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HomeMy WebLinkAboutResolution No. 2025-21Sponsored by: City Clerk CITY OF KENAI RESOLUTION NO. 2025-21 A RESOLUTION AMENDING CITY COUNCIL POLICIES 20.010 - RECORDING COUNCIL MEETINGS, AND 20.020 STANDING COMMISSIONS AND OTHER ADVISORY BODY PROCEDURES, TO ESTABLISH THAT MEETING RECORDINGS ARE RETAINED IN ACCORDANCE WITH THE RECORDS MANAGEMENT SCHEDULE AND RECORD RETENTION POLICY OF THE CITY. WHEREAS, Council Policy 20.010 - Recording Council Meetings, currently requires Council meetings to be electronically recorded and the recording retained for six -years; and, WHEREAS, Council Policy 20.020 - Standing Commissions and other Advisory Body Procedures, currently requires Advisory Commission meetings and Planning and Zoning Commission meetings be electronically recorded, retained for two years for Advisory Commissions and six years for the Planning and Zoning Commission; and, WHEREAS, the current City records management schedule and record retention policy as adopted, requires Audio/Visual Recordings of Councils, Boards or Commission to be retained for ten -years; and, WHEREAS, amending the retention requirements in policy to refer to the retention schedule as approved by Council would prevent any future conflicts if or when the retention schedule is amended. NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF KENAI, ALASKA: Section 1. That City Council Policy 20.010 - Recording Council Meetings as amended and attached is hereby adopted. Section 2. That City Council Policy 20.020 - Standing Commissions and Other Advisory Body Procedures 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 2ND DAY OF APRIL, 2025. Brian Gabriel Sr., Mayor Le : 6 . Sa e , MC, City Clerk New Text Underlined; [DELETED TEXT BRACKETED] ,X,v K E N A I CITY COUNCIL - 20.010 Page 1 of 1 RECORDING CITY COUNCIL MEETINGS AND WORK SESSIONS Effective Date: October 19, 2017 Last Action Date: April 2, 2025 See Also: 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. Note: Committees, Commissions and the Council on Aging are regulated by KMC 1.90 and City Council Policy No. 20.020 - Commission, Committee and Council on Aging 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 when meeting jointly with the City Council. Policy A. Meeting Minutes, Summaries and Recordings 1. All City Council meetings and work sessions, including joint work sessions hosted by the Kenai City Council, will be electronically recorded and retained (six) „ein accordance with City of Kenai records management schedule and record retention policy as adopted by the City Council pursuant to KMC 10.30.030. 2. Exceptions: a. 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. b. Work Sessions or any portions thereof held outdoors or any other location when recording is not practicable may not be recorded. 3. Meeting minutes shall be produced by the Office of the City Clerk for all City Council regular and special meetings. Minutes approved by City Council are the official records of the meetings. Brian Gabriel Sr., Mayor ATTEST: Sheltie Saner, MMC, City Clerk Policy History: Resolution No.'s 2017-64, 2023-12; 2025-XX 20.010 Recording City Council Meetings and Work Sessions Page 1 of 1 KENAI Page lof4 CITY COUNCIL - 20.020 STANDING COMMISSIONS AND OTHER ADVISORY BODY PROCEDURES Effective Date: March 5, 2014 Last Action Date: June 19, 2024 See Also: Approved by: City Council POLICY - 20.020 Standing Commissions 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 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 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 By -Laws Harbor Commission is also regulated by KMC 1.95.040 Parks and Recreation Commission is also regulated by KMC 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 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 Commission or other advisory body may be established for a specific function upon approval of Council. C. Meeting Schedules 1. Standing Commission schedules are as follows: Commission / Committee / Meeting Schedule Scheduled Meeting Days Council on Aging Airport Commission Monthly Meetings held January, April, Second Thursday of the month Second Tuesday of the month Beautification May, September and October Monthly Meetings held February, Council on Aging Second Thursday of the month First Monday after first Council Harbor Commission March, ApriL, May, June, meeting of the month August, September and November 20.020 Standing Commissions & Other Advisory Body Procedures Page 1 of 4 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 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, 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. 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. 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 other advisory bodies established by Council will beset 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 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. RegulaFly sehedided m Meetings shall be electronically recorded and ;Axith the exr_-e tier of Dianni g & Zoning Cemmiccieno ll shahe Lent fnr tWE) years 4. Dlannigg & ZE)R;Rg r•gmmiccign meeting recepdiRgc chat) he Lent fnr 6 years retained in accordance with the City of Kenai records management Schedule and record retention olicy as adopted by the Cit>> Council pursuant to KMC 10.30.030. 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 20.020 Standing Commissions & Other Advisory Body Procedures Page 2 of 4 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 Standing Commission or other advisory body as designated within the bylaws or Kenai Municipal Code. Items requiring commission 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 Standing Commission or other advisory 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. Ouorum: 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 Standing Commissions 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 or other advisory 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 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 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. 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: 20.020 Standing Commissions & Other Advisory Body Procedures Page 3 of 4 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 or other advisory body 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; R2017-14; 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. 20.020 Standing Commissions & Other Advisory Body Procedures Page 4 of 4 K F: NA" City of Kenai 1 210 Rdalgo Ave, Kenai, AK 99611-7794 1 907.283.7535 1 www.kenai.city MEMORANDUM TO: Mayor Gabriel and Council Members FROM: Shellie Saner, City Clerk DATE: March 27, 2025 SUBJECT: Resolution No. 2025-21 - Amending City Council Policies 20.010 - Recording Council Meetings and 20.020 Standing Commissions and Other Advisory Body Procedures to Establish that Meeting Recordings are Retained in Accordance with the Records Management Schedule and Record Retention Policy of the City. The current retention requirements for recordings of City Council and Commission meetings as established in policies 20.010 and 20.020 conflict with the City of Kenai, Records Management Schedule and Records Retention Policy (retention schedule) and the retention requirements for records of the City should be established and maintained in one location, to prevent discrepancies. Final approval of the retention schedule is by the City Council and all proposed amendments are brought forward for Council consideration.