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Home My WebLink AboutCOW 2012-03-26 Item 4C - Discussion - Consent Agenda ProcessCOUNCIL AGENDA SYNOPSIS Initials ITEMNO. Meeting Date Prepared by Mayor's review (751fil review 1 03/26/12 KAM 04/02/12 KAM 4.C. ITEM INFORMATION STAFF SPONSOR: MATE? /O'FLAHERTY IORIGINAL AGENDA DATE: 03/26/12 AGENDA ITEM TITLE Proposed Consent Agenda Process CATEGORY Discussion Motion Resolution Ordinance Bid Award Public Hearing Other Mtg Date 03126112 Mtg Date 04102112 Mig Date Mtg Date Mtg Date Mtg Date Mtg Date SPONSOR Council Mayor HR DCD Finance Fire IT P&R Police PW SPONSOR'S At the 2012 Council Retreat in February, the Council discussed the possibility of enhancing SUMMARY the use of the consent agenda for greater meeting efficiency. Based on discussions, analysis and review, staff has prepared a proposed Consent Agenda process for Council's consideration. REVIEWED BY COW Mtg. CA &P Cmte F &S Cmte Transportation Cmte Utilities Cmte Arts Comm. Parks Comm. Planning Comm. DATE: 03/20/12 COMMITTEE CHAIR: QUINN RECOMMENDATIONS: SPONSOR /ADMIN. Council Administration COMMITTEE Unanimous Approval; Forward to Committee of the Whole EXPENDITURE REQUIRED $N /A Fund Source: N/A Comments: COST IMPACT FUND SOURCE AMOUNT BUDGETED $N /A APPROPRIATION REQUIRED $N /A MTG. DATE 3/26/12 RECORD OF COUNCIL ACTION MTG.DATEI ATTACHMENTS 03/26/12 Informational Memorandum dated 03/12/12 Minutes from the Finance Safety Committee meeting of 03/20/12 04/02/12 153 154 City of Tukwila MEMORANDUM 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 be 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 155 Proposed Consent Agenda Process page 2 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. 156 FINANCE AND SAFETY COMMITTEE Meeting Minutes February 22, 2012 5: ISp.m.; Conference Room #3 City of Tukwila Finance and Safety Committee PRESENT Councilmembers: De'Sean Quinn, Chair; Dennis Robertson and Kate Kruller Staff: Mayor Haggerton, David Cline, Jennifer Ferrer -Santa Ines, Christy O'Flaherty, Joyce Trantina, Mary Miotke, Gail Labanara, Bob Giberson and Kimberly Matej CALL TO ORDER: Chair Quinn called the meeting to order at 5:16 p.m. *Committee Chair Quinn amended the agenda, and the Committee concurred, to reflect the addition of Item C. Non- Represented Employees Compensation Discussion as listed below. I. PRESENTATIONS No presentations. II. BUSINESS AGENDA A. Sales Tax and Miscellaneous Revenue Reoort: 2011 Fiscal Year Staff presented the full year sales tax and miscellaneous revenue report for 2011. Overall, revenues came in slightly over 8% for the year as compared to budget. This increase includes various sales tax revenue mitigation payments. Gambling tax revenue is down by 40% due to non payment by one casino, and admissions tax is down by 19 Committee Chair Robertson requested that a column be added to Schedule I: Sales Tax (included in the agenda packet) that reflects the 2010 sales tax revenue from construction in order to attempt to identify where the decline in sales tax revenue is as compared to 2010. Committee Member Robertson is interested in looking at long -term trends. Staff stated they were planning to include this information for 2011 and 2012 to see such comparisons; however they will provide construction numbers for 2010 per the request. INFORMATION ONLY. B. Proposed Consent Agenda Process Staff presented a proposed consent agenda process for improving meeting efficiency based on a discussion regarding consent agendas at the Council Retreat in February. The proposed process outlines options for placing items on a consent agenda, and lists items that could be placed on the agenda as well as items that would not be eligible for consent agenda consideration. After discussion, the Committee Members suggested a combination of Option 1 and Option 2 which are outlined in the informational memeincluded in the Committee agenda packet. Option 1 would be utilized for non controversially items tha are purely administrative in nature. Based on this suggestion, the Committee recommends implementing a consent agenda by using the following process: An item that is non controversial and strictly administrative in nature can be placed directly on the consent agenda of a Regular meeting by recommendation of staff and prior approval of the Council President. An item that may be of greater interest to the Council, but is still non- controversial, can be placed on the consent agenda of a Regular meeting with the appropriate Committee recommendation and subsequent Council President approval. Committee Members expressed the importance of understanding that in this proposed process, any Councilmember can request an item be removed from the consent agenda at a Regular meeting, and that item will then be discussed under new business later in the meeting. UNANIMOUS APPROVAL. FORWARD TO MARCH 26 COW FOR DISCUSSION. 157