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HomeMy WebLinkAboutResolution No. 2024-28KENAI CITY OF KENAI RESOLUTION NO. 2024-28 Sponsored by: City Clerk A RESOLUTION AMENDING CITY COUNCIL POLICY NO. 20.020 COMMISSIONS, COMMITTEES AND COUNCIL ON AGING PROCEDURES TO AMEND THE MEETING LOCATION FOR THE AIRPORT COMMISSION AND MAKING OTHER HOUSEKEEPING AMENDMENTS. WHEREAS, the Airport Commission during their March 14, 2024 meeting recommended the meeting location for the Airport Commission be relocated from the Airport Terminal Building Conference Room to the City Hall Council Chambers; and, WHEREAS, multiple housekeeping amendments are need to align with changes made to Kenai Municipal Code with the enactment of Ordinance No. 3416-2024 Substitute, which repealed Kenai Municipal Code 1.90 - Standard Procedures for Boards, Commissions and Committees, replaced it with 1.90 - General Standards for Standing Advisory Commissions and enacted Chapter 1.95 - Standing Advisory Commissions; and, WHEREAS, the effective date of Ordinance No. 3416-2024 was June 14, 2024; and, WHEREAS, the amendments as proposed to Policy No. 20.020 would incorporate the recommendation from the Airport Commission and make other housekeeping amendments. NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF KENAI, ALASKA: Section 1. That City Council Policy No. 20.020 Commissions, Committees and Council on Aging Procedures as amended and attached is hereby adopted. Section 2. That this Resolution takes effect immediately upon passage. PASSED BY THE COUNCIL OF THE CITY OF KENAI, ALASKA, THIS 19T" DAY OF JUNE, 2024. Brian Gabriel Sr., Mayor ATTEST: n_ Michelle . Se J C, City Clerk New Text Underlined; [DELETED TEXT BRACKETED] Page 1 of 4 K E N A I CITY COUNCIL — 20.020 STANDING COMMISSIONS[, COMMITTEES AND COUNCIL ON AGING] AND OTHER ADVISORY BODY PROCEDURES Effective Date: March 5, 2014 Last Action Date: April 19, 2023 See Also: _ improved by: City Council POLICY — 20.020 Standing Commissions [, COMMITTEES AND COUNCIL ON AGING] and other Advisory Body Procedures. Purpose The purpose of this policy is to establish procedures, other than those provided in KMC 1.90, for Standing Commission[s, COMMITTEES AND COUNCIL ON AGING] and other Advisory Bodies established by the Council. Scope This policy applies to all standing commissions or other advisory bodies appointed by the City Council. In addition to this policy the following Kenai Municipal Code (KMC) provisions are applicable: Airport Commission is also regulated by KMC [21.20] 1.95.010 Beautification Commission is also regulated by KMC 1.95,020 Council on Aging Commission is also regulated by KMC 1.95.030 and the Council on Aging B -Laws Harbor Commission is also regulated by KMC [11.101 1.95.040 Parks and Recreation Commission is also regulated by KMC [19.051 1.95.050 Planning and Zoning Commission is also regulated by KMC 14.05. Policy A. Appointment and Reappointments 1. An application for consideration of appointment or reappointment to a Standing Commission [, COMMITTEE OR COUNCIL ON AGING] or other Advisory Body of the Council must be submitted to the City Clerk. 2. The Mayor nominates an applicant for appointment or reappointment and by motion, the City Council confirms. B. Establishing Subcommittees 1. A subcommittee of a Standing [C]Commission [OR COMMITTEE] or other advisory body may be established for a specific function upon approval of Council. C. Meeting Schedules Standing Commission[, COMMITTEE AND COUNCIL ON AGING MEETING] schedules [IS] are as follows: Commission / Committee / Meeting Schedule Scheduled Meeting Days Council on Aging j Airport Commission Monthly Second Thursday of the month j Beautification Meetings held January, April, Second Tuesday of the month May, September and October Council on Aging Monthly Second Thursday of the month Harbor Commission Meetings held February, First Monday after first Council March, April, May, June, meeting of the month August, September and November Library Commission (Suspended as of 2015, Ordinance No. 2815-2015) _ _I I Parks & Recreation Monthly, except for July I First Thursday of the month Commission Planning & Zoning Commission Twice monthly Second & fourth Wednesday 2. All regular meetings will be held in the Kenai City Hall Council Chambers with the exception of the Council on Aging Commission who shall meet at the Senior Center [ AND THE AIRPORT COMMISSION WHO SHALL MEET IN THE CONFERENCE ROOM OF THE KENAI MUNICIPAL AIRPORT TERMINAL BUILDING], unless offsite arrangements are approved by the Clerk. Exceptions for subcommittee meetings may be made with the advance notice of the City Clerk. 3. Regularly scheduled meeting times will be approved by Council. 4. [COMMISSIONS, COMMITTEES AND COUNCIL ON AGING MAY, WITH THE CITY CLERK'S APPROVAL AND NOTIFICATION TO COUNCIL AND THE CITY MANAGER, HOLD S]Special meetings (for a specific purpose) on an as -needed basis may be scheduled with the Clerk's approval and notification to the Council and City Manager. 5. [COMMISSIONS, COMMITTEES AND COUNCIL ON AGING M]Meetings may be cancelled or rescheduled 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. 6. Any additional commissions or [COMMITTEES] or other advisory bodies established by Council will be set and incorporated into the meeting schedule by the City Council. D. Minutes & Meeting Recordings 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] Standing Commission or advisory body. The Clerk's Office shall take notes and record the meeting for the Planning and Zoning Commission. 2. 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 Planning and Zoning Commission items when the item is quasi-judicial. 3. Regularly scheduled meetings shall be electronically recorded and with the exception of Planning & Zoning Commission, shall be kept for two years. 4. Planning & Zoning Commission meeting recordings shall be kept for 6 years. E. Work Sessions 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. 2. During work sessions, only items on the work session agenda may be discussed and no formal actions may be taken. 3. 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. F Basic Meeting Information 1. All meetings shall be open to the public. 2. 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. 3. Meeting agendas shall be established by the Chair and the department liaison and shall be relevant to the authority of the [BOARD, ]Standing Commission or other advisory body [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,] Standing Commission[, OR COUNCIL ON AGING]or other advisor body. 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. 5. 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). 6. 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). 7. Motion: Pursuant to KMC 1.15.060(k), all motions require a second. A majority of votes is required to pass a motion. 8. Speaking: In a meeting, members should be recognized by the Chair before speaking. 9. 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: Members of a City of Kenai [Board,] Standing Commissions[, COMMITTEE OR COUNCIL ON AGING ]or other advisory bodies may only speak on behalf of the body when approved 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. G. Council Participation 1. Any Council Member may attend a meeting or work session of any Standing Commission[, COMMITTEE OR THE COUNCIL ON AGING]or other advisor body; however, no more than three Council Members may attend any one meeting without additional public notice. 2. Only the Council Liaison to the respective[,] Standing Commission[, COMMITTEE OR COUNCIL ON AGING] or other advisory body 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 of the Liaison at Standing Commission[, COMMITTEE AND COUNCIL ON AGING] or other advisory body meetings is limited to updating the 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 -voting 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 the advisory body. The sponsors participation should be limited to three -minute testimony and answering questions from the body. The sponsor 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 designated for public 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 public area of the chambers. The legislative sponsor will remain in the public seating area during the discussion, debate and voting on the legislative item in which they sponsored. 4. Exception: Council Members may fully participate in any joint work session or other meeting with a Standing_ Commission[, COMMITTEE, OR THE COUNCIL ON AGING] or other advisor bod 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: Shellie Saner, MMC, City Clerk Policy History: Action Approval on 08-04-2004; R2017-24; R2018-19; 2019-03; 2023-26; R2024-28 Note: Between 2004 and 2017 other amendments to the policy were made through the action approval process. • K N City of Kenai 1210 Fidalgo Ave, Kenai, AK 99611-7794 1907.283.7535 1 www.kenaixity MEMORANDUM TO: Mayor Gabriel and Council Members FROM: Shellie Saner, City Clerk Derek Ables, Airport Manager DATE: June 13, 2024 SUBJECT: Resolution No. 2024-28 - Amending City Council Policy No. 20.020 Commissions, Committees and Council on Aging Procedures to Amend the Meeting Location for the Airport Commission and Making Other Housekeeping Amendments. Airport Commission Meeting Location: In 2023 the location of the Airport Commission meetings was changed from the City Hall Council Chambers to the Conference Room at the Airport Terminal Building. The change of location was not optimal for meetings of a governmental body and during the March 14, 2024 Airport Commission meeting the Airport Commission unanimously recommended relocating the meetings back to the City Hall Council Chambers. Housekeeping Amendments: These amendments are proposed to bring the policy in alignment with the changes made with the enactment of Ordinance 3416-2024 Substitute. The Ordinances was enacted by Council on May 15, 2024 with an effective date of June 14, 2024. The Ordinance repealed KMC 1.90 - Standard Procedures for Boards, Commissions and Committees, renamed and reenacted KMC 1.90 - General Standards for Standing Advisory Commissions; repealed code sections specific to individual Commissions of the City and enacted a new section of KMC 1.95 - Standing Advisory Commissions. The following identifies the housekeeping amendments: • Renames the policy to "Standing Commissions and other Advisory Body Procedures" • Establishes that the policy applies to Standing Commissions and other Advisory Bodies established by the Council. • Deletes the "Commissions, Committees and Council on Aging" throughout and replaces with "Standing Commissions or other Advisory Bodies". • Updates references in the policy to the new sections of code for each Standing Commission. Your consideration is appreciated.