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Resolution No. 635 - Adding Homelessness Committee, amending Appendix 13 to the Mayor and Council Protocol ManualRESOLUTION No. 635 A RESOLUTION OF THE CITY OF YELM, WASHINGTON AMDNDING APPENDIX 13 TO THE MAYOR AND CITY COUNCIL PROTOCOL MANUAL ADDING A PERMANANT HOMELESSNESS COMMITTEE WHEREAS the Yelm City Council approved Resolution No. 613 adding Advisory Boards and Commissions Roles & Responsibilities, to the Mayor and City Council Protocol Manual as Appendix 13 on April 13, 2021; and WHEREAS, the City of Yelm Mayor and City Council Protocol Manual was adopted in 2002 via Resolution No. 432 and updated in 2005 via Resolution No. 453 and updated in 2020 via Resolution No. 608; and WHEREAS, the Yelm City Council approved Resolution No. 595 creating a Homeless Task Force as an ad hoc advisory body to the Yelm City Council on November 13, 2018: and WHEREAS, an ad hoc committee is a temporary committee established to investigate and advise on more short-term issues and problems; and WHEREAS, Councilmember Brooks reported at the March 7, 2023 Study Session that members from the Homeless Taskforce met and agree that a permanent Homelessness Committee is needed in Yelm; and WHEREAS, the Homelessness Committee will identify areas in which the City may use its resources to coordinate or support services for the homeless population in Yelm; and NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Yelm, Washington, that Appendix 13 of the Mayor and City Council Protocol Manual, Boards and Commissions Roles and Responsibilities, is hereby amended to add a permanent Homelessness Committee. Approved this 28th day of March, 2023 �q ePinto, Mayor Attest: Kat y Linneme r, City Clerk Appendix 13 Created Resolution No. 613, April 13, 2021 Amended Resolution No. 635 March 28, 2023, addition of a permanent Homelessness Committee Advisory Boards & Commissions Roles & Responsibilities Appendix 13, Mayor and City Council Protocol Manual The General Role of Yelm's Advisory Boards and Commissions Advisory boards and commissions are a structured way for individual residents of the City of Yelm to share opinions and perspectives, study issues, and develop recommendations in a focused, small group structure. The primary purpose of advisory committees is to provide thorough judicious advice from the perspective of Yelm residents to the City Council and Mayor. Advisory committee activities may include study of critical issues, hearing public testimony, independent research, and reviewing staff reports and recommendations — all of which is intended so that the committee is prepared to discuss, formulate, and forward well-developed, thoughtful recommendations to the City Council in a timely manner. Policy Setting and Decision Making In making decisions, the Yelm City Council considers general citizen comment, advisory committee recommendations, staff recommendations, priorities and goals, research and background information, and individual Councilmember perspectives. The City Council expects to receive recommendations from advisory committees that reflect the individual and collective knowledge and thinking of the committee, and results of committee meetings. Boards and Commission recommendations may be transmitted as part of the staff report or as a distinct memo or report either attached to the staff report or transmitted separately to the City Council. The staff liaison for your committee can assist with this effort; and in all cases, a copy of your recommendation or report should be filed with both the staff liaison for your committee, advisory board committee members and with the City Council as it is a public record. It is expected that committee members and City staff will present recommendations from a professional perspective. There may be times when the professional opinions and recommendations of City staff differ in part or in whole from that of the committee, and that is okay. Differences of perspective are inherent in policy formulation and deliberation work of an organization that welcomes diverse perspectives. There also may be times when the advisory committee's recommendations will not prevail or will be modified by the City Council. It is important to recognize that this is not a rejection of the thoughtfulness or integrity of the recommendation but is an inevitable part of the process of municipal decision making where a variety of views, perspectives, and recommendations are considered. 11 Page Advisory Committee Work Plans and Meeting Schedule Each committee is expected to provide an annual work plan and meeting schedule to the City Council for consideration by March 31' each year. Committees will also provide periodic progress reports and an annual report to the City Council. In developing the work plans, committees are to consider: • City Council established or adopted goals and priorities, including the City's Comprehensive Plan, annual Council goals, master plans, budget, and so on. • Resource availability — budget, staff support, committee member time. • Departmental work priorities. • Committee member knowledge, interest, and expertise. The work plans are formally reviewed and adopted by the City Council. When the plans are transmitted, each must be accompanied by a letter from: • The committee chair outlining the past year accomplishments and highlighting the top two proposed priorities and meeting schedule. • The respective department director or staff liaison addressing resource availability to accomplish the work items and relationship of the proposed items to planned departmental activities for the year. During its review, the City Council may change or modify a committee's proposed work plan so that it reflects City Council priorities, available resources, and emerging issues. Once adopted by City Council, the work plan serves as the basis for a committee's focus and effort during the year, although the City Council may, from time -to -time, refer other issues to the committee during the course of a year. Responsibilities and Expectations for AdvisoN Committee Members The General Government Committee has adopted Rules of Procedure for Yelm's advisory board and commissions. It is expected that: • All meetings are to be conducted in public session and noticed in accordance with State law, unless otherwise advised by City of Yelm's attorney. • Boards and committee minutes and information presented will be posted on the City website and available to all. • Committees will provide periodic updates throughout the year at City Council study sessions or business meetings as appropriate based on the information being provided. • Committee members are encouraged to attend City Council meetings whenever possible. • Individual committee members and the collective group will be fair, impartial and respectful of the public, staff, and each other. • Committee members will respect the limitations of their individual and collective authority. The role of the committee is to advise the City Council and/or staff. Please keep in mind that committee appointment does not empower you to make final decisions, unless authorized by State law or the group's enabling ordinance, or to supervise staff. • Members will strive to appreciate differences in approach and point of view, whether from each other, the community, the City Council or staff. 21 Page e Each member will participate in the group's discussions and work assignments, without dominating the discussion or activity of the committee. The committee Chair will ensure that all members have a fair, balanced and respectful opportunity to share their knowledge and perspectives. • The committee will attempt to reach consensus on issues. If consensus is not possible, strong differing opinions such as "minority" opinions should be recorded and acknowledged in the committee's report to the City Council. There are "no surprises" from the Committee either in nature of the work being undertaken by the committee or the method and timing for conveyance of recommendations to the City Council. The staff liaison fulfills an important role in assisting the committee in this regard. Programs and expenses shall be funded from grants, donations, admission charges and/or from monies appropriated by the City Council, in an amount that the City Council determines appropriate. Committee members should encourage donations, grants and other support for items that are approved in the work plan. Please be careful not to deliberate about committee work and issues via e-mail or in unnoticed "side meetings or gatherings" as these actions may be in violation of open meetings laws. The City attorney is available to consult with or provide advice to committees in this regard and on any other legal issue. Renuired Open Government Trainin All City of Yelm elected and appointed officials, including advisory boards and commission members are required to receive Open Government Training including but not limited to, Public Records Act and Open Public Meetings within 90 days of appointment and a refresher training every 2 years. Each committee's staff liaison will work with new members to schedule training. Committee Chair The committee shall select its own chairperson from its membership. The Chair of the committee is responsible for: Leadership and Vision — Providing leadership and conveying the City Council's vision to the team and other stakeholders. s Authority — Having the ability to start and end all meetings on time and ensure that the agenda is followed throughout the meeting. • Discussions — Monitoring discussions to ensure that they are relevant and useful. Conflict Management — Mitigating any conflicts that occur during a meeting. • Designation of Replacement — Arranging for another member to take over these duties in case the chair is absent from a meeting. Agenda Setting - Work with the staff liaison to establish the meeting agenda. Staff Support Each City of Yelm advisory board, commission or committee has an assigned staff liaison and a staff member from appropriate departments; (e.g., Public Works, Police, and Finance). 3 1 P a g e While the City of Yelm's staff liaisons have some differing duties, depending on past committee practice, time availability, and departmental resources, in general Yelm's staff liaison are responsible for: • Serving as a communication link between the committee, City administration, departments, and the City Council, as appropriate. • Providing professional guidance, issue and analysis and recommendations. • Assisting the committee with research, report preparation, and correspondence in keeping with the committee's Council -approved work plan and depending on their workload and time availability. • Making sure the intent of the advisory committee is not lost after a decision, and that it is conveyed to the City Council in a timely manner. • Assisting the advisory committee in staying on track and focused. • Presenting the advisory committee recommendations to the City Council, if requested to do so by either the committee or the City Council. • Maintaining a positive working relationship with the Chair and committee members. In addition to a staff liaison, each committee will be provided administrative support from the Customer Service Team who will be responsible for: • Ensuring that meetings, notifications and recordkeeping occurs consistent with applicable State laws. • Tracking expiration dates of terms of committee advisory members. • Advertising committee vacancies. • Preparing and distributing agendas and supporting documentation to committee members. • Taking minutes at meetings. Minutes shall be kept of the proceedings of all meetings, findings and determinations, which minutes shall be made available to the public at City Hall during normal business hours. • Ensuring proper archiving of all committee records. The liaisons are staff professionals with significant work responsibilities in addition to their committee liaison activities. In general, the liaisons are individuals who have significant staff responsibilities that relate to the same work area as the committee. The liaisons do not work "for" or "at the direction of the committee. They are professionals who work with the committee to develop information and recommendations for City Council consideration. Meetings and Attendance Frequency Advisory boards and commissions will meet at least quarterly each year. They may choose to hold additional meetings, particularly at the beginning of the year, if it is considered necessary for to carry out responsibilities effectively. Scheduling Meetings will be announced at the last meeting of the year for the following year. For additional meetings, advisory board and committee members will be polled by the coordinator to determine availability. The final date will be announced at least two weeks prior to the meeting. The yearly meeting schedule will be posted on the City of Yelm website. 41 Page Meeting Location All agency meetings will be held at a specified location in a City of Yelm facility, unless otherwise scheduled and noticed by the agency's support staff on behalf of the chair. In the case of an alternative meeting location, the support staff shall notify in writing the agency's members, the City Administrator, and any other pertinent City staff. All meetings shall be open to the public and comply with the Open Public Meetings Act (OPMA) as provided in Chapter 42.30 RCW. For the purpose of this policy "in writing" includes messages sent via electronic mail. Attendance Members must provide notification of their anticipated attendance at meetings to the coordinator. Members who miss three consecutive meetings without notification will be requested to reconsider their commitment to the board or commission. Members may be removed from the committee for conduct that undermines the credibility and/or viability of the committee. Terms The term of office for the first appointive members appointed shall be designated in such manner as to provide that the fewest possible terms will expire in any one year. All terms of membership shall begin on the date of appointment and end on December 31St of the final year of appointment. Vacancies Public notice of available positions shall be provided for at least two weeks. Applicants for vacant positions shall apply electronically on the City of Yelm website. Members shall be appointed by the Mayor and subject to confirmation by the City Council. Interviews will be conducted if necessary. Compensation All members shall serve without compensation. The Yelm City Council's General Government Committee prepared this document. The most recent review and update was 03/02/2021 and 04/06/2021. 51 Page COMMITTEE INDEX Committees WITHOUT Statutory Requirements Parks Advisory Committee Tree Advisory Board Historic Preservation Commission Yelm Library Advisory Board Arts Commission Yelm Police Advisory Committee Homelessness Committee Committees WITH Statutory Requirements Yelm Planning Commission Yelm Civil Service Commission Yelm Lodging Tax Advisory Committee Yelm Salary Commission 61 Page Committees WITHOUT Statutory Requirements PARKS ADVISORY COMMITTEE Yelm Municipal Code Chapter 2.32 Membership Term Length Appointing Residency Requirements 1 Authority 5 4 Year Term Mayor/Council Resident of Yelm Area Confirm Purpose - The Yelm Parks Advisory Committee was created and established to advise the City Council on specific Park -related matters regarding planning and development of public recreational facilities and recreational programs. To schedule and coordinate the use of park facilities for community events and to provide rules and regulations for the use thereof, and to carry out any other and further park related projects assigned by the Mayor or the City Council. To make recommendations to the City Council on ordinances, rules and regulations regarding use of parks and other recreational facilities to best serve the interests of the public. To carry out any other further park related projects assigned by the Mayor or the City Council. TREE ADVISORY BOARD Yelm Municipal Code Chapter 2.34—Ordinance No. 586 Membership I Term Length 5 4 Year Term Appointing Authority Mayor/Council Confirm Residency Requirements Resident of Yelm Area Purpose — The Tree Advisory Board was created to maintain the Tree City status and to advise the City Council on specific tree -related matters. The Tree Advisory Board shall have the following powers and duties: • To develop a comprehensive community tree management program for the care of trees on public property. • To obtain public testimony and/or input as deemed necessary and to make recommendations to the City Council concerning trees on public property. • To make recommendations to the City Council on ordinances, rules and regulations regarding trees on public property to best serve the interests of the public; and • To carry out any other and further tree -related projects assigned by the Mayor or City Council. 71 Page HISTORIC PRESERVATION COMMISSION Yelm Municipal Code Chapter 18.05 Membership i Term Length 4 Year Term Appointing Mayor/Council Confirm Residency Requirements Resident of Yelm Area. When possible, the commission shall include at least two professionals selected from among the disciplines of history, architecture, architectural history, historic preservation, planning, cultural anthropology, archaeology, cultural geography, American studies, law, and real estate. It is preferred that such persons have experience in identifying, evaluating, and protecting historic resources. Purpose - The major responsibility of the Historic Preservation Commission is to identify and actively encourage the conservation of Yelm's historic resources by initiating and maintaining a register of historic places and reviewing proposed changes to register properties; to raise community awareness of the City's history and historic resources, and to serve as the City's primary resource in matters of history, historic planning, and preservation. 81 Page Membership 5 YELM LIBRARY ADVISORY BOARD Yelm Municipal Code Chapter 2.63 Term Length Appointing Authority 4 Year Term Mayor/Council Confirm Residency Requirements Three of the members appointed shall either be a resident of the City of Yelm or shall own property inside the City limits or shall have a current City of Yelm business license. The remaining two members shall reside within either the Yelm or Rainier school districts. Purpose It is the responsibility of the Yelm Library Advisory Board to make studies, reports, and recommendations and serve as an advisory body to the Mayor and City Council in all matters relative to: a The need for acquisition, utilization, care, maintenance and disposition of the library building or buildings and all property or equipment pertaining to or associated with library purposes which is or is intended to be owned by the City of Yelm. • Periodically evaluate, advise and make recommendations to the Mayor and the City Council regarding the relationship between the City of Yelm and Timberland regional library district (TRL). Such evaluation, feedback and recommendations shall be relative to the scope and quality of library services provided through various programs, budget, operational and strategic plans of the Timberland regional library district. Evaluate legislative issues before the Washington State Legislature related to library matters, which may impact the City of Yelm, property owners within the City of Yelm, and/or patrons of the Timberland Regional Library District. Review, advise and make recommendations to the Mayor and the City Council on rules and regulations governing the use of the library, its building(s) and grounds, and such equipment owned by the City of Yelm. The Yelm Timberland librarian will serve as Timberland Regional Library board liaison to the Yelm Library Advisory Board. 9 1 P a g e ARTS COMMISSION Yelm Municipal Code Chapter 2.40 Membership Term Length Appointing Residency Requirements Authority 5 4 Year Term Mayor/Council Resident of Yelm Area Confirm Purpose - The primary duty of the Yelm Arts Commission is to identify and actively encourage the development and sustainability of the arts in the City by serving as the City's primary resource in matters of public art and culture. The term "artwork" as used in this chapter shall include, without limitations, paintings, murals, stained glass, sculptures, bas-reliefs, monuments, fountains, arches or other structures of a permanent or temporary character intended for ornament or commemoration or any such graphic display as may be incorporated into the design and construction of public improvements deemed to illustrate historical, tribal, cultural or artistic impression. The commission shall be responsible for: m Developing policies for the acquisition, display and presentation/placement of public artwork. ® Identifying projects that can benefit from artists' involvement. • Selecting artists to be commissioned, provided they are consistent with the venue, community standards, plans of the City and within the commission's current budget, to be approved by the City Administrator. r Providing advice to the City Administrator regarding appropriate maintenance of public artwork after the work is in place. To the extend reasonably possible the City shall seek representation on the commission from as many as possible of the following arts and professions: painting, sculpture, music, literature, architecture and landscape architecture, preforming arts, tribal or city historian and education, as well as lay members who have an interest in artistic, tribal, and cultural development of the City. 101 Page POLICE ADVISORY COMMITTEE Yelm Municipal Code Chapter 2.51 Membership Term Length Appointing Residency Requirements Authority 5 4 Year Term Mayor and Resident of City of Yelm, Police Business Owner or employed Chief/Council in the City of Yelm Confirm Purpose - The Police Advisory Committee was created as part of the City of Yelm Police Department accreditation process. The committee is a community sounding board and advisory body for the Yelm Police Department to further its efforts toward community policing and provide periodic input on police issues to the Mayor, City Administrator and City Council. Youth members are appointed for one-year terms. To the extent reasonably possible the City shall seek representation on the committee to assure that key elements of the community are represented. Among the groups to be considered are: • Community members/neighborhood associations. • Business community/chamber of commerce. • Schools (high/middle schools). • Senior citizens. • Youth (high/extension school). • Police Chief/Commander. • City Council Member/police liaison The Police Advisory Committee shall serve a number of functions, including but not limited to, the following: • Serve as a communication link between community groups and agencies and the Yelm Police department. • Assist in setting community and problem -oriented policing priorities and strategies. • Provide community input to the Chief of Police and the Police Department on department practices, activities and services. • Serve as a community voice for presenting concerns about police operations, community livability and public safety. • Assist in educating the public about police issues. • Provide feedback to the City Council on police issues. 111 Page HOMELESSNESS COMMITTEE Yelm Municipal Code Chapter 2.36 Membership Term Length Appointing Residency Requirements Authority 5 4 Year Term Mayor/Council Resident of Yelm Area Confirm Purpose — Identify areas in which the city may use its resources to coordinate or support services for the homeless population. To the extent reasonably possible the City shall seek representation on the committee to assure that key elements of the community are represented. Among the groups to be considered are: • City Councilmember • Specialist in addiction and mental health • Representative from a non-profit that provides services to the homeless • Representative from an organization that creates or sustain low income housing • Yelm area residents Functions — • Educate ourselves, our community and colleagues about homelessness • Educate on what Yelm organizations are doing an what we can do to support them • Collaborate and coordinate support 121 Page Committees WITH Statutory Requirements YELM PLANNING COMMISSION Yelm Municipal Code 18.04 RCW 35A.63 and 36.706 Membership I Term Length 7 4 Year Term Appointing Authority Mayor/Council Confirm Residency Requirements Resident of Yelm Area Purpose — Planning Commission is mandatory when planning under Growth Management and advises the City Council on all planning and development issues including the preparation and revision of the Yelm Comprehensive Plan and local land use regulations. Number of members not specified by RCW; not more than one-third of may be ex officio members (RCW 35.63.030.) YELM SALARY COMMISSION Yelm Municipal Code 2.07 RCW 35.21.015 Membership I Term Length 3 4 Year Term Appointing Authority Residency Requirements Mayor/Council Reside in the Yelm urban Confirm growth area as defined in the most current City of Yelm comprehensive plan. Purpose —The Salary Commission shall review and establish the salaries of city elected officials, including salary, health benefits, and retirement plans. Number of members not specified by RCW. May not include any officer, official, or employee of the City or any immediate family member. Is established by charter or ordinance. 131 Page YELM LODGING TAX ADVISORY COMMITTEE Yelm Municipal Code Chapter 2.35 RCW 67.28.1817 Membership , Term Length 5 4 Year Term Appointing Authority Mayor/Council Confirm Residency Requirements • 2 members minimum representative of business required to collect the tax • 2 members minimum involved in activities authorized to be funded by revenue received from the tax • 1 member elected official of municipality who will serve as chair of committee. • May include 1 non- voting member who is an elected official of the county where city is located. Membership requirement as 1 i directed by RCW 67.28.1817 Purpose —Any city or town with a population of 5,000 or more that imposes any lodging tax must also establish a Lodging Tax Advisory Committee (LTAC) to review applications and make funding recommendations to the legislative body for the purpose of determining how lodging tax revenues may be used for tourism promotion or supporting the operations and capital expenditures of tourism -related facilities owned or operated by the City of Yelm. The municipality may choose only recipients from the list of candidates and recommended amounts provided by the local Lodging Tax advisory Committee. Responsibilities of Lodging Tax Advisory Committee: • Adopt policies and procedures. • Advertise funding opportunities and deadlines. • Follow the criteria established by the state statute RCW 67.28.1816 for selection of applicants eligible to receive tax revenue. • Provide a list of such candidates and recommended amount of funding to the municipality for final determination. • Attend meetings as scheduled and meet deadlines as established in the application process and those of required reporting. 141 Page YELM CIVIL SERVICE COMMISSION FOR POLICE DEPARTMENT Yelm Municipal Code Chapter 2.48 RCW 41.12 Membership Term Length 6 Year Term Appointing Authority Mayor/Council Confirm Residency Requirements RCW 41.12.030 City of Yelm resident for at least three years immediately preceding appointment, citizen of United States, elector of the Thurston County. Purpose — Required for Cities with a Police Department with three or more full-time officers to carry out provisions of Chapter 41.12 RCW 15 1 P a o e Advisory Board and Commission Member Agreement Name: Title (if applicable): Organization (if applicable): Mailing Address: Email: Phone: I have read the terms outlined in the Advisory Boards and Commissions Roles & Responsibilities and I understand what is expected of me as a member of Name (printed): Signature: Date: 161 Page t - - `� WASHINGTON Meeting Date: March 28, 2023 CITY COUNCIL AGENDA SUMMARY City of Yelm, Washington AGENDA ITEM: RESOLUTION NO. 63S, AMENDING APPENDIX 13 TO THE MAYOR AND CITY COUNCIL PROTOCOL MANUAL ADDING A PERMANENT HOMELESS COMMITTEE. PROPOSED MOTION: Motion to approve Resolution No. 635 amending the Advisory Boards and Commission Roles & Responsibilities to the Mayor and City Council Protocol Manual as Appendix 13, creating a Homeless Committee. KEY FACTS AND INFORMATION SUMMARY: Members of the Homeless Task Force met and have determined that there is a need for a permanent Homeless Committee in the City of Yelm. • Councilmember Brooks presented the information and answered questions from Council at the March 7, 2023 Study Session. • The Homeless Task Force that was created by Resolution No. 595 on November 13, 2018 was an ad hoc committee. Ad hoc committees are temporary committees that are established to investigate and advise on more short-term issues and problems, therefore is no longer in existence. • The Homeless Committee will identify areas in which the City may use its resources to coordinate or support services for the homeless population in Yelm. • Membership for the Homeless Committee is consistent with the City of Yelm Boards and Commissions: 4 year terms, 5 member Boards and Commissions, Mayor appoints and Council confirms appointments. ■ The creation of a permanent committee will also be updated in the Yelm Municipal Code which is the next item on the City Council Agenda. ATTACHMENTS: • Resolution No. 635 Homeless Committee ■ Mayor and City Council Protocol Manual - Appendix 13 • Resolution No. 595 Homeless Task Force Respectfully Submitted: Kathy Linnemeyer City Clerk