800-02
MEETINGS OF THE CITY COUNCIL

POLICY & PROCEDURE

Subject:

MEETINGS OF THE CITY COUNCIL

Index: LEGISLATIVE

Number: 800-02

Effective Date

8/13/2007

Supersedes

1/27/1992

Page

1 of 3

Staff Contact

Jay Covington

Approved By

Toni Nelson

1.0 PURPOSE:

To establish the time and location of the various City Council meetings.

2.0 ORGANIZATIONS AFFECTED:

City Council

3.0 REFERENCES:

RCW 42.30 (Open Public Meetings act); RCW 35A.12.100; RCW 35A.12.110.

4.0 POLICY:

4.1    Regular business meetings of the City Council shall be held the first four Mondays of each month commencing at 7:00 pm in the Council Chambers of City Hall, or at another location determined by the City Council. The City Council will not meet when a regular meeting falls on a holiday acknowledged as such by official Council action; all pending business and agenda items will be carried forward to the next regularly scheduled meeting.

4.2    There shall be regular Council meetings held the first four Mondays of each month except where a City holiday falls on a Monday. Committee of the Whole meetings (Council work sessions) may be held prior to weekly Council meetings. No final disposition shall be taken at any Council work session; rather, recommendations shall be offered for final action at a succeeding regular business meeting of the Council.

4.3    At all meetings of the City Council, a majority of the Councilmembers shall constitute a quorum for the transaction of business, but a less number may adjourn from time to time and may compel the attendance of absent members as prescribed by ordinance.

4.4    Except as provided for in law, all regular and special meetings of the City Council shall be open to the public as set forth in RCW 42.30.010.

4.5    The Mayor shall be the presiding officer at all meetings of the City Council except Council work sessions. The Council President shall preside in the mayor’s absence and shall be notified when the mayor leaves the state. In the absence of both the Mayor and the Council President, the Council President Pro Tem shall preside.

4.5.1    The Mayor shall have a vote only in the case of a tie in the votes of the councilmembers with respect to matters other than the passage of any ordinance, grant, revocation of a franchise or license, or any resolution for the payment of any money.

4.5.2    The Mayor or other presiding officer may require any person addressing the City Council to be sworn as a witness and to testify under oath; the presiding officer shall so require, if directed to do so by a majority vote of the City Council.

4.6    The Council President shall preside at all Council work sessions of the City Council. The President Pro Tem of the Council shall preside in the absence of the Council President.

5.0 DEFINITIONS:

N/A

6.0 PROCEDURES:

6.1    Special meetings may be called by the Mayor or any four members of the City Council to discuss issues or business items provided that written notice is delivered to each member of the Council at least 24 hours before the time specified for the proposed meeting.

6.1.1    The notice shall specify the time and place of the special meeting and the business to be transacted.

6.1.2    In addition, the city clerk shall give notice of such special meeting as further provided for in RCW 42.30.080.

6.1.3    No final disposition shall be taken on any other matter at such special meeting by the governing body.

6.1.3.1    Written notice may be dispensed with for any Councilmember who, at or prior to the time the meeting convenes, files a written waiver of such notice with the city clerk.

6.1.3.2    Written notice may also be dispensed with for any member who is actually present at the meeting at the time it convenes.

6.1.3.3    Notice may be dispensed with in the event that a special meeting is called to deal with an emergency involving injury or damage to persons or property or the likelihood of such injury or damage when time requirements would make notice impractical and increase the likelihood of such injury or damage.

6.2    The President or majority of the members of the City Council may hold executive sessions during a regular or special meeting to consider:

a.    matters affecting national security;

b.    the selection of a site or the acquisition of real estate by lease or purchase when public knowledge regarding such consideration could cause a likelihood of an increased price to the city;

c.    the appointment, employment or dismissal of a public officer or employee;

d.    complaints or charges brought against a public officer or employee by another public officer, employee or member of the public;

e.    any proceeding concerned with the formal issuance of an order granting, suspending, revoking or denying a license, permit or certificate to engage in any business, occupation or profession, or to any disciplinary proceedings involving a member of such business, occupation or profession;

f.    that portion of a meeting when the Council sits as a quasi-judicial body which relates to a quasi-judicial matter between named parties as distinguished from a matter having a general effect on the public or on a class or group;

g.    planning or adopting the strategy or position to be taken during the course of any collective bargaining, professional negotiations, grievance or mediation proceedings, or the review of proposals made in such negotiations or proceedings;

h.    input from the city attorney concerning settlements, avoidance or contemplated litigation, settlement offers and like matters which are subject to the statutory attorney-client privilege.

6.2.1    No official action shall be taken at any executive session; however, nothing shall prevent the Council, when permitted by law, from taking an informal vote on any matter under discussion.

6.2.2    No member of the City Council, employee of the city or any person present during an executive session shall disclose to any other person the content or substance of discussion or action which took place during the session, unless a majority of the Council authorizes such disclosure.

6.2.3    Executive sessions, to the extent permitted by law, shall be limited to the Mayor and the members of the City Council unless the presence of non-members is requested by a majority of the City Councilmembers.