01-26-2019 Council Rules of ProcedureCouncil Rules of Procedure Ethics Code
Council Rules of Procedure
City Council Retreat
January 26, 2019
Proposed changes come from discussions with the Deputy Mayor and other notes staff has made over the past year.
Not going over housekeeping changes that will be presented with rules changes (ex. Correcting formatting, scriveners error, add designee or correct staff position, etc.).
Rule 2.1 Regular Meetings Discussion
Regular Council meetings will begin at the hour of 7:00 p.m., and will adjourn no later than 10:00 p.m. To continue past this time of adjournment, a majority of the Council must concur.
Options to discuss:
Change start time
Change end time
Leave as is
Set time for bathroom break or use motion to recess if a member needs a break
Rule 2.2 Order of Regular Council Meeting Agenda Modification
Align Rule 2.2 with current practice
Add “Council Committee & Regional Committee Reports” to occur immediately after “Proclamations and Presentations.”
Delete last sentence of Rule 20.4, which directs the use of staff-prepared summaries in lieu of verbal reports on committees at council meetings.
Add Deputy Mayor Report
Rule 3.2 Agenda Approval Discussion
Current: Agenda approval by the Deputy Mayor and one Committee Chair. Assignment of Committee Chair that participates in agenda setting rotates annually.
Suggested change: assign one councilmember (rotated annually in order of council seat position) to sit on agenda setting instead of limiting to just the 3 chairs.
Rule 11.1 (1) Family Member Definition Modification for Excused Absences
Conform the definition of “Immediate family member” with the employee guidelines.
“Immediate Family is defined as the employee’s parent, spouse or domestic partner, children, sister, brother, mother-in-law, father-in-law, sister-in-law, brother-in-law, grandparents,
grandchildren, aunt, uncle, step-relations equivalent to those listed, and no other persons.”
Rule 11.4 Remote Participation Discussion
Allow more than two councilmembers to attend remotely.
Allow participation at executive session remotely if councilmember declares no one else is present (in order to preserve attorney-client protections).
Rule 16.4 Gratuity/Tip Modification
Add language to reflect that a tip may not exceed 15%, consistent with the City’s Travel Expenses Reimbursement Procedures.
Rule 16.12 First Class Air Travel Discussion
Current: First Class air travel is not authorized.
Recommendation: First Class air travel is not authorized unless to accommodate a medically authorized condition.
Rule 19.14 Advisory Bodies – Modification
Fix allotted time for orientation
Increase allotted time to train newly appointed members from 30 to 90 days consistent with RCW 42.30.205 & 42.56.150.
Rule 19.9 Interview Process for Advisory Bodies - Modification
Bring Rule 19.9 up-to-date with current practice
Interview applicants at a Special Council Meeting.
Any Councilmember who attended the public interview is eligible to vote on the action to be made at the full Council.
Full Council shall vote on the appointment at a Regularly scheduled Council meeting, unless the appointment is made under Rule 19.12.
Section 20. Council Committees Modification
20.1 - Add Lodging Tax Advisory Committee (LTAC)
20.4 - Delete last sentence because council is now doing verbal committee reports.
Create a Social Media Policy
Scope and restrictions of representations made by individual councilmembers.
Requirements to comply with archiving requirements to comply with PRA.
Guidance on OPMA
Section 14 – Council Representation & Social Media Modification
14.1 Modification of the paragraph to clearly state that social media:
The communication clearly states the views expressed do not represent those of the City Council or the City of Federal Way, but the views of the individual.
Public Communications shall model the same professional behavior displayed during a Council meeting and other community meetings, and reflect well on the individual Councilmember, the
City Council as a whole and the community.
Disclaimers shall be included or a reference with a link to disclaimers.
Section 14 – Council Representation & Social Media Modification, cont.
Responses to this communication by other Councilmembers may be limited by the provisions of the of the OPMA so not to constitute an open public meeting if a quorum of the City Council
was to participate.
Not to be used for the conduct of City Council business other than to informally communicate. Public notices, items of legal or fiscal significance that have not been released to the
public and discussion of quasi-judicial matters may not be included in Councilmember media posts.
Social Media Disclaimers
The views expressed represent the views of the author and may not reflect the views of the Federal Way City Council.
Responses to this communication by other Councilmembers may be limited by the provisions of the Open Public Meetings Act under which a policy discussion must be held in an open public
meeting if a quorum of the City Council participates.
Comments posted in response to a Councilmember-initiated communication may be subject to public disclosure under the Public Records Act.
Section 14 – Council Representation & Social Media Modification, cont.
Councilmembers are encouraged to maintain social media sites with settings that can restrict user’s ability to comment in order to avoid inadvertent discussions that may violate OPMA.
Section 17 - Public Records & Social Media Modification
Add section to cover social media records
Councilmembers who use supported social media platforms are required to enroll the account with the social media archiver. Posts made to unsupported platforms must be screenshotted and
emailed to the City.
Comments posted in response to a Councilmember initiated communication may be subject to public disclosure under the PRA.
Section 22 – Miscellaneous Modification
Add section to cover use of City-owned equipment
Use of City-owned equipment to update personal social media sites or e-mail accounts is subject to Employee Guideline Section 9.7 (Office Equipment Use Guidelines and Procedures), which
allows for incidental use of city equipment for personal needs provided the activity does not cause the City to incur additional cost or liability or pose additional risk to security,
privacy or conflict with any other City policy. Use of City-owned equipment or e-mail accounts for campaign purposes is prohibited by RCW 42.17A.555.
Questions?