Chapter 2.02
CITY COUNCIL PROCEDURES

Sections:

Article I. Council Meetings

2.02.010    Purpose of this article.

2.02.020    Meeting dates and times.

2.02.030    Quorum.

2.02.040    Presiding officer.

2.02.050    Council seating.

2.02.060    Council meeting scheduled on holiday.

2.02.070    Recording proceedings.

2.02.080    Broadcasting.

2.02.090    Meeting order.

2.02.100    Study sessions and workshops.

2.02.110    Executive sessions.

2.02.120    Other special meetings.

2.02.130    Agenda preparation.

2.02.140    Councilmember attendance at meetings.

2.02.150    Council meeting staff.

2.02.160    Media representation at council meeting.

2.02.170    Council discussion.

2.02.180    Voting.

Article II. Advisory Bodies

2.02.200    Purpose of this article.

2.02.210    Definitions.

2.02.220    Authority.

2.02.230    Established terms for boards and commissions.

2.02.240    Initial appointment criteria.

2.02.250    Reappointment.

2.02.260    Announcement of vacancy.

2.02.270    Interview and selection.

2.02.280    Records.

2.02.290    Recognition.

2.02.300    Formation and dissolution of committees.

2.02.310    Council concerns about recommendations.

2.02.320    Appointment of members.

2.02.330    Removal of members.

2.02.340    Overlapping terms intended.

2.02.350    Committee operations.

2.02.360    Annual report to city council.

2.02.370    Lobbying efforts consistent with city policy.

Article III. Interaction between City Council, City Manager and City Staff

2.02.400    Purpose of this article.

2.02.410    Respect.

2.02.420    Roles.

2.02.430    Requested written material.

2.02.440    Personnel selection.

2.02.450    City department noninterference.

2.02.460    Mail delivery.

2.02.470    Confidential mail.

2.02.480    Individual councilmember directed actions.

2.02.490    Councilmember requests for information.

2.02.500    Staff assistance for councilmembers.

2.02.505    Use of social media.

Article IV. Conflicts and Violations

2.02.510    Conflicts.

2.02.900    Violations.

Article I. Council Meetings

2.02.010 Purpose of this article.

The purpose of this article is to establish formal procedures for the conduct of city council meetings. (Ord. 942 § 1, 2016).

2.02.020 Meeting dates and times.

(1) Regular Meetings. Regular city council meetings are held on the second Tuesday of each month in the city council chambers at Normandy Park City Hall, 801 SW 174th Street, Normandy Park, Washington. Regular meetings start at 7:00 p.m. and will adjourn no later than 10:00 p.m. To continue past this time of adjournment, a majority of the council must concur.

(2) Cancellation. A regular meeting may be canceled by a majority vote of the city council at the previous meeting before said meeting. (Ord. 942 § 1, 2016).

2.02.030 Quorum.

At all meetings of the council, a majority of the council (four members, or five members for budget items and appropriations) constitutes a quorum for the transaction of business, but a lesser number may adjourn from day to day or until the time of the next regular meeting and may compel the attendance of absent members in such a manner and under such penalties as the city council shall prescribe. (Ord. 942 § 1, 2016).

2.02.040 Presiding officer.

(1) Presiding Officer. The presiding officer at all meetings of the council is the mayor, and in the absence of the mayor, the mayor pro tempore will act in that capacity. If both the mayor and mayor pro tempore are absent, the next ranking member shall act in that capacity.

(2) Obligations of Presiding Officer. The presiding officer shall:

(a) Preserve order and decorum in the council chambers;

(b) Observe and enforce all rules adopted by the council;

(c) Decide all questions on order, in accordance with these rules, subject to appeal by any councilmember;

(d) Recognize all questions on order, in accordance with these rules, councilmembers in the order in which they request the floor, giving every councilmember who wishes an opportunity to speak. The presiding officer, as a councilmember, shall have only those rights, and shall be governed in all matters and issues by the same rules and restrictions as other councilmembers; and

(e) From time to time, appoint councilmembers to serve on ad hoc committees. (Ord. 942 § 1, 2016).

2.02.050 Council seating.

The presiding officer and six elected councilmembers sit facing the public with the presiding officer seated in the middle. The mayor will determine city council seating arrangements. (Ord. 942 § 1, 2016).

2.02.060 Council meeting scheduled on holiday.

In the event a city-recognized holiday falls on the second Tuesday, the council meeting shall be moved to the following day. The city council may, at any time, add or change a meeting date and time by a majority vote of the council and proper notification to the media. (Ord. 942 § 1, 2016).

2.02.070 Recording proceedings.

The city clerk shall maintain an account of all proceedings of the council in accordance with the statutory requirements, and proceedings shall be entered into a minute book constituting the official record of the council. Council meeting minutes can be corrected but shall not be revised without a majority affirmative vote of the council at a regularly scheduled council meeting. (Ord. 942 § 1, 2016).

2.02.080 Broadcasting.

Regular meetings may be cablecast live on NPTV-21 and via streaming video/audio on the city website. (Ord. 942 § 1, 2016).

2.02.090 Meeting order.

(1) Placing Items on the Agenda. An item may be placed on a council meeting agenda, in advance of posting an agenda, by any of the following methods:

(a) By majority vote of the council;

(b) By council consensus;

(c) By any three councilmembers;

(d) By the city manager;

(e) By a council committee; or

(f) By the mayor.

(2) Call to Order. The presiding officer calls the meeting to order.

(3) Roll Call. The city clerk will call the roll and announce the attendance of councilmembers and indicate any councilmember who is not in attendance and whether or not the councilmember has submitted a reason for the absence. An excused absence requires notice to the city clerk prior to 5:00 p.m. on the date of the meeting. A majority vote is required to excuse any councilmember absence.

(4) Pledge of Allegiance. Councilmembers, and at times invited guests, lead the flag salute.

(5) Agenda Item Order. The presiding officer may, with the concurrence of the councilmembers, take agenda items out of order.

(6) Approval of the Agenda. A majority vote is required for approval of the agenda.

(7) Formal Proclamations and Special Presentations.

(a) A proclamation is defined as an official announcement made by either the city council or the mayor. Council proclamations are defined as those noncontroversial events which have a major citywide impact. Council proclamations shall be publicly read at a council meeting, and whenever possible, presented to a representative of the event during the council meeting.

(b) Mayor’s proclamations are defined as those noncontroversial events which are requested by a special interest group. Mayor’s proclamations are signed by the mayor and forwarded to a representative of the event or special interest group.

(c) The mayor and city manager shall determine if a proclamation request is for a council proclamation or a mayor’s proclamation.

(d) Controversy is defined as a dispute, especially a lengthy and public one, between sides holding opposing views.

(e) Special presentations include, but are not limited to, retirements, commendations and recognition by the mayor and city council.

(8) Public Communications.

(a) This is the place on the agenda when the public is invited to speak for approximately three minutes about an issue of concern or interest not already scheduled for public hearing during the meeting. Public communications will not be permitted on pending quasi-judicial matters which will come before the city council later in the same meeting or at a future meeting.

(b) Speakers are requested to complete a “Public Comment Form” which provides their name, address, agency or group represented, and the issue they wish to comment on, and their position on the subject.

(c) Complaints, concerns, or questions are encouraged to be referred to the city manager.

(9) Group Testimony to Council.

(a) Speakers are also requested to complete a “Public Comment Form” which provides their name, address, agency or group represented, the item they wish to testify on, and their position on the subject.

(b) At the appropriate time, speakers are requested by the presiding officer to step up to the podium, give their name and address for the record, and asked to limit their remarks to approximately three minutes. (Council prefers lengthy testimony to be submitted at least a week prior, so council has a chance to fairly consider the comments.) All remarks will be addressed to the council as a whole. Any person making personal, impertinent, or slanderous remarks, or who becomes boisterous, threatening, or personally abusive while addressing the council, may be requested to leave the meeting.

(c) The presiding officer and city manager have the authority to preserve order at all meetings of the council, to cause the removal of any person from any meeting for disorderly conduct and to enforce the rules of the council. The presiding officer and city manager may command assistance of any police officer of the city to enforce all lawful orders to restore order at any meeting. If order cannot be restored, the procedures set forth in the Open Public Meetings Act, RCW 42.30.050, may be used.

(10) Public Hearings, Closed Record Proceedings and Appeals.

(a) The public hearing is a formal opportunity for citizens to give their views for consideration in the legislative or policy decision-making process. In addition, public hearings are required on quasi-judicial actions which determine the legal rights, duties or privileges of specific parties.

(b) The following procedures shall be adhered to during hearings on:

(i) Legislative/Information Gathering.

(A) The mayor will open the public hearing.

(B) Staff will make their presentation.

(C) Public comments will be limited to three minutes for individuals and five minutes for a person representing an official position of a recognized organization.

(D) Additional staff comments will be made.

(E) The mayor will close the public hearing.

(F) Council discussion will ensue.

(G) Council action will be taken.

(ii) Quasi-Judicial Closed Record Proceedings or Appeals.

(A) The mayor will open the closed record proceeding or appeal.

(B) Open for declarations of conflict of interest or appearance of fairness.

(C) Staff will make their presentation.

(D) Proponent presentation will be made (15 minutes).

(E) Opponent presentation will be made (15 minutes).

(F) Proponent rebuttal will be heard.

(G) Staff comments will be made.

(H) The mayor will close the closed record proceeding or appeal.

(I) Council discussion will ensue.

(J) Council action will be taken.

(c) The following rules shall be observed:

(i) Legislative/Information Gathering Public Hearings.

(A) For an initial presentation of background information from a city department, board, commission, committee, or an organization, no more than 20 minutes will be allowed unless otherwise authorized by the presiding officer.

(B) If a speaker purports to speak for an organization, club or others so as to lead council to believe that a number of persons support a position, such person shall state how that position was developed by the group.

(C) Comments should be limited to three minutes for each individual or five minutes if representing the official position of a recognized organization.

(D) The presiding officer may allow additional time for receipt of written testimony when needed.

(E) The city clerk shall be the official timekeeper.

(ii) Quasi-Judicial Hearing Body before Which the Hearing Was Held.

(A) When the city council considers a quasi-judicial matter in a closed record proceeding or appeal, no new evidence may be presented except on matters related to the conflict of interest or appearance of fairness challenge to a councilmember. Oral argument shall be based solely on the record before the planning commission, hearing examiner or other quasi-judicial hearing body before which the hearing was held.

(B) If a quasi-judicial proceeding or appeal is on the agenda, the parties will be informed by the city attorney as to what state law permits for comments.

(C) Quasi-judicial hearings will be conducted in conformance to procedures outlined in the city ordinances such as the Land Use Procedures Code, Chapter 18.150 NPMC.

(D) Presentations will be limited as set forth in subsections (10)(c)(ii)(B) and (C) of this section, except that the presiding officer shall ask the rest of the councilmembers if they have any comments or questions before the presenter is excused.

(E) If comments are provided in writing, it is encouraged that such written comments be filed with the city clerk by 1:00 p.m. of the Wednesday preceding the regular meeting. If written comments are given at the meeting, the presenter should provide 11 copies for the council and staff.

(11) Continued Business or Old Business. This part of the agenda consists of those items that were continued or not finished from a previous agenda and second readings of ordinances. Discussion or debate by the council may be held at this time. Councilmembers shall decide whether to amend the ordinance, direct staff to further review the ordinance, refer to council study session or approve or disapprove the ordinance for adoption.

(12) New Business.

(a) New business items include the introduction or first reading of ordinances, and staff reports on those items. Discussion or debate by the council may be held at this time. Councilmembers shall decide whether to amend the ordinance, direct staff to further review the ordinance, refer to council study session or approve or disapprove the ordinance for second reading.

(b) New business items also include a presentation of new proposals by councilmembers for brief discussion. They can include policy changes, new laws, regulations and resolutions. Action is typically not taken on items at this time.

(c) When an ordinance is brought forward for first reading, the city manager, or designee, presents information on a proposed new city law or practice, or a change to an existing law or practice. Council then sets a date for second reading.

(13) Mayor, Council and City Manager Reports. The mayor, council, and the city manager make special announcements or provide updates on current issues or items of council interest at this time.

(14) Consent Agenda. These are routine items voted on by a single motion. Typical items include payment of bills, awarding contracts, adoption of resolutions, and meeting minutes. Any councilmember may move an item to new or continued business for discussion and a vote.

(15) Adjournment. With no further business to come before the council, the mayor adjourns the meeting. Roll call votes will only be taken if requested by a councilmember or as required by law. The official meeting minutes will always reflect a vote on each action item. (Ord. 942 § 1, 2016).

2.02.100 Study sessions and workshops.

At the discretion of council, special meetings are held on the fourth Tuesday from 7:00 p.m. to 9:00 p.m. and adjourning no later than 10:00 p.m. To continue past 10:00 p.m., a majority of the council must concur. A notice of the time, place and purpose of such special meeting will be posted pursuant to the requirements as set forth in RCW 42.30.080 or subsequent amendments thereto. During these meetings, items needing in-depth discussion are introduced and reviewed. It is not typical to take a formal action during a study session or workshops. These meetings are open to the public, but no public comment is taken during the discussion of a specific agenda item, unless there is a posted public hearing. (Ord. 942 § 1, 2016).

2.02.110 Executive sessions.

An executive session is a council meeting that is closed except to the council, city manager and authorized staff members and/or consultants authorized by the city manager. The public is excluded from attendance. Executive sessions may be held during any council meeting and will be announced by the mayor. Before convening an executive session, the council will make a motion to announce the purpose of the meeting, cite the related state statute, and the anticipated time when the session will be concluded. Should the session require more time, a public announcement shall be made that the meeting is being extended. Executive sessions may be held in accordance with the provisions of the Washington State Open Public Meetings Act. (Ord. 942 § 1, 2016).

2.02.120 Other special meetings.

(1) Clerk’s Duties. The city clerk shall call public meetings of the city council upon the approval of the mayor or any three members. Any request shall state the subject(s) to be considered at such special meeting and no other subject shall be acted upon at the meeting.

(2) Notice. Notice of every special meeting shall be given in writing to every councilmember, to the city manager, to the city attorney, and to all local news media representatives who have on file with the city clerk a request for such notices. The notice shall be delivered personally, by email, or otherwise, so as to be received at least 24 hours before the meeting. The notice shall state the place and time of the meeting and the business to be conducted. The council shall not make final disposition of any matter not included in the notice. (Ord. 942 § 1, 2016).

2.02.130 Agenda preparation.

(1) General Information. The city clerk will prepare an agenda for each council meeting specifying the time and place of the meeting, and set forth a brief general description of each item to be considered by the council. The agenda is subject to approval as stated in NPMC 2.02.090(6).

(2) Adding an Item to a Published Agenda. An item may not be placed on a regular council meeting agenda after the agenda is closed and a notice published, except in the event of an emergency or a grant or fiscal deadline.

(3) Agenda Finalization Schedule. Agenda materials will be available, at City Hall, for city staff, the media and public on Monday prior to the meeting. Agenda materials will be delivered to councilmembers on Thursday prior to the meeting. Agenda items are due by 9:00 a.m. on the Tuesday preceding the Thursday packet distribution day. Agenda items submitted after the agenda is published will be processed for the next council meeting packet. (Ord. 942 § 1, 2016).

2.02.140 Councilmember attendance at meetings.

Councilmembers shall inform the mayor or city clerk if they are unable to attend any council meeting, or if they will be late to any meeting. A majority vote is required to excuse any councilmember absence. (Ord. 942 § 1, 2016).

2.02.150 Council meeting staff.

The city manager shall attend all meetings of the council unless excused. At the discretion of the city manager, department heads and other staff members shall attend. The city manager may make recommendations to the council and shall have the right to take part in the discussions of the council, but shall have no vote. (Ord. 942 § 1, 2016).

2.02.160 Media representation at council meeting.

All public meetings of the city council and its advisory committees shall be open to the media, freely subject to recording by radio, television, electronic, and photographic services at any time; provided, that such arrangements do not interfere with the orderly conduct of the meeting. (Ord. 942 § 1, 2016).

2.02.170 Council discussion.

(1) Robert’s Rules. All council discussion shall be governed by Robert’s Rules of Order, Newly Revised. The city attorney is the parliamentarian. Every councilmember shall be provided with a copy of Robert’s Rules of Order, Newly Revised, or a comparable publication when first joining the council.

(2) Questions of Order. The mayor or presiding officer has the authority to rule on questions of order. If the mayor rules a councilmember’s comments to be out of order (not germane, or otherwise), the councilmember may explain why he or she believes the comments are not out of order. The mayor/presiding officer will either rescind or confirm the ruling. If confirmed, the councilmember shall not continue comment in the manner ruled out of order.

(3) Appeal. If that councilmember or any other councilmember disagrees with the mayor/presiding officer’s ruling, they can appeal the point of order. The question is then put to the council to confirm or deny the mayor/presiding officer’s ruling and whether the councilmember shall continue comment. (Ord. 942 § 1, 2016).

2.02.180 Voting.

(1) Roll Call Votes. The city clerk will take a roll call vote if requested by the presiding officer, a councilmember, or as required by law. The roll call vote shall be conducted alphabetically by last name, consistent with Robert’s Rules of Order. An affirmative vote by four councilmembers is required for any city council action, except as may be otherwise provided by statute or ordinance.

(2) Tie Vote. The passage of a motion, resolution or ordinance is lost by a tie vote; provided, that the question may be brought forward again at the request of any member at the same meeting or at the next meeting when any members who were absent or disqualified at the time of the tie vote are present.

(3) Votes on Questions. Each member present shall vote on all questions put to the city council except on matters on which he or she has been disqualified for a conflict of interest or under the Appearance of Fairness Doctrine. Such member shall disqualify himself or herself prior to any discussion of the matter. If abstaining, the councilmember must state the reasons for abstaining, identifying one or more of the following: (a) an excused absence from the prior council meeting and/or (b) a conflict of interest and/or (c) an appearance of fairness issue. A councilmember who abstains but fails to identify the absence, conflict of interest and/or appearance of fairness issue will be considered to have voted for the majority’s position in respect to questions before the council and have their vote so recorded. When disqualification of a member or members results, or would result, in the inability of the council to act on a matter on which it is required by law to take action, any member who is absent or who is disqualified under the Appearance of Fairness Doctrine may subsequently participate, provided such member first shall have reviewed all materials and listened to all recordings of the proceedings in which the member did not participate.

(4) Attendance via Speakerphone/Teleconference.

(a) Attendance via speakerphone/teleconferencing should be the rare exception, not the rule, and is limited to two times per year per councilmember. Examples of situations where teleconferencing would be appropriate include, but are not limited to:

(i) Teleconferencing may only be used if a quorum of the council is physically present for the meeting, with the exception of occasions when an agenda item is time sensitive and teleconferencing is needed for a quorum or, in the instance of social distancing, to avoid the spread of contagious diseases;

(ii) An agenda item is of very high importance to the councilmember that cannot be physically present;

(iii) It is important for all councilmembers to be involved in a decision, but one councilmember is unable to be physically present;

(iv) Teleconferencing should be limited to one priority agenda item, not the entire council meeting, at the mayor’s discretion.

(b) The councilmember attending via speakerphone:

(i) Must be able to hear the discussion on the agenda item taking place in the council chambers; and

(ii) Must be able to be heard by all present in the council chambers.

(c) When a particular agenda item is ready to be discussed, the mayor (or presiding officer if the mayor is not physically present) should state for the record:

(i) Let the record reflect that Councilmember ___________ is attending via speakerphone for Agenda Bill _____ relating to _____________.

(ii) Councilmember __________, can you hear me? [There must be a clearly audible response in the affirmative.]

(iii) Let the record reflect that Councilmember __________, who is teleconferencing to participate in the proceedings relating to Agenda Bill ______, can be heard by all present in the council chambers.

(d) Upon conclusion of the particular agenda item, the mayor (or presiding officer if the mayor is not physically present) should state:

(i) Councilmember _____, discussion on Agenda Bill _____ has concluded. Thank you for your attendance via speakerphone. The telephone connection will now be terminated. [Connection should be terminated at this time.]

(ii) Let the record reflect that the teleconferencing session with Councilmember ___________ has been terminated. Next on the agenda is … (Ord. 1029 § 2, 2021; Ord. 942 § 1, 2016).

Article II. Advisory Bodies

2.02.200 Purpose of this article.

(1) Participation. The city of Normandy Park’s commissions, boards, committees and task forces provide an invaluable service to the city. Their advice on a wide variety of subjects aids the mayor and councilmembers in the decision-making process. Effective citizen participation is an invaluable tool for local government.

(2) Purpose. The city of Normandy Park advisory bodies bring together citizen viewpoints, which might not otherwise be heard. Persons of wide-ranging interests who want to participate in public service but not compete for public office can be involved in governmental commissions, committees and task forces.

(3) Rules. As the city of Normandy Park advisory bodies have been formed since incorporation, the adoption of uniform rules of procedure is necessary to assure maximum productivity and fairness. The following governs the city’s advisory groups; some of these advisory groups may have more specific guidelines set forth by ordinance or resolution, or at times by state law.

(4) Vacancies. Vacancies are advertised so that any interested citizen may submit an application. Preference will be given to citizens of the city of Normandy Park, but applications from residents living outside of the corporate boundaries also receive consideration. Councilmembers are encouraged to solicit applications from qualified citizens. Applications are available from the city clerk’s office. (Ord. 942 § 1, 2016).

2.02.210 Definitions.

For purposes of this article, the following terms have the meanings set forth below:

(1) “Board” means a semi-autonomous body established pursuant to federal or state statute or authority or city ordinance. Actions of a board are usually appealable to designated courts of law.

(2) “Commission” means a body established by city ordinance to study and recommend action to the city council. Authority of commissions is delegated from council. With the exception of the civil service commission, some actions of commissioners are appealed directly to city council. Commissions established by city ordinances include: arts commission, civil service commission, parks and recreation commission and planning commission.

(3) “Committee” means a body appointed by council with a specified task or function. Committee action ordinarily will be subject to review and/or appeal to the city council or to a commission established by council.

(4) “Ad hoc task force” means a body appointed by council to study or work on a particular subject or problem. A task force will cease to exist upon completion of its charge as given by the council. (Ord. 942 § 1, 2016).

2.02.220 Authority.

The city council of the city of Normandy Park is specifically empowered by state law, city code, and ordinance to fill by appointment all boards and commissions established by such state law, code or ordinance, or such other advisory boards or commissions as the council deems necessary or advisable. In the exercise of this power, it is the desire of the city council to establish a consistent policy in its decision-making role to fairly select citizens of the community to serve effectively on boards or commissions. To this end, this article has been created, and it shall remain in effect until such time as the city council desire to amend or modify it in part or revoke it in whole. (Ord. 942 § 1, 2016).

2.02.230 Established terms for boards and commissions.

The city council appoints the members of the following boards and commissions for the following established terms:

 

Years per Term

Arts Commission (Chapter 2.26 NPMC)

3

Economic Development Committee (Chapter 2.18 NPMC)

(See code)

Lodging Tax Committee (Chapter 3.15 NPMC)

(See code)

Parks and Recreation Commission (Chapter 2.24 NPMC)

7

Planning Commission (Chapter 35A.63 RCW; Chapter 2.20 NPMC)

6

Note: The civil service commission is not included because members are appointed by the city manager (Chapter 2.28 NPMC). (Ord. 942 § 1, 2016).

2.02.240 Initial appointment criteria.

It shall be the policy of the city council to evaluate each applicant for appointment on an objective basis, utilizing the following criteria:

(1) Residency. Appointments to certain boards and commissions must, by state law or local ordinance, be limited to residents of the city of Normandy Park. It is preferable that all appointments be filled by city residents. However, persons living outside the city of Normandy Park may be considered and appointed to positions not legally restricted to city residents when determined appropriate by the council prior to advertisement of the vacant position. City employees will not be appointed to city boards and commissions.

(2) Contributive Potential. The city council shall evaluate the potential contribution that each applicant may make appointed to a board or commission. Factors to guide council in its evaluation of this could include:

(a) Desire to perform public service;

(b) Ability to express ideas, concepts or philosophies;

(c) Experience in the community on other boards and committees;

(d) Special knowledge or education importation to a particular board or commission.

(3) Time Available to Serve. The city council will need to be assured that the candidate will be available to serve at the scheduled meetings.

(4) Composition. Maintaining geographic and philosophical balance of community representation is recognized as a desirable goal in the appointment of boards and commissions when applicable. (Ord. 942 § 1, 2016).

2.02.250 Reappointment.

(1) Notification and Evaluation. Incumbents who wish to be reappointed and who are eligible for reappointment in accordance with the provisions of NPMC 2.02.240 shall notify the city clerk’s office within 90 days prior to the expiration of their term. There is not a vested right to reappointment for any position. An incumbent seeking reappointment will be evaluated by the appropriate chair and city staff. The evaluation and their recommendation shall be given to the mayor. The mayor will also evaluate the candidate using the following performance criteria:

(a) Regularity of attendance;

(b) Understanding of committee or commission function;

(c) Effectiveness;

(d) Demonstrated contribution during past term of office on issues, programs, policies, etc., of the advisory board, committee, or commission; and

(e) Number of terms served.

(2) Mayor’s Options. The mayor shall either conduct an interview of the incumbent and recommend reappointment by forwarding the recommendation rationale to the full council for consideration, or decide to conduct an open recruiting process in accordance with NPMC 2.02.260. (Ord. 942 § 1, 2016).

2.02.260 Announcement of vacancy.

(1) Announcement. At such time as a vacancy occurs that requires an open recruitment process in a city board, commission or committee, or 90 days prior to the expiration of a term of office, it shall be the policy of the city council to establish a 30-day filing period and publicly announce the position vacancy by advertising and other reasonable methods for all commissions except for the arts commission. This rule will be waived if there is an active arts commission task force member that the arts commission chair recommends for appointment to a vacant position.

(2) Application. Subject to NPMC 2.02.250, any interested resident of the community who is not at that time a member of that board or commission may submit an application and resume for consideration of appointment to an advertised vacancy. (Ord. 942 § 1, 2016).

2.02.270 Interview and selection.

(1) Interview Period. All candidates will be interviewed by the mayor unless an exceptionally large number of applications are received and the mayor decides, after screening the applications, to interview a smaller number of applicants. If insufficient applications are received, the mayor may decide to readvertise.

(2) Recommendation. After all applicants or members have been interviewed, the mayor shall forward the rationale of the recommendation to the full council.

(3) Decision and Announcement. Each applicant shall be notified by mail of the decision of the council. The chairperson of the advisory board, committee or commission concerned of the council decision shall also be advised. Each applicant shall be notified by mail of the decision of the council. The chairperson of the advisory board, committee or commission concerned of the council decision shall also be advised. (Ord. 942 § 1, 2016).

2.02.280 Records.

The city clerk’s office shall maintain records of persons who have applied for a vacancy on a given board, commission or committee for one year after the filing period. If another appointment shall become available within that year, all such applicants shall be notified thereof in writing so that such persons can file for such new appointment. (Ord. 942 § 1, 2016).

2.02.290 Recognition.

Members of boards, commissions and committees (volunteers) will be recognized for their service to the community in accordance with Chapter 2.58 NPMC. (Ord. 942 § 1, 2016).

2.02.300 Formation and dissolution of committees.

(1) Establishment. These advisory bodies originate from different sources. Some are established by ordinance while others are established by motion of the city council. It is at the discretion of the council as to whether or not any advisory body should be established by ordinance. See this title for the current list of city advisory committees.

(2) Statement of Purpose and Function. Every advisory body, when it is formed, will have a specific statement of purpose and function, which will be reexamined periodically by city council to determine its effectiveness. This statement of purpose is made available to all citizen members when they are appointed.

(3) Size. The size of each advisory group is determined by city council and the size is related to its duties and responsibilities. Another determination to be made prior to formation is the cost impact for city staffing a proposed advisory body.

(4) Dissolution. The city council may dissolve any advisory body that, in the council’s opinion, has completed its working function or for any other reason. (Ord. 942 § 1, 2016).

2.02.310 Council concerns about recommendations.

Prior to the scheduled council meeting, if a councilmember has a concern of the recommended appointment, it should be addressed to the mayor prior to the meeting. (Ord. 942 § 1, 2016).

2.02.320 Appointment of members.

Appointees to advisory committees should serve on only one committee, unless qualified applicants cannot be identified. Members of all advisory bodies are appointed by a minimum of four affirmative votes of the council during a regularly scheduled meeting. (Ord. 942 § 1, 2016).

2.02.330 Removal of members.

Members may be removed from any advisory committee prior to the expiration of their term of office by a minimum of four affirmative votes of the city council. (Ord. 942 § 1, 2016).

2.02.340 Overlapping terms intended.

Lengths of terms vary from one advisory body to another, but in all cases, overlapping terms are intended. On ad hoc task forces, where a specific project is the purpose, there need not be terms of office. (Ord. 942 § 1, 2016).

2.02.350 Committee operations.

The city council expects new members will be oriented to the roles and responsibilities of their appointment. (Ord. 942 § 1, 2016).

2.02.360 Annual report to city council.

Each committee should make a report to city council at least once each year. This report need not be presented in person. (Ord. 942 § 1, 2016).

2.02.370 Lobbying efforts consistent with city policy.

Lobbying efforts by any advisory bodies on legislative or political matters should first be checked for consistency with existing city policy by contacting the city manager’s office. In the event a position is taken that differs from that of the city’s policy, an advisory body acting as an official body of the city of Normandy Park cannot represent that position before another body, i.e., the State Legislature or the King County council. An individual member is free to voice a position, oral or written, on any issue as long as it is made clear that he or she is not speaking as a representative of the city of Normandy Park, or as a member of his or her commission, committee or task force. (Ord. 942 § 1, 2016).

Article III. Interaction between City Council, City Manager and City Staff

2.02.400 Purpose of this article.

The purpose of this article is to establish formal procedures for interaction between the city council, city manager and city staff. (Ord. 942 § 1, 2016).

2.02.410 Respect.

There will be mutual respect from both city manager/city staff and councilmembers of their respective roles and responsibilities when, and if, expressing criticism in a public meeting. When feasible, questions should be asked of staff before the public meetings. (Ord. 942 § 1, 2016).

2.02.420 Roles.

The city manager/city staff will acknowledge the council as policymakers, and the councilmembers will acknowledge the city manager/city staff as administering the council’s policies. (Ord. 942 § 1, 2016).

2.02.430 Requested written material.

Individual councilmembers represent the council as a whole. Councilmembers have a responsibility to bring controversial decisions back to the whole council whenever possible. All written informational material requested by individual councilmembers shall be distributed by city staff, after approval of the city manager, to all councilmembers with a notation indicating which councilmember requested the information. (Ord. 942 § 1, 2016).

2.02.440 Personnel selection.

Councilmembers should not attempt to coerce or influence city staff in the selection of personnel, the awarding of contracts, the selection of consultants, the processing of development applications or the granting of city licenses or permits. (Ord. 942 § 1, 2016).

2.02.450 City department noninterference.

Council should not attempt to interfere with the operating rules and practices of any city department. (Ord. 942 § 1, 2016).

2.02.460 Mail delivery.

Mail that is addressed to the mayor and councilmembers should be date stamped, copied and circulated, including the envelope, by the assigned staff as soon as practical after it arrives. Mail will be placed in the appropriate mail slot at City Hall for councilmembers to pick up at their convenience. (Ord. 942 § 1, 2016).

2.02.470 Confidential mail.

Mail addressed to individual councilmembers marked personal and/or confidential will not be opened by city staff. The outside of the envelope will be date stamped and the unopened mail will be placed in the appropriate councilmember’s mail slot at City Hall. (Ord. 942 § 1, 2016).

2.02.480 Individual councilmember directed actions.

No councilmember should direct the city manager to initiate any action or prepare any report that is significant in nature, or initiate any project or study without the consent of a majority of the council. (Ord. 942 § 1, 2016).

2.02.490 Councilmember requests for information.

Individual requests for information can be made directly to the department director, unless otherwise determined by the city manager. If the request would create a change in work assignments or city staffing levels, the request must be made through the city manager. (Ord. 942 § 1, 2016).

2.02.500 Staff assistance for councilmembers.

Councilmembers needing staff assistance should work through the city manager. (Ord. 942 § 1, 2016).

2.02.505 Use of social media.1

(1) The Normandy Park city council recognizes the importance of communicating with its constituency in all communications methods. The council therefore adopts these guidelines to govern the use of social media by individual councilmembers.

(2) Councilmembers conducting city business may post to social media sites such as Facebook, Twitter, and online forums, as long as a disclaimer about their views is included. The disclaimer ensures the view expressed in the comment is that of the member, not of the full council. The disclaimer also acknowledges that comments by other councilmembers regarding the same issue are limited by the Open Public Meetings Act (OPMA) which requires public noticing of a quorum of councilmembers discussing official city business. Specifically, if more than three councilmembers are involved in a conversation via a social media forum conducting city business, it could be considered a meeting; and if no notice was given regarding the meeting, it would not be in compliance with the OPMA.

(3) All city council communications including, but not limited to, email, social media posts, and text messages may be subject to the Public Records Act.

(4) Based on the foregoing, the following disclaimers should be included in whole or referenced with a link to the disclaimers for all communications initiated by councilmembers in open forums:

(a) The views expressed represent the views of the author and not the views of the Normandy Park city council as a whole.

(b) Responses to this communication by other councilmembers may be limited by the provisions of the Open Public Meetings Act under which a policy discussion must be held in an open public meeting if a quorum of the Normandy Park city council participates.

(c) Comments posted in response to a councilmember-initiated communication may be subject to public disclosure under the Public Records Act.

(d) The city clerk will post a copy of these disclaimers on the city’s website and provide councilmembers with a link to include in social media posts for those councilmembers wishing to provide a link rather than repeat these disclaimers in whole. (Ord. 995 § 1, 2019).

Article IV. Conflicts and Violations

2.02.510 Conflicts.

In the event that any provision of this chapter conflicts with any other provision of the Normandy Park Municipal Code or any other ordinance or resolution of the city, the provisions of this chapter shall control. (Ord. 942 § 1, 2016).

2.02.900 Violations.

The provisions of this chapter have been codified for the sole purpose of providing transparency as to the manner in which the city council will conduct its business and for no other purpose. The provisions of this chapter are enforceable by the city council only and are not enforceable by any other person. Violations of this chapter are not considered criminal or civil infractions and are subject only to such sanctions as the city council may impose in its discretion under applicable law. (Ord. 942 § 1, 2016).


1

Code reviser’s note: Ordinance 995 adds this section as Section 2.02.510. It has been editorially renumbered to avoid duplication of numbering.