Res 92-110
RESOLUTION NO.
92-110
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF FEDERAL WAY, WASHINGTON, AMENDING
RESOLUTION NOS. 92-92 AND 92-98, SETTING FORTH
CITY COUNCIL PROCEDURES.
THE CITY COUNCIL OF THE CITY OF FEDERAL WAY DOES HEREBY
RESOLVE AS FOLLOWS:
section 1.
The City Council Rules of Procedure, adopted
January 21, 1992, are hereby amended to delete section 16 in its
entirety.
section
2.
Adoption.
The
City
Council
Rules
of
Procedure are amended to adopt a new section 16,
relating to
Council Expense Policies, as shown in Exhibit A attached
hereto
and incorporated by this reference.
RESOLVED BY THE CITY COUNCIL OF THE CITY OF FEDERAL WAY,
WASHINGTON, this ~ day of
Kay
, 1992.
CITY OF FEDERAL WAY
~~
ATTEST:
L>'~~' /
~ICY CLERK, MAUREEN M.SWANEY, CMC
CJE~
ACTING-CITY ATTORNEY, CAROLYN A. LAKE
FILED WITH THE CITY CLERK: May 13, 1992
PASSED BY THE CITY COUNCIL: May 19, 1992
RESOLUTION NO. 92-110
92L363
COpy
CITY OF FEDERAL WAY
RULES OF PROCEDURES
ADOPTED JANUARY 21, 1992
AMENDED
MARCH 17, 1992
MAY 19, 1992
PREPARED BY
CITY CLERK'S OFFICE
EXHIBIT ./l..
SECTION NO.
INDEX
TITLE
PAGE NO.
1
Authority.................................3
2
Council Meetings..........................3
3
Agenda Preparation........................8
4
Council Discussion........................9
5
Comments and Testimony to council.........9
6
~otions..................................10
7
Ordinances...............................11
8
Mayor and Deputy Mayor...................12
9
Council Relations with City Staff........13
10
Council Meeting Staffing.................13
Councilmember Attendance at
Meetings.................................14
11
12
Public Hearings..........................14
13
Media Representation at Council
Meetings.................................14
14
Council Representation...................15
15
Confidentiality..........................15
16
Council Travel & Expenses................16
17
Public Records...........................23
18
city Manager Evaluation Process..........24
19
Mayor/Deputy Mayor Selection Process.....25
20
City Advisory Committees.................25
21
Miscellaneous............................28
22
Suspension and Amendment of Rules........28
2
SECTION 1. AUTHORITY
1.1
The Federal Way city Council hereby establishes the
following rules for the conduct of Council meetings,
proceedings and business. These rules shall be in effect
upon adoption by the Council and until such time as they
are amended or new rules adopted in the manner provided
by these rules.
SECTION 2.
COUNCIL MEETINGS
2.1
Council's regular meetings will be held the first and
third Tuesdays of each month in Council Chambers, city
Hall.
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.
2.2
If possible, only one or two major topics (defined as
issues of a high interest, controversial, or those which
would take an extraordinary amount of city Council
meeting time) will be scheduled per meeting.
Council's study Sessions will be held, when needed, as
follows:
(1)
From the hour of 7:00 p.m. and will adjourn no
later than the hour of 10:00 p.m., on the second
and fourth Tuesdays of each month. To continue
past this time of adjournment, a majority of the
Council must concur.
Special study sessions may be called by the city Manager
or by two (2) or more Councilmembers.
study Sessions will be informal meetings for the purpose
of reviewing forthcoming programs, receiving progress
reports on current programs or projects, or receiving
other similar information. The Mayor and City Manager
will determine on-going dedicated schedules for regular
study sessions.
No final decisions can be made at a study Session.
Decisions on those issues will be scheduled for a Regular
or Special Council meeting.
2.3
If any Tuesday on which a meeting is scheduled falls on
3
a legal holiday, the meeting shall be held at 7:00 p.m.
on the first business day following the holiday, or on
another day by a majority vote of the Council.
2.4
Information will be available to the public at each
meeting stating a summary of the Rules of Procedure.
2.5
The Mayor will state the public hearing procedures before
each public hearing.
2.6
staff/consultants will provide brief information and
respond to questions by Councilmembers or as requested by
the City Manager.
citizen comment/public hearing sign-ups will be available
at each meeting for the use of those citizens wishing to
address the Council.
2.7
The city Clerk will keep an account of all proceedings of
the Council in accordance with the statutory
requirements, and proceedings will be entered into a
minute book constituting the official record of the
Council.
2.8
City council meeting minutes will not be revised without
a majority affirmative vote of the Council at a regularly
scheduled Council meeting.
2.9
TYPES OF MEETINGS:
(1)
(2)
(3)
Regular - the Council meeting held on the first and
third Tuesday of each month.
Special any Council meeting other than the
Regular Council meeting. Notice shall be given at
least 24 hours in advance. A Special Council
meeting may be scheduled by the Mayor, City Manager
or at the request of a majority of the
Councilmembers.
Emergency a Special Council meeting called
without the 24-hour notice. An Emergency meeting
deals with an emergency involving injury or damage
to persons or property or the likelihood of such
injury or damage, when time requirements of a 24-
hour notice would make notice impractical and
increase the likelihood of such injury or damage.
Emergency meetings may be called by the city
Manager or the Mayor with the consent of a majority
of Councilmembers. The minutes will indicate the
reason for the emergency.
4
2.10
(4)
Executive - a Council meeting that is closed except
to the Council, City Manager and authorized staff
members and/or consultants authorized by the City
Manager. The public is restricted from attendance.
Executive sessions may be held during Regular or
Special Council meetings and will be announced by
the Mayor. Executive session subjects are limited
to considering such matters as topics relating to
real property acquisition and sale, public bid
contract performance,. complaints against public
officers and employees, public employment
applications and public employee evaluation,
elective office appointments and attorney-client
discussions.
Before convening an Executive session the Mayor
shall announce the purpose of the meeting and the
anticipated time when the session will be
concluded. Should the session require more time, a
public announcement shall be made that the meeting
is being extended.
ORDER OF REGULAR COUNCIL MEETING AGENDA:
0
0
0
Call Meetina To Order
The Mayor calls the meeting to order. The Mayor
will announce the attendance of Councilmembers and
indicate any Councilmember who is not in attendance
and whether or not the Councilmember has an excused
absence.
Pledae of Alleaiance
Councilmembers and, at times, invited guests lead
the flag salute.
Proclamations and Presentations
A Proclamation is defined as an official
announcement made by either the city Councilor the
Mayor.
City Council Proclamations are defined as those
non-controversial events which have a major
citywide impact. City Council Proclamations shall
be publicly read at a City Council meeting and
presented to a representative of the event during
the Council meeting.
Mayor's Proclamations are defined as those non-
5
controversial events which are requested by and for
a special interest group within the City. Mayor's
Proclamations are signed by the Mayor and forwarded
to a representative of the event.
The Mayor and City Manager shall determine if the
Proclamation request is for a City Council
Proclamation or a Mayor's Proclamation.
Controversy is defined as a dispute, especially a
lengthy and public one, betw~en sides holding
opposing views.
0
Audience Comment
Members of the audience may comment on items
relating to any matter. Comments are limited to
three' (3) minutes per person.
citizens may comment on individual agenda items at
times during any regularly scheduled city Council
meeting prior to Council discussion. These agenda
items include, but are not limited to, ordinances,
resolutions and Council Business issues. These
comment times are in addition to the Audience
Comment time at the start of each regularly
scheduled meeting.
0
Consent Aaenda
Consent Agenda items are considered to be routine
and non-controversial and may be approved by one
motion. Items on the Consent Agenda include but
are not limited to, minutes, resolutions and
ordinances discussed at a previous city Councilor
Committee meeting, bid awards and previously
authorized agreements. Any Councilmember may
remove any item from the Consent Agenda for
separate discussion and action.
0
Public Hearina
citizens may comment on public hearing items.
General public hearings are limited to one (1) hour
and five (5) minutes per hearing as follows: 15
minutes for staff report and Councilmember
questions, 15 minutes for proponent testimony, 15
minutes for opponent testimony, 5 minutes for
rebuttal and 15 minutes for questions and decision
by the Council.
Quasi-judicial hearings are limited to one (1) hour
6
and fifteen (15) minutes per hearing as follows:
15 minutes for staff report and Councilmember
questions, 15 minutes for applicant presentation,
15 minutes for proponent testimony, 15 minutes for
opponent testimony, 5 minutes for applicant
rebuttal and 10 minutes for questions and decision
by the Council.
If any hearing extends past the time limits, the
Council will decide, by majority vote, whether to
waive the time limits or continue the hearing until
another meeting.
0
Council Business
Council Business items are usually those items
other than resolutions and ordinances requiring
Council action. Council Business items are limited
to thirty (30) minutes per item.
If any Council Business item extends past the time
limits, the Council will decide, by majority vote,
whether to waive the time limits or continue the
discussion until another meeting.
0
Introduction and First Readina of Ordinances
Discussion and debate by the City Council will be
held at this time. councilmembers shall decide
whether to amend the ordinance, direct staff to
further review the ordinance, or approve placing
the ordinance on the Consent Agenda at an upcoming
Regular Council meeting for enactment as an
enforceable city law.
0
Resolutions
A resolution
decision.
is
adoption
city
policy
of
a
or
0
citv Manaaer Reoort
The city Manager and
Councilmembers on current
Council interest.
staff
issues
update the
or items of
0
Council Reoorts
The Councilmembers may report on
activities since the last meeting.
significant
7
0
Ad;ournment
with no further business to come before
Council, the Mayor adjourns the meeting.
the
Roll call votes will only be taken if requested by a
councilmember or as required by law. The official
meeting minutes will always reflect roll call votes on
each action item.
The Mayor may, with the concurrence of
Councilmembers, take agenda items out of order.
the
SECTION 3. AGENDA PREPARATION
3.1
The city Clerk will prepare an agenda for each council
meeting specifying the time and place of the meeting, and
set forth a brief general description of each item to be
considered by the Council. The agenda is subject to
approval by the Mayor and the City Manager.
3.2
An item may be placed on a Council meeting agenda by any
of the following methods:
(1)
(2)
(3)
(4)
(5)
(6)
A majority vote of the Council;
Council consensus;
By any two (2) Councilmembers;
By the City Manager;
Bya Council Committee.
By the Mayor.
3.4
An item may be placed on a regular Council meeting agenda
after the agenda is closed and the notice published if
the Councilmember or City Manager explains the necessity
and receives a majority vote of the Council at a public
meeting.
Some agenda items may be listed on the agenda for a time
certain. Such listing will mean that an item will be
heard as soon as reasonably possible after the specified
time.
3.3
3.5
The city Clerk will endeavor to schedule sufficient time
between public hearings and other scheduled items, so the
public is not kept unduly waiting, and so the Council
will have sufficient time to hear testimony and to
deliberate matters among themselves.
3.6
Legally required and advertised public hearings will have
a higher priority over other time-scheduled agenda items
which have been scheduled for convenience rather than for
8
statutory or other legal reasons.
3.7
Agenda items that are continued from one meeting to
another will have preference on the agenda to the extent
possible.
3.8
Agendas will be finalized by Tuesday, noon - one (1) week
prior to the Council meeting. Agenda materials will be
available, at City Hall, for the Council, City staff,
media and public on Friday before the meeting.
3.9
All agenda items packet reports will be in the format
provided by the City Clerk's Office.
3.10
The Council may use the agenda item cover sheet
"Recommendation statement" language for making a motion.
SECTION 4. COUNCIL DISCUSSION
4.1
All Council discussion shall be governed by ROBERTS RULES
OF ORDER. NEWLY REVISED.
SECTION 5. COMMENTS, CONCERNS & TESTIM:ONY TO
COUNCIL
5.1
Persons addressing the Council, who are not specifically
scheduled on the agenda, will be requested to step up to
the podium, give their name and address for the record,
and limit their remarks to three (3) minutes. All
remarks will be addressed to the Council as a whole. Any
person making personal, impertinent, or slanderous
remarks, or who becomes boisterous, threatening, or
personally abusive while addressing the Council, may be
requested to leave the meeting.
5.2
The Mayor has the authority to preserve order at all
meetings of the Council, to cause the removal of any
person from any meeting for disorderly conduct and to
enforce the Rules of the Council. The Mayor may command
assistance of any peace officer of the City to enforce
all lawful orders of the Mayor to restore order at any
meeting.
5.3
citizens with complaints, concerns or questions, will be
encouraged to refer the matter to the City Manager, or
ask that the matter be placed on a future city Council
meeting, or Council Committee agenda with the appropriate
background information.
9
SECTION 6. MOTIONS
6.1
If a motion does not receive a second, it dies. Motions
that do not need a second include: Nominations,
withdrawal of motion, agenda order, request for a roll
call vote, and point of order.
6.2
A motion that receives a tie vote is deemed to have
failed.
6.3
When making motions, be clear and concise and not include
arguments for the motion within the motion.
6.4
After a motion and second, the Mayor will indicate the
names of the Councilmembers making the motion and second.
6.5
After a motion has been made and seconded, the Council
may discuss their opinions on the issue prior to the
vote. No further citizen comments may be heard when
there is a motion and a second on the floor.
6.6
When the Council concurs or agrees to an item that does
not require a formal motion, the Mayor will summarize the
agreement at the conclusion of the discussion.
6.7
A motion may be withdrawn by the maker of the motion, at
any time, without the consent of the Council.
6.8
A motion to table is undebatable and shall preclude all
amendments or debates of the issue under consideration.
If the motion to table prevails, the matter may be "taken
from the table" only by adding it to the agenda of a
future Regular or Special meeting at which time
discussion will continue; and if an item is tabled, it
cannot be reconsidered at the same meeting.
A motion to postpone to a certain time is debatable, is
amendable, and may be reconsidered at the same meeting.
The question being postponed must be considered at a
later time at the same meeting, or to a time certain at
a future Regular or Special city Council meeting.
6.9
6.10
A motion to postpone indefinitely is debatable, is not
amendable, and may be reconsidered at the same meeting
only if it received an affirmative vote.
6.11
A motion to call for the question shall close debate on
the main motion and is undebatable. This motion must
receive a second and fails without a two-thirds' (2/3)
vote; debate is reopened if the motion fails.
10
6.12
6.13
6.14
6.15
6.16
6.17
6.18
A motion to amend is defined as amending a motion that is
on the floor and has been seconded, by inserting or
adding, striking out, striking out and inserting, or
substituting.
Motions that cannot be amended include: Motion to
adjourn, agenda order, lay on the table, roll call vote,
point of order, reconsideration and take from the table.
A motion to amend an amendment is not in order.
Amendments are voted on first, then the main motion as
amended (if the amendment received an affirmative vote).
Discussion of the motion only occurs after the motion has
been moved and seconded.
The motion maker, Mayor or city Clerk should repeat the
motion prior to voting.
The city Clerk will take a roll call vote, if requested
by the Mayor, a Councilmember, or as required by law.
At the conclusion of any vote, the city Clerk will inform
the Mayor of the results of the vote.
When a question has been decided, any councilmember who
voted in the majority may move for a reconsideration, but
no motion for reconsideration of a vote shall be made
after the meeting has adjourned.
The city Attorney shall decide all questions of
interpretations of these rules and other questions of a
parliamentary nature which may arise at a Council
meeting. All cases not provided for in these rules shall
be governed by Robert's Rules of Order. NewlY Revised.
In the event of a conflict, these Council Rules shall
prevail.
SECTION 7. ORDINANCES
7.1
7.2
All ordinances shall be prepared or reviewed by the City
Attorney. No ordinance shall be prepared for
presentation to the Council, unless requested by a
majority of the Council, or requested by the city Manager
or City Attorney.
Ordinances will be introduced and enacted by a Council
Bill Number. After enactment, the city Clerk shall
assign a permanent ordinance number.
11
7.3
The Mayor shall read the title of the ordinance prior to
voting unless the ordinance is on the Consent Agenda.
Upon enactment of the ordinance, the city Clerk shall
obtain the signature of the city Attorney. After the
City Attorney's signature, the city Clerk shall obtain
the signature of the Mayor. After the Mayor I s signature,
the City Clerk shall sign the ordinance.
Ordinances, or ordinance summaries, shall be published in
the official newspaper, as a legal publication,
immediately following enactment.
7.4
7.5
Ordinances become effective five (5) days after the
publication of the ordinance or ordinance summary unless
otherwise specified.
7.6
SECTION 8. MAYOR AND DEPUTY MAYOR
The Presiding Officer at all meetings of the Council
shall be the Mayor, and in the absence of the Mayor, the
Deputy Mayor will act in that capacity. If both the
Mayor and Deputy Mayor are absent, the Councilmembers
present shall elect one of its members to serve as
Presiding Officer until the return of the Mayor or Deputy
Mayor.
8.1
8.2
The Presiding Officer shall:
Preserve order and decorum in the Council chambers;
(1)
(2)
(3)
(4)
(5)
Observe and
Council;
all
adopted
the
by
enforce
rules
Decide all questions on order, in accordance with
these rules, subject to appeal by any
Councilmember; and
Recognize Councilmembers in the order in which they
request the floor. The Presiding Officer, as a
Councilmember, shall have only those rights, and
shall be governed in all matters and issues by the
same rules and restrictions as other
Councilmembers.
From time to time, appoint Councilmembers to serve
on ad hoc committees.
12
SECTION 9. COUNCIL RELATIONS WITH CITY STAFF
9.1
There will be mutual respect from both city staff and
councilmembers of their respective roles and
responsibilities when, and if, expressing criticism in a
public meeting.
9.2
City staff will acknowledge the Council as policy makers,
and the Counci1members wil~ acknowledge City staff as
administering the Council's policies.
9.4
All written informational material requested by
individual councilmembers shall be submitted by City
staff, after approval of the City Manager, to all
councilmembers with a notation indicating which
Councilmember requested the information.
Councilmembers shall not attempt to coerce or influence
city staff in the selection of personnel, the awarding of
contracts, the selection of consultants, the processing
of development applications or the granting of city
licenses or permits.
9.3
9.5
The Council shall not attempt to change or interfere with
the operating rules and practices of any City department.
9.6
Mail that is addressed to the Mayor and Councilmembers
shall be copied and circulated by the City Clerk, as soon
as practicable after it arrives.
9.7
The City Clerk shall not open mail addressed to
individual Councilmembers if it is marked personal and/or
confidential.
9.8
No Councilmember shall direct the city Manager to
initiate any action or prepare any report that is
significant in nature, or initiate any project or study
without the consent of a majority of the Council.
9.9
Individual requests for information can be made directly
to the Department Director unless otherwise determined by
the City Manager. If the request would create a change
in work assignments or City staffing levels, the request
must be made through the city Manager.
SECTION 10.
COUNCIL MEETING STAFFING
10.1
The city Manager shall attend all meetings of the Council
unless excused. The city Manager may make
recommendations to the Council and shall have the right
13
10.2
10.3
to take part in the discussions of the Council, but shall
have no vote. When the city Manager has an excused
absence, the designated Acting City Manager shall attend
the meeting.
The City Attorney shall attend all meetings of the
Council unless excused, and shall, upon request, give an
opinion, either written or oral, on legal questions. The
City Attorney shall act as the Council's parliamentarian.
The Assistant City Attorney shall attend meetings when
the city Attorney has been excused.
The city Clerk, or designee, shall attend Regular,
Special and Study meetings of the Council, keep the
official journal (minutes), and perform such other duties
as may be needed for the orderly conduct of the meeting.
SECTION 11.
11.1
COUNCILMEMBER ATTENDANCE AT
MEETINGS
Counci1members will inform the Mayor, a counci1member,
the City Manager or City Clerk if they are unable to
attend any Council meeting, or if they knowingly will be
late to any meeting. The minutes will show the
Councilmember as having an excused absence.
SECTION 12.
12.1
12.2
12.3
PUBLIC HEARINGS
Quasi-judicial hearings require a decision be made by the
Council using a certain process, which may include a
record of evidence considered and specific findings be
made.
.Legis1ative (ordinance or miscellaneous) hearings do not
require a decision be made even though information is
presented.
councilmembers shall comply with all applicable laws
related to the conflict of interest requirements in the
Appearance of Fairness Doctrine and the city's Ethics
Resolution.
MEDIA REPRESENT A TION
COUNCIL MEETINGS
AT
SECTION 13.
13.1
All public meetings of the city Council and its advisory
committees shall be open to the media, freely subject to
recording by radio, television and photographic services
14
at any time, provided that such arrangements do not
interfere with the orderly conduct of the meeting.
Seating space shall be provided for the media at each
public meeting.
SECTION 14.
14.1
COUNCIL REPRESENTATION
If a Councilmember appears on behalf of the City before
another governmental agency,. a community organization, or
through the media, for the purpose of commenting on an
issue, the Councilmember needs to state the majority
position of the Council, if known, on such issue.
Personal opinions and comments which differ from the
Council majority may be expressed if the Councilmember
clarifies that these statements do not represent the
Council's position.
Councilmembers need to have other Councilmember's
concurrence before representing another Councilmember's
view or position with the media, another governmental
agency or community organization.
SECTION 15.
15.1
15.2
CONFIDENTIALITY
Councilmembers should keep confidential all written
materials and verbal information provided to them during
Executive Sessions, to ensure that the city's position is
not compromised. confidentiality also includes
information provided to Councilmembers outside of
Executive Sessions when the information is considered to
be exempt from disclosure under exemptions set forth in
the Revised Code of Washington (RCW).
If the Council, in Executive session, has provided
direction or consensus to city staff on proposed terms
and conditions for any type of issue, all contact with
the other party should be done by the designated City
staff representative handling the issue. Councilmembers
should obtain the permission of the city Manager prior to
discussing the information with anyone other than other
councilmembers, the city Attorney or City staff
designated by the city Manager. Any Councilmember having
any contact or discussion needs to make full disclosure
to the City Manager and/or the city Council in a timely
manner.
15
SECTION 16.
COUNCIL TRA VEL AND EXPENSES
16.1
PURPOSE AND ADMINISTRATION
The objectives of this policy are to provide elected
officials who incur authorized travel, subsistence,
registration and related expenses while on city business,
reasonable and timely mechanisms for the reimbursement
and/or the advancement of such necessary expenditures.
It is also recognized that City payment for business
related food and beverage for non-travel purposes will be
incurred by the city Council wherein reimbursement will
be provided. This policy statement also serves to
provide guidelines by which to determine whether or not
expenditures by the City Council may be reimbursable to
the Council-member, and by which to determine refreshments
and related costs served or made available at meetings
involving volunteers and other quasi-employees are
legitimate City expenditures.
Claimants have the responsibility for becoming
knowledgeable about authorized expenditures and the
documentation requirements. Care must be taken to avoid
unnecessary or excessive expenditures, and those not
directly and reasonably related to the conduct of city
business.
16.2
DOCUMENTATION
Except for per diem allowances, no claim for
reimbursement shall be paid unless it is accompanied by
a bona fide vendor's receipt. Such receipts should show
the date, a description of the purchase, vendor
identification and amount paid.
16.3
CLAIMS
Claims for reimbursement shall contain the following:
1.
The name of the person who consumed the goods or
used the service for which reimbursement is
requested, whether it be for meals, lodging,
transportation or any other purpose.
A description of the event, occasion or
circumstances related to the claim and the public
policy or public purpose served.
2.
16
16.4
16.5
16.6
16.7
16.8
~
Meal costs must be incurred directly by the claimant;
direct billing to the City by a restaurant is prohibited
except by way of an authorized City credit card.
Payment for table service at a restaurant, commonly
referred to as a tip, not to exceed fifteen percent (15%)
of the restaurant price of the meal, is reimbursable as
a reasonable and necessary cost for such service.
PER DIEM SCHEDULE OF REIMBURSABLE MEAL COSTS
The reasonable cost of necessary meals while conducting
City business is authorized for reimbursement.
All City officials claiming reimbursement for meals
consumed while on City business shall be entitled to
reimbursement not to exceed the Renzheimer Meal/Lodging
Index.
Notwithstanding the foregoing index, actual meal costs
may be claimed when they are part of a regularly
scheduled business event such as training seminar,
professional meeting, or other business meeting.
If the costs of meals for persons other than the claimant
are included, those persons must be entitled to meal
reimbursement in their own right and they shall be listed
by name and title in claim documentation.
EXPENDITURES NOT INCLUDABLE AS ACTUAL MEAL COSTS
Unauthorized expenditures include, but are not limited
to:
1.
Liquor
Expenses of a spouse or other persons not
authorized to receive reimbursement under this
policy.
TRAVEL
2.
Reimbursement for reasonable costs of business travel is
authorized. General guidelines are as follows.
CITY VEHICLE
Out-of-the-area costs of vehicle operation are
authorized, such as gas, oil, tires and necessary
repairs.
17
16.9
16.10
16.11
PERSONAL VEHICLE
Expenses shall be reimbursed for travel within a 300 mile
radius of the city at such rate per mile as shall be
established from time to time by the City Manager in
his/her discretion, but not to exceed the then current
maximum rate allowed by the United States Internal
Revenue Service for reimbursement of such expenses for
purposes of business travel expense deductions. Trips
beyond this limit will be reimbursed at the lower of a)
the established rate per mile, or b) the lowest available
(other than non-refundable) airfare obtainable by the
city's Purchasing Manager plus mileage reimbursement at
the then current City rate, based upon the estimated
distance between the airport and the destination.
Incidental travel costs such as parking, ferry or bridge
tolls are reimbursable as they would be if a city vehicle
was provided.
RENTAL VEHICLE
The cost of vehicle rental is considered an exception to
this policy and must be approved in writing per section
4A (Meal Reimbursement for Non-City Officials). Vehicle
rental authorization must be separately set out in any
request for approval of such expenses. Approval of
vehicle rental as an item on a travel advance request
will not be considered sufficient authorization without
a separate statement presenting the reason such an
expenditure is required.
AIR TRAVEL
Arrangement for air travel on city related business shall
be arranged by the Purchasing staff of the Finance
Department or as otherwise designated by the city Manager
as outlined below:
1.
Whenever feasible, the need for air travel
arrangements should be provided by way of the
normal requisition process at least 5 weeks in
advance of the departure date.
The authorized procurer will arrange for air travel
based on the lowest available (other than non-
refundable) airfare for a regularly scheduled
flight which reasonably accommodates the time of
travel requested, and the destination as specified
by the requisitioning department.
2.
3.
The authorized procurer will purchase the tickets
at the time the rate is quoted and the
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4.
5.
6.
Councilmember will be advised of the arrangements
for acquiring the tickets.
If personal travel is combined with business
related travel, the traveling councilmember shall
be responsible for paying the increase in airfare
necessary to accommodate the personal part of the
flight. The City shall only pay the lowest
available (other than non-refundable) airfare for
the round trip between the Seattle/Tacoma airport
and the business related destination. Such payment
for a personal travel shall accompany the city's
payment to the vendor for the tickets.
If changes in travel plans occur that are the
result of city business requirements, (i.e. delays
in departure, cancellations, extended stays, or
revised itinerary) any associated costs shall be
paid by the city. However, all increase in cost of
travel due to changes for personal convenience will
be borne by the Councilmember.
Officials who obtain airline tickets on their own
will be reimbursed based on the lower of: a)
Actual out-of-pocket cost paid for the airline
tickets or alternate means of transportation
(substantiated by a receipt); or b) the lowest
(other than non-refundable) airfare available for
their time of travel, unless an exception is
granted in writing by the City council. In this
case, the official must pay the cost of the travel
and seek reimbursement along with all other travel
expenses. Direct billing of airfare to the City is
allowed only if ordered by the Purchasing Staff, as
may be authorized by the City Manager.
16.12 FIRST CLASS AIR TRAVEL
First class air travel is not authorized.
16.13 OTHER TRAVEL EXPENSES
Miscellaneous travel costs such as bus, taxi, bridge or
other tolls, parking, ferry, porter, bellman and the like
(not including any maid service) are authorized by a
listing of same as provided by the reimbursement form.
Payment of a reasonable amount for porter service,
bellman service and the like is considered to be a
necessary payment for such service and, therefore,
reimbursable.
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16.14
16.15
16.16
16.17
16.18
16.19
VENDOR'S RECEIPT
A vendor's receipt will be required only when the single
item cost of this type expense exceeds $10.00.
Local parking, ferry and bridge tolls may be reimbursed
through the Petty Cash system, subject to the Petty Cash
Guidelines.
OUT-OF-STATE OR OVERNIGHT TRAVEL
To be eligible for any City reimbursement for out of
state and/or overnight travel expense, the one way travel
distance must be greater than SO miles from City or home.
ACCOMMODATIONS
Reasonable hotel/motel accommodations for officials are
acceptable and will be reimbursed at a maximum of the
single room rate. A vendor's receipt for this category
is required for all claims. Direct billing of
hotel/motel charges is not allowed unless by way of an
authorized City credit card.
INCIDENTAL EXPENSES
Includes all reasonable and necessary incidental expenses
and includes, but is not limited to, the following.
ALLOWABLE INCIDENTAL EXPENSES
Laundry expenses if away from home four
calendar days.
(4)
or more
Baggage checking.
Business telephone and postage expenses. Personal
telephone calls home, if away from home for more than a
24 hour duration, are considered a business telephone
expense.
NON-ALLOWABLE INCIDENTAL EXPENSES
Personal entertainment.
Theft, loss or damage to personal property.
Expenses of a spouse, family or other persons not
authorized to receive reimbursement under this policy
Barber or beauty parlor services.
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Airline and other trip insurance.
Personal postage, reading material, telephone calls.
Personal toiletry articles.
NON-TRAVEL FOOD AND BEVERAGE REIMBURSEMENT POLICY
16.20
16.21
Reimbursable expenses are subiect to the followinq:
2.
1.
Meals consumed by the City official during meetings
and other functions which conduct official City
business or serve to benefit the City of Federal
Way are reimbursable to the official.
Generally, the city will not incur costs for
refreshments, and other related items, for meetings
or functions held in the normal course of business
or that are attended solely by City officials.
However, such meetings or functions wherein a
municipal function, public purpose, or City program
is served or furthered, and wherein the City
Council has expressly approved the meeting as such,
the city may incur such costs directly or as a
reimbursement to employees who have incurred such
costs on behalf of the city.
3.
Refreshments purchased solely for personal
entertainment are not a legitimate City expense.
CEREMONIES AND CELEBRATIONS
1.
Reasonable expenses, including food and beverage,
associated with commemorating a dedication or an
unveiling that is recognized as serving a public
purpose are legitimate city expenditures.
2.
Private celebrations rather than public
celebrations are not generally considered as
serving a public purpose. Refreshment, food and
beverage related costs would therefore not be
recognized as legitimate city expense.
support of a local "event" or celebration may not
take the form of a gratuitous contribution of
public funds to a private person, committee or
organization. Expenditure of public funds on a
publicly sponsored event requires the existence of
a recognizable public purpose that relates to the
city's existence, proper authorization from the
legislative authority for such public sponsorship,
and a reasonable relationship between the amount of
3.
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the City's expenditure and the "public" nature of
the event.
NON-CITY OFFICIALS
16.22
MEAL REIMBURSEMENT FOR NON-CITY OFFICIALS
Councilmember claims for the reimbursement of meal costs
for non-city employees and non-city officials shall be
documented by a memo authorized by the Mayor or, in the
Mayor I s absence, the Deputy Mayor. The memo must
j,dentify:
1.
The names of the individual or individuals being
hosted;
2.
Their official title or capacity as it related to
city business;
3.
The explanation of why this expenditure was an
appropriate use of City funds.
CLAIMS AND APPROVAL PROCEDURE
16.23
16.24
16.25
16.26
16.27
16.28
All claims shall be submitted for reimbursement using the
form provided by the City Finance Department. Travel and
subsistence expenses except for incidental and minor
costs will not be paid from any Petty Cash Fund, unless
as in compliance with petty cash policy adopted by the
city.
Special approvals required by this policy shall be
obtained by councilmembers, from the Mayor, or in his/her
absence, by the Deputy Mayor. Such approvals shall be by
separate memo which identifies the policy exception being
authorized and explains the reasons therefor.
Claims may include the reimbursable costs of other City
officials who would be entitled in their own right to
claim business expenses.
Claims of Councilmembers must be approved by the Mayor or
in his/her absence the Deputy Mayor.
Exceptions to the expense rules for unusual circumstances
may be approved at a regular City Council meeting by a
majority vote of the Councilmembers present at the
meeting.
In preparation of the City's annual operating budget,
Councilmember travel and training expenses shall be
anticipated and included in budget appropriations.
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16.29
Attendance at annual conferences of municipal officials,
such as the National League of cities or Association of
Washington Cities, shall be addressed at the time of
budget adoption to reflect the number of Councilmembers
who will attend to represent the city.
Meetings, conventions or training programs that require
expenditure of funds to be reimbursed or paid on behalf
of Councilmembers, and that are not anticipated at the
time of budget adoption, must be submitted to the Council
for approval. The request must be presented to the
Council in a timely manner prior to the event to permit
an opportunity for the Council to review and approve or
deny the request based on its merit, to allow all
Councilmembers opportunity to discuss the appropriate
Council attendance. The request shall include: (a) Name
of organization sponsoring meeting, (b) Why attendance is
requested; benefits to the City, (c) Councilmember(s) to
attend, (d) Location, (e) Attendance dates, and (f)
Estimated cost to the City.
A report, oral and/or written as appropriate, shall be
made to the Council at a meeting no later than two (2)
weeks following said conference, seminar or training, in
order that the full Council may benefit from the training
experience received by the Councilmember who attended.
A record of such reports shall be maintained by the city
Clerk.
The Mayor shall make an annual state of the City report
during a regularly scheduled City Council meeting; a
written report shall be made available to the public at
the time of the meeting.
The city Manager shall provide an Executive Summary
following each City Council retreat; a written report
shall be made available to the public the first working
day following the retreat.
SECTION 17.
17.1
17.2
PUBLIC RECORDS
Public records created or received by the Mayor or any
Councilmember should be transferred to the city Clerk's
office for retention by the city in accordance with the
Public Records Law. Public records that are duplicates
of those received by, or in the possession of the City,
are not required to be retained. Questions about whether
or not a document is a public record or if it is required
to be retained should be referred to the City Attorney.
(Reserved for Electronic Records/Electronic Mail)
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SECTION 18.
18.1
18.2
18.3
18.4
18.5
18.6
18.7
18.8
CITY MANAGER
PROCESS
EV ALUATION
The Mayor, Councilmembers and City Manager will determine
the evaluation criteria and format for the process.
After the criteria have been developed, the
Councilmembers need to concur on when the completed
evaluation forms are due and who will collect these
documents.
Councilmembers need to discuss and decide if the Mayor
and one (1) or more Councilmembers should meet prior to
the actual evaluation; this meeting would allow time to
summarize the comments; also, this sub-committee (of less
than a quorum) could determine recommendations for the
ci ty Manager's employment contract amendments, including,
but not limited to, salary, bonus, cost-of-living
increase; the sub-committee can make a recommendation to
the entire council at the time of the evaluation.
copies of the city Manager's current employment contract
shall be made available to the entire council.
At the evaluation session, the summary comments may be
given, as well as individual comments by Councilmembers;
the city Manager may wish to respond which is usually at
the conclusion of the Council comments; the city
Manager's contract should be discussed and any
recommendations may be concurred to by the Council.
The evaluation is held in Executive session. Attendance
is limited to the Mayor, Councilmembers, City Manager and
city Attorney.
The final step of the City Manager evaluation process is
to have the City Attorney prepare amendments, if any, to
the city Manager's employment contract. This contract
needs to be approved as a Consent Agenda item at a
Council meeting.
The Mayor shall prepare a press release no later than the
next working day following the Executive Session
regarding the results of the evaluation.
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SECTION 19.
19.1
MA YOR/DEPUTY MA YOR SELECTION
PROCESS
(Reserved for Mayor and Deputy Mayor selection process.)
SECTION 20.
20.1
20.2
20.3
20.4
20.5
20.6
20.7
CITY ADVISORY COMMITTEES
Federal Way's commissions,. committees and task forces
provide an invaluable service to the city. Their advice
on a wide variety of subjects aids the Mayor and
Councilmembers in the decision-making process. Effective
citizen participation is an invaluable tool for local
government.
These advisory bodies originate from different sources.
Some are established by ordinance while others are
established by motion of the city Council. It is at the
discretion of the Council as to whether or not any
advisory body should be established by ordinance.
Federal Way advisory bodies bring together citizen
viewpoints which might not otherwise be heard. Persons
of wide-ranging interests who want to participate in
public service but not compete for public office can be
involved in governmental commissions, committees and task
forces. These bodies also serve as a training ground or
stepping stone for qualified persons who are interested
in seeking public office.
As Federal Way advisory bodies have been formed during
since incorporation, the adoption of uniform rules of
procedure is necessary to assure maximum productivity.
The following policies govern the City's advisory groups;
some of these advisory groups may have more specific
guidelines set forth by ordinance or resolution, or at
times by state law.
Every advisory body, when it is formed, will have a
specific statement of purpose and function, which will be
re-examined periodically by the City Council to determine
its effectiveness. This statement of purpose is made
available to all citizen members when they are appointed.
The size of each advisory group is determined by the City
Council and the size is related to its duties and
responsibilities. Another determination to be made prior
to formation, is the cost impact for City staffing a
proposed advisory body.
The Council may dissolve any advisory body that, in their
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20.8
20.9
20.10
20.11
20.12
20.13
20.14
20.15
20.16
opinion, has completed its working function or for any
other reason.
Members of all advisory bodies are appointed by the
Councilmembers during a regularly scheduled meeting.
The Mayor, wi th the advice and consent of the City
Council, will determine the member selection process.
The c~ty Council may approve reappointment of citizens
wishing second terms subject to any limits established by
ordinance or other laws.
councilmembers will raise any concerns about any
recommendation prior to the City Council meeting that is
scheduled for the approval of the appointment.
Vacancies are advertised so that any interested citizen
may submit an application. Applicants are urged to be
citizens of the City of Federal Way, but applications
from residents living outside of the corporate boundaries
also receive consideration under certain circumstances.
councilmembers are encouraged to solicit applications
from qualified citizens. Applications shall be available
from the Office of the city Clerk.
Applications of citizens not recommended for appointment
to an advisory body will be kept in a Talent Bank
maintained by the Office of the City Clerk, and
re~onsidered whenever a position becomes available
consistent with the applicant's qualifications.
Lengths of terms vary from one advisory body to
another, but in all cases overlapping terms are intended.
On special work task forces, where a specific project is
the purpose, there need not be terms of office.
Newly appointed members will receive a briefing by the
commission, committee or task force chairperson and/or
City staff, regarding duties and responsibilities of the
members of the advisory body. This will include a review
of the City of Federal Way Ethics Resolution. Each
newly-appointment member will receive an information
packet which will include a certificate of Appointment
signed by the Mayor, a commission, commi ttee or task
force membership list, responsible City staff member,
statement of purpose for the advisory body which may
include an ordinance, resolution or bylaws, and a copy of
the City of Federal Way Ethics Resolution.
All advisory bodies will be responsible for adopting
their operating policies consistent with the establishing
26
20.17
20.18
20.19
20.20
20.21
20.22
20.23
20.24
20.25
resolution or ordinance.
All meetings of advisory bodies are open to the public in
accordance with the public meeting laws of the state of
Washington which requires a minimum 24-hour advance
notice; no advisory committee will schedule a meeting
earlier than 7:00 a.m..
The number of meetings related to business needs of the
advisory group may be set by the individual body, unless
set forth in a resolution or ordinance. Notice of all
meetings, including date, time, place and principal
subjects to be discussed will be published in accordance
with the public meetings laws of the state of Washington
and the policies of the city of Federal Way.
The advisory body chairperson will be responsible for
coordinating the meeting agendas with the appropriate
City support staff.
Minutes will be kept of all meetings in accordance with
the public meeting laws of the state of Washington. The
appropriate City support staff will be responsible for
preparation of the minutes of each advisory committee
meeting.
Excessive absenteeism, excluding illness or required
travel, is cause for the removal of an advisory body
member. Three (3) consecutive absences will be
considered resignation from the body unless prior to the
third absence, the member has requested, and been
granted, an excused absence. The advisory body granting
the excused absence will determine the validity
of the request.
Members may resign at any time their personal
circumstances change to prevent effective service.
Members may be removed, from any advisory committee,
prior to the expiration of their term of office, by a
majority vote of the City Council.
A quorum for conducting business is a simple majority of
the membership of the advisory body.
All members of advisory bodies should be aware of the
need to avoid any instance of conflict of interest. No
individual should use an official position to gain a
personal advantage.
Lobbying efforts by any advisory bodies on legislative,
or political, matters should first be checked for
27
20.26
20.27
20.28
consistency with existing City policy by contacting the
city Manager's office. In the event a position is taken
that differs from that of the City's policy, an advisory
body acting as an official body of the city of Federal
Way, cannot represent that position before another body,
i.e., the state Legislature or the King County Council.
An individual member is free to voice a position, oral or
written, on any issue as long as it is made clear that he
or she is not speaking as a representative of the City of
Federal Way, or as a member of his or her commission,
committee or task force.
Members of advisory bodies are encouraged to attend City
Council meetings to keep abreast of Council actions.
The city Council transmits referrals for information or
action through the city Manager to the advisory groups.
These advisory groups transmit findings, reports, etc.,
to the city Council through the city Manager.
While the City staff's role is one of assisting the
commission, committee or task force, the city staff
members are not employees of that body. The City staff
members are directly responsible to his or her Department
Director and the city Manager.
SECTION 21.
21.1
MISCELLANEOUS
When councilmembers register to attend an official
conference requiring voting delegates, such as the annual
National League of cities or Association of Washington
cities, the Council shall designate the voting
delegate(s) and alternate voting delegate(s) during a
public meeting, by a majority vote; when possible, said
selection of voting delegate(s) shall be done on a
rotating basis for the purpose of allowing all
Councilmembers the opportunity to be an official voting
delegate.
SECTION 22.
SUSPENSION AND AMENDMENT OF
RULES
22.1
22.2
Any provision of these rules not governed by state law or
ordinance, may be temporarily suspended by a majority
vote of the Council.
These rules may be amended, or new rules adopted, by a
majority vote of the Council.
CCRULES\MS\O4/14/92
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