Res 02-359
RESOLUTION NO. 02-359
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
FEDERAL WAY, WASHINGTON, AMENDING THE CITY
COUNCIL RULES OF PROCEDURE. (AMENDING
RESOLUTION NOS. 92-92, 92-98, 92-110, 92-116, 92-126, 93-137,
94-161,94-176.94-185, and 94-191).
WHEREAS, RCW 35A.12.120 authorizes a City Council to detennine its own rules
and order of business; and
WHEREAS, the City Council Rules of Procedure were adopted on January21, 1992,
and amended on March 17, 1992, May 19, 1992, July21, 1992, December 15, 1992. April 20, 1993,
January 18, 1994, June 7, 1994, September 21,1994, December 6,1994, and November 161999;
and
WHEREAS, the City Council wishes to amend its Rules of Procedure, Sections 2 and
5, relating to citizen comment, Section 6, relating to motions, Section 20, relating to appointments to
citizen advisory committees; and
WHEREAS, the City Council wishes to correct errors in Sections 2.2, 2.4, 19.2,21.9,
22.4, and Appendix "A";
NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF FEDERAL WAY
HEREBY RESOLVES AS FOLLOWS:
Section I. Amendment. The Council Rules of Procedures shall be amended, as set forth in
Exhibit "A", and incorporated herein by reference as if set forth in full.
Res. #02-359, Page 1
t(Q)~1f
Section 2. Severability. If any section, sentence, clause or phrase of this resolution
should be held to be invalid or unconstitutional by a court of competent jurisdiction, such invalidity
or unconstitutionality shall not affect the validity or constitutionality of any other section, sentence,
clause or phrase of this resolution.
Section 3. Ratification. Any act consistent with the authority and prior to the
effective date ofthe resolution is hereby ratified and affinned.
Section 4. Effective Date. This resolution shall be effective immediately upon
passage by the Federal Way City Council.
RESOLVED BY THE CITY COUNCIL OF THE CITY OF FEDERAL WAY,
WASHINGTON, this 19th day of February, 2002.
CITY OF FEDERAL WAY
ATTEST:
~G1~
;; YOR, JEANNE BURB . E
APPROVED AS TO FORM:
---¡;&Jt (}-, Þ-A~
CITY ATTORNEY, BOB C. STERBANK
FILED WITH THE CITY CLERK.: 02/12/02
PASSED BY THE CITY COUNCIL: 2/19/02
RESOLUTION NO. 02-359
k:\reso\ccrule.amend 2.12.02
Res. #02-359, Page 2
CITY OF FEDERAL WAY
CITY COUNCIL
RULES OF PROCEDURE
ADOPTED
JANUARY 21, 1992
~
March 17,1992
May 19, 1992
July 21,1992.
December IS, 1992
April 20, 1993
January 18, 1994
June 7, 1994
September 21, 1994
December 6, 1994
November 16, 1999
Januarv . 2002
OFFICE OF THE CITY CLERK
INDEX
SECTION NO.
TITLE
Authority
2
Council Meetings
3
Agenda Preparation
4
Council Discussion
5
Citizen Comment
6
Motions
7
Ordinances
8
Mayor and Deputy Mayor
9
Council Relations with City Staff
10
Council Meeting Staffing
11
Council Member Attendance at Meetings
12
Public Hearings
13
Media Representation at Council Meetings
14
Council Representation
15
Confidentiality
16
Council Travel & Expenses
2
PAGE NO.
4
4
8
10
10
10
12
13
14
15
15
16
16
16
17
17
SECTION NO. TITLE PAGE NO.
17 Public Records 25
18 City Manager Evaluation Process 26
19 MayorlDeputy Mayor Selection Process 27
20 City Advisory Committees 27
21 Council Committees 31
22 Filling City Council Vacancies 32
23 Miscellaneous 35
24 Suspension and Amendment of Rules 35
3
SECTION 1.
A UTH 0 RlTY
1.1
The Federal Way City Council hereby establishes the following Rules of
Procedure ("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
TYPES OF MEETINGS
(1)
Re2ular Meetin2s. 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.
If any Tuesday on which a meeting is scheduled falls on 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 designated by a majority vote of the
Council.
(2)
Special Meetin2s. A Special meeting is any Council meeting other than a
Regular Council meeting. Notice shall be given at least 24 hours in
advance specifying the time and place of the meeting and the business to
be transacted. A Special Council meeting may be scheduled by the
Mayor, City Manager or at the request of a majority of the Council
Members.
(3)
Study Sessions. Council's Study Sessions will be held, when needed, as
follows:
Study sessions may be called by the Mayor, City Manager or by two (2)
or more Council Members.
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
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2.2
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.
(4)
Emer!!encv Meetin!!s. An Emergency meeting is a Special Council
meeting called without the 24-bour 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 Council
Members. The minutes will indicate the reason for the emergency.
(5)
Executive Session Meetin!!s. An Executive Session is a Council meeting
that is closed except to the Council, City Manager and authorized staff
members and/or consultants authorized by the City Manager. Tbe
public is restricted from attendance. Executive sessions may be held
during Regular or Special Council meetings and will be announced by
the Mayor or the Chair of the Special Council Committee, respectively.
Executive session subjects are limited pursuant to Chapter 42 RCW,
including considering real property acquisition and sale, pnblic 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 or Chair 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
(1)
Call Meetin!! To Order
Tbe Mayor calls the meeting to order. Tbe Mayor will announce the
attendance of Council Members and indicate any Council Member who
is not in attendance and whether or not the Council Member bas an
excused absence. Tbe Mayor may, with the concurrence oftbe Council
Members, take agenda items out of order. Agenda items may be added
pursuant to Section 3.3 oftbese Rules.
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(4)
(2)
Pledl!e of Allel!iance
Council Members and, at times, invited guests lead the flag salute.
(3)
Proclamations and Presentations
A Proclamation is defined as an official announcement made by either
the City Council or the Mayor.
City Council Proclamations are defined as those non-controversial
events which have a major citywide impact. City Council Proclamations
shall be pnblicly 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-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,
between sides holding opposing views.
City Manager - Introduction of New City Employees and Emerging
Issues
Citizen Comment
Members of the audience may comment on items relating to any matter.
Citizen comment sign-ups will be available at each regular council
meeting for the use of those citizens wishing to address the Council.
Comments are limited to three (3) minutes. except that -for a person
whose propertv is the subiect of a condemnation ordinance then pendinl!
before the Citv Council. or a person speakinl! on behalf of a I!roup.
comments are limited to five (5) minutesper persoB. No speaker mav
convev or donate his or her time for speakinl! to another speaker.
The Mayor may allow citizens to comment on individual agenda items at
times during any regularly scheduled City Council meeting other than
the regularly scheduled Citizen Comment period. These agenda items
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(7)
(8)
(9)
(10)
include, but are not limited to, ordinances, resolutions and Council
Business issues. (See also Section 5, "Citizen Comment" oftbese Rules.)
(5)
Consent Al!enda
Consent Agenda items have either been fully considered by a City
Council Committee or 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 Council or Committee meetings,
bid awards and previously antborized agreements. Any Council
Member may remove any item from the Consent Agenda for separate
discussion and action.
~ Public Hearinl!s
See Section 12 oftbese Rules for discussion of public bearing procedure.
Council Business
Council Business items are usually those items other than resolutions
and ordinances requiring Council action.
Introduction and First Readinl! of Ordinances
Discussion and debate by the City Council may be held at this time.
Council Members may request amendments to the ordinance at this time
or at any time prior to adoption, 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.
Council ReDorts
Tbe Council Members may report on significant activities since the last
meeting.
City Manal!er ReDort
Tbe City Manager and staff update the Council Members on current
issues or items of Council interest.
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2.3
2.4
(II)
Adjournment
With no further business to come before the Council, the Mayor
adjourns the meeting.
MEETING MINUTES
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 ofthe Council. City Council
meeting minutes will not be revised without a majority affirmative vote of the
Council at a regularly scheduled Council meeting.
COUNCIL MEMBER SEATING
A City Council Member's seat at the dittsdais will be determined as follows:
(1)
(2)
SECTION 3.
3.1
The Mayor shall sit in Chair #4, the center seat at the dias~ and the
Deputy Mayor shall sit to the Mayor's right, in Chair #3;
The remaining Council Members will be seated north to south by
position #1 through #7, as consecutively as possible.
AGENDA PREPARATION
The City Clerk will prepare an agenda for each Council meeting specifying the
time and place of the meeting, and setting 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 ofthe Council;
Council consensus;
By any two (2) Council Members;
By the City Manager;
By a Council Committee; or
By the Mayor.
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A draft agenda will be provided to all City Council Members who shall have
approximately 48 hours to review prior to publication.
3.3
An item may be placed on a regular Council meeting agenda after the agenda is
closed and the notice published if the Council Member or City Manager
explains the necessity and receives a majority vote of the Council at a public
meeting.
3.4
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.
3.5
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 statutory or other legal reasons.
3.6
Agendas will be finalized by Wednesday, noon - approximately 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 the Friday before the meeting.
3.7
All agenda items packet reports will be in the format provided by the City
Clerk's Office.
3.8
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.
CITIZEN COMMENT
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 for the
record, and limit their remarks to three (3) minutes. Comments bv a person I
whose property is the subject of a condemnation ordinance then pendinl! before
the City Council. or a person speakinl! on behalf of a I!roup. are limited to five
9
5.2
5.3
(5) minutes. No speaker mav convev or donate his or her time for speakinl! to
another speaker. All remarks will be addressed to the Council as a whole, and
not to individual City staff members. 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.
The Mayor has the authority to preserve order at all meetings ofthe Council, to
cause the removal of any person from any meeting for disorderly conduct and to
enforce these Rules. 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.
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. Any citizen who voices a concern or complaint at a
City Council meeting which involves a potential violation ofthe City's Code of
Ethics shall be advised by the Council, or City Management staff, of the
existence of the City's Board of Ethics, and of the procedures for requesting
Ethics Board opinions and/or investigations from the Ethics Board.
SECTION 6.
MOTIONS
6.1
6.2
6.3
6.4
6.5
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.
A motion that receives a tie vote is deemed to have failed.
When making motions, be clear and concise and not include arguments for the
motion within the motion.
After a motion and second, the Mayor will indicate the names of the Council
Members making the motion and second.
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, unless allowed by the
Mayor.
Option A (Council member Hellickson request):
10
After a motion has been made and seconded, the Council may ask Questions of staff and
or members of the public who are present, and lor 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, unless allowed bv the Mavor or unless in response to a Question bv a Council
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Option B (Council member Burbid2e request):
After a motion has been made and seconded, the Council may ask Questions of staff
and/or 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, unless allowed bv the Mavor.
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 ofthe 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.
6.9
A motion to postpone to a certain time is debatable as to the reason for the
postponement but not to the subject matter of the motion; 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.
6.10
A motion to postpone indefinitely is debatable as to the reason for the
postponement as well as Jmt-..øøt.-to the subject matter of the motion; is not I
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.
6.12
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.
11
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.
6.13
Amendments are voted on first, then the main motion as amended (if the
amendment received an affirmative vote).
6.14
The motion maker, Mayor or City Clerk should repeat the motion prior to
voting.
6.15
At the conclusion of any vote, the Mayor will announce the results of the vote.
6.16
Wheu a question has been decided, any Council Member 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.
6.17
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. (See also Section 4 of these Rules.) 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 Rules shall prevail.
I 6.18 6.18 Roll call votes will be taken during all televised Council meetings on nou-
unanimous votes, or if requested by a Council Member, or as required by law. The
purpose of roll call votes is to assist the City Clerk in recording the vote and to
communicate to the viewing public during televised City Council meetings the outcome of
the vote. The official meeting minutes will always reflect roll call votes on each action item.
6.19 The Presidin!! Officer's decision on a point of order mav be appealed. If seconded. the
appeal mav be voted on bv the Council. An appeal mav not be amended. is not debatable
when it relates to indecorum. trans!!ressions of the rules of speakin!!. the priority of
business. or if the appeal is made while the previous Question remains pendin!!. In the
event of a tie vote. the decision of the Presidin!! Officer stands. An appeal is not in order
when another appeal is pendin!!.
SECTION 7.
ORDINANCES
7.1
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.
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7.2
Ordinances will be introduced and enacted by a Council Bill Number. After
enactment, the City Clerk shall assign a permanent ordinance number.
7.3
The City Clerk or designee shall read the title of the ordinance prior to voting
unless the ordinance is on the COnsent Agenda.
7.4
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's signature, the City Clerk
shall sign the ordinance.
7.5
Ordinances, or ordinance summaries, shall be published in the official
newspaper, as a legal publication, immediately following enactment.
7.6
Ordinances become effective thirty (30) days after the passage of the ordinance
unless otherwise specified.
SECTION 8.
MAYOR AND DEPUTY MAYOR
8.1
The Presiding Officer at all meetings ofthe 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 Council Members present shall
elect one of its members to serve as Presiding Officer until the return of the
Mayor or Deputy Mayor.
8.2
The Presiding Officer shall:
(1)
Preserve order and decorum in the Council chambers;
(2)
Observe and enforce these Rnles;
(3)
Decide all questions on order, in accordance with these Rules, subject to
appeal by any Council Member;
(4)
Recognize Council Members in the order in which they request the floor.
The Presiding Officer, as a Council Member, shall have only those
rights, and shall be governed in all matters and issues by the same rules
and restrictions as other Council Members; and
(5)
From time to time, appoint Council Members to serve on City Council
and ad hoc committees.
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SECTION 9.
COUNCIL RELATIONS
STAFF
WITH CITY
9.1
9.2
9.3
9.4
9.5
9.6
9.7
9.8
9.9
There will be mutual respect from both City staff and Council Members of their
respective roles and responsibilities when, and if, expressing criticism in a
public meeting.
City staff will acknowledge the Council as policy makers, and the Council
Members will acknowledge City staff as administering the Council's policies.
All written informational material requested by individual Council Members
shall be submitted by City staff, after approval of the City Manager, to all
Council Members with a notation indicating which Council Member requested
the information.
Council Members 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.
The Council shall not attempt to change or interfere with the operating rules
and practices of any City department.
Mail that is addressed to the Mayor and Council Members shall be copied and
circulated to all City Council Members by the City Clerk, as soon as practicable
after it arrives.
The City Clerk shall not open mail addressed to individual Council Members if
it is marked personal and/or confidential.
No Conncil Member shall direct the City Manager to initiate any action or
prepare any report that is significant in natnre, or initiate any significant
project or study without the consent of a majority of the Council. New
initiatives having policy implementation shall be directed to a Council
Committee for consideration.
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.
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9.10
To provide stafftbe necessary preparation time, Council Members will provide
staff advance notice of any questions or concerns they may have regarding an
agenda item prior to a public meeting, if possible.
SECTION 10.
COUNCIL MEETING STAFFING
10.1
Tbe City Manager shall attend all regular meetings of the Council unless
excused. Tbe City Manager may make recommendations to the Council and
shall have the right to take part in the discussions oftbe Council, but shall have
no vote. When the City Manager bas an excused absence, the designated Acting
City Manager shall attend the meeting.
10.2
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.
Tbe City Attorney shall act as the Council's parliamentarian. Tbe Deputy or
Assistant City Attorney shall attend meetings when the City Attorney has been
excused.
10.3
The City Clerk, or designee, shall attend Regular meetings ofthe Council, keep
the official journal (minutes), and perform such other duties as may be needed
for the orderly conduct of the meeting.
SECTION 11.
COUNCIL MEMBER ATTENDANCE AT
MEETINGS
11.1
Council Members will inform the Mayor, a Council Member, 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 Council
Member as having an excused absence.
SECTION 12.
PUBLIC HEARINGS
12.1
TYPES There are two types of public hearings: legislative and quasi-judicial.
The Mayor will state the public bearing procedures before each public bearing.
Citizens may comment on public hearing items.
15
12.2
LEGISLATIVE PUBLIC HEARINGS The purpose of a legislative public
hearing is to obtain public input on legislative decisions on matters of policy,
including without limitation, review by the City Council of its comprehensive
land use plan or the biennial budget.
12.3
QUASI-JUDICIAL PUBLIC HEARINGS The purpose of a quasi-judicial
public hearing is to decide issues including the right of specific parties and
include, without limitation, certain land use matters such as site specific rezones,
preliminary plats, and variances. The City Council's decision on a quasi-
judicial matter must be based upon and supported by the "record" in the
matter. The "record" consists of all testimony or comment presented at the
hearing and all documents and exhibits that have been submitted. In quasi-
judicial hearings, Council Members shall comply with all applicable laws
including without limitation the appearance offairness doctrine (Chapter 42.36
RCW).
SECTION 13.
MEDIA REPRESENTATION AT
COUNCIL MEETINGS
13.1
All public meetings of the City Council, Council Committees, and Council
advisory committees shall be open to the media, freely subject to recording by
radio, television and photographic services 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.
COUNCIL REPRESENTATION
14.1
If a Council Member 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 Council Member 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
Council Member clarifies that these statements do not represent the Council's
position.
Council Members need to have other Council Member's concurrence before
representing another Council Member's view or position with the media,
another governmental agency or community organization.
16
SECTION 15.
CONFIDENTIALITY
15.1
Council Members 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 Council Members 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).
15.2
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. Council Members should obtain the permission ofthe City Manager
prior to discussing the information with anyone other than other Council
Members, the City Attorney or City staff designated by the City Manager. Any
Council Member having any contact or discussion needs to make full disclosure
to the City Manager and/or the City Council in a timely manner.
SECTION 16.
COUNCIL TRAVEL AND EXPENSES
16.1
PURPOSE AND ADMINISTRATION
The objectives ofthis 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.
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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 ofthe purchase, vendor identification and amount
paid.
16.3
CLAIMS
Claims for reimbursement shall contain the following:
(1)
The name ofthe 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.
(2)
A description of the event, occasion or circumstances related to the claim
and the public policy or public purpose served.
16.4
MEALS
Meal costs must be incurred directly by the claimant; direct billing to the City
by a restanrant 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.
16.5
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 schednled 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.
18
16.6
16.7
16.8
16.9
16.10
16.11
EXPENDITURES NOT INCLUDABLE AS ACTUAL MEAL COSTS
Unauthorized expenditures inclnde, but are not limited to:
(1)
Liquor
(2)
Expenses of a spouse or other persons not authorized to receive
reimbursement under this policy.
TRAVEL
Reimbursement for reasonable costs of business travel is anthorized. 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.
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 reimbnrsement 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
19
16.12
(4)
(5)
(6)
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 ofthe departure date.
(2)
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 oftravel requested, and
the destination as specified by the requisitioning department.
(3)
The authorized procurer will purchase the tickets at the time the rate is
quoted and the Council Member will be advised of the arrangements for
acquiring the tickets.
If personal travel is combined with business related travel, the traveling
Council Member 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 Council Member.
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 oftransportation (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.
FIRST CLASS AIR TRAVEL
First class air travel is not authorized.
20
16.13
16.14
16.15
16.16
16.17
16.18
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.
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 50 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 (4) or more calendar days.
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.
21
16.19
16.20
16.21
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.
Airline and other trip insurance.
Personal postage, reading material, telephone calls.
Personal toiletry articles.
NON-TRAVEL FOOD AND BEVERAGE REIMBURSEMENT POLICY
Reimbursable expenses are subiect to the followin!!:
(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.
(2)
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 ofthe 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.
22
16.22
16.23
16.24
16.25
(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.
(3)
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 the City's expenditure and the "public" nature of the event.
MEAL REIMBURSEMENT FOR NON-CITY OFFICIALS
Council Member 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's absence, the Deputy Mayor. The memo must
identify:
(1)
The names ofthe 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
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 Council
Members, 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.
23
16.26
16.27
16.28
16.29
Claims of Council Members must be approved by the Mayor or in hislher
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 Council Members
preseut at the meeting.
In preparation of the City's annual operating budget, Council Member travel
and training expenses shall be anticipated and included in budget.
appropriations. 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 Council
Members 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 Council Members, 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 Council Members
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) Conncil Member(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 Council Member 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.
PUBLIC RECORDS
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17.1
Public records created or received by the Mayor or auy Couucil Member should
be transferred to the City Clerk's office for retention by the City in accordance
with the Public Records Act, Chapter 42.17 RCW. Public records that are
duplicates ofthose received by, or in the possession ofthe 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.
17.2 (Reserved for Electronic Records/Electronic Mail)
SECTION 18. CITY MANAGER EVALUATION
PROCESS
18.1
The Mayor, Council Members and City Manager will determine the evaluation
criteria and format for the process.
18.2
After the criteria have been developed, the Council Members need to concur on
when the completed evaluation forms are due and who will collect these
documents.
18.3
Council Members need to discuss and decide if the Mayor and one (1) or more
Council Members should meet prior to the actual evaluation; this meeting
would allow time to summarize the comments; also, this sub-committee (ofless
than a quorum) could determine recommendations for the City Manager's
employment contract amendments, including, but not limited to, salary,
performance payment, cost-of-living increase; the sub-committee can make a
recommendation to the entire Council at the time of the evaluation.
18.4
Copies of the City Manager's current employment contract shall be made
available to the entire Council.
18.5
At the evaluation session, the summary comments may be given, as well as
individual comments by Council Members; 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.
18.6
The evaluation is held in Executive session. Attendance is limited to the Mayor,
Council Members, City Manager and City Attorney.
18.7
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.
25
20.2
20.3
2004
18.8
The Mayor shall prepare a press release no later than the next working day
following the Executive Session regarding the results of the evaluation.
SECTION 19.
MA YORIDEPUTY MAYOR SELECTION
PROCESS
19.1
The Mayor and the Deputy Mayor shall be nominated and elected from the
ranks ofthe sitting Council Members.
19.2
The Mayor and Deputy Mayor shall be elected for two (2) year terms at the first
Regular City Council meeting in January of the applicable year, by a majority
vote of the City Council iu accordauce with RCW JS.+..12.0líS35A.13.030 and
.035.
19.3
The City Clerk or designee shall conduct the election for Mayor. The Mayor
shall then conduct the election for the Deputy Mayor. (See Appendix "A" to
these Rules.)
SECTION 20.
CITY ADVISORY COMMITTEES
20.1
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 Council Members 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 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
26
20.S
20.6
20.7
20.8
20.9
20.10
20.11
20.12
20.13
these advisory groups may have more specific guideliues set forth by ordinance,
resolution, the Federal Way City Code, 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 opinion, has
completed its working function or for any other reason.
Members and alternate members of all advisory bodies are appointed by
majority vote of the Council Members during a regularly scheduled meeting.
The Council Committee of the Whole that the advisory committee reports to I
shall be convened to review, interview and recommend Citizen Advisory
Committee appointments to the City Council at a regularly scheduled meeting. I
Any Council Member who shall attend the public interview session shall be
eligible to vote on the recommendation to be made to the full Council. A
quorum of three (3) Council Members shall be required to forward any
recommendation to the full Council. The full City Council shall vote on the I
appointments to the Citizen Advisorv Committee at a ref!:ularlv scheduled
Council meetin!!.
The City Council may approve reappointment of citizens wishing second terms
subject to any limits established by ordinance or other laws.
Council Members 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 must be citizens oCthe City of Federal Way if required
by the Federal Way City Code or if required by the City Council. Council
Members are encouraged to solicit applications from qualified citizens.
Applications shall be available from the Office of the City Clerk.
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.
27
20.14
20.15
20.16
20.17
20.18
20.19
20.20
20.21
Newly appointed members will receive a briefing by the commission, committee
or task force chairperson and/or City staff, regarding duties and responsibilities
ofthe members ofthe advisory body. This will include a review ofthe City of
Federal Way Ethics Code. Each newly-appointed member will receive an
information packet which will include a Certificate of Appointment signed by
the City Council, a commission, committee or task force membership list,
responsible City staff member, statement of purpose for the advisory body
which may include an ordinance, resolution, bylaws, or annual work program
and a copy of the City of Federal Way Ethics Code.
All advisory bodies will be responsible for adopting their operating policies
consistent with the establishing 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
ofthe 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.
28
20.22
20.23
20.24
20.25
20.26
20.27
20.28
A quorum for conducting business is a simple majority oftbe membership ofthe
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 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 ofthe 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 staffs 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.
Annually, each advisory committee shall develop a work program for the City
Council's consideration and approval. The City Council may amend the
committee's work program.
SECTION 21.
CO UN CIL COMMITTEES
21.1
Council committees are policy review and discussion arms of the Council.
Committees may study issues and develop recommendations for consideration
by the Council. Committees may not take binding action on behalf of the City
unless a quorum ofthe City Council is present, the Council Committee has been
advertised as a Special Meeting of the Whole City Council and, by majority
vote, the City Council has directed that such action occur at the Council
Committee.
29
Council Committee structure shall be as determined by the City Council in
January of each year. The 1999 committees are as follows:
FINANCE/ECONOMIC DEVELOPMENTIREGIONAL AFFAIRS
COMMITTEE
LAND USEITRANSPORTATION COMMITTEE
PARKSIRECREATIONIHUMAN SERVICES & PUBLIC SAFETY
COMMITTEE
21.2
Committees shall establish regular meeting schedules as determined by the
Chair of the Committee.
21.3
Each committee will have staff support assigned by the City Manager. Staff will
work with the committee chairs to set agendas, provide support materials and
prepare reports.
21.4
Summaries of each meeting will be prepared by staff and distributed to the
Mayor and Council Members. These summaries will be in lieu of verbal reports
at Council meetings.
21.5
The City Manager or Mayor may send issues directly to committees for their
review in lieu of being referred to committee by the entire Council.
21.6
Committee appointments (chairs and members) shall be made by the Mayor.
The Mayor will take into account the interests and requests of individual
Council Members in making committee assignments.
21.7
21.8
Membership of each committee will consist of three (3) Council Members.
The Mayor shall be "ex officio" members of each committee. The Deputy
Mayor may serve as "ex officio" or be appointed to a committee.
21.9
The Mayor will make còmmittee assignments each January, with members
serving oue (1):-years terms.
SECTION 22.
FILLING CITY COUNCIL VACANCIES
22.1
PURPOSE
The purpose of this section is to provide guidance to the City Council when a
Federal Way Council Member position becomes vacant before the expiration of
30
22.2
the official's elected term of office. Pursuant to state law, a vacancy shall be
filled only until the next regular municipal election, to serve the remainder of
the unexpired term.
REFERENCES
RCW 42.30.11 O(h) - Executive Session Allowed to Consider Qualifications of a
Candidate for Appointment to Elective Office
RCW 42.30.060 - Prohibition on Secret Ballots
RCW 42.12 - Vacant Position
RCW 35A.13.020 - Vacancies - Filling of Vacancies in Council/Manager Form of
Government
22.3
APPOINTMENT PROCESS
(1)
(2)
(3)
(4)
A Council position shall be officially declared vacant upon the
occurrence ofany ofthe causes ofvacancy set forth in RCW 42.12.010,
including resignation, recall, forfeiture, written intent to resign, or death
of a Council Member. The Council Member who is vacating his or her
position cannot participate in the appointment process.
The City Council shall direct staff to begin the Council Member
appointment process and establish an interview and appointment
schedule, so that the position is filled at the earliest opportunity.
The City Clerk's Office shall prepare and submit a display
advertisement to the City's official newspaper, with courtesy copies to all
other local media outlets, which announces the vacancy consistent with
the requirements necessary to hold public office: that the applicant (a)
be a registered voter of the City of Federal Way, and (b) have a one (1)
year residency in the City of Federal Way. This display advertisement
shall be published once each week for two (2) consecutive weeks. This
display advertisement shall contain other information, including but not
limited to, time to be served in the vacant position, election information,
salary information, Council Member powers and duties, the deadline
date and time for submitting applications, interview and appointment
schedules, and such other information that the City Council deems
appropriate.
The City Clerk's Office shall prepare an application form which
requests appropriate information for City Council consideration of the
31
(7)
(8)
22.4
applicants. Applications will be available at City of Federal Way offices,
King County libraries located in Federal Way, the Federal Way
Chamber of Commerce office, the Federal Way School District
administration office and such other locations that the City Council
deems appropriate. Copies of the display advertisement will be provided
to current members of City of Federal Way commissions, committees,
task forces and other City-sponsored citizen groups.
(5)
Applications received by the deadline date and time will be copied and
circulated, by the City Clerk's Office, to the Mayor and City Council.
Packets may also contain additional information received such as
endorsements, letters of reference and other pertinent materials.
(6)
The City Clerk's Office shall publish the required public notice(s) for the
meeting scheduled for interviewing applicants for consideration to the
vacant position. This meeting may be a regularly scheduled City Council
meeting, or a special City Council meeting.
The City Clerk's Office shall notify applicants of the location, date and
time of City Council interviews.
Prior to the date and time of the interview meeting, the Mayor shall
accept one interview question from each Council Member.
INTERVIEW MEETING
Each interview of an applicant/candidate shall be no more than 30 minutes in
length as follows:
(1)
(2)
(3)
(4)
The applicant shall present his or her credentials to the City Council. (10
minutes)
The City Council shall ask the predetermined set of questions which
must be responded to by the applicant. Each applicant will be asked and
will answer the same set of questions, and will have 2 minutes to answer
each question. (14 minutes)
An informal question and answer period in which Council Members
may ask and receive answers to miscellaneous questions. (10 minutes)
The opplieootsapplicants' order of appearance will be determined by a
random lot drawing performed by the City Clerk.
32
22.5
(5)
(6)
(7)
(5)
The Council may reduce the 30 minute30-minute interview time if the I
number of applicants exceed six (6) candidates, or alternatively, the
Council may elect not to interview all of the applicants if the number
exceeds six (6) candidates. The decision as to which applicants to
interview will be based on the information contained in the application
forms.
VOTING
Upon completion of the interviews, Council Members may convene into
Executive Session to discuss the qualifications ofthe applicants. However, all
interviews, nominations and votes taken by the Council shall be in open pnblic
session.
(1)
The Mayor shall ask for nominations from the Council Members.
(2)
After a nomination and second has been received, the City Clerk shall
proceed with a roll-call vote.
(3)
Elections will continue until a nominee receives a majority of four (4)
votes.
(4)
At anytime during the election process, the City Council may postpone
elections until a date certain or regular meeting ü a majority vote has not
been received.
Nothing in this policy shall prevent the City Council from reconvening
into Execntive Session to further discuss the applicant/candidate
qualifications.
The Mayor shall declare the nominee receiving the majority vote as the
new Council Member and shall be sworn into office by the City Clerk at
the earliest opportunity or no later than the next regularly scheduled
City Council meeting.
If the City Council does not give a majority vote within 90 days of the
declared vacancy, the Revised Code of Washington delegates
appointment powers to King County.
SECTION 23.
MISCELLANEOUS
23.1
When Council Members 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
33
alternate voting delegate(s) during a public meeting, by a majority vote; when
possible, said selection of voting
delegate(s) shall be done ou a rotating basis for the purpose of allowing all
Council Members the opportunity to be an official voting delegate.
SECTION 24.
SUSPENSION AND AMENDMENT OF
RULES
24.1
Any provision of these rules not governed by state law or ordinance, may be
temporarily suspended by a two-thirds (2/3) majority vote of the Council.
24.2
These rules may be amended, or new rules adopted, by a majority vote of the
Council.
K,IDOCUMENnCCRULES.'OO'
01/09/02
34