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HomeMy WebLinkAboutResolution No. 2023-12KENAI CITY OF KENAI RESOLUTION NO. 2023-12 Sponsored by: City Clerk A RESOLUTION AMENDING THE CITY COUNCIL PROCEDURES FOR RECORDING CITY COUNCIL MEETINGS AND WORK SESSIONS POLICY NO. 2017-03 AND RENUMBERING TO POLICY NO. 20.010. WHEREAS, the City Council procedures for recording City Council meetings and Work Sessions Policy No. 2017-03 was adopted by Resolution No. 2017-64; and, WHEREAS, the purpose of the policy when established was to adopt a written policy to capture existing procedures for recording City Council meetings and ensure an open and transparent government; and, WHEREAS, it is a best practice to review adopted policies on a regular schedule to ensure the policy remains aligned and suited the needs of the City; and, WHEREAS, proposed amendments will clarify policy regarding recording work sessions when held in alternate locations and align with Roberts Rules of Order related to work session minutes; and, WHEREAS, the amendments would remove the requirement for summary minutes to be produced for Work Sessions and Joint Work Sessions. NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF KENAI, ALASKA: Section 1. That City Council Procedures for recording City Council meetings and Work Sessions Policy No. 2017.03 is hereby renumbered to City Council Policy No. 20.010. Section 2. That City Council Policy 20.010 Procedures for Recording City Council Meetings and Work Sessions as amended and attached is hereby adopted. Section 3. That this Resolution takes effect immediately upon passage. PASSED BY THE COUNCIL OF THE CITY OF KENAI, ALASKA, THIS 15T" DAY OF FEBRUARY, 2023. Sian Gabriel Sr., Mayor Z �Q'O(U— Michell . Sa r, MC, City Clerk New Text Underlined. [DELETED TEXT BRACKETED] KENAI City of Kenai 1 210 Fidalgo Ave, Kenai, AK 99611-7794 1907.283.7535 1 www.kenaixity MEMORANDUM TO: Mayor Gabriel and Council Members FROM: Shellie Saner, City Clerk DATE: February 8, 2023 SUBJECT: Resolution No. 2023-12 - Amending the City Council Procedures for Recording City Council Meetings and Work Sessions Policy No. 2017-03 and Renumbering to Policy No. 20.010. Policy No. 2017-03 was established for the purpose of adopting written policy regarding recording City Council meetings and ensuring an open transparent governmental process. The following proposed amendments to the policy will clarify rules when work sessions are held in alternate locations, and align with the rules of procedure adopted by City Council "Robert Rules of Order" regarding work session minutes. Recommended amendments to the Procedures for Recording City Council Meetings and Work Session Policy are as follows: • Removal of the list of groups the Council may schedule joint work sessions with and replacing it with work sessions hosted by the Kenai City Council, will establish that all work sessions when the City Council is a participant will be recorded regardless of who the other group is. (Exceptions to this are listed within the policy) • Current policy allows an exception for recording when work sessions are held outdoors, the proposed amendment expands that exception to include other locations when recording is not practicable. • Current policy requires summary minutes be produced for Work Sessions and Joint Work Sessions, the proposed amendment would remove the requirement for summary minutes to be produced for work sessions based on the following: o Roberts Rules of Order as adopted by City Council provides that the purpose of minutes is to capture what was done, not what was said; and, o No actions may be made during a work session, the purpose of a work session is to gather information and have a less formal discussion with Council, staff and other groups as needed; and, o Since no official action may be taken during a work session there is no official record to be captured other than the work session agenda; and, o Any discussion from a work session indicating future actions are needed by the City Council will be taken up at a regular meeting where the work session can be referenced. o The policy as currently written requires that the work session audio is archived for six years. This audio can be provided to anyone who wishes to hear the discussion which took place during the work session. A Page 1 of 1 X KEN A I CITY COUNCIL — 20.010 [2017-03] RECORDING CITY COUNCIL MEETINGS AND WORK SESSIONS Effective Date: October 19, 2017 Last Approved Date: February 15, 2023 See Also: PRO-20.010; TSK-20.010 Approved by: City Council POLICY — 20.010 Recording City Council Meetings and Work Sessions Purpose The purpose of this policy is to establish procedures, other than those provided in KMC Title 1, for recording City Council meetings, work sessions, and joint work sessions hosted by City Council - Now Committees Commissions and the Council on Ag_ina are regulated by KMC 1.90 and City Council Policy No 20.020 - Commission Committee and Council on Aoina Procedures Additionally, the Planning and Zoning Commission is also regulated by KMC 14.05. Scope This policy applies to City Council and to all advisory bodies[,] appointed by the City Council, [THAT MAY HAVE A JOINT WORK SESSION WITH CITY COUNCIL] when meetino 'ointLy with the City Council. [ALL COMMITTEES, COMMISSIONS, AND THE COUNCIL ON AGING ARE REGULATED BY KMC 1.90 AND POLICY No. 2016-01 (AMENDED) ALSO ESTABLISHES PROCEDURES FOR ALL COMMITTEES, COMMISSIONS, AND THE COUNCIL ON AGING. ADDITIONALLY, THE PLANNING AND ZONING COMMISSION IS ALSO REGULATED BY KMC 14.05.] Policy 1. Meeting Minutes, Summaries and Recordings f a. ALL City Council meetings and [CITY COUNCIL] work sessions, including joint work sessions hosted by the Kenai City Council. [BETWEEN CITY COUNCIL AND ANY COMMITTEE, COMMISSION, OR THE COUNCIL ON AGING, SHALL] ` wiLL be electronically recorded and retained for 6 (six) years. b. Exceptions: i. Meetings held solely for the purpose of interviewing candidates for positions for employment by the City Council and the part of meetings held in executive session may not be recorded. ii. Work Sessions or any portions thereof held outdoors or any other location when recording is not practicable may not be recorded[ IF NOT PRACTICABLE]. c. Meeting minutes shall be produced by the Office of the City Clerk for all City Council reauLar andsgecial meetings[ AND MEETING SUMMARIES SHALL BE PRODUCED FOR ALL CITY COUNCIL WORK SESSIONS AND JOINT WORK SESSIONS BETWEEN CITY COUNCIL AND ANY COMMITTEE, COMMISSION, OR THE COUNCIL ON AGING]. Minutes [AND SUMMARIES] approved by City Council are the official records of the meetings[ AND WORK SESSIONS]. Brian Gabriel Sr., Mayor ATTEST: SheLLie Saner, MMC, City Clerk LPolicy History: Resolution No.'s 2017-64; Resolution No. 1013-XX 20.010 Recording City Council Meetings and Work Sessions Page 1 of 1