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HomeMy WebLinkAboutResolution No. 2017-24Sponsored by: Council Member Navarre CITY OF KENAI RESOLUTION NO. 2017 -24 A RESOLUTION OF THE COUNCIL OF THE CITY OF KENAI, ALASKA, AMENDING POLICY NO. 2016 -01, PROCEDURES FOR COMMISSIONS, COMMITTEES AND COUNCIL ON AGING -TO PROVIDE PROCEDURES FOR COUNCIL INVOLVEMENT IN COMMISSIONS, COMMITTEES AND COUNCIL ON AGING MEETINGS. WHEREAS, Resolution 2016 -03, repealed the existing policy on procedures for City commissions, committees, and the Council on Aging, and created a new policy in its place; and, WHEREAS, the replacement policy does not address Council interaction with these bodies, nor how Council or individual Council Members may cause an item to be placed on their agenda; and, WHEREAS, these bodies are advisory to the Council and Council interaction at the committee and commission level should be minimal to allow for the process at the advisory level to be completed as independently as possible; and, WHEREAS, each advisory body has a Council Liaison to share information between the Council and advisory body as necessary; and, WHEREAS, Council interaction at an advisory meeting should be limited to introduction of sponsored legislation by a Council Sponsor and other communications by Council to the advisory body is generally discouraged; and WHEREAS, items referred to advisory bodies for review should be referred by the Council, as opposed to referral by individual Council Members for purposes of clarity and cohesion. NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF KENAI, ALASKA: Section 1. That Council Policy No. 2016 -01: Procedures for Commissions, Committees and Council on Aging is amended to address Council participation in advisory body meetings as provided in the attached Amended Policy. Section 2. That this resolution takes effect immediately upon passage PASSED BY THE COUNCIL OF THE CITY OF KENAI, ALASKA, this 17th day of May, 2017. �� 'C RRIAN r;ARRIR RR MAYr)R POLICY NO. 2016 -01 (Amended): 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 [C]Commission, [C]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, [C]Committee and Council on Aging meeting schedule is as follows: Commission/ Meeting Schedule Scheduled Meeting Days Committee /Council on Agin 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 (Amended) 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. 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] Live days prior to the meeting. Page 2 of 4 Kenai City Council Policy No. 2016 -01 (Amended) 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]five days prior to the meeting. C. Meeting agenda's shall be established by the Chair and the department liaison. The City Council by motion may refer an item to be placed on an agenda seeking a recommendation from the respective Committee Commission or Council on Aping. d. The department liaison shall submit items for the agenda and supporting documentation to the Clerk's Office [1 ]one 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 ([M]Motions), KMC 1.15.100 ([S]Speaking), and KMC 1. 15.110 ([V]Voting). f. 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 1.15.060(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. i. When is it a Meeting: If any public business is discussed collectively by four or a majority of members of one body. 7. Council Participation a. Any Council Member may attend a meeting or work session of any Commission, a Page 3 of 4 Kenai City Council Policy No. 2016 -01 (Amended) Effective ATTEST: City Clerk Page 4 of 4 Approved by Resolution 2016 -01 (Amended) BRIAN GABRIEL SR., MAYOR 'V111ale uiid a Past, eity uiit4 a f tale 210 Fidalgo Ave, Kenai, Alaska 99611 -7794 Telephone: (907) 283 -7535 1 Fax: (907) 283 -3014 www.kenai.city KENAI, ALASKA \v/ MEMORANDUM TO: Mayor Brian Gabriel and Kenai City Council FROM: Council Member Navarre DATE: May 9, 2017 SUBJECT: Resolution Amending Policy Commissions, Committees & Council on Aging This Resolution amending the City's Policy on Commissions, Committees and Council on Aging is intended to establish procedures for Council Members referring agenda items to the City's advisory bodies. The recommended amendments also provide guidelines limiting Council Member participation in meetings of advisory bodies to allow the advisory bodies to make independent recommendations to Council. Your consideration is appreciated. a� i r