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HomeMy WebLinkAboutResolution No. 2019-03Sponsored by: City Clerk CITY OF KENAI RESOLUTION NO. 2019 -03 A RESOLUTION OF THE COUNCIL OF THE CITY OF KENAI , AMENDING POLICY NO. 2016- 01, PROCEDURES FOR COMMISSIONS, COMMITTEES AND COUNCIL ON AGING -TO AMEND THE MEETING SCHEDULE FOR THE HARBOR COMMISSION . WHEREAS, historically, the Harbor Commission has met monthly the first Monday after the first Council meeting of the month ; and, WHEREAS, on May 2, 2018, City Council authorized the creation of a sub-committee of the Harbor Commission for the purpose of determining roles and responsibilities of the Commiss ion ; and, WHEREAS, during discussions regarding roles and responsibilities for the Harbor Commission, the sub-committee recommended to the Harbor Commission that the number of Commission meetings be reduced to eight (8) meetings annually; and, WHEREAS , the Harbor Commission, at its December 10, 2018 meeting, moved to recommend City Council amend their meeting schedule to eight (8) meetings per year in February, March , April, May, June, August, September, and November; and, WHEREAS , Policy No. 2016-01 -Procedures for Commissions, Committees , and Council on Aging needs to be amended to adopt this schedule change. NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF KENAI, ALASKA: Section 1. That Council Policy 2016-01: Procedures for Commissions, Committees, and Council on Aging is amended to change the schedule for Harbor Commission meetings to eight (8) meetings per year in February, March, April , May, June , August, September, and November. Section 2. That this resolution takes effect immediately upon adoption . ADOPTED BY THE COUNCIL OF THE CITY OF KENAI , ALASKA, this 161h day of January, 2019. 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 , Comm ittee and Council on Ag ing 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 Meetings held First Monday after firs t council February , March , April , meeting of the month May, June , August, September, and November Library Commission N/A N/A (Suspended as of 2015 , Ordinance No . 28 15-2015) Parks & Recreation Monthly, excep t for July First Thursday of the month Commission Planning & Zon ing 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 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 Pl ar.ning 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 five 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 five days prior to the meeting . c . Meeting agenda's shall be established by the Chair and the department liaison. Items requiring Committee, Commission or Council on Aging action under applicable municipal code prior to final action by the Council, as distinguished from advisory recommendations, will be referred to the respective body prior to any final Council action. The City Council, by motion, may refer any other 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 advert ises, 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. 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, 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 Comm ission, 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 delegation of authority by the Council for a member(s) to represent the Council. Page 3 of 4 Kenai City Council Policy No. 2016-01 (Amended) Effective Date: 1/ #tJ ATTEST: Page 4 of 4 Approved by Resolution No . 2016-03 Amended by Resolution No . 2017-24 Amended by Resolution No. 2018-21 Amended by Resolution No . 2019-03 EfRIAN GABRIEL SR., MAYOR 'lltfl'~ «1/t/t, a PaJ'~ Ot'tf «1/t/t, a Fa.tal"e" 210 Fidalgo Ave , Kenai , Alaska 99611-7794 Telephone: (907) 283-7535 I Fax: (907) 283-3014 www.kenai.city MEMORANDUM TO: FROM: DATE: SUBJECT: Mayor Brian Gabriel and Kenai City Council Jamie Heinz, City Clerk January 4, 2019 Resolution No. 2019-03-Amending Policy No. 2016-01. At its December 10, 2018 meeting, the Harbor Commission requested City Council revise its meeting schedule from monthly meetings to meetings in February, March, April, May, June, August, September, and November on the first Monday of the month after the first Council meeting. To make this change, Policy No. 2016-01 (Amended)-Procedures for Commissions, Committees, and Council on Aging needs to be amended. An excerpt of the minutes of the meeting have been attached to this memo. Your consideration is appreciated KENAI HARBOR COMMISSION DECEMBER 10, 2018-6:00 PM KENAI CITY COUNCIL CHAMBERS PRESIDENT PRO TEMPORE BOB PETERS, PRESIDING EXCERPT OF DRAFT MEETING SUMMARY Commissioner Peters called the meeting to order at approximately 6:00 p.m. a. Pledge of Allegiance Commissioner Peters led those assembled in the Pledge of Allegiance. b . Roll Call Roll was confirmed as follows : Commissioners present: Commissioners absent: Staff/Council Liaison present: A quorum was present. MOTION: 8. Peters, G. Greenberg, C. Crandall, M. Dunn, Vice-Chair N. DuPerron (phone) Chair C . Hutchison, J. Desimone Public Works Director S . Curtin, Public Works Assistant K. Feltman, Council Member R. Peterkin Commissioner Crandall MOVED to appoint Commissioner Peters as President Pro Tempore for this meeting and Commissioner Greenberg SECONDED the motion. There were no objections; SO ORDERED. c . Agenda Approval MOTION: Commissioner Greenberg MOVED to approve the agenda and Commissioner Crandall SECONDED the motion. There were no objections; SO ORDERED. 6. NEW BUSINESS c. Discussion -Harbor Commission Me~ting Schedu le Adjustment MOTION: Commissioner DuPerron MOVED to recommend to City Council for eight (8) Harbor Commission meetings a year and Commissioner Crandall SECONDED the motion. MOTION TO AMEND : Commissioner DuPerron MOVED to recommend Harbor Commission meetings not be held in January, July, October and December; Commissioner Crandall SECONDED the motion . VOTE: There being no objections, SO ORDERED. VOTE ON MOTION AS AMENDED: There being no objections, SO ORDERED. I certify the above represents accurate excerpt of the draft meeting summary of the Kenai Harbor Commission meetin of December 10, 2018. Excerpt of City of Kenai Harbor Commission Meeting Summary December 10. 2018 Page 2 of 2