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HomeMy WebLinkAboutPacket Special Council Retreat Mar 18 2025Whatcom County Council (Special) COUNTY COURTHOUSE 311 Grand Avenue, Ste #105 Bellingham, WA 98225-4038 (360) 778-5010 Meeting Agenda Tuesday, March 18, 2025 10 AM Hybrid Meeting - Council Conference Room ANNUAL COUNCIL RETREAT (PARTICIPATE IN -PERSON AT 311 GRAND AVENUE, SUITE 105, SEE REMOTE JOIN INSTRUCTIONS AT www.whatcomcounty.us/joinvirtualcouncil or CALL 360-778-5010) COUNCILMEMBERS Barry Buchanan Tyler Byrd Todd Donovan Ben Elenbaas Kaylee Galloway Jon Scanlon Mark Stremler CLERK OF THE COUNCIL Cathy Halka, AICP, CMC Council (Special) Meeting Agenda March 18, 2025 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. Special Council Item 1. AB2025-228 Annual Council retreat to review general Council rules, policies, and procedures and discuss 2025 priorities Items Added by Revision Other Business Adiournment Whatcom County Page 2 Printed on 61312025 File ID: AB2025-228 File Created: 03/18/2025 Department: Council Office Assigned to: Council (Special) Agenda Date: 03/18/2025 Whatcom County Agenda Bill Master Report File Number: AB2025-228 COUNTY COURTHOUSE 311 Grand Avenue, Ste #105 Bellingham, WA 98225-4038 (360)778-5010 Version: 1 Status: Discussed Entered by: CHalka@co.whatcom.wa.us File Type: Discussion Primary Contact Email: chalka@co.whatcom.wa.us TITLE FOR AGENDA ITEM: Final Action: 03/18/2025 Enactment #: Annual Council retreat to review general Council rules, policies, and procedures and discuss 2025 priorities SUMMARY STATEMENT OR LEGAL NOTICE LANGUAGE: Council to meet for its annual retreat. Topics of discussion include: - Council Office Updates - Expectations - Policy Process - Executive Office Information - Meeting Procedures - Council Priorities HISTORY OF LEGISLATIVE FILE Date: Acting Body: Action: Sent To: 03/18/2025 Council (Special) DISCUSSED Attachments: Agenda, Respectful Workplace Resolution 2022-009, Whatcom County Code 2.02.060 Meetings — Decorum of debate, Council Agenda Deadlines, Councilmember Best Practices Whatcom County Page 1 Printed on 6/3/2025 Agenda Bill Master Report Continued (AB2025-228) Whatcom County Page 2 Printed on 6/3/2025 AGENDA Annual Council Retreat Tuesday, March 18, 2025; 10:00 A.M. COUNCIL OFFICE UPDATES (60 min.) 1. Staff updates 2. Councilmember Handbook 3. Open Public Meetings Act, quorum 4. Open Public Records Act and Public Disclosure Requests 5. Board of Equalization 6. Research Requests 7. Charter Review 8. Internship Program 9. Comprehensive Plan 10. Advisory Groups 11. Legistar 12. Accounting 13. Council Inbox 14. Council Conference Room reservations 15. Communications (Social Media and Newsletter) 16. 2026 Accessibility requirements EXPECTATIONS (30 min.) 1. Respectful Workplace — Resolution 2022-009 2. Sexual Harassment Prevention Training 3. Whatcom County Code 2.02.060 Meetings — Decorum of debate. POLICY PROCESS (30 min.) 1. Policy process - Best Practices for pursuing policy change • Amendments process 2. What is a substantive change LUNCH BREAK (60 min.) EXECUTIVE OFFICE INFORMATION (60 min.) 1. Executive policy priorities 2. Budget 3. Working with the Executive Office 4. County projects in 2025 MEETING PROCEDURES (60 min.) 1. Parliamentary procedures and meeting efficiency 2. Agenda setting a. Agenda Deadlines — Executive and Council b. Sequencing of ordinances and discussion files c. Councilmember driven agenda items 3. Committees a. Structure b. Role of Committee chair 4. Changes for consideration a. Open session b. Meeting end times c. Limits on council member discussions in evening meetings d. Revisit expectations for department heads and staff to be available at evening meetings e. In person vs. remote attendance COUNCIL PRIORITIES (60 min.) 1. Individual Councilmember Priorities for 2025 • Topics of interest for each councilmember • Identify common themes the council body can work on. 2. Council Priorities — Strategic Plan/Work Plan Whatcom County COUNTY COURTHOUSE 311 Grand Avenue, Ste #105 Bellingham, WA 98225-4038 (360) 778-5010 Agenda Bill Master Report File Number: AB2022-111 File ID: AB2022-111 Version: 1 Status: Approved File Created: 02/07/2022 Entered by: DBrown@co.whatcom.wa.us Department: Council Office File Type: Resolution Assigned to: Council Committee of the Whole Agenda Date: 02/22/2022 Primary Contact Email: KGallowa@co.whatcom.wa.us TITLE FOR AGENDA ITEM: Resolution establishing a Respectful Workplace Standard SUMMARY STATEMENT OR LEGAL NOTICE LANGUAGE: Final Action: 02/22/2022 Enactment #: RES 2022-009 This resolution establishes a Respectful Workplace Standard for Whatcom County Councilmembers and Council Office staff HISTORY OF LEGISLATIVE FILE Date: Acting Body: Action: Sent To: 02/22/2022 Council Committee of the Whole RECOMMENDED FOR APPROVAL Aye: 7 Buchanan, Byrd, Donovan, Elenbaas, Frazey, Galloway, and Kershner Nay: 0 Absent: 0 02/22/2022 Council APPROVED Aye: 7 Buchanan, Byrd, Donovan, Elenbaas, Frazey, Galloway, and Kershner Nay: 0 Absent: 0 Attachments: Proposed Resolution Whatcom County Page 1 Printed on 212312022 PROPOSED BY: Frazee Galloway Kershner INTRODUCTION DATE: February 22, 2022 RESOLUTION NO. 2022-009 ESTABLISHING A RESPECTFUL WORKPLACE STANDARD WHEREAS, all councilmembers and staff of the Whatcom County Council Office have the right to work in an environment that is safe, respectful, and free from inappropriate comments or conduct; and WHEREAS, Councilmembers and staff have routinely conducted themselves with the utmost respect and professionalism, and we want to honor and uphold this work environment. NOW, THEREFORE, BE IT RESOLVED by the Whatcom County Council that the following be adopted as the Respectful Workplace Standard of the Whatcom County Council Office: The Whatcom County Council is committed to maintaining a professional and respectful work environment for all county councilmembers, staff, and community members. As stewards of the public trust, each member of the Whatcom County Council and its staff are expected to: (1) Conduct themselves with self-awareness, self-respect, and professionalism; (2) Treat all others with respect, dignity, fairness, and civility, regardless of identity, age, status or position; and (3) Refrain from engaging in hostile, intimidating, offensive, or unlawful activities or behaviors that may amount to discrimination, harassment, sexual harassment, or bullying. This Respectful Workplace Standard applies to all councilmembers and staff of the Whatcom County Council Office. BE IT FURTHER RESOLVED, that the Clerk of the Workplace Standard to all councilmembers and staff of the display in the Whatcom County Council Office, and post website. Ai P-1 VED th(st day of February 2022. Council distribute this Respectful Whatcom County Council Office, )n the Whatcom County Council WHATCZ COUNTY COUNCIL ATTEST. > -� s� u WHAT M CO TY WASHINCTON Dana Brown-Davis„`Clerk of the Council Todd Donovan, Council Chair APPROVED AS TO FORM:' /s/Karen Frakes (approved via e-mail)/JL Karen Frakes, Civil Deputy Prosecutor 2.02.060 Meetings — Decorum of debate. A. Any councilmember desiring to speak shall first be recognized by the chair, and shall confine his or her remarks to the specific subject under consideration or to be considered. The councilmember who has proposed a motion or the committee member who has presented a report shall be allowed the first opportunity to explain the motion or report, and usually is allowed to speak last on it. No member or small group of members shall be permitted to monopolize the discussion on a question. If a member has already spoken and other members wish to speak, they should be recognized in preference to the member who has already spoken on a question. B. Councilmembers shall address each other as "council member" and the council chair shall be addressed as "chair." C. Staff members, presenters, and the general public shall be addressed as Mr., Mrs., Ms., or by their official or honorary title. D. When two or more councilmembers desire to speak at the same time, the chair shall name the member who shall have the floor. E. When a councilmember is speaking, no other member shall hold discourse which may interrupt the speaker except to raise a point of order. The chair should insist that every member be attentive to the business before the assembly. F. Councilmembers shall have time to explain any motion they intend to make. All motions will begin with the words, "I move" and must receive a second prior to being put to a vote. G. When it appears that all councilmembers who wish to speak have done so, the chair shall inquire, "Is there any further discussion?" If there is not, the question is put to a vote. H. To bring a question to immediate vote, a councilmember may move to close debate. If more than one motion is pending, the motion to close debate should specify the pending motions to which it applies (main motion, motion to amend, etc.). The motion to close debate cannot interrupt a speaker, is not debatable, and requires an affirmative vote by two-thirds of the councilmembers in attendance. The motion to close debate should be used in moderation, as members cannot be expected to maintain interest in an organization if they are frequently denied the right to participate in its deliberations. (Ord. 2017-081 Exh. A; Ord. 2015-021 Exh. A; Ord. 2010-044 Exh. A; Ord. 2008-004 Exh. A). COUNCIL MEETING AGENDA DEADLINES 2 Fridays before meeting date Tues. week prior at noon Tues. week prior end of day (Weds at latest) Weds, week prior (Thurs. at the latest) Monday before noon Day of the meeting, before end of day Items due to Executive for review/approval Executive Staff sends email that all Exec items ready Any Council Office items must be agenda ready Email Chairs draft agendas for approval Clerk finalizes agendas and notices the meetings Agenda revisions due — must have materials in hand and pre -reviewed by legal staff, permission from Chair to add Presentations due — Council staff uploads to AB file. (Presenters run their own slides via zoom at mtg) Councilmember Best Practices for the Legislative Process This document outlines your choices from taking a policy idea from formulation to adoption. Policy Idea —► Policy Adoption • Discuss your idea with colleagues as desired as long as the conversation(s) does not constitute a quorum. Identify potential cosponsors. • Identify similar policies in other jurisdictions and which parts you might want to incorporate into your idea. • Discuss with the Executive Office or department heads as needed. • Identify stakeholders and engage with groups or individuals on the issue as needed, including advisory groups. • Review any legal issues with legal counsel. • Determine when the item is "ripe" for a council agenda (ready for a public discussion with councilmembers). • Bring a discussion item to Council if needed. • Introduce your item. • Repeat any of the above items as needed. As you move through these steps, consider the legislative tools you would like to use to accomplish your goals: Available Legislative Tools • Meeting(s) with stakeholders • Memo to the Council— provides research and/or describes the issue in detail • Presentation in Committee — invite an expert to speak on your topic before Council • Council Discussion in Committee — schedule time at a committee meeting to discuss your issue in depth and get feedback from your colleagues • Letter from the Council • Resolution — introduce a formal document that expresses the will of the council on your topic, see Resolution Flow Chart • Ordinance — identifies a change in the Whatcom County Code, backed by the force of law, see Ordinance Flow Chart How legislative staff can help Legislative staff are available to help you research a topic, write memos or summaries, organize stakeholder meetings, compile stakeholder feedback, query advisory groups, draft resolutions and ordinances, and organize agenda items related to council discussions and presentations. Staff will need to know: • What is the deliverable? • Will this be on an agenda? If so... o What type of agenda item (see Legislative Tools) would you like it to be? o When would you like it scheduled? o Which Council committee should it be discussed in? o Which supporting documents would you like added to the bill file? • Will the item (or its implementation) require coordination with the Executive Office? • Which departments, individuals, or outside organizations does staff have your permission to consult? • Timeframes expected for any deliverables. You are welcome to approach any member of the legislative staff with an item, but staff may move or share the work between them based on current workloads. You may consider using the Council Project Request Form, attached. For items that will take significant staff time, please check with the clerk as your first stop. Projects requiring a significant amount of staff time may require the council to make a formal motion to allocate staff time to the project. Adequate councilmember support for your policy item is required to engage staff for a large block of time. Submitting an Amended Version of an Agenda Item To submit an amended version of an agenda bill item, there are several options (in order of preference): 1. Request a word document from council staff and enter your changes using the tracked changes version. Submit to council staff to upload as a 'Substitute' for council consideration. 2. Provide your written changes to staff to create a tracked changes version. Staff will upload the 'Substitute' for council consideration. 3. Email requested changes to council@co.whatcom.wa.us and reference the AB#. Make a motion during the meeting to revise the agenda bill item and refer to the written changes emailed. 4. Make a verbal motion at the dais during the meeting to revise the text. (least preferred for record keeping). Best Practices for Engaging Advisory Groups Volunteer advisory groups serve our community by advising policy makers and providing essential support to county programs and activities. Each advisory group has a specific purpose and is governed by operating statutes. The county has nearly 50 advisory groups established to guide policy efforts on a range of topics. When considering a new policy, council staff can assist with identifying relevant advisory groups and a path forward to gather feedback on policy elements. Resolution Flow Chart PROCESS IDEA REASEARCH OUTREACH DRAFTING LEGAL REVIEW SCHEDULED FOR COUNCIL MEETING Committee discussion Council vote RESPONSIBILITY Councilmember Councilmember Staff Legal Counsel Staff coordinates Councilmember Staff can help with logistics Staff Councilmember Legal Counsel Staff coordinates Staff schedules Councilmember Identifies public speakers if desired OTHER GROUPS DISCUSS WITH OTHER COUNCILMEMBERS ID CO-SPONSORS Do not create a quorum OTHER JURISDICTIONS ADVISORY GROUPS STAKEHOLDERS Ordinance flow chart PROCESS IDEA RESEARCH OUTREACH DRAFTING 1 LEGAL REVIEW 1 SCHEDULED FOR COUNCIL MEETING #1 Council votes to SCHEDULED FOR COUNCIL MEETING #2 Committee discussion Possible public hearing Council votes on ordinance RESPONSIBILITY Councilmember Councilmember Staff Legal Counsel Staff coordinates Councilmember Staff can help with logistics Staff Councilmember Legal Counsel Staff coordinates Staff schedules Staff schedules Councilmember Identifies public speakers if desired OTHER GROUPS DISCUSS WITH OTHER COUNCILMEMBERS ID CO-SPONSORS Do not create a quorum OTHER JURISDICTIONS ADVISORY GROUPS STAKEHOLDERS CLERK OF THE COUNCIL Dana Brown -Davis, C.M.C. COUNTY COURTHOUSE 311 Grand Avenue, Suite #105 Bellingham, WA 98225-4038 (360) 778-5010 WHATCOM COUNTY COUNCIL COUNCILMEMBER REQUEST FOR STAFF ASSISTANCE Please complete this form and submit it to Kirsten Smith at ksmith(a-)co, whatcom, wa, us. Project Name: Please describe the project or task: COUNCILMEMBERS Barry Buchanan Tyler Byrd Todd Donovan Ben Elenbaas Kaylee Galloway Jon Scanlon Mark Stremler What is your proposed approach, or what questions do you have about developing a proposed approach? Additional details to consider: Deliverable (highlight your selection): ❑ Memo ❑ Resolution ❑ Ordinance ❑ Meeting ❑ Other (Please describe): Preferred Due Date: • First draft: • Final version: Council agenda date: • Introduction: • Action: Discussion in which Council Committee (highlight your selection): ❑ Finance and Administrative Services Committee ❑ Public Works and Health Committee ❑ Planning and Development Committee ❑ Criminal Justice and Public Safety Committee ❑ Committee of the Whole ❑ No Committee, Council only Stakeholders to include in the project: Permission to reach out to Administrative Staff and/or stakeholders for information and assistance? (highlight your selection): ❑ Yes ❑ No, this project is confidential FOR COUNCIL STAFF ONLY: Date received: Project Number: Staff assigned: Legal staff review: Associated ordinance, resolution, or AB#: Estimated due date for Council staff review: (Due date for CM response): Additional Notes: