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HomeMy WebLinkAboutResolution No. 2016-03CITY OF KENAI 1LUTION NO. 2016 -03 Sponsored by: City Clerk A RESOLUTION OF THE COUNCIL OF THE CITY OF KENAI, ALASKA, REPEALING KENAI CITY COUNCIL POLICY FOR COMMISSION, COMMITTEE, BOARD AND COUNCIL ON AGING MEETINGS AND WORK SESSIONS, AND APPROVING CITY COUNCIL POLICY 2016 -01 AS ITS REPLACEMENT, ESTABLISHING PROCEDURES FOR SUCH BODIES. WHEREAS, the City Council approved the Kenai City Council Policy for Commission, Committee, Board and Council on Aging Meetings and Work Sessions on March 5, 2014 (Attachment A); and, WHEREAS, at its January 20, 2016 meeting, Council requested the policy be amended to allow committees and commissions to revise meeting start times pursuant to interest from the bodies; and WHEREAS, Policy 2016 -01, (Attachment B), allows for commissions and committees to change their meeting start times with Council approval and makes other housekeeping changes; and, WHEREAS, Policy 2016 -01 does not address City of Kenai Boards, as did the previous Policy, because of the significant differences between the function and procedures of the quasi-judicial boards and the advisory committees, commissions and council on aging. NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF KENAI, ALASKA: Section 1. That Kenai City Council Policy for Commission, Committee, Board and Council an Aging Meetings and Work Sessions approved by Council on March 5, 2014, (Attachment A) is repealed. Section 2. That City Council Policy 2016 -01, Attachment B, Establishes Procedures for Commissions, Committees and Council on Aging is approved. Section 3. That this resolution takes effect immediately upon passage. PASSED BY THE COUNCIL OF THE CITY OF KENAI, ALASKA, this 3rd day of February, 2016. New Text Underlined; ]DELETED TEXT BRACKETED] PAT PORTER, MAYOR ATT Sand tpoctigh, 6ik Clerk Attachment A KENAI CITY COUNCIL POLICY FOR COMMISSION, COMMITTEE, BOARD AND COUNCIL ON AGING MEETINGS AND WORK SESSIONS Commission Committee Board Reappointment: If, after a term (or consecutive term) of appointment has been completed, a commission, committee or board member would like to be reappointed for an additional term, an application must be submitted to council for consideration and approval. A subcommittee of a commission, committee or board may be formed for a specific function if upon review by administration, it is indicated the subcommittee would be a governmental body and a subcommittee of a public entity and if the formation is approved by Council. If a subcommittee is approved by Council, the meetings of the subcommittee must be open to the public; meeting notices shall be posted on the Official City Bulletin Board in Kenai City Hall and on the city website at least five (5) days prior to the meeting; and the meetings may be electronically recorded and the recordings (the official record) stored in the City Clerk's Office. Meeting Schedules: Until further notice, the commission/ committee meeting schedule is as follows: Commission/ Meeting Schedule Scheduled Meeting Days Committee /Board Planning & Zoning Commission Twice monthly January through December Second & Fourth Wednesdays Library Commission Meetings held in February, First Tuesday of the month May, August, and November Council on Aging Monthly Second Thursdav of the month Beautification Committee Meetings held January, Second Tuesday of the April, May, September and month October Parks & Recreation Monthly, except for July First Thursday of the month Commission Airport Commission Monthly Second Thursday of the month Harbor Commission Monthly First Monday after first council meeting of the month Advisory Cemetery Committee Monthly Third Thursday of the month (Sunsets on December 31, 2010. 1. Commission, committees and boards, including Library, Parks & Recreation and Airport Commissions and Beautification Committee, shall meet as listed above. 2. Council on Aging shall meet monthly at the Kenai Senior Center. 3. Planning & Zoning Commission and the Personnel Arbitration Board is exempted from this meeting directive. 4. Commissions, committees, boards and the Council on Aging may, with the City Clerk's approval and notification of Council and City Manager, hold special meetings (for a specific purpose) on an as- needed basis. Kenai City Council Policy for Commission, Committee, Board and Council on Aging Meetings and Work Sessions Page 2 5. Commission, committee and board meetings may be cancelled by the City Clerk, with notification of Council and City Manager, if cancellation is warranted, i.e. lack of agenda items, pre - knowledge of lack of quorum, etc. 6. All commission, committee and board meetings (except Council on Aging) will be held at Kenai City Hall and begin at 7:00 p.m. Council on Aging meetings will be held at the Kenai Senior Center and begin at 4:30 p.m. Exceptions for subcommittee meetings may be made with advance notice to and approval by the City Clerk. 7. Any additional commissions, committees, or boards formed will be set and incorporated into the following meeting schedule by the City Council. Minutes /Meeting Recording: 8. Excepting the Planning & Zoning Commission and Personnel Arbitration Board, responsibility of taking notes and electronically recording the commission, committee, board meetings, falls to the department liaison (staff member) to the specific meeting group. 9. Summary minutes will be produced by the City Clerk from the department liaison notes and provided to the City Council as official records of the meetings. 10. Electronic recordings of the meeting group, except the Planning & Zoning Commission, shall be kept for two years. 11. Planning & Zoning Commission meeting recordings shall continue to be kept for six years. Work Sessions: 12. Commission, committees and boards shall receive the City Clerk's approval to hold work sessions to be held on a date other than that of a regularly scheduled meeting or at a time immediately prior to a regularly scheduled meeting, i.e. a 6:00 p.m. work session before a 7:00 p.m. meeting. 13. Work sessions may not be held without the approval of the City Clerk unless they occur on the night of and at the time of a regularly- scheduled advertised meeting. 14. During work sessions, only items on the work session agenda may be discussed and no formal actions may be taken. 15. All commission, committee and board meetings must be given appropriate public notice Basic Meeting Information: 16. Rules of Order: Pursuant to KMC 1.15.120(b) and KMC 1.90.050(c), in all matters of parliamentary procedure, Robert's Rules of Order, as revised shall be applicable and govern all meetings, unless as specified in KMC 1.15.060 (motions), KMC 1.15.100 (speaking), and KMC 1. 15.110 (voting). 17. Quorum: No meeting may proceed in the absence of a quorum, i.e. a quorum is more than one -half of the board /commission (quorum of the whole). Kenai City Council Policy for Commission, Committee, Board and Council on Aging Meetings and Work Sessions Page 3 18. Motion: Pursuant to KMC I. 1 5.060(k), all motions require a second. A majority of votes is required to pass a motion (three, if a five - member board; four, if a seven - member commission; five, votes if a nine - member board). 19. Speaking: In a meeting, members should be recognized by the Chair before speaking. 20. When is it a Meeting ?: If any public business is discussed collectively by four or a majority of members of one commission, committee, board, or council. EFFECTIVE: This directive shall take effect March 5, 2014 and remain in effect until modified by the Kenai City Council. Approved by the Kenai City Council on the 51h of March, 2014. PAT PORTER, MAYOR ATTEST: San ra odigh, � City erk Attachment B POLICY NO. 2016-01: Procedures for Commissions, Committees and Council on Aging Purpose The purpose of this policy is to establish procedures, other than those provided in KMC 1.90, for Commissions, Committees and Council on Aging. Scope This policy applies to all advisory bodies appointed by the City Council. The Planning and Zoning Commission is also regulated by KMC 14.05. Policy 1. Appointment and Reappointments a. An application for consideration of appointment or reappointment to a commission, committee or Council on Aging must be submitted to the City Clerk. b. The Mayor nominates an applicant for appointment or reappointment and by motion, the City Council confirms. 2. Establishing Subcommittees a. A subcommittee of a commission or committee may be established for a specific function upon approval of Council. 3. Meeting Schedules a. Commission, committee and Council on Aging meeting schedule is as follows: Commission/ Meeting Schedule Scheduled Meeting Days Committee /Council on Aging Airport Commission Monthly Second Thursday of the month Beautification Committee Meetings held January, Second Tuesday of the month April, May, September and October Council on Aging Monthly Second Thursday of the month Harbor Commission Monthly First Monday after first council meeting of the month Library Commission N/A N/A (Suspended as of 2015, Ordinance No. 2815 -2015 Parks & Recreation Monthly, except for July First Thursday of the month Commission Planning & Zoning Commission Twice monthly Second & fourth Wednesdays Kenai City Council Policy No. 2016 -01 b. All regular meetings will be held in the Kenai City Hall Council Chambers with the exception of the Council on Aging who shall meet at the Senior Center, unless offsite arrangements are approved by the Clerk. Exceptions for subcommittee meetings may be made with the advance notice of the City Clerk. C. Regularly scheduled meetings shall begin at 7:00 p.m. unless otherwise approved by Council via motion, with the exception of the Council on Aging, which begins at 4:30 p.m. d. Commissions, Committees and Council on Aging may, with the City Clerk's approval and notification to Council and the City Manager, hold special meetings (for a specific purpose) on an as- needed basis. e. Commissions, Committees and Council on Aging meetings may be cancelled by the City Clerk, with notification to Council and the City Manager, if cancellation is warranted, i.e. lack of agenda items, pre - knowledge of lack of a quorum, etc. Any additional commissions or committees established will be set and incorporated into the meeting schedule by the City Council. 4. Minutes & Meeting Recordings a. With exception of the Planning & Zoning Commission, taking notes and electronically recording meetings shall be the responsibility of department liaison to the specific meeting body. The Clerk's Office shall take notes and record the meeting for the Planning and Zoning Commission. b. Summary minutes will be produced by the Clerk's Office from the department liaisons notes and provided to the City Council as official records of the meetings. C. Regularly scheduled meetings shall be electronically recorded and with the exception of Planning & Zoning Commission, shall be kept for two years. d. Planning & Zoning Commission meeting recordings shall be kept for 6 years. 5. Work Sessions a. Work sessions may not be held without the approval of the City Clerk unless they occur on the night of and at the time of a regularly scheduled advertised meeting. Notification of scheduled work session shall be provided to City Council and the City Manager. Work session may be requested by Council, the liaison or Chair of the body. b. During work sessions, only items on the work session agenda may be discussed and no formal actions may be taken. C. At a minimum, work sessions shall be posted on the Official City Bulletin Board in Kenai City Hall and on the city website at least 5 days prior to the meeting. Page 2 of 3 Kenai City Council Policy No. 2016 -01 6. Basic Meeting Information a. All meetings shall be open to the public. b. At a minimum, meeting notices shall be posted on the Official City Bulletin Board in Kenai City Hall and on the city website at least 5 days prior to the meeting. C. Meeting agenda's shall be established by the Chair and the department liaison. d. The department liaison shall submit items for the agenda and supporting documentation to the Clerk's Office 1 week prior to a meeting, no later than 2:00 p.m. The Clerk's Office will compile meeting material and distribute. The Planning & Zoning Commission is exempt from this requirement as the Planning Department advertises, compiles meeting material and distributes for its commission. e. Rules of Order: Pursuant to KMC 1.15.120(b) and KMC 1.90.050(c), in all matters of parliamentary procedure, Robert's Rules of Order, as revised shall be applicable and govern all meetings, except as specified in KMC 1.15.060 (motions), KMC 1.15.100 (speaking), and KMC 1.15.110 (voting). Quorum: No meeting may proceed in the absence of a quorum, i.e. a quorum is more than one -half of the board /commission (quorum of the whole). g. Motion: Pursuant to KMC I. 15.060(k), all motions require a second. A majority of votes is required to pass a motion. h. Speaking: In a meeting, members should be recognized by the Chair before speaking. When is it a Meeting: If any public business is discussed collectively by four or a majority of members of one body. i Effective Date: -t-f, Zq 3 4 20)L Approved by Resolution 2016 -03 PAT PORTER, MAYOR ATTEST: Sandra igh, City Clerk y x G to : Page 3 of 3 M MEMO: "Vllaye with a Past, C# with a Future" 210 Fidalgo Avenue, Kenai, Alaska 99611 -7794 Telephone: 907 - 283 -7535 / FAX: 907 - 283 -3014 11111. IF 1997 TO: Mayor & City Council Members FROM: Sandra Modigh, City Clerk DATE: January 29, 2016 SUBJECT: Resolution No. 2016 -03 and Policy No. 2016 -01 At the January 20, 2016, meeting, Council requested the City Clerk and City Attorney revise Council's current committee /commission policy (Attachment A) to allow committees & commissions the option to begin their meetings at 6:00 p.m., rather than 7:00 p.m. This requested revision is addressed in section 3(c) of Policy No. 2016 -01 (Attachment B). In addition to the amendment Council requested, several others revisions were made. The policy was reformatted and numbered for consistency as other council policies are drafted similarly. The Advisory Cemetery Committee was removed from the policy as it sunsetted in 2010 and the Library Commission was updated to reflect its suspension in 2015. The term "Board" was removed as this policy doesn't apply to the Board of Adjustment, Personnel Arbitration Board, Board of Appeals or the Canvass Board as each has regulations specific to its respective Board. The option for a meeting to be held offsite has been added, although this is already currently practiced. There are times that the conference room(s) at the Library are used due to scheduling conflicts, etc. There were other housekeeping revisions such as reorganizing topics and updating language. Resolution No. 2016 -03 Memorandum Page 2 of 2 I would like Council to consider amending section 6(g) of the new policy by removing the following language, "(three if a five - member board; four if a seven - member board; five votes if a nine - member board) ". The language was carried over from the original policy. Pursuant to KMC I. 1 5.060(k), all motions require a second. A majority of votes is required to pass a motion f' 4 Of a nine member L.eapd\ This language is confusing and leads one to believe that you must have the majority of a body to pass a motion. Robert's Rules of Order requires a majority of those present and voting versus majority of the membership to pass or fail a motion. This requirement as it's currently reflected hinders a body from taking action if not all members are in attendance. There are specific motions outlined in KMC 1. 15.060 that do require four members to vote in the affirmative, i.e. previous question, motion to reconsider and a vote to rescind; however, a main motion only requires the majority of those present. Your consideration is appreciated. /SM/ M "'V1'(1aye with a Past, C# with a Futua 210 Fidalgo Avenue, Kenai, Alaska 99611 -7794 1992 Telephone: 907 - 283 -7535 / FAX: 907 - 283 -3014 MEMORANDUM TO: Mayor Porter, City Council Members, Student Representative FROM: Council Member Molloy DATE: February 2, 2016 SUBJECT: Recommended Amendments to Policy No. 2016 -01 Resolution No. 2016 -03 To further clarify three areas of this Policy, the following amendments are proposed. The first one is: 1) Amend Section 2.a to delete "recommendation of administration and ": a. A subcommittee of a commission or committee may be established for a specific function upon reeemmendation of administFatlen approval of Council. Subcommittees have been established upon initiative or sponsorship of a Council Member, and then approved by Council, without a recommendation of Administration being a condition of Council approval. Administration may still sponsor a subcommittee or make a recommendation; however, the authority to establish and approve shall be with Council. The second two are: 2) Amend Section 5.c to insert "At a minimum,": At a minimum, work sessions shall be posted on the Official City Bulleting Board in Kenai City Hall and on the city website at least 5 days prior to the meeting. 3) Amend Section 6.b to insert "At a minimum," and to add a sentence: "The Planning and Zoning Commission's public notice requirements are also regulated by KMC 14.20.280" b. At a minimum, meeting notices shall be posted on the Official City Bulletin Board in Kenai City Hall and on the city website at least 5 days prior to the meeting. The Planning and Zoning Commission's public notice requirements are also regulated by KMC 14.20.280. These amendments allow for public notice other than what is specifically stated, i.e. Mail Chip notifications, upcoming Facebook and Twitter posts, etc. Additionally, these amendments clarify that the Planning and Zoning Commission is further regulated by the Kenai Municipal Code in addition to this policy. Your consideration is appreciated. Resolution 2016 -03 Public hearing Amend "POLICY NO. 2016 -01: Procedures for Commissions, Committees and Council on Aging" as follows: Replace section 4c. with "All meetings, including, but not limited to, regular meetings, special meetings, committee meetings, sub — committee meetings, work sessions, or any meeting as defined by section 6i in this Policy and held in Council Chambers shall be electronically recorded and with the exception of Planning & Zoning Commission, shall be kept for two years. Notes I had sent an email to the IT Manager, Mr. Castimore. I have not recieved a reponse. I have, within the last month or two, spoken with Mr. Castimore at his office and over the phone. On both occasions he stated that we have the equipment and that there are no technical reasons that any meeting held in Council Chambers can not be recorded and stored. In email response the city clerk could not answer how many more meetings on average would have to be recorded. I worked the average out to be four. Based on five minutes per meeting to upload the recordings to the server, that comes out to 20 minutes per month or 2 hours for the six months until the new budget takes effect. At $81.65 per hour (clerks office salary including benifits according to the 2016 budget) thats $1036.20 for six months until the new budget. As for amending the policy to record work sessions and subcommittees, it will not be my recommendation for Council to do such as no action is taken in these meetings and any outcome of a work session must be approved by the specific body at a regularly scheduled meeting, then by Council as they are only advisory to Council, excluding Planning & Zoning. Meeting summaries are drafted and approved for all work sessions and are the official record of the work session. Just because "no action is taken in these meetings" does not mean the meetings should not be recorded. future reference to actions in these meetings can have light shed on the actual meaning and intent of the outcome of these meetings by the discussion that took place. Do the official meeting summaries always communicate what actually goes on at the meeting? A case in point: Council work session on 3- 29 -13. 3 hr meeting - half a page of notes. A council member said in a Clarion interview, when he ran for reelection, that 41 out of 42 citizens were against the plan. I don't know if he was referring to this meeting or not. If we had a recording of this meeting we would know and could use this info as we redo the comprehensive plan this year. If this, and a 6 year retention was in effect back then, we would have a lot more to go on this time. As it is it's going to be the blind leading the blind as we move forward on the comp plan. It's clear that recording these additional meetings will promote transparent, open, and accountable local government. Attachments 1. Email reply from City Attorney, Scott Bloom 2. Email reply from City Clerk, Sandra Modigh 3. Time and Cost Estimate Calculations to impiment amendment 4. Notes of: KENAI CITY COUNCIL WORK SESSION DRAFT COMPREHENSIVE PLAN MARCH 29, 2013 6: 00 P. M. — 9: 00 P. M. KENAI CITY COUNCIL CHAMBERS EMAIL RESPONSE FROM CITY CLERK, SANDRA MODIGH Hi Mr. McIntosh -- your proposed amendment cannot be made /approved by Council via this policy as it relates to your request for extending the retention time to six years for all committees/commission meetings etc. The retention of the audio in the policy mirrors the retention outlined in the City's Record Retention Policy that is approved by Council (which you have a copy of). Planning and Zoning Commission meeting audio is retained for six years due to the body's adjudicatory responsibilities and all other committee /commissions for two years. Our retention policy approved by Council related to our retention of electronic audio is much more relaxed than the State of Alaska's retention which provides for audio destruction once meeting minutes are approved, even for the governing body. The "official record" of a meeting is the meeting minutes not the audio. I will state my opposition to Council about making any change to our retention of electronic meetings. As for amending the policy to record work sessions and subcommittees, it will not be my recommendation for Council to do such as no action is taken in these meetings and any outcome of a work session must be approved by the specific body at a regularly scheduled meeting, then by Council as they are only advisory to Council, excluding Planning & Zoning. Meeting summaries are drafted and approved for all work sessions and are the official record of the work session. Please see my answers to your questions below in red.... - - -- Original Message---- - From: bob @kenaicityhall.net fmailto:bob 0kenaicitvhall.netl Sent: Monday, February 01, 2016 6:27 AM To: Sandra Modigh <smodigh @kenai.city> Subject: Resolution 2016 -03 Hi Ms. Modigh At the public hearing for Resolution 2016 -03 at the Council meeting on Wednesday, I will propose the following amendment in hopes that a council member will make a motion to amend the resolution. Amend "POLICY NO. 2016-01: Procedures for Commissions, Committees and Council on Aging" as follows: Replace section 4c. with "All meetings, including, but not limited to, regular meetings, special meetings, committee meetings, sub - committee meetings, work sessions, or any meeting as defined by section 6i in this Policy and held in Council Chambers shall be electronically recorded and shall be kept for six years." Delete section 4d. I apologize for the short notice but could you please reply by the end of business tomorrow so I can include your reply in a lay down in support of the amendment at the meeting on Wednesday. 1.As a reference, how long does it take to process recordings after a commission meeting, not including the Planning and Zoning commission? Depends on which software is being used and I'm unsure what you mean by "process." Granicus software takes about 20 minutes to trim the audio and upload to the software. Soniclear takes about 5 minutes to save the audio to our server. 2.How many, on average, more meetings would have to be recorded per month? I'm unable to answer this question as work sessions are call on an as- needed basis. 3.Is there already someone at these meeting that can make the recordings? Ex- Officio's (Department Director specific to the body) attend all meetings and are able to record using Soniclear not Granicus. 4.How much time do you think this amendment will add the Clerks monthly work load? I'm unable to answer this question as it depends on the amount of work sessions called. Considering review of the Comprehensive Plan is right around the corner, I would assume quite a bit of time. 5.Would you rate the additional time and burden to the Clerks office required to implement this amendment immediatly as: I do not have a rating as I'm unsure of the amount of work will be required. I do have a rating on the amount of public records requests you've submitted within the past 1.5 month including this email that you have circulated to 5 administrators as extensive O (which you alerted me ahead of time that it would be in 2016). You and I have discussed filtering all your requests through the Clerk's Office so I can account for the amount of time spent on fulfilling your requests and inquiries as most are not routine. I'm more than willing to work with you to ensure you get the information you need as I'm sure you can agree. However, in the future please send all request for information or records to the Clerk's Office so your inquiries can be answered in a timely fashion. 6.Please provide any additional comments you would like. I have no further comments. I truly appreciate your interest in the City and will help you along in receiving information as best as possible. If you have any questions, Don't hesitate to call. Thanks for taking the time to answer these quesstions. Bob McIntosh 953 -7995 EMAIL RESPONSE FROM CITY ATTORNEY,SCOTT BLOOM You may use my email. - - - -- Original Message---- - From: bobnkenaicityhall.net [ mailto:bobna.kenaicityhall.net) Sent: Monday, February 01, 201610:28 AM To: Scott Bloom <sbloom@kenai.city> Subject: RE: Resolution 2016 -03 Mr. Bloom Thanks for the prompt reply. Does the CONFIDENTIALITY NOTICE mean that I can't use this in a laydown. If I can't can I paraphrase your response, this time only,and for the laydown only? Thanks Bob McIntosh On 2016 -02 -01 10:00, Scott Bloom wrote: Mr. McIntosh, My primary legal concern with recording of meetings is that whatever policy/ practice is adopted that it be followed with reasonable consistency. I see the issue more as one of availability of resources in regards to personnel time, expense and data storage capabilities involving our Clerks Office and IT Manager. Scott M. Bloom City Attorney City of Kenai 210 Fidalgo Avenue Kenai AK 99611 Tel. 907 283 -8225 Fax 907 283 -3014 CONFIDENTIALITY NOTICE: This electronic mail transmission may contain legally privileged information. The information is intended for the use of the individual or entity named above. If you are not the intended recipient, you are hereby notified that any disclosure, copying, distribution, or taking any action based on the contents of this electronic mail is strictly prohibited. If you have received this electronic mail in error, please contact sender and delete all copies. - - - -- Original Message - - - -- From: bob(.kenaicitvhall.net fmailto :bobLa)kenaicitvhall.netl Sent: Monday, February 01, 2016 6:25 AM To: Scott Bloom <sbloomlakenai.city> Subject: Resolution 2016 -03 4 u :.. u At the public hearing for Resolution 2016 -03 at the Council meeting on Wednesday, I will propose the following amendment in hopes that a council member will make a motion to amend the resolution. Amend "POLICY NO. 2016 -01: Procedures for Commissions, Committees and Council on Aging" as follows: Replace section 4c. with "All meetings, including, but not limited to,regular meetings, special meetings, committee meetings, subcommittee meetings, work sessions, or any meeting as defined by section 6i in this Policy and held in Council Chambers shall be electronically recorded and shall be kept for six years." Delete section 4d. I apologize for the short notice but could you please reply to this email by the end of business tomorrow so I can include your reply in a lay down in support of the amendment at the meeting on Wednesday. 1.Would this conflict with any law? 2. Would this be in the spirit and the intent of the State's Open Meeting Act and public record laws as well as the city's open records and public records code, ordinances, regulations, and policies? 3.Do you have any legal concems about implementing this immediatly? 4.Would you rate any legal issues in regard to implementing this immediately as: non - existent, minimal, moderate, or extensive? S.Please provide any additional comments you would like. If you have any questions, Don't hesitate to call. Thanks for taking the time to answer these questions. Bob McIntosh 953 -7995 TIME AND COST ESTIMATE CALCULATIONS I.Took the Clerks time per meeting to process recordings, ie "upload recording to our server" of 5 minutes with soniclear as this is the software that would be used to record the additional meetings. 2.Counted how many meetings other than regular meetings where held in 2015. This included the following types of meetings: Worksessions of Council and all commissions and commettees Special Meetings Beautification Committee meetings (not sure If these are recorded) KOOL Committee meetings Mini —Grant Steering Committee (not sure If these are recorded) Came up with 36 for the year or 3 per month, average. Adding in 6 additional meetings in the next six month from the 2016 Kenai Comprehensive Plan Update Process Diagram. This comes to 24 meetings in the next six months, 4 meetings per month. 3.4 meetings per month at 5 minutes per meeting is 20 minutes per month, or 2 hours for the next six months for the Clerk's office to process the recording of the additional meetings. 4.For the per hour cost I use $171,297 from the 2016 adopted budget Clerks Office Total Salaries and Benefits. See Fical Year 2016 Annual Budget page 24. I divided this by 2080, the number of work hours in a year. This produces a rate of $82.35 per hour. 4. 2 hours per month at $82.35 per hour comes to $172.70 per month or $1036.20 for the next six months. I use six months above because if implemented immediately this will have to come out of some kind of contingency fund or something. Annual cost of $2072.40 could be added to the clerks budget. Mr. Koch mentioned something about a $75,000 contingency fund some to be used for the comp plan. The Council and Administration seem to be able to come up with funds for non — bugeted purposes they want, such ad nonprofits, Cornerstone Rock Dedication, other projects or pet causes. This is a small price to pay for more transparency, openness, and accountability of the Administration and Council. KENAI CITY COUNCIL WORK SESSION DRAFT COMPREHENSIVE PLAN MARCH 29, 2013 6:00 P.M. — 9:00 P.M. KENAI CITY COUNCIL CHAMBERS MAYOR PAT PORTER, PRESIDING NOTES Council present: Mayor P. Porter, R. Marquis, R. Molloy, M. Boyle (arrived at 6:15p), T. Bookey, B. Gabriel, T. Navarre Others present: City Manager R. Koch, City Attorney S. Bloom, Planning Assistant N. Carver, G. Gray and E. Bechtol Mayor Porter began the work session at approximately 6:00 p.m. and provided introductions of Council Members, staff, and consultants present. It was noted the purpose of the work session was to provide an opportunity for the public and City Council to review and discuss draft Comprehensive Plan, The Consultant involved in drafting the Plan as well as other support staff were available, at the direction of Council, to respond to technical and /or process questions and comments. The Imagine Kenai 2030 City of Kenai Comprehensive Plan was reviewed by sections and Council provided an opportunity for public comments and suggestions on each chapter. The work session was adjourned at approximately 9:00 p.m. Notes prepared by: V S Modigh, CM Cit erk