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HomeMy WebLinkAbout2013-01-10 Council on Aging PacketJANUARY 10, IL' ' KENAI SENIOR CENTER P.W. r, ,. G Will 5: PERSONS SCHEDULED TO BE S: UNFINISHED BUSINESS a. Discussion — Review of Structure, Duties, Procedures, and Responsibilities a. Discussion — 2013 Goals #]Am a. Senior Center Director b. Council on Aging Chair C. City Council Liaison 9: NEXT MEETING ATTENDANCE NOTIFICATION — February 14, 2013 10: QUESTIONS • PERSONS O SCHEDULED TO BE E4�t\ oil L III 7zV4141, PLEASE *', WILL NOT COREY BE ABLE TO ATTEND THE MEETING: OR r'. a L" COUNCIL NOVEMBER SENIOR KENAI G • iTiNE Chair Necessary called the meeting to order at approximately 4:30 p.m. Roll was confirmed as follows: Members present: Chair M. Necessary, J. Hollier, M. Milewski, V. Geller, L. Nelson, E. Jones Members absent: B. Osborn, K. Rogers (both excused), L. Flowers Staff /Council Liaison present: Senior Center Director R. Craig, Council Member R. Marquis A quorum was present. Member Hollier MOVED to approve the agenda as presented and Member Geller SECONDED the motion. There were no objections. SO ORDERED. ITEM 3: APPROVAL OF MEETING SUMMAR`? -- October 11, 2012 r • Member Milewski MOVED to approve the meeting summary of October 11, 2012 and Member Hollier SECONDED the motion. There were no objections. SO ORDERED. ITEM 5: UNFINISHED 'BUSINESS - None. 6 -a. Discussion -- CDBG Grant Senior Center Director Craig reviewed the resolution from City Council in support of the grant and general discussion occurred. 16 0", 4110k,? i Member Geller MOVED to approve the resolution and Member Nelson SECONDED the motion. There were no objections. SO ORDERED. .. 7-a. Council on Aging Chair - No report. 7-b. Director - No report. 7-c. Council Liaison - Council Member Marquis reviewed the October 17, 2012 City Council meeting. 8 -a. December 13, 2012 Members Hollier and Jones requested excused absences from the December 13 meeting. •] 73� .1�iL7�7.I:�i77�ii��i•l�i��i.�► •[STS M, 41ipmi 1�•�1�'�s7i�i�;_ ui• •t Member Geller MOVED to adjourn and Member Jones SECONDED the motion. There were no objections. SO ORDERED. There being no further business before the Council, the meeting was adjourned at approximately 5:30 p.m. Meeting summary prepared and submitted by: Corene Hall, CMC, Deputy City Clerk COUNCIL ON AGING MEETING NOVEMBER 8, 2011 PAGE 2 ro: Commission, Commiffee and Council on Aging WeTrbers The City Council has tasked the City Clerk, Attorney, and Manager to analyze the structure, duties, operations, and responsibilities of the City of Kenai's boards, committees, commissions and councils.' The goal is to more accurately identify the duties, roles and responsibilities of each body, provide for enhanced communication between the bodies with the Council and Administration, and suggest any structural modifications that will provide additional support and efficiencies to better serve the public. The final product will likely be a recommendation to change certain code provisions, policies, regulations and/ or by -laws. The first step in this process is to solicit information from the current bodies for consideration. The questions below are intended to be answered by each body after discussion in an open meeting. Any additional specific information regarding the function of each body as to what works well and what does not is appreciated. The Administration intends to attend a meeting of each body for further discussion. Discussion Tonics and Questions A. Duties & Responsibilities 1. What are the duties and responsibilities of your group? 2. Should duties /responsibilities be added, deleted or better described? 3. Should some functions be assigned to subcommittees? ' The City's Personnel Board, Board of Adjustment and Board of Appeals will be addressed separately. Review of City Commissions, Committees, Boards and Councils Page 2 of 3 B. Establishment 1. Should all groups be established in code with separate but similar operating procedures or by -laws? 2. Are there certain groups that should be eliminated or merged? 3. If some are merged, should they be renamed? 4. Should all groups be titled as committees except for Planning and Zoning? 5. Does the City have too many commissions and committees? C. Memberships 1. Should the number of members of your body be reduced? 2. Should all members be required to be Kenai residents? 1 If groups are merged how would the members be determined? D. Meeting Schedules 1. Should the frequency of meetings be changed? 2. Should all be required to meet at City Hall? E. Attendance 1. What is an excused v. unexcused absence? 2. Is retaining that distinction valuable? 3. Should the body handle absences, or should that fall to the Clerk (with specific direction) or the Council? 4. Do a certain number of absences require removal from the body? If so, who makes that determination? 5. What notice should a member provide if they cannot attend and should notice requirements be different if an absence is excused or unexcused? F. Recruitment and Retention of Committee Members 1. Would reduction of the number of bodies help in member recruitment? 2. Should recruitment for all bodies be consistent? 3. Should the City advertise vacancies in the newspaper or only on city website? G. Council Liaison /Ex- Officio /Recorder 1. What are the duties of the Council Liaison/ Ex- Officio/ recorder? 2. Is it helpful to have these persons attend the meetings? 3. Should their duties and roles expand, contract or stay the same? H. Agendas & Packets 1. Should the order of business on all bodies' agendas be identical? 2. Should meeting material be uploaded to website and be circulated only electronically? Review of City Commissions, Committees, Boards and Councils Page 3 of 3 I. ,4nnual Training 1. Would you like annual training? 2. What topics would be most helpful? Your participation in this review process is appreciated. Chapter 1.90 STANDARD PROCEDURES FOR BOARDS, COMMISSIONS AND CO... Page 1 of 2 Kenai Municipal Code Up Previous Next Main co"apse Search Print No Frames Title 1 AGENCIES, OFFICERS AND EMPLOYEES All boards, commissions and committees created by the Council of the City of Kenai, shall consist of seven (7) members who shall be nominated by the Mayor and confirmed by the City Council from applications submitted to the City Clerk. A chairman and vice - chairman shall be selected annually and shall be elected from and by the appointed members. The Mayor and one Council Member elected by the Council as ex- officio members and as consultants of any board, commission or committee, may attend all meetings, but shall have no voting power on the board, commission or committee. A member of Council or City administrative staff shall attend all meetings of boards, commissions and committees and supply staff support. (a) Members of boards, commissions and committees shall be required to establish policies relating to their respective organization. They shall act in an advisory capacity to department heads within the City Administration if there are such departments in the City organization that directly relate to the board, commission or committee. (b) If the board, commission or committee has income stated within the City of Kenai annual budget, said board, commission or committee shall work with the City Manager to establish expenses projected for the year for approval by the City Council. (a) A member of aboard, commission or committee must be a resident of the City of Kenai, unless the board, commission or committee is specifically exempted by Council from this requirement. The member cannot be an officer or employee of the City of Kenai. If any member should move his or her residence from the corporate limits of the City of Kenai (if applicable), is an officer or employee of the City of Kenai, or shall be elected or appointed as an officer or employee of the City of Kenai, the service of such member shall terminate immediately. He or she should be aware that he or she will serve without salary, but will be reimbursed for all reasonable expenses incurred in connection with this service, only after approval by Council. (b) The Beautification Committee, and Harbor, Library, and Parks and Recreation Commissions may at the discretion of the Council have (1) up to two (2) non - resident members each; or (2) have one (1) member who does not reside in the City but works at least one- half time within the City. (Ords. 1948-2002, 2320-2008) (a) A member of aboard, commission or committee shall serve for a term of three (3) years, unless the board, commission or committee is specifically exempted by Council from this requirement. At renewal date, the Mayor, with consent of the Council, can reappoint the member or recommend a replacement. (b) The terms of the initial board, commission or committee member shall be staggered so that three (3) members will be appointed for one (1) year; two (2) members will be appointed for two (2) years; and two (2) http: / /www.gcode.us/ codes /kenai /view.php? topic =l- 1_90 &showAll =1 &frames =on 12/27/2012 Chapter 190 STANDARD PROCEDURES FOR BOARDS, COMMISSIONS AND CO... Page 2 of 2 members will be appointed for three (3) years. Tenor shall commence on January I st of each year. (a) All boards, commissions and committees will have regularly scheduled meetings which shall be open to the public. Exceptions to the meeting requirements shall be established by Council. Permanent records or minutes shall be kept of all proceedings and such minutes shall record the vote of each member upon every question. Every decision or finding shall immediately be filed in the office of the City Clerk and shall be a public record open to inspection by any person. All acts of boards, commissions and committees are subject to the paramount authority of the City Council. (b) if the commission, committee or board member shall be absent, without the body excusing the absence for good cause, from more than one -half of all the meetings of his or her committee, commission or board, regular and special, held within any period of three (3) consecutive calendar months, he or she shall thereupon cease to hold the seat. A commission, committee or board member may not have more than three (3) excused absences during a twelve (12) month calendar year. (c) In all matters of parliamentary procedure, Robert's Rules of Order Newly Revised, 11th Edition, shall be applicable and govern all meetings, unless as specified in KMC 1. 15.060 motions; KMC 1.15.100, speaking; and KMC 1.15.110, voting. (d) The responsibility of insuring that all members of boards, commissions and committees receive a copy of the Standard Procedures of Boards, Commissions and Committees lies with the City Clerk. (Ords. 1610 -94, 2017 -2003, 2050 -2004, 2140 - 2006, 2614 -2012) 1.90.060 Specific regWrements of boards, commissions I committees. Requirements of boards, commissions and committees as set forth in KMC 1.90 are general requirements and shall be followed to the extent that they do not conflict with specific requirements found in code sections specifically pertaining to individual boards, commissions and committees. (Ords. 1223, 1239) http: / /www.gcode.us /codes /kenai /view.php ?topic =l- 1_90 &showAll =1 &frames =on 12/27/2012 KENAI CITY COUNCIL POLICY FOR COMMISSION, BOARD AND COUNCIL ON MEETINGS • WORK SESSIONS Commission. Committee Board Reappointment: If, after a term (or consecutive term) of appointment has been completed, a commission, committee or board member would like to be reappointed for an additional term, an application must be submitted to council for consideration and approval. Formation of Subcommittees of Commissions Committees or Boards: A subcommittee of a commission, committee or board may be formed for a specific function if upon review by administration, it is indicated the subcommittee would be a governmental body and a subcommittee of a public entity and if the formation is approved by Council. If a subcommittee is approved by Council, the meetings of the subcommittee must be open to the public; meeting notices shall be posted on the Official City Bulletin Board in Kenai City Hall and on the city website at least five (5) days prior to the meeting; and the meetings may be electronically recorded and the recordings (the official record) stored in the City Clerk's Office. Meeting Schedules: Until further notice, the commission/ committee meeting schedule is as follows: Commission /Committee /Board Meeting Schedule Scheduled Meeting Daps Planning & Zoning Commission Twice monthly January through December, Second & Fourth Wednesdays Library Commission Monthly First Tuesday of the month. Council on Aging Monthly Second Thursday of the month. Beautification Committee Meetings held January, Second Tuesday of the month. April, May, September and October I Parks & Recreation Commission Meetings held August, First Thursday of the month. October, December, February, and April Airport Commission j Monthly Second Thursday of the month. Harbor Commission Monthly First Monday after first council meeting of the month. Advisory Cemetery Committee Monthly Third Thursday of the month. (Sunsets on December 31, 2010. 1. Commission, committees and boards, including Library, Parks & Recreation and Airport Commissions and Beautification Committee, shall meet as listed above. 2. Council on Aging shall meet monthly at the Kenai Senior Center. 3. Planning & Zoning Commission and the Personnel Arbitration Board is exempted from this meeting directive. 4. Commissions, committees, boards and the Council on Aging may, with the City Clerk's approval and notification of Council and City Manager, hold special meetings (for a specific purpose) on an as- needed basis. 5. Commission, committee and board meetings may be cancelled by the City Clerk, with notification of Council and City Manager, if cancellation is warranted, i.e. lack of agenda items, pre - knowledge of lack of quorum, etc. KENAI CITY COUNCIL POLICY FOR COMMISSION, COMMITTEE, BOARD AND COUNCIL ON AGING MEETINGS AND WORK SESSIONS PAGE 2 6. All commission, committee and board meetings (except Council on Aging) will be held at Kenai City Hall and begin at 7:00 p.m. Council on Aging meetings will be held at the Kenai Senior Center and begin at 4:30 p.m. Exceptions for subcommittee meetings may be made with advance notice to and approval by the City Clerk. 7. Any additional commissions, committees, or boards formed will be set and incorporated into the following meeting schedule by the City Council. Minutes /Meeting Recording: S. Excepting the Planning & Zoning Commission and Personnel Arbitration Board, responsibility of taking notes and electronically recording the commission, committee, board meetings, falls to the department liaison (staff member) to the specific meeting group. 9. Summary minutes will be produced by the City Clerk from the department liaison notes and provided to the City Council as official records of the meetings. 10. Electronic recordings of the meeting group, except the Planning & Zoning Commission, shall be kept for two years. 11. Planning & Zoning Commission meeting recordings shall continue to be kept for six years. Work Sessions: 12. __ Commission,_ committees and boards shall receive the City Clerk's approval to _ hold work sessions to be held on a date other than that of a regularly scheduled meeting or at a time immediately prior to a regularly scheduled meeting, i.e. a 6:00 p.m. work session before a 7:00 p.m. meeting. 13. 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. 14. During work sessions, only items on the work session agenda may be discussed and no formal actions may be taken. 15. All commission, committee and board meetings must be given appropriate public notice. Basic Meeting Information: 16. 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, unless as specified in KMC 1. 15.060 (motions), KMC 1.15.100 (speaking), and KMC 1.15.110 (voting). 17. 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). 18. Motion: Pursuant to KMC I.15.060(k), all motions require a second. A majority of votes is required to pass a motion (three, if a five- member board; four, if a seven - member commission; five, votes if a nine - member board). 19. Speaking: In a meeting, members should be recognized by the Chair before speaking. 20. When is it a Meeting ?: If any public business is discussed collectively by four or a majority of members of one commission, committee, board, or council. EFFECTIVE: This directive shall take effect June 17, 2010 and remain in effect until modified by the Kenai City Council. KENAI CITY COUNCIL POLICY FOR COMMISSION, COMMITTEE, BOARD AND COUNCIL ON AGING MEETINGS AND WORK SESSIONS PAGE 3 Approved by the Kenai City Council on the 16th d of J 2010. PAT PORTER, MAYOR ATTEST: Carol L. Freas, tity Clerk elf Revised 6/16/2010 I RY-LAWS AND TOM PRCLC:qDURR FOR 0oymCII, ON -AGING KENAI, AL S� The members of the Council on Aging, Kenai, Alaska, a local committee organized under the laws of the State of Alaska, pursuant to federal and state funding, having as its object; the following code of by -haws and rules of procedure as its guidelines in all future operations. The mission of the Council on Aging is to advise the Mayor, City Council, Director, and the City of Kenai, of the needs of the elderly in the area, support the programs which enable the continued independence of senior citizens and serve as an advisory committee, whose purpose and make -up will be set forth under Article 1, Section 3. The adoption of these by -laws and rules supersedes, replaces, and nullifies any and all previously enacted, utilized, or governing rules or by -laws and further, by adoption of these by-laws and rules, the previously existing Council on Aging is deemed dissolved. Article I mrMBERSHIP The Council shall have a membership of nine (9) members. Over one -half of the members shall be participants of the Senior Citizens programs, sponsored by the City of Kenai. The members of the Council shall be chosen in the following manner; 1. Members shall be chosen from among persons who have shoves an interest in the areas of the problems of the elderly. The Mayor will appoint members to the Council on Aging subject to confirmation by the City Council. 3. There shall be a nine - member Council on Aging appointed by the Mayor of Kenai. ?rive (5) members will be chosen from senior citizens who participate in the senior citizen programs sponsored by the City of Kenai. More than one -half of the Council on Aging members shall be participants of City of Kenai sponsored senior citizens' programs, The duties of the Council will be as follows: a. Advise the Director of Senior Citizen Programs on matters dealing with the budgets for senior programs and programs operated at the Senior Center. BY -LAWS AND RULES OF PROCEDURE FOR COUNCIL ON AGING PAGE i Forward copies of meeting summaries to the Mayor of the City of Kenai, who, in turn, will forward the report to the City Council. c. To the extent practical, communications; advice, and reports shall be in written form and shall represent a consensus of the committee. Article II ELIGIIBILITY A member of the Council shall be an adult person residing in the Kenai Peninsula area, and S 1% of which must. be sixty (60) year's of age or older. No employee of the City of Kenai is eligible for membership. There will be no more than one member per household. Article III MEETINGS Regular meetings shall be held monthly on the second Thursday of the month at'1ze Senior Center. There shall be one annual meeting held in January of each year with fifteen days' notice given to all. members of the Council. Special meetings maybe called by the chairperson with approval of the Kenai City Clerk and notification of Council and City Manager. Meetings may be cancelled by the City Clerk, with notification of Council and City Manager, if cancellation is warranted, i.e. lack of agenda items, pre - knowledge of lack of quorum, etc. Participating senior ciiizei shall. be notified of the date, nine, and place of the meeting by the monthly newsletter, as well as receipt of the meeting agenda and packet. All meetings shall be open to the public. However, this does not automatcally enstne participation by non- members of the Council, Article IV PLACE OF MEETINGS The meetings shall be held at the place designated as the Kenai Senior Citizens Center in Kenai, A!aska, or at the City of Kenai offices. Article V QUORUM A majority of the current membership shall constitute a quorum for the transaction of all business. BY-LAWS AND RULES OF PROCEDURE FOR COUNCIL ON ACTING PAGE 2 Article VI POWERS OF THE COUNCIL The powers of the Council are advisory only and are derived from the federal, state, and city local governments which provide the funds for operation and all powers and activities shall he exercised in accordance with law, All action taken by this Council shall be submitted to the City Administrator and shall be subject to approval by the Kenai City Council. Article VII vii t'ICF�a Officers shall be elected for one -year terms at the amlual meeting. There shall be a Chairperson and Vice-Chairperson. Officers are limited to two (2) successive terms in the same office. Members of the Council are appointed by the City of Kenai to serve three (3) years or until termination by: 1. Resignation; 2. Request of Council on Aging; 3. Upon request of the City of Kenai; or 4. if the member is absent, without the body excusing the absence for good cause, from more than one -half of all the meetings of the Council on Aging, regular and special, held within any period of three (3) consecutive calendar months, the member shat thereupon cease to hold the seat. A member may not have more than three (3) excused absences during a twelve -month calendar year. The term of each appointed member of the Council shall be three (3) years. The terms shah be staggered so that three (3) members shall be appointed every third year and three (3) members shall be, appointed in each of the other years of every such three - year period. Article I HONORARY MEMBER APPOINTMENT When a member is no longer able to actively participate on the Council on Aging, the remaining membership may, by majority vote, request the Mayor to appoint the non - active member to the Council on Aging as an honorary member. The honorary member would be a non - voting member. BY -LAWS AND RULES OF PROCEDURE FOR COUNCIL ON AGING PAGE 3 Article X VOLUNTEERS Volunteers wishing to serve upon committees established by the Council on Aging may be appointed by the Council chairperson or his representative to do so without, therefore, becoming members of the Council, Article X1 RULES OF MEETING All meednas of the Council shall be conducted in accordance with rules of parliamentary practice and, in the absence of other authority, shall be governed by the provision-, of Roberts Rtdes of Order. At a regular meeting of the Council on Aging, Kenai, Alaska, the amended by-laws and rules of procedures were adopted as the official by-laws and rules at procedure by a majority vote of a quorum of the members present on November 13, 2008, /Joanna Hollier, Chair, Council on Aging (2Attp� Pat Porter, Mayor (Approved by Kenai City Council, November 19, 2008) BY-LAWS AND RULES OF PROCEDURE FOR COUNCIL ON AGING PACT 4