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HomeMy WebLinkAboutBylaws - signed - 06/21/20211 of 6 Rev. 05/11/2021 CITY OF RENTON BYLAWS OF THE RENTON AIRPORT ADVISORY COMMITTEE The City of Renton (“City”) Airport Advisory Committee (“Committee”) has adopted the following as its Bylaws setting forth the rules and procedures deemed necessary to carry out its duties established in chapter 2-17 of the Renton Municipal Code (“RMC”). After approval of these Bylaws by the Renton City Council, the Committee will file a copy of these Bylaws with the City Clerk of Renton. ARTICLE I – ORGANIZATION, PURPOSE, STRUCTURE, ELECTION OF OFFICERS AND DUTIES A. ORGANIZATION: The Committee serves the City with respect to issues referred to it concerning the Renton Municipal Airport which is located at 616 West Perimeter Road; Renton, WA 98057. B. PURPOSE: The Committee was established by adoption of city of Renton Ordinance No. 5155 on September 26, 2005. Pursuant to RMC 2-17-4, the role of the Committee will be to act in an advisory capacity to the Mayor and City Council on matters referred to the Committee by the Mayor and City Council. The primary function will be to provide a forum for members of the community to discuss their concerns directly with airport operators and for collaborative problem solving and resolution of their issues. C. STRUCTURE: VOTING AND NON-VOTING MEMBERS The structure and voting rights of the Committee shall be as provided in RMC 2-17-2 and 2-17- 3, which call for the Committee to be comprised of neighborhood representatives and Airport representatives. In order to preserve the maximum number of votes permitted per represented neighborhood or Airport area, all alternate members of the Committee will be non-voting members. A non- voting member will be permitted to vote only if filling in for an absent regular voting member, as further set forth in these Bylaws. D. ELECTION OF OFFICERS PROCESS AND DUTIES OF OFFICERS A Chairperson shall be elected as set forth in RMC 2-17-5. The Chairperson shall preside at all meetings. The Chairperson may request special Committee meetings and appoint sub- committees. The Committee may also elect a Vice Chairperson using the same election process as set forth for the Chairperson in RMC 2-17-5. The Vice Chairperson shall, in the absence of the Chairperson, perform the duties and possess the powers of the Chairperson, and, in addition, perform other duties assigned by the Chairperson. Bylaws Renton Airport Advisory Committee 2 of 6 Rev. 06/22/2021 The election process for the Chairperson and Vice Chairperson positions will occur annually at the beginning of the Committee’s first quarter meeting. The Chairperson will be elected first and may be elected from either the neighborhood representative group or the Airport representative group. The Vice Chairperson will then be elected from the voting membership group opposite of the newly elected Chairperson to ensure the neighborhood and Airport groups have representation among the Committee officers. The City’s Public Works Administrative Assistant will facilitate the process to elect the Chairperson and Vice Chairperson. The process shall be the same for both positions and will be as follows with the election of the Chairperson taking place first. 1. Nominations will be opened for election of a Chairperson first. Self-nominations will not be considered for the Chairperson position. 2. Committee voting members may nominate up to one voting member per person. A nominee has the option to decline the nomination if they so choose. Committee alternate members, unless sitting in for a primary member, shall not participate in the election. Non-voting members shall not participate in the election process. 3. Once all nominations have been recognized, the Administrative Assistant will close nominations. 4. Nominees may make a brief statement about their experience and why they would like to serve as Chairperson. 5. The Committee will vote. Nominees will be voted upon in the order in which they were nominated. Voting will cease once a simple majority of the voting members present at the meeting vote in favor of one of the nominees. Voting shall be conducted by voice vote unless a show of hands is required for clarification. 6. Steps 1-5 will be repeated for the process to elect a Vice Chairperson. All parameters of the election shall be consistent with those used to elect the Chairperson, except that the pool of nominations for the Vice Chairperson position shall be limited to the opposite voting member group from the Chairperson, as set forth above. ARTICLE II – RULES OF PROCEDURE A. ROBERT’S RULES OF ORDER:Unless otherwise provided by law or modified by these rules, the procedure for Committee meetings shall be governed by Robert’s Rules of Order. The Committee has an obligation to the public to be clear and simple in its procedures and in the consideration of the questions coming before it. Therefore, Committee members should avoid invoking the finer points of parliamentary procedure when such points serve only to obscure the issues before the Committee as a whole, and to confuse the audience at public meetings and the public in general. B. PRESIDING OFFICER: The Chairperson, or in the Chairperson’s absence the Vice Chairperson, shall serve as the Presiding Officer for purposes of running a Committee meeting. In the absence of both the Chairperson and Vice Chairperson at a Committee meeting, the staff liaison shall solicit nominations for and manage election of a Presiding Officer in the same manner as Bylaws Renton Airport Advisory Committee 3 of 6 Rev. 06/22/2021 the election of the Officers as set out in Article 1.D. The Presiding Officer may vote on any matter before the Committee. C. PARLIAMENTARIAN:A City Attorney Department representative and/or Public Works Administrative Assistant may provide guidance and support to the Presiding Officer on any questions of order. ARTICLE III – MEETINGS A.QUORUM:The Committee has 18 voting members. More than 50% of the seated voting members shall constitute a quorum at any given meeting. A non-voting alternate member may attend the meeting, and in the absence of the alternate’s regular voting member will count toward quorum and will be permitted to vote. The total number of votes at any meeting for the neighborhood representative group or the Airport representative group shall not exceed that group’s number of voting members listed in RMC 2-17-2. If less than a quorum is present at any meeting, the meeting may continue, however no action items will be debated or voted upon; only informational items may be presented. A meeting may be canceled if needed (e.g., weather, local, state or national emergency), but may not be rescheduled without a quorum present. B. REGULAR MEETINGS: The Committee shall meet quarterly on the second Tuesday of February, May, September, and November. The Committee shall have the authority to change its meeting dates and times if necessary, by action of a majority of the Committee at a regular Committee meeting. A meeting schedule for the following year shall be proposed by staff and placed on the New Business portion of the agenda for the final meeting of the current year. The Committee may approve or amend the proposed meeting schedule by simple majority vote of those in attendance. The Chairperson may change, cancel, or alter the date of a meeting as needed. C. SPECIAL MEETINGS: The Chairperson may call special meetings, work sessions and Committee meetings when proper and as necessary with notice to Committee members and the public. Work sessions shall be noticed as public meetings and all Committee members may participate. D. VIRTUAL MEETINGS AND REMOTE ATTENDANCE: 1.Virtual Meetings: Although the Committee shall have a standard practice of meeting in person at a site determined by city staff, if needed, or directed to do so because of an emergency situation, the Committee will be permitted to conduct business via a virtual platform if allowed by law. Regardless of how the meeting is conducted, all primary and alternate members will be invited to attend and participate as outlined in Article I.C. 2.Remote Attendance: Any member may attend a meeting remotely if (1) by telephonic access, or by other electronic, internet or other means of remote access acceptable to and arranged with city staff, and (2) if all persons attending the meeting can hear and be heard by the member attending remotely. Bylaws Renton Airport Advisory Committee 4 of 6 Rev. 06/22/2021 E. NOTICE:All meetings will be noticed by the City Clerk Division at least 24 hours in advance of the meeting. Each meeting notice shall include the date, time, location, and primary agenda topics. In addition, an email notice may be sent to all interested persons providing a link to the City’s website on which the meeting agenda and supporting materials will be posted. If the website is not available at the time of the notification, meeting materials may be sent as attachments to the email. F. ATTENDANCE REQUIREMENTS: Committee members who fail to attend at least 75% of the Committee meetings within a calendar year shall be subject to the following: 1. If the cause of absence is not of an excusable and temporary nature, including, but not limited to, illness, vacation or work necessity, staff shall work with the Chairperson to contact the member and remind the member that attendance is a key responsibility of membership. 2. If the member fails to attend at least 75% of the meetings within the following calendar year, the member may be asked to resign. 3. If the member refuses to resign upon request, the Mayor or designee may recommend that the City Council take action to remove the member from the Committee, upon which occurrence the vacant position may be refilled. G. GENERAL DECORUM: 1.Presiding Officer: The Presiding Officer shall preserve decorum and decide all points of order, subject to appeal to the Committee. 2.Members: While the Committee is in session, all members must preserve order, decency and decorum, and no member shall delay or interrupt the proceedings of the Committee or disturb any member while speaking, or refuse to obey the order of the Presiding Officer. Discussion by members of the Committee shall relate to the subject matter at hand and shall be relevant and pertinent to allow for the expeditious disposition and resolution of the business before the Committee. 3.Staff: Members of the administrative staff, employees of the City and other persons attending Committee meetings shall observe the same rules of procedure, decorum, and good conduct applicable to the members of the Committee. 4.Public Addressing Committee: Any person who impedes, interrupts, or threatens the proceedings of the Committee may be barred from further audience before the Committee by the Presiding Officer. An individual may not return for the remainder of that meeting unless permission is granted by a majority vote of the Committee quorum in attendance. 5.Use of Email: Email may be used to distribute information to the Committee. Responses to the full group which stimulate dialogue, discussion of pending action items are prohibited; such responses should be made during the next Committee meeting during which a quorum is present. H. SETTING THE MEETING AGENDA: City staff will create a draft meeting agenda prior to each meeting. Staff will provide the draft meeting agenda to the Chairperson and Vice Chairperson Bylaws Renton Airport Advisory Committee 5 of 6 Rev. 06/22/2021 to review and finalize the agenda before the meeting documents are distributed to the Committee members. I. ORDER OF BUSINESS: The order of business for all regular Committee meetings shall be as follows, provided, however when it appears to be in the best interest of the public, the order of business may be changed for any single meeting by majority vote: 1. Call to Order 2. Roll Call 3. Consent Agenda (including approval of previous meeting minutes) 4. Special Presentations and Reports 5. Public Works Administrator’s Report 6. Airport Director’s Report 7. Chairperson’s Report 8. Committee Member Comments 9. Public Comment 10. Unfinished Business 11. New Business a. General Business Discussion Items b. Action Items c. Debate of Items as needed d. Airport Director’s Report 12. Adjournment ARTICLE IV – TERMS AND VACANCIES Terms of Committee members shall be as set forth in RMC 2-17-6. Terms shall run from May 7 to May 6. Should a member need or wish to resign an appointed position prior to the expiration of the term, they shall notify the Chairperson, Airport Director and Public Works Administrative Assistant in writing. The member will receive a written acknowledgment of the resignation. Upon receipt of applications, a recommendation for an individual to fill the vacated position will be presented to the Mayor for appointment. If appointed, the individual will serve out the remaining time of the vacated term. Upon term expiration, Committee members who desire serving another term may re-apply for their position by completing an application. The application will be considered, along with others received, for a final recommendation to the Mayor. At this time, term limits do not exist. ARTICLE V – ETHICS 1.STATE AND CITY ETHICS CODE/OPEN PUBLIC MEETINGS ACT: Members shall follow the City’s Code of Ethics Policy 100-07. Members are also required by RCW 42.30.205 to attend Open Public Meetings Act (OPMA) training within 90 days of being appointed and every four years thereafter while appointed to the Committee. Upon completion of the training members shall submit a Certificate of Completion to the City Clerk Division documenting attendance of initial training and subsequent trainings for public officers. Bylaws Renton Airport Advisory Committee 6 of 6 Rev. 06/22/2021 2.CONFLICTS:Committee members are required to indicate whether they have a conflict of interest concerning action items on the Committee agenda. They must recuse themselves of voting on action items if warranted. 3.GIFTS: Members shall not accept gifts from any person having an interest in the work of the Committee. ARTICLE VI – SUSPENSION AND AMENDING THE BYLAWS 1.SUSPENSION: Any provision of these Bylaws may be temporarily suspended by a majority vote of the Committee members present. The vote on any such suspension shall be taken by voice vote unless a show of hands is required for clarification. The temporary suspension shall remain in effect for the remainder of the meeting. 2.AMENDMENT: These Bylaws may be amended or repealed and new Bylaws may be adopted at any regular meeting of the Committee by a vote of more than 50% of the seated voting membership, provided such changes are submitted to all members by the Public Works Administrative Assistant in writing at least four days prior to such meeting. A special meeting may be called for such purposes. All amendments to the Bylaws adopted by the Committee shall be provided in writing to the office of the Mayor and City Council for approval. Such Bylaws shall not be effective until approved by the City Council. PASSED BY THE RENTON AIRPORT ADVISORY COMMITTEE THIS 11TH DAY OF MAY 2021, AND EFFECTIVE ON THE DATE APPROVED BY THE RENTON CITY COUNCIL JUNE 21, 2021. Linda S. Moschetti-Newing Public Works Administrative Assistant Melody Kroeger Martin Pastucha Chairperson, Renton Airport Advisory Committee Public Works Administrator Approved as to form: Shane Moloney City Attorney Approved by Leslie Clark via 5/12/2021 email