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HomeMy WebLinkAboutResolution No. 2023-26KEI\\�''Al CITY OF KENAI RESOLUTION NO. 2023-26 Sponsored by: Gabriel, Baisden A RESOLUTION AMENDING THE CITY COUNCIL'S PROCEDURES FOR COMMISSIONS, COMMITTEES AND COUNCIL ON AGING POLICY NO. 2016-01 AND RENUMBERING TO POLICY NO. 20.020. WHEREAS, the Procedures for Commissions, Committees and Council on Aging Policy was originally adopted by Council on August 4, 2004, and the last amendments to the policy were made in 2019; and, WHEREAS, it is a best practice to review adopted policies on a regular schedule to ensure the policies remains aligned and suited to the needs of the City; and, WHEREAS, the purpose of the policy and amendments approved by this Resolution is to provide clear procedures complimenting Kenai Municipal Code for Commissions, Committees and Council on Aging; and, WHEREAS, the Parks and Recreation Commission at their March 2, 2023 meeting recommended approval; and, WHEREAS, the Airport Commission at their March 9, 2023 meeting recommended approval; and, WHEREAS, the Council on Aging at their March 9, 2023 meeting recommended approval; and, WHEREAS, the Planning and Zoning Commission at their March 22, 2023 meeting recommended approval; and, WHEREAS, the Beautification Committee at their April 11, 2023 meeting recommended approval. NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF KENAI, ALASKA: Section 1. That City Council Procedures for Commissions, Committees and Council on Aging Policy No. 2016-01 is hereby renumbered and renamed to City Council Policy No. 20.020 Commissions, Committees and Council on Aging Procedures. Section 2. That City Council Policy 20.020 Commissions, Committees and Council on Aging Procedures as amended and attached are hereby adopted. Section 3. That this Resolution takes effect immediately upon passage. PASSED BY THE COUNCIL OF THE CITY OF KENAI, ALASKA, THIS 19T" DAY OF APRIL, 2023. Cc Brian Gabriel Sr., Mayor ATTEST: Spa r, M , City Clerk New Text Underlined; [DELETED TEXT BRACKETED] KF NAI City of Kenai 1210 Fidalgo Ave, Kenai, AK 99611-7794 1 907.283.75351 wwwkenaixity MEMORANDUM TO: Council Members FROM: Shellie Saner, City Clerk DATE: February 8, 2023 SUBJECT: Resolution No. 2023-26 - Amending the City Council Procedures for Commissions, Committees and Council on Aging Policy No. 2016-01 and Renumbering to Policy No. 20.020. The Procedures for Commissions, Committees and Council on Aging were originally adopted by Council action on August 4, 2004, since the adoption the policy has been amended on many occasions. Periodic reviews of existing policies are recommended to ensure that all portions of the policy are still applicable and align with current practices. The recommended amendments to the Procedures for Commissions, Committees and Council on Aging Policy are as follows: • The scope of the policy has been expanded to include references to code sections that are applicable to each commission. • The amendment to paragraph 3.b. is at the request of the Airport Manager and would move Airport Commission meetings from City Hall Council Chambers to the Conference Room of the Kenai Municipal Airport terminal building. • The amendment to paragraph 3.c. would remove the specific times for each commission meeting from the policy. Meetings schedules and times would still require Council approval. • The amendments to paragraph 3.e. will include rescheduling meetings when a meeting may be rescheduled instead of cancelled. • The amendment to paragraph 4.b. would change the type of minutes kept for commissions from Summary minutes to Action minutes. Action minutes capture what was done, not what was said. When acting as an advisory body recommendation that were acted on and approved by the majority of the body are the ones that should be forwarded and considered by the City Council. Exception: Summary minutes will be produced for the Planning and Zoning Commission when they are acting on quasi-judicial items. • The amendments to paragraph 6.b. clarify that actions of the commission must be relevant to the authority of the commission. • Newly inserted paragraph j. clarifies the role of commissioners and that they may only speak on behalf of the commission when authorized to do so by a majority vote of the commission. • The amendments to Section 7 expand and clarify the role of the Council Liaison as well as the role of a Council Member when attending a meeting as a sponsor to a legislative item. J K E N A I CITY COUNCIL - 20.020 [2016-01] Page 1 of 4 COMMISSIONS, COMMITTEES AND COUNCIL ON AGING PROCEDURES Effective Date: March 5, 2014 Last Action Date: April 19, 2023 See Also: Approved bv: City Council POLICY - 20.020 Commissions, Committees and Council on Aging Procedures 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. In addition to this policy the following Kenai Municipal Code(KMQ provisions are applicable: Airport Commission is also regulated by KMC 21.20 Harbor Commission is also regulated by KMC 11.10 Parks and Recreation Commission is also regulated by KMC [THE] Planning and Zoning Commission is also regulated by KMC 14.05. Policy [1] A. 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. The Mayor nominates an applicant for appointment or reappointment and by motion, the City Council confirms. [2] B. Establishing Subcommittees [a] 1. A subcommittee of a commission or committee may be established for a specific function upon approval of Council. [3] C. Meeting Schedules [a' Commission, Committee and Council on Aging meeting schedule is as follows: Commission / Committee / Council on Aging Airport Commission Beautification Council on Aging Meeting Schedule Monthly Meetings held January, April, May, September and October Monthly Scheduled Meeting Days Second Thursday of the month Second Tuesday of the month Second Thursday of the month Harbor Commission Meetings held February, March, First Monday after first Council April, May, June, August, meeting of the month September and November Library Commission (Suspended as of 2015, Ordinance No. 2815-2015) Parks & Recreation Commission I Monthly, except for July I First Thursday of the month Planning & Zoning Commission I Twice monthly I Second & fourth Wednesday [b] 2. 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 and the Airport Commission who shall meet in the Conference Koom of the Kenai Munlcl,at Airport terminal buiLdina, unless offsite arrangements are approved by the Clerk. Exceptions for subcommittee meetings may be made with the advance notice of the City Clerk. [C] 3. [REGULARLY SCHEDULED MEETINGS SHALL BEGIN AT /:UU P.M. UNLESS OTHERWISE APPROVED BY COUNCIL VIA MOTION, WITH THE EXCEPTION OF THE COUNCIL ON AGING, WHICH BEGINS AT 4:30 P.M.] Regularly scheduled meeting times wiLL be approved by Council. [d] 4. 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] 5. Commissions, Committees and Council on Aging meetings may be cancelled or reschedule by the City Clerk, with notification to Council and the City Manager, if cancellation or rescheduling is warranted, i.e. lack of agenda items, pre -knowledge of lack of a quorum, etc. [f] 6. Any additional commissions or committees established will be set and incorporated into the meeting schedule by the City Council. [4] D. Minutes & Meeting Recordings [a] 1. 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] 2. [SUMMARY] Action 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. Summary minutes will be produced by the Clerk's Office for Plannina and Zoning Commission items when the item isquasi-judicial. [c] 3. Regularly scheduled meetings shall be electronically recorded and with the exception of Planning & Zoning Commission, shall be kept for two years. [d] 4. Planning & Zoning Commission meeting recordings shall be kept for 6 years. [5] E. Work Sessions [a] 1. 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] 2. During work sessions, only items on the work session agenda may be discussed and no formal actions may be taken. 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 20.020 Commissions, Committees and Council on Aging Procedures Page 2 of 4 [a] 1. 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] 3. Meeting agendas shall be established by the Chair and the department liaison a[IU �dldl.L ne relevant to the authority or the board, commission or committee as designated within the bylaws or Kenai Municipal Code. 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] 4. 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. 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] Z. Motion: Pursuant to KMC 1.15.060(k), all motions require a second. A majority of votes is required to pass a motion. [h] 8. Speaking: In a meeting, members should be recognized by the Chair before speaking. [il ' When is it a Meeting: If any public business is discussed collectively by four or a majority of members of one body. 10. Representation of the body: riemoers or a amity or r\enai tsoard. Commission, Committee or CounCir on Aging may only speak on behalf of the body when apgroved to do so by a majority vote of the body: at which time their basic responsibility is to carry out the body's directives identified within the approved motion. [7] G. Council Participation [� Any Council Member may attend a meeting or work session of any Commission, Committee or the Council on Aging: however. no more than three Council Members may attend any one meeting without additional public notice. Only the Council Liaison to the respective, Commission, Committee or Council on Aging may speak on behalf of the Council to the relevant body if approved to do so by_ a majority vote of the City 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.] Participation of the Liaison at Commission. Committee and Council on Aging meetings is limited to updatingthe body on the actions of the Council and reporting back to the Council the actions of the Commission. Committee or Council on Aging. The Liaison is a non- vo_ tins_member and may not participate in the debate of an advisory body. 3. Participation by Council Members [acting as a Council Member) other than the Liaison should be limited to ONE Council Member who is a sponsor of a legislative item to be considered for recommendation from 20.020 Commissions, Committees and Council on Aging Procedures Page 3 of 4 the advisory body. The sponsors oarticipation should be limited to three -minute testimony and answering questions from the body. The sl2onsor of the Legislation may not participate in debate of the advisory body. When speaking to the advisory body as the legislate sponsor the following additional rules apply a. The legislative sponsor will not testify from the Dais testimony from the sponsor shall be made from the area desicinated for gubLic comment. b. If the Legislative sponsor is the Liaison to the advisory body, the Legislative sponsor will remove themselves from the dais and seat themselves in the rublic area of the chambers. The Legislative sponsor will remain in the public seating area during the discussion debate and voting on -the Iegislative item in which they sponsored. [b] A. 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. Brian Gabriel Sr., Mayor ATTEST: Sheltie Saner, MMC, City Clerk Policy History: Action Approval on 08-04-2004; R2017-24; R2018-19; 2019-03; 2023-XX Note: Between 2004 and 2017 other amendments to the policy were made through the action approval process. 20.020 Commissions, Committees and Council on Aging Procedures Page 4 of 4