HomeMy WebLinkAboutFIN 2023-05-22 Item 1A - Resolution - City Council Rules of Procedure Update
City of Tukwila
Allan Ekberg, Mayor
INFORMATIONAL MEMORANDUM
TO: Finance and Governance Committee
FROM: Laurel Humphrey, Legislative Analyst
DATE: May 2, 2023
SUBJECT: City Council Rules of Procedure Update
ISSUE
Proposed revisions to City Council Rules of Procedure
DISCUSSION
The City Council adopted a comprehensive new Rules of Procedure in 2021 that incorporated various
sources of information regarding City Council operations into one updated policy document adopted by
resolution. The City Council at that time declared its intent to review the Rules on a biennial basis to
ensure alignment with state law, current processes, and best practices. A minor update was made in
2022 to incorporate a new state law allowing remote meeting attendance by Councilmembers.
Draft Rules of Procedure
The attached proposed draft incorporates amendments and new additions in a few different categories:
1. 2023 City Council Retreat Outcomes
The focus of the 2023 City Council Retreat held on 3/4/23 was on Council processes and
working agreements. The facilitator issued a report including recommendations for working
agreements, and the City Council convened a special work session on 3/13/23 to discuss
these. City Council input from that meeting was incorporated into this draft.
2. Clarification and/or alignment with current practice
Several amendments to existing language are included to provide clarity or expand on a
concept.
3. Continuing to incorporate 2013 City Council Operating Procedures
The City Council adopted a series of Operating Procedures in 2013. Staff’s goal has been to
replace that format by incorporating the content into the Rules of Procedure so that there is
one single source of information. This proposed update includes three more from that 2013
series, with just two remaining.
4. Minor housekeeping edits
There are only a few of these, such as replacing all instances of “full Council” with “entire
Council” as suggested by the City Attorney.
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INFORMATIONAL MEMO
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Consequences
The current Rules are silent on any consequences for an individual Councilmember who does not abide
to these agreed-upon standards. If the Committee would like to consider adding such language, the City
Attorney has some suggestions that can be added to the next version. Consequences in other cities have
included formal censure, removal of internal or external committee assignments, and more.
Council Meeting Follow-Up
At the March 13 retreat follow-up work session, the City Council discussed the need for assurance from
City Administration that there will be follow-up to public comment as well as certain Council requests.
Below is a summary of the current practice.
Public Comment follow-up
Members of the public often make comment that necessitates staff assistance either during or
following the meeting. Staff members are almost always onsite and will frequently walk out to the
lobby with the individual to provide information or advice on how the city may assist. Some public
comments require staff to gather information or coordinate with a staff member not in
attendance. In these cases, staff will connect with the commenter (if they left contact information
on the sign-in sheet) as soon as is possible following the meeting. Public comments requiring
follow-up are tracked by the Legislative Analyst in a log, where resolutions to comments are also
added as they become available. This document is used to help populate the “Responses to
Council/Community inquiries” section of the City Administrator Report that goes into Regular
Meeting packets. Information about resolution to Council comments is also often provided to
Councilmembers via email. Proposed Council Rule V(B)3 would require the Presiding Officer to
make comments about how meeting follow-up may occur.
Councilmember Inquiry Follow-Up
Councilmember requests for additional information are also tracked in the Council meeting
follow-up log maintained annually by the Legislative Analyst. This includes requests from
individual Councilmembers as well as significant items requested by a Council majority. Responses
to these items are given in the City Administrator report, via email, at a future meeting, or
sometimes a combination of these methods.
RECOMMENDATION
Staff is seeking Committee feedback on the draft updated Rules. The Committee may want to review the
next version or choose to forward the next version to the Committee of the Whole.
ATTACHMENTS
Draft Rules of Procedure
Table of Amendments
Policies Proposed for Replacement
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CC:\Legislative Development\City Council 2023 rules of procedure 5-16-23
Laurel Humphrey: Review by Andy Youn Page 1 of 1
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
TUKWILA, WASHINGTON, REPEALING RESOLUTION NOS. 2022
AND 2048; ADOPTING REVISED CITY COUNCIL RULES OF
PROCEDURE.
WHEREAS, Chapter 35A.11.020 RCW gives the City Council of each Code City the power to
organize and regulate its internal operations within the provisions of Title 35A RCW; and
WHEREAS, the City Council seeks to periodically update its meeting and other business
procedures to align with state law, the current environment and modern best practices;
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON,
HEREBY RESOLVES AS FOLLOWS:
Section 1. The Rules of Procedure of the City Council, attached hereto as Exhibit A, are hereby
adopted.
Section 2. The Rules of Procedure shall be reviewed on at least a biennial basis and updated
as necessary.
Section 3. Resolution Nos. 2022 and 2048 are hereby repealed.
PASSED BY THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, at a Regular
Meeting thereof this _________ day of ______________________, 2023.
ATTEST/AUTHENTICATED:
Christy O'Flaherty, MMC Cynthia Delostrinos Johnson
City Clerk Council President
APPROVED AS TO FORM BY:
Filed with the City Clerk:
Passed by the City Council:
Resolution Number:
Office of the City Attorney
Attachment: Exhibit A, “Rules of Procedure of the Tukwila City Council”
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Rules of Procedure of the Tukwila City Council
Introduction
The Rules of Procedure set forth herein are adopted for the sole benefit of the members
of the City Council to assist in the orderly conduct of Council business. These Rules of
Procedure do not grant rights or privileges to members of the public or third parties.
Failure of the City Council to adhere to these rules shall not result in any liability to the
City, its officers, agents, and employees, nor shall failure to adhere to these rules result
in invalidation of any Council act.
I. City Council Powers and Duties
A. City Council Authority
1. As the legislative branch of city government, the City Council is responsible
for passing laws, setting the municipal budget, establishing policy, and other
responsibilities defined by state law.
2. Decisions are made as a collective body and no individual member has any
extraordinary powers beyond those of other members, except as described
in Section I.B.
3. Members of the Council shall refrain from becoming directly involved in the
administrative affairs of the City, including intervening in staff decision-
making, scheduling or directing work, and executing priorities without the
prior knowledge and approval of the City Council as a whole.
4. The City Council has no policy direction over judicial matters and members
may not interfere with judicial processes or decisions.
B. Council President – Mayor Pro Tempore
1. At the first Regular Meeting in January of each year, members of the City
Council shall elect from their number a Council President who shall hold
office at the pleasure of the Council. The general practice is to elect
presidents in a rotating order by seniority, which is determined by the:
a. Greatest consecutive number of years served;
b. Greatest consecutive number of years plus months or years served
prior to the current term(s);
c. Number of votes when elected.
2. If the Councilmember who is next in line is unable to serve as Council
President, they will notify the City Council in writing by the last Regular
Meeting of the previous year. If this opt-out request is approved by the City
Council, service will fall to the next Councilmember in the order of seniority.
The Councilmember whose opt-out was accepted by the City Council will
remain at the top of the rotation with the opportunity to serve as Council
President the following year.
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3. In the absence of the Mayor, the Council President shall become the Mayor
Pro Tempore and perform the duties of the Mayor except that the Council
President shall not have the power to appoint or remove any officer or to
veto any ordinance.
4. If a vacancy occurs in the office of Council President, the City Council, at
their next Regular Meeting, shall select a new Council President to serve
the remainder of the year.
5. If a vacancy occurs in the office of the Mayor, the City Council, at their next
Regular Meeting, shall elect from their number a Mayor who shall serve until
a Mayor is elected and certified at the next municipal election.
C. Working Relationship with City Administration
1. Councilmembers should approach work with a collaborative spirit,
assuming that city staff also want a successful outcome toward what is best
for the City of Tukwila.
2. Councilmembers should communicate with staff in a respectful tone that
acknowledges their professionalism, experience, and expertise.
3. If a Councilmember has a concern with staff behavior or something a staff
member says in any setting, they will address that concern to the Mayor and
City Administrator.
D. Requests for Administration Staff Assistance
1. Requests for staff time in the form of assistance or a work product should
be made through appropriate channels, which are determined based upon
the nature of the request.
2. Requests for staff time are either minimal, with limited impact, or
significant, affecting schedules, work assignments, or staffing levels.
3. No Councilmember shall request or direct staff to initiate any significant
action, project or study without the consent of a majority of the Council
obtained during a Committee of the Whole or Regular or Special Meeting.
4. The City Council should consider existing City priorities, budget and staffing
levels when deliberating such a request. If approved by the full Council, the
request will be noted on an appropriate committee work plan.
5. Regardless of the level of staff assistance, written information provided by
staff should be distributed to all Councilmembers.
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II. City Council Meetings
A. Regular Meetings
1. The City Council shall meet regularly on the first and third Mondays of each
month, except those designated as City holidays, at 7:00 p.m. unless an
alternative starting time is set and notice is provided to the public.
2. Regular Meetings will be held at Tukwila City Hall, 6200 Southcenter
Boulevard, unless otherwise publicly noticed.
3. During Regular Meetings the City Council may take formal actions including,
but not limited to, adopting ordinances or passing motions or resolutions.
B. Committee of the Whole Meetings
1. The City Council shall meet as a Committee of the Whole on the second
and fourth Mondays of each month, except those designated as City
holidays, at 7:00 p.m. unless an alternate starting time is set and notice is
provided to the public.
2. The Committee of the Whole shall meet at Tukwila City Hall, 6200
Southcenter Boulevard, unless otherwise publicly noticed
3. Meetings of the Committee of the Whole shall be held primarily to consider
current issues, discuss policy matters in detail, and coordinate the work of
the City Council. The Committee of the Whole will have no power to take
final actions including, but not limited to, adopting ordinances or passing
motions or resolutions.
C. Special Meetings
Special meetings may be called by the Mayor, Council President, or any
three Councilmembers by delivering written notice personally, by mail, by
fax, or by electronic mail to each member of the Council at least 24 hours
before the time specified for the proposed meeting and with public notice
made pursuant to RCW 42.30.080.
D. Executive Sessions
1. The City Council may hold an Executive Session during a Regular Meeting,
Special Meeting, or Committee of the Whole to consider certain matters of
confidential concern as set forth in RCW 42.30.110.
2. Before convening an Executive Session, the Presiding Officer must publicly
announce the purpose and the time upon which the Executive Session will
be concluded. An Executive Session may be extended to a later time by
public announcement by the Presiding Officer.
3. Councilmembers must keep confidential all written materials and verbal
information provided during Executive Sessions. This prohibition continues
to apply after an individual no longer serves on the City Council.
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E. Retreats and Work Sessions
1. The full entire Council may meet periodically in a retreat or work session
setting as deemed appropriate by the Council President or a quorum of the
Council, respectively.
2. No final action will be taken at a retreat or work session.
3. Retreat and work session meetings are open to the public and subject to
the requirements of RCW 42.30.
F. Attendance
1. Councilmembers are expected to maintain reliable attendance at all types
of meetings described above.
2. Pursuant to RCW 35A.12.060, a City Council position shall be forfeited if
the Councilmember fails to attend three consecutive Regular Meetings
without being excused by the Council.
3. A Councilmember wishing to be excused from a Regular Meeting will
provide advance notice to the Council President or Legislative Analyst, who
will in turn notify the other members of the City Council in advance of the
meeting.
G. Councilmember Remote Attendance at Meetings
1. In the event of an emergency as declared by the City, State and/or Federal
government, the City Council may arrange for electronic participation at a
Regular Meeting, Committee of the Whole, Special Meeting, Executive
Session, retreat, standing committee meeting, or work session.
a. During a fully-remote meeting, Councilmembers may attend by phone
or other electronic means that allow all participants to hear one
another.
b. Fully-remote meetings are open to the public and arrangements must
be conducted such that the public can hear the meeting while it is
occurring, subject to the requirements of RCW 42.30.
2. In times of non-emergency, the City Council prefers and recognizes the
value of in-person attendance at meetings as integral to public service.
However, remote attendance by a Councilmember not physically able to be
present, whether for all or part of a meeting, is allowed subject to the
following provision:
a. Councilmembers may attend remotely a maximum of five Regular or
Committee of the Whole meetings per calendar year; provided the
Council may, by majority vote, allow a Councilmember to attend
additional meetings remotely in excess of five per year due to medical
or other factors beyond the individual’s control.
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b. A Councilmember planning to attend a meeting remotely should notify
the Legislative Analyst and/or Council President no later than two
hours prior to the meeting start time or 15 minutes prior to an
emergency meeting.
c. A Councilmember attending remotely will be marked present, counted
toward a quorum, and can vote just as if physically present.
d. If a Councilmember’s virtual connection should become lost during the
meeting, the meeting should continue unless quorum is no longer met.
A Councilmember’s loss of a virtual connection will not be counted
toward the maximum limit described in Section 2.a.
e. Councilmembers are expected to follow current pandemic quarantine
procedures as recommended by Public Health – Seattle & King
County. Remote attendance for this purpose will not be counted
toward the maximum limit described in Section 2.a.
III. Legislative Process
A. City Council Business
1. Matters to be considered by the Council shall be placed on a standing
committee, Committee of the Whole, or Regular Meeting agenda and
include items required by law to be presented to Council, items requested
by a majority of the Council, staff-initiated items in accordance with the
City’s strategic priorities and work plan, and items referred from previous
meetings.
2. As a general practice, legislative actions to come before the City Council for
a decision should appear first before a standing committee, then the
Committee of the Whole, then a Regular Meeting. Informational items not
requiring a decision may be scheduled with more flexibility as the situation
requires.
3. Items may be placed directly on the agenda of a Committee of the Whole
or a Regular Meeting when the items are approved by the Council
President, and the items are routine or in the event of an emergency.
B. Legislative Actions
1. Ordinances are legislative items used to regulate matters of local concern,
such as land use, animal control, local law enforcement and health and
safety issues. Ordinances must comply with the terms of the U.S. and
Washington State constitutions and the general laws of the City and State.
Many ordinances are classified as “codifiable,” meaning the ordinance will
be incorporated into the Tukwila Municipal Code, which makes the laws of
the City easily accessible by subject matter. Examples of non-codifiable
ordinances include the annual property tax levy and adoption of the budget.
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Public emergency ordinances may take effect immediately upon final
passage if passed by an affirmative vote of 5 Councilmembers.
2. Resolutions are legislative items that are advisory or policy-oriented in
nature. Resolutions may be used to offer support for ballot measures, set
hearing dates for a street vacation or update fee schedules. Resolutions
are not a part of the Tukwila Municipal Code. Resolutions are signed by the
Council President but are sometimes signed jointly with the Mayor, or
prepared for signature by all Councilmembers, particularly when ceremonial
or honorary in nature.
3. Motions are generally short statements to direct that a specific course of
action be taken on behalf of the City.
4. All proposed ordinances and resolutions shall be reviewed by the City
Attorney and bear the Attorney’s certification that they are in correct form
before final passage.
C. Meeting Agendas
1. The City Clerk shall be responsible for preparing agendas for Regular,
Special, and Committee of the Whole meetings, and presented in a timely
manner to the Council President or designee for approval. After the
proposed agenda has been approved, the City Clerk shall publish the final
agenda in accordance with the provisions of RCW 42.30.
2. The order of a Regular Meeting agenda shall be:
a. Call to Order
b. Pledge of Allegiance
c. Roll Call
d. Land Acknowledgement
e. Public Comments — Including comment on items both on and not on
the meeting agenda.
f. Appointments and Proclamations
g. Presentations — Items pertinent to the City but not relating to other
agenda business, including honoring of guests, special awards, or
speakers external to the City.
h. Consent Agenda — Items that are routine or non-controversial in
nature approved for inclusion by the Council President, Committee of
the Whole, or forwarded by unanimous Committee action. Any
Councilmember may request to remove an item from the Consent
Agenda and place under New Business for further discussion.
i. Public Hearings — May be required by City, State, or Federal law or
directed by the Council. Examples include but are not limited to Local
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Improvement Districts, zoning changes, biennial budget, annexation,
moratoria, and quasi-judicial decisions.
j. Unfinished Business — Items of a general nature, including resolutions
and ordinances previously before a standing committee, the
Committee of the Whole or full entire Council.
k. New Business — Items of a general nature, including resolutions and
ordinances not previously before a standing committee, the Committee
of the Whole or full entire Council
l. Reports — Brief summaries of significant City-related activities from
the Mayor, City Council, and City Administrator.
m. Miscellaneous — Significant City-related items that may need further
Council discussion, action, or City Administration follow-up.
n. Executive Session
o. Adjournment
3. The order of a Committee of a Whole meeting agenda shall be:
a. Call to Order
b. Pledge of Allegiance
c. Land Acknowledgment
d. Public Comments — including comment on items both on and not on
the meeting agenda.
e. Presentations
f. Public Hearings
g. Special Issues — Items referred from Council committees, referred at
a previous Council meeting, or approved for discussion by the Council
President.
h. Reports
i. Miscellaneous
j. Executive Session
k. Adjournment or Adjournment to a Special Meeting
4. The order of a Special Meeting agenda follows the same order of Regular
Meetings based on what items need to be addressed. The City Council
may not take action on anything not listed on a Special Meeting agenda.
IV. Meeting Conduct
A. Presiding Officer
1. All Regular and Special Meetings of the City Council shall be presided over
by the Mayor or, in the Mayor’s absence, by the Mayor Pro Tempore.
2. If neither the Mayor nor the Mayor Pro Tempore is present at a Regular or
Special Meeting, the Presiding Officer for that meeting shall be appointed
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by a majority vote of those Councilmembers present, provided there is a
quorum, and the appointment of a Councilmember as Mayor Pro Tempore
shall not abridge their right to vote on matters before the Council.
3. All Committee of the Whole meetings shall be presided over by the Council
President. If the Council President is temporarily absent, the immediate
Past President will serve in that capacity until the Council President returns.
Council shall elect a Councilmember to serve in that capacity until the
Council President returns.
4. The Presiding Officer shall preserve strict order and decorum, state all
questions coming before the Council, provide opportunity for discussion on
each item on the table, and announce the decision of the Council on all
subjects. Procedural decisions made by the Presiding Officer may be
overruled by a majority vote of the Council.
B. Parliamentary Procedure
Questions of parliamentary procedure not covered by these Rules of
Procedure shall be governed by Robert'’s Rules of Order, Newly Revised
(latest edition).
C. Quorum
1. At all meetings of the City Council, four members shall constitute a quorum
for the transaction of business.
2. Confirmations of appointments by the Mayor, budget transfers, personnel
levels, and formal motions, resolutions, ordinances, and amendments
thereto shall require the affirmative votes of four Councilmembers.
D. Seating
Members of the City Council will be seated at the Council dais in order of
seniority, except that the Council President will be seated in the center
during Committee of the Whole meetings and at the right of the Mayor
during Regular and Special Meetings.
E. General Meeting Decorum
1. While the City Council is in session, the members must preserve order and
decorum and a member shall neither delay nor interrupt the proceedings or
the peace of the Council, nor disrupt any member that has the floor.
2. Meeting participants should focus on the meeting agenda and confine
remarks to the question or matter under discussion.
3. A Councilmember desiring to speak shall address the Presiding Officer and
when recognized shall confine their remarks to the question under debate.
4. Councilmembers shall not be interrupted unless it is to be called to order.
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5. No Councilmember shall speak a second time on the same item until each
Councilmember has been given an opportunity to speak.
6. Councilmembers should speak respectfully to one another, to staff, and to
members of the public.
7. Councilmembers should be attentive to speakers, minimizing distractions
and refraining from side conversations.
8. Councilmembers should keep remarks brief, relevant, and nonduplicative.
9. Toward the goal of effective and efficient meetings, Councilmembers should
arrive prepared, having reviewed materials in advance of the meeting.
Clarifying questions may be directed to the City Administrator in advance of
the meeting to allow for staff preparation.
F. Motions, Debate, and Voting at Regular or Special Meetings
1. Prior to discussion of an action item, a Councilmember must make a motion,
which must be seconded by another Councilmember, to place it on the
table, except those motions described in subparagraph 3 below, which do
not require a second.
2. Motions are generally encouraged to be made by a Committee Chair and
seconded by a Committee member for those action items previously
discussed in standing committees.
3. Motions not requiring a second include nominations, withdrawal of a motion,
request for a roll call vote, and point of order.
4. After a motion has been made and seconded (if required), Councilmembers
may discuss their opinions on the issue prior to the vote, including why they
will vote for or against the motion.
5. Councilmembers may request a presentation or ask clarifying questions of
staff prior to beginning debate.
6. If a resolution or ordinance, the City Clerk may read the item by title only or,
if requested by any Councilmember, the document may be read in its
entirety.
7. A motion may be withdrawn by the maker of the motion at any time.
8. A motion to amend is defined as amending a motion that is on the floor and
has been seconded, by inserting or adding, striking out, striking out and
inserting, or substituting.
9. A motion to call for the question shall close debate on the main motion and
is nondebatable. This motion requires a second and fails without a two-
thirds majority. Debate is reopened if the motion fails.
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10. Motions shall be entertained in the order of precedence outlined in the
current edition of Robert’s Rules of Order Newly Revised (latest edition).
11. The Regular or Special Meeting Consent Agenda is adopted by a single
motion.
12. When the discussion is concluded, the Presiding Officer shall repeat the
motion prior to voting.
13. Unless otherwise provided for by statute, ordinance, or resolution, votes will
be taken by voice, unless a roll call vote is requested by the Presiding
Officer or any Councilmember. Voting normally shall be by seniority;
however, this procedure may be changed by the Presiding Officer.
14. Each member present must vote on all questions before the Council and
may abstain only by reason of conflict of interest.
15. Silence of a Councilmember during a voice vote shall be recorded as an
affirmative vote except where such a Councilmember abstains because of
a stated conflict of interest.
16. No vote may be cast by proxy.
17. The City Council votes on the motion as restated and the Presiding Officer
will state the results of the vote.
18. In case of a tie vote on any motion, the motion fails subject to conditions
outlined in RCW 35A.12.100.
19. In cases where there seems to be no opposition, or on questions of little
importance, the Presiding Officer may seek approval by unanimous
consent.
20. When the Council concurs with an item that does not require a formal
motion, the Presiding Officer will summarize the Council’s consensus at the
conclusion of the discussion.
G. Questions of Order
All questions of order shall be decided by the Presiding Officer with the right
of appeal to the majority of Councilmembers present.
H. Adjournments
1. All meetings of the Council shall adjourn no later than 10:00 p.m., unless
extended by majority approval of the Councilmembers present. If the
Council desires to extend the meeting, a motion shall be required of a
majority plus one vote or consensus of Councilmembers present. Items not
acted on by the 10:00 p.m. deadline shall be deferred to the next respective
Council meeting as Unfinished Business, unless Council, by a majority vote
or consensus of members present, determines otherwise.
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2. Any Committee of the Whole, Regular, adjourned Regular, Special, or
adjourned Special Meeting may be adjourned in the manner as set forth in
RCW 42.30.090.
V. Public Participation
A. Public Hearings: The following procedures shall apply to public hearings,
except public hearings subject to Tukwila Municipal Code Chapters 18.104 through
18.116, which shall be subject to the procedures specified therein.
1. City staff will provide a report summarizing and providing context to the
issue at hand.
2. The proponent shall speak first and is allowed 15 minutes to make a
presentation. The Council may ask questions.
3. The opponent is allowed 15 minutes to make a presentation. The Council
may ask questions.
4. Each side is then allowed 5 minutes for rebuttal.
5. After the proponents and opponents have used their speaking time, the
Council may ask further clarifying questions of the speakers.
6. Members of the public who wish to address the Council on the hearing topic
may speak for 5 minutes each.
7. Speakers are asked to sign in on forms provided by the City Clerk.
8. The Council may ask clarifying questions of speakers and the speakers may
respond.
9. Speakers should address their comments to the City Council.
10. If a large number of people wish to speak to the issue, the Council may limit
the total amount of comment time dedicated to the Public Hearing.
11. Once the Presiding Officer closes the public hearing, no further comments
will be accepted, and the issue is open for Councilmember discussion.
12. Any hearing being held or ordered to be held by the City Council may be
continued in the manner as set forth by RCW 42.30.100.
B. Public Comment
1. Time is set aside at each Committee of the Whole and Regular Meeting for
members of the public to address the Council about items both included and
not included on the agenda.
2. Public comment is to allow members of the community to provide input to
the City Council and should not interfere with the ability of the City Council
to conduct its business. It is just one of many ways to engage with
Councilmembers.
3. The Presiding Officer will open the public comment period by explaining
how to sign up as well as how any necessary follow-up may occur.
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The City Council will also accept public comment on an item at the point when
that item is presented during the meeting agenda. Speakers will be limited to
commenting once per item during a meeting.
4. Speakers are asked to sign in on forms provided by the City Clerk.
5. Speakers must wait to be recognized by the Presiding Officer.
6. Speakers are requested to first state their name for the record.
7. Speakers should limit their remarks to 5 minutes or less, unless granted
additional time by the Presiding Officer or majority of the Council.
8. All remarks should be addressed to the Council as a whole and not to
individual Councilmembers, City staff, or members of the audience.
9. No speaker may donate speaking time to another individual.
10. If a large number of people wish to speak to a particular issue, the Council
may limit the total amount of comment time dedicated to that issue.
11. Comments should not be taken on items subject to quasi-judicial
consideration unless it is during a specified public hearing.
12. Written comments may be submitted to the City Clerk or designee for
distribution to the City Council. If seven copies are not provided by the
submitter, copies will be distributed to the City Council by the next day.
13. The Council has the right to invite anyone to speak at times other than the
public comment period, which is done by consensus, unanimous consent
or majority vote.
14. In general, Councilmembers should refrain from engaging in dialogue with
commenters, but exceptions can be made to briefly request clarifying
information only.
15. Councilmembers should not call on staff to give answers to public
commenters on the spot.
16. The Presiding Officer will thank each speaker in turn.
C. Disruptions
1. Disruptions of a Council meeting are prohibited and include but are not
limited to the following:
a. Failure of a speaker to comply with the allotted public comment time.
b. Outbursts from members of the public who have not been recognized
by the Presiding Officer.
c. Interfering with other individuals desiring to provide public comment.
d. Behavior that intentionally disrupts or impedes attendance or
participation at a meeting.
2. If an individual is disruptive, the Presiding Officer may terminate that
individual’s comment period, request assistance to direct an individual to
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their seat or, in extreme cases, request assistance in removing the individual
from the meeting room.
3. If a meeting has become disrupted to the point of a failure of resuming
business, the Presiding Officer should call for a motion to recess.
4. If order cannot be restored, the City Council may order the meeting room
cleared and continue in session or may adjourn the meeting and reconvene
at another location selected by majority vote of the members pursuant to
RCW 42.30.050. Members of the press, except those participating in the
disturbance, are allowed to attend, and final disposition may be taken only
on matters appearing on the agenda.
VI. City Council Committees
A. Standing Committees
1. The City Council may choose to implement a framework of standing
Committees, comprising three Councilmembers each, to aid in the
transaction of its business.
2. The standing Committee titles, scopes of authority, and schedule will be
adopted by resolution in January of each year.
3. The scopes of the standing Committees will be balanced in accordance with
the City’s workload.
4. The Council President shall appoint the chair and membership of each
Committee by the second Regular Meeting of each year.
5. The standing Committees shall consider and make policy recommendations
to the City Council. Committees may at times refer items to the full entire
Council with no recommendation.
6. Each Committee Chair shall report to the Council the findings of the
committee.
7. Each Committee Chair may review and approve the Committee agenda and
will approve Committee minutes before distribution. The Committee Chair
can authorize the cancellation of a Committee meeting.
8. In the event a Committee member is unable to attend a meeting, another
Councilmember may attend in the absent member’s place. If no replacement
can be found, the meeting may still take place with two members.
9. Public comment is typically not accepted at Council committee meetings, but
the Chair may make an exception in rare circumstances.
B. Ad Hoc Committees
The City Council may establish such ad hoc committees as may be
appropriate to consider special matters that do not readily fit the standing
committee structure or that require a special approach or emphasis.
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VII. Council Vacancies
A. Vacancy
A Council position becomes vacant upon the resignation, recall, forfeiture of
position, or death of a Councilmember. The remaining members of the
governing body shall appoint a qualified person to fill the vacant position.
B. Resignation
1. A written resignation including an effective date must be submitted to the
City Council in writing.
2. The City Council accepts a resignation by a motion and vote.
C. Appointment
If a vacancy occurs in the office of Councilmember, the Council will follow
the procedures outlined in RCW 35A.12.050. To fill the vacancy with the
most qualified person available until an election is held, the Council will
widely distribute and publish a notice of the vacancy, the procedure, and any
application form for applying. The application forms will be used in
conjunction with an interview of each candidate to aid the Council selection
of the new Councilmember.
VIII. Public Records Compliance Other Responsibilities
A. Public Records Act Compliance
1. Each Councilmember is responsible for complying with RCW 42.56, laws
that govern public records.
2. Paper and electronic records that relate to the functional responsibility of the
recipient or sender as a public official constitute a public record, which is
subject to public inspection in accordance with RCW 42.56.
3. Councilmembers should send and receive messages related to City
business through the City’s email system
4. Emails and/or text messages transmitted through personal accounts and
devices are public records and must be retained accordingly.
5. Councilmembers shall not communicate in any electronic format with
another Councilmember during a Council meeting.
6.5. Social media posts are a public record. Wherever possible, posting should
contain links directing users back to the City’s official website for in-depth
information, forms, documents, or online services necessary to conduct
official City business.
7.6. Public records created or received by a Councilmember will be transferred
to the Legislative Analyst for retention by the City in accordance with
retention requirements under state law.
8.7. Public records that are duplicates of those in the possession of City staff,
such as meeting agendas, are not required to be retained.
18
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B. Open Public Meetings Act Compliance
1. If a quorum of the City Council is anticipated at a community or regional
event or meeting, the Legislative Analyst or designee will evaluate the
circumstances to determine if a notice of attendance or Special Meeting is
needed.
2. For events not related to City business, four or more Councilmembers may
attend, but may not discuss City business.
3. For events related to City business where a notice of attendance or Special
Meeting has not been issued, three Councilmembers may attend. A fourth
arriving member will need to leave.
4. Councilmembers should not engage in email or text threads or other
communications involving a quorum of the Council.
5. Councilmembers should refrain from commenting on social media
conversations involving other Councilmembers.
6. Councilmembers shall silence cell phones and other electronic devices
during meetings. To maintain transparency and to ensure that all discussion
and deliberation occurs publicly on the record, Councilmembers shall not
communicate in any electronic format with another Councilmember during a
Council meeting.
C. Code of Ethics
1. Councilmembers must comply with the Code of Ethics for Elected Officials as
codified at Tukwila Municipal Code Chapter 2.97
2. Councilmembers shall not attempt to coerce or influence staff to engage in
any act that is in conflict with, or creates an appearance of conflict with, the
performance of official duties as cited in the City’s Code of Ethics for
Employees and Appointed Officials as codified at Tukwila Municipal Code
Chapter 2.95.
IX. Joining the City Council
A. Swearing-in
1. As provided for in RCW 29A.60.20, Councilmembers shall take an official
oath of office upon commencement of their term of office. The oath may be
given by the Mayor, City Clerk, or a judicial officer and will be recorded with
King County
a. Newly elected Councilmembers will take an oath of office at the first
Regular or Special Council meeting after the first of the year.
b. Newly appointed Councilmembers will take an oath of office at the first
Regular or Special Council meeting following their appointment.
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B. Orientation
1. New Councilmembers will be scheduled for orientation meetings with the
Mayor, City Administrator, Legislative Analyst, City Clerk, each Department
Director, and the City Attorney within 30 days of election or appointment.
2. New Councilmembers are expected to review the City of Tukwila
Councilmember Handbook, City Council Rules of Procedure, the Equity
Policy, the AWC Mayor and Councilmember Handbook, and other relevant
information.
C. Required Training
Councilmembers shall receive the training required by the State of
Washington on the fundamentals of the Open Public Meetings Act (OPMA),
Public Records Act (PRA), and records retention requirements per RCW
42.56.150.
D. General Training
Councilmembers are encouraged to attend training on the role of a City
Councilmember such as that which is offered by Association of Washington
Cities.
X. Councilmember Travel and Training
A. Purpose
1. Councilmembers are encouraged to be actively involved in city, county, state,
regional and national organizations for the benefit of the Tukwila community.
2. Councilmembers may travel and attend training, education sessions,
conferences, and meetings, and reasonable expenses will be reimbursed in
accordance with city procedures applicable to employees and officials,
subject to budgetary limit set by the full Council.
3. Councilmembers should report out on conferences and trainings attended.
B. Travel Budget
1. Budgets for City Council travel and training will be set during the biennial
budget adoption and adjusted through the annual budget amendment
process, if necessary.
2. All Councilmembers will have discretionary access to travel funds.
3. The entire Council, by majority, will make the final decision on use of funds
should issues arise.
C. Travel Expenses
1. Councilmembers should exercise prudent judgment in incurring travel
expenses on official city business.
2. Expenses eligible for reimbursement include standard (coach) airfare,
baggage fees, ground transportation, mileage, registration, lodging, and
meals (except alcohol).
20
17 7/18/224/25/23
3. All receipts must be retained and submitted for processing in accordance with
current procedures established by the Finance Department.
4. Councilmembers may reserve a City vehicle for business travel when
available.
XI. Voucher Review
A. Purpose
1. Vouchers are the checks with which the City pays its bills. Before the entire
Council approves vouchers on the Consent Agenda at a Regular or Special
meeting, each transaction has gone through multiple layers of review, starting
with the individual staff person responsible for the payment, to supervisor,
and, if appropriate, the Department Director depending on dollar threshold.
Each transaction is then reviewed by designated Finance Department staff
for final authorization and issuance. These checks and balances help protect
the City and provide assurance that all claims presented for payment are
complete and in compliance with established budget and policies.
2. At the beginning of each year, the Legislative Analyst will create a schedule
rotating the task among all Councilmembers.
3. The obligation of the Councilmember providing the review is to gain a general
understanding of City expenditures and ensure alignment with city budget
and policies.
4. If the Councilmember has a concern about any expenditure and how it fits
with established budget and policies, they should request background
information or clarification from the Finance Director or designated staff. In
rare cases, the Councilmember may want to alert the full Council prior to
voucher approval.
5. The reviewing Councilmember should verbally attest to their review prior to
the City Council’s approval of vouchers on a Consent Agenda.
21
22
Attachment 1
Number Rule Description
I. City Council Powers and Duties
C. Working Relationship with City Administration
I(C) 1. Councilmembers should approach work with a collaborative spirit, assuming that city staff also want a successful outcome
toward what is best for the City of Tukwila.
2. Councilmembers should communicate with staff in a respectful tone that acknowledges their professionalism, experience,
and expertise.
3. If a Councilmember has a concern with staff behavior or something a staff member says in any setting, they will address that
concern to the Mayor and City Administrator.
New
Retreat outcome
D. Requests for Administration Staff Assistance
I(D) 1. Requests for staff time in the form of assistance or a work product should be made through appropriate channels, which are
determined based upon the nature of the request.
2. Requests for staff time are either minimal, with limited impact, or significant, affecting schedules, work assignments, or
staffing levels.
3. No Councilmember shall request or direct staff to initiate any significant action, project or study without the consent of a
majority of the Council obtained during a Committee of the Whole or Regular or Special Meeting.
4. The City Council should consider existing City priorities, budget and staffing levels when deliberating such a request. If
approved by the full Council, the request will be noted on an appropriate committee work plan.
5. Regardless of the level of staff assistance, written information provided by staff should be distributed to all Councilmembers.
New
Replaces existing CC-POL-02
II. City Council Meetings
D. Executive Sessions
II(D)3 Councilmembers must keep confidential all written materials and verbal information provided during Executive Sessions. This
prohibition continues to apply after an individual no longer serves on the City Council.
Amendment to further clarify legal
obligations.
III. Meeting Conduct
A. Presiding Officer
2
3
IV(A)3 All Committee of the Whole meetings shall be presided over by the Council President. If the Council President is temporarily absent,
the immediate Past President will serve in that capacity until the Council President returns. Council shall elect a Councilmember to
serve in that capacity until the Council President returns.
Amendment to simplify the
practice.
E. General Meeting Decorum
IV(E) 6. Councilmembers should speak respectfully to one another, to staff, and to members of the public.
7. Councilmembers should be attentive to speakers, minimizing distractions and refraining from side conversations.
8. Councilmembers should keep remarks brief, relevant, and nonduplicative.
9. Toward the goal of effective and efficient meetings, Councilmembers should arrive prepared, having reviewed materials in advance
of the meeting. Clarifying questions may be directed to the City Administrator in advance of the meeting to allow for staff
preparation.
New
Retreat outcome
H. Adjournments
IV(H)1 All meetings of the Council shall adjourn no later than 10:00 p.m., unless extended by majority approval of the Councilmembers present.
If the Council desires to extend the meeting, a motion shall be required of a majority plus one vote of Councilmembers present. Items
not acted on by the 10:00 p.m. deadline shall be deferred to the next respective Council meeting as Unfinished Business, unless Council,
by a majority vote of members present, determines otherwise.
Amendment to provide flexibility
to cover Committee of the Whole,
Regular and Special meetings.
IV. Public Participation
B. Public Comment
V(B)2 Public comment is to allow members of the community to provide input to the City Council and should not interfere with the ability of
the City Council to conduct its business. It is just one of many ways to engage with Councilmembers.
Amendment
Retreat outcome
V(B)3 The Presiding Officer will open the public comment period by explaining how to sign up as well as how any necessary follow-up may
occur.
New
Retreat outcome
V(B)4 The City Council will also accept public comment on an item at the point when that item is presented during the meeting agenda.
Speakers will be limited to commenting once per item during a meeting.
Proposed for deletion, covered by
#13
V(B)14 In general, Councilmembers should refrain from engaging in dialogue with commenters, but exceptions can be made to briefly request
clarifying information only.
Amendment to provide more
flexibility.
Retreat outcome.
V(B)15 Councilmembers should not call on staff to give public answers on the spot. New
Retreat outcome
2
4
V(B)16 The Presiding Officer will thank each speaker in turn. New
Retreat outcome
C. Disruptions
V(C)4 If order cannot be restored, the City Council may order the meeting room cleared and continue in session or may adjourn the meeting
and reconvene at another location selected by majority vote of the members pursuant to RCW 42.30.050. Members of the press, except
those participating in the disturbance, are allowed to attend, and final disposition may be taken only on matters appearing on the
agenda.
Amendment to pull in more
language from RCW for clarity.
VI. City Council Committees
A. Standing Committees
VI(A)9 Public comment is typically not accepted at Council committee meetings, but the Chair may make an exception in rare circumstances. New to match common practice.
VII. Council Vacancies
B. Resignation
VII(B) 1. A written resignation including an effective date must be submitted to the City Council in writing.
Amendment to eliminate
redundancy.
VIII. Public Records Compliance Other Responsibilities
A. Public Records Act Compliance
VIII(A)5 Councilmembers shall not communicate in any electronic format with another Councilmember during a Council meeting. Removes #5 to be added under
OPMA Compliance in new section.
B. Open Public Meetings Act Compliance
VIII(B) 1. If a quorum of the City Council is anticipated at a community or regional event or meeting, the Legislative Analyst or designee will
evaluate the circumstances to determine if a notice of attendance or Special Meeting is needed.
2. For events not related to City business, four or more Councilmembers may attend, but may not discuss City business.
3. For events related to City business where a notice of attendance or Special Meeting has not been issued, three Councilmembers
may attend. A fourth arriving member will need to leave.
4. Councilmembers should not participate in email or text threads involving a quorum of the Council.
5. Councilmembers should refrain from commenting on social media conversations involving other Councilmembers.
6. Councilmembers shall silence cell phones and other electronic devices during meetings. To maintain transparency and to ensure
that all discussion and deliberation occurs publicly on the record, Councilmembers shall not communicate in any electronic format
with another Councilmember during a Council meeting.
New
Matches current practice and state
law
Retreat outcome (#6)
2
5
C. Code of Ethics
VIII(C) 1. Councilmembers must comply with the Code of Ethics for Elected Officials as codified at Tukwila Municipal Code Chapter 2.97
2. Councilmembers shall not attempt to coerce or influence staff to engage in any act that is in conflict with, or creates an appearance
of conflict with, the performance of official duties as cited in the City’s Code of Ethics for Employees and Appointed Officials as
codified at Tukwila Municipal Code Chapter 2.95.
New
IX. Joining the City Council
A. Swearing-in
IX(A) 1. As provided for in Revised Code of Washington 29A.60.20, Councilmembers shall take an oath of office upon commencement of
their term of office. The oath may be given by the Mayor, City Clerk, or a judicial officer and will be recorded with King County.
2. Newly elected Councilmembers will take an oath of office at the first Regular or Special Council meeting after the first of the year.
3. Newly appointed Councilmembers will take an oath of office at the first Regular or Special Council meeting following their
appointment.
New, matches current long-
standing practice
B. Orientation
IX(B) 1. New Councilmembers will be scheduled for orientation meetings with the Mayor, City Administrator, Legislative Analyst, City Clerk,
each Department Director, and the City Attorney within 30 days of election or appointment.
2. New Councilmembers are expected to review the City of Tukwila Councilmember Handbook, City Council Rules of Procedure, the
Equity Policy, the AWC Mayor and Councilmember Handbook, and other relevant information.
New, matches current practice
C. Required Training
IX(C) Councilmembers shall receive the training required by the State of Washington on the fundamentals of the Open Public Meetings Act
(OPMA), Public Records Act (PRA), and records retention requirements per RCW 42.56.150.
New, points to RCW
D. General Training
IX(C) Councilmembers are encouraged to attend training on the role of a City Councilmember such as that which is offered by Association of
Washington Cities.
New
2
6
X. Councilmember Travel and Training
A. Purpose
1. Councilmembers are encouraged to be actively involved in city, county, state, regional and national organizations for the
benefit of the Tukwila community.
2. Councilmembers may travel and attend training, education sessions, conferences, and meetings, and reasonable expenses
will be reimbursed in accordance with city procedures applicable to employees and officials, subject to budgetary limit set by
the full Council.
3. Councilmembers should report out on conferences and trainings attended.
B. Travel Budget
1. Budgets for City Council travel and training will be set during the biennial budget adoption and adjusted through the annual
budget amendment process, if necessary.
2. All Councilmembers will have discretionary access to travel funds.
3. The entire Council, by majority, will make the final decision on use of funds should issues arise.
C. Travel Expenses
1. Councilmembers should exercise prudent judgment in incurring travel expenses on official city business.
2. Expenses eligible for reimbursement include standard (coach) airfare, baggage fees, ground transportation, mileage,
registration, lodging, and meals (except alcohol).
3. All receipts must be retained and submitted for processing in accordance with current procedures established by the
Finance Department.
4. Councilmembers may reserve a City vehicle for business travel when available.
New
Replaces existing POL-CC-06
Matches current practice
2
7
XI. Voucher Review
A. Purpose
1. Vouchers are the checks with which the City pays its bills. Before the entire Council approves vouchers on the Consent
Agenda at a Regular or Special meeting, each transaction has gone through multiple layers of review, starting with the
individual staff person responsible for the payment, to supervisor, and, if appropriate, the Department Director depending on
dollar threshold. Each transaction is then reviewed by designated Finance Department staff for final authorization and
issuance. These checks and balances help protect the City and provide assurance that all claims presented for payment are
complete and in compliance with established budget and policies.
2. At the beginning of each year, the Legislative Analyst will create a schedule rotating the task among all Councilmembers.
3. The obligation of the Councilmember providing the review is to gain a general understanding of City expenditures and
ensure alignment with city budget and policies.
4. If the Councilmember has a concern about any expenditure and how it fits with established budget and policies, they should
request background information or clarification from the Finance Director or designated staff. In rare cases, the
Councilmember may want to alert the full Council prior to voucher approval.
5.The reviewing Councilmember should verbally attest to their review prior to the City Council’s approval of vouchers on a
Consent Agenda.
New
Replaces existing POL-CC-07
Matches current practice
2
8
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