City Council

CITY COUNCIL MEETING TUESDAY, JANUARY 16, 2018 CITY HALL 22710 E. COUNTRY VISTA DRIVE 7:00 P.M. 1. INVOCATION 2. PLEDGE OF ALLEGIANCE 3. CALL TO ORDER 4. ROLL CALL 5. AGENDA APPROVAL 6. CITIZEN COMMENTS 7. MAYOR, CITY COUNCIL, COMMITTEE REPORTS  Finance Committee  Other Council Reports  City Board & Commission Reports  Liberty Lake Sewer & Water District & Other Public Agency Reports 8. CITY ADMINISTRATOR REPORT 9. WORKSHOP DISCUSSIONS  Centennial Trail – Jen Camp  Training – Sean Boutz o Mayor and City Council Roles o Open Public Records Act Training (RCW 42.56) o Open Public Meetings Act Training (RCW 42.30) 10. ACTION ITEMS A. Consent Agenda i. Approve January 2, 2018 and January 9, 2018 City Council Minutes ii. Approve January 16, 2018 vouchers in the amount of $501,329.67 B. General Business i. Approve the task order with Parametrix in the amount of $9,930 for consultant services related to the Heights Overlay 2018 project ii. Approve the task order with Parametrix in the amount of $7,370.00 for consultant services related to the new community message sign iii. Authorize the purchase of a Ford one-ton pickup from the state contract in the amount of $47,994.10 for the street department The public is invited to attend. Parking and meeting rooms are accessible for persons with disabilities. Contact the City at 755-6700 with 24-hours advance notice for special accommodations. 11. RESOLUTIONS a. Resolution No. 12-156C – amending the Liberty Lake City Council Rules of Procedure b. Resolution No. 18-235 – adopting the official flag of the City of Liberty Lake 12. INTRODUCTION OF UPCOMING AGENDA ITEMS 13. EXECUTIVE SESSION  Potential Litigation, RCW 42.30.110(1)(iii)  Acquisition of real estate, RCW 42.30.110(1)(b) 14. CITIZEN COMMENTS 15. ADJOURNMENT The public is invited to attend. Parking and meeting rooms are accessible for persons with disabilities. Contact the City at 755-6700 with 24-hours advance notice for special accommodations.  City Council Subcommittee Agendas  Finance Committee Meeting Agenda – City Hall Conference Room January 16, 2018 6:00 PM to 7:00 PM I. Utility Tax Update a. Telephone b. Gas & Electric II. December 2017 Dashboard – Preliminary – UPDATE III. Preliminary Year End Report IV. Draft Financial Forecast V. Voucher Review a. Address voucher review during workshop setting. WORKSHOP DISCUSSION MATERIAL  M o n ro e Rd Areas of Responsibility for Trail Maintenance and Law Enforcement Under the Centennial Trail Interagency Cooperative Agreement Rd Fo D ay -Mt S p o k an e rk e r R Area of Responsibility 206 County Parks d Washington State Parks Washington State Parks Ch a r le s R City of Liberty Lake Lakes/Rivers d d Bru c e R d R City of Spokane Spokane County Boundary il l M City of Spokane Valley F a rw el l R d Newman Lake d H ast in g s R Spokane County 2 395 et St Map Produce: August 2017 291 Miles W a ik M ar k h 0 4 8 H a w t o rn e R d Ar ik i R go Rd N ev a d a S t Rd nn e d ile S e ve n M Bv Riverside es om State H ta Park S In Li nc o l n R d y nt r rr Rd N di an in Co u a Bi gel o w G u l c h Rd e Tr M il Rd ile Rd 290 Fra nc i s A v A s sem b l y S t H a v en S t Wel les ley A v H a r va rd R d Wel les ley A v R u b y S t Di vi sio n S t A sh S t M a p l e S t M o nr o e S t SPOKANE No rt hw es Ba rk er R d Go t B State of Idaho v er l Gr MIL LWO O D nm e W a s hi n g to n S t en H am i l t o n St en e S t t W y Trent Rd 290 90 Tr ai ls R d M is s i o n Av Fa nc h er R d LIBERTY LAKE L in c o l n S t S ul l iv an R d Pa rk R d SPOKANE Pl H a y f o rd R d Bro a dw a y Av v VA L L EY by T r en t A v y A ewa F reya S t Ru l A pp 1s t Av A p p le w ay Bv S pr ag ue A v S te v e n s S 3rd A v Uni ve rsi ty R d Everg reen Rd l et B Thor St s Liberty un Ced a r S t AIR WAY S 16 th Av Lake 2 S un se t H HEIGHTS t y Gra n 27 R ay S t La w so n S t Bv Hig d B Dis M c f a rl an e R d h D 29th Av 32n d A v er l ig hm r M Ge an ica - 195 Rd 90 Pa C e d a r Rd lo us e H y 902 ACTION ITEMS  City of Liberty Lake Consent Agenda for January 16, 2018 City Council Meeting Report from the Mayor for pending claims and payment of previously‐approved obligations through January 16, 2018 Payee Description Amount See attached voucher report. Total vouchers through January 16, 2018 $501,329.67 December 31, 2017 Checks & EFTs $145,803.15 January 16, 2018 Checks $ 26,881.70 December, 2017 Payroll & Benefits $328,644.82 TOTAL $501,329.67 RECOMMENDATION: Approve and Authorize for Payment ATTACHMENTS: All original invoices are on file with the City Treasurer. SIGNATURES: City Clerk Mayor Finance Committee  AGENDA ITEM NO.: 10Bi BUSINESS OF THE CITY COUNCIL, LIBERTY LAKE, WASHINGTON SUBJECT: Heights Overlay 2018 FOR THE AGENDA OF: January 16, 2018 DEPT. HEAD APPROVAL: DEPT. OF ORIGIN: EXHIBIT: Task Order, map EXPENDITURE REQUIRED: Yes BUDGETED: Yes SUMMARY STATEMENT We are requesting that Council approve a task order for the engineering services to create bid documents for the one mile of overlay work remaining within the Heights subdivision. The total task order amount is $9,930.00. The paving work would be scheduled to take place in late May or early June of this year. RECOMMENDED ACTION Approve the execution and signing of the task order. 2017 Heights Overlay Schedule 2018 2018  AGENDA ITEM NO.: 10Bii BUSINESS OF THE CITY COUNCIL, LIBERTY LAKE, WASHINGTON SUBJECT: Community Message Sign 2018 FOR THE AGENDA OF: January 16, 2018 DEPT. HEAD APPROVAL: DEPT. OF ORIGIN: EXHIBIT: Task Order EXPENDITURE REQUIRED: Yes BUDGETED: Yes SUMMARY STATEMENT We are requesting that Council approve a task order for Parametrix (our on-call engineer) to design the structural system for a new community message sign. The final location for the message sign is yet to be determined, but the structural drawings are part of the bid package. The total task order amount is $7,370.00. The bid schedule and installation schedule will be determined once the sign location is finalized. RECOMMENDED ACTION Approve the execution and signing of the task order.  AGENDA ITEM NO.: 10Biii BUSINESS OF THE CITY COUNCIL, LIBERTY LAKE, WASHINGTON SUBJECT: FOR THE AGENDA OF: January 16, 2018 Ford 1 Ton Pickup DEPT. OF ORIGIN: Street Department EXHIBIT: -Quote for Ford 1 Ton Pickup with plow Blade attachment DEPT. HEAD APPROVAL: Katy Allen EXPENDITURE REQUIRED: $47994.10 BUDGETED: Budgeted for 2018 SUMMARY STATEMENT City staff requesting approval to purchase a new Ford One Ton Pickup off the WA State Contract (#05916) for the street department. This truck has a life expectancy of 10+ years and will serve as the primary vehicle for the street department. The existing ½ ton Dodge pickup will be rotated to city maintenance staff per the Fleet Rotation Plan. It has a long bed and heavier springs for hauling. It will arrive equipped with a snow plow blade attachment for the winter season to plow facilities, parking lots and other tighter areas. RECOMMENDED ACTION Authorize Mayor to sign the purchase agreement. RESOLUTION  CITY OF LIBERTY LAKE SPOKANE COUNTY, WASHINGTON RESOLUTION NO. 12-156C A RESOLUTION OF THE CITY OF LIBERTY LAKE, WASHINGTON AMENDING THE CITY COUNCIL RULES OF PROCEDURE. WHEREAS, pursuant to RCW 35A.12.120, the Liberty Lake City Council is required to adopt rules which relate to City Council procedures, order of business, conduct of City Council meetings, and such other matters properly related thereto; and WHEREAS, the Liberty Lake City Council has determined Section 2.4 (“Study Sessions And Workshops”) and Section 11 (“Council Committees”) of the Liberty Lake City Council Rules of Procedure should be amended to designate additional City Council workshops and eliminate City Council committees; and WHEREAS, upon further review of the Liberty Lake City Council Rules of Procedure it was deemed necessary to incorporate additional modifications to achieve this action; and WHEREAS, the Liberty Lake City Council has reviewed the amendments to the Rules of Procedure as shown in Exhibit A and finds them to be acceptable and appropriate. NOW, THEREFORE, be it Resolved by the City Council of the City of Liberty Lake, Washington as follows: 1. Rules of Procedure. The City Council adopts the attached Rules of Procedure under the Mayor/Council form of government. For decision on points of order, the City shall be governed by the most recent edition of Roberts Rules of Order, a copy of which is maintained in the office of the Liberty Lake City Clerk. 2. Best Efforts. These Rules of Procedure are designed to assist in the orderly conduct of City Council business. Failure of the City Council to adhere to these rules shall not result in any liability to the City, its officers, its agents and employees nor shall the same result in any invalidation of City Council action. Adopted this _____ day of January, 2018. _________________________________ Mayor Steve Peterson Attest Approved as to Form _________________________________ ___________________________ Ann Swenson, City Clerk Sean P. Boutz, City Attorney  EXHIBIT A LIBERTY LAKE CITY COUNCIL RULES OF PROCEDURE Adopted by: Resolution 01-007 Amended by: Resolution 01-007A Amended by: Resolution 04-007B Amended by: Resolution 06-007B-1 Amended by: Resolution 12-156 Amended by: Resolution 12-156A Amended by: Resolution 12-156B Amended by: Resolution 12-156C  TABLE OF CONTENTS GENERAL RULES ........................................................................................................................1 Meetings to be Public......................................................................................................... 1 Respect and Decorum........................................................................................................ 1 Quorum.............................................................................................................................. 1 Attendance, Excused Absences ........................................................................................ 1 Attendance via Speakerphone (AVS) .........……………………………………….......... 2 Attendance Procedure…..…………………………………………………………………2 Attendance of City Staff .................................................................................................... 3 Attendance of Media at Council Meetings ....................................................................... 3 Journal of Proceedings....................................................................................................... 3 TYPES OF MEETINGS ................................................................................................................ 3 Regular Council Meetings ................................................................................................ 3 Special Meetings ................................................................................................................4 Continued And Adjourned Sessions .................................................................................. 4 Study Sessions And Workshops ….................................................................................... 4 Executive Sessions ............................................................................................................ 4 CHAIR AND DUTIES ................................................................................................................... 5 Chair ................................................................................................................................... 5 Call to Order .......................................................................................................................5 Points of Order ………....................................................................................................... 5 Questions to Be Stated …………....................................................................................... 5 Substitution For Chair ........................................................................................................ 5 Presiding Officer - Powers ................................................................................................. 5 COUNCIL ORDER OF BUSINESS AND AGENDA ................................................................. 5 Order of Business .............................................................................................................. 5 Council Agenda .................................................................................................................7 VOTING AND MOTIONS ........................................................................................................... 7 Voting ................................................................................................................................ 7 Mayor ................................................................................................................................ 8 Motions ……….................................................................................................................. 8 Disqualification ………..................................................................................................... 8 Motions to Reconsider ………........................................................................................... 8 RESOLUTIONS AND ORDINANCES ........................................................................................ 8 Review by City Attorney ................................................................................................... 8 Procedure ........................................................................................................................... 8 Format of Ordinances And Resolutions ............................................................................ 8 PUBLIC HEARING PROCEDURES .......................................................................................... 9 Sign-in ……….................................................................................................................. 9 Timing; Representation ………........................................................................................ 9 The Public Hearing Process ............................................................................................. 9 Quasi Judicial Hearings .................................................................................................. 10 DUTIES AND PRIVILEGES OF CITIZENS ............................................................................. 10 Meeting Participation ....................................................................................................... 10 Citizen Comments ……………………………………………………………………… 10 Subjects on The Current Agenda ..................................................................................... 10 Manner of Addressing The Council ................................................................................. 10 Written Communications ................................................................................................. 11 "Out of Order" Comments ................................................................................................11 FILLING COUNCIL VACANCIES AND SELECTING MAYOR [PRO TEM] ..................... 11 Notice of Vacancy ………………………………………………………………….… 11 Application Procedure .................................................................................................... 11 Interview Process ........................................................................................................... 11 Selection of Council Member ......................................................................................... 11 Duties of Mayor [Pro Tem] ............................................................................................. 11 Selection of Mayor [Pro Tem]; Nominations ................................................................. 12 Removal of Mayor [Pro Tem] ......................................................................................... 12 PREPARATION OF AGENDA ….............................................................................................. 12 Staff Duties …………...................................................................................................... 12 Agenda Items …………................................................................................................... 12 Timing of Preparation …………...................................................................................... 12 SUSPENSION AND AMENDMENT OF RULES …..................................................................12 Suspension of These Rules ……………………………………………………..……… 12 Amendment of These Rules ............................................................................................. 12  Liberty Lake City Council Rules of Procedure Adopted by: Resolution 12-156C These rules shall be considered the Rules of Procedure for the City of Liberty Lake City Council operating under the Mayor/Council form of government. For decisions on points of order, the City shall be governed by the most recent edition of Roberts Rules of Order, a copy of which is maintained in the office of the Liberty Lake City Clerk. 1. GENERAL RULES 1.1 Meetings to Be Public: All meetings of the Council shall be open to the public with the exception of executive sessions as defined in RCW Chapter 42.30. 1.2 Respect and Decorum: It is the duty of the Mayor and Council members to maintain dignity and respect for their offices, city staff and the public. While the Council is in session, the Council members shall preserve order and decorum and a member shall neither, by conversation or otherwise, delay or interrupt the proceedings of the Council, nor disrupt or disparage any member while speaking. Council members and the public shall obey the orders of the Mayor. Any person making disruptive, disparaging or impertinent remarks or unreasonably disturbing the business of the Council, either while addressing the Council or attending its proceedings, shall be asked to leave the meeting. Continued disruptions may result in a recess or adjournment. 1.3 Quorum: Four Council members shall 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. 1.4 Attendance, Excused Absences: Election to the office of City Council means that the citizens have entrusted City Council members with significant responsibilities in the area of governance and leadership. Regular attendance at City Council meetings is essential in fulfilling those responsibilities. The following policies are intended to establish minimum acceptable criteria for City Council meeting attendance. 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. RCW 35A.l3.020 and 35A.l2.060. Members of the Council may be excused from a meeting by contacting the Mayor or Mayor Pro Tem. The Mayor, or Mayor Pro Tem, 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. 1  The following are examples of appropriate reasons for excusing an absence: illness, family emergency, or business obligation. Upon passage of such motion by a majority of members present, the absent member shall be considered excused and the appropriate notation will be made in the minutes. If the motion is not passed or the above procedure is not followed, the minutes will reflect that the absence is unexcused. 1.5 Attendance via Speakerphone (AVS): From time to time, a Council member will not be able to physically attend a Council meeting, but will want to be involved in the discussion and/or decision on a particular agenda item. The procedure and guidelines for permitting a Council member to attend a Council meeting via speakerphone are as follows: A. The Rare Occasion – AVS should be the rare exception, not the rule, and AVS is limited to two (2) times per year per Council member. Examples of situations where AVS would be appropriate include, but are not limited to:  An agenda item is time sensitive, and AVS is needed for a quorum;  An agenda item is of very high importance to the Council member who cannot be physically present;  It is important for all Council members to be involved in a decision, but one Council member is unable to be physically present.  AVS should be limited to one or two specific agenda items, and not the entire Council meeting. Examples of situations where AVS would not be appropriate include, but are not limited to:  Quasi-judicial hearings;  Other public hearing(s) where maps, display boards, power point presentations, or similar graphic presentations are being utilized; and  Non hearing agenda items which depend substantially on visual aids and/or graphic presentations. B. Attendance – Procedure 1. For a Council member to attend via speakerphone the Council member: a. must be able to hear the discussion on the agenda item before the Council, and b. must be able to be heard by all present in the Council chambers. 2. When the particular agenda item is ready to be discussed, the Mayor (or presiding officer, if the Mayor is not physically present) should state for the record: a. Let the record reflect that Council member _____________ is attending via speakerphone. b. Council member ______________ , can you hear me? [There must then be a clearly audible response in the affirmative.] c. Let the record reflect that Council member __________________ , who is attending via speakerphone, can be heard by all present in Council chambers. 2  3. Upon conclusion of the particular agenda item(s), or meeting, the Mayor (or presiding officer if the Mayor is not physically present) should state: Let the record reflect that Council member ________________’s attendance via speakerphone has been terminated. C. Notification If a Council member wishes to attend a Council meeting via speakerphone for an agenda item or meeting, the Council member should notify Council of his/her intent at the preceding Council meeting. This notification should be made during the Introduction of Upcoming Agenda Items. If that is not possible, the Council member should notify the Mayor or Mayor’s designee of his/her wish to attend a Council meeting via speakerphone for an agenda item or meeting, not later than one (1) business day prior to the Council meeting for which he/she wishes to attend via speakerphone. With less notice, it may not be possible to make the necessary arrangements to allow AVS. 1.6 Attendance of City Staff: The City Administrator, City Attorney, and City Clerk shall attend all meetings of the City Council unless excused by the Mayor. The City Administrator may report and make recommendations to the City Council and when requested shall participate in Council discussions. The City Attorney, upon request, from the Mayor or Council, shall give an opinion on legal questions. The City Clerk shall keep the minutes of the Council, record all Council votes and actions and perform such other duties as necessary for the orderly conduct of the meeting. 1.7 Attendance of Media at Council Meetings: All meetings of the Council and its committees shall be open to the media, freely subject to recording by radio, television and photographic equipment at any time; provided that if such recording interferes with the orderly conduct of the meetings the Mayor may make such orders as necessary. 1.8 Journal of Proceedings: A journal of all proceedings (minutes) of the Council shall be kept by the City Clerk and shall be entered in a book constituting the official record of the Council. 2. TYPES OF MEETINGS 2.1 Regular Council Meetings: The Council shall meet regularly on the first and third Tuesdays of each month beginning at 7:00 p.m. and ending at 10:00 p.m. with a one (1) hour extension to 11:00 p.m. unless vetoed by a Council member. When a Council meeting falls on a holiday, the Council may determine an alternate day for the meeting. The location of the meetings shall be the City of Liberty Lake City Hall unless specified otherwise by a majority vote of the Council. 3 2.2 Special Meetings: Special meetings may be called by the Mayor or any three (3) 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 notify each member of the Council, either by telephone, fax, e-mail 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. Special meetings may be called 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 meeting 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 in study sessions and workshops (open to the public), at the request of the Mayor, or three (3) members of the Council. The purpose of the study session is to review and discuss current or proposed programs or projects of the City including the receipt of information from City Staff or others provided that all discussions and conclusions thereon shall not constitute binding actions of the Council. The Council may meet for workshops on the first and third Tuesdays of each month Formatted: Highlight prior to a regularly scheduled City Council meeting beginning at 5:30 p.m. and ending at 6:45 p.m. The purpose of the workshops will provide the Council with information surrounding impending and/or current City business. The workshops will allow informal discussion of issues amongst the Council, which may also be directed for action at a future Regular Council Meeting. The City Clerk, under the direction of the Mayor or designee, shall arrange a Council workshop agenda for the meeting. 2.5 Executive Sessions: Executive sessions or closed meetings may be held in accordance with the provisions of the Open Public Meetings Act. 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 by announcement of the Chair or designee. Council members, Mayor and all participants must keep confidential all oral and written information provided during executive sessions to protect the best interests of the City. Confidentiality also includes information provided to Council members outside of executive sessions when the information is considered exempt from disclosure under the Code of Ethics for Municipal Officers. 4 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 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, 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 Points of Order: The Chair with the assistance of the City Attorney shall determine all points of order, subject to the right of any member to appeal to the Council. 3.4 Questions to Be Stated: The Chair shall have stated all questions submitted for a vote, call the question and announce the result. 3.5 Substitution for Chair: The Chair may call upon the Mayor Pro Tem or any other member to temporarily chair the meeting. 3.6 Presiding Officer - Powers: The Chair (with limitations imposed upon the Mayor by law) may move, second, debate and vote subject only to such limitations of debate as are by these rules imposed on all members, and shall not be deprived of any of the rights and privileges of a Council member by reason of acting as the Chair. 4. COUNCIL ORDER OF BUSINESS AND AGENDA 4.1 Order of Business: The order of business for all regular meetings may include the following as applicable unless the Council, by a majority vote of the members present, suspends the rules and changes the order: Invocation. By invitation. Pledge of Allegiance. The Mayor leads the flag salute. Call to Order. The Mayor calls the meeting to order. Roll Call. The Mayor calls the roll of the Council. Council members may make a motion to excuse absent Council members. Agenda Approval. The Mayor shall seek approval of the Agenda. Council members through motion and majority vote may add, delete or defer agenda items. 5 Citizens Comments. Pursuant to Sections 8.2 or 8.3, members of the audience may comment on any City matter. Announcements I Proclamations I Special Presentations. The Mayor makes announcements of upcoming meetings and events and presents proclamations. A proclamation is an official declaration made by either the City Council or the Mayor. Special presentations may also be scheduled at this time. Reports. Mayor and Council members report on Council Committees, other meetings, and activities in which they have participated. Reports may be presented to Council by other agencies and City Staff. Workshop Discussions. Workshops and staff presentations on specific issues and topics, including but not limited to such items as proposed ordinances and resolutions, public works projects, finance issues, and policy initiatives may be presented at this time. Final action is neither expected nor anticipated on workshop topics. Consent Agenda. The Mayor identifies the items on the consent Agenda and requests a motion with a second for approval. The Consent Agenda contains items which are of a routine and non-controversial nature which may include, but are not limited to, the following: meeting minutes, payroll, and claims. Any item on the Consent Agenda may, at the request of any Council member, be removed and considered separately. Public Hearings/ Appeals. The Mayor will state the public hearing procedures before each public hearing. Quasi-judicial hearings require that a decision be made by the Council which may include record review of evidence considered and that specific findings be made. Resolutions. The City Clerk shall introduce the Resolution by reading its title. A Resolution is adoption of a City policy or decision and may be adopted by a majority voice vote of the Council. Ordinances. The City Clerk shall introduce the Ordinance by reading its title. All Ordinances shall have two readings at two separate meetings, unless the Council deems it expedient to suspend this rule. Amendments to an Ordinance may be made at first or second reading. A roll call vote shall follow second reading. 6  Emergency Ordinances. Public emergency Ordinances require a vote of a majority plus one of the whole Council membership, and may be made effective upon adoption. A public emergency Ordinance is one designed to protect public health and safety, public property, or the public peace; it may not levy taxes, grant, renew, or extend a franchise to authorize the borrowing of money. Executive Session. An executive session may be convened that is closed to the public and attended only by Mayor, Council and invited participants such as City Administrator, City Attorney, City staff and/or individuals authorized by the Mayor or City Council. The Council may go into executive session only for matters specifically allowable under state law. The Mayor must state the reason for going into executive session, and the estimated time for coming out of executive session. Final action on matters considered in executive session must take place in open session. Matters discussed in executive session are to be considered strictly confidential by all participants. Introduction of Upcoming Agenda Items Citizen Comments. Adjournment. With no further business to come before the Council, the Mayor may move to adjourn the meeting. 4.2 Council Agenda: Subject to the Council's right to amend the agenda, no legislative item shall be voted on which is not on the Council agenda, except in emergency situations relating to the public's health, safety or welfare. 5. VOTING AND MOTIONS 5.1 Voting: Votes during Council meetings shall be conducted as follows: a. Recorded votes occur on Ordinances and Resolutions. b. Unless otherwise required by Statute, Ordinance or Resolution, votes shall be taken by voice except at the request of the Mayor or any Council member a roll call vote shall be recorded by the City Clerk. c. Each Council member shall vote on all questions and matters before the Council, unless a conflict of interest or appearance of fairness disqualifies the member. 7  5.2 Mayor: The Mayor shall only vote where there is a tie vote between Council members with respect to matters other than the passage of Ordinances, grants or revocation of franchise or license, or any resolution for the payment of money. 5.3 Motions: No motion shall be considered 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 City Clerk before it is debated and, by the consent of the Council, may be withdrawn at any time before action is taken on the motion. 5.4 Disqualification: Any Council member who is disqualified from voting on a matter shall be excused from the Council dais and shall not participate in the debate. The Council member shall state the reason for the disqualification. 5.5 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 and decision were adopted. 6. RESOLUTIONS AND ORDINANCES 6.1 Review by City Attorney: All Resolutions and Ordinances shall be reviewed by the City Attorney. No Ordinance or Resolution shall be prepared for presentation to the City Council unless requested by the Mayor or three (3) Council members. 6.2 Procedure: Ordinances shall generally require two readings. The first reading will consist of a staff presentation and may include Council discussion. The second reading will occur at a subsequent meeting and will involve a Motion, Second, Public Comment, Council Discussion and Vote. 6.3 Format of Ordinances and Resolutions: Resolutions and Ordinances shall be in a Format determined by the City Clerk including the numerical identification. No Ordinance or Resolution shall contain more than one subject which shall be clearly stated in the title. No Resolution or Ordinance shall be amended unless the amendment sets forth each modified section in full. Resolutions and Ordinances shall be signed by the Mayor and attested to by the City Clerk. The City Attorney shall sign all Resolutions and Ordinances to approve the form. 8 7. PUBLIC HEARING PROCEDURES 7.1 Sign-in: Prior to the start of a public hearing the Chair may require that all persons wishing to speak sign their name, address and indicate 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 may change the order of speakers so that testimony is heard in the most logical groupings (i.e. proponents, opponents, adjacent owners, etc.). 7.2 Timing; Representation: The City Council will take public testimony during a public hearing, the public comment period and prior to passage of Ordinances. Persons appearing before the Council should limit their comments to three (3) minutes, as kept by the City Clerk and enforced by the Chair. Where an organization is appearing before the City Council, it should designate a representative to speak on behalf of its members. 7.3 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. 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 Chair. 3. There shall be no demonstrations (i.e. applause) during or at the conclusion of anyone's presentation. 4. These rules are intended to promote an orderly system of holding a public hearing, giving every person an opportunity to be heard ensuring that no individual is annoyed or embarrassed by exercising his/her right of speech. 5. Council members shall not reply or respond in any way to testimony provided by speakers at the public hearing, except to request specific clarification. The Chair may call 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. 9  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. 7.4 Quasi Judicial Hearings: In addition to the Rules of Order set forth in Section 7.3, the following rules should be observed during a quasi judicial public hearing. 1. The Chair shall announce the matter for consideration and ask Council members to indicate any ex parte oral or written communications with a party, conflicts of interest or any appearance of fairness issues. After all disclosures are made, the Chair will ask if any party to the quasi judicial matter desires to challenge or request a Council member abstain from the decision on the matter. The challenge shall be placed on the record. 8. DUTIES AND PRIVILEGES OF CITIZENS 8.1 Meeting Participation: Citizens are welcome at all Council meetings and are encouraged to attend and participate. Recognition of a speaker by the Chair is a prerequisite for an orderly and effective meeting. It is expected that all speakers will deliver their comments in a courteous and efficient manner and will speak only to the subject under consideration. 8.2 Citizen Comments: Under agenda item “Citizens Comments" citizens may address any item they wish to discuss with the Mayor and Council by completing and submitting a yellow “Request to Speak” form. They shall first obtain recognition by the Chair who 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. The Chair and Council will receive comments without reply or discussion unless the Chair or Council request clarification. 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 matter to staff or a Council Committee for action or investigation and a report at a future meeting. 8.3 Subjects on the Current Agenda: Pursuant and subject to Section 8.2, 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 by completing and submitting a Request to Speak form. 8.4 Manner of Addressing The Council: All remarks shall be addressed to the Council and not to any individual member. No questions shall be asked of the Council members. 10  8.5 Written Communications: Interested parties, or their authorized representatives, may address the Council by written communication in regard to any general matter concerning the City. 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, if requested by the party. 8.6 "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, disparaging or otherwise disruptive remarks after being ruled out of order by the Chair may subject the individual to removal from the Council Chambers. 9. FILLING COUNCIL VACANCIES AND SELECTING MAYOR [PRO TEM] 9.1 Notice of Vacancy: If a Council vacancy occurs, the Council will follow the procedures outlined in RCW 35A.13.020. In order to fill the vacancy with the most qualified person available until an election is held, the Council will distribute and publish a notice of the vacancy, the procedure and deadline for applying for the position. 9.2 Application Procedure: The Council will draw up an application form which contains relevant information. 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. 9.3 Interview Process: All qualified 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 names. To promote fairness, applicants will be asked to remain outside the Council Chambers while other applicants are being interviewed. Applicants may 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. 9.4 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. 9.5 Duties of Mayor Pro Tem: In the temporary absence of the Mayor, the Mayor Pro Tem shall perform the duties and responsibilities of the Mayor with regard to the conduct of meetings and business of the City. 11  9.6 Selection of Mayor [Pro Tem] Nominations: The Mayor Pro Tem will be selected by the Council members. The term for Mayor Pro Tem shall be two (2) years from the date of election. Council members may each nominate one person for Mayor Pro Tem. Nominations require a second. Each Council member shall be given the opportunity to submit a nomination for Mayor Pro Tem. After all nominations are made, the Mayor will call for a vote on the nominations in the order they were made. Voting will be either by voice or a recorded vote as determined by the Mayor. As soon as one nominee receives a majority vote of four (4) votes of the Council, that Council member will be declared the Mayor Pro Tem. No votes will be taken on the remaining nominees. 9.7 Removal of Mayor Pro Tem: The Mayor Pro Tern may be removed from office upon a vote of four Council members. 10. PREPARATION OF AGENDA 10.1 Staff Duties: The City Clerk, under the direction of the Mayor or his or her designee, will prepare the agenda for each Council meeting setting forth a brief description of each item to be considered by the Council. The agenda prior to submission to the Council shall be reviewed by the Chair. 10.2 Agenda Items: An item to be considered by the City Council at a regular meeting may be placed on the agenda by the Mayor, a Council member, or the City Administrator. 10.3 Timing of Preparation: The agenda will be put in final form by 1:00 p.m. Friday prior to the following Tuesday evening Council meeting. Agendas will be distributed to the City Council and City Staff by 5:00 p.m. Friday. Agenda materials will be available at City Hall for the media and public on the Friday before the regular meeting. Nothing contained herein shall prevent the Mayor, Council members, or the City Administrator from adding a matter to the agenda prior to the City Council approval of the agenda according to Section 4. 11. COUNCIL COMMITTEES Effective February 6th, 2018, Standing Committees will be suspended in lou of the Formatted: Superscript workshop meetings to be held on the first and third Tuesdays of each month beginning at 5:30 p.m. and ending at 6:45 p.m. as described in Section 2.4 11.1 Standing Committees: There shall be three (3) sub-committees of the Council. A. Finance Committee. This committee shall consist of the Mayor, or his or her designee, who serves as the Chair and three (3) Council members nominated by the Mayor Pro Tem and confirmed by the City Council. The Finance Committee has the responsibility to review and report its recommendations on the annual budget and such other matters that relate to the financial affairs of the City.  12 B. Public Safety Committee. This committee shall consist of the Mayor, or at the Mayor's discretion, three (3) Council members with one (1) Council member nominated by the Mayor and two (2) Council members nominated by the Mayor Pro Tem with all members confirmed by the City Council. The Public Safety Committee, upon the request of the Mayor or City Council shall review, and make recommendations to the City Council on issues related to the public health, safety and welfare of the citizens of Liberty Lake including, but not limited to, considering and reviewing programs, plans and other non-personnel activities involving police and fire services as well as other public safety activities of the City. C. Community Development and Public Works Committee. This committee shall consist of the Mayor, or at the Mayor's discretion, three (3) Council members with one (1) Council member nominated by the Mayor and two (2) Council members nominated by the Mayor Pro Tern with all members confirmed by the City Council. The Community Development Committee shall review and recommend to the City Council matters which relate to the orderly growth and development of the City. The Public Works Committee reviews matters which relate to public works, including but not limited to, the infrastructure and public improvements owned, controlled or operated by the City. D. Members of the standing committees shall be appointed for a one (1) year term at the second meeting in January of each year. 11. SUSPENSION AND AMENDMENT OF RULES 11.1 Suspension of These Rules: Any provision of these rules may be temporarily suspended by a vote of a majority of the Council. 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. 12  RESOLUTION NO. 18-235 CITY OF LIBERTY LAKE SPOKANE COUNTY, WASHINGTON A RESOLUTION ADOPTING THE OFFICIAL FLAG OF THE CITY OF LIBERTY LAKE. WHEREAS, a flag design contest was engaged and hosted by the City of Liberty Lake and other community businesses and organizations in 2017; and WHEREAS, a contest winner was chosen based upon a unique design and representation of various historic, cultural, and geographic aspects of Liberty Lake; and WHEREAS, the designer has dedicated the flag design to the public domain; and WHEREAS, symbolism within the flag design includes the following: the beautiful mountains that surround Liberty Lake as well as a silhouette of the historical pavilion; underneath the pavilion, the lake is represented with the blue lines; green symbolizes the green parks and golf courses that are spread throughout Liberty Lake; the Statue of Liberty's crown represents our nation’s liberty and freedom when they hear Liberty Lake; and WHEREAS, the flag design features and specifications, including ideal proportions, color, ideal display, and variations, are illustrated in the attached Exhibit A to this Resolution; and WHEREAS, the City Council acknowledges the potential for increasing visible and popular support of the Liberty Lake Flag by many people in Liberty Lake and surrounding communities; and WHEREAS, the City Council wishes to recognize this visible and popular support by making the design the official city flag: NOW, THEREFORE, be it resolved by the City Council of the City of Liberty Lake, Washington, as follows: 1. That the City Council accepts and adopts the flag as the official flag of the City of Liberty Lake, the design features and specifications of which are illustrated in the attached Exhibit A. Passed by the City Council this ____ day of January, 2018. Mayor, Steve Peterson 1 Attest: Approved as to Form: ______________________________ __________________________ Ann Swenson, City Clerk Sean P. Boutz, City Attorney 2 Exhibit A Introduction of Upcoming Agenda Items  DRAFT CITY COUNCIL ADVANCED AGENDAS For Planning Discussion Purposes Only As of January 10, 2017 Please note: This is a work in progress; items are tentative January 23, 2018 Special Meeting Workshop DUE N/A Strategic Planning February 6, 2018 DUE Tuesday, January 30 1. COMMITTEE WORKSHOP DISCUSSIONS (5:30 p.m.):  Finance  Public Safety  Library 2. CITY COUNCIL ACTION ITEMS (7:00 p.m. regular session) a. Consent Agenda (minutes, vouchers) b. RESOLUTION: Updating the financial policy TENTATIVE ITEMS: Date Item Point of Contact February 20 Committee Workshop Discussions (5:30 p.m.)  Finance  Community Development  Public Works PENDING Trailhead Property – Work with the Liberty Lake Sewer & Water District to combat issue of “drug forts” Katy Allen Award bid for striping of Appleway East of Molter Andrew Staples Award bid for construction of beacon install @ apts/HD Andrew Staples Award bid for signals @ Madson/Signal (pending Andrew Staples successful funding) River Crossing South Final Plat Resolution Amanda Tainio River Crossing North 3rd Addition Final Plat Resolution Amanda Tainio 2018 – 2023 City Capital Facilities Plan Update Amanda Tainio Approve service contract with Ptera for phones and RJ Stevenson cameras Approve consultant agreement for community outreach & improved communication Katy Allen Restaurant lease agreement at Trailhead RJ Stevenson st Planning Commission Re-Confirmations (recurring – 1 nd or 2 meeting every December) Amanda Tainio