2019-05-24 SKHHP PacketSKHHP Executive Board
May 24, 2019, 1:00 — 3:00 PM
Burien City Hall, Miller Creek Conference Room, Suite 300
400 SW 152nd Street
Call to Order
a. Roll Call
b. Introductions
II. Review Agenda/Agenda Modifications
III. Announcements and Presentations
IV. Old Business
V. New Business
a. Report from the Administering Agency (40 Minutes)
i. Temporary Administrative support to Executive Board
(notices, agendas, minutes, etc.)
ii. Resolution ratifying actions at first meeting
iii. Status of Auburn budget amendment for 2019
iv. Invoicing cities and county (2019 Q1 and Q2 invoices coming)
v. Discussion about hiring process for SKHHP staff
vi. Discussion of SKHHP 2020 budget
vii. Communication strategies
Result/Outcome:
• Adopt resolution appointing Administering Agency (as required
by ILA) and confirming other decisions at first meeting
• Approve 2020 SKHHP budget submittal to member jurisdictions
• Discuss work of Administering Agency to get SKHHP
operational
b. Executive Board Operating Procedures and Rules (40 Minutes)
i. Discuss rules or procedures that are needed for the efficient
operation of the Executive Board.
ii. How to take official action.
iii. Circulation of materials.
iv. Other matters.
Result/Outcome:
Discuss and approve initial Board operating procedures
c. Status and Ongoing Efforts of Staff Work Group (10 Minutes)
i. Continued monthly meetings through at least end of 2019
ii. Role in hiring process
iii. SKHHP work plan development
Result/Outcome:
• Update on Staff Work Group activities: a) SKHHP Program
Manager hiring process; and bc) work to prepare draft work
plan for review and approval by Board.
d. Discussion about Grant Opportunities (20 Minutes)
i. Discussion about HDC work to date and approach for future
opportunities.
ii. Establishing relationship with 501 c3 to serve as sponsor/fiscal
agent for philanthropic grants
Result/Outcome:
Discuss approach to addressing grant opportunities.
VI. Resolutions
a. Resolution 2019-01
Ratification of Executive Board's April 10, 2019 Actions to establish
the City of Auburn as Administering Agency, the City of Auburn and
Burien as host cities, to select the Executive Board Chair and Vice -
Chair, to hold Executive Board meetings every month, and to
commence the process to hire SKHHP staff.
b. Resolution 2019-02
Adoption of the SKHHP Executive Board's regular meeting
schedule.
c. Resolution 2019-03
Adoption of the 2020 SKHHP Budget.
d. Resolution 2019-04
Adoption of SKHHP Executive Board Rules of Procedure.
VII. Next Meeting
VIII. Adjourn
RESOLUTION NO. 2019-01
A RESOLUTION OF THE EXECUTIVE BOARD OF THE
SOUTH KING COUNTY HOUSING AND HOMELESSNESS
PARTNERS ADOPTING ADMINISTRATIVE PROCEDURES
AND RATIFYING AND CONFIRMING PRIOR ACTS
WHEREAS, after the adoption of the South King County Housing and
Homelessness Partners ("SKHHP") Interlocal Agreement ("ILA") by each Party, the
Parties held an organizing meeting on April 10, 2019; and,
WHEREAS, at that meeting, the Parties took preliminarily action on certain
organizational matters as provided for in the ILA; and,
WHEREAS, the Parties wish to ratify and confirm those preliminary actions.
NOW, THEREFORE, THE EXECUTIVE BOARD RESOLVES as follows:
Section 1. The actions taken by the Parties at the April 10, 2019 organizing
meeting are ratified and confirmed as follows:
A. the city of Auburn is the SKHHP Administering Agency;
B. The city of Auburn and the city of Burien are the "host" Cities;
B. Nancy Backus, Mayor of Auburn, is the Chair of the Executive Board;
C. Brian Wilson, City Manager of Burien, is the Vice -Chair of the Executive Board;
D. The Administering Agency is authorized to begin the process for hiring staff;
E. The Executive Board will meet once monthly at a time and location to be
determined by the Board.
F. All other actions approved by a majority vote of the Parties at the April 10, 2019
meeting.
Resolution No. 2019-01
DATE
Page 1 of 2
Rev. 2019
Section 2. The Chair is authorized to implement those administrative
procedures necessary to carry out the directives of this legislation.
Section 3. This Resolution will take effect and be in full force on passage and
signature.
Dated and Signed this day of
f►4iS111106l
SOUTH KING COUNTY HOUSING AND HOMELESSNESS PARTNERS
NANCY BACKUS, CHAIR
Resolution No. 2019-01
DATE
Page 2 of 2
Rev. 2019
RESOLUTION NO. 2019-02
A RESOLUTION OF THE EXECUTIVE BOARD OF THE
SOUTH KING COUNTY HOUSING AND HOMELESSNESS
PARTNERS ADOPTING A SCHEDULE FOR REGULAR
MEETINGS
WHEREAS, Section 7a of the South King County Housing and Homelessness
Partners ("SKHHP") Interlocal Agreement ("ILA") requires the Executive Board to meet
"...as often as necessary, but not less than quarterly, and
WHEREAS, the Executive Board believes that more frequent meetings are
necessary during 2019 and 2020 to establish the operations of the Partnership.
NOW, THEREFORE, THE EXECUTIVE BOARD RESOLVES as follows:
Section 1. The Executive Board will meet monthly on the day of
the month.
Section 2. The location of the meetings will be
Section 3. This Resolution will take effect and be in full force on passage and
signature.
Dated and Signed this day of
.2019.
SOUTH KING COUNTY HOUSING AND HOMELESSNESS PARTNERS
NANCY BACKUS, CHAIR
Resolution No. 2019-02
DATE
Page 1 of 1
Rev. 2019
RESOLUTION NO. 2019-03
A RESOLUTION OF THE EXECUTIVE BOARD OF THE
SOUTH KING COUNTY HOUSING AND HOMELESSNESS
PARTNERS ADOPTING THE 2020 BUDGET
WHEREAS, Section 13 of the South King County Housing and Homelessness
Partners ("SKHHP") Interlocal Agreement ("ILA") requires the Executive Board to
recommend and transmit a proposed budget and work plan for the next budget year to
the parties by June 111 of each year; and,
WHEREAS, the Administering Agency prepared a recommended budget for 2020
based on updated estimates of personnel costs, and presented it for discussion and
possible action to the Executive Board on May 24, 2019 and
2019; and,
WHEREAS, because of the delay in executing the ILA, the time necessary to
properly recruit a Program Manager, and the Executive Board's decision to wait until the
Program Manager was hired to allow the Program Manager to have input into the
development of the Work Plan, a work plan has not been proposed.
NOW, THEREFORE, THE EXECUTIVE BOARD RESOLVES as follows:
Section 1. The Executive Board recommends the proposed budget for 2020 as
shown on attachment A.
Section 2. Because the 2019 and 2020 expenditures and revenues are derived
from operating assumptions that will be affected by the date SKHHP employees are hired,
the pay grade that they are hired at, and the benefit package that will accompany each
SKHHP employee, the Executive Board intends to further ground truth budget
assumptions at the end of 2019.
Resolution No. 2019-03
DATE
Page 1 of 2
Rev. 2019
Section 3. The Chair is authorized and requested to send the proposed budget
to the Parties with a request that the Parties adopt the proposed budget and send to
implement those administrative procedures necessary to carry out the directives of this
legislation.
Section 4. This Resolution will take effect and be in full force on passage and
signature.
Dated and Signed this day of
2019.
SOUTH KING COUNTY HOUSING AND HOMELESSNESS PARTNERS
NANCY BACKUS, CHAIR
Resolution No. 2019-03
DATE
Page 2 of 2
Rev. 2019
RESOLUTION 2019-03 — ATTACHMENT A
2020 SKHHP Budget
Beginning Fund Balance
$94,787
Revenues
Outside Sources
$61,000
Shared
$195,400
Other
Total
$256,400
Expenditures
Program Manager
$153,294
Administrative Support
$103,121
Expenses
$32,000
Administrative Fee
$24,400
Total
$312,815
Ending Fund Balance (EFB)*
$38,372
EFB Percent of Budget
12.3%
*Target EFB at least 8% of overall budget
RESOLUTION NO. 2019 -XX
A RESOLUTION OF THE EXECUTIVE BOARD OF THE
SOUTH KING COUNTY HOUSING AND HOMELESSNESS
PARTNERS ADOPTING RULES AND PROCEDURES
WHEREAS, Section 5(d)(2) of the South King County Housing and Homelessness
Partners ("SKHHP") Interlocal Agreement ("ILA") authorized the Executive Board to
"adopt procedures for the administration of SKHHP ... and for the conduct of meetings;"
NOW, THEREFORE, THE EXECUTIVE BOARD RESOLVES as follows:
Section 1. The Executive Board adopts the Rules of Procedure in substantially
the same form as at Exhibit A.
Section 2. This Resolution will take effect and be in full force on passage and
signature.
Dated and Signed this day of
.2019.
SOUTH KING COUNTY HOUSING AND HOMELESSNESS PARTNERS
NANCY BACKUS, CHAIR
Resolution No. 2019-04
DATE
Page 1 of 1
Rev. 2019
SOUTH KING HOUSING AND HOMELESSNESS
PARTNERS
RULES OF PROCEDURE
ADOPTED , 2019
TABLE OF CONTENTS
SECTION SUBJECT PAGE
AUTHORITY .................................................... 3
II. MEETINGS...................................................3-4
III. ELECTION OF OFFICERS .............................4
IV. CHAIR..........................................................4-5
V. QUORUM........................................................5
VI. VOTING.......................................................5-6
VII. RULES OF ORDER........................................6
VIII. AMENDMENT.................................................6
RULES OF PROCEDURE Draft 05.10.19
Page 2 of 6
AUTHORITY:
The authority to adopt and amend Bylaws governing the procedures and
operations of the South King Housing and Homelessness Partners ("SKHHP")
is derived from the Interlocal Agreement providing for the formation of SKHHP
("ILA") executed by the Parties.
Unless otherwise specifically provided for in these Rules, these Rules apply to
both the Executive Board and the Advisory Board provided for in the ILA.
II. MEETINGS:
Regular meetings shall be held at the time(s) and place(s) established by
the Executive Board. The time and location of a meeting may be changed
with at least 24 hours' notice.
2 If the scheduled meeting date is a legal holiday, the regular meeting shall
be held on the next business day.
3. Special meetings of the Board may be called by the Chair. Special
meetings of the Board may also be called by any 3 members of the Board.
A minimum notice of 24 hours shall be provided for special meetings in
accordance with State law.
4. If no matters over which the Board has jurisdiction are pending upon its
calendar, a meeting may be canceled at the notice of the Program
Manager or Chair provided at least 24 hours in advance.
5. Except as modified by these rules of procedure, Robert's Rules of Order,
Newly Revised, most current version, shall govern the conduct of the
meetings.
6. Meetings of the Board shall be conducted in conformity with the
requirements of the Washington State Open Public Meetings Act, Chapter
42.30 of the Revised Code of Washington (RCW). Executive sessions can
only be held in accordance with the provisions of Section 42.30.110 RCW.
7. The Board may conduct business in closed session as allowed in
conformity with Section 42.30.140 RCW.
8. An agenda shall be prepared in advance of every regular and special
meeting of the Board. Meeting agendas and materials on items on an
agenda for a regular meeting shall be provided to members of the Board
not less than five working (5) days in advance of the regular meeting.
Meeting agendas and materials on items on an agenda for a special
meeting shall be provided to members of the Board as promptly in advance
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Page 3 of 6
of the meeting as can reasonably be accomplished. Materials to be
included in an agenda packet must be provided to the Administering
Agency not less than 8 working days before the scheduled meeting.
9. For purposes of providing adequate and broad public notification of
meeting details, discussion topics, and decisions of the Board, the
Administering Agency will include representatives of each member of the
SKHHP partnership in its public notice distribution list. Each SKHHP
member will utilize local methods of posting and distributing materials
within its community.
III. ELECTION OF OFFICERS:
1. The officers of the Board shall consist of a Chair and Vice Chair elected
from the appointed members of the Board and such other officers as the
Board may, by the majority vote, approve and appoint.
2. The election of officers shall take place once each year at the Board's first
regular meeting of each calendar year, or as soon thereafter as possible.
The term of office of each officer shall run until the subsequent election.
Officers may hold over in their positions until a successor is appointed.
3. If the Chair or Vice -Chair vacates their position mid-term, the Board will re-
elect officers at their next scheduled meeting and as their first order of
business. If it is the Chair position that has been vacated, the Vice -Chair
will administer the election proceedings.
IV. CHAIR:
The Chair shall preside over the meetings of the Board and may exercise
all the powers usually incident of the office. The Chair is a member of the
Board and has the full right to have their own vote recorded in all
deliberations of the Board. Unless stated otherwise, the Chair's vote shall
be considered to be affirmative for the motion.
2. The Chair shall have power to create temporary committees of one or more
members. Standing committees of the Board shall be created at the
direction of the Board and appointed by the Chair. Standing or temporary
committees may be charged with such duties, examinations, investigations
and inquiries relative to one or more subjects of interest to the Board. No
standing or temporary committee shall have the power to commit the Board
to the endorsement of any plan or program without the approval at the
regular or special meeting of the Board.
3. The Vice Chair shall in the absence of the Chair, perform all the duties
incumbent upon the Chair.
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Page 4 of 6
4. In the event of the absence of the Chair and Vice Chair, the senior member
of the Board present shall act as Chair for that meeting or may delegate
the responsibility to another member.
V. QUORUM:
A simple majority of the appointed members shall constitute a quorum for the
transaction of business. if at any time during the meeting, a quorum is no
longer present, the meeting may only continue for the time and duration
necessary to fix a time for adjournment, adjourn, recess or take measures to
obtain a quorum. Members may participate by phone or video conferencing for
all purposes, including voting and establishing a quorum.
VI. VOTING:
A simple majority of the membership is required to approve any action,
except that a 2/3ds majority is required to appoint the Administrative
Agency, add a new Party to the ILA, or to modify the contribution
methodology for dues and assessments. Any member, including the Chair,
not voting or not voting in an audible voice shall be recorded as voting in
favor of the motion.
2. The Chair, or on request from a Board member, may take a roll call vote.
3. It is the responsibility of each member of the Board to vote when requested
on a matter before the full Board. However, a member may abstain from
discussion and voting on a question because of a stated conflict of interest.
4. If any member of the Board wishes to abstain, or has disclosed a conflict of
interest and must abstain from a vote on the motion, that member shall so
advise the Chair and, if there is no objection to the abstention, shall
physically remove and absent themselves from the meeting, all
deliberations, and considerations of the motion, and shall have no further
participation in the matter.
5. If the intended abstention can be anticipated in advance, the for that
purpose before proceeding further.
6. If a tie vote exists, after recording the Chair's vote, the motion fails.
However, a motion for denial that fails on a tie vote shall not be considered
an approval.
7. The ILA offers flexibility in the method used for the Executive Board to take
action. At a minimum, in order to ensure an efficient, clear and organized
record of Executive Board decision making, the following types of actions
shall be taken under Resolution:
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Page 5 of 6
a. Annual budget
b. Annual work plan
c. Adoption and amendments to Rules of Procedure
d. Establishment of the frequency, day and time of the Executive Board's
meeting schedule in order to ensure meetings are categorized as a
general meeting
e. Amendments to the Interlocal Agreement
f. Determination of Administering Agency and host city locations
g. Adding new member jurisdictions
VI. RULES OF ORDER.
All meetings of the Executive Board shall be conducted in accordance with the
latest edition or revision of Robert's Rules of Order.
VII. AMENDMENT:
The Rules of Procedure may be amended at any regular meeting of the Board
by a majority vote of the entire membership. The proposed amendment
should be presented in writing at a preceding regular meeting.
RULES OF PROCEDURE Draft 05.10.19
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