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HomeMy WebLinkAbout05/01/2018 05C Minutes 03-23-2018 Partnership Committee Minutes12 PARTNERSHIP ITT MINUTES T March 23, 2018 @ 8:30 a.m. City Manager's Conference Room The meeting convened at 8:39 a.m. Council present: Kathy Coffey, Carmen Mendez and Brad Hill Staff present: Assistant City Manager Ana Cortez, Communications & Public Affairs Director Randy Beehler, Records Administrator Jodi Stephens, Senior Assistant City Attorney Helen Harvey, and Sonya Claar Tee, City Clerk 1) Elect Chair MOTION: Coffey moved and Hill seconded to appoint Mendez as Chair. The motion carried by unanimous vote. 2) Telephonic participation at Council Business meetings Harvey reviewed information relating to telephonic participation at Council Business meetings. It was Committee consensus to request staff to draft a policy that the Committee will review at the next meeting, which will include some of the following elements: a. two events per year for business meeting and/or special meeting — includes Executive Session (meaning any given member may call up to two times in a calendar year for any of these) b. two business days advanced notification to clerk c. Up to two people may be on the phone d. Not an option for quasi-judicial meetings e. Emergency -- yes can use phone f. Up to one person in committee may call in g. Up to two events per year for committee (so a member may call in up to two times for a committee meeting and two times for a regular council meeting) 3) Review Council Rules of Procedures and Policies Committee members reviewed the City Council's Rules of Procedure and agreed to review possible changes at the next meeting, which could include the following elements: Add language from the City of Shoreline's Rules section 9 regarding representation; however remove "or consensus" from section 9.6 Change Assistant Mayor to Deputy Mayor On section A4 add H.) and list who can call for a special meeting a Item 8k — Records Administrator to update ■' Update item B3 with new language Update C2 to leave open the time when meetings occur Add charter language to item C4 Keep section C5 language concerning a simple majority vote of Council to add items to an agenda Update C5c to follow RCW 42.30.080 Change D2 to Shoreline's policy Update E replace "commit" with "refer" Update E2 to add oral motions can also be restated by the Clerk Fix first word under F1 from "It" to "If" ■ Update H1 concerning roll call to be conducted by alphabetical order and add to be rotated after each vote 13 Update H2 Bring a redline version with these changes and any additional clean-up of outdated language to the next meeting Committee members discussed conflicts of interest. Harvey will prepare a memo on this issue. Beehler reminded Council that per Roberts Rules, a motion must be made prior to discussion on items. 4) Review Olympia lobbyist RFP Beehler updated the Committee on the Olympia lobbyist Request for Proposal (RFP). Coffey recommended that the Council begin looking at legislative priorities in late July or early August instead of later in the year and review current and potential legislative priorities at the next meeting. Hill requested a bullet memo on the City's legislative priorities for all Council members when traveling on legislative trips so they are prepared at any appropriate opportunity to discuss Yakima's issues. 5) Yakima River Basin Integrated Plan — trip to DC Mendez updated the Committee on the opportunity to attend the Yakima River Basin Integrated Plan trip to Washington, DC and that City Manager Moore is researching if expenses may be covered by the Water Division. MOTION: Coffey moved and Hill seconded to recommend that Mendez attend the Yakima River Basin Integrated Plan legislative trip to Washington, DC in May 2018, which was approved unanimously. 6) Other business: • Committee members agreed to change the meeting date to the 3rd Thursday of the month at 8:30 a.m. • Mendez updated the Committee on a TransAction legislative trip to Washington, DC in April with expenses paid by TransAction. It was the Committee consensus to recommend that Hill attend the TransAction Committee legislative trip to Washington, DC in April 2018. Hill suggested the City Manager determine if the Community Development Director should also attend. • It was the Committee consensus to recommend Margaret Luera to the Public Facilities District vacancy. • Members discussed having an electronic reader board device that would enable Council members to push a button when they wished to speak and their name would show up in the order they pushed the button to speak to an issue. • Cortez discussed the briefing meetings. Clear Tee suggested Council updates be last on the briefing agenda and the Committee agreed. Committee members asked Cortez to provide a memo regarding the structure of the briefing meetings for the next briefing meeting. Hill reported he applied for the District 4 position on the Association of Washington Cities Board; however, it requires one year of elected official background so he may not qualify. • Cortez discussed having a sub -committee structure similar to the Plaza when the mill site issue comes forward in order to include community input. Next agenda: o Review Olympia lobbyist proposals o Review draft changes to Council Rules of Procedure to include telephonic participation o Role of the Community Integration Committee (Cortez to provide recommendations) o Discuss future Council legislative action trip to Washington, DC o Review upcoming vacancies on Boards & Committees o Review Strategic Plan specifics o Review legislative priorities for 2019 (Beehler and Cortez) Chair Mendez adjourned the meeting at 10:55 a.m. to the next meeting on April 19, Carmen Mendez, Ch.,r 121 } / GJ ATE 14