HomeMy WebLinkAbout2014-01-08 Council Packet - Work Session►A
A. Call to Order
AGENDA
KENAI CITY COUNCIL WORK SESSION
JANUARY 6, 2014 — 6:00 P.M.
KENAI CITY COUNCIL CHAMBERS
210 FIDALGO AVE., KENAI, AK 99611
http://www.ci.kenai.ak.us
COMMISSION /COMMITTEE REVIEW
B. Discussion of Commission /Committee Review Alternatives
1. Do Nothing
2. Decrease the number of Commissions to those that have quasi - judicial
powers and are required as a component of funding sources.
1 Decrease the number of Commissions to those that have quasi - judicial
powers and are required as a component of funding sources, and create
Committees that meet as needed for other current Commissions.
C. Discussion of Liaison /Ex- Off icios
D. Public Comment (limited to 2 minutes per individual)
E. Council Discussion
F. Adjournment
°Village with a Past, C# with a Future
210 Fidalgo Avenue, Kenai, Alaska 99611 -7794
Telephone: 907 - 283 -7535 / FAX: 907 - 283 -3014 illlll
1997
V
MEMO:
TO: Mayor Porter and City Councilors
FROM: Sandra Modigh -City Clerk, Scott M. Bloom -City
Attorney, and Rick Koch -City Manager
DATE: January 8, 2014
SUBJECT: Boards, Commissions, and Committees
At the November 12, 2012 Council Meeting, the Clerk, Attorney, and Manager were
given direction "to work on the Boards, Commissions, and Committees and to also
provide a recommendation on liaison responsibilities."
This purpose of this correspondence is to provide information and to discuss
alternatives regarding the status and performance of Boards, Commissions, and
Committees. We have included the "Arbitration Panel' under the discussion of Boards
as this body is generally referred to as the "Personnel Arbitration Board."
BOARDS
Arbitration Panel — This Panel consists of twelve individuals chosen by the City
Council to hear and rule on appeals of personnel disciplinary action. No changes are
suggested or recommended.
Board of Adjustment — Presently the role of the Board of Adjustment is performed by
the City Council. Suggest that the Board of Adjustment be comprised of individuals not
sitting on the City Council.
Board of Appeals — The City Council presently sits as the Board of Appeals. This
Board hears and rules on appeals of building code and other code based issues.
Suggest that the Board of Appeals be comprised of individuals with specific skills and /or
professional license such as engineers, architects, mechanical administrators, electrical
administrators, etc., chosen by the City Council.
COMMISSIONS
We met with all of the Commissions on multiple occasions to determine information
about a variety of issues. This information was previously provided to Council.
Depending on the direction of Council there are several alternatives that may address
issues with the City's Commissions.
As a point of reference we contacted a few Alaska communities to determine the
number of active Commissions those communities utilized.
- Palmer, 3 Commissions - Airport Advisory, Economic Development, and
Planning & Zoning
Seward, 2 Commissions — Planning & Zoning and Historical Preservation,
1 Board -Port & Commerce Advisory
- Wasilla, 3 Commissions — Planning, Airport Advisory, and Parks & Recreation
- Homer, 3 Commissions - Advisory Planning, Economic Development, and Port &
Harbor, 2 Boards - Library and Parks & Recreation
- Haines Borough, 2 Commissions - Planning and Public Safety
2 Committees -Port & Harbor and Parks & Recreation
NOTE - Generally Commissions have a regular meeting schedule and Boards and
Committees meet as- needed
Below is a brief discussion of three alternatives we have discussed:
Alternative Number One- Do Nothing
This alternative potentially creates the least level of conflict and /or
disappointment on the part of Commissioners.
It is difficult for Administration to create sufficient work for the majority of
Commissions to feel they are fulfilling a useful and rewarding role.
Commissioner's frequently express questions regarding the benefit of the
Commissions
Alternative Two — Decrease the number of Commissions to those that have quasi -
iudicial powers and are required as a component of funding sources
- Planning and Zoning Commission is a required Commission due to their function
as a quasi - judicial body.
- Airport Commission is required as a function of Grant Assurances with the
Federal Aviation Administration
- While not a Commission, the Council on Aging is a required body as a function of
federal funding in support of senior meals programs.
- Public input for specific areas of City operations will be lost.
Disappointment by some Commission Members
- Decrease work load on Administrative staff to prepare for, attend, document
many Commission meetings.
Alternative Number Three - Decrease the number of Commissions to those that have
quasi-judicial powers and are required as a component of funding sources and create
Committees that meet as needed for other current Commissions
Existing Commissions such as Parks & Recreation and Harbor, could be merged
into a single Committee that meets when needed, such as in advance of budget
preparation to assist Administration and Council in formulating annual budgets,
and as needed for specific issues as determined by the Department Director
and /or Council.
- Library Commission could become a committee that meets for similar purposes,
and as needed for specific issues as determined by the Department Director
and /or Council.
- The Mini -Grant Steering Committee already meets in this manner.
The Beautification Committee already meets in this manner.
" "Villaye with a Past, C# with a Future
210 Fidalgo Avenue, Kenai, Alaska 99611 -7794
Telephone: 907 - 283 -7535 / FAX: 907 - 283 -3014 �IIIII
1992
MEMORANDUM
TO: Mayor Porter and City Council Members
FROM: Rick Koch -City Manager, Scott Bloom -City Attorney, and
Sandra Modigh -City Clerk
DATE: January 8, 2014
SUBJECT: Commission /Committee 3 -Year Review
The attached data is a review of our commissions, committees, and boards activities
over a three year period (2010- 2012). The table reflects how many cancellations each
body has had per calendar year with explanation of cancellation. The table also
outlines the number of agenda items per calendar year, discussion items versus action
items. This data may be useful while discussing the alternatives provided and the
performance of each body.
COMMISSION /COMMITTEE 3 -YEAR REVIEW
COMMISSION
DATE
CANCELLED
MEETINGS
DISCUSSION
ITEMS
ACTION
ITEMS
Airport
2010
3 (2 AGENDA, 1 HOLIDAY)
12
12
12 meetings /year
2011
2 (2 AGENDA)
11
9
2012
5 (3 AGENDA, QUORUM)
3
8
Beautification
2010
8
4
5 meetings /year
2011
3
11
2012
1(QUORUM)
2
8
Council on Aging
2010
3 (2 AGENDA, 1 HOLIDAY)
12
9
12 meetings /year
2011
5 (4 AGENDA, 1 HOLIDAY)
8
3
2012
6 (ALLAGENDA)
9
5
Harbor
2010
I(AGENDA)
19
7
12 meetings /year
2011
4 (3 AGENDA, 1CONFLICT)
2
3
2012
6 is AGENDA, 1 HOLIDAY)
8
3
Library
2010
l(QUORUM)
24
4
12 meetings /year
2011
3 (1 CONFLICT, I AGENDA,1
HOLIDAY)
17
5
2012
4 (2 AGENDA, 2 QUORUM)
15
3
Parks and Rec.
2010
8
1
5 meetings /year
2011
1 (NO QUORUMI
8
5
2012
1 (NO QUORUM)
10
3
Planning/Zoning
2010
2 (HOLIDAYS)
5
55
24 meetings /year
2011
3 (1 AGENDA, 2 HOLIDAY)
4
67
2012
2 (HOLIDAYS)
6
50
January 7, 2014
M
"Villaaaye with a Past, C# with a Future °
210 Fidalgo Avenue, Kenai, Alaska 99611 -7794
Telephone: 907 - 283 -7535 / FAX: 907 - 283 -3014
MEMORANDUM
TO: Mayor Porter and City Councilors
FROM: Sandra Modigh -City Clerk, Rick Koch -City Manager, and
Scott M. Bloom -City Attorney
DATE: January 8, 2014
SUBJECT: Liaison/Ex- Officio Responsibilities
The City Clerk, City Manager, and City Attorney were asked to provide a recommendation on
council liaison (otherwise known as ex- officio) responsibilities. Kenai Municipal Code 1.90.010
Creation, provides for council liaisons to act as consultants to the body they serve but clarifies
that they cannot be voting members. In general, the commissions and committees queried
appreciated having liaisons at their meetings.
Robert Rules of Order, 11th Edition, cited for reference purposes, states that the ex- officio
represents the Council to the body as opposed to representing the body. The ex- officio is not
counted as a quorum member and has the right, but not obligation to attend meetings. Our
recommendation is that Council adopts a policy clearly defining that a council liaison's /ex-
officio's responsibilities are to:
a. report to the body any matters of Council that may be relevant to the body;
b. report to the Council actions and issues of the body;
C. consult with the body in regards to how to work with Council and administration
to accomplish actions;
d. refrain from influencing or lobbying the body in its decision making process;
e. be precluded from placing items on the body's agenda; and
f. refrain from representing a position not officially supported by a majority of
Council members.
Y:\City CounciWemorandums \010814 Liaison Ex -Officio Memo.docx
COMMISSION /COMMITTEE 3 -YEAR REVIEW
COMMISSION
DATE
CANCELLED
MEETINGS
DISCUSSION
ITEMS
ACTION
ITEMS
Airport
2010
3 (2 AGENDA, 1 HOLIDAY)
12
12
12 meetings /year
2011
2 (2 AGENDA)
11
9
2012
5 (3 AGENDA, QUORUM)
3
8
2013
4 (3 agenda, 1 conflict)
5
16
Beautification
2010
8
4
5 meetings /year
2011
3
11
2012
1(QUORUM)
2
8
2013
1(quorum)
3
4
Council on Aging
2010
3 (2 AGENDA, 1 HOLIDAY)
12
9
12 meetings /year
2011
5 (4 AGENDA, 1 HOLIDAY)
8
3
2012
6(ALL AGENDA)
9
5
2013
6 (1 conflict, 5 agenda)
7
3
Harbor
2010
1(AGENDA)
19
7
12 meetings /year
2011
4 (3 AGENDA, 1CONFLICr)
2
3
2012
6 (5 AGENDA, 1 HOLIDAY)
8
3
2013
5 (ALL AGENDA
5
1
Library
2010
1 (QUORUM)
24
4
12 meetings /year
2011
3(1 CONFLICT, 1 AGENDA, 1
HOLIDAY)
17
5
2012
4(2AGENDA, 2 QUORUM)
15
3
Switched to qtly
2013
2 (both agenda)
9
3
Parks and Rec.
2010
8
1
5 meetings /year
2011
1 (NO QUORUM)
8
5
2012
1 (NO QUORUM)
10
3
2013
4
3
Planning/Zoning
2010
2 (HOLIDAYS)
5
55
24 meetings /year
2011
3 (1 AGENDA, 2 HOLIDAY)
4
67
2012
2 (HOLIDAYS)
6
50
2013
4 (2 agenda, 2 holiday)
4
46
January 7, 2014
COMMISSION /COMMITTEE 3 -YEAR REVIEW
COMMISSION
DATE
CANCELLED
MEETINGS
DISCUSSION
ITEMS
ACTION
ITEMS
Airport
2010
3 (2 AGENDA, 1 HOLIDAY)
12
12
12 meetings /year
2011
2 (z AGENDA)
11
9
2012
5 (3 AGENDA, QUORUM)
3
$
2013
4 (3 agenda, 1 conflict)
5
16
Beautification
2010
8
4
5 meetings /year
2011
3
11
2012
1 (Quo RLIM)
2
8
2013
1(quorum)
3
4
Council on Aging
2010
3 (2 AGENDA, 1 HOLIDAY)
12
9
12 meetings /year
2011
S (4 AGENDA, 1 HOLIDAY)
8
3
2012
6(ALLAGENDA)
9
5
2013
6 (1 conflict, 5 agenda)
7
3
Harbor
1(AGENDA)
19
7
12 meetings /year
(3 AGENDA, 1CONFLICf)
2
3
(5 AGENDA, 1 HOLIDAY)
$
3
(ALL AGENDA
5
1
Library
1(QUORUM)
24
4
12 meetings /year
(1 CONFLICT, IAGENDA,1
OLIDAY)
#AGENDA,
17
5
(2 AGENDA, 2 QUORUM)
15
3
Switched to qtly
(both agenda)
9
3
Parks and Rec.
g
1
5 meetings /year
(NO QUORUM)
$
5
(NOQUORUM)
10
3
2013
4
3
Planning/Zoning
2010
2 (HOLIDAYS)
5
55
24 meetings /year
2011
3 (1AGENDA, 2 HOLIDAY)
4
67
2012
2 (HOLIDAYS)
6
50
2013
4 (2 agenda, 2 holiday)
4
46
January 7, 2014
PUBLISHER'S AFFIDAVIT
UNITED STATES OF AMERICA,
STATE OF ALASKA SS:
Denise Reece being first duly
sworn, on oath deposes and says:
That I am and was at all times here
in this affidavit mentions, Supervisor of
Legals of the Peninsula Clarion, a news-
paper of general circulation and published
at Kenai, Alaska, that the
Council Work Session
PO #12366
a printed copy of which is hereto annexed was
published in said paper one each and
every day for one successive and
consecutive dgy in the issues on the
following dates:
January 6. 2014
x ,(Jaa,,ag. Xaez,
SUBSCRIBED AND SWORN to me before
th' th day of January 2014
Mtn " QQ
NOTARY PUBLIC in favor for the
State of Alaska.
My Commission expires 27- Aug -16
PUBLIC NOTICE
Notice is hereby given; the Kenai City Council will meet in a work
session on Wednesday, January 8, 2014, to discuss the Roles and
Responsibilities of City Commissions and Committees.
The work session will be held at 5:30 p.m. in the Kenai City Council
Chambers located at 210 Fidalgo Avenue, Kenai, Alaska. The agenda
and any supporting documents can be located on the City's website,
www.ci.kenai.ak.us.
If you have any questions related to this meeting, please contact the
Kenai City Clerk's Office at 283 -8231.
Sandra Modigh, CIVIC, City Clerk
publish: 116/14 - D1131211
RUSS��
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%0TARY
��, PLI43LIC
PUBLISHER'S AFFIDAVIT
UNITED STATES OF AMERICA,
STATE OF ALASKA sS:
Denise Reece being first duly
sworn, on oath deposes and says:
That I am and was at all times here
in this affidavit mentions, Supervisor of
Legals of the Peninsula Clarion, a news-
paper of general circulation and published
at Kenai, Alaska, that the
Council Work Session
PO #102366
a printed copy of which is hereto annexed was
published in said paper one each and
every dayfor one successive and
consecutive day in the issues on the
following dates:
January 10, 2014
x AJinid 4- 4en,
SUBSCRIBED AND SWORN to me before
g)is- t_day of January , 2014
NOTARY PUBLIC in favor for the
State of Alaska.
My Commission expires 27- Aus -16
F PUBLIC NOTICE
U
Notice is hereby given; the Kenai City Council will meet in a work
session on Wednesday, January 8, 2014, to discuss the Roles and
Responsibilities of City Commissions and Committees.
The work session will be held at 5:30 p.m. in the Kenai City Council
Chambers located at 210 Fidalgo Avenue, Kenai, Alaska. The agenda
and any supporting documents can be located on the City's website,
www.ci.kenai.ak.us.
If you have any questions related to this meeting, please contact the
Kenai City Clerk's Office at 283 -8231.
Sandra Modigh, CMC, City Clerk D1211211
Publish: 1110114
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