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HomeMy WebLinkAbout01-23-26_Council Retreat Packet SPECIAL ACCOMMODATIONS: The City of Arlington strives to provide accessible meetings for people with disabilities. Please contact the ADA coordinator at (360) 403-3441 or 711 (TDD only) prior to the meeting date if special accommodation is required. Friday, January 23, 2026 at 8:30 a.m. City Council Chambers – 110 E 3rd Street 8:30 Coffee 9:00 Welcome, agenda review 9:15 WCIA training with Executive Director Ann Bennett 10:15 Department orientation Legal – Oskar Airport – Marty Community and Economic Development – Amy City Clerk – Wendy Community Engagement – Sarah Finance – Shelby Human Resources – Shawn Information Technology – Bryan Police – Jonathan Public Works, Utilities and Transportation – Jim Maintenance and Operations – Josh Administration – Paul City Council Retreat and Orientation January 23, 2026 Oskar Rey, City Attorney Emily Romanenko, Deputy City Attorney City Attorney Services 3 Oskar’s Practice •30+ Years of Municipal Law Experience •City attorney for Arlington, Duvall, Langley, and Deer Park. Town attorney for Eatonville. •MRSC Legal Consultant (2016-2024) •Adjunct Faculty, Seattle University School of Law 4 Emily’s Practice Extensive Experience in Municipal Law o Town Attorney for Yarrow Point and Concrete o City Attorney for Poulsbo o Deputy City Attorney for Arlington, Sammamish, and Tukwila Specialized Knowledge o Land use o Telecommunications o Utility franchising o Public Records Act 5 Who Does OMW Represent? Who Else Represents the City? •Our client is the City as an entity. •Our client is not specific officials or employees, although we may represent officials and employees with respect to matters that are within their official duties. •Attorney-client privilege belongs to the City as an entity—not specific individuals. •Other attorneys for the City include: •Prosecutor –Zachor, Stock & Krepps •Public Defender –Feldman & Lee •WCIA –Keating, Bucklin & McCormick, and others •Special counsel for specific issues—labor and employment, bond counsel, etc. 6 Litigation •Pending litigation against the City includes: •Arlington Gardens Land Use Petition Act claim (“LUPA”); •Claim alleging wrongful vehicle impound at Airport; •Recently resolved litigation includes: •Rodriguez v. City of Arlington; Public Records Act claim regarding Flock Cameras—matter was settled. OMW Attorney Kari Lester represented the City. •Northwest Custom Aircraft Hangars Bankruptcy; Bankruptcy Court approved the assignment of the debtor’s Airport lease to a new tenant. OMW attorney William Malaier assisted the City. •Ortiz v. City of Arlington; Claim of false arrest arising from arrest on warrant by Arlington police officers. Case was dismissed on summary judgment. Jeremy Culumber of Keating, Bucklin & McCormick represented the City through WCIA. 7 Council Meetings •City Council Rules of Procedures establish how meetings are run. •The City does a nice job of allocating responsibilities and providing suggested motion text. •Public hearings and public comment offer the opportunity for constituent feedback. It is generally not a time to debate. •Public comment is subject to First Amendment protections, so usually the best approach is to let speakers have their say. •The Open Public Meetings Act requires Council meetings to be open and accessible to the public. Beware of serial meetings! •Executive sessions are permitted in limited circumstances. The City Attorney will help ensure it stays “on topic.” 8 Public Records Act •What is a “Public Record”? •Tips for councilmembers: •If someone requests records from you, forward that request to the Public Records Officer. •Avoid creating public records in places that are not accessible to the City. •Use city accounts or devices for city communications where possible. If not possible, make sure the record is retained where the City can access it. Records retention is imperative under the PRA. •Understand records retention basics. Many records are “transitory” and can be deleted when you don’t need them anymore. •Avoid creating an unnecessary public record when an alternative is available. A phone call does not create a public record (but a voice mail does). 9 Recommended Resources •Use MRSC! www.mrsc.org •As city officials, you can submit written inquiries, or you can give them a call. •MRSC publications include: •Knowing the Territory: Basic Legal Guidelines; •The Mayor & Councilmember Handbook; •Code City Handbook. •MRSC has an amazing website as well. •Do not hesitate to ask if you think MRSC and the City’s guidance do not line up. There probably is a logical explanation! Arlington Municipal Airport The economic engine of our community 10 Vital Statistics •Home to over 400 based aircraft •29 aerospace manufacturers are located on or around the airport •Arlington Airport manages 180+ ground and building leases •Revenue generated by airport leases total $ 4.3 million •An estimated 6,500 manufacturing jobs in and around the airport •Total Economic Impact $92,200,000 annually (WSDOT study) 11 Airport Mission Statement The vision of the Arlington Municipal Airport is to effectively manage a community resource by developing a premier general aviation airport, compatible light industrial uses, and appropriate activities that balance the community’s interests. 12 Arlington Municipal Airport Facts •General aviation airport •Home to over 400 based aircraft •Approximately 65,000 annual operations •Annual Hometown Fly-In attracts hundreds of visitors 13 1943-1955 The Navy Years 14 Fire Department 15 Navy Hangar-TBF “Avenger” 16 Navy Hangar 17 Public Works Department 18 Warm Up Apron 19 1946 20 1955: After the Navy Where is Interstate 5? 21 Path of History 22 2013 Arlington Municipal Airport 23 Airport Owned Properties 24 Aerospace Businesses 25 Airport Responsibilities •Apply for and administer state and federal grants •Day to day safe airport operations •Wildlife Hazard Management Plan •Spill Control Countermeasures Plan •Manage 180+ leases •Administer budget of $4.3 million •Liaison between FAA and other federal and state agencies and the City of Arlington (airport and aviation issues only) 26 Current Issues •Creating an Airport Development Plan in order to attract new businesses to the airport’s undeveloped areas •FAA compliance with grant assurances •Upcoming Projects: SR531 widening, construction of 173rd, construction of 168th, installation of City-owned Fiber Optic Network, Airport Master Plan Update. •Successes: •Leased 45 acres of the Airport Business Park •Brought Vashon Aircraft from Paine Field to Arlington to manufacture the “Ranger” aircraft line •Granted leases for hangar construction on the west side of the airport •Installed LED pilot-controlled lighting for the entire airfield •Runways and taxiways are all recently updated 27 Community and Economic Development 28 Current Department Organizational Chart 29 CED Staff Responsibilities •Eleven Full Time Positions and One Temporary Position. Each employee has the required education, training, and/or experience to fulfill the expectation of their position. The current temporary employee is under a one-year contract for a scanning project that concludes December 2026. •Permit Technicians (two): Process all permits and licenses. First contact with customers. •Fire Permit Technician: Process all fire related permits and inspections. Compiles and records all fire related information and data in one database. •Planning Manager:Responsible for all land use planning processes and permits. Supervises the Associate Planner position. •Associate Planner: Responsible for current planning tasks and customer service related to land use inquiries, along with other duties as assigned by the Planning Manager or Director. •Development Services Manager: Provides Engineering Review of Development Projects, and in- house design for CED projects. Supervises the Development Services Inspector and Permit Technician positions. •Development Services Inspector: Reviews and inspects all infrastructure related to private development. •Building Official: Plan Reviewer and Inspector for building and fire. Responsible for building construction and building code compliance. Supervises the Fire Permit Technician and Building Inspector/Plans Reviewer positions. •Building Inspector/Plans Reviewer: Plan Reviewer and Inspector for building and fire. (vacant) •Code Compliance Officer: Provides oversight and enforcement of Arlington Municipal Code. •Administrative Assistant III: Provides administrative support for the department director as well as the department management staff. •Director: Provides support, oversight and direction of all departmental operations,along with Long Range Planning, Subarea Planning, and Economic Development for the City.30 CED Departmental Functions and Processes All private development occurring in Arlington is reviewed, processed, permitted and inspected through the CED Department •Customer Service •General Information Meetings •Project management staff meets with developers •Provides vital information regarding property, codes and required improvements •Planning and Land Use Permits/Zoning Code •Civil Design/Review/Inspections •Building and Fire Permit Review/Inspections •Right of Way Permitting/Inspections •Utility Permitting •Business Licensing Partnership with WA DOR •Code Enforcement •Grant Funding and Management •Community and Economic Development Projects Development Project Management •Online Permitting Management from Civil Plus (currently transitioning from iWorQ’s) •Project management staff can review projects concurrently (land use, site civil and building), when applicable. •Continual support and communication with applicants/developers throughout the project. •All processes performed within same workgroup, which provides for seamless communication, review, permitting, inspection and project closeout. 31 Planning Commission •Scheduling, Agendas, Staff Reports and Presentations •Training and Administrative Support for Commissioners 32 2024 - 2025 Highlights •Completion of the Comprehensive Plan 2024 periodic update that provides city planning through the 2044 horizon. •Completed the Island Crossing Subarea Plan in 2025. •Completed the Smokey Point Community Park project in 2025. •Completed multiple code amendments to comply with new state laws. •Worked with a private developer and consultants on Lindsay Subarea Plan. Scheduled for completion 1st Quarter of 2026. •Worked with a private developer and consultants on East Hill Subarea Plan. On schedule for completion in 2026. •New Hires and/or Promotions: CED Director, Development Services Manager, Planning Manager, Associate Planner and Fire Permit Technician •Received Grant Funding for a new permit tracking system (Civic Plus), CDI/Laserfiche, and scanning of permit records. This program included benefits to CED, along with funding to benefit the entire city. 33 Permit Totals for 2024 34 Permit Totals for 2025 35 CED Departmental Programs - Current •Priority: Customer Service •Administration of the Citywide Comprehensive Plan •Administration of Arlington Municipal Code Title 11 – Violations and Abatement, Title 15 – Fire Regulations, Title 16 – Buildings and Construction and Title 20 – Zoning. •Shared Administration of Arlington Municipal Code Title 2 – Administration and Personnel, Title 5 – Business Licenses and Regulations, Title 7 - Nuisances, Title 8 – Animals, and Title 12 – Streets and Sidewalks. •Administration of the Planned Action for the Arlington portion of the Cascade Industrial Center •Administration of the Planned Action for the Island Crossing Subarea Plan •Administration of Privately Initiated Subarea Plans and Planned Actions •Administrator of the State Environmental Policy Act (SEPA) •Administrator of Complete Streets Program •Administrator of Housing Action Plan •Administrator of Shoreline Master Program •Administration of CED Department RFQ/RFP processes for consultant selection •Administration of CED Grants 36 CED Departmental Programs – Proposed and Future •Create and Administer Affordable Housing Program – 2026 •Create and Administer Development Standards for the CIC Subarea – 2026 •Create an updated Code Enforcement Program – 2026 •Climate Change and Resiliency Element (Climate Element) of the Comprehensive Plan with a Resiliency Sub-Element and Greenhouse Gas Emissions Reduction Sub-Element. •Consultant needs to begin work in 2027 or 2028. Climate Element is Due in 2029 •Apply for grants to fund CED projects within the city as they become available. •Create Subarea Plans for all 14 identified subareas within the city before the next Comprehensive Plan Periodic Update adoption in 2034. •Cascade Industrial Center Subarea Plan – Complete •Island Crossing Subarea Plan – Complete •Lindsay Subarea Plan (portion of Hilltop) – Privately Initiated - 2026 •East Hill Subarea Plan – Privately Initiated - 2026 •Old Town Subarea Plan – Planned for 2027 •Haller City Subarea Plan – Planned for 2027 •Smokey Point Subarea with TOD – Planned for 2028 or 2029 •Gateway Subarea Plan – Planned for 2028 or 2029 •Kent Prairie – Planned for 2030 •West Bluff – Planned for 2030 •Hilltop Subarea Plan (will incorporate Lindsay Subarea Plan) – Planned for 2031 •Gleneagle Subarea Plan – Planned for 2032 •Edgecomb Subarea Plan – Planned for 2032 •Crown Ridge Subarea Plan – Planned for 2033 •Arlington Terrace Subarea Plan – Planned for 2033 37 City Clerk 38 City Clerk •Preparation of all legal notices pertaining to the City Council •Preparation of Council meeting agendas and minutes •Coordination of Arlington Municipal Code updates •Maintenance of official public records, including, but not limited to, Council/Board/Commission meeting minutes, ordinances, resolutions, agreements and contracts •Development and implementation of the City’s archive and records disposition program •Public Records Officer: coordination / monitoring of public records requests. •Processing of all claims against the City. City Clerk is a designated agent for service of claims for damages made under RCW 4.96. •Elections’ liaison with Snohomish County Auditor’s office and Washington State Public Disclosure Commission (PDC) •Peddler's permits 39 Community Engagement Communications Community Revitalization Recreation and Tourism 40 City Communications •Website: www.arlingtonwa.gov •Arlington Update mailed newsletter (2 times a year) •Weekly Arlington Update E-newsletter •Weekly staff e-newsletter •City Social Media •Facebook (multiple accounts) •Twitter X •Instagram •YouTube •TV City Channel 21 41 Media Relations •Media outlets are our partners •Our Goal: Provide information so that they City is covered fairly and in the best light possible •Designated Public Information Officer (PIO) Mandy Kruger •Central Point of Contact •Gather information and provide consistent message •Most media inquirers are regarding Police incidents •Requires coordination with all departments to ensure consistent, updated information is provided •Let Administration know if you are contacted by the members of the media •Helps with coordination •Ensures media gets the information they need •You don’t have to talk to the media. If you do talk to the media, be prepared and know your message. Don’t speculate. •How we communicate with the media •Website •Press Releases •Routine media contacts – phone/email/text •Social media •In news situations where information is developing rapidly, information is first posted to Twitter, Facebook and website 42 Community Revitalization Continuation of North Stillaguamish Economic Revitalization Plan •Business Relations •Downtown Arlington Business Association and Chamber of Commerce •Business Learning Series •Cascade Industrial Center marketing (when needed) •Meet me in Arlington online marketplace and business outreach •Innovation Center / Pop up Shop •Community Relations •City’s volunteer programing •Scout projects •Healthy Youth Coalition •Beautification Projects •Tourism with Snohomish County Tourism and Meet me in Arlington Program •Youth Council 43 Recreation, Parks, Arts Event Management and Marketing •City Sponsored Events •Community Events Manage scheduling/use of facilities (new online system 2026) •Shelters/ park events •Community garden •Pop-up Shop/ Innovation Center •Athletic fields (M&O) Community Classes and Programs •Promoting community-based programs Park Planning •Design of park facilities and landscapes •Park Master Plan •Grant applications Parks, Arts & Recreation Commission Tree Board, Tree City Public Art: Public Art Strategic Plan and public art program 44 Finance Department 45 Finance Department Mission •To be responsive, helpful, and efficient in serving the citizens of Arlington, its elected officials, and all city departments. •The Finance Department is committed to the highest quality financial management in compliance with applicable federal, state, and local laws. 46 Internal Value Statement The Finance Department strives to deliver an exceptional experience. We commit to live by these core values; respect, discretion, teamwork, accountability, tactfulness, professionalism and being approachable. We commit to set the standard for excellence in customer service. It is our goal to create a culture that is diverse, promotes success, provides encouragement and creates positive energy. 47 Finance Department Services •Accounting •Budgeting •Financial Reporting •Manage City Debt/Investments •Grant Management •Purchasing •Payroll •Accounts Payable •Utility Billing •Cash Receipting •Administer Lodging Tax program •External and Internal Customer Service 48 Finance Department Services Connected to Council Members •Expense reimbursement, send in within 30 days of the activity •Mileage •Travel training •Payroll and Benefits •Utility Billing 49 Finance Department Organizational Chart Finance Technician III Finance Director Shelby Burke Assistant Finance Director Sheri Amundson Procurement/Contracts Analyst Ryler Liberty Fiscal Analyst Suzanne Soule Finance Operations Manager Ana Johnson Finance Technician II Colette Campbell Finance Technician II Debbie Strotz Traci Gunderson Payroll Accountant Dalton Cook 50 Finance Department Staffing 9 full time employees Management Team: Director: Provides strategic oversight of all department operations. Responsible for budget development, preparation of financial statements, management of the annual audit, policy recommendations, and ensuring compliance with federal, state, and city regulations. Assistant Finance Director: Manages day-to-day operations of the City’s accounting records. Oversees cash flow and investment activities, coordinates the budget process, prepares the City’s financial statements, and provides direct supervision of procurement and the fiscal analyst. Finance Operations Manager: Manages and supervises daily Finance Department operations, including customer support, accounts payable, cash receipting, utility billing, and payroll. 51 Finance Department Staffing Fiscal Analyst: Performs accounting transactions and reconciliations for the general ledger, budget, enterprise funds, and grant accounting. Ensures accurate and timely recording of the City’s financial transactions to safeguard resources. Procurement/Contracts Analyst: Manages city-wide purchasing and ensures compliance with federal, state, and city procurement laws. Maintains contract templates and serves as a resource for all departments regarding purchasing and contracting needs. Payroll Accountant: Oversees city-wide payroll operations, including processing, tax and benefit reporting, and preparation of payroll-related financial reporting schedules. Finance Technician III: Processes accounts payable, maintains the City’s insurance schedule, and manages the City’s purchasing card (P-Card) program. Finance Technician II (Two Positions): •Position 1: Provides direct customer service, processes cash receipting, and manages stormwater billing. •Position 2: Responsible for utility billing for all City accounts. 52 Mayor and Council Action 53 Budget •Arlington adopts a biennial budget in even numbered years. •For this upcoming year we will be developing the 2027/2028 budget. •The budget is adopted at the fund level and council is approving the balanced budget. •Specifies your income and how you will spend it. •Fosters strategic planning and policy development. •Provides operational guidance and accountability. 54 Budget Calendar: Biennial Budget Process Month:Steps:Description: April •Council Retreat •Finance preps budget figures •Departments start their process •Setting strategic budget priorities •Finance prepares preliminary projections •Departments submit requests (personnel changes, program requests, etc.) May •Finance and departments work on budgets •Update equipment and IT replacement schedules •Identify vehicles for leasing program June •Finance projections •Finance will send out prelim budgets with projections •Project revenues, salaries and benefits, debt, and interfund transfers •Send out budgets to departments with current and previous year figures for context 55 Budget Calendar Continued Month:Steps:Description: July •Input requested •Draft budgets submitted •Open budget input process •Departments submit their draft budgets to finance August •Review of budget •First the City Administrator reviews •Second review with Mayor September •Preliminary budget filed •Preliminary budget on file with City Clerk •Preliminary budget delivered to Council 56 Annual Financial Statements 57 Audit Liaison •The City is audited annually by the State Auditor’s Office •The Finance Director manages the audit process •The audit consists of: •Accountability (internal controls, compliance with state/local laws) •Financial Statements •Single Audit (audit of federal expenditures if exceed $1,000,000 in a year) 58 Financial Policies •Provides the framework for •Short- and long-term planning •Financial management •Accountability to the citizens •Updated about every two years •Key Areas: •Reserves •Purchasing •Contracts •Capital Assets •Budgeting •Debt and Investments •Revenue and Expenses This Photo by Unknown Author is licensed under CC BY 59 Current/Upcoming Projects •Preparing the 2025 annual report •Preparing for 2025 audit •Implementation of new accounting standards •Governmental Accounting Standards Board (GASB) Standards •Department succession planning •2027/2028 Budget Development •Updating financial policies •Updating the 10-year financial plan 60 Human Resources 61 Human Resources •Employment law administration •Employee health insurance and benefits administration •Counsel and provide guidance to Mayor, City Administrator, Directors and staff regarding personnel concerns and issues •Establish competitive and equitable compensation programs using salary surveys •Development and administration of personnel policies and procedures •Staff development and training •Administer employee performance appraisal program •Employee recruitment, retention and staffing •Bargaining unit (Union) negotiations and relationships •Non-represented employee relationships 62 Human Resources •Claims administrator: •Dept. of Labor and Industries - Worker’s Compensation •Employment Security •DOT Drug & Alcohol program •Boards and Commissions/Committees: •Volunteer Fire Fighters & Reserve (Police) Officers (BVFF) •LEOFF Disability Board •Civil Service Commission •Citizen Salary Review Commission •Employee Safety Committee •Wellness Program Committee •WCIA Alternate - Risk and Liability •Emergency Manager •ADA Coordinator 63 Information Technology 64 Department Staff Bryan Terry – IT Director •25 years IT experience – Bachelors of Arts – Business Management, Columbia College •Associate of Technical Arts – Computer Information Systems, Skagit Valley College •Microsoft Certified Professional •CompTIA A+ and Net+ Certified. Adam Cave - Systems Administrator II - Systems •20 + years IT experience – primarily in the health care industry •Manages IT security and systems - CISSP Robert Soule– Systems Administrator I - Systems •15 years IT experience – primarily in education •Manages systems and data – Net + certified Chelsea Brewer – Information Services Technician •10 years IT call center experience •Helpdesk 1st tier support and desktop support 1 Vacant position (Systems Administrator – Network)65 What We Maintain •Enterprise Email - 180 user accounts •File serving - Departmental accessible file shares and global shared directory •SQL Databases •Office 365 •Financial software •Mobile encryption servers - communication with 911 centers •Enterprise Backup system •Spam management •Firewalls •A/V systems •Asset Management •Laserfiche •170+ Computers and Servers •City Web Cams •Domain Controllers - management of user accounts •Fiber Infrastructure •Enterprise Networking •Phone system with 7 remote sites •City telephone and wireless contracts •City copy machines and printer contracts •TV 21/YouTube of Council Meetings •Wireless infrastructure •Regional Fiber Network •IT Security •Access Control System 66 Current Projects •MFA Solution to enhance police officers sign-in experience •Laserfiche – elimination of paper •Fiber project – internet service on west side of Airport •Cyber security enhancements •Verkada projects – airport gates 67 Police Department 68 2026 Staffing •33 commissioned officers / 36 budgeted •5 civilian employees / 6 budgeted •2 contract employees (DV Coordinator & Embedded Social Worker) •Patrol officers work 12-hour shifts •Investigations Unit works four 10-hour shifts •Police Services Unit works four 10-hour shifts 69 70 Investigations Unit •1 Detective Sergeant •3 Detectives (Major Crimes) •1 Digital Forensics Detective (DFU) Detectives investigate complex felony cases such as high dollar property crimes or crimes against persons such as physical assaults, sexual assaults and homicides. They may also investigate high profile misdemeanor investigations. 71 Patrol Four Patrol Sergeants (four patrol teams) 16 Patrol Officer Positions (including two K9s) 72 Canine (K9) Two Police K9 Handlers (Part of patrol) Supported and funded by community support 73 Police Services Unit 1 Police Services Manager (PSM) 3 Police Services Technicians (PST) 1 Police Services Technicians / Evidence Tech (PSTIII) 74 Our Volunteers Go The Extra Mile 75 Partnerships •Arlington Community Resource Center (ACRC) •Snohomish County Human Services – Law Enforcement Embedded Social Worker (LEESW) •Pacific Northwest Violent Offender Task Force (VOTF) •Bridge Coordination Services – Domestic Violence Coordinator •Arlington Healthy Youth Coalition •Snohomish County Multiple Agency Response Team (SMART) •Crime Stoppers of Puget Sound •Internet Crimes Against Children (ICAC) •Snohomish Regional Drug & Gang Task Force (SRDGTF) •Child Abduction Response Team (CART) •Arlington School District / School Resource Officer (SRO) 76 Looking Forward: 2026 Goals Staffing, Recruitment and Retention •Targeted recruitment leveraging improved social media implementation and analytics •Advertising campaigns highlighting APD’s mission, benefits, and career pathways •Increased presence at career fairs, community events, and veteran/college pipelines •Branded products and marketing to support employer-of-choice positioning Equipment, Facilities, and Technology •Court Order Electronic Service (E-Service) and statewide TraCs optimization •New Police Impound/Training Facility •Real Time Intelligence Center (RTIC) information sharing •Drone as First Responder (DFR) program Employee Development, Mentorship & Succession Planning •Sergeant Assessment Center to strengthen first-line supervision and bench depth •Basic Law Enforcement Academy (BLEA) preparation and throughput support •Field Training, In-Service, and Annual training aligned to contemporary best practices •Structured career development and advancement pathways with mentorship Community Outreach and Engagement •Expansion of Police Volunteer Programs to augment service and visibility •Proactive social media outreach and two-way engagement for transparency •Increased participation in community events and problem-solving initiatives •Enhanced readiness and coordinated police response to critical events 77 Public Works 78 Public Works Department Structure Public Works Administration Transportation GIS & Asset Management Water Sewer Stormwater Cemetery Solid Waste and Recycling Engineering 79 Public Works as a Business •Enterprise Funds: Four departments that are not funded by the City’s General Fund •State and Federal Oversight: Each department follows a strict set of state and federal laws •Utility Rate Structure: Water, Sewer, and Storm rates permitted by state law and authorized by council •Revenues 2023 2024 2025 Water Revenue $ 4,756,676.02 $ 4,675,298.07 $ 5,064,140.46 Sewer Revenue $ 6,890,605.68 $ 7,353,623.22 $ 7,904,776.00 Storm Revenue $ 1,271,256.88 $ 1,247,443.81 $ 1,300,284.65 Water Connections $ 499,248.00 $ 216,653.00 $ 448,286.00 Sewer Connections $ 312,178.00 $ 174,240.00 $ 312,178.00 80 Public Works as a Business (continued) Comprehensive Plan (or Business Plan) •Council sets policies and goals for all Plans •Water, Sewer, and Storm have a 10-year Comprehensive plan demonstrating ability to safely and financially meet needs of utility and consistent with City’s General Comprehensive Plan •Transportation Plan demonstrates City’s ability to manage the existing transportation system and plan for transportation infrastructure improvements •Plans demonstrate financial ability •We are currently updating all plans for 2026: Water System Plan (WAC 246-290-100) General Sewer Plan (WAC 173-240-050) Stormwater Comprehensive Plan (NPDES Phase II Permit) Transportation Plan (RCW 36.70A.070(6)) 81 Water Utility Water Service Area 25.3 miles 117 miles of water main 2 Booster Pump Station (BPS) 1,337 fire hydrants 12 Pressure reducing stations 3,507 valves 1,150 backflow preventers 2 reservoirs 5,918 water meters 4 Production Wells 11 Water Rights 82 Always On-Call! Treatment •One potable water treatment plant that treats 450 million gallons per year •Collect & analyze over 12,000 water samples per year •Water rights sufficient to 2050 (based on growth projections) •State recognized for outstanding water - 25 years in a row Distribution •Five Water Distribution Operators •Over 117 miles of potable water main •American Water Works Association (AWWA) construction standards •3,507 valves •1,337 fire hydrants •12 pressure reducing stations •5,918 meters are read each month 83 Sewer - Water Reclamation •72 miles of sewer main •15 lift stations •9 miles of force main •2,050 sewer manholes 84 Water Reclamation: also always on-call! Treatment •Four Treatment Plant Operators •State Certified Laboratory •Collect and analyze over 20,000 samples per year •Recent upgrades are most advanced treatment •Produces effluent of reclaimed water quality •Can process 2.7 million gallons per day Collections •Five Collection System Operators •15 Lift Stations •72 miles of sewer main •2,050 Sanitary sewer manholes •Sewer main line size range is from 8” to 36” in diameter •Worker safety always top priority 85 Stormwater •253 Detention Basins •3 Stormwater Wetlands •4,761 storm structures •59 miles of storm main •269 pretreatment units •63 storm outfalls 86 Stormwater Operations •The Clean Water Act (CWA) is the primary Federal law governing water pollution in waters of the United States: Federal Government requires states to implement stormwater control •General operations include: -Implementation of NPDES Requirements -Maintenance of City’s stormwater conveyance and detention systems -Planning of storm capital improvements Constructed Stormwater Wetlands (3) •Receives stormwater, clean backwash from water treatment plant and future reclaimed water •Primary functions include infiltration and treatment of stormwater discharge from Arlington Old Town historic district prior to entering the Stillaguamish River •Is an urban habitat with one mile of trails and 4.5 acres of NGPA land 87 Transportation •179 lane miles of roadway •92 miles of sidewalks •15 signalized intersections •4 miles of bike lanes •5 roundabout intersections •16 miles of trails •10 speed radar signs 88 Transportation •Transportation sees to the safe and optimal planning and operation of the City’s multimodal transportation system •Transportation improvements consistent with City’s long term growth plans (General Comprehensive Plan) •City roads based on function: -Arterial: Main travel route from centers and through City, mainly as through traffic -Collectors: Primary roads from arterials to centers and neighborhoods -Streets: Residential roads not for through traffic, low volume •Transportation Benefit District •Pavement management program •Traffic Calming Program Total Preservation Segments : 872 243 Segments preserved since 2014 Overall Condition Index has increased to 84 = great! 89 Arlington Municipal Cemetery •Cemetery always open to visitors, no locked gates •Guided by a solid Cemetery Board, currently working on future plans and expansion area •Cemetery management state of the art -Pre-need planning purchasing available -Caselle Cemetery Management System -GIS location and information of all interred -Interred location available on mobile devices •Full-Time Maintenance Staff and improved grounds maintenance, new street signs •Growing endowment fund •Over 10,000 interred 90 Engineering and GIS •Full municipal services engineering •Water, Sewer, Storm, Transportation •GIS services for all City departments •Consultant management •Asset Management for all Public Works systems •Street Pavement Condition •Water, Sewer, Storm •City wide mapping and geocoding •Web mapping for staff and public 91 Solid Waste and Recycling •City awarded franchise agreement to Waste Management (2022-2032) •Staff Integrated recycling and composting services to all residential customers •Outreach to businesses on waste management techniques to save money •FREE two-cart recycling service offered to all business •Staff applies for and receives grants from DOE to cover 75% of the cost of outreach •City is diverting a combined 30% of waste from landfills •Integrated Recycling & Composting into Arlington Schools Green Teams 92 Public Works Administration •The Administration Staff provides the leadership for the Public Works Department •Work with Council and City to develop annual GOALS •Communicate GOALS to the PW team and develop plan to implement •Grant management •Public work bidding •Contract and regulatory permit negotiations •Supplies and equipment procurement •Reports and presentations •$13.5 million operation budget •$7 million avg. annual capital budget •Construction management •Customer service •Department safety 93 Maintenance & Operations 94 Maintenance and Operations Role The City of Arlington Maintenance and Operations (M&O) team is responsible for: •Primary maintenance and operations •Parks and trails •Safety inspections and repairs •Maintenance and replacement •Athletic fields •Streets and sidewalks •Potholes •Trip hazards •Striping, signs and crosswalks •Facilities •Airport •Public art assistance with installation and maintenance •Capital projects •Inclement weather •Community events •Assist other departments as needed 95 Maintenance and Operations Staff •Manager: Josh Grindy •Supervisor: Dan Foster •Admin: Shanna Harwood •Crew Chief: Ray Drake •Crew Chief: Devan White •Maintenance Workers (10): Ben Stieben, Lupe Palacios, Mason Bergley, Mat Bennet, Easton Bergley, Alissa Bucci, Zach Nicholas, Elizabeth Roth, Marcus Stein, Dru Taylor 96 Seasonal Workers: •7 six-month spring positions •3 three-month summer positions •2 six-month winter positions Administration Role of Administration Department •Provides leadership and coordination of all City operations. •Implements Mayor and City Council goals, priorities, and objectives. •Develops and implements annual budget. •Oversees the development of work plans to support Mayor and City Council goals, priorities and objectives. •Maintains relationships with other agencies, citizens, and elected officials. 98 Programs within Administration •City Clerk •Human Resources •Communications •Recreation & Tourism •Community Revitalization •Emergency Management •Risk Management •Records Management •Maintenance and Operations •Contract legal services 1 City of Arlington Council Do’s and Don’ts Training Presented by Ann Bennett Executive Director Washington Cities Insurance Authority Washington Cities Insurance Authority •A municipal non-profit organization of Washington public entities joined to share risk –Over 165 members and $222 million in assets •Advantages of WCIA Membership –Run by a board of directors composed entirely of members –Assist members in avoiding and reducing losses through risk management, training, and claim handling –Stability and transparency in rates –Coverage decisions made by the Executive Director with appealable rights to the Executive Committee 1 2 2 Washington Cities Insurance Authority •Provides Self-Insurance Liability Coverage –Auto Liability, General Liability, Employment Practices, Errors & Omission –$20,000,000 per Occurrence –Look for coverage not exclusions •Additional Insurance Coverage –Member Property, Auto & Boiler Machinery –Crime Fidelity purchased by members –Cyber and Pollution Premises Liability purchased for all members Insurance Market Update •Insurance is a cyclical industry prone to large pricing deviations from year to year -WCIA’s overall reinsurance rate has increased 700% from 2015 – 2025 -WCIA’s 2026 renewal mixed results -Liability reinsurers requiring WCIA to increase our SIR from $4M to $5M while reducing their available capacity and charging more for less coverage = hard market -Property rate decreased while also increasing Members earthquake coverage; pay less for more = soft market -2026 WCIA’s overall liability rate increased by 3% 3 4 3 WCIA – Market Update (Liability) •Proliferation of nuclear verdicts (National) •U.S. Chamber of Commerce Institute for Legal Reform •Rising trend nationwide •Washington #3 per capita and rising •Tort reforms – 3rd party funding, non-economic damages, phantom damages, sound science in courtroom 27 30 47 58 64 64 130 131 197 199 0 20 40 60 80 100 120 140 160 180 200 Ohio Missouri Washington Pennsylvania Georgia Illinois Texas New York Florida California Top 10 States by Cummulative Nuclear Verdicts 2013-2022 State Per Capita Rank Nuclear Verdicts per 100K Population Florida 1 0.939 New York 2 0.664 Washington 3 0.633 Georgia 4 0.612 New Mexico 5 0.572 5 6 4 Avoiding Liability Individuals can receive absolute immunity for legislative activities –Adoption of budgets, ordinances, and resolutions Only within context of council meeting as a whole and not acting as an individual Avoiding Liability Land Use –Use of Hearing Examiners •Less issues with appearance of fairness doctrine •Eliminates many arbitrary and capricious decision allegations –Do not insert yourself in the process •Westmark v. Burien, Mission Springs v. Spokane –Development Agreements •Held to contractual law and remedies which may not be covered by WCIA •You thought you had an expiration date… 7 8 5 Avoiding Liability Personnel –Stay in legislative role •Set policies, budgets, municipal codes Do not to stray into Executive role –Management of employees, hiring/firing, discipline –Harassment and Discrimination •Held to same standard as City employees –Can be sued individually –Know the law and your policies •Report to Executive –If you witness behavior or are made aware of problem by employee Avoiding Liability Negligent Misrepresentation –Do not make specific promises or assurances –Refer specific questions to staff –Do not take matters into your own hands 9 10 6 Avoiding Liability Defamation –If the statement/opinion is regarding a legislative concern you have immunity –Careful discussing or naming individuals •Are they a public official, staff or private individual? •Any untruth gives rise to liability Avoiding Liability Public Works –Do not “politically engineer” •Crosswalks, Signs, Speed Limits, Traffic Control Devices –Ask for staff input off the record –Have staff respond to public requests •Joint and Several Liability –Avoid promises, assurances and inflammatory statements 11 12 7 Avoiding Liability Do not leak Executive Session information –Resist the temptation to share –Disclose conflicts prior to session and recuse yourself –Claims and Litigation •Can jeopardize defense •Possible sanctions imposed Avoiding Liability Be mindful of written communications –Email/Social Media •Always use City email address, not personal –Public record and discoverable in litigation •Is your social media account personal? For election activity? To discuss City business? –Do you allow comments and discussions? »Possible Public Forum creation with First Amendment Protections 13 14 8 15 City Council Rules of Procedure Amended 08/01/2022 City of Arlington City Council Rules of Procedure City Council Rules of Procedure and Code of Ethics 1. General Rules 1.1 Meetings to be Public: All official meetings of the Arlington City Council shall be open to the public with the exception of executive sessions for certain limited topics (as defined in RCW Chapter 42.30). The journal of proceedings (minute book) shall be open to public inspection. 1.2 Quorum: Four Council members shall be in attendance to constitute a quorum and be necessary for the transaction of business. If a quorum is not present, those in attendance will be named and they shall adjourn to a later time, but no adjournment shall be for a longer period than until the next regular meeting. 1.3 Attendance, Excused Absences: RCW 35A. 12.060 provides that a Council member shall forfeit his/her office by failing to attend three (3) consecutive regular meetings of the Council without being excused by the Council. Members of the Council may be so excused by complying with this section. The member shall contact the Chair prior to the meeting and state the reason for his/her inability to attend the meeting. If the member is unable to contact the Chair, the member shall contact the City Clerk or Deputy City Clerk, who shall convey the message to the Chair. The Chair shall inform the Council of the member's absence, state the reason for such absence and inquire if there is a motion to excuse the member. Upon passage of such motion by a majority of members present, the absent member shall be considered excused and the Recorder will make an appropriate notation in the minutes. If the motion is not passed, the Recorder will note in the minutes that the absence is unexcused. 1.4 Journal of Proceedings: A journal of all proceedings of the Council shall be kept by the City Clerk and shall be entered in a book constituting the official record of the Council. 1.5 Right of Floor: Any member desiring to speak shall be recognized by the Chair and shall confine his/her remarks to one subject under consideration or to be considered. 1.6 Rules of Order. Roberts Rules of Order Newly Revised shall be the guideline procedures for the proceedings of the Council. If there is a conflict, these rules shall apply. City Council Rules of Procedure Amended 08/01/2022 1.7 Remote Attendance. From time to time, it is not possible for a councilmember to attend a City Council meeting and the City would benefit by a Councilmember’s attendance by means of remote communication. The Council recognizes the benefits of fullest practicable attendance and participation by its members. Attendance from remote locations is intended to be an alternative and relatively infrequently used method for participation by Councilmembers. Remote attendance may occur in the following circumstances: (a) The City Administrator may approve a Councilmember’s written request for attendance at a Council meeting via remote communication when there is good cause. For purpose of this policy, the following shall constitute good cause and shall have priority as follows: (i) when traveling on City business; (ii) when illness, injury or family emergency prevents the Councilmember from attending; and (iii) when the Councilmember is away on planned vacations. The request and the reasons for the request shall be made in writing or via email to the City Administrator and City Clerk. The request shall be made as early as reasonably possible, to allow the City Administrator to confirm the availability of the remote communication technology and any required technical staff to participate in the meeting. (b) A Councilmember may attend via remote communication, when approved by the City Administrator, no more than four (4) times per year for planned vacations, and in no event more frequently than three (3) consecutive meetings. (c) Current technology limits the number of Councilmembers who may attend via remote communication to one Councilmember. If more Councilmembers are requesting approval to attend remotely, the priorities set forth in paragraph 1.7(a), above shall determine which Councilmember(s) may attend remotely. The Councilmembers requesting permission to attend remotely shall attempt to reach agreement on which may attend if technological limits prevent all requesting Councilmembers from attending remotely. In the absence of an agreement or a difference in priority levels, the Councilmembers who first requested remote attendance shall have priority to attend remotely. (d) In no event shall the City Administrator approve a Councilmember’s remote attendance request unless satisfactory video conferencing equipment or technology is available. Satisfactory equipment shall mean video conferencing software and connectivity to support the use of the City’s preferred video conferencing platform and complies with the requirements of state law. The device or technology must allow the Councilmember to pose and answer questions that are posed from time to time, and to permit the public to see and hear the Councilmember at all times. (e) During any meeting that a Councilmember is attending via remote communication, the presiding officer or City Administrator shall state for the record that a particular Councilmember is attending via remote communication and the reasons for such attendance. (f) Councilmembers appearing via remote communication may participate and vote during the meeting as if they were physically present at the meeting. (g) Councilmembers appearing remote communication shall comply with all rules and procedures as if they were physically present at the meeting. City Council Rules of Procedure Amended 08/01/2022 (h) In the case of executive sessions, the City Administrator may permit participation from remote location(s) only when the City Administrator on a case-by-case basis considers such participation to be necessary and the City Administrator is confident in the security of such remote communications. (i) These provisions may be superseded in the case of pandemic or other emergency during which the requirements of the Open Public Meetings Act have been suspended by operation of law or proclamation of the Governor or other official with jurisdiction. The City Council reserves the right to make exceptions to the provisions of this paragraph 1.7 via motion at any duly noticed City Council meeting. 2. Types of Meetings 2.1 Regular Council Meetings: The Council shall meet on the first and third Monday of each month at 7 p.m. When a Council meeting falls on a holiday, the Council shall meet on Tuesday following the Monday holiday. The Council may reschedule regular meetings to a different date or time by motion. The location of the meetings shall be the Council Chambers at 110 E. Third Street, unless specified otherwise by a majority vote of the Council. All regular and special meetings shall be public. 2.2 Special Meetings: Special meetings may be called by the Mayor or any four (4) members of the Council. The City Clerk shall prepare a notice of the special meeting stating the time, place and business to be transacted. The City Clerk shall attempt to notify each member of the Council, either by telephone or otherwise, of the special meeting. The City Clerk shall give at least 24 hours' notice of the special meeting to each local newspaper of general circulation and to each local radio and/or television station, which has filed with the Clerk a written request to be notified of special meetings. No subjects other than those specified in the notice shall be considered. The Council may not make final disposition on any matter not mentioned in the notice. Special meetings may be called in less than 24 hours, and without the notice required in this section, to deal with emergencies involving injury or damage to persons or property or the likelihood of such injury or damage if the notice requirements would be impractical or increase the likelihood of such injury or damage. 2.3 Continued and Adjourned Sessions: Any session of the Council may be continued or adjourned from day to day, or for more than one day, but no adjournment shall be for a longer period than until the next regular meeting. 2.4 Study Sessions and Workshops: The Council may meet informally in study sessions and workshops, at the call of the Mayor or of any three or more members of the Council, to review forthcoming programs of the city, receive progress reports on current programs or projects, receive other similar information from city department heads or conduct procedures workshops, provided that all discussions and conclusions thereon shall be informal and do not constitute official actions of the Council. Study City Council Rules of Procedure Amended 08/01/2022 sessions and workshops held by the Council are "special meetings" of the Council, and the notice required by RCW 42.30.080 must be provided. 2.5 Executive Sessions: Executive sessions or closed meetings may be held in accordance with the provisions of the Washington State Open Public Meetings Act (Chapter 42.30 RCW). Among the topics that may be discussed in executive session or closed meetings are: (1) personnel matters; (2) consideration of acquisition of property for public purposes or sale of city-owned property; and (3) potential or pending litigation in which the city has an interest, as provided in the Revised Code of Washington. The Council may hold an executive session during a regular or special meeting. Before convening in executive session the Chair shall publicly announce the purpose for excluding the public from the meeting place and the time when the executive session will be concluded. If the Council wishes to adjourn at the close of a meeting from executive session, that fact will be announced along with the estimated time for the executive session. The announced time limit for executive sessions may be extended to a stated later time by the announcement of the Chair. 2.6 Attendance of Media at Council Meetings: All official meetings of the Council and its committees shall be open to the media, freely subject to recording by radio, television and photographic services at any time, provided that such arrangements do not interfere with the orderly conduct of the meetings. 3. Chair and Duties 3.1 Chair: The Mayor, if present, shall preside as Chair at all meetings of the Council. In the absence of the Mayor, the Mayor Pro Tem shall preside. In the absence of both the Mayor and Mayor Pro Tem, the Council shall elect a Chair. 3.2 Call to Order: The meetings of the Council shall be called to order by the Mayor or, in his or her absence, by the Mayor Pro Tem. In the absence of both the Mayor and Mayor Pro Tem, the meeting shall be called to order by the City Clerk or Clerk's designee for the election of a temporary Chair. 3.3 Preservation of Order: The Chair shall preserve order and decorum; prevent attacks on personalities or the impugning of members' motives and confine members in debate to the question under discussion. 3.4 Points of Order: The Chair shall determine all points of order, subject to the right of any member to appeal to the Council. If any appeal is taken, the question shall be "Shall the decision of the Chair be sustained?" City Council Rules of Procedure Amended 08/01/2022 3.5 Questions to be Stated: The Chair shall state all questions submitted for a vote and announce the result. A roll call vote shall be taken upon all questions. 3.6 Mayor - Powers: The Mayor may not make or second motions, but may participate in debate to the extent that such debate does not interfere with chairing the meeting. If the mayor wishes to participate vigorously in the debate of an issue, the Mayor shall turn over chairing of that portion of the meeting to the Mayor Pro Tem, or to another Council member if the Mayor Pro Tem is absent. The Mayor's voting rights and veto power are as specified in RCW 35A. 12. 100. 4. Order of Business and Agenda 4.1 Order of Business For Regular Meetings: The order of business for all regular meetings shall be transacted as follows unless the Council, by a majority vote of the members present suspends the rules and changes the order: (1) Call to Order (2) Pledge of Allegiance (3) Approval of the Agenda (4) Special Guests/Presentations/Proclamations (5) Public Comment (6) Consent Agenda (7) Public Hearings (8) Action Items (9) Comments from Council Members (10) Information/Administrator & Staff Reports (11) Mayor’s Report (12) Executive Session/Reconvene (13) Adjourn The Consent Agenda may contain items which are of a routine and non-controversial nature which may include, but are not limited to, the following: meeting minutes, payroll, claims, budget amendments, park use requests and any item previously approved by Council with a unanimous vote and which is being submitted to Council for final approval. Any item on the Consent Agenda may be removed and considered separately as an agenda item at the request of any Council member or any person attending a Council meeting. 4.2 Order of Business For Workshop Meetings: The order of business for all workshop meetings shall be transacted as follows unless the Council, by a majority vote of the members present suspends the rules and changes the order: City Council Rules of Procedure Amended 08/01/2022 (1) Call to Order (2) Pledge of Allegiance (3) Approval of the Agenda (4) Special Guests/Presentations (5) Workshop Items (6) Information/Administrator & Staff Reports (7) Mayor’s Report (8) Comments from Council Members/Councilmember Reports (9) Review of Consent Agenda Items for Next Meeting (10) Executive Session/Reconvene (11) Adjourn 4.3 Council Agenda: The mayor shall prepare the agenda for Council meetings. Subject to the Council's right to amend the agenda, no legislative item shall be voted upon which is not on the Council agenda, except in emergency situations (defined as situations which would jeopardize the public's health, safety or welfare). 4.4 Mayor and Council member Comments: The agenda shall provide a time when the Mayor ("Mayor's Report") or any Council member ("Comments From Council Members") may bring before the Council any business that he/she feels should be deliberated upon by the Council. These matters need not be specifically listed on the agenda, and deliberation may be deferred until a following Council Workshop. Any formal action on such matters (i.e., Council vote) may be taken at a subsequent Council meeting, except that immediate action may be taken upon a vote of a majority of all members of the Council. There shall be no lectures, speeches or grandstanding. 5. Consensus and Motions 5.1 Motions: No motion shall be entertained or debated until duly seconded and announced by the Chair. The motion shall be recorded and, if desired by any Council member, it shall be read by the Recorder before it is debated and, by the consent of the Council, may be withdrawn at any time before action is taken on the motion. 5.2 Votes on Motions: Votes shall be taken by voice vote; provided, that any member of the Council may request a roll call vote on any matter. Each member present shall vote on all questions put to the Council except on matters in which he or she has been disqualified for a conflict of interest or under the appearance of fairness doctrine. Such member shall disqualify him or herself prior to any discussion of the matter and shall leave the Council Chambers. When disqualification of a member or members results or would result in the inability of the Council at a subsequent meeting to act on a matter on which it is required by law to take action, any member who was absent or City Council Rules of Procedure Amended 08/01/2022 who had been disqualified under the appearance of fairness doctrine may subsequently participate, provided such member first shall have reviewed all materials and listened to all tapes of the proceedings in which the member did not participate. 5.3 Failure to Vote on a Motion: Any Council member present who fails to vote without a valid disqualification shall be declared to have voted in the affirmative on the question. 5.4 Motions to Reconsider: A motion to reconsider must be made by a person who voted with the majority on the principal question and must be made at the same or succeeding regular meeting. No motion to reconsider an adopted quasi-judicial written -decision shall be entertained after the close of the meeting at which the written findings were adopted. 6. Public Hearing Procedures 6.1 Speaker Sign-In: Prior to the start of a public hearing the Chair may require that all persons wishing to be heard sign in with the Recorder, giving their name and whether they wish to speak as a proponent, opponent or from a neutral position. Any person who fails to sign in shall not be permitted to speak until all those who signed in have given their testimony. The Chair, subject to the concurrence of a majority of the Council, may establish time limits and otherwise control presentations. (Suggested time limit is three minutes per speaker or five minutes when presenting the official position of an organization or group.) The Chair may change the order of speakers so that testimony is heard in the most logical groupings (i.e. proponents, opponents, adjacent owners, etc.). 6.2 Conflict of Interest/Appearance of Fairness: Prior to the start of a public hearing the Chair will ask if any Council member has a conflict of interest or Appearance of Fairness Doctrine concern which could prohibit the Council member from participating in the public hearing process. A Council member who refuses to step down after challenge and the advice of the City Attorney, a ruling by the Mayor or Chair and/or a request by the majority of the remaining members of the Council to step down is subject to censure. The Council member who has stepped down shall not participate in the Council decision nor vote on the matter. The Council member shall leave the Council Chambers while the matter is under consideration, provided, however, that nothing herein shall be interpreted to prohibit a Council member from stepping down in order to participate in a hearing in which the Council member has a direct financial or other personal interest. City Council Rules of Procedure Amended 08/01/2022 6.3 The Public Hearing Process: The Chair introduces the agenda item, opens the public hearing and announces the following Rules of Order: (1) All comments by proponents, opponents or other members of the public shall be made from the podium; any individuals making comments shall first give their name and address. This is required because an official recorded transcript of the public hearing is being made. (2) No comments shall be made from any other location. Anyone making "Out of Order" comments shall be subject to removal from the meeting. If you are disabled and require accommodation, please advise the Recorder. (3) There will be no demonstrations during or at the conclusion of anyone's presentation. (4) These rules are intended to promote an orderly system of holding a public hearing, to give every person an opportunity to be heard, and to ensure that no individual is embarrassed by exercising his/her right of free speech. · The Chair calls upon city staff to describe the matter under consideration. · The Chair calls upon proponents, opponents and all other individuals who wish to speak regarding the matter under consideration. · The Chair inquires as to whether any Council member has questions to ask the proponents, opponents, speakers or staff. If any Council member has questions, the appropriate individual will be recalled to the podium. · The Chair continues the public hearing to a time specific or closes the public hearing. 7. Duties and Privileges of Citizens 7.1 Meeting Participation: Citizens are welcome at all Council meetings and are encouraged to attend and participate prior to the deliberations of the Council. Recognition of a speaker by the Chair is a prerequisite and necessary for an orderly and effective meeting, be the speaker a citizen, Council member or staff member. Further, it will be expected that all speakers will deliver their comments in a courteous and efficient manner and will speak only to the specific subject under consideration. Anyone making out-of-order comments or acting in an unruly manner shall be subject to removal from the meeting. Use of cellular telephones is prohibited in the Council Chambers. 7.2 Subjects Not on the Current Agenda: Under agenda item "Comments From Citizens" citizens may address any item they wish to discuss with the Mayor and Council. They shall first obtain recognition by the Chair, state their name, address and subject of their comments. The Chair shall then allow the comments, subject to a three (3) minute limitation per speaker, or other limitations as the Chair or Council may deem necessary. Following such comments, if action is required or has been requested, the Chair may place the matter on the current agenda or a future agenda or refer the City Council Rules of Procedure Amended 08/01/2022 matter to staff or a Council committee for action or investigation and report at a future meeting. 7.3 Subjects on the Current Agenda: Any member of the public who wishes to address the Council on an item on the current agenda shall make such request to the Chair or Presiding Officer. The Chair shall rule on the appropriateness of public comments as the agenda item is reached. The Chair may change the order of speakers so that testimony is heard in the most logical grouping (i.e. proponents, opponents, adjacent owners, etc.). All comments shall be limited to three (3) minutes per speaker, or other limitations as the Chair or Council may deem necessary. 7.4 Manner of Addressing the Council - Time Limit: Each person addressing the Council shall step up to the podium, give his/her name and address in an audible tone of voice for the record and, unless further time is granted by the Council, shall limit his/her remarks to three (3) minutes. Agenda items "Comments From Citizens" and "Continued Comments From Citizens" shall be limited to a total of 30 minutes each, unless additional time or less time is agreed upon by the Council (dependent upon the length of the Council agenda). All remarks shall be addressed to the Council as a body and not to any member thereof. No person, other than the Chair, members of the Council and the person having the floor, shall be permitted to enter into any discussion, either directly or through the members of the Council. No questions shall be asked of the Council members, except through the Chair. 'The Council will then determine the disposition of the issue (information -only, place on present agenda, workshop, a future agenda, assign to staff, assign to Council Committee or do not consider). 7.5 Personal and Slanderous Remarks: Any person making personal, impertinent or slanderous remarks or who shall become boisterous while addressing the Council may be requested to leave the meeting and may be barred from further audience before the Council during that Council meeting by the Chair or Presiding Officer. 7.6 Written Communications: Interested parties, or their authorized representatives, may address the Council by written communication in regard to any matter concerning the city's business or over which the Council had control at any time. The written communication may be submitted by direct mail or by addressing the communication to the City Clerk who will distribute copies to the Council members. The communication will be entered into the record without the necessity for reading as long as sufficient copies are distributed to members of the audience/public. 7.7 Comments in Violation of the Appearance Of Fairness Doctrine: The Chair may rule out of order any comment made with respect to a quasi-judicial matter pending City Council Rules of Procedure Amended 08/01/2022 before the Council or its Boards or Commissions. Such comments should be made only at the hearing on a specific matter. If a hearing has been set, persons whose comments are ruled out of order will be notified of the time and place when they can appear at the public hearing on the matter and present their comments. 7.8 ”Out of Order” Comments: Any person whose comments have been ruled out of order by the Chair shall immediately cease and refrain from further improper comments. The refusal of an individual to desist from inappropriate, slanderous or otherwise disruptive remarks after being ruled out of order by the Chair may subject the individual to removal from the Council Chambers. These rules are intended to promote an orderly system of holding a public meeting and to give every person an opportunity to be heard. 8. Filling Council Vacancies and Selecting Mayor Pro Tem 8.1 Notice of Vacancy: If a Council vacancy occurs, the Council will follow the procedures outlined in RCW 42.12.070. In order 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 and the procedure and deadline for applying for the position. 8.2 Application Procedure: The Council will draw up an application form which contains relevant information that will answer set questions posed by Council. The application form will be used in conjunction with an interview of each candidate to aid the Council's selection of the new Council member. 8.3 Interview Process: All candidates who submit an application by the deadline will be interviewed by the Council during a regular or special Council meeting open to the public. The order of the interviews will be determined by drawing the names; in order to make the interviews fair, applicants will be asked to remain outside the Council Chambers while other applicants are being interviewed. Applicants will be asked to answer questions submitted to them in advance of the interview and questions posed by each Council member during the interview process. The Council members will ask the same questions of each candidate. Each candidate will then be allowed two (2) minutes for closing comments. Since this is not a campaign, comments and responses about other applicants will not be allowed. 8.4 Selection of Council member: The Council may recess into executive session to discuss the qualifications of all candidates. Nominations, voting and selection of a person to fill the vacancy will be conducted during an open public meeting. City Council Rules of Procedure Amended 08/01/2022 8.5 Selecting Mayor Pro Tem and Alternate Mayor Pro Tem: The Mayor Pro Tem and Alternate Mayor Pro Tem will be selected by a majority vote of the Council members at the second meeting in January in even years or when there is a vacancy. In selecting the Mayor Pro Tem, the Council will be guided by the following principles: • To preserve continuity in the office, the Mayor Pro Tem shall generally serve for a term of two (2) years. • The Mayor Pro Tem should have served as a Council member for at least two (2) years before appointment to the office of Mayor Pro Tem. • The Mayor Pro Tem will generally be selected from the eligible Council members who have served the longest in office. The Alternate Mayor Pro Tem will be the Council member that most recently served as Mayor Pro Tem. 9. Creation of Committees, Boards and Commissions 9.1 Citizen Committees, Boards and Commissions: The Council may create committees, boards and commissions to assist in the conduct of the operation of city government with such duties as the Council may specify not inconsistent with the city code. 9.2 Membership and Selection: Membership and selection of members shall be as provided by the Council if not specified otherwise in the city code. Any committee, board or commission so created shall cease to exist upon the accomplishment of the special purpose for which it was created, or when abolished by a majority vote of the Council. No committee so appointed shall have powers other than advisory to the Council or to the Mayor except as otherwise specified in the city code. 10. City Code of Ethics 10.1. Personal integrity. The professional and personal conduct of City elected officials must be above reproach and avoid even the appearance of impropriety. City elected officials shall endeavor to treat citizens equally and with respect and shall refrain from abusive conduct, threats of official action, personal accusations or verbal attacks upon the character or motives of other members of the Mayor or Council, boards and commissions, the staff or public. City elected officials shall maintain truthfulness and honesty and not compromise them for advancement, honor, or personal gain. Additionally, City elected officials shall not directly or indirectly induce, encourage or aid anyone to violate the Code of Ethics and it is incumbent upon City elected officials to make a good faith effort to address apparent violations of this Code of Ethics. 10.2. Respect for Process. City elected officials shall perform their duties in accordance City Council Rules of Procedure Amended 08/01/2022 with the processes and rules of order established by the City Council and board and commissions governing the deliberation of public policy issues, meaningful involvement of the public, and implementation of policy decisions of the City Council by City staff. 10.3. Conduct of Public Meetings. City elected officials shall prepare themselves for public issues; listen courteously and attentively to all public discussions before the body; and focus on the business at hand. They shall refrain from interrupting other speakers; making personal comments not germane to the business of the body; or otherwise interfering with the orderly conduct of meetings. 10.4. Decisions Based on Merit. City elected officials shall base their decisions on the merits and substance of the matter at hand, rather than on unrelated considerations. 10.5. Public Disclosure. City elected officials shall publicly disclose substantive information that is relevant to a matter under consideration by the Council or boards and commissions, which they may have received from sources outside of the public decision-making process. Council members shall represent when making public statements that opinions stated are the Member's own and do not necessarily represent those of the Council unless the Council has voted and passed an ordinance, resolution or motion that so states the expressed policy. 10.6 Punishment. The Council has power under state law to impose punishment on its members, short of removal of office, for violation of state law or Council rules. If a member of the Council shall transgress these rules, the presiding officer shall call such member to order, in which case such member shall be silent except to explain or continue in order. If the presiding officer shall transgress these rules or fail to call such member to order, any other member of the Council may, under a point of order, call the presiding officer or such other member to order, in which case the presiding officer or such member, as the case may be, shall be silent except to explain or continue in order. Additional consequences may include a verbal admonition, written reprimand, censure, expulsion from the meeting at which the conduct is occurring, removal of the Councilmember from the Council committee chair positions or committee memberships, or removal of intergovernmental duties, based on an affirmative vote of a majority of the Council; in such a vote the elected official shall not be entitled to vote. Expulsion for such behavior in the Council’s presence shall require the affirmative vote of a majority of the Council, specifying in the motion or order of expulsion the cause for expulsion. 11. Suspension and Amendment of These Rules 11.1 Suspension of these Rules: Any provision of these rules not governed by the city code may be temporarily suspended by a vote of a majority of the Council. City Council Rules of Procedure Amended 08/01/2022 11.2 Amendment of These Rules: These rules may be amended or new rules adopted by a majority vote of all members of the Council, provided that the proposed amendments or new rules shall have been introduced into the record at a prior Council meeting.