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HomeMy WebLinkAboutResolution No. 2018-19Sponsored by: Council Member Molloy KENAI, AUISKA U CITY OF KENAI RESOLUTION NO. 2018 -19 A RESOLUTION OF THE COUNCIL OF THE CITY OF KENAI, ALASKA, AMENDING POLICY 2016-01, PROCEDURES FOR COMMISSIONS, COMMITTEES AND COUNCIL ON AGING — TO PROVIDE FOR RECORDING PLANNING AND ZONING COMMISSION WORK SESSIONS AND JOINT WORK SESSIONS BETWEEN COMMISSIONS, COMMITTEES, AND/OR COUNCIL ON AGING. WHEREAS, the City has a policy for electronic recording of Council meetings and Council work sessions but there is no written policy or other established procedures regarding the electronic recording of Planning and Zoning work sessions and joint work sessions between Commissions, Committees and the Council on Aging; and, WHEREAS, electronic recordings provide for openness and transparency of government and a safeguard for the development of minutes and summaries which are the official records of meetings and work sessions; and, WHEREAS, it is good public policy and in the City's best interest to adopt a written policy establishing general procedures for the electronic recording of Planning and Zoning work sessions, and joint work sessions between Commissions, Committees and the Council on Aging. NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF KENAI. ALASKA: Section 1. That City Council Policy 2016-01, Procedures for Commissions, Committees, and Council on Aging, attached, is approved as amended. Section 2. That this resolution takes effect immediately upon adoption. ADOPTED BY THE COUNCIL OF THE CITY OF KENAI, ALASKA, this 2nd day of May, 2018. BRIAN GABRIEL SR., MAYOR ATTEST: Jamie Heinz, City Clerk 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 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 (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. 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. f. 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 regular 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 regular meeting. b. Summary minutes of regular meetings 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. Planning and Zoning work sessions. and joint work sessions between any Committee. Commission. and/or Council on Aging shall be electronically recorded and retained pursuant to the record retention policy. [WITH THE EXCEPTION OF PLANNING & ZONING COMMISSION SHALL BE KEPT FOR TWO YEARS.] [d. PLANNING & ZONING COMMISSION MEETING AND RECORDINGS SHALL BE KEPT FOR 6 YEARS.] 5. Work Sessions 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. Page 2 of 4 Kenai City Council Policy No. 2016-01 (Amended) 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 five days prior to the meeting. 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 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 Aging. d. The department liaison shall submit items for the agenda and supporting documentation to the Clerk's Office 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 (Motions), KMC 1.15.100 (Speaking), and KMC 1.15.110 (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. 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, Committee or the Council on Aging. Only the Council Liaison to the respective, Commission, Committee or Council on Aging may speak on behalf of the Council. Participation by Council Members at Commission, Committee or Council on Aging meetings should be limited to introduction of legislation by one Council Legislative Sponsor. Participation by any other Council Members, written or oral, is discouraged. b. Exception: Council Members may fully participate in any joint work session or other meeting with a Commission, Committee, or the Council on Aging when it has been noticed that the City Council will be in attendance, or there has been a specific Page 3 of 4 Kenai City Council Policy No. 2016-01 (Amended) delegation of authority by the Council for a member(s) to represent the Council. Effective Date: May 2, 2018 Approved by Resolution 2016-03 Amended by Resolution 2017-24 Amended by Resolution 2018-19 BRIAN GABRIEL SR., MAYOR ATTEST: Jamie Heinz, City Clerk Page 4 of 4 11KIlage with a Past, C# with a Future" MEMORANDUM 210 Fidalgo Avenue, Kenai, Alaska 99611-7794 Telephone: 907-283-7535 / FAX: 907-283-3014 www.kenai.city TO: Mayor Gabriel, Council Members, Student Representative, Administration FROM: Council Member Molloy DATE: April 23, 2018 SUBJECT: Resolution No. 2018-19, Amending Policy 2016-01, By Establishing General Procedures For Recording Planning & Zoning Commission Work Sessions and Joint Work Sessions Between Commissions, Committees, And/Or Council on Aging. There has been public comment requesting electronic recording of work sessions of all City commissions and committees. City Administration does record electronically some work sessions of the Planning & Zoning Commission, but the City does not have a written policy or other procedures for electronic recording of work sessions of its commissions, committees, and Council on Aging. Resolution No. 2018-19 would amend Policy 2016-01 by establishing general procedures for electronic recording of all work sessions of the Planning & Zoning Commission and all Joint Work Sessions between commissions, committees, and/or Council on Aging. This amendment would not require electronic recording of all individual work sessions of every commission, committee, and Council on Aging. This amendment doesn't specify how electronic recording of these designated work sessions is to be accomplished, leaving that decision to Administration. Electronic recording of the designated work sessions could be audio recording only. Retention of the electronic recordings is as established in the City's records retention policy, so this amendment cross-references that policy and makes no change. Council's support of this resolution and the amended policy is respectfully requested.