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Home My WebLink AboutPacket Special Council Mar 1 2022Whatcom County Council (Special) COUNTY COURTHOUSE 311 Grand Avenue, Ste #105 Bellingham, WA 98225-4038 (360) 778-5010 Meeting Agenda Tuesday, March 1, 2022 9:30 AM Virtual Meeting VIRTUAL MEETING - COUNCIL INFORMATIONAL RETREAT COUNCILMEMBERS Barry Buchanan Tyler Byrd Todd Donovan Ben Elenbaas Carol Frazey Kaylee Galloway Kathy Kershner CLERK OF THE COUNCIL Dana Brown -Davis, C.M.C. Council (Special) Meeting Agenda March 1, 2022 Call To Order Roll Call Announcements Individuals who require special assistance to participate in the Council's meetings are asked to contact the Council Office at 360.778.5010 at least 96 hours in advance. Councilmembers, Council Office staff, and select County staff members will meet to discuss general rules, policies, and procedures related to Council business (actions related to office procedures may be taken at this meeting) Topics of discussion may include: • Introductions • Open Public Meetings Act • Open Public Records Act and public disclosure requests • Conflict of Interest • Code of Ethics • Agenda process and timelines • I -Legislate overview (tablet access to agendas and packets) • Council Office supplemental budget process • Quorum issues • Council acting in other capacities • Requesting Council staff assistance • Requesting Administrative staff assistance • Boards and commissions • Board of Equalization overview • Hearing Examiner overview Adiournment Whatcom County Page 2 Printed on 21912024 G0M COG CLERK OF THE COUNCIL Dana Brown -Davis, C.M.C. COUNTY COURTHOUSE 311 Grand Avenue, Suite #105 Bellingham, WA 98225-4038 !y gSNIR.�o (360) 778-5010 WHATCOM COUNTY COUNCIL SPECIAL MEETING NOTICE COUNCIL INFORMATIONAL RETREAT 9:30 A.M. TUESDAY, MARCH 1, 2022 Call to order Roll Call Agenda* COUNCILMEMBERS Barry Buchanan Tyler Byrd Todd Donovan Ben Elenbaas Carol Frazey Kaylee Galloway Kathy Kershner Councilmembers, Council Office staff, and select County staff members will meet to discuss general rules, policies, and procedures related to Council business (actions related to office procedures may be taken at this meeting): Topics of discussion may include: • Introductions • Open Public Meetings Act • Open Public Records Act and public disclosure requests • Conflict of Interest • Code of Ethics • Agenda process and timelines • I -Legislate overview (tablet access to agendas and packets) • Council Office supplemental budget process • Quorum issues • Council acting in other capacities • Requesting Council staff assistance • Requesting Administrative staff assistance • Boards and commissions • Board of Equalization overview • Hearing Examiner overview Adiourn *Morning and lunch (if needed) breaks will be taken during this meeting (times to be announced) 2022WHATCOM COUNTY COUNCIL RETREAT Council staff create files for an agenda in Legistar Council staff review files for upcoming agenda date Council staff create the packets for each meeting Council staff attend meetings and record actions Council staff publish actions of the Council online Files are codified and archived I Certain ordinances require a public hearing, but not all (a list of common public hearings is in your handout) When a majority of the Council wishes to receive public comment on any issue, it may hold a public hearing If substantial amendments are made to any ordinance, an amended ordinance must be introduced and an additional hearing must be held on the amended document. Any time the council substantially amends a recommendation of the planning commission it must hold its own public hearing. Some items have special notice requirements and must be advertised twice before a public hearing can be held What is it? I Legislate is an Pad or desktop app that connects to our Granicus cloud to view and make notes on agendas, files, and attachments — essentially a digital packet you can write on Once logged in, you would work in the cloud to bookmark items, make notes on agenda headers, individual files, or attachments to files This would be available to you before, during and after a meeting and you'd be able to access your notes and bookmarks from all past meetings on any device Some work can be done offline How it functions and what you can do View and access a list of all published agendas Work on individual agenda items and attachments Use app tools to mark up file attachments See the items and your work on them during a meeting Access all your notes and bookmarks, past and present GRAN IC -US Supplemental Budget Process: Council votes to submit budget request Council Staff submits budget request to Finance Finance compiles requests into ordinance Ordinance introduction and action (two meetings) Funds budgeted Staff contracts for services — procurement process Basic Requirements: All meetings must be open and public (with certain exceptions) A meeting is subject to the OPMA when a quorum is present and intends to take action All persons must be permitted to attend No secret ballots Ordinances, resolutions, rules, regulations, and orders must be adopted at a public meeting Penalties for Noncompliance: Action taken at meeting will be null and void Personal liability up to $1,000 Agency liability should legal action be taken 0s Quasi-judicial proceedings, collective bargaining sessions, and committees that are purely advisory are not required to comply Training: Councilmembers must complete OPMA training within 90 days of assuming office and again no less than every four years while in office Agency Computer and Use your County computer and e-mail account Don't delete records or e-mail from your County E-mail account to conduct Council business. computer unless you're sure they aren't public records Personal Computer Personal E-mail Texting/Chatting (Agency or Personal Device) Use your personal computer to access e-mail remotely Forward any e-mail having to do with Council business to your County e-mail. Refrain from texting or chatting about Council - related business. If you do, retain all texts and chats for their full retention period. Voice Mail (Agency or Save voice mails regarding Council business if Personal Device) they have retention value Personal Social Media Refrain from using social media to discuss or post about Council -related business. Social media posts can be public records and can be difficult to retain or retrieve Don't use your personal computer to conduct Council business. If you do, make sure to retain all public records. Don't use your personal e-mail account for Council business Don't use texting or chatting for Council -related business without a clear understanding of how those messages are being retained by the provider. In the event of a PDR, responsive texts/chats will need to be provided. Don't delete all voice mails once you have listened to them. Voice mails can be public records Don't conduct County business via your personal social media accounts All Whatcom County elected officials shall hold themselves fully accountable to the highest ethical, professional and legal standards while holding office. No elected county official shall knowingly participate in the decision -making process on any issue in which the official has a private interest. In the case of a county councilmember, he or she shall announce his or her intent to abstain from voting prior to the beginning of any discussion or deliberation on the issue. Common Ethical Issues: Submitting inflated or false travel expenses Using official letterhead inappropriately Using County office space or equipment for personal use Using County staff or resources for personal services or political campaigning Divulging information from Executive Session Off-color jokes, improper comments, touching staff Using Council position to secure special privileges Giving or receiving gifts for a matter related to Council Accepting employment that may require you to disclose confidential information acquired through your position Holding a private interest in public contracts Agenda item scheduling — Dana (cc Cathy) Upon request of any two or more members of the Council at any Council meeting, an item of business will be placed on the next agenda. You may make a motion to that effect at a Council or committee meeting Research —Any staff member.We will work together to get you needed information. Ordinance and resolution drafting — Dana or Cathy for Council -related items. Jill for boards and commissions -related items. Legislative Analyst Assistance: Minor projects (expected to take less than two hours) are requested directly, or through Dana. Moderate projects (expected to take between two and six hours) are requested through Dana. Major projects (expected to take more than six hours or requiring on -going support) require council approval. Room Reservations —Jackie or Monica Council -appointed boards and commissions — Jill Agenda management system and office accounting — Kristi Board of Equalization — Jennifer Hearing Examiner — Lisa Everything else —Any staff member — we're here to help! Helpful tips regarding requests from the Executive's office Submit requests in writing and leave adequate time for response (provide a deadline if possible) The chair is responsible for forwarding requests of the entire Council/committee All supplemental budget requests are routed through the Executive's Office The Executive's Office then submits requests to Council Confirm with the Executive's Office before scheduling items that require attendance of administrative staff Departments may be contacted directly for information that is publicly available, without going through the Executive's Office first. For more involved/larger requests, department heads may request authorization from the Executive See information packet for a full statement from the Executive's Office