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HomeMy WebLinkAbout12/05/2017 13 Community Integration Committee; YMC Addition 1.34ITEM TITLE: SUBMITTED BY: BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDASTATEMENT 1 Item No. 13. For Meeting of: December 5, 2017 Ordinance to consider the purpose, administrative, and operational components to establish a permanent Community Integration Committee Sara Watkins, Senior Assistant City Attorney Joan Davenport, Al CP, Community Development Director SUMMARY EXPLANATION: Proposed ordinance creating a permanent Community Integration Committee for the City of Yakima. ITEM BUDGETED: NA STRATEGIC PRIORITY: Neighborhood and Community Building APPROVED FOR SUBMITTAL: STAFF RECOMMENDATION: City Manager BOARD/COMMITTEE RECOMMENDATION: The Community Integration Exploratory Committee presented its final report to Council Neighborhood and Community Building Committee members on October 17, 2017 and recommended that a permanent committee be created. The City Council also reviewed the NCBC recommendation for a permanent committee on November 7, 2017. At that time, the City Council directed staff to prepare an ordinance formally establishing a community integration committee and providing administrative and operational procedures for that committee. Attached is a short explanatory memo, a draft ordinance and an alternative ordinance with traditional 4 -year committee terms, instead of the 2 -year term recommended by the Exploratory 2 Committee. ATTACHMENTS: Description Upload Date Type O Memo ComIntCte 11/27/2017 Cover Memo O Ordinancei IntCte11/27/2017 Ordinance O AlternateOrdinance nt e 11/27/2017 Ordinance MEMORANDUM TO: Mayor Kathy Coffey and City Council Members Cliff Moore, City Manager FROM: Sara Watkins, Senior Assistant City Attorney DATE: November 20, 2017 SUBJ: Permanent Community Integration Committee 3 Dear Mayor Coffey and City Council Members: At your November 7, 2017 City Council Meeting you directed staff to prepare an ordinance formally establishing a community integration committee and providing administrative and operational procedures for that committee. Enclosed in your packet with this memorandum is the proposed ordinance creating the committee, which followed the proposal provided by the exploratory committee in it's final report. As staff discussed the committee's operational components, it came to staff's attention that the proposed term limits for committee members in the exploratory committee's final report was different than the standard term for a committee member within the City. The final report proposes a 2 year term for a committee member, while the standard term for a committee member on nearly every other committee in the City is 4 years. The ordinance is written with the proposed 2 year term, as outlined by the exploratory committee, but staff wanted to bring it to the Council's attention that this short term is a deviation from the normal term limits within the City. It is fully within your purview to have the term limits of the community integration committee be the more standard 4 year term. An alternative ordinance with the 4 year term language is provided for your review as well. Further, please note that the ordinance creates an initial date for committee meetings—the 2nd Monday of the month (the date on which the exploratory committee met). The language allows the committee to change the date of its meetings after its initial meeting to a date and time convenient for its members (with City approval to ensure that staff liaisons are also available). 1 4 ORDINANCE NO. 2017 - AN ORDINANCE adding Section 1.34: Community Integration Committee, to the City of Yakima Municipal Code. WHEREAS, in 2016 the City Council approved the creation of the Community Integration Exploratory Committee to evaluate whether a permanent advisory committee regarding community integration should be created; and WHEREAS, from December 2016 through October 2017, seven residents met as the exploratory committee, researched other communities' activities regarding community integration, brainstormed ideas for action items for a permanent committee, evaluated the Yakima community to determine if it would benefit from a permanent committee, and ultimately drafted and presented a final report to the City Council; and WHEREAS, the exploratory committee presented its final report on October 17, 2017, and recommended that a permanent committee be created by the City; and WHEREAS, in addition to the recommendation to create a permanent committee, the exploratory committee also made recommendations regarding administrative and operational details of the committee; and WHEREAS, the City Council, on November 7, 2017, took up the matter of whether to make the community integration committee permanent and again heard from some of the committee members, after which the Council voted to make the committee a permanent committee of the City of Yakima, based on the final report provided to Council; and WHEREAS, this ordinance formalizes the creation, administrative and organizational details of the community integration committee; and WHEREAS, the City Council of the City of Yakima finds it is in the best interests of the City and its residents to create a permanent community integration committee for the City of Yakima; now, therefore, BE IT ORDAINED BY THE CITY OF YAKIMA: Section 1. Yakima Municipal Code Chapter 1.34: Community Integration Committee, shall be added to read as follows: Chapter 1.34 Community Integration Committee 1.34.010 Establishment 1.34.020 Purpose 1.34.030 Membership 1.34.040 Terms of Office 1.34.050 Meetings 1.34.060 Functions and Duties 1.34.070 Vacancies 1.34.080 Removal 5 1.34.090 Expenditures—Budget 1.34.100 Staff assistance 1.34.010 Establishment. There is hereby established within the city of Yakima a community integration committee to be appointed by the City Council to carry out the purposes listed herein. 1.34.020 Purpose. The purpose and intent of the community integration committee is to advise the Yakima City Council on ways to improve community engagement; diversify the city government and workforce; provide additional review of policies, ordinances and resolutions if requested; and give a voice to all Yakima residents. 1.34.030 Membership. (a) The committee is comprised of nine members. Two of the nine appointed members shall be designated as "youth members" and shall be between the ages of sixteen and twenty-two years of age at the time of appointment. (b) Appointments shall be made to ensure that varied community perspectives are represented and, to the extent possible, reflect the current demographics of the City, including consideration of historically underrepresented communities. (c) Members shall serve without compensation. (d) Members shall be residents of the City of Yakima. (e) Staff members may be appointed to the committee by the city manager to serve as liaison members of such committee to provide information and assistance to the committee, but shall not be entitled to vote on any matter voted on by the committee. 1.34.040 Terms of Office. (a) The term of office for a committee member shall be two (2) years. (b) No member may serve more than two full consecutive terms on the committee. (c) For the initial round of appointments, four of the non -youth member positions will serve one-year terms and three of the non -youth member positions shall serve two-year terms. After the conclusion of the initial terms, all subsequent terms of each position shall be for two years. 1.34.050 Meetings (a) At its first meeting of each calendar year, the committee shall elect its own chairperson, vice -chairperson and secretary; which persons shall hold office for one year and until their successors are appointed. (b) The committee should hold regular monthly public meetings that may be broadcast by the City. Monthly public meetings will initially be held on the second Monday of the month. The committee may change the date and time of its meetings upon unanimous vote of the members of the committee and approval by the City. The committee may conduct subcommittee meetings during other times and at other dates the committee deems necessary or appropriate. Such subcommittee meetings shall be limited to conducting internal discussions regarding specific projects and formulation of recommendations to the committee. (c) Minutes of each meeting shall be kept by the secretary and sent to the ex officio staff member appointed to the committee and any other City staff person or Council person as determined by the City. (d) All committee meetings shall be open to the public. (e) To constitute a quorum for the transaction of business there shall be five committee members present. 6 (f) An agenda shall be prepared and distributed by the chairperson prior to each meeting which includes a list of individual items of committee business that are intended to be discussed. 1.34.060 Functions and Duties (a) The committee generally shall serve in an advisory capacity to the City Council concerning community integration within the city, specifically in the following three capacities: (1) When requested by the City Council, to apply an integration lens, focusing on equity and access, to evaluate policies, resolutions and ordinances for their potential impact (positive and/or negative) on community integration and provide feedback in the form of an oral or written report for the City Council's review prior to passage. (2) Provide recommendations to the City Council on methods to elevate the sense of belonging and civic pride among Yakima residents through increased engagement and investment, and aid the City Council in this area when requested and as appropriate. (3) Assist and provide advice regarding outreach and education to empower Yakima residents to be actively engaged in the community and in their neighborhoods. (b) Assist the City Council on specific projects delegated to the committee by the City Council. 1.34.070 Vacancies. Any vacancy in the membership of the committee shall be filled for the unexpired term in the same manner as the original appointment. 1.34.080 Removal. The committee may, by majority vote, recommend to the city council removal of an appointed member upon such grounds as may be deemed appropriate. Failure to attend three consecutive meetings may be cause for removal. The city council, either after recommendation by the committee, or independently, by majority vote, may remove any appointed member of the committee and declare the position vacant. 1.34.090 Expenditures—Budget. The expenditures of the committee shall be limited to appropriations as determined by the City Council. All services requiring appropriations shall be submitted through the budget of the City Council; provided, however, the City Council may specifically authorize expenditures pursuant to its rules. 1.34.100 Staff assistance. Staff acting as ex officio members of the committee, as assigned by the city manager, shall provide reasonable staff assistance and may serve to facilitate communications from the committee to the City Council. Section 2. Severability. If any section, subsection, paragraph, sentence or clause of this ordinance is declared invalid or unconstitutional for any reason, such decision shall not affect the validity or constitutionality of the remaining portions of the ordinance. Section 3. This ordinance shall be in full force and effect 30 days after its passage, approval, and publication as provided by law and by the City Charter. 2017. PASSED BY THE CITY COUNCIL, signed and approved this 5th day of December, Kathy Coffey, Mayor ATTEST: Sonya Claar Tee, City Clerk Publication Date: Effective Date: 7 8 ORDINANCE NO. 2017 - AN ORDINANCE adding Section 1.34: Community Integration Committee, to the City of Yakima Municipal Code. WHEREAS, in 2016 the City Council approved the creation of the Community Integration Exploratory Committee to evaluate whether a permanent advisory committee regarding community integration should be created; and WHEREAS, from December 2016 through October 2017, seven residents met as the exploratory committee, researched other communities' activities regarding community integration, brainstormed ideas for action items for a permanent committee, evaluated the Yakima community to determine if it would benefit from a permanent committee, and ultimately drafted and presented a final report to the City Council; and WHEREAS, the exploratory committee presented its final report on October 17, 2017, and recommended that a permanent committee be created by the City; and WHEREAS, in addition to the recommendation to create a permanent committee, the exploratory committee also made recommendations regarding administrative and operational details of the committee; and WHEREAS, the City Council, on November 7, 2017, took up the matter of whether to make the community integration committee permanent and again heard from some of the committee members, after which the Council voted to make the committee a permanent committee of the City of Yakima, based on the final report provided to Council; and WHEREAS, this ordinance formalizes the creation, administrative and organizational details of the community integration committee; and WHEREAS, the City Council of the City of Yakima finds it is in the best interests of the City and its residents to create a permanent community integration committee for the City of Yakima; now, therefore, BE IT ORDAINED BY THE CITY OF YAKIMA: Section 1. Yakima Municipal Code Chapter 1.34: Community Integration Committee, shall be added to read as follows: Chapter 1.34 Community Integration Committee 1.34.010 Establishment 1.34.020 Purpose 1.34.030 Membership 1.34.040 Terms of Office 1.34.050 Meetings 1.34.060 Functions and Duties 1.34.070 Vacancies 1.34.080 Removal 9 1.34.090 Expenditures—Budget 1.34.100 Staff assistance 1.34.010 Establishment. There is hereby established within the city of Yakima a community integration committee to be appointed by the City Council to carry out the purposes listed herein. 1.34.020 Purpose. The purpose and intent of the community integration committee is to advise the Yakima City Council on ways to improve community engagement; diversify the city government and workforce; provide additional review of policies, ordinances and resolutions if requested; and give a voice to all Yakima residents. 1.34.030 Membership. (a) The committee is comprised of nine members. Two of the nine appointed members shall be designated as "youth members" and shall be between the ages of sixteen and twenty-two years of age at the time of appointment. (b) Appointments shall be made to ensure that varied community perspectives are represented and, to the extent possible, reflect the current demographics of the City, including consideration of historically underrepresented communities. (c) Members shall serve without compensation. (d) Members shall be residents of the City of Yakima. (e) Staff members may be appointed to the committee by the city manager to serve as liaison members of such committee to provide information and assistance to the committee, but shall not be entitled to vote on any matter voted on by the committee. 1.34.040 Terms of Office. (a) The term of office for a non -youth member of the committee member shall be four (4) years. (b) The term of office for a youth member of the committee shall be two (2) years. (c) No member may serve more than two full consecutive terms on the committee. (d) For the initial round of appointments, four of the non -youth member positions will serve four-year terms and three of the non -youth member positions shall serve two-year terms. After the conclusion of the initial terms, all subsequent terms of each non -youth member position shall be for four years. 1.34.050 Meetings (a) At its first meeting of each calendar year, the committee shall elect its own chairperson, vice -chairperson and secretary; which persons shall hold office for one year and until their successors are appointed. (b) The committee should hold regular monthly public meetings that may be broadcast by the City. Monthly public meetings will initially be held on the second Monday of the month. The committee may change the date and time of its meetings upon unanimous vote of the members of the committee and approval by the City. The committee may conduct subcommittee meetings during other times and at other dates the committee deems necessary or appropriate. Such subcommittee meetings shall be limited to conducting internal discussions regarding specific projects and formulation of recommendations to the committee. (c) Minutes of each meeting shall be kept by the secretary and sent to the ex officio staff member appointed to the committee and any other City staff person or Council person as determined by the City. (d) All committee meetings shall be open to the public. 10 (e) To constitute a quorum for the transaction of business there shall be five committee members present. (f) An agenda shall be prepared and distributed by the chairperson prior to each meeting which includes an list of individual items of committee business that are intended to be discussed. 1.34.060 Functions and Duties (a) The committee generally shall serve in an advisory capacity to the City Council concerning community integration within the city, specifically in the following three capacities: (1) When requested by the City Council, to apply an integration lens, focusing on equity and access, to evaluate policies, resolutions and ordinances for their potential impact (positive and/or negative) on community integration and provide feedback in the form of an oral or written report for the City Council's review prior to passage. (2) Provide recommendations to the City Council on methods to elevate the sense of belonging and civic pride among Yakima residents through increased engagement and investment, and aid the City Council in this area when requested and as appropriate. (3) Assist and provide advice regarding outreach and education to empower Yakima residents to be actively engaged in the community and in their neighborhoods. (b) Assist the City Council on specific projects delegated to the committee by the City Council. 1.34.070 Vacancies. Any vacancy in the membership of the committee shall be filled for the unexpired term in the same manner as the original appointment. 1.34.080 Removal. The committee may, by majority vote, recommend to the city council removal of an appointed member upon such grounds as may be deemed appropriate. Failure to attend three consecutive meetings may be cause for removal. The city council, either after recommendation by the committee, or independently, by majority vote, may remove any appointed member of the committee and declare the position vacant. 1.34.090 Expenditures—Budget. The expenditures of the committee shall be limited to appropriations as determined by the City Council. All services requiring appropriations shall be submitted through the budget of the City Council; provided, however, the City Council may specifically authorize expenditures pursuant to its rules. 1.34.100 Staff assistance. Staff acting as ex officio members of the committee, as assigned by the city manager, shall provide reasonable staff assistance and may serve to facilitate communications from the committee to the City Council. Section 2. Severability. If any section, subsection, paragraph, sentence or clause of this ordinance is declared invalid or unconstitutional for any reason, such decision shall not affect the validity or constitutionality of the remaining portions of the ordinance. Section 3. This ordinance shall be in full force and effect 30 days after its passage, approval, and publication as provided by law and by the City Charter. 2017. PASSED BY THE CITY COUNCIL, signed and approved this 5th day of December, ATTEST: Sonya Claar Tee, City Clerk Publication Date: Effective Date: Kathy Coffey, Mayor 11