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HomeMy WebLinkAboutCOW 2013-11-25 Item 4D - Discussion - Council Policies and ProceduresCOUNCIL AGENDA SYNOPSIS Initials Meeting Date Prepared by Mayor's reyien, Council review 11/25/13 LH Resolution Mtg Date /Oft 12/02/13 LH r---1 Other Mtg Date SPONSOR Council E Mayor El HR Finance Fire IT E P&R Police F PIF Pg DCD I- SPONSOR'S The Council is being asked to review and approve six draft Operating Policies, SUMMARY respresenting "Round 1" of the larger Council Policy project identified at the 2013 Council retreat, in which Councilmembers requested written policies and procedures for a list of designated topics. A policy on electronic devices was adopted by the Council earlier in the year. REVIEWED BY fl COW Mtg. E CA&P Cmte F&S Cmte Transportation Cmte E Utilities Cmte 7 Arts Comm. E Parks Comm. _ Planning Comm. DATE: COMMITTEE CHAIR: RECOMMENDATIONS: SPONSOR/ADMIN. CommITTIE Council ITEM INFORMATION ITEM No. 4.D. 37 STAFF SPONSOR: COUNCILMEMBER HOUGARDY ORIGINAL AGENDA DATE: 11/25/13 AGENDA ITEM TITLE Council Policies and Procedures CATEGORY Discussion Mtg Date 11/23/13 El Motion Mtg Date 12/2/13 Resolution Mtg Date Ordinance Mtg Date E Bid Award Mtg Date Public Hearing Mtg Date r---1 Other Mtg Date SPONSOR Council E Mayor El HR Finance Fire IT E P&R Police F PIF Pg DCD I- SPONSOR'S The Council is being asked to review and approve six draft Operating Policies, SUMMARY respresenting "Round 1" of the larger Council Policy project identified at the 2013 Council retreat, in which Councilmembers requested written policies and procedures for a list of designated topics. A policy on electronic devices was adopted by the Council earlier in the year. REVIEWED BY fl COW Mtg. E CA&P Cmte F&S Cmte Transportation Cmte E Utilities Cmte 7 Arts Comm. E Parks Comm. _ Planning Comm. DATE: COMMITTEE CHAIR: RECOMMENDATIONS: SPONSOR/ADMIN. CommITTIE Council COST IMPACT / FUND SOURCE EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED $none $none $none Fund Source: N/A Comments: no general fund impact MTG. DATE RECORD OF COUNCIL ACTION 11/25/13 1 MTG. DATE ATTACHMENTS 11/25/13 Informational Memorandum dated 11/20/13. Draft Policies: Voucher Review, Planned Committee Absence, Council Travel, Requests for Staff Assistance, Duties in Supervising Council Analyst, Election of Council President 12/2/13 37 38 C t of Tukwila TO: INFORMATIONAL U��U�����������U� nn�o ��xnn�n��n n��x��wu~ n�n�~x�n��on��n�����xmn Mayor Haggerton Committee of the Whole FROM: Kathy Hougardy, Council President Laurel Humphrey, Council Analyst DATE: November 20, 2013 SUBJECT: Council Operating Policies — Round 1 im Haggerton, Mayor ISSUE At its 2013 Retreat, the Council committed to documenting its policies and procedures in a formal and organized way. A list of subjects was agreed upon with rankings by priority. The Council President and Council Analyst have been organizing this effort, obtaining feedback from appropriate City staff and a subcommittee including Councilmembers Ekberg and Seal. BACKGROUND The policies attached to this memo are of disparate subjects and represent "Round 1" of a series, with more to follow in2014 and beyond. Each policy is represented as an individual document and will be assigned a unique number if approved by the Council. This format was selected due to its flexibility in allowing policies to be added or amended in response to changing needs. Each policy will be marked with an implementation date and compiled in a notebook made available to each COunoi|mB0b8r. It is important to note that each policy has undergone legal review. The six policies are summarized as foliows: 1) The Requests for Staf Assistance Policy supports the idea that significant requests for staff assistance must be made with m jority consensus of the Council as well as support existing City priorities and budget. 2) The Election of Council President Policy describes exceptions to the Council President rotation-by-seniority outlined in the Tukwila Municipal Code. 3) The Supervising Council Analyst Policy describes the responsibilities of the Council President in providing supervision to the Council Analyst position. 4) The Planned Committee Meeting Absence Policy describes the step involved when a Councilmember knows ahead of time he or she is unable to attend a Committee meeting. 5) The Councilmember Travel Policy updates previously adopted Council Travel guidelines. 6) The Councilmember Voucher Review Policy describes process and responsibilities involved when an individual Councilnnember reviews vouchers prior to full Council adoption. Changes shown in the attached draft reflect discussion at the November 19 Finance and Safety Committee. INFORMATIONAL MEMO Page 2 DISCUSSION Committee members will review and discuss these draft policies to ensure they meet the needs of the Council. RECOMMENDATION These are draf Council Operating PoIices applicable to and implemented by consensus of the Council. If the Committee of the Whole recommends Council implementation of the draft Policies, the items will be forwarded to the December 2 Regular Meeting for a motion to approve. ATTACHMENTS Draft Policies: 1) Requests for Staff Assistance 2) Election of Council President 3) Supervising Council Analyst 4) Planned Committee Absence 5) Councilmember Travel 6) Councilmember Voucher Review *: \Cvuno mfoMomo.docx 40 TUKWILA CITY COUNCIL OPERATING POLICY Number: CC-POL-XX Page I of 1 TITLE: Requests for Staff Assistance PURPOSE: Requests for staff assistance by Councilmembers should be made through appropriate channels, which are determined based upon the nature of the request. Because individual Councilmembers do not have the authority to direct the work of City staif, this policy describes how to obtain majority consensus when appropriate. Staff assistance requests can be either: • General = minimal impact on stafftime • Significant = affecting schedules, work assignments, or staffing levels. Significant requests of staff can include technical assistance, report development, research requests, andmnore.Suchrequestsshou|dbennadeduringe[ounci|rneetingsothatrn jority consensus can be easily requested and the outcome is clear. The Council should consider existing City priorities and current staffing Ievels when deliberating on such a request. STATEMENT OF POLICY AND/OR PROCEDURES: 1. Requests for general staff assistance can be made in person, by phone, during a committee meeting or via email with a copy to the Council President, Council Analyst, Department Head, and City Administrator. 2. Requests for significant staff assistance should be made during a Committee of the Whole or Regular Meeting and must receive majority consensus. 3. If a request for significant staff assistance is approved by the full Council in a Committee of the Whole or Regular Council meeting, it will be noted on an appropriate committee work plan. 4. If an item is time-sensitive and cannot wait for the next Committee or Council meeting, the Councilmember and Council President will work with the City Administrator on the best course of action. 5. Regardless of the level of staff assistance, written information provided by staff should be distributed to all Councilmembers via email or hard copy. Title: Requests for Staff Assistance Effective Date: Supercedes: N/A Approved by the City Council on the day of City Attorney: Council President: 42 TUKWILA CITY COUNCIL OPERATING POLICY Number: POL-CC-XX Page 1 of 1 TITLE: Election of Council President PURPOSE: Tukwila Municipal Code 2.04.070 provides for the election of the Council President at the first Regular Meeting each January, generally determined by order of seniority. This policy describes exceptions to the seniority provision. REFERENCES: TMC 2.04.060(B) TMC 2.04.070 STATEMENT OF POLICY AND/OR PROCEDURES: 1. In general, Council Presidents serve in a rotation based upon seniority, determined in the following order: 1) Greatest consecutive number of years served; 2) Greatest consecutive number of years plus months or years served prior to the current term; 3) Number of votes when elected. 2. If the Councilmember who is next in line to serve as Council President (pursuant to the order of seniority) is unable to serve, he or she will notify the Council President in writing during the preceding year. This "opt-out" request will be forwarded to the Full Council for approval. 3. Service as Council President will fall to the next Councilmember in the order of seniority. 4. The Councilmember whose opt-out was accepted by the Full Council will remain at the top of the rotation with the opportunity to serve as Council President at during the following year. 5. A supermajority of the Council can opt ag_ainst the srocess described in step 1. Title: Election of Council President Effective Date: Supercedes: N/A Approved by the City Council on the day of City Attorney: Council President: 43 44 TUNVV|LA CITY COUNCIL OPERATING POLICY Number: CC-POL-XX Page 1 of TITLE: SUPERVISING COUNCIL ANALYST PURPOSE: The Council Analyst is the City's full-time staff member dedicated to providing research, analytical, and administrative support to the members of the City Council. The Counci Analyst supports work responsibilities estabtished by the Council as a whole under the direction and supervision of the Council President. REFERENCES: N/A Following are the responsibilities of the Council President in supervising the Council Analyst Timesheet and Leave Requests A. Approve the CA's electronic time sheet in accordance with the procedure and schedue established by the Finance Department. B. Authorize leave requests submitted by the CA. U. Training and Travel Approvals U|. Workload Guidance A. Provide guidance in matters relating to the CA's workload and assigned duties. The CA works independently and is expected to manage his or her workload with a minimum of supervision. B. Make decisions to resolve conflicts when issues arise. IV. Performance Evaluation A. Coordinate and conduct the CA's performance evaluation process. 1. In early December, obtain the current evaluation input form from HR, and distribute copies to Councilmembers and City Administrator; distribute self-evaluation form to Council Analyst. 2. Collect and review completed input forms no later than December 31. 3. Complete performance evaluation form provided by Human Resources Department, considering input received as well as own experience from the evaluation year. 4. Schedule performance evaluation meeting no later than January 31 to also include the newly elected Council President, 5. Provide copies of completed evaluation form to incoming Council President and Council Analyst at Ieast one week prior to meeting. 6. File completed form signed by all parties with the Human Resources Department. 7. Consult with Human Resources Department for assistance as needed. V. Designation of Backup A. If the Council President is unable to perform any of the duties listed in this procedure due to vacation or other short-term basis, he or she will designate another Councilmember to serve as backup. END Title: Supervising Council Analyst Effective Date: Supercedes: N/A Approved by the City Council on the day of , City Attorney: Council President: TUKWILA CITY COUNCIL OPERATING POLICY Number: CC- POL -XX Page 1 of 1 TITLE: PLANNED COMMITTEE MEETING ABSENCE PURPOSE: Meetings of standing committees must have a minimum of two Councilmembers and a maximum of three in attendance in order for the meeting to be held. It is a Councilmember's responsibility to seek a replacement if he or she plans to miss a meeting of a standing committee. This procedure details the steps that should be taken to do so. REFERENCES: TMC 2.04.180 STATEMENT OF POLICY AND /OR PROCEDURES: As soon as possible after a Councilmember knows that he or she will be unable to attend a meeting of a standing committee, he or she will: 1. Notify the Council Analyst, the Committee Chair, and the Council President. 2. The Council President is given the first opportunity to attend the meeting as replacement for the committee member. 3. If the Council President is unable to attend, ask another Councilmember to see if he or she is available to attend 4. If the Councilmember is the Committee Chair, he or she will appoint the temporary Chair for that meeting, preferably an existing member of the standing committee. 5. If no replacement can be found, and the other two Committee members are planning to attend, the meeting can still take place. END Title: Planned Committee Meeting Absence Effective Date: Supercedes: N/A Approved by the City Council on the day of City Attorney: Council President: 47 48 TUKVV|LA CITY COUNCIL OPERATING POLICY Number: CC-POL-XX Page 1 of 2 TITLE: Councilmember Travel PURPOSE: Cnunci|nnennbers are encouraged to be actively involved in city, county, state, regional and national organizations that affect Tukwila, its residents, and its businesses. Education, lobbying, professional responsibilities, (e.g. policy boards, offices, and committees), public relations, and relationship-building with other agencies are examples of activities for which travel funds can be used. While the entire Council approves the travel budget, it is up to individual Councilmembers to decide how best to use their own travel allotment. REFERENCES: N/A Travel Budgets A. Budgets for Council travel will be set during the biennial budget process and adjusted during the second year, if necessary. B. Review of the preceding year's travel may serve as a guide in allocating travel for the foliowing year. C. The Council will consider the City's financial situation in setting its annual travel budget. U. Travel Decisions A. Beginning each year, after funds for local meetings, the Council retreat, and meals are subtracted, each Councilmember will be allotted an equal share of the remaining Council travel budget for use during the remainder of the year. That amount shall be communicated to all Councilmembers as soon as available B. Any [ounCi|rnennbe/stnave| funds which are not planned to be used in that year may be returned to the shared travel fund for use by other Councilmembers. C. Upon returning from a class or conference, Councilmembers will prepare an oral or written report for the Council. If more than one Councilmember attends, a consotidated report may be presented. O. Sister City related travel is not budgeted separately and will be funded from the individual Councilmember's travel allocation. E. The entire Council, by majority, will make the final decision on use of funds if issues arise. III. Travel Expenses A. The City will pay for airfare, ground transportation, registration, hotel, and meals when a Councilmember is on official travel. B. The City will not assume costs for a spouse or guest. C. A daily record of expenses for lodging, meals, transportation, and incidental expenses should be maintained, with receipts attached to the record. An itemized bill should be kept for meals. The record and receipts will be submitted to the Finance Department and processed in accordance with current procedures. IV. Travel Arrangements A. City Council travel will be coordinated through the Council Analyst, who will monitor the travel budget as well as make travel arrangements if desired by the Cound|nnennber. D. Intention for out-of-state travel should be communicated to the Council President. C. Significant effort will be made to secure the best value for airfare and lodgings. V. Miscellaneous A. When a City vehicle is available, it may be reserved by Councilmembers for appropriate business-related travel. B. If a Councilmember uses his or her personal vehicle for City-related travel, mileage will be reimbursed according to IRS rules. END Title: Councilmember Travel Effective Date: Supercedes: N/A Approved by the City Council on the day of , City Attorney: Council President: TUKWILA CITY COUNCIL OPERATING POLICY Number: CC-POL-XX Page 1 of TITLE: Councilmember Voucher Review PURPOSE: The purpose of this policy is to assist the with timely processing and release of payment claims vouchers and to distribute the responsibility equally among Councilnnembers. Vouchers are the warrants or checks with which the City pays its bills. Before the entireCouncil approves vouchers at a Regular Council Meeting, the vouchers &1+ .undergo review b itiating department Director, the Accounts PypbIe Fiscal Specialist the Accounts Payable Fiscal Coordinator, the Finance Director, and one individual Counci|nIember. These thorough checks and balances protect the City and provide assurance that all claims presented for payment are corn lete and in con iance with establish REFERENCES: Revised Code of Washington 4224 Administrative Policy 300-06 STATEMENT OF POLICY AND/OR PROCEDURES: 1. In December of each year, the Council Analyst will draw up a schedule for the next year so the task is rotated among the Council members. 2. The vouchers are available for review no later than noon on Friday; the review needs to be completed before Monday's Regular Council Meeting. 3. Vouchers are located on the table by the Finance Director's office. e-w -*abi-eheeew or-hep c 4.__ f the designated Councilmember is unable to review vouchers on his or her assigned dates, he or she will inform the Council Analyst, who will assist in obtaining a substitute. The obligation of the Councilmember providing the review is to gain a understandin. of Cit ex enditures and confidence that the transactions are consistent with City po|iciesvvithaoa r icu|ar emphasis on large, unusual ,_or sensitive items. Title: Councilmember Voucher Review Effective Date: 3upercedes: N/A Approved by the City Council on the day of City Attorney: Council President: