HomeMy WebLinkAboutReg 2013-12-02 Item 6D - Policy - Council Policies and ProceduresCOUNCIL AGENDA SYNOPSIS
Meeting Date
Prepared by
Mayor's rOew
Council review
11/25/13
LH
, ,-.
12/02/13
LH
1 1 Public - I earing
Alto, Date
14
CATI;GORY VI a:I-cuss/on
AN Dale
SPONSOR Council I Mayor — HR Z DCD — Finance Fin' IT P&R Police P11"
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.
RiNI I ,\X11,11.) BY COW Mtg. 1 1 CA&P Cmte 1 1 F&S Cmte — Transportation Cmte
1 1 Utilities Cmtc Arts Comm. Parks Comm. Planning Comm.
DATE: COMMITTEE CHAIR:
RECOMMENDATIONS:
SPoNsoRIADNITN.
Commilim
Council
ITEM INFORMATION
ITEM NO.
6.D.
249
STAFF SPoNsoit: COUNCILMEMBER HOUGARDY
ORIGINAL AciADA 1).v1'I: 11/25/13
AG E,NDA ITUNI TITI,I Council Policies and Procedures
11/25/13
Z Motion
AI/,g Date 12/2/13
— Reso/ution
Alts Date
—I Ordinance
AItg Date
1 1 Bi d Aniard
\f ts Date
1 1 Public - I earing
Alto, Date
Other
Altg Date
CATI;GORY VI a:I-cuss/on
AN Dale
SPONSOR Council I Mayor — HR Z DCD — Finance Fin' IT P&R Police P11"
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.
RiNI I ,\X11,11.) BY COW Mtg. 1 1 CA&P Cmte 1 1 F&S Cmte — Transportation Cmte
1 1 Utilities Cmtc Arts Comm. Parks Comm. Planning Comm.
DATE: COMMITTEE CHAIR:
RECOMMENDATIONS:
SPoNsoRIADNITN.
Commilim
Council
COST IMPACT / FUND SOURCE
Exim:NDITURN RI (),UIRF;I) AMOUNT BUDGETED APPROPRIATION REQUIRED
$none $none $none
Fund Source: N/A
Connnents: no general fund impact
MTG. DATE
RECORD OF COUNCIL ACTION
11/25/13
Forward to next Regular Meeting as amended
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
Policies as amended
249
250
TUKWILA CITY COUNCIL
OPERATING POLICY
Number: CC- POL -02
Page 1 of 1
TITLE: INDIVIDUAL COI C 4L E BER REQUESTS FOR AD NISTRATION
STAFF ASSISTANCE
PURPOSE:
Requests for Administration 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 staff, this policy
describes how to obtain majority consensus when appropriate. Staff assistance requests can be
either:
• General = minimal impact on staff time
• Significant = affecting schedules, work assignments, or staffing levels.
Significant requests of staff can include technical assistance, report development, research requests,
and more. Such requests should be made during a Council meeting so that majority consensus can
be easily requested and the outcome is clear. The Council should consider existing City priorities and
current staffing levels 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 identified 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.
END
Title: INDIVIDUAL COUNCILMEMBER REQUESTS FOR ADMlNISTR!.TION STAFF ASSISTANCE
Effective Date:
Supercedes:
N/A
Approved by the City Council on the
day of
City Attorney:
Council President:
251
TUKWILA CITY COUNCIL
OPERATING POLICY
Number: POL -CC -03
Page 1 of
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- -
during the following year.
END
Title: ELECTION OF COUNCIL PRESIDENT
Effective Date:
Supercedes:
N/A
Approved by the City Council on the
day of
City Attorney:
Council President:
252
TUKWILA CITY COUNCIL
OPERATING POLICY
Number: CC- POL -04
Page 1 of 2
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 Council Analyst
supports work responsibilities established by the Council as a whole under the direction and
supervision of the Council President.
REFERENCES:
N/A
STATEMENT OF POLICY AND /OR PROCEDURES:
Following are the responsibilities of the Council President in supervising the Council Analyst
(CA):
Timesheet and Leave Requests
A. Approve the CA's electronic time sheet in accordance with the procedure and
schedule established by the Finance Department.
B. Authorize leave requests submitted by the CA.
II. Training and Travel Approvals
A. Authorize training and travel requests submitted by the CA.
III. 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.
253
3. Complete performance evaluation form provided by Human Resources
Department, considering input received as well as own experience from
the eva/uation year.
4. Schedule performance evaluation meeting no later than January 31 to
also include the newly elected Councit President.
5. Provide copies of completed evaluation form to incoming Council
President and Council Analyst at Jeast one week prior to meetin.
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 -05
Page 1 of
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:
255
256
TUKWILA CITY COUNCIL
OPERATING POLICY
Number: [C-P[)[-06
Page 1 of 2
TITLE: COUNCILMEMBER TRAVEL
PURPOSE:
Councilmembers 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 following 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 Councilmember's travel 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 consolidated report may be presented.
D. 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.
U|. 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^JD:l[tIelorguest.
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
[ounci|rnenober.
B. 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 -07
Page 1 of
TITLE: COUNCILMEMBER VOUCHER REVIEW
PURPOSE:
The purpose of this policy is to assist the City with timely processing and release of payment claims
vouchers and to distribute the responsibility equally among Councilmembers. Vouchers are the warrants
or checks with which the City pays its bills. Before the entire Council approves vouchers at a Regular
Council Meeting, the vouchers undergo review by the initiating department Director, the Accounts
Payable Fiscal Specialist, the Accounts Payable Fiscal Coordinator, the Finance Director, and one
individual Councilmember. These thorough checks and balances protect the City and provide assurance
that all claims presented for payment are complete and in compliance with established policies.
REFERENCES:
Revised Code of Washington 42.24
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.
4. If 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.
5. The obligation of the Councilmember providing the review is to gain a general
understanding of City expenditures and confidence that the transactions are
consistent with City policies with a particular emphasis on large, unusual, or
sensitive items.
6. Questions that arise during this stake of review should be addressed to the
Finance Director or the City Administrator,
7. Voucher review traininP will be provided to new Councilmembers under the
direction of the Council President.
END
Title: COUNCILMEMBER VOUCHER REVIEW
Effective Date:
Supercedes:
N/A
Approved by the City Council on the
day of
City Attorney:
Council President:
259