HomeMy WebLinkAboutCommittee of the Whole Packet for 01/11/2016 ��I�—° :: �--.._...._.
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AGENDA
Committee of the Whole Meeting
5:00 PM- Monday,January 11,2016
TBD-PLEASE EDIT ACCORDINGLY, 7th Floor,City Hall—1055 S. Grady Way
1. COUNCIL PLANNING WORKSHOP AGENDA
a) 2016 City Council Retreat Topic Ideas
AGENDA ITEM #1, a)
2016 Citv Council Retreat Topic Ideas
• Downtown Revitalization
o Update
o Review Adopted Downtown Plan
o Brainstorming Ideas
• Capital Improvement Plan Review
• Arts and Culture
o Master Plan Priorities and Strategies
• Sidewalks
o Complete Streets Policy and Sidewalk Repair Program
• Traffic Congestion and Growth Issues
o Pass-through Cities &Their Growth
• Quality of Life Initiative
� Business Plan Update
• Senior Center
• Annexation Policy Review
� Review of Old Master Plans
• Council Travel
� Community Involvement and Programs
• Council Communications
o Within Council
o With Administration
o Expectations/Ground Rules
o Email Protocol
• Celebrating Council's Diversity—Age, Experience, Race, Backgrounds
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Roles of the mayor and councit
Policy making £t implementation Council meetings
Mayor Councit Mayor Council
• Keep councit informed on • Listen to rity residents • Prepare agenda, • Adopt council rutes of
city affairs. -keep track of their preside over meetings, procedure.
• Propose policy, concerns and wishes. report to councit on . participate in
• Implement policy • C�scuss, devetop, and matters involving city preparation of councit
adopted by council. adopt city policies administration, propose meeting a�enda as
goveming many aspects Polity initiatives ar rovided in council rules.
• Report back to counci! chan es. P
regarding policy of city operations. � • Discuss all policy matters
implementation and • Vote on measures to and make decisions
possible improvements. the extent allowed following the adopted
by the statutes. Veto rules.
Personnet matters ordinances, as permitted
Mayor Council by statutes.
• Hire,fire, supervise • Adopt personnel policies, • As presider, facilitate an
and distipline all establish positions, orderty meeting process.
city employees (in set wages and benefits .
some cifies council - council should not Land use and planning
confirmation of certain meddfe in mayor's Mayor Councit
appointments can be supervision of employees • 5upervise planning • Adopt and amend zoning,
required). Civil service or interfere with work of staff, who make devetapment regulations,
rules and labar contracts emptoyees. recommendations to the and comprehensive plan
must be foltowed, if . Estabtish bargaining P�anning commission and after receiving input
applicabte. parameters and approve council on a broad range from staff, residents,
• Negotiate labor contracts final labor contract. of planning issues. planning commission,
{sometimes mayor is not • Supervise staff who and others.
member of negotiating enforce buitding codes • Act in quasi-judicial
team). and other develapment capacity to decide tand
regulations. use issues.
City budget • Amend planning
Mayor Countil documents as necessary.
• Work with staff to • Establish goals and
develop preliminary priorities which provide City expenditures, CO�tI'eCtS
budget. framework for budget- Mayor Council
• Lead council in process discuss and adopt flnal • Sign contracts, supervise • Approve contracts and ait
of estabtishing goats and budget-amend budget contract performance, city expenditures.
priorities for the city, as needed. enfarce contracts.
• lmplement budget • Set city tax rates, to
adopted by council, the extent permitted by Relationships with other entities
provide regular financial statutes. Mayor Council
• Represent city as • Decide whether city
reports, and present • Set utility rates and official spokesman, in will participate in
atternatives when council other fees as required. accordance with views or optionat government
has to deal with budget goals set by councii. organizations,
problems.
• Act as official head provide guidance to
of city for ceremonial mayor or other city
events (ribbon cuttings, representatives.
sister-city contacts, • May serve as city
etc.). representative on certain
intergovernmental bodies
38 where mayor is not
designated member.
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Quick Guide for Newly Etected City Officiats
This page provides a quick introduction to the core duties and responsibilhies of newly etected dty officiats in
Washington State,a[ong with recommended rewurces for more information.
MRSC aLso provides a Quick Guide for Newlv Elected Countv C�ficiats((gg�f1b794dc2-4dac-471$-b9d0-
917a71d396d3/Newlv-Eteded-Cauntv-Officials-Informatian x.
MRSC Resources
Congratulations on your etedion!As you transition from campaigning to goveming MRSC is here to provide
research and guidance on a wide range of legal and paGcy topics_MRSCs services inctude:
• Personalized consultation.Have a question?�ust k MRS�(h�// rscor�/HomelResearch-Tools/Ask_
� MR !With one caii or click you can connect with a trusted MRSC staff attomey or policy consultant to get
answers fast.
• Ontine research tools.Our online research portal is a great place to start exploring issues and topics that you need
rnore information on.You can obtain practical guidance through online taoic�naQes
Ihttp://mrsc.ore/Home/Exnlore-Tooics.aspxl,easity find information on citv and countv codes
th�t R://mrscorg/Research-7ools.asax�,and access an extensive coltection of tocal govemment samole
documents fhtto://mrscorn/Home/Research-TooLs/Samole-Documents.as�x1 to see wtiat others are doing and
how they're doing it
• Timely infortnatio�.By signing up for our popular e-newsletters(ht�p�//mrscorg/HomelStav-Informed Ml R�C-
Newsletters.asoxl or fo(lowing the MRSC tnsiEht btoQ(htt ��//mrsc org/Home/�v-Informed/MR C-
Insie+htasnx�,you can stay informed about the most important issues for local governments in Washington.
• Training and guidance.MRSC hosts regular webinars(htto:/lmrsc.org Home/Trainina.asox),where staff
consultants team up with leading govemance professionals to offer interactive discussions abaut various topics,
4ur detailed nublications(http://mrsc.o�/HamelPublications.aspx�affer guidance on popular subjects,such as
bidding requirements and the Public Records Act.
Here are some key resources to get you acquainted with your new job:
• Knowine the Territorv(http://mrsc.org/�gtmedia/1e64i7i8-94a0-4Q8�-b9d9-42b2etd8180d/kttl3.odf.asg�
-Basic legal guidelines for local officiats
• The Mavor&Councilmember Handbook
Ihtt :/�/ _www.awcnet.areJPortals/0/DocumentslPublications MavorCouncilmemberHandbqokl3.,�df�-Roles
of rnayors and aty councilmembers
• Local Govemment Policvmakinq Process ihttp://mrsc.org,(eetmedia/E46223B6-F3AC-4AFB-B7D9-
B 352EDF6890/� racess.asoxl-Guidelines for how to create good public policies
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To leam more about how MRSC can heip you,register for our free webinar
i
(http://mrscor�/Home/Trainine/Trai�ino-Calendar/Haw-ta-Make-Better-Use-of-MRSC-s-7ools-ar�d-. �
Service.asnx�on Thursday,)anuary 14 from�oan to 1 pm. ;
Ctassification and Form of Government
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Each dty or town is classified as first cta�,second class.code.or town�I�g�/lmrsc orQ/Nome/Exala�
Tonics/Govemance/Classifica#inn-ot-Wash'rn�on�ities/Cii�-and Town-Classification-Overv ei w a,spxl-except
for Waitsburg,which is uncLassified.
in additian.each city is run under a mavar-coundt or council-mar1��.ESh:t�2�1lrnrsr�rg/H�metF� t�ore-
�tslC,�v e/Forms-af-Grrvemm�nt- r�:�?r¢anizati�/C'ttv-and-Town-Forrr�s-a#-GovemmenL��form
ot goverrament-except for Shetton,which is nin by a commissian.
These distincfions affect how your dty gavemrnent operates.the L4�S.�..�:�nsibiCsties
(� �ttp llmrsc or�,aH�lE3cntore-Tooirs/GavemantelOffites-and-UFfice�!��-and-Resnonsibititie�x.�of
ttte counci{and mayor,and the powers your aiy has us�er state(aw.To see your c€ry's cEassificazion and fami of
govemment.use MRSC's�,v and Town Profiles��mrscorg/HomelReseasth-7oolslWashin an-Citv-and-
Tawn-Prn�Cles.asg�.
Oath of t3ffice
Your term narmalty begins on�anuary 1 or when you take the aatF►of affice[htt�;/trnrsc o�,/Home/St�v-
InfurmedlMl�SC-Insigfit/Nnvember-7�71.}�The-Oath-of-Ofifice-for-tacal-Elected-Officiats.as�j,whichever is
later.The oath is usually administered at a format meeting of the goveming body-either the first meeting after
January 1 or the 4�st meeting befare January 1.
Legistative Process and Paticymaking
Gity councitmembers serve as the tegislativa branch and have severai key r_Qlec and resoonsi iiit'r
(�a-,Ilmrsc orQ/iiorne/Fst�tore-TqpicslGavemancelOffices-and-UificerslRaies-and-R��rngibilities.asoxl,
inctuding passing laws,estabtishing paGcies,and candacking hearings.Councilmernbets do nat have authority over
dty admtnistratian or most personnet decisions.which are left to the mayar or city manager,dependi�g an the
form of governrr�ent.City councitmembers shoutd resist the temptation to intervene in administrative matters.
(The onty exceptions are city commissions-as opposed to city councits-which also serve as the executive branch
and perform administrative duties.Hawever,anly one city,Shettan,stiCt operates under a commissian farm of
govemmentJ
Councilmembers must follow certain pracedures to enact tegislation and establish poUcies.culminating uvith public
meetings where they vate on individual ordfnances.resalutlons,arni motions
t,�hn� mrcr nr«/�t�id/44e2QdQf-aS36-473f-baaC-bd7504323338IloCdtord5.odf.asnx? = d .
Ordinances typical(y refer to permanen#laws and rules af tanduct,such as prohibiting cercain act'svities.estabtishing
punishments.or setYing salaries for particular offices.Resolutions are typically tess tarmat and usually set out the
councit's opinion on a spetial or temporary matter.However,sorne items may be adapted by ordinance or
resolutian.Motlans are simitar to resolutions and dired the cnuncil to tak�a certain action.
�'or a resatution,ordinance.or motian to take efEect,a majority of the city council mUst approve it wich a quorum
(rninimum number of councilmembers}present"Ck►e quairum rules are set by staCe law.but they rypicatly requme a
majarity nf the councitmembers to be in attendance.
Each aty courxit is aLso responsibEe fa�setting its owrt�(��r�roceds�e(ht�g;jt m�t$��j X ore-
I9.�S�IC,�Y�r"-�^ P��'�,"�!-tive �L��.on Meetin�EtS��rotetsl�ounci(-E�.d-of-Commission�rs-Rutes-o#-
pro�.�dure.asoxl,inctuding items such as the agenda-setking process and desired pa*��am�nt�y orSZS.f*dtres
(h�t�n llmrs�org�Norn / lor T nicclGovemance/L.e�sCative-Ur¢�r�,ization.-Meetines-and-
�qce�s/Pa�7" m n ary�'ro �dure.asnxl.Check witfi your clerk to see what formal rules have been adapted by yaur
caunril.
Pubtic Hearings
http:l/mrsc.arg/getdoc/56f5305a-bbd"�-458e-$808-Ocb09f45e58e/Newly-Elected-City-Offi... l l/6/2015
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Some items also require puWic hearin¢s(htipJ/rt►rsc.orgLping/E�cptore-To ics/GovemancelLe iy+�'re-
Organization.-MeeUngs-and-PracesslPublic-Hearings-When-and-How-tcrHold-Them.a�,where
counaimembers ar other afficials solicit comments from the public These meetings may be legistative(to obtai�
comments o�proposed polides,ptans,or budgets aftecting a wide range of citizens)or quasi-judicial{to obtain
comments on items affecting individual parties,typicat(y on land use matters).
White councilm�mbers may act in a partisan way at legislative mee6ngs to advante their own poUcy visions,quasi-
judidat proceedings must be conducted in a fair and unbiased manner according to the�ooearance of fairness,
�octrine(http•//mrsc.or��rne/ �rFlore-Togics/ /Generat-GovemmentlThe-Aooearanee-of-Faimess-
Doctrine.asox�.
City Administration
The mayor(in mayor-council cities)or city manager(in council-manager dties)serves as the chief administrative
ofFicer.Their primary roles and responsibilities(http;//mrsc.or�lHam�/Exolore-Ta�/Govemance/Offices-and-
Offiters/Roles-and-Resoonsibilities.asox�inctude implementing laws adopted by the city counci[,proposing a
budget,and managing the city's administrative fundions,including most personnel decisions.In many mayor-
council cities there is aLso a hired tiry administrator that serves under the mayor and performs many of these
adminisirative duties
Public Records
As a pubUc officiai,all of your"written"records retated to dty business are subject to public inspection under the
sLate Public Reco�ds Act Ihttn:/lmrsc.�Lme/�xolore-Tooics��Qoen-GovemmenttP�4lic-Records-
Act.asoxl(PRA),with very nvrow exceptions.The PRA defines"writing"very broadty to indude not on{y traditional
written records,but atso phatos,maps,videos,voicemails.emails,text messages,and iweets.
SWte taw requires every tocal elected official to receive ou6lic recnrds t�ainin�[http:l/www.a�.wa.�ov/o�en-
govemment-trainingl no later than 90 days after taking the oath of office or assuming their duties.The training
may be completed before assuming office,and each official must take a refresher tourse at least every four
years. 1
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Open Public Meetings
The state Qpen Pubtic MeetinQs Act(h�://mrsc.org�me%F cRlore-Tgpics/Le�allOcen-GovemmentlOcen_
Public-Meetln�- ctasoxl(OPMA)requires alt meetings of a goveming body to be open and accessible to the
public This generally applies to any meeting in which a majoriry of the city council meets and discusses tounci!
business.with limited exteptions.The OPMA contains specific requirements for regular meetings,special meetings,
and executive sessions.
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� State taw requires every member of a goveming body subject to OPMA to receive OPMA training �
I
I (htt�://www.atg.wa.�v/opgn�¢ovemment-uaininga no laker than 90 days after taking the oath of office or �
i assuming iheir duttes.The training may be campleted befare assuming office,and each member must take a '
r refresher course at least every four years.
Budgeting
Fscal manag,ement is one of the key responsibilities of elected afFicials.Yhe in budeet
(http://mrsc.or¢ Home/Facolare-Toot�s/Fnance/Bud�etslBudeets.as�x1 is the most important financial
document and provides a road map for the year and a reflection of your aty's priorities.It provides the legat
authority to incur and pay expenses by altocating available resources to provide services for your citizens.You
shoutd familiarize yourself with your city's cuRent operating budget,as well as its budget development process and
policies.
http://mrsc.org/getdoc/56f5305a-b6d7-4S8e-8808-Ocb09f45e5$e/Newly-Elected-City-Offi... 11/6/2015
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Most cities use an annuai budgeting process,but some adopt a bienniat(two-vearf budgg,t
Ihttp://mrsc.or�/getdoc/b5b37eb7-7846-4cde-b573-2b0e4909SSb31Biennial-Bud etin . x.The budget
process begins in the summer,wiih the final budget for the upcoming year(s)adapted by the end of the ca(endar
year.The chief administrative officer{either the mayor,city manager,city administrator,or finance director,
depending on the jurisdiction)leads the budget process to keep it consistent with the goals of the po(icymakers and
the budeet nrocedures(http•I/mrsc or� Hpme/E�cnlore-Tooics/Fnance/Budgets/8ud¢et-Procedures-and-
Deadlines-for-Cities-and-Tow.�saxl required by statute.
Councilmembers are ohen involved in the develapment of budget policies and guidetines that he(p guide
management and staff with the budget process.
Competitive Bidding
Most significant city purchases and contracts must follow specific comnetitive bieii�ig�
(http://mrsc.or�jQetdoc/94fac994-e481-44dd-8639-c557b887893c/Contractine-ar�, -Com etitive-
Biddin¢.asnxl processes to ensure faimess,open competition,and efficiency.The minimum rules are set by state
statute,but a number of cities have adopted their own,more stringent bidding procedures.Even'rf competitive
bidding is not required,it is usually a good idea
Ethics
As an etected official,it is important to avoid even the appearance of ethical mistonduct Unethicai behavior can
lead to fines,voided cantracts,and even remova!from office.
State law specifically prohibits elected officials from engagng in certain conflicts of interest
(h�{�://mrsc,org/Home/E�ore-Tooics/Lea��/Generat-Govemment/Conflicts-nf-Interest.asoz�,such as
securing special priviteges or exemptions for themselves,receiving gifts retated to their work,disttosing confidential
information,having financial interests in most pubtic contracts,or ho[din�ncomoatible office�
j�jLmr�c�rQ/HamelS�i-ILformedl M RSC-tnsi�ht/Anril-2 Q1 S/Hald ing-Twsr Pub[ic-Offi ces-0IoE2°1o8 Q°1p93-
The-Docfine-of-Incom.aso�.
!n addition,some cities have adopted their own,more stringent codes of ethirs(http://mrsS.orE/Home/Exnlore-
Tooics/Personnel/Local-Rutes-and-Po6cies/Codes-of-Ethics.asoxl.
Recommended Resources
• Associatio�of Washineton C�ties(htto://www.awcnetorqjl-Advocates on behatf of cities at the state tegislature
and p�ovides training and other resources,inctuding a series of webinars tor newtv elected officials
(htto:t/www.awcnetore/Trainin¢Educatian/Ondem�nd�rainin�(Rolesresaansibilitiesandleq�tr�auiremenis/ElectedOfficialsE
• State Auditor s Office:�ocal Govemment Performance Center
(http://wwwsao.waeov/local/Pa¢es/LGPCaspx#.Vfh �5f09dA)-Provides training and technical assistance to
(ocal govemments in Washington to improve perFormance,efficiency,and effectiveness
• National Leaaue of Gties(htto://www.ntcor�-Advocates on behalf of dties at the federal level and provides
training and research
• Harvard Universitv:Transitian Manuat for Newlv Elected Mavors
(http:!/mrsc.orE/Coraorate edi /MediaLibran�LS�nteDocuments/ArtDocMiscltransition.�t (2007)-
Infortnation on setting priorities,buitding relationships,and staffing the office
Goveming Institute:Guide ta Financial Litera�r
(htt,�://mrscorg/Coroorate/media/MediaLibrarv/Samo(eDocuments/ArtDocMisc/gqvfinlitpdfl-Information
on how to connect money,policy,and priorities
Last Modified:November 03.2015
http://mrsc.org/getdoc/56f5305a-b6d7-458e-8808-Ocb09f45e58e/Newly-Eiected-City-Offi... 1 I/6/2015