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HomeMy WebLinkAbout10/18/2022 04.A.i. Bicycle and Pedestrian Advisory Committee presents a proposed amendment to policies and procedures 5l BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No.A.i. For Meeting of: October 18, 2022 ITEM TITLE: Bicycle and Pedestrian Advisory Committee presents a proposed amendment to policies and procedures SUBMITTED BY: Neil McClure, Chair, Bicycle and Pedestrian Advisory Committee SUMMARY EXPLANATION: The City of Yakima Bicycle and Pedestrian Advisory Committee was formed via Council motion at the June 14, 2016 study session, and was fully seated with new appointments at the October 4, 2016 Council meeting. In an effort to provide continuity on the Committee, solicit a wider variety of possible candidates, and ensure the effectiveness of the Committee, the following edits to the policies and procedures are proposed: 1. Membership Qualifications -allowing members to reside in Yakima County, not just the City of Yakima (no more than 2 members). 2. Membership Length of Appointment-three full terms instead of two.Also allowing full-term members to continue to serve until a replacement is appointed. 3. Actions taken by the Committee - Change to frequency and type of reporting to Council. These changes, as proposed, were reviewed and recommended for approval by the Bicycle and Pedestrian Committee at its September 14, 2022 meeting. ITEM BUDGETED: NA STRATEGIC PRIORITY: Partnership Development APPROVED FOR SUBMITTAL BY THE CITY MANAGER RECOMMENDATION: The Bicycle and Pedestrian Advisory Committee recommended approval of the proposed changes at its September 14, 2022 meeting. ATTACHMENTS: 2 Description Upload Date Type D Bike Ped Policies track changes 10/13/2022 Cover Memo D Bike Ped Policies_Oean 10/5/2022 Backup Material 3 POLICIES AND PROCEDURES FOR Yakima Bicycle and Pedestrian Advisory Committee, 2022 1. Purpose& Responsibilities of Committee: To provide a community-based advisory committee for the review, comment and idea generation related to the development, maintenance and planning of the network of facilities for bicycles and pedestrians including public streets, sidewalks, bike paths, pathways and related improvements; and to work with staff, committees, schools, affected residents, and neighborhoods or other interested groups on bicycle/pedestrian projects and implementation. 2. Membership: a. Qualifications. Members of the advisory committee shall be residents of the City of Yakima or Yakima County,with no more than 2 members living outside of the City limits.each Each member shall display an interest in the promotion and development of a safe and well- designed multimodal system for transportation facilities.The members of the committee should reflect the diverse backgrounds of residents within the City, including, but not limited to, ethnic and socio-economic backgrounds. b. Number of members. There shall be seven (7) members appointed by the City Council to the committee. Members shall apply for appointment using the application provided by the City, and appointment shall be made by a majority vote of the City Council. One of the membersresidcnts shall represent the Yakima Greenway. In addition to the membersresidcnts appointed by the City Council,two professional City employees shall be appointed by the City Manager and shall include a representative from the Planning Division and Engineering Division.The staff liaisons shall be non-voting members of the committee. c. City Council Representative. One member of the Yakima City Council shall be assigned as the representative to the Bicycle and Pedestrian Advisory Committee. On matters of the Advisory Committee tasks,the Council member shall be a non-voting representative. d. Length of appointment. The initial appointments to the Committee shall be staggered. Three (3) members shall be appointed for two (2)years, and four (4) members shall be appointed for three (3)years. Membership on the Commission shall be limited to three (3)two(2)full consecutive three (3)year terms. Reappointment after three (3)two(2)full consecutive terms may be made after at least a one (1)year absence. A"full term" is a three-year term or the initial two-year term for three of the members. Unless removed by Council, members who have served their full term shall continue to serve until their replacement is appointed. Membership on the Committee Commission shall be selected without respect to political affiliation. e. Removal. Committee members may be removed from the committee for any reason upon a majority vote of the City Council. Committee members shall be removed if they fail to attend three (3) consecutive meetings, or five (5) meetings in any twelve (12) month period. f. Vacancies. Vacancies will be reported to the City Council by the Secretary, after which the City Council will appoint members to fill the remaining portion of the vacant term. 3. Internal organization. 4 a. At the committee's first meeting,which should be held within thirty(30) days of the effective date of creation of the committee and appointment of the minimum number of members,the committee members shall choose a Chair and a Secretary by majority vote. b. The Chair's role is to effectively and efficiently run the meetings of the committee, using Robert's Rules of Order, or any other meeting rules or procedures agreed upon by the committee. c. The Chair shall also provide a proposed agenda before each meeting,which will be distributed to the committee members,the public, and any person making special request for meeting notice. d. The Chair shall be the official spokesperson of the committee and shall make and sign all necessary reports to the City Council. e. The Secretary shall be responsible for taking attendance, creating minutes, correspondence and distributing agendas. f. City staff will arrange for the location of the advisory committee meetings, as well as all requirements of adhering to the Open Public Meetings Act, record retention, public notice and other requirements. 4. Meetings. a. Meeting conduct. Committee members shall conduct themselves in a respectful manner towards other committee members and the public during meetings. The Chair should maintain order and ensure that respect is provided to all those in attendance. b. At the first committee meeting,the committee members shall determine their meeting schedule. The committee should meet monthly, at a minimum, during the term of the committee. Committee members should attend all committee meetings and may be removed, pursuant to section 1(e) in the event they fail to attend meetings of the Committee. c. Robert's Rules of Order should be used during meetings. It is understood that in some circumstances these rules will not be advantageous to facilitating discussion among community members and committee members. In those cases,the committee can move to suspend the rules for purposes of discussion, or move into study session to facilitate more open discussion. Respect should still be shown during these more informal situations. d. A committee member at any time can move to create additional rules of procedure. e. Meetings shall be open to the public and occur in the City Council chambers or other room open to the public at City Hall. f. If any resident needs the services of an interpreter, a request shall be made to the City Clerk's Office a minimum of 24 hours before the start time of the meeting. 5. Staff Assistance. A City Staff member will serve as a liaison between the committee and the City. Copies of all documents, including, but not limited to email related to the business of the committee, shall be provided to the staff liaison for Public Records Act and retention purposes. The City Council representative will be the direct contact with the City Council as a whole. 6. Actions to be taken by the committee. a. The committee is tasked with fulfilling the purpose and responsibilities outlined in Part 1 of this document. b. Minutes. The committee is required to submit written minutes of the Advisory Committee meetings to the written report to the City Council on a timely basis. 5 c. Reporting and Recommendations.The Advisory Committee mayshall submit written recommendations or make oral presentations to the City Council on a quarterly basison an annual basis at the minimum. Reports or recommendations from the Advisory Committee may be issued at any time, by a majority of the Committee.The Committee may also make recommendations directly to City Departments on projects, plans or programs. The reports to the Council shall contain a summary of the action items taken to date, a list of action items that are pending, and a summary of the findings made as of the date of the report. The cCommittee reports will be disseminated to the City Council in their council materials. The Chair of the committee is responsible for writing the report and forwarding it to the staff liaison. 7. All meetings of the committee shall be open to the public. 8. All documents formulated by the committee or committee members are considered public records. Committee members shall follow the Public Records Act rules and regulations of the City of Yakima. 6 POLICIES AND PROCEDURES FOR Yakima Bicycle and Pedestrian Advisory Committee, 2022 1. Purpose & Responsibilities of Committee: To provide a community-based advisory committee for the review, comment and idea generation related to the development, maintenance and planning of the network of facilities for bicycles and pedestrians including public streets, sidewalks, bike paths, pathways and related improvements; and to work with staff, committees, schools, affected residents, and neighborhoods or other interested groups on bicycle/pedestrian projects and implementation. 2. Membership: a. Qualifications. Members of the advisory committee shall be residents of the City of Yakima or Yakima County,with no more than 2 members living outside of the City limits. Each member shall display an interest in the promotion and development of a safe and well- designed multimodal system for transportation facilities. The members of the committee should reflect the diverse backgrounds of residents within the City, including, but not limited to, ethnic and socio-economic backgrounds. b. Number of members. There shall be seven (7) members appointed by the City Council to the committee. Members shall apply for appointment using the application provided by the City, and appointment shall be made by a majority vote of the City Council. One of the members shall represent the Yakima Greenway. In addition to the members appointed by the City Council,two professional City employees shall be appointed by the City Manager and shall include a representative from the Planning Division and Engineering Division.The staff liaisons shall be non-voting members of the committee. c. City Council Representative. One member of the Yakima City Council shall be assigned as the representative to the Bicycle and Pedestrian Advisory Committee. On matters of the Advisory Committee tasks,the Council member shall be a non-voting representative. d. Length of appointment. The initial appointments to the Committee shall be staggered. Three (3) members shall be appointed for two (2)years, and four(4) members shall be appointed for three (3)years. Membership on the Commission shall be limited to three (3) full consecutive three (3)year terms. Reappointment after three (3)full consecutive terms may be made after at least a one (1)year absence. A"full term" is a three-year term or the initial two-year term for three of the members. Unless removed by Council, members who have served their full term shall continue to serve until their replacement is appointed. Membership on the committee shall be selected without respect to political affiliation. e. Removal. Committee members may be removed from the committee for any reason upon a majority vote of the City Council. Committee members shall be removed if they fail to attend three (3) consecutive meetings, or five (5) meetings in any twelve (12) month period. f. Vacancies. Vacancies will be reported to the City Council by the Secretary, after which the City Council will appoint members to fill the remaining portion of the vacant term. 3. Internal organization. a. At the committee's first meeting, which should be held within thirty(30) days of the effective date of creation of the committee and appointment of the minimum number of members,the committee members shall choose a Chair and a Secretary by majority vote. 7 b. The Chair's role is to effectively and efficiently run the meetings of the committee, using Robert's Rules of Order, or any other meeting rules or procedures agreed upon by the committee. c. The Chair shall also provide a proposed agenda before each meeting, which will be distributed to the committee members,the public, and any person making special request for meeting notice. d. The Chair shall be the official spokesperson of the committee and shall make and sign all necessary reports to the City Council. e. The Secretary shall be responsible for taking attendance, creating minutes, correspondence and distributing agendas. f. City staff will arrange for the location of the advisory committee meetings, as well as all requirements of adhering to the Open Public Meetings Act, record retention, public notice and other requirements. 4. Meetings. a. Meeting conduct. Committee members shall conduct themselves in a respectful manner towards other committee members and the public during meetings. The Chair should maintain order and ensure that respect is provided to all those in attendance. b. At the first committee meeting,the committee members shall determine their meeting schedule. The committee should meet monthly, at a minimum, during the term of the committee. Committee members should attend all committee meetings and may be removed, pursuant to section 1(e) in the event they fail to attend meetings of the Committee. c. Robert's Rules of Order should be used during meetings. It is understood that in some circumstances these rules will not be advantageous to facilitating discussion among community members and committee members. In those cases,the committee can move to suspend the rules for purposes of discussion, or move into study session to facilitate more open discussion. Respect should still be shown during these more informal situations. d. A committee member at any time can move to create additional rules of procedure. e. Meetings shall be open to the public and occur in the City Council chambers or other room open to the public at City Hall. f. If any resident needs the services of an interpreter, a request shall be made to the City Clerk's Office a minimum of 24 hours before the start time of the meeting. 5. Staff Assistance. A City Staff member will serve as a liaison between the committee and the City. Copies of all documents, including, but not limited to email related to the business of the committee, shall be provided to the staff liaison for Public Records Act and retention purposes. The City Council representative will be the direct contact with the City Council as a whole. 6. Actions to be taken by the committee. a. The committee is tasked with fulfilling the purpose and responsibilities outlined in Part 1 of this document. b. Minutes. The committee is required to submit written minutes of the Advisory Committee meetings to the written report to the City Council on a timely basis. c. Reporting and Recommendations. The Advisory Committee may submit written recommendations or make oral presentations to the City Council on an annual basis at the minimum. Reports or recommendations from the Advisory Committee may be issued at any 8 time, by a majority of the Committee.The Committee may also make recommendations directly to City Departments on projects, plans or programs. The reports to the Council shall contain a summary of the action items taken to date, a list of action items that are pending, and a summary of the findings made as of the date of the report. Committee reports will be disseminated to the City Council in their council materials. The Chair of the committee is responsible for writing the report and forwarding it to the staff liaison. 7. All meetings of the committee shall be open to the public. 8. All documents formulated by the committee or committee members are considered public records. Committee members shall follow the Public Records Act rules and regulations of the City of Yakima.