HomeMy WebLinkAboutItems submitted at the 04-09-2018 meeting APRIL 2018
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Business Improvement Area Updates
Members of the Committee presented the following action
items to the City Council at the Fel�ru,�ry 26`'�� Studv Sessi�n � �:,
• Additional security lighting � � � �
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• Nightly garb�ge pickup � �""'�, '
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� Hanc�ing plants and planters around the BIA �`''
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• Lights in trees • . ' �
• Lighting across the street ``��- t � "�`��w,
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• Banners �'� ��," " ���``�'�
• Better maintenance or existing str2et lights , �,�,,r�� ;;� � .� N
• Establish an infrastructure in the downtown area that "i'`t'"�"���- '~� :�`
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provicles accessible power, restrooms. etc �� a �o�:�.� r����� _��.__._ � p ��
events and activities in the downtown ar�� $� �-
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Smartnouse Cre��i���e nas oeen contrac�eG as parc or tn���
ciry-vvid� economic deve�opmert brardinc� ar�l mar'��_ r_�, �
strate�y. Smartnouse is a�so �.n�orkin� cn strat2a��s � _ - -
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Tourism and tne Busin�ss '��mprovemant�rea +' �� -
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The A�ub��rn Po!ice ��par�m�?n� �;vi�l i�ler�ify .�r��s � _ _ � - -
where additional security and IighTin� �r�oulci k,P oF beneFit - ' ��� -
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The BIA and ADA have received aprr��,�= �_ ___ - ���_��� � � � ' � ,�, � � •'�� .�
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The BIA Committee of Rate Payers Promote Your Events
meets at 1:00 pm on the second �o you have a unique � *
Monday of each month in Auburn _•.�ent at your busine_� � t'/��i� t� '
City Hall Council Chambers. ,�u wish to promote� �� � � � �
��nd the details and
����;��ur d�sired image to _�n�=ire =���,�,����;r�: T-��_��r n-�
UPCOM�NG l�►GEN�A Coordinator at explorea��burr��a��b�arn���;-a.:�ov
MAY 2018 In a coordinated effort to promote Auburn, if
• Agenda Items your business has social media accounts. please
• Financial Report feel free to use the hasntags #ExploreAuburn
�nr�l =`A�ib..�rnAdventures
� Disbursement of BIA Funds
� Marketing and Branding
� Heritag� Fire Update Have you tried YourGOV?
� BIA Newsletter ��.�s an ir���� ig��rt. a��c�ssio �
YOUR ' and easy-to-use app where
• BIA Rules of Procedure ��'� citizens can conveniently
� Prioritize Projects Presentecl r�por� non-emergency
to City Council �t��' incidents and requests such
� 2018 Fa�ade Grant Program as non-working streetlights or graffiti to the
• Parking Sub-Committee Update City directly from a tablet. smartpnone or
• ADA Update browser in just three simple steps.
• Tourism Board Update � LOCATE I �ocate the corr�ct spot on rne
built-in map or ie� ye�r clevice do t'n�
locating for you.
� ��'�vTER I Specif�y���r iss���_ =`n��,iicl� a ori�r
description. Inc!ude a phofo if youd like
� SUB���11T � Provide your con�act informa�io�
or submit anonymously �t�s up to you.
Its efficient. Once submitted. your incident
report wi'�I be �����oma�ica!'�y ir�e�rated irto
the Ciry's workflow for prloritization and
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BIA—Rules of Procedure
CITY OF AUBURN
BUSINESS IMl'ROVEMENT AREA
COMNIITTEE OF R.ATE PAYERS
RULES OF PROCEDURE
DRAFTED DECEMBER 2017
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BIA—Rules of Procedure ,
BUSINESS IMPROVEMENT AREA COMMITTEE OF RATE PAYERS
RULES OF PROCEDURE
TABLE OF CONTENTS
SECTION SUBJECT PAGE
LNAME...:.:....:.:......�.:....�.,......:..................:....3
II. MEMBERSHIP.............................................3
III, MEETINGS...................................................4
IV. MINUTES AND AGENDA.........................:5
V. ELECTION OF OFFICERS .........................5
VI. CHAIR..........................................................5
VII. CITY PERSONNEL.....................................6
VIII. QUORUM.....................................................6
IX. ABSENCE OF MEMBERS..........................6
X. VOTING........................................................7
XI. CONFLICT OF INTEREST..........................8
XII. AMENDMENT..............................................8
BIA—Rules of Procedure
CITY OF AUBURN I
BUSINESS IMPROVEMENT AREA COMMITTEE OF RATE PAYERS
RULES OF PROCEDURE
We, the members of the City of Auburn Business Improvement Area Committee of Rate
Payers, do hereby adopt,publish, and declare the following Rules of Procedure:
I. NAME:
1. The official name of the City of Auburri Business Improvement Area Committee
of Rate Payers shall be the"Committee of Rate Payers"(the Coininittee).
2. The purpose of the Committee is to serve in an advisory capacity to the City
Council (Ord. 6658 § 11, 2017.)
II. MEMBERSgIIP:
1. The membership and terms of office of the members of the Committee of Rate
Payer i shall be as provided in Chapter 2.98 of the Auburn City Code(ACC).
2. The Committee shall consist of not rnore than(7)members appointed by the
mayor and confirmed by the city couneil, who shall serve at the pleasure of the
city council; provided that the mayor may appoint up to four(4) additional
members to serve as alternates in the event of a Committee member's absence.
3. The members shall be owners or operators of businesses located within the BIA
boundary and shall be selected to represent the variety of business types and
geographic locations included within the BIA boundary.
4. Committee members shall be appointed to a three(3) year term.
5. Upon the resignation of a Committee member, removal by the City Council, or
expiration of a Committee inember's term, the rriayor will appoint and the City
Council confirm an appointment to fill the vacancy.
6. The members of the Committee shall serve without compensation except for
reasonable travel expenses associated with the performance of the Committee
member's duties. •
III. MEETINGS:
1. Meetings of the Committee of Rate Payers shall be conducted in conformity with
the requirements of the Washington State Open Public Meetings Act, Chapter
42.30 of the Revised Code of Washington(RCW). Executive sessions can only be
held in accordance with the provisions of Section 42,30.110 RCW.
BIA—Rules of Procedure .,
2. All meetings will be held in Council Chambers at the Auburn City Hall, Auburn,
Washington, unless otherwise directed by the Chair of the Comrriittee:
3. Minutes shall be kept and meeting agendas prepared in coordination between
members of the Committee and staff inembers. A majority of the members of the
Committee shall constitute a quorum for the transaction of business, and a majority
vote of those present shall be necessary to make recommendations to the City
Council.
4. The Committee shall adopt rules for the transaction of business and keep a record
of its resolutions, transactions, findings, and determinafions. These records shall be
public and qpen to inspection.
5. All Committee meetings shall be conducted in accordance with the Committee's
adopted rules for the transaction of business, and Robert's Rules of Order or any
other meeting procedures or guidelines authorized by the City of Auburn shall be
used for any subject not addressed within the Committee's adopted rules of
procedure.
6. The Committee shall eonsider proposals for economic development and
neighborhood revitalization projects and programs consistent with the purposes
listed in 2.98.030,provide for public input and submit comments in a timely
manner to the Mayor and City Council, including an analysis of the extent to
which the Comrnittee's recommendations will improve economic development or
downtown revitalization.
7. The Committee shall meet monthly when there is new official business to transact,
and hold additional meetings as the chairperson or a majority of the Committee
deems necessary. A minimum notice of 24 hours shall be provided for special
meetings in accordanee with State law.
8. Regular meetirigs shall be held on the second Monday of each month and shall be
open to the public. The meeting shall convene at 1:00 P.M. unless otherwise
directed by the Committee's Secretary, the Economic Development Manager or
the Chair:
IV. MINUTES AND AGENDA:
Minutes shall be kept and meeting agendas prepaxed in coordination between members
of the Committee and staff inembers.
An agenda shall be prepared for each meeting consisting of the following order of
business:
1. CALL TO ORDER
Roll Call/Establishment of Quorum
2. Approval of Minutes
BIA—Rules of Procedure
3. Financial Report
4. Old Business
5. New Business
6. BIA Parking Sub-Committee Update
7. Auburn Downtown Association Update
8. Adjournment
9. Additional items may be added to the agenda by the Committee. The Chair
shall have the discretion to amend the order of business.
V. ELECTION OF OFFICERS:
At the first regular meeting of each year, the Committee members shall elect a
chairperson and vice-chairperson from among the members of the Committee.
VI. CHAIR:
1. The Chair shall preside over the meetings of the Committee and may exercise all
the powers usually incident of the office. The Chair shall be considered as a
member of the Committee and have the full right to have his/her own vote
recorded in all deliberations of the Committee. Unless stated otherwise by
abstention or nay, the Chair's vote shall be considered to be affirmative for the
motion.
2. The vice-chairperson shall preside at all meetings where the chairperson is absent:
3. The Committee chairperson andlor vice-chairperson shall annually provide to the
city council a report on progress made in carrying out the Committee's
responsibilities. Additional reports may be submitted when deemed appropriate by
the Committee or when requested by the city council.
VII. CITY PERSONNEL:
1. All Committee meetings shall be staffed by City of Auburn personnel to support
and assist the Committee.
2. A member of City staff shall act as the Secretary for the Committee and shall keep
a record of all meetings of the Committee. These records shall be retained at the
City Clerk's Office.
3. All public hearings shall be electronically recorded verbatim and a summary of the
discussion and actions will be recorded as Meeting Minutes.
VIII. QUORUM:
1. If quorum is not reached by the RSVPs in advance of the meefing, a meeting may
be canceled at the notice of the Chair provided at least 24 hours in advance.
BIA—Rules of Procedure ,
2. A majority of the members of the Committee shall constitute a.quorum for the
transaction of business, and a majority vote ofthose present shall be necessary to
make recommendations to the City Council.
3. If at any time during the meeting, a quorum is no longer present, the meeting may
only continue for the time and duration necessary to fix a time for adjournment,
adjourn,recess or take measures to obtain a quorum.
IX. ABSENCE OF MEMBERS:
1. To be excused, members must inform the Committee's secretary or the Economic
Development Manager in advance of the meeting date if they cannot attend a
scheduled meeting.
2. The Committee, upon four(4) unexcused absences, may recommend the removal
of any Committee member to the City Council.
X. VOTING:
1. Any member, including the Chair, not voting or not voting in an audible voice
shall be recorded as voting in favor of the motion.
2. The Chair, Secretary; or upon request from a Committee member;may take a roll
call vote.
3. It is the responsibility of eaeh member of the Committee of Rate Payers to vote
when requested on a matter before the full Committee. However, a member may
abstain from discussion and voting on a question because of a stated conflict of
interest or appearance of fairness.
4. If any member of the Committee wishes to abstain, from a vote on the rnotion, that
member shall so advise the Chair and, if there is no objection to the abstention,
shall remove and absent himself/herself from the deliberations and considerations
of the motion, and shall have no further participation in the matter. Such advice
shall be given prior to any discussion or participation on the subject matter or as
soon thereafter as the member perceives a need to abstain,provided that, prior to
the time that a member gives advice of an intent to abstain from an issue; the
member shall confer with the City Attorney to determine if the basis for the
member's intended abstention conforms to the requirements hereof. If the intended
abstention can be anticipated in advance; the conference with the City Attorney
should occur prior to the meeting at which the subjeet matter would be coming
before the Committee. If that cannot be done, the member should advise the Chair
that he/she has an "abstention question" that he/she would want to review with the
City Attorney, in which case, a brief reeess would be afforded the member for that
purpose before proeeeding further.
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BIA—Rules of Procedure
5. If a tie vote exists, after recording the Chair's vote, the motion fails. However, a
motion for denial that fails on a tie vote shall not be considered an approval.
XI. CONFLICT OF INTEREST:
A, Any member of the Committee who, in his or her opinion,has an interest in
any matter before the Committee that would tend to prejudice his or her actions
shall publicly indicate, step down and leave the meeting room until the matter
is disposed. A member need only be excused from legislative or
organizational action if the potential conflict of interest is direct and
substantial.
(1) No member of the Committee may use his or her position to secure
special privileges or exemptions for himself,herself, or others.
(2) No member of the Committee may, directly or indirectly, give or
receive or agree to receive any compensation, gift, reward, or gratuity
from a source except the employing municipality, for a matter
connected with or related to the officer's services as such an officer
unless otherwise provided for by law. �
(3) No member of the Committee may accept employment or engage in
business or professional activity that the officer might reasonably
expect would require or induce him or her by reason of his or her
official position to disclose confidenfial information acquired by reason
of his or her official position.
(4) No member of the Committee may disclose confidential information
gained by reason of the officer's position, nor may the officer otherwise
use such information for his or her personal gain or benefit
(5) No member of the Committee may take any action that is prohibited by
Chapter 42.23 RCW or any other statutes identifying conflicts of
interest.
XII. AIVIENDMENT:
The Rules of Procedure may be amended at any regular meeting of the Committee by
a majority vote of the entire membership. The proposed amendment should be
presented in writing at a preceding regular meeting.
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