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HomeMy WebLinkAboutFS 2012-03-20 Item 2B - Update - Consent Agenda ProcessCity of Tukwila 1I 1 1 e 0M TO: Finance Safety Committee FROM: David Cline, City Administrator BY: Christy O'Flaherty, City Clerk Kimberly Matej, Legislative Analyst DATE: March 12, 2012 SUBJECT: Proposed Consent Agenda Process ISSUE At the 2012 Council Retreat in February, the Council discussed the possibility of enhancing the use of the consent agenda for greater meeting efficiency. BACKGROUND The City Council has consistently expressed the desire to increase the efficiency of their meetings by spending more time on detailed and intricate issues requiring review, and less time on standard and predictable items that are often administrative in nature. Many cities use the Consent Agenda as a tool to streamline council meetings for routine matters, which allows the council more time to focus on other issues. Routine, noncontroversial items can tie listed collectively on the agenda and are passed with a single motion and vote. Commonly, no debate is allowed on Consent Agenda items, and the motion for adoption must receive unanimous approval. Any councilmember, by request and without a council vote, can have an item removed from the Consent Agenda for separate consideration later in the meeting under New Business. The remainder of the Consent Agenda items can be voted on with one motion, omitting the challenged items. In Tukwila, currently the Consent Agenda is used strictly for approval of Council minutes, vouchers, and final acceptance of contracts. No ordinances, resolutions or bid awards are included on the Consent Agenda. DISCUSSION Based on review of past agenda items from last year's Council actions, staff has compiled two lists as outlined below. The first list offers suggestions of items that could be placed on Consent Agenda and the second is a sample list of items that would not be recommended for placement on the Consent Agenda. Consent Agenda Items 1. Administrative items, generally presented via resolution, including but not limited to: Resolution to surplus obsolete equipment Resolution cancelling past due accounts receivables (annually) Resolution cancelling checks (annually) Resolution establishing change funds Acceptance of grants, with no City -match requirement Resolution establishing meeting schedule for Council Committees Resolution to adopt PCARD administrative procedure Resolution to adopt Deferred Compensation administrative procedure 7 Proposed Consent Agenda Process page 7_ 2. Contracts, agreements, interlocals and appropriate amendments, addendums and supplements to each, that are budgeted, within budget, grant funded or have no associated dollar amount; including but not limited to: Interlocal agreements and /or amendments for Minor Home Repair Program Interlocal agreements for various Human Services activities Interlocal agreements of collaboration such as shared permitting for projects Various routine Public Works contract /agreement supplements Contracts for budgeted annual programs such as Small Drainage and Overlay Agreement for Commute Trip Reduction Program NON Consent Agenda Items Specifically, the items listed below are examples of Council actions that would not be considered for placement on the Consent Agenda. Ordinances that create new laws or modify the Tukwila Municipal Code Items that require Public Hearing (i.e.: budget, development agreements, tax levy) Confirmation of appointments /re- appointments to boards and commissions Contracts /agreements for unbudgeted items Informational Memos Regarding Consent Agenda Items Currently, for any item that moves forward through the full Council process, staff prepares appropriate materials such as the Council Agenda Synopsis (CAS), informational memos and other necessary supporting documents in order to inform Council of item specifics and issues, if any. In utilizing a Consent Agenda, Council will continue to receive this same information. Removal of Items from Consent Agenda Even if an item is printed on the agenda cover sheet for action at a Regular meeting, any Councilmember can request the item be removed from the Consent Agenda at the meeting, and then it will be discussed under New Business later in the meeting. RECOMMENDATION As discussed at the Council Retreat, staff would like to propose the Council consider any of the three options below or combination of, to place items onto the Consent Agenda: Option 1: Place Item Directly on Consent Agenda of a Regular Meeting Place the item directly on the Consent Agenda of a Regular Meeting based on staff request and approval of the Council President through the Agenda Review Process. Option 2: Per Committee Recommendation Place Item on Consent Agenda of Regular Meeting Place the item on the appropriate Council Committee for review and discussion, Committee recommends forwarding item directly to Consent Agenda, Council President confirms recommendation during the Agenda Review Process, and the item is (or is not) placed on Consent Agenda as appropriate. Option 3: Committee to COW to Consent on Regular Meeting Place the item on the appropriate Council Committee for review and discussion, forward item to the Committee of the Whole, and then the COW will decide if the item should be forwarded to the Consent Agenda.