of appointment,
the student would be able to serve a two year term as a representative of his or her middle or high school (e.g., seventh grade or ninth
grade through eleventh grade. The applicants for these positions shall complete and submit the attached application form and a letter of
recommendation from a teacher, counselor or principal.
Applications and letters of recommendation shall be submitted by ____________ of the year in advance of the term for which the student
is applying [provided that for the initial appointments of the Junior City Council, applications shall be submitted by _______________].
Applications shall be screened and reviewed by the Auburn School District Superintendent or designee, and recommendations forwarded
to the Auburn City Council for appointment and notification.
To Apply: Students interested in serving on the Auburn Junior City Council must fill out the application below and submit it to your
teacher, counselor or school principal.
Expectations: As a member of the Auburn Junior City Council, Members will attend regular monthly meetings at Auburn City Hall, located
at 25 West Main St. and take an active role in representing the youth voice in regards to City policies.
Student details (Please print clearly)
First Name:Last Name:
Current Grade:Gender· qMale qFemale School attending:Date of birth: (MM/DD/YYYY)
Address
City: State:Zip Code
Primary phone:Alt. phone:Email address:
Do you have a special dietary (e.g. food allergy) or participation requirements. qYes qNo If yes, please explain:
If selected, can you honor the time commitment required for service? qYes qNo
DI.A Page 17 of 18
Junior City COUNCIL
www.auburnwa.gov
Disclaimer - This event/activity is not being sponsored by the Auburn School District and the District assumes no responsibility
for the conduct or safety of the event/activity. In consideration for the privilege to distribute these materials, the Auburn
School District shall be held harmless from any cause of action, claim or petition filed in any court or administrative tribunal
arising out of the distribution of these materials, including all costs, attorney’s fees and judgments or awards.
AUBURN
As a teen in Auburn, what concerns you?
Tell us about your experiences you have had while working on issues concerning youth. Tell us about your volunteer experience, honors,
awards, hobbies, etc.
What can you contribute to the Auburn Junior City Council?
Why do you want to be involved in the Auburn Junior City Council?
Emergency contact (parent or guardian)
First Name:Last Name:
Their relationship to you (eg. mother):Primary Phone:Alt. Phone:
Student signature (applicant) If you are under 18 years of age, your parent /legal guardian must also sign Date:
Parent/legal guardian (Please print)
Parent/legal guardian signature:Date:
As parent I guardian I authorize appropriate first aid to be administered to my child by a qualified first aid officer in the event of InJury
(check one) qYes qNo
Please complete and return to:
Auburn Junior City Council
c/o City Clerk
25 West Main St.
Auburn, WA 98001
DI.A Page 18 of 18