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07/06/2021 05.A. Council Rules of Procedure Letters of Support °F`Y�'`,1`1°''a • V41 rr 11 i i�O enc u nrry 1 BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No. 5.A. For Meeting of: July 6, 2021 ITEM TITLE: Council Rules of Procedure Letters of Support SUBMITTED BY: Councilmember Funk SUMMARY EXPLANATION: At the June 15, 2021 business meeting, it was Council consensus to send any concerns or comments about the letters of support process to Councilmember Funk to bring back a redline proposal to Council. ITEM BUDGETED: STRATEGIC PRIORITY: APPROVED FOR SUBMITTAL BY THE CITY MANAGER RECOMMENDATION: ATTACHMENTS: Description Upload Date Type 0 document Corer Memo 2 Add to Yakima City Council Rules of Procedure Section P. Procedures for Workflow, Documentation, and Archiving 1. "Letters of Support" This is an amendment to Yakima City Council procedures, intended to create an orderly process by which local groups can request that the City Council provide a "letter of support"for a project or action. Such letters are usually requested to document Council support of an "ask"to an outside agency, often an application for project funding. (a) Routine business City Councilmembers and the City Manager may request to have the subject placed on the agenda of the next business meeting for discussion. If addition to the agenda is approved, the full letter and all supporting documents must be given to the City Clerk on or before the Tuesday prior to the next business meeting. This allows inclusion of the letter and documents in the agenda packet for the next business meeting. If the city staff anticipates that the requested support will be controversial or otherwise problematic, staff documents should also be prepared and in the agenda packet. Note that this procedure makes it impossible to approve an item in less than two weeks. (b) Expedited action If there is an urgent need for expedited approval, it is the responsibility of the local group to provide justification for urgent action which includes: i. Documentation of the deadline, and when that deadline was announced ii. A full "Letter of Support", or a draft with a request for editing from City staff iii. A specific reference as to how the project furthers established City priorities iv. This list is not exhaustive and more details may be requested (c.) Letters of Support approved by vote of the Council are to be signed, "on behalf of(or under the authority of) the Yakima City Council", and can be signed by any or all Council Members. Kay Funk, MD 6/29/2021