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Home My WebLink AboutCOW 2017-02-27 Item 4A - Public Safety Plan - Siting Advisory Committee FrameworkCOUNCIL AGENDA SYNOPSIS --------------- -------- ------ - - - - -1 nitials Meeliq Dale Pro ' Pared b ' y Mayor'- reiV6,jp Council revien) 01/23/17 RB ❑ Resolution g Dale MI ❑ Ordinance A/I!g Date 02/27/17 RB ❑ 01,19er Alg Dale SI)ONSOR. ❑Council EMayor ❑.1-IR ❑DCD ❑11'inance ❑Fire ❑ ']-,.V ❑P&R ❑POlice ❑Couy SP()NS01Z'S Council is asked to provide consensus on the framework for the Siting Advisory Committee SUNINNIARY that will provide community input and feedback on siting and public outreach efforts around the Public Safety Plan. Ri:11,irv,,i,,t) iiy El C.O.W. mtg. F-1 CDN Comm ❑ Finance Comm. Public Safety Comi-ii. ❑ Trans &Infrastructure ❑ Arts Comm. ❑ Parks Comm. ❑ Planning Comm. DATJ-,1: 2/21/17 COMMITITE CIJAIR: MCLEOD RECOMMENDATIONS: SP()Nsoit /Ai),wN• Communications Division CONIMYI'FFL Unanimous Approval; Forward to C.O.W. COST IMPACT / FUND SOURCE Exj)i,',NDYFUM,'1 AmoUNT BUDGETED APPROPRIATION REQUIRED Fund Source: Comments: MTG. DATE RECORD OF COUNCIL ACTION 01/23/17 ITEM NO. 179 IS'YAFFS1'()NS0R: RACHEL BIANCHI 1 2/27/17 A(,I NI)A Public Safety Plan Siting Advisory Committee Framework Cx1,I'1'(,()ItY E Discujrsion ,A/(tg Date 2127117 ❑ Motion Aftg Date ❑ Resolution g Dale MI ❑ Ordinance A/I!g Date F-1 B& ward Altg Date F-1 Public Flearin� All Dale ❑ 01,19er Alg Dale SI)ONSOR. ❑Council EMayor ❑.1-IR ❑DCD ❑11'inance ❑Fire ❑ ']-,.V ❑P&R ❑POlice ❑Couy SP()NS01Z'S Council is asked to provide consensus on the framework for the Siting Advisory Committee SUNINNIARY that will provide community input and feedback on siting and public outreach efforts around the Public Safety Plan. Ri:11,irv,,i,,t) iiy El C.O.W. mtg. F-1 CDN Comm ❑ Finance Comm. Public Safety Comi-ii. ❑ Trans &Infrastructure ❑ Arts Comm. ❑ Parks Comm. ❑ Planning Comm. DATJ-,1: 2/21/17 COMMITITE CIJAIR: MCLEOD RECOMMENDATIONS: SP()Nsoit /Ai),wN• Communications Division CONIMYI'FFL Unanimous Approval; Forward to C.O.W. COST IMPACT / FUND SOURCE Exj)i,',NDYFUM,'1 AmoUNT BUDGETED APPROPRIATION REQUIRED Fund Source: Comments: MTG. DATE RECORD OF COUNCIL ACTION 01/23/17 The Committee of the Whole referred this back to Public Safety Committee 2/27/17 MTG. DATE ATTACHMENTS 2/27/17 Informational Memorandum dated 02/01/17_ Updated Siting Advisory Committee Charter, updated after the PS Committee Minutes from the Public Safety Committee meeting of 2/21/17 179 M:1 City of Tukwila Allan Ekberg, Mayor TO: Public Safety Committee FROM: Rachel Bianchi, Communications and Government Relations Manager CC: Mayor Ekberg DATE: February 13, 2017 SUBJECT: Public Safety Plan Siting Advisory Committee Framework ISSUE The Public Safety Committee and Committee of the Whole reviewed the draft framework for the Public Safety Plan Siting Advisory Committee and asked staff to return with a more formal document and more specifics as to the responsibility of the committee. BACKGROUND Staff took comments provided at the January 23 meeting and developed a more formal charter, similar in format to the charter developed for the Public Safety Bond Financial Oversight Committee. Most of the language remains the same as what was presented on January 23, with the addition of specifics on the committee's responsibility and an edit that reflects Council's desire to appoint three of the four community members, with the mayor appointing one. In addition, staff had further conversations with the City Attorney who indicated that advisory committees such as this one do not have similar responsibilities as elected officials when it comes to issues of quasi-judicial decisions. Because this body is simply offering the City advice and will not be making decisions, they are not subject to similar restrictions as City elected officials. The ultimate siting decisions rest with the councilmembers and cannot be ceded to an advisory committee. The City attorney drafted the language in section 11 titled Ethics Policy and Advisory Committee Limitations. Proposed timeline: Staff recommends moving out the timeline from what Council reviewed on January 23 in order to ensure that recruitment is effective and people have clear expectations as to what serving on the Committee entails. Until the charter is approved via consensus, it is recommended that we hold off on advertising for this effort. Assuming there is consensus at the February 21, 2017 Committee of the Whole to move forward with the Siting Advisory Committee as described in the attached charter, the following timeline is proposed: • Recruitment for the four community members will begin February 24 through the E- Hazelnut, social media and web posting. Information on recruitment will be included in the February Tukwila Reporter to be published on March 15. We will also recruit at the first Public Safety Plan open house, currently scheduled for March 18. Closing for recruitment will be Friday, March 31. • Staff will present information on the applicants at the April 3, 2017 Council meeting, as well as the Mayor's appointment, and Council will make a determination as to their three appointments by motion at the April 17 Regular Meeting. • The Council President would appoint the two Councilmembers to the Committee to be approved by motion at the April 17, 2017 Regular meeting. 181 INFORMATIONAL MEMO Page 2 • The Siting Advisory Committee would have its first meeting by April 30, 2017 on a mutually-agreed upon date. While this timeline does not allow us to have the Committee seated prior to the first Public Safety Plan open house, it does ensure a fair process that allows community members to clearly understand the expectations around serving on this committee and provides us with the opportunity to recruit potential members in person at the first open house. RECOMMENDATION The Public Safety Committee is asked to assist staff in refining the Committee and forwarding it on to the Council meeting on February 27, 2017 for full Council discussion and consensus on the framework for the Siting Advisory Committee. 182 W2017 Info Memos\PS Siting Advisory Com Memo 2-21 PS Comm,doc City of Tukwila Public Safety Bond Siting Advisory Committee Charter 1. Background - Public Safety Plan The City of Tukwila developed a comprehensive Public Safety Plan, which has two general components: Public Safety Bonds: On the November 8, 2016 General Election, voters of Tukwila approved issuance of general obligation bonds not to exceed $77,385,000 to pay for: Replacement of three seismically deficient fire stations (Stations 51, 52 and 54) Guaranteed funding for fire equipment and apparatus for the life of the 20- yearbond Construction of a Justice Center to house the Tukwila Police Department and Municipal Court. Public Works Shops Replacement: The City's shops will be replaced by allocating an equal amount of funds from the General Fund and Enterprise Fund to cover the cost of constructing the new facility. 2. Charter Purpose The purpose of this Charter is to ensure a shared understanding of the role of this committee and provide clear direction to Staff, Advisory Committee members and the Community as to the role of this group. 3. Committee Purpose The Tukwila City Council and Administration share the common goal of ensuring robust community engagement regarding the siting of the facilities included in the Public Safety Plan. As such, the City will appoint and staff a Siting Advisory Committee that will provide input and advice to City officials throughout the siting process, particularly with regard to the Justice Center. While fire station locations are data-driven to ensure optimum response times, and while the Public Works facility will be constrained by acreage and zoning requirements, these facilities can also benefit from the Siting Advisory Committee. 183 It is important to note the distinction between the Siting Advisory Committee and the Public Safety Bond Financial Oversight Committee. Both are important efforts to ensure community oversight and review, but have distinct purposes and roles in this effort. 4. Committee Responsibilities • Meet regularly to review outreach efforts, provide advice on strategies and tactics for outreach, and key audiences. • Participate in public outreach efforts such as town hall meetings, review feedback generated by the community and verify that common themes heard from the community are being incorporated into siting decisions and facility plans when feasible. • Provide the City Council with feedback about the physical siting process and outcomes. • Provide the City Council with outreach advice, such as reviewing materials and identifying other groups to contact. • Review potential sites and provide feedback. 5. Committee Structure and Membership The Committee shall have seven members comprising two members of the City Council, the Public Works Director, and four community members, including at least one from the business community. The Mayor will appoint one community member and the Council will appoint the other three. Members shall serve for terms of two years. Community members may be reappointed for additional terms, if needed. The two seats held by members of the City Council will be appointed by the Council President during his or her term and may be annual appointments. All members shall serve without compensation. The Committee will choose its chair and/or co-chairs, who will serve on an annual basis. The Committee shall continue in existence until each facility is constructed and fully occupied. 6. Appointment Process The City will advertise broadly the opportunity to serve on the Committee. Interested individuals may apply by completing the City's Boards and Commissions Application Form available on the City website. Applications will be reviewed by the Mayor and the City Council's Public Safety Committee. The Mayor's recommendation and Finance and Safety's recommendation will go forward consecutively to the Committee of the Whole. Volunteers for City Boards, Commissions, and Committees are subject to a background check and conflict of interest statement. IT.M. 7. Bylaws The Committee shall adopt bylaws regarding its internal organization, including the following: • A provision for electing a Chair and a Vice-Chair, as well as any other officers deemed necessary by the Committee. • All meetings will be open to the general public. • A majority of active members shall constitute a quorum. • Reports and/or recommendations to the City Council must be approved by a majority of active members of the Committee. • The bylaws will include specific information on Advisory Committee members declaring potential conflict of interest, specifically as it relates to real estate. • Reminder that the Citv Council is the ultimate decision maker in sitina facilties. 8. Meetings The Committee shall determine its meeting schedule according to the flow of information to evaluate. Meetings will be held at a time and place that work for all members of the committee. This could change depending on where the City is in the process of each facility. Members are expected to reliably attend and participate in meetings. If a member fails to attend two or more meetings without cause, then the Committee shall define the member as inactive and inform the Council of its action. 9. Committee Reporting The Committee shall report to the City Council on its activities at a minimum of once every six months. at a Committee of the Whole or Regular meeting. The Committee may choose to report more frequently to the City Council either in-person or in written format. In addition, the Committee will report to the City Council in advance of a Council decision related to siting and after significant community outreach events in order to provide an overview of the feedback received at the event. 10. City Support The City will provide the Committee with reasonable technical and administrative assistance, including: • Adequate staff support to ensure the Committee's success • Preparation and distribution of agendas and minutes • Provision of relevant documents such as siting reports, outreach plans, collateral materials and other reports requested by the Committee. • Provision of a meeting room 185 • Provision of a space on the City website and digital records center for public access to agendas, minutes, reports, and any other relevant information. 11. Ethics Policy and Advisory Committee Limitations As appointed officials, members of the Committee are subject to the City's Code of Ethics (TIVIC 2.95), and they will be held to the highest ethical standards. Further, in the spirit of transparency, the Committee will abide by the rules and standards set forth in the Open Public Meetings Act (OPMA). Committee members are appointed to study and provide comments and advice to the City Council on siting. The Committee is not authorized to act on behalf of the City Council, nor is the City Council bound by the Committee's recommendations. The final decision on siting will be made by the City Council. The Committee serves the general interest of the public and not any personal or special interest. Committee members are required to sign a conflict of interest statement and to disclose any potential conflicts that may arise during the course of service. 12. Member Termination The City Council retains the right to remove a Committee member for specific reasons such as, but not limited to: • The member has been declared inactive due to missing two or more meetings without cause. • The member has been found to violate a provision of the Code of Ethics (TMC 2.95) If a member is removed from the Committee, the community will be notified of the vacancy and the City Council and/or the Mayor, depending on which seat is at issue, will appoint another qualified person to the Committee per the process outlined in Section 6 of this Charter. UM Public Safety Committee Minutes ......................................................................................... ............................... February 21, 2017 ultimately adopt final criteria. The criteria is outlined in the memo from Shiels Obletz Johnsen and formatted in matrices that will be used as scoring sheets for each potential site. Criteria include city operational requirements (including the affected departments), city policy requirements, public desires, site details, and costs. Councilmember Quinn requested the addition of "innovation" under city policy requirements and "containing development costs to ensure all facilities are built" under costs. UNANIMOUS APPROVAL WITH REQUESTED ADDTIONS. FORWARD TO FEBRUARY 27, 2017 COMMITTEE OF THE WHOLE. D. Framework for Public Safety Plan Siting Advisory Committee Staff is seeking Council approval of a framework for the Siting Advisory Committee associated with the Public Safety Plan. The Committee had previously recommended a framework to the Committee of the Whole, which sent it back to Committee for additional review. The revised draft is presented in Charter format and includes additional details on the committee's responsibility, additional language regarding ethics and limitations, and updates the appointments to reflect three members to be appointed by Council and one by the Mayor. The Committee recommended that when the bylaws are developed by the Siting Advisory Committee they further address potential conflicts of interest. UNANIMOUS APPROVAL. FORWARD TO FEBRUARY 27, 2017 COMMITTEE OF THE WHOLE. E. Format of Monthly Public Safety Plan Report to Council Staff is seeking Council approval of a format for a monthly report to the Council on the Public Safety Plan. The proposal includes status updates, upcoming activities, and a rolling annual calendar. The report will be included in the agenda packet of the first Regular Meeting of every month in hopes of keeping Council well - informed throughout the complex projects. The Committee approved the format and Councilmember Duffie suggested minimizing the use of acronyms as this will be available to the public. UNANIMOUS APPROVAL. FORWARD TO FEBRUARY 27, 2017 COMMITTEE OF THE WHOLE. F. 20164' Ouarter Police Department Report This item will be rescheduled to the March 6, 2017 Public Safety Committee meeting. III. MISCELLANEOUS Adjourned 6.46 p.m. (* Committee Chair Approval Minutes by LH Wit