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HomeMy WebLinkAboutCDN 2019-09-10 Item 2A - Update - Boards and Commissions AppointmentsCity of Tukwila Allan Ekberg, Mayor INFORMATIONAL MEMORANDUM TO: Community Development & Neighborhoods Committee FROM: Laurel Humphrey, Council Analyst DATE: May-3-5y2-O-1-August .,1019 SUBJECT: Board & Commission Appointments ISSUE The Community Development & Neighborhoods Committee previously discussed an overview of processes relating to Planning Commission appointments, including process for reappointments, Council vs Mayor role, and term limits. The Committee requested the topic return with additional information about the current appointment process and the potential for improvements. BACKGROUND The City is assisted in several operational areas by boards and commissions comprising members of the community. Residents and business representatives serve an important function by volunteering their time and expertise as members. In most cases, members are appointed by the Mayor and confirmed by the City Council per the RCW. Operational information about boards and commissions is located in the Municipal Code, in the By -Laws of each group, and in the Boards & Commissions Handbook. Recruitment & Equity Vacancies are currently promoted on the City website, Channel 21, social media, and in the City Administrator Report in the City Council Regular meeting packets. The City's Community Engagement Manager has committed to promoting opportunities with local groups who can help empower underrepresented community members. One of these, Puget Sound Sage, offers a six-month Community Leadership Institute that supports and trains emerging leaders from low-income communities and communities of color to sit on boards and commissions. Councilmembers and currently seated members can play an important role in recruitment by spreading the word to constituents and by making a personal ask to qualified individuals. A discussion on equitable recruitment strategies has been scheduled for the June 6, 2019 Equity and Social Justice Commission meeting. Appointment Process The application form is available by request and on the City's website. Completed applications can be submitted by postal mail, email to BoardsComms@tukwilawa.gov, or in person at City Hall. When applications are received by the Mayor's Office, they are scanned and routed for a background check. School District personnel, currently seated members, and Lodging Tax Advisory Committee members are exempt from the background check. An INFORMATIONAL MEMO Page 2 email is sent to each applicant letting them know the application is under review. Once the background check has been completed, a copy of the application is provided to the Mayor and the staff liaison of the board or commission. The Mayor may ask the staff liaison to conduct an interview with the applicant or may opt to sit in on an interview with the applicant and the current Chair board, commission or committee. When the Mayor has determined the applicant(s) to recommend for appointment, the Executive Assistant will schedule the appointment(s) to go before Council at an upcoming Regular Meeting and prepare a memo to the City Council recommending the appointment(s). Copies of the application(s) (with address, phone number and emails redacted) are attached to the memo, which is then distributed to the Council by email and hard copy. Applicants are invited to attend the Council meeting at which their appointment is scheduled. Reappointment Process When a member's term is coming to an end, a letter is mailed to the individual to notify them of the expiring term and to ask if they are interested in continuing to serve. If the individual would like to continue, the Mayor will consider their request along with any new applications received that have expressed interest in that particular board or commission and then make a recommendation for reappointment or a new appointment, to the City Council via memo and schedule the item at an upcoming Regular Meeting in accordance with the process stated above. Applicants Not Appointed If an applicant applies for a position and the Mayor decides not to recommend the appointment, they receive a letter thanking them for applying, notifying them they were not appointed, providing information on other vacant positions, if applicable, and letting them know that their application will be kept on file for one year. Qualifications, Requirements & Representation Boards and commissions have varying requirements regarding community residency or business affiliation as outlined in the Municipal Code. Every member of an advisory board, commission or committee must sign a Conflict of Interest Disclosure Form and Ethics, OPMA and PRA Training Certification Form within 90 days of appointment or reappointment. RECOMMENDATION When the Committee last discussed this issue, it agreed that a written, predictable appointment process would be beneficial. Committee members also expressed support for certain changes to the process including requiring reapplication for reappointments, receiving appointment memos at least two weeks prior to the potential confirmation date, and applying a stronger equity lens to recruitment. Council staff met with the Mayor's Executive Assistant and the Community Engagement Manager to discuss the Committee's requests and collaborate on improvements. The following suggestions in the areas of recruitment and appointments are proposed for the Committee's review and feedback. 2 INFORMATIONAL MEMO Page 3 • Advertise open positions in the Hazelnut, both online and printed editions • Promote opportunities with community -based organizations and school districts • Update Boards & Commissions Handbook to reflect current Codes and CDN Committee input • Distribute updated Boards & Commissions brochure widely, including Foster High, Tukwila Library, TCC front counter, meetings of community groups, and more • Require a letter of interest outlining an applicant's relevant background, experience, and interest • Require reapplication for additional terms • Provide memo of appointments to the City Council at least two weeks in advance of the Regular Meeting Create an Administrative Policy to formalize the internal appointment process, providing for better consistency and continuity Staff briefed the Equity and Social Justice Commission at its June 6,2019 meeting, and asked for suggestions on equitable outreach. The following suggestions were shared with the Community Development and Neighborhoods Committee on June 11 2019: • Ask high school interns and the Civics instructor to help promote youth position openings • Survey existing Board & Commission members on demographics to gain a better understanding of who is serving Add demographic information to the application form to track this information going forward • Use Community Connectors to promote openin s and explain the function of boards & commissions • Share openings with community -based organizations, e.g. Global 2 Local Somali Health Board, Congolese Network Para los Ninos Outreach through faith -based communities Tap into Parks & Rec staff and facilities to get the word out to theft users (incl. seniors and youth) • Promote openings at events such as Night out Against Crime, See you in the Park, and Teen Summer Kick-off • Include the business community/Chamber • Provide information describing the positions and responsibilities in greater detail • Find opportunities to ask people "have you heard about boards & cornmissions volunteer opportunities" and identify barriers • Engage with parents at school events 3 INFORMATIONAL MEMO Page 4 RECOMMENDATION The Committee is asked to discuss this information and provide direction on next steps. Staff will return with updates to associated boards and commission materials. ATTACHMENTS Application Brochure Updated Ap_plication Form New Reapplication Form Updated Boards, Commissions and Committee Handbook Administrative Policy 4 City of Tukwila Tukwila City Hall 6200 Southcenter Blvd Tukwila, WA 98188 Phone: (206) 433-1800 RECEIVED Email: BoardsCommsPtukwilawa.gov Website: www.tukwilawa.gov Application for Appointment BOARDS AND COMMISSIONS Please complete the ENTIRE application form. Submitting a resume is optional. NAME: Last First DATE: M.I. ADDRESS: Street City Zip MAILING ADDRESS (if different): HOME PHONE: MOBILE PHONE: EMPLOYER: E-MAIL: Please check all that apply to you w • Resident ❑ School District Representative thin Tukwila city limits:' ❑ Business Owner/Representative High School Student I wish to be considered for appointment to the following board or commission (check all that apply): COMMISSIONS: ❑ Arts ❑ Civil Service ❑ Equity & Diversity • Parks ❑ Planning BOARDS & COMMITTEES: ❑ Community Police Advisory ❑ Human Services ❑ Library ❑ Sister Cities ❑ Lodging Tax ❑ Other/Special Committee: HAVE YOU PREVIOUSLY SERVED ON ONE OF THESE BOARDS OR COMMISSIONS? ❑ Yes ❑ No If "yes", please list: AVAILABLE TO ATTEND MEETINGS: ❑ Daytime ❑ Evenings Please note that upon submission, all information on this document becomes public record. For further clarification regarding this application or more information regarding boards and commissions please call 206-433-1850. 5 Boards & Commissions Application Page 2 Please describe your interest in serving on a board, commission or committee and include your qualifications for the position. (Please limit your response to 500 words or less.) Professional/Community Activities (organizations, clubs, service groups, etc.): Hobbies/Interests: Other comments/additional information for consideration: Please note that upon submission, all information on this document becomes public record. For further clarification 6 regarding this application or more information regarding boards and commissions please call 206-433-1850. Boards & Commissions Application Page 3 PERSONAL INFORMATION (OPTIONAL) The City of Tukwila is committed to inclusiveness and outreach to all Tukwila residents to ensure that Tukwila boards and commissions are reflective of the community we serve. Providing information in the section below is voluntary but will assist in achieving this goal. How do you identify? RACE/ETHNICITY: GENDER: SEXUAL ORIENTATION: PREFERRED PRONOUNS: Do you have a disability as defined by the Americans with Disabilities Act? Y_N Generation Range Under 30 31-40 41-50 51- 60 61- 70 Over 70 Applicant's Signature Date FOR CITY USE ONLY: APPOINTED: ❑ Yes ❑ No TERM EXPIRES: Please note that upon submission, all information on this document becomes public record. For further clarification regarding this application or more information regarding boards and commissions please call 206-433-1850. 7 8 City of Tukwila Tukwila City Hall 6200 Southcenter Blvd Tukwila, WA 98188 Phone: (206) 433-1800 RECEIVED Email: BoardsComms(atukwilawa.gov Website: www.tukwilawa.gov Application for Reappointment BOARDS, COMMISSIONS AND COMMITTEES DUE ©CTOBER 15 Please complete the ENTIRE application form. NAME: Last First M.I. ADDRESS: Street City Zip MAILING ADDRESS (if different): HOME PHONE: MOBILE PHONE: EMPLOYER: E-MAIL: Please check all that apply to you within the City of Tukwila limits: ❑ Resident ❑ Business Owner/Representative 111 School District Representative ❑ High School Student I would like to be reappointed to the following board, commission or committee: currently serve in Position # My term expires: Please describe your interest in continuing to serve on this board, commission or committee. (Please limit your response to 500 words or less.) Applicant's Signature Date FOR CITY USE ONLY: REAPPOINTED: ❑ Yes ❑ No TERM EXPIRES: Upon submission, all information on this form becomes public record. For further clarification regarding this application or more information regarding the boards or commissions, please call (206) 433-1850. 9 10 The city of opportunity, the community of choice City of Tukwila Advisory Boards, Commissions and Committees Handbook City of Tukwila Mission To provide superior services that support a safe, inviting and healthy environment for our residents, businesses and guests. GOAL ONE GOAL Two GOAL THREE GOAL FOUR GOAL FIVE Strategic Goals and Objectives A Community of Inviting Neighborhoods & Vibrant Business Districts A Solid Foundation for All Tukwila Residents A Diverse & Regionally Competitive Economy A High -Performing and Effective Organization A Positive Community Identity and Image August 2019 11 12 2 Welcome to the City of Tukwila Volunteers are a vital part of government's existence and are deeply appreciated. This information will provide a basic understanding of the philosophies and policies that make the City of Tukwila a rewarding place in which to volunteer and work. Please remember that these are general guidelines and are not meant to take the place of the bylaws and procedures developed by each advisory group. Advisory Groups Advisory bodies provide guidance to decision -makers and bring public participation into the process of government. Ideally the members represent the diverse viewpoints of the community and offer comprehensive recommendations to the City Council. This handbook provides an overview of the City's boards, commissions and committees, outlines the process to serve on a City board, commission or committee, reviews basic responsibilities and expectations of board, commission and committee members and summarizes some of the state laws that affect advisory bodies. 3 13 City of Tukwila Boards, Commissions & Committees Arts Commission Major Duties: Advises City officials on arts matters, encourages community participation in the arts, promotes art projects. Advises the Mayor on expenditure of arts related budget appropriations. Term of Service: 4 years Board of Ethics Major Duties: The purpose of the Board of Ethics is to adjudicate ethics complaints against elected officials once an initial determination of sufficiency has been made by an Ethics Officer. The Board of Ethics shall be composed of five members comprised of one member from each of the City's five standing Commissions - the Planning Commission, the Arts Commission, the Park Commission, the Equity and Social Justice Commission and the Civil Service Commission. Term of Service: 1 year Civil Service Commission Major duties: The Civil Service Commission has jurisdiction on police and fire personnel issues as required by state law. The Commission administers civil service rules that provide the manner in which civil service (all police personnel and commissioned fire personnel) examinations, appointments, promotions, transfers, demotions, reinstatements, suspensions and discharges are made. Decides appeals from suspensions or terminations. Term of Service: 6 years Community -Oriented Policing Citizens Advisory Board (COPCAB) Major duties: Advises and makes recommendations to the Police Chief, the Mayor and the City Council on issues concerning public safety and police services within the City. Enhances police -community relations, reviews and provides a community perspective concerning procedures, programs, and the effectiveness of the police service; and promotes public awareness of the City's police services and programs Term of Service: 4 years 14 4 Equity & Social Justice Commission Major duties: Advises the Mayor and City Council of opportunities to promote understanding that accepts, celebrates and appreciates diversity within the community; serves as a resource for the community by providing information and educational forums that will facilitate a better understanding and awareness of social justice and human rights. Term of Service: 2 years Sister City and Civic Awareness Committee (Subcommittee of the Equity and Social Justice Commission) Major duties: Advises the Mayor and City Council on how to best promote understanding and goodwill between the Tukwila community and the peoples of other nations through collaboration communication and programs and by connecting youth and residents with civic organizations for education and awareness. Term of Service: 2 years Human Services Advisory Board Major duties: Advises the Mayor and City Council on human service needs and programs in the City. The Board assists in monitoring and assessing the need for human services in Tukwila, provides recommendations for prioritizing human service needs, and recommends policies and programs for funding. Term of Service: 3 years Landmark Commission Major duties: Reviews nominations and designates any real property within the City of Tukwila as a landmark and issues a Certificate of Appropriateness for any property that has been designated as a landmark. Term of Service: 3 years Library Advisory Board Major duties: Advises the Mayor and City Council on library services in the City; recommends, develops and promotes library services and activities and promotes library gift giving/donations to the library. Term of Service: 2 years 5 15 Lodging Tax Advisory Committee (LTAC) Major duties: Provides recommendations to the Mayor and City Council regarding the lodging tax, to include any change or increase, repeal or exemption, and use or change in the use of revenue received from that tax. Term of Service: Appointments are made by the City Council on an annual basis Park Commission Major duties: Advises the Mayor and City Council regarding the acquisition, development, expansion and operation of parks and recreational facilities and programs; recommends policy and standards for the construction, development, maintenance and operations of parks, playfields and recreation grounds; and recommends rules and regulations for the use and management of park and recreation facilities. Term of Service: 3 years Planning Commission/Board of Architectural Review Major duties: Advises the Mayor and City Council on matters relating to land use, comprehensive planning, and zoning. Also serves as the Board of Architectural Review to provide design review of proposed development plans. Term of Service: 4 years Public Safety Bond Financial Oversight Committee Major duties: Reviews the allocation of proceeds and progress on achieving the purposes of the Public Safety Bond, and reports to the City Council and the public on the same . Term of Service: 2 years SeaTac Airport Stakeholder Round Table (StART) Major duties: Represents the Tukwila Community to provide meaningful and collaborative public dialogue and engagement on Airport related operations, planning, and development. Term of Service: 2 years 16 6 Appointment Process Community members submit a completed Boards, Commissions and Committee application to the Mayor's Office. The Mayor's Office will forward the application to the applicable Board(s), Commission(s) or Committee(s) for review. Arts Commission, Community -Oriented Policing Citizens Advisory Board, Equity & Social Justice Commission, Human Services Advisory Board, Library Advisory Board, Park Commission and Planning Commission: The Mayor recommends appointment of applicants to the City Council, and appointments are confirmed by the City Council at a Regular Meeting. Civil Service Commission: The Mayor appoints applicants to the Civil Service Commission. Lodging Tax Advisory Committee (LTAC): The LTAC Chair recommends appointments, and appointments are confirmed by the City Council. Public Safety Bond Financial Oversight Committee: Appointments are made by the City Council. Terms and Reappointments Terms of service vary by Board, Commission or Committee and range from 1 to 6 years. Vacancies are filled throughout the year as needed. An individual may be reappointed for additional terms of service with the approval of the Mayor and/or City Council as outlined above. Resignations If an advisory member is unable to complete their term of service a letter of resignation should be sent to the Mayor indicating the effective date of the resignation. Roles and Responsibilities Each member of a Board, Commission or Committee makes unique contributions, but some members may assume additional roles within the group. Each role that people fill within these groups has guidelines that help ensure success. The following are general guidelines that may vary with the requirements or need of each group. Chair/Vice-Chair o As group leader, the chair suggests group direction and options for setting goals o Provides a supportive environment for process, content, and group members o Sees that agendas are set o Sets a positive tone and pace for the group o May participate in meeting preparation in coordination with the staff liaison o Represents the group in the community Group Member o Arranges adequate time to carry out the responsibilities of being a member o Comes to meetings prepared 7 17 o Listens to other group members and communicates with respect and courtesy o Participates in group discussion and decision making Staff Support for Advisory Groups City staff support the City of Tukwila advisory groups. The primary role of staff is to represent the City and facilitate communication between the advisory group, City Administration, the City Council and other City departments. Staff responsibilities include: o Ensuring that meeting notifications and recordkeeping is compliant with applicable state laws such as the Open Public Meetings Act (OPMA) and Public Records Act (PRA) o Providing professional guidance, issue analysis and recommendations o Assisting with research, report preparation and correspondence o Compiling agendas, maintaining minutes, forwarding recommendations and/or implementing actions Being an Effective Advisory Group Member Residents are appointed to a City of Tukwila advisory group to represent the public interest. The appointments may reflect a geographic interest, an area of expertise, or a special interest group or professional association. Every individual brings an important point of view. Considering diverse points of view produces comprehensive and fair recommendations. Advisory bodies provide an important link between the community and City staff. The information each group provides about specific community needs and opinions can have a profound effect on public policies. Advisory group members play a very special role in creating recommendations on governmental issues. As a member of an advisory group, you will be expected to: • Represent community opinions, attitudes, and needs to City staff and the City Council • Study programs and services • Analyze problems and needs • Offer recommendations While advisory groups provide recommendations about policy, they do not create or administer policy, programs or services. It is vital that all members regularly attend meetings and come to meetings prepared. The best preparation is to read all reports, proposals and other documents distributed by staff prior to meetings. 18 8 Meetings Each advisory group member is responsible for the content and productivity of meetings they attend and should come prepared to take ownership for their contribution to the meeting. Meetings do matter. The following guidelines will ensure that participants contribute productively. O All participants arrive prepared © There are clear group rules that all agree to honor O Agenda is written and shared O Meetings will start and end on time 0 All participants contribute © All points of view are considered with courtesy and respect O Process is focused O Work to be accomplished is defined and assigned Group Conduct Each group member is an individual and has a unique style of learning or accomplishing tasks. At times, these differences can cause friction between members and slow down the process of the group. Following the guidelines below will help prevent misunderstandings and disagreements. • Attendance: The group should place a high priority on attendance at meetings. Talk about what would be legitimate reasons for missing a meeting and establish a procedure for informing the group leader of an absence • Promptness: Meetings should start and end on time. • Role: Recognize that authority to act is granted to the group, not the individual, and that compromise may be necessary in order to reach consensus. ■ Meeting place and time: Specify a regular meeting time and place and establish a procedure for notifying members of meetings. • Participation: Everyone's viewpoint is valuable. Every team member can make a unique contribution; therefore, emphasize the importance of both speaking freely and listening attentively. When members have differing viewpoints respectfully agree to disagree. • Stay on task: Conversations should be limited to subjects that the group has the authority to make recommendations on. • Basic conversational courtesies: Listen attentively and respectfully, do not interrupt, limit use of electronic devices, etc. • Rotation of routine chores: Decide who will be responsible for routine chores required of regular meetings and decide how to rotate these duties among the group of members. 9 19 Group Decision Making Just as the functions of the City of Tukwila's advisory groups are different, so are the ways in which each group reaches agreement. After a discussion, some groups may vote; others may prioritize and select the recommendation that emerged as a priority; and still others may use consensus as a way to reach a decision. It is important for volunteer advisory group members to be aware of the type of decision -making process spelled out in their bylaws. Bylaws Every advisory group must have a set of bylaws to direct and clarify its actions, procedures, and organization. Bylaws are the guidelines by which a group functions. Bylaws should include expectations as well as guidelines for members. Issues such as attendance, responsibilities, and removal should be addressed in the bylaws. Advisory group members are expected to become familiar with and adhere to bylaws and all relevant statutes. Laws Affecting Advisory Group Activities Advisory group members should be aware of certain restrictions and requirements and be familiar with and operate within their group's governing statutes, bylaws, and city, state and federal laws at all times. These laws ensure that all levels of government operate properly. Fortunately, it is not difficult to comply with these laws. The first step is to know what is required. If a Board, Commission or Committee has a legal question, they may ask the staff liaison to request clarification from the City Attorney. Influencing Ballot Measures and Using City Facilities for Political Purposes: Revised Code of Washington (RCW) 42.17A.555 strictly forbids the use of public facilities for the purpose of assisting a campaign for election of any person to any office or for the promotion or opposition to any ballot proposition unless they are activities that are part of the normal and regular conduct of the office or agency. Advisory group members may support or oppose a candidate or ballot measure as an individual, but not in their capacity as a Board, Commission or Committee member. For example, Jane Doe, Planning Commissioner, cannot support a candidate by signing her name as "Jane Doe, Tukwila Planning Commissioner," but she can sign "Jane Doe." John Doe, who is a member of an advisory group, cannot use the facilities or the forum of an advisory group meeting to publicly support a candidate or ballot measure, but as an individual he can speak to individual members of the group to express his political opinions on his own time. 20 10 Open Public Meetings Act (OPMA) The Washington Open Public Meetings Act (RCW 42.30), essentially requires three things: • Notice must be provided for all meetings; • Meetings must be open to the public, except as authorized by state law; and • Minutes must be created for each meeting. A "meeting" is defined to include not only formal gatherings of the advisory group but also any occasion where a "quorum" (usually majority) of advisory group members come together and discuss group issues or City business. Electronic or telephonic communications may constitute a meeting which is subject to the Open Public Meetings Act if a majority of members discuss information, give input or take action via e-mail or telephone. Every member of an advisory body must complete training on the OPMA within 90 days of appointment and must complete the training within 90 days of reappointment or every four years, whichever comes first. (RCW 42.30.205) Link to OPMA Training: https://youtu.be/pTnr-DvUu9M Public Records Act (PRA) The Public Records Act (RCW 42.56) requires that agencies retain records of business conducted in accordance with the State retention schedule and produce these records upon receipt of a public records request. Board and Commission members are subject to the Public Records Act, which means that all documents used or created by members in the course of their work on the Board, Commission or Committee are subject to Washington State records retention laws and disclosure under the Public Records Act. This includes email communications sent and received via a private email account, as well as any notes taken by members in the course of their work. Board, Commission and Committee members should promptly turn over any relevant documents when requested by the City pursuant to a public records request or litigation. The City requires every member of an advisory body to complete training on the PRA within 90 days of appointment and within 90 days of reappointment or every four years, whichever comes first. Link to PRA Training: https://youtu.be/ mTE2KNYxa4 11 21 Ethics and Appearance of Fairness Washington's ethics laws prohibit public officials from gaining financially as a result of his or her position. Also, public officials must declare any conflicts of interest at a public meeting. A conflict exists if a recommendation could potentially affect the finances of the group member or the finances of a family member. If a conflict exists, the member must declare this fact at a meeting where the issue is being discussed and refrain from discussing or voting on the recommendation. The City requires every member of an advisory body to complete training on Ethics within 90 days of appointment and within 90 days of reappointment or every four years, whichever comes first. Link to Ethics Training: https://youtu.be/PwBV-bt4P-o Forms Every member of an advisory board must sign a Conflict of Interest Disclosure Form and Ethics, OPMA and PRA Training Certification Form within 90 days of appointment. New Disclosure and Certification forms must be completed within 90 days of reappointment or every four years, whichever comes first. 22 12 The city of opportunity, the community of choice Conflict of Interest Disclosure I have reviewed the City of Tukwila Boards, Commissions and Committees Handbook and understand my commitments and obligations as a member of the . I agree to work with staff and other volunteers to comply with said responsibilities and abide by all relevant laws. I understand that as an advisory board, commission or committee member I may be asked to make recommendations to the City Council about the investment of City of Tukwila financial resources. I agree to abide by all state and local laws regarding Ethics in Public Office and to avoid situations where personal affiliations and/or relationships could have, or give the appearance of having, an influence on the matters being considered. If and/or when such a situation occurs, I shall disclose the potential conflict to the members of the advisory group and excuse myself from discussion and voting. Member Signature Date Printed Name 13 23 24 14 The city of opportunity, the community of choice Certification of Training This will certify that as a member of the I have received Ethics, Open Public Meeting Act and Public Records Act Training as outlined below. Ethics: OPMA: Training Format (Live/Webinar/Video) Date Training Format (Live/Webinar/Video) Date PRA: Training Format (Live/Webinar/Video) Date I agree to comply with the OPMA and PRA and to abide by all relevant laws. Member Signature Date Printed Name 15 25 26 16 The City of Tukwila is an equal opportunity organization and does not discriminate in violation of law on the basis of race, color, national origin, creed, religion, sex, age, marital status, physical or mental disability, genetic information, gender identification, status as an honorably discharged veteran or any other class protected by federal, state or local law. The City of Tukwila also promotes a productive work environment and does not tolerate discrimination, harassment or retaliation. It is our goal to create, foster and maintain an atmosphere of non-discrimination. Discrimination in any form undermines the morale and integrity of working relationships and interferes with the productivity of the group. Anyone who feels they have been subjected to discrimination or harassment should immediately notify your advisory group staff liaison or the Mayor's office. Any reports of discrimination or harassment will be handled impartially and resolved promptly. The City of Tukwila is a drug free organization and expects all employees and volunteers to report to their assignment free from drug and/or alcohol impairment. Volunteers must abide by the provisions of this policy as a condition of volunteer service. 17 27 28 CITY OF TUKWILA POLICY Page 1 of 4 Board, Commission and Committee Appointment Process Purpose: To establish and provide consistent procedures for the review and selection of community members to serve on City boards, commissions and committees. Definitions • Board: A semi -autonomous body established pursuant to a city ordinance. • Commission: A body established pursuant to state statute and a city ordinance to study and recommend action to the City Council with the exception of theCivil Service Commission. • Committee: A body appointed by the City Council with a specified task or function. Policy and Procedures: Advisory bodies provide guidance. to decis►on-makers and bring public participation into government activities. The City of Tukwi;la's boards,"commissions and committees provide invaluable service to the City. Authority: The Mayor of Tukwila and the Tukwila City"Council are specifically empowered by state law and the Tukwila Municipal Code to fill by appointment all boards, commissions and, committees in compliance with the Revised Code of Washington an 'd the Tukwila Municipal Code TheMayor's Office is responsible for the oversight and administration of the process key which the advisory boards, commissions and committee program is managed. Appointment Criteria: To be considered for appointment each applicant must meet at least one of the following criteria: • Be a resident of the City of Tukwila fo'r'a resident or community' position; • Be employed in the City kwila for a business representative position; • Be a Tukwilacol District Representative for'a school district position; or • Be a High School Student in the City of Tukwla for a student representative position. Applicants mustt also successfully complete arrbackgrod nd check. Qualifications vary for each'board, commission and committee and are specifically outlined in the Tukwila Municipal Code. f � t Appointment Process: Interested applicants must submit a completed Boards, Commissions and Committees application to the Mayor's Office. Applications are available on the city's website at www.tukwilawa gov/lpartmeLnayors-office/boards-and-commissions. Applications for the Arts Commission, Community -Oriented Policing Citizens Advisory Board, Equity and Social Justice Commission, Human Services Advisory Board, Library Advisory Board, Landmark Advisory Board, Park Commission, Planning Commission, SeaTac Airport Stakeholder Round Table and Special Committees appointed by the Mayor: When an application is received an email is sent to the applicant acknowledging receipt of the application and letting them know the application is under review. A background check is conducted and once complete the application is sent to the staff liaison for the 29 Board, Commission and Committee Appointment Process Page 2 of 4 Board or Commission the applicant is interested in. A copy of the application is also provided to the Mayor. The Mayor may contact the applicant directly, ask the staff liaison to contact the applicant or schedule an interview with the applicant. When the Mayor has determined the applicant to recommend for appointment the Executive Assistant will schedule the appointment recommendation to go before Council for confirmation at an upcoming Regular Council Meeting. An Informational Memorandum recommending the appointment is prepared and distributed to the City Council by email and internal mail no fewer than three weeks before the scheduled Council Meeting. A copy of the application with address, phone number and emails redacted is attached to the Informational Memorandum. After the counciimembers have had a few days to review the memo, a letter is sent to the applicant notifying them that;the Mayor has recommended their appointment, pending confirmation of the City Council and inviting them to attend the upcoming Council meeting where their confirmation is on the agenda. Applications for Civil Service Commission: When an application is received an emala is sent to the applicant acknowledging receipt of the application and letting them,, know the application is under review. A background check is conducted and once complete the application is sentto t(e staff liaison for the Civil Service Commission. A copyofthe application` `is alsci provided to the Mayor:The Mayor may contact the applicant directly, ask the staff liaison to contact the'applicant or schedule an interview with the applicant. Per RCW 41.08.030 and 4142 0ointments to Civil Service Commission are made by the Mayor and do not go before City Counc►l for confirmation Applications for the Lodging Tax Advisory Committee (LTAC) When an application is received an email is sent to the applicant�acknowledging receipt of the dppliccation andletting them know the application is under review. A background check is conducted andonce complete the application is sent to the staff liaison for LTAC. The staff liai►lison wcoord►nate with the Councilmember serving as LTAC Chair as LTAC appointments are made by�Memorandum recommending the appointment is prepared and distributed to the C►ty;Council by email and internal mail approximately three weeks before the scheduledMeeting.` A, copy of the application with address, phone number and emails redacted isattached to the Informational Memorandum. After the councilmembers have had a�few days to review the.memo, a letter is sent to the applicant notifying them that the Council President has recommended the►rappointment, pending confirmation of the full City Council and inviting them to attend the upcoming Council meeting where their confirmation is on the agenda. �x A Applications for the Public Safety'B''ond Financial Oversight Committee (FOC) and Special Committees appointed by Council: Whenxan application is received an email is sent to the applicant acknowledging receipt of the application an'd''Ietting them know the application is under review. A background check is conducted and once complete the application is sent to the staff liaison for the Committee. The staff liaison will notify the Council President and/or relevant standing Committee Chair and schedule the appointment to go through the Council's legislative process, which may include a standing Council Committee. 30 commission or comrttte , Board, Commission and Committee Appointment Process Page 3 of 4 Appointee Requirements: Every member of an advisory board, commission or committee must sign a Conflict of Interest Disclosure Form and Ethics, OPMA and PRA Training Certification Form within 90 days of appointment or reappointment. Forms and links to the trainings are located in the Boards and Commissions Handbook. Applicants Not Appointed: If an applicant applies for a position and is not appointed they are sent a letter thanking them for applying, notifying them they were not appointed, providing information on any vacant positions, if applicable, and letting them know that thejrapphcation will be kept on file for one year. Resignations: When a member resigns from their position before the end of the term, the vacancy is advertised, and a new member is appointed to serve the%remainder of the term. A letter is sent to the member thanking them for their service. Vacant Positions: Vacant positions are advertised in the Hazelnut newsletter, on TukTV, on the City's website, on social media and in the CityAdministrator's port in the City Council meeting packets. Reappointment Process: Terms for positions;range between two,years and six years depending on the Board or Commission. All positions expire December 31 at the end of the term. In September of each year the Mayor's Office will contact all incumbent members with terms; expiring at the end of the year to determine if they are interested in reappointment. Ifthe incumbent is interested in being reappointed, they will complete the Reappointment Application a.nd submit it to the Mayor's Office by October 15 The Mayor's Office will notify the Board, Commission arnd Co"nmittee staff` liaisons which incumbents have applied for reappointment.,;The staff liaison will haveuntil November 15 to provide any feedback about the reappointments to the appointing authority, considering factors like attendance regularity, objectivity, and effectiveness All positions With terms ending will be advertised in the October edition of the Hazelnut newsletter and throughMother City venues with applications due by November 15. All applications, both reappointment and new, will be'rev" ewed and an Informational Memorandum with appointment and reappointment recommendations will be provided to City Council no later than December 7 All appointments aind reappointments for terms that expire December 31 are scheduled for the first Council meeting in January,. Recognition: The Mayor will send arletter of appreciation and thanks to each member of a board, e completion of a term. Records: The Mayor's Office `shall maintain records of persons who have applied for a vacancy on a given board, commission or committee for one (1) year after each filing period. If a position should become vacant during that timeframe, the applicant will be considered for the position. 31 Board, Commission and Committee Appointment Process Page 4 of 4 Current Boards, Commissions and Committees Term Length Appointment Authority Governing Legislation Arts Commission 4 years Appointed by Mayor Confirmed byCouncil TMC 2.30 Civil Service Commission 6 years Appointed by Mayor -'� RCW 41.08 RCW 41.12 TMC 2.42 Board of Ethics 1 year Cornxprsed of therChair from each of the Commiss,io;ns TMC 2.97.040 Community -Oriented Policing Citizens Advisory Board (COPCAB) 4 years Appointed by Mayor confirmed by Council TMC 2.39 Equity & Social Justice Commission 2 years Appointed by iv(.ayor. Confirmed by Council ` TMC 2.29 Human Services Advisory Board 3 years Appointed Confirmedrrby;Council by Mayor TMC 2.34 Public Safety Bond Financial Oversight Committee (FOC) 2 years ointedby Council ���� �� Ord. 2509 Ord. 2535 Res. 1892 Landmark Commission3 years � Appointed Confirmed by Mayor by`Council TMC 16.60 Library Advisory Board 2 years Appointed by Mayor Confirmed by Council TMC 2.33 LodgingTax (LTAC) Advisory Committee; l 1 year Appointed by Council TMC 2,35 Park Commission 3 years ,'`Appointed by Mayor Confirmed by Council TMC 2.32 Planning Commission 4 years Appointed by Mayor Confirmed by Council RCW 35A.63 TMC 2.36 SeaTac Airport Stakeholder Round Table (StART) 2 years Appointed by Mayor Confirmed by Council StART Operating Procedures Board, Commission and Committee Appointment Process Initiating Department: Mayor's Office Effective Date: Supersedes: Mayor's Office Approval Signature: 32