Category: City Council | Policy No.: CC-1 |
Subject: Council Rules and Procedures | Date Issued: 7/11/2023 (Res. 22-388) |
Staff Contact: | Last Updated: 12/4/2023 (Res. 23-408) |
City Council meetings are for the purpose of conducting city business, including but not limited to budgeting (e.g., revenues, expenditures, taxes, fees, monthly payments, capital project payments), long-range planning (e.g., vision, zoning, development, and land use) and addressing federal and state mandates.
A.
All meetings shall be open to the public, except for executive sessions authorized by law (and noted in Council Rules and Procedures, Section 7, Executive Sessions) and collective bargaining sessions and related proceedings described in RCW 42.30.140. Final action resulting from executive session discussions will be taken during a meeting open to the public as required by law.
B.
Meetings will be orderly and will involve Councilmembers, City staff, consultants, and members of the public, which will allow all viewpoints to be heard and considered.
C.
Meetings will be called to order by the Presiding Officer, who shall be the Mayor, the Deputy Mayor in the absence of the Mayor, or a Councilmember selected by the City Council in the absence of both the Mayor and Deputy Mayor.
D.
Meeting types:
1.
There will be three regular meetings per month on the 2nd, 3rd, and 4th Monday evenings. If a regular meeting falls on a holiday, it will be held the next day, Tuesday, unless canceled by the City Council. There will be no regular meetings on the 1st and 5th Monday evenings.
2.
Additional meetings, which may be referred to as meetings or work or study sessions, will be scheduled as needed.
3.
Executive sessions will be scheduled as needed.
4.
Town Hall meetings will occur periodically as determined by the City Council.
5.
Coffee-With-Council is an open forum for the public to discuss issues with Councilmembers. It will occur twice a month, generally on one Monday and one Saturday at times to be announced. If no Councilmembers are able to attend, notification of the cancellation will be made. No more than three Councilmembers may attend. If specific operational issues are brought up by the public, they should be asked to fill out a Service Request on the City’s website to properly track, record, and manage the issue. If a Service Request has been filled out and the person has not received a response, then it will be referred to the City Manager for follow-up. Coffee with Council is not intended to result in tasking the city manager or staff with new initiatives or operational tasks.
6.
Retreats will be scheduled yearly, or more often if needed when extended blocks of time are needed to set priorities and make long-term plans for the City.
7.
The Council has the prerogative to form ad hoc committees or workgroups of not more than three members to work on issues that will be brought forward to the full Council for consideration.
E.
All public meetings will be scheduled or announced, and agendas will be prepared and made available in advance as required by State law (the Open Public Meetings Act). Meetings may be added or canceled as discussed and approved by the City Council.
F.
Actions may be taken, motions may be passed, proclamations may be made, and resolutions and ordinances may be adopted at regular meetings, or special meetings with proper notification.
G.
Meeting agendas with relevant information on each topic will be available 10 days in advance whenever possible.
H.
Regular and special meetings will be recorded by the City Clerk or designee and posted within 72 hours.
I.
Remote attendance and voting will be allowed as noted in Section 6.
J.
Copies of all documents distributed in the Council chambers pertaining to Council business, as well as copies of all documents submitted by speakers during Public Comments, shall be provided to the City Clerk and distributed as necessary.
A.
These rules constitute the official rules and procedures and code of conduct for the City Council.
B.
In addition to these rules, the City Council shall conduct its meetings in compliance with the most current edition of Robert’s Rules of Order Newly Revised (Robert’s Rules). A copy shall be maintained in the office of the City Clerk.
C.
Where there is a conflict between these rules and Robert’s Rules, these rules shall govern. Where there is a conflict between these rules and State and federal laws, the State and federal laws shall govern.
D.
In general, the City Council will follow Robert’s Rules for “Formal Debate,” including requiring a second for all motions and disallowing the Presiding Officer from making motions.
E.
Robert’s Rules of Order for “Small Boards” will be used to:
A.
The Presiding Officer will call a meeting to order.
B.
The Presiding Officer will request the City Clerk to call the roll of the Councilmembers. The Clerk will record the names of Councilmembers present and absent. The Clerk will also note the time of any late arrivals and early leave-takings for the record.
A.
Members of the public may only speak during the designated Public Comment period, or during a scheduled public hearing, or a quasi-judicial hearing (as discussed in Section 8 below).
B.
No person shall address the City Council at a meeting without being recognized by the Presiding Officer.
C.
The Presiding Officer or City Clerk will state the rules for the Public Comment period. This may include items such as:
1.
Members of the public must sign the log prior to the Public Comment period to be allowed to speak. They are not required to sign anywhere to attend the meeting.
2.
They must state their name and city of residence.
3.
Each person will be given three minutes. However, if more than twenty people are signed up to speak (counting both on-site and virtual speakers), then the public comment time limit will be automatically reduced to two minutes per person. The Mayor will be informed of the number of persons signed up prior to public comment so that the correct time limit will be applied, and said time limit will continue to apply even if a person opts out or leaves the meeting prior to giving public comments. The Presiding Officer may alternate comments between in-person and online commenters.
4.
It is a time for members of the public to speak on any topic(s) of their choice.
5.
It is not a time for the Council or staff to answer questions, but exceptions can be made at the discretion of the Presiding Officer.
6.
Comments should be addressed to the Presiding Officer and the City Council, not the audience.
7.
If members of the public agree with the comments of previous speakers, they are encouraged to state that their comments have already been made by previous speakers.
8.
Section 8.3 Rules of Decorum and Section 8.4 Interruptions – Procedure shall apply to public comments.
9.
Suspension of public comment rules will require a majority vote of the Councilmembers present.
D.
No person may use the designated Public Comment period to support or oppose any candidate for public office or ballot measure in a manner that violates RCW 42.17A.555.
E.
The Presiding Officer will allow members of the public to return to their seats in the audience before responding to their presentations.
F.
There will be no two-way conversations between Councilmembers and members of the public.
G.
The Presiding Officer may direct the City Manager to follow up with members of the public on issues brought before the City Council. However, if public comment is about operational issues then the Presiding Officer should refer the resident to the main page on the City’s website where they can report a concern. Operational requests raised during Public Comment should not get special priority or attention.
A.
The Council aims to provide a virtual meeting option whenever possible and technologically feasible. Members wishing to comment virtually during a public comment period, or a scheduled public hearing, will be required to submit a request in advance using a form approved by the City Clerk’s Office and provided through the city website.
B.
The Council may, at its discretion, eliminate the remote public comment option if necessary due to security, safety concerns, or as otherwise determined necessary by the Council.
C.
The City Clerk’s Office is authorized to evaluate all requests to comment virtually submitted on the approved form, with the goal of allowing the maximum number of requests subject to confirmation procedures established by the City Clerk’s Office.
D.
The City Clerk’s Office is authorized to make changes to the registration form or process to enhance security or efficiency as necessary.
E.
If approved to comment, virtual public comments must adhere to the same rules outlined in section 2.3 (Public Comment) or 8.2 (Public Hearings).
F.
Guests providing virtual comments will “display” their first and last name before being called on.
A.
The consent agenda streamlines Council proceedings by addressing routine matters without extensive deliberation. Inclusion in the consent agenda is suitable for items in the following categories:
1.
Minutes: Approval of meeting minutes from previous sessions.
2.
Voucher Approval Reports; Payables
3.
Routine Contracts: Standard service contracts or procurements within established budgetary limits.
4.
Reports and Updates: Receipt of non-debatable reports or updates.
5.
Procedural Matters: Non-contentious appointments, reappointments, or procedural changes.
6.
Implementing Prior Direction: Actions implementing Council direction from budget, policy documents, or previous meetings.
7.
Final Actions Directed by Council: Finalizing actions previously directed by the Council, possibly in the form of resolutions or ordinances.
B.
Items included in the consent agenda must adhere to guidelines and not require extensive discussion. Excluded items will be scheduled for individual consideration during the business agenda of Council sessions.
C.
The consent agenda aims to streamline Council proceedings, optimizing time while ensuring transparency and adherence to prior directives. Any item on the Consent Agenda may, at the request of any Councilmember, be removed and considered and voted on separately. Requests to remove a consent item for consideration may be done during the Agenda Approval or Consent Agenda segments of the meeting.
A.
Councilmembers may give reports, make comments, and/or raise new topics or issues during “Councilmember Reports, Comments and Initiatives.” No final action or direction to staff can be taken on comments or topics raised. However, during Councilmember Reports, the Mayor (or Presiding Officer) may request Council concurrence to sign on to a document showing City support for a particular issue or position.
B.
Each Councilmember will have 5 minutes for reports, comments and new topics/issues. Extra comments can be submitted in writing.
C.
In raising a new topic or issue, the Councilmember must present it as a concept that includes a statement of how the topic or issue relates to existing City goals or to other important Council discussions.
A second Councilmember must agree to discuss the new topic or issue in order for it to be discussed by the City Council.
The Presiding Officer will direct discussion of the new topic or issue to determine whether there is majority support to move it to a future agenda.
After discussing the new topic or issue, the City Council will vote or come to a consensus on whether to move the topic or issue forward as a future agenda item.
D.
By majority vote of Councilmembers present at a meeting, the maximum time for any or all Councilmember reports and comments may be extended.
City Council meetings shall not extend beyond 110:00 p.m. unless extended by motion and approved by a simple majority of the City Council. The motion shall include the length of time of the extension.
A.
Agenda items not completed when having reached the End of Meeting in Section 2.8 shall be moved to the agenda of the next Regular or Special Meeting.
A.
The City Council acts as a collective body to set policy direction. Council direction comes from the Council dais. Policy direction and requests for new initiatives should not happen outside of the Council meeting. Council decides the policy direction, while the City Manager determines the operational enactment of policies.
B.
Council direction on workload and priorities is normally established two times per year: At budget adoption and at the retreat. While emergent and high priority issues may unexpectedly come up during the year, the Council should try to respect the process of providing priority and workload direction through the budget and the retreat.
C.
The work set forth through budget and the retreat, plus daily City operations, is always ambitious and more than fills the time of staff. To support organizational health and morale, and to maximize efficiency and effectiveness, if a new initiative is to be considered, a corresponding workload item will need to be deleted or a new resource will need to be added.
D.
In fulfilling their role as members of a collective policy-making body, Councilmembers will:
1.
Focus on policy matters, including but not limited to priority setting, long-range planning, budgeting, federal and state mandates, City Manager recruitment, hiring, evaluation and termination, and approval of employee positions.
2.
Not focus on administrative or operational issues and matters. If a Councilmember has an operational request (e.g., pothole, right-of-way vegetation, etc.), the Councilmember will be directed to use the Service Request process and system, and such requests will be treated like any other request from a resident. Councilmembers do not vicariously request operational city services or report operational concerns on behalf of residents unless the issue or concern is an immediate safety or environmental hazard. Requesters should be directed to go through the Service Request system. If a requester says they tried the service request process and did not get a response or received an unsatisfactory response, the Councilmember can bring it to the City Manager’s attention, and the City Manager will work through the appropriate department head(s) to resolve the matter.
3.
Comply with the laws, regulations and policies affecting operation of City government.
4.
Use public office for public good, not personal gain.
5.
Be independent, impartial and fair in judgments and actions.
6.
Conduct public deliberations and processes openly, unless legally confidential and privileged, in an atmosphere of respect and civility.
7.
Monitor and understand operations of the City to be knowledgeable in order to provide policy direction.
8.
Represent the City at local, state, and national forums.
9.
Represent the City to its residents and members of the public.
10.
Notify staff in advance of meetings regarding key questions and discussion points that likely will be raised and addressed during meetings, to allow the staff time to prepare for the questions and discussions.
11.
Contact the City Manager only for questions and thinking through policy issues that are in upcoming published agenda items. Note that direction to perform any work cannot arise from these discussions, but rather needs to come from the collective body of the City Council. Questions and issues not pertinent to the immediately upcoming agenda should be raised at regularly scheduled one-on-one meetings with the City Manager as indicated in Section 3.2.6.
12.
Interact with City staff and consultants through the City Manager, who is responsible for their duties and use of time, with the following exceptions:
a.
Councilmembers may contact the Executive Assistant directly for clerical and incidental administrative tasks such as processing reimbursements, making copies, calendaring, travel arrangements, and conference registrations.
b.
Councilmembers may contact the City Clerk directly (cc: City Manager if by email) for incidental things relating to Council meetings, such as getting the right meeting link, getting a copy of a packet item, making sure they have the right chair, getting the battery changed out in their microphone, etc.
c.
Councilmembers may ask routine questions of city departments that can be answered in a few minutes. Examples may include questions about items on upcoming Council meeting agendas, the city’s existing development regulations and other city codes, the city’s adopted budget, and administrative issues and procedures. In these cases, Councilmembers can direct their questions through the department heads, provided they include the City Manager in the communications. If the department head determines that the Councilmember’s question will take more than a few minutes to answer, they will seek guidance from the City Manager. Councilmembers are not to contact department heads or other staff directly to direct work, request research, policy analysis, changes in operations or priorities, or similar issues.
d.
Councilmembers may contact the City Attorney directly if needed for legal questions, provided that the City Attorney may contact the City Manager for direction on workload priorities.
e.
Mayor (or Presiding Councilmember) may work directly with the City Clerk for obtaining signatures on Council-approved documents and other incidental matters pertaining to Council meetings.
13.
Be attentive to and interact with the public as indicated during Coffee with Council (Section 1.2.4.5), Public Comments (Section 2.3), Public Testimony (Section 8) and at other times in the community. Residents often raise policy or program ideas that may be addressed in the following ways:
a.
If a policy issue raised is worth exploring, Councilmembers should bring ideas forward to the collective City Council with two-councilmember sponsorship (see 2.B.), rather than to the city manager, while also respecting existing priorities and work plans.
b.
If a resident has an idea for a specific event or “love note,” the Councilmember should ask the resident if they are willing to plan and produce it, and then give them the contact information of the City’s recreation coordinator who may support it in the following two ways:
14.
Access City computers and electronics at the appropriate access level. A City computer, such as a laptop, will be provided for City business, and it may not be used for personal business.
a.
Cell Phone. If a Councilmember wishes to have a City-provided cell phone for City use, one will be provided.
b.
Key Card. Each Councilmember will be given a key card to access City Hall main entrance, Council Chambers, and the executive conference room.
c.
City Property. All City devices (e.g., computer, laptop, cell phone, key card, and other accessories) are the property of the City of Kenmore and will be returned to the City at the end of the term of office.
A.
Serve as the primary point of contact between the City Council and City staff and consultants. The City Manager works for and serves at the will of the City Council. All other City employees work for and report to the City Manager.
B.
Direct the time of City staff and resources of the City in accordance with City Council approved priorities and budgets.
C.
Spend City funds per the City’s adopted purchasing policies, which align with State and City laws.
D.
Prepare agendas for meetings and retreats with input from the Mayor.
E.
Provide timely, useful information evenly and equally to all Councilmembers.
F.
Meet with each Councilmember as mutually acceptable to the City Manager and the Councilmember. The main purposes for these meetings with three or fewer Councilmembers are for the City Manager to give updates and for Councilmembers to bring up questions. It is not a time for tasking the City Manager, nor is it a time to direct the City Manager to implement new programs or policy initiatives or otherwise add any new work to the City Manager. That direction comes from the majority decision of the Council.
G.
Prepare adequately for City Council meetings.
H.
Meet with members of the public as needed to solve problems and answer questions.
I.
Interact with other public agencies to accomplish City Council goals and policies.
J.
Respond to Councilmember questions and concerns equitably.
For efficiency and transparency, the Council adopts the following procedures to fill the positions of Mayor and Deputy Mayor:
A.
Mayor
1.
The City Clerk will open and call for nominations for the position of Mayor, giving every Councilmember an opportunity to nominate one person, including him or herself.
2.
Once all nominations are made, the City Clerk will close the nominations and ask for discussion. The City Clerk will ask each Councilmember if they wish to speak once to make their case for a particular nominee.
3.
After each Councilmember has had a chance to speak, the City Clerk will close discussion and begin the voting process.
4.
If there is a singular nomination, the vote will be taken by unanimous consent.
5.
If there are multiple nominations, the vote will be taken by a show of hands.
6.
Each member of the Council will vote for the preferred nominee, and keep the hand raised until the clerk has registered the vote.
7.
Votes will be taken in order of nomination received.
8.
The voting rounds will continue until a majority of 4 votes has tallied in favor of a nominee. A nominee may withdraw a nomination before a new round of voting begins.
9.
The newly-elected Mayor will immediately assume the role of chair/ presiding officer.
B.
Deputy Mayor
1.
The newly elected Mayor will call for nominations for the position of Deputy Mayor.
2.
Each Councilmember may nominate one person, including him or herself at this time.
3.
Once all nominations are made, the Mayor will close the nominations and allow time for discussion. Each Councilmember will be allowed to speak once to make their case for a particular nominee.
4.
After each Councilmember has had a chance to speak, the Mayor will close the discussion and begin the voting process.
5.
If there is a singular nomination, the vote will be taken by unanimous consent.
6.
If there are multiple nominations, the vote will be taken by a show of hands.
7.
Each member of the Council will vote for the preferred nominee, and keep the hand raised until the Clerk has registered the vote.
8.
Votes will be taken in order of nomination received.
9.
The voting rounds will continue until a majority of 4 votes has tallied in favor of a nominee. A nominee may withdraw a nomination before a new round of voting begins.
10.
The Councilmember who receives the most votes will immediately assume the role of Deputy Mayor.
A.
Primary roles: facilitate meetings; represent the City at local, state and national forums; and represent the City in a ceremonial capacity.
B.
Keep the City Council informed of the Mayor’s activities with reports during Councilmember Comments.
C.
Announce in advance public presentations, ceremonies, and events that the Mayor is invited to attend.
D.
Bring new issues to the City Council during Council Initiatives.
E.
Request other Councilmembers to attend meetings in place of the Mayor when they cannot attend, or to join the Mayor at such meetings to increase the City’s representation.
F.
In the event that a City Manager resigns or leaves, the Mayor will work with the City Council to find a replacement using a recruitment agency.
This section provides guidance to the City Council on filling vacancies and appointing a Pro Tempore when a Councilmember requests an extended leave of absence.
B.
RCW 35A.13.020 (and RCW sections cited therein) – Vacancies – Filling Councilmember Vacancies
C.
RCW 35A.13.035 – Pro Tempore appointments
D.
RCW 42.30.110(1)(h) – Executive Session Allowed to Evaluate Qualifications of a Candidate for Appointment to Elective Office
A. A “vacancy”
occurs on the happening of any event identified in RCW 42.12.010, as amended, which includes resignation, removal, forfeiture, permanent incapacity, or death of a Councilmember.
B. “Leave of absence”
means a temporary interval when a Councilmember is unable to serve due to extended excused absence or incapacity but expects to return to full service prior to the end of his or her term of office.
C. “Permanent incapacity”
means a physical or mental incapacity that is reasonably expected to prevent the Councilmember from returning to full service (including but not limited to attending consecutive regular meetings of the council) prior to the end of his or her term of office.
The remaining Councilmembers, by a simple majority vote, may grant a leave of absence to a Councilmember upon receipt and approval of a written request.
A.
Upon receiving notice of an upcoming vacancy or the occurrence of a vacancy, the remaining Councilmembers, by a simple majority vote, shall fill the vacant position using one of the following procedural options:
1.
Appoint a candidate to fill the vacant position without the process described in Section 4.6 below;
2.
Appoint a candidate to fill the vacant position according to the process described in Section 4.6 below; or
3.
Appoint a candidate to fill the vacant position using another process based on the circumstances at the time of the vacancy and the needs of the City Council.
B.
After a leave of absence is approved, the remaining Councilmembers, by a simple majority vote, shall select one of the following options:
1.
Leave the position unfilled during the leave of absence;
2.
Appoint a Councilmember Pro Tempore by a simple majority vote, without the process described in Section 4.6 below;
3.
Appoint a Councilmember Pro Tempore according to the process described in Section 4.6 below; or
4.
Appoint a Councilmember Pro Tempore using another process based on the circumstances at the time of the leave of absence and the needs of the City Council.
C.
The Councilmember who is vacating his or her position, or seeking temporary leave of absence, shall not participate in the appointment process.
A.
If one of the following events occur: a) the City Council receives notice of an upcoming vacancy, b) a vacancy occurs, or c) City Council determines to appoint a Councilmember Pro Tempore, the City Council shall direct staff to begin the Councilmember application process and establish an interview and appointment schedule so that the position is filled at the earliest opportunity.
B.
The City Clerk’s Office shall prepare and submit an advertisement to the newspaper of record, with courtesy copies to the closest local newspaper, which announces the vacancy consistent with the requirements necessary to hold public office. This advertisement shall contain such information that the City Council deems appropriate. The announcement will also be sent via the City’s other regular communication channels (email and social media).
C.
The applicant must be a registered voter of the City of Kenmore, have a one-year continuous period of residency in the City of Kenmore, and hold no other public office or employment under the City of Kenmore government.
D.
The City Clerk’s Office shall prepare an application form that requests appropriate information for City Council consideration of the applicants. The application form must include the question: “Is there anything in your background that would bring discredit to this city if appointed?” The application form must also require the applicant to agree to complete and file a Washington State PDC Form F-1 upon appointment. The application form will also include the applicant’s consent for the City to conduct a criminal background check on the applicant prior to being interviewed by the Council. The City Clerk’s Office shall make the applications available at Kenmore City Hall and such other locations that the City Council directs if any.
E.
The City Clerk’s Office shall distribute to all Councilmembers the applications received by the deadline. The applications shall be accompanied by any additional information submitted by the applicant and obtained by the City Clerk’s Office, such as endorsements, letters of reference, and other pertinent materials.
A.
The City Council will determine which applicants will be interviewed according to qualifications submitted.
B.
The City Clerk’s Office shall notify the selected applicants of the location, date, and time of City Council interviews.
C.
Prior to the date and time of the interview, the Mayor shall accept one interview question from each Councilmember.
D.
Prior to the interview, theCity Clerk shallobtainandprovidetothe Councilmembers a Criminal Background Check for the applicant.
E.
The applicant’s order of appearance shall be determined by a random lot drawing performed by the City Clerk.
F.
Each interview of an applicant shall be no more than 30 minutes in length. At the interview:
A.
Upon completion of the interviews, Councilmembers may convene into Executive Session to evaluate the qualifications of the applicants; however, all interviews, nominations and votes taken by the Councilmembers shall be in open public session.
B.
In voting on the applicants, the City Council shall follow Robert’s Rules of Order Newly Revised.
C.
The position shall be filled by the applicant receiving a majority vote of the remaining members of the City Council. Thus, balloting will continue until an applicant receives a majority of four votes.
D.
At any time during the balloting process, the City Council may postpone balloting until a special or regular meeting if no applicant has received a majority of four votes.
E.
The Mayor shall declare the applicant receiving a majority of four votes as the new Councilmember or Councilmember Pro Tempore, and they shall be sworn into office at the earliest opportunity, or no later than the next regularly scheduled City Council meeting.
Permanent vacancies must be filled within ninety (90) days following the occurrence of the vacancy.
A.
The new Councilmember shall serve the portion of the unexpired term until his or her successor takes office, pursuant to State law.
B.
A Councilmember Pro Tempore appointed to serve during a leave of absence of a Councilmember shall serve only until such time as the Councilmember resumes his or her duties.
This section sets forth a Code of Conduct for Councilmembers regarding ethics and conflicts of interest, and the Councilmembers’ treatment of each other, City staff, City consultants, members of the public, and others with whom they come into contact while representing the City.
B.
No Councilmember may use his or her position to secure special privileges or exemptions for himself, herself, or others. See RCW 42.23.070. In addition, except for incidental electronic and telephone communication, Councilmembers shall not use public resources that are not available to the public in general, such as City staff time, equipment, supplies, or facilities, for other than a City purpose.
C.
No Councilmember may accept employment or engage in business or professional activity that the Councilmember might reasonably expect would require or induce him or her by reason of his or her official position to disclose confidential information acquired by reason of his or her official position. See RCW 42.23.070(3)
D.
Councilmembers owe a fiduciary duty to the public and are required by law to maintain confidentiality with regard to certain information gained through their official positions. Therefore, no Councilmember may disclose confidential information gained by reason of the Councilmember’s position, nor may a Councilmember otherwise use such information for his or her personal gain or benefit. See RCW 42.23.070(4).
E.
If a Councilmember participates in litigation contrary to an official City position or action as adopted or ratified by a majority of the City Council, the Councilmember shall recuse himself or herself and not participate in any vote, deliberation or executive session, or receive confidential information regarding further consideration or action in that matter, once litigation regarding the matter has been served or filed. The fact that a Councilmember voted in opposition or expressed in his or her official duties an opinion in opposition to the official action or position prior to the filing or service of litigation shall not, by itself, be sufficient to trigger the need for recusal or nonparticipation.
Once litigation has been served or filed, communication regarding the case with anyone other than City staff, the City Attorney or outside legal counsel involved in the litigation of the case is discouraged during the pendency of the litigation. Councilmembers shall not in their official capacity make any comment, provide any information or otherwise involve themselves in the matter without the assistance and advice of the City attorney or outside legal counsel.
F.
It shall be an appearance of conflict, which must be disclosed, (1) for any Councilmember to acquire or seek to acquire an interest in property that the City is actively seeking to acquire or has stated its intent to acquire, (2) for any Councilmember to acquire or seek to acquire an interest in property that is immediately adjacent to such property, or (3) for any Councilmember to benefit personally by the City’s acquisition or non-acquisition of such property.
G.
No Councilmember shall be beneficially interested, directly or indirectly, in any contract which may be made by, through or under the supervision of the Councilmember, in whole or in part, or which may be made for the benefit of his or her office or accept, directly or indirectly, any compensation, gratuity or reward in connection with such contract from any other person beneficially interested therein. See RCW 42.23.030. This section shall not apply in the following cases (See RCW 42.23.030):
1.
The furnishing of utility services by the City at the same rates and on the same terms as are available to the public generally;
2.
The designation of public depositaries for City funds;
3.
The publication of legal notices required by law to be published by the City, upon competitive bidding or at rates not higher than prescribed by law for members of the general public; or
4.
Any other exception provided for by law.
H.
A Councilmember may not vote in the authorization, approval, or ratification of a contract in which they are beneficially interested even though one of the exemptions allowing the awarding of such a contract applies. See RCW 42.23.030. The interest of the Councilmember must be disclosed to the Council and noted in the official meeting minutes before the formation of the contract. See RCW 42.23.030.
I.
A Councilmember is not interested in a contract, within the meaning of Sections 5.2.7 and 5.2.8 above, if the Councilmember has only a remote interest in the contract. A “remote interest” means:
1.
That of a non-salaried officer of a nonprofit corporation.
2.
That of an employee or agent of a contracting party where the compensation of such employee or agent consists entirely of fixed wages or salary;
3.
That of a landlord or tenant of a contracting party; or
4.
That of the holder of less than one percent of the shares of a corporation or cooperative which is a contracting party.
J.
If a Councilmember has a remote interest in a contract, the City Council may authorize, approve or ratify the contract, despite such remote interest, provided that the following conditions are satisfied:
1.
The Councilmember with the remote interest fully discloses the nature and extent of the interest, and the disclosure is noted in the official meeting minutes before the contract is made.
2.
The City Council authorizes, approves, or ratifies the contract after that disclosure and notation.
3.
The City Council’s authorization, approval, or ratification is in good faith.
4.
Where the votes of a certain number of Councilmembers are required to authorize, approve, or ratify the contract, the vote requirement is met without counting the vote of the Councilmember who has the remote interest.
5.
The Councilmember having the remote interest does not influence or attempt to influence any other Councilmember to enter into the contract.
L.
Any Councilmember violating the provisions of Sections 5.2.7 through 5.2.10 above, Section 5.2.13 below, or RCW 42.23.070 shall be liable to the City for a penalty in the amount of five hundred dollars, in addition to such other civil or criminal liability or penalty as may otherwise be imposed upon the Councilmember by law. See RCW 42.23.050. In addition, a violation by a Councilmember of Sections 5.2.7 through 5.2.10 above or RCW 42.23.070 may be grounds for forfeiture of his or her office. See RCW 42.23.050.
M.
Councilmembers shall not receive from or give to any person or entity anything of monetary value (hereafter referred to as “gifts”) where the gifts have been received or given, or to a reasonable person would appear to have been received or given, with intent to give or obtain special consideration or influence as to any action by the Councilmember in his or her official capacity (“prohibited gifts”); provided, that nothing shall prohibit campaign contributions which are solicited or received and reported in accordance with applicable law.
N.
The gifts listed below are presumed not to be prohibited gifts. However, this presumption is rebuttable and may be overcome based on the circumstances surrounding the receipt or giving of the gift.
1.
Unsolicited flowers, plants and floral arrangements;
2.
Unsolicited advertising or promotional items of nominal value, such as pens and note pads;
3.
Unsolicited tokens or awards of appreciation in the form of a plaque, trophy, desk item, wall memento, or similar item;
4.
Unsolicited items received by a Councilmember for the purpose of evaluation or review, if the Councilmember has no personal beneficial interest in the eventual use or acquisition of the item;
5.
Informational materials and publications related to the Councilmember’s performance of official duties;
6.
Food and beverages consumed at hosted receptions where attendance is related to the Councilmember’s duties for the City;
7.
Admission to, and the cost of food and beverages consumed at, events sponsored by or in conjunction with a civic, charitable, governmental or community organization, where attendance by the Councilmember is related to the Councilmember’s duties for the City;
8.
Unsolicited gifts from dignitaries from another city, state, or foreign country, as long as the Councilmember give the gift to the City;
9.
Food and beverages on infrequent occasions in the ordinary course of meals where attendance by the Councilmember is related to the Councilmember’s duties for the City;
10.
Any gift which would have been offered or given to the Councilmember if they were not a Councilmember; and
11.
Payments by a governmental or non-governmental entity of reasonable expenses incurred by the Councilmember in connection with a speech, presentation, appearance, or trade mission made in an official capacity.
A.
Be courteous, respectful, kind, and professional at all times with everyone.
B.
Be honest and truthful.
C.
Act with integrity and in good faith.
D.
Foster an environment of mutual respect. Discourteous behavior, such as sidebar discussions, inflammatory language, innuendo, or negative body language, is not permitted.
E.
At meetings, raise your hand to indicate a desire to speak, and then wait to be recognized by the Presiding Officer before speaking.
F.
Stay on the topic being discussed for the efficiency of dealing with the items on the agenda. Remarks must be germane to the topic.
G.
Refrain from speaking more than twice on the same motion as stated in Robert’s Rules of Order.
H.
Comments will be limited to three minutes at a time.
I.
Refrain from asking staff to advertise individual achievements (e.g., classes, awards, being the first of a class of people) through City events or communications (newsletters, press releases).
J.
Refrain from using social media to discuss Council deliberations or other Council business, as this ‘dialogue’ creates an un-trackable set of public records. Social media may be used to provide unidirectional information about upcoming agenda items and to encourage public engagement.
K.
Refrain from emailing the Council as a body (e.g., ci_council@...) with anything that might prompt a group response or requests new action as this may create a dialogue subject to the Open Public Meetings Act. Councilmembers may email the Council as a body if the email simply provides information.
L.
Refrain from interrupting or arguing with another Councilmember while such Councilmember has the floor except as stated in Robert’s Rules of Order, such as a “point of order.”
M.
Refrain from criticizing in public other Councilmembers and personally attacking (verbally or in writing) other Councilmembers, the City Manager, City staff, and City consultants.
N.
If any Councilmember has a complaint against a fellow Councilmember, the City Manager, or a staff member, they will follow city procedures to resolve the issue. They will not broadcast the issue on social media or to the public news media before an evaluation has been done and a conclusion has been reached.
O.
Treat City staff in a polite and professional manner.
P.
Having courtesy expectations is compatible with open and vigorous debate, with a variety of opposing opinions expressed on public issues.
A.
Disagreement and differences of opinion are honored and respected features of government in the City.
B.
When there is disagreement, discuss and clarify the issues before voting.
C.
Councilmembers must not seek out members of the media to express thoughts about a vote. As a matter of courtesy, letters to the editor or other communication should be presented to the full City Council at a meeting prior to publication so that Councilmembers will be aware of the proposed publication.
D.
Councilmembers must not engage in personal attacks against other Councilmembers who voted against the councilmember on issues.
E.
After a vote on an issue, a Councilmember may state an opposing viewpoint, but must clearly state the adopted City Council position and must clarify that the Councilmember’s viewpoint or opinion is the Councilmember’s personal viewpoint or opinion.
F.
When Councilmembers represent the City or attend meetings in an official capacity, they must support and advocate the official City position on an issue, not a personal position on the issue.
A.
The City Council recognizes the right of every Councilmember to free speech, as stated in the U.S. Constitution and as interpreted by the courts and encourages the dissemination of a variety of opinions and ideas for discussion in a lawful manner. Laws concerning free speech are balanced by slander and libel laws.
B.
The adoption of a Code of Conduct is necessary to discourage prohibited conduct as illustrated below.
C.
Prohibited conduct includes, but is not limited to, the following:
1.
Making a personal attack against a fellow Councilmember, the City Manager, or City staff as stated in Robert’s Rules. “Personal attack” means an accusation against a person’s character.
2.
Acting maliciously toward a City staff member or a fellow Councilmember. “Maliciously” means acting with hostility or anger toward, or by bullying or harassing.
3.
Modifying, revising, altering, or editing any document, report, record, or memorandum written by the City Manager, a City staff person, or other Councilmember without the author’s consent or knowledge, and without clearly stating or showing the change, the date of the change, and the person making the change.
4.
Engaging in unreasonable interruption and interference with the day-to-day business of the City. “Unreasonable interruption and interference with the day-to-day business of the City” means:
a.
Contacting City staff, other than as authorized by these rules or by final action of the City Council or by the City Manager, which contact materially limits a City staff member’s ability to complete work assigned by the City Manager or by final action of the City Council; or
b.
Causing the City Manager or a City staff member to correct or explain the Councilmember’s materially inaccurate statements or conduct, where the correction or explanation substantially interrupts the efficient operations of the City.
5.
Making verbal or written contact with City staff, other than a Councilmember’s contact with City staff as authorized by these rules or by final action of the City Council or by the City Manager.
6.
Representing to members of the public, other public agencies, or other persons or organizations, that the City Council will vote or act in a specific manner concerning pending litigation or legislation or concerning any other matter that has not yet come before the City Council for final action but that will be acted upon by the City Council.
7.
Discussing or disseminating information from an executive session to anyone outside of the proper lines of authority. “Proper lines of authority” means Councilmembers, the City Manager, City staff assigned to the topic or matter, designated legal counsel, and others attending the executive session at the invitation of the City Council.
8.
Making contact, either verbally or in writing, with legal counsel representing a person or entity with whom the City has ongoing litigation or negotiations, other than as authorized by the City Manager or by majority vote of the City Council.
9.
Making verbal or written contact with State, county, regional, or city elected or appointed officials, when a Councilmember represents a position contrary to the adopted or declared position of the City or the City Council and when the Councilmember does not disclose such adopted or declared position of the City or the City Council.
10.
Taking actions and voting when there is a conflict of interest as defined in this policy and in Chapter 42.23 RCW. Recusal must be used when there is a conflict of interest. (See Section 5.2, Code of Ethics and Conflicts of Interest)
11.
Engaging in acts of intimidation, discrimination, bullying, bias, or hate acts toward other Councilmembers.
A.
The Council has the power under State law to impose punishment on its members, short of removal from office, for violation of State law or Council rules.
B.
The Council may punish a member for violation of these rules by: a verbal admonition, written reprimand, letter of no confidence, censure, expulsion from the meeting at which the conduct occurs, removal from committee memberships, and/or removal of intergovernmental duties.
C.
The Presiding Officer may give a verbal admonition.
D.
Other punishments not mentioned in Section 5.6.2 require the affirmative vote of five members of the City Council.
E.
A censure is a statement by five members of the City Council that a prohibited action has occurred.
F.
A censure will be in the same form as any other Council motion or resolution. The motion must state the prohibited conduct or action.
Occasionally, a Councilmember will not be able to be physically present at a meeting but will want to be involved in the discussion and/or decision on a particular agenda item. The procedures and guidelines for permitting a Councilmember to attend a meeting via remote access are contained in this Section 6. In the event of a declared emergency at the local, state or federal level, or if the city determines it cannot hold a meeting in person with reasonable safety where Councilmembers or public are in attendance, several or all of the Councilmembers may attend the meeting remotely without the limits set forth in Section 6.2 (Frequency).
Except for a declared emergency at the local, state or federal level, or if the city determines it cannot hold a meeting in person with reasonable safety where members or public are in attendance (OPMA)
Councilmember attendance via remote access is limited to 10 times in a calendar year, but the City Council, by majority vote, may allow additional attendance via remote access.
A.
At least 24 hours before the starting time of a meeting, the Councilmember should advise the City Clerk of the desire to attend via remote access to allow time to prepare for such remote access attendance.
B.
Per state law, any Councilmember and/or public attending a meeting via remote access must be able to hear all speakers in the meeting room, and all persons in the meeting room must be able to hear the Councilmember and/or public attending via remote access.
The topics that may be discussed in executive sessions are set forth in RCW 42.30.110. Executive session topics include, but are not limited to, the following:
A.
Acquisition of real estate when public knowledge regarding the acquisition would cause a likelihood of increased price.
B.
Consideration of the minimum price for sale or lease of City property when public knowledge regarding such consideration would cause a likelihood of decreased price.
C.
Review of negotiations on the performance of publicly bid contracts when public knowledge regarding such review would cause a likelihood of increased costs.
D.
Receipt and evaluation of complaints or charges against a public officer or employee.
E.
Evaluation of qualifications of an applicant for public employment.
F.
Review of the performance of a public employee.
G.
Discussion with legal counsel of litigation, potential litigation or pending litigation (legal counsel may attend via speakerphone or video).
H.
Discussion of collective bargaining sessions with employee organizations.
I.
Consideration of matters affecting national security.
Topics discussed in executive session must not be discussed outside of the executive session with anyone outside of the proper lines of authority (Councilmembers, the City Manager, and City staff assigned to the topic or matter, designated legal counsel, and others attending the executive session at the invitation of the City Council). Councilmembers shall keep all executive session information and discussions confidential to ensure that the City’s interests are not compromised.
A.
The Presiding Officer must announce the executive session by stating: “The City Council is recessing into an executive session pursuant to RCW ________ (e.g. “RCW 42.30.110(1)(a)) regarding ________ (e.g., review of the performance of a city employee). The executive session is expected to last for minutes (hours).”
B.
If the executive session is the last item on the meeting agenda, the Presiding Officer shall state whether or not the City Council will take action or take no action when the meeting reconvenes.
C.
If, during the executive session, the Presiding Officer believes that the executive session will extend beyond the announced deadline, the Presiding Officer shall announce in open session the number of minutes that the executive session will be extended, then return to the executive session.
D.
The Presiding Officer shall announce the conclusion of the executive session in open session by stating: “The executive session is now concluded.”
E.
At the close of the executive session or the meeting at which the executive session occurs, the Presiding Officer shall complete a document recording the topic or reason and time of the executive session, including extensions.
A.
During an executive session, papers or documents may be distributed for informational purposes to the Councilmembers in attendance as part of the discussion.
B.
Papers and documents that are distributed during executive sessions are to be returned to the City Manager or the Presiding Officer (if the City Manager is not in attendance), prior to the end of the executive session. No paper or document will be removed by a Councilmember from the executive session, unless the City Manager, or the Presiding Officer (if the City Manager is not in attendance), determines that the paper or document may be removed from the executive session.
C.
Written notes taken by any attendee of an executive session will be treated in the same manner as a paper or document as discussed above, that is, the paper or document will be returned to the City Manager or Presiding Officer prior to the end of the executive session.
D.
Councilmembers will not generate computer notes, take photos, or make recordings during an executive session.
Except in an emergency situation, an opportunity for public comment shall be provided at every regular meeting at which final action is taken. Public comment rules are delineated in Section 2.3 above.
A.
The Presiding Officer shall open the public hearing and ask for a City staff presentation.
B.
Members of the public on-site must sign up to comment/testify at a public hearing. Members of the public who wish to comment/testify virtually at a public hearing must submit a request in advance consistent with the procedures set forth in Section 2.4 Virtual Public Comment. When signing up to comment/testify at a public hearing, the speakers may identify if they are “For,” “Against,” or “Other” for the proposed action (which options will be placed on the on-site and virtual sign-up forms).
C.
Members of the public will be invited to provide comments only about the specific topic of the hearing, in contrast to general Public Comment (Section 2.3) which may be about any topic pertaining to City business.
D.
Each person will be given three minutes. If more than thirty people are signed up for a public hearing, then the time limit for each person will be automatically reduced to two minutes. The Mayor will be informed of the number of persons signed up prior to the public hearing so that the correct time limit will be applied, and said time limit will continue to apply even if a person opts out or leaves prior to the public hearing. The Presiding Officer may alternate comments between in-person and online commenters. After those signed up to comment/testify have spoken, the Mayor may ask the in-person audience if there is anyone else who wishes to comment/testify at the public hearing, and the same per-speaker time limit will apply.
E.
Written comments/testimony is encouraged at all public hearings, and must be submitted to the City Clerk’s Office at City Hall or emailed to Clerks@kenmorewa.gov by 12 p.m. on the day of the public hearing.
F.
A person who testifies shall state his or her name, city of residence, and organization (if applicable).
G.
Motions will not be made during the public hearing.
H.
After public comments/testimony is received and the Councilmembers have had an opportunity to ask City staff questions regarding the staff presentation and/or the public comments, the Presiding Officer shall declare the public hearing closed. The City Council may by majority vote, continue the public hearing to a stated date, time, and place, and/or allow for certain written materials to be presented to the City Council for a period of time after the public hearing.
I.
Section 8.3 Rules of Decorum and Section 8.4 Interruptions – Procedure shall apply to public hearings.
J.
Public Hearings that conflict with the End of Meeting in 2.8 shall continue at the next Regular or Special Meeting. Public commenters shall continue to be offered an opportunity to comment in the order as having signed up during the initial meeting. No new spoken comment sign-ups shall be accepted, but written comment will still be accepted and encouraged.
K.
Public Hearings will be at the top of the business agenda.
All persons are welcome to participate in City Council meetings regardless of which side of an issue they may be on. Accordingly, to create an environment that is welcoming, free of intimidation and coercion, and also to ensure that the City’s business meetings are conducted in an efficient, orderly, and effective manner, the following rules of decorum are adopted:
A.
Persons participating at Council meetings must not engage in conduct that interrupts, disrupts, disturbs, or otherwise impedes the orderly conduct of any meeting. Disruptive conduct includes but is not limited to:
1.
Addressing the City Council while the Council is in session, when not recognized by the Presiding Officer;
2.
Failure of a speaker to comply with allotted time established for that speaker’s public comments;
3.
Whistling, handclapping, stomping of feet, hissing, booing, cheering, shouting or other outbursts from members of the public who have not been recognized by the Presiding Officer for public comment or testimony;
4.
Interrupting other speakers who have been recognized by the Presiding Officer;
5.
Speech or other expression by an individual who has not been recognized by the Presiding Officer for public comment, who is expressing themselves in a volume louder than a low, conversational level appropriate for communication between persons seated next to each other in the Council meeting room, or whose speech or other expressions are audible by others; or
6.
Waiving signs or standing in a location that obstructs the view of meeting attendees, unless speaking as recognized by the Presiding Officer;
A.
In the event any meeting is interrupted by a person or groups of persons so as to render the orderly conduct of the meeting unfeasible, order may be restored by the removal of the individual(s) who are interrupting the meeting. The Presiding Officer may issue a verbal warning to the person(s) disturbing the meeting prior to said removal. If interruptions continue to disrupt the meeting, the Presiding Officer may i) call for a temporary recess; ii) end the public comment portion of the meeting and proceed directly to the next item on the meeting agenda; iii) ask the Council for a motion to continue the public hearing to another date and time; or iv) terminate the verbal testimony portion of a public hearing and extend the public hearing to a date/time certain for submission of written comments.
B.
In the event order cannot be restored by the removal of the individuals who are interrupting the meeting, the City Council may order the meeting room cleared and continue in session or may adjourn the meeting and reconvene at another location selected by a majority vote of the Council. In such a session, final disposition may be taken only on matters appearing on the agenda.
C.
Representatives of the press or other news media, except those participating in the disturbance, shall be allowed to attend any such session.
D.
The Council may readmit an individual or individuals not responsible for disturbing the orderly conduct of the meeting.
A.
Council will follow Chapter 42.36 RCW for application of the “Appearance of Fairness Doctrine,” which holds that quasi-judicial matters must not only be fair in practice but must also have the appearance of fairness.
B.
Quasi-judicial actions involve policy application rather than policymaking. The action will generally have a greater impact on specific individuals than on the entire community. In a quasi-judicial action, the City Council applies law to facts and makes a decision. Examples of quasi-judicial actions are conditional uses, variances, rezoning of a specific site, planned unit developments, and discretionary zoning permits. Quasi-judicial actions are distinct from legislative actions, examples of which are adopting, amending, or revising comprehensive, community or neighborhood plans, land use planning documents, area-wide zoning ordinances, and area-wide zoning amendments.
C.
The Presiding Officer will begin a quasi-judicial hearing by asking Councilmembers to place on the record any ex parte contacts with either proponents or opponents of the action. The Presiding Officer shall ask whether any person objects to the participation of a Councilmember in the action and if so, to explain the objection. If an objection is made, the Presiding Officer shall ask for input from the City Attorney.
D.
The Presiding Officer, or the City Attorney at the request of the Presiding Officer, shall explain the rules and procedures for the quasi-judicial action.
E.
The Presiding Officer, with the assistance of the City Attorney, will control the taking of testimony and presentation of documents, in light of the type of quasi-judicial action and applicable City rules and regulations.
These rules are adopted for the sole benefit of the City Councilmembers to assist in the orderly conduct of City Council business. These rules do not grant rights or privileges to members of the public or third parties. Failure of the City Council to adhere to these rules shall not result in any liability to the City, its officers, employees, and agents, or serve as the grounds for invalidation of any City Council action or decision. The City Council may, by a majority vote, temporarily waive any of these rules, unless otherwise inconsistent with applicable law.
Category: City Council | Policy No.: CC-2 |
Subject: Proclamations Policy | Date Issued: 4/19/2021 (Res. 22-388) |
Staff Contact: City Clerk | Last Updated: |
This policy is intended to provide guidance regarding City adopted proclamations. Emergency proclamations do not pertain to this policy and are governed separately under state and local laws. As outlined in more detail below, the City Council will adopt an annual proclamations calendar[1]. To the extent possible, the annual proclamation calendar should include only those proclamations that will be read during that year. However, additional proclamations may be requested, and the Mayor, at her/his discretion, may consider requests for additional proclamations when they pertain to a City of Kenmore event, person, organization, or cause with local implications, and meet the applicable policies below.
[1]
Editor's Note: Proclamations Calendar is included as an attachment to this title.
The City of Kenmore aims to issue proclamations under these principles:
▪ | Proclamations should promote inclusiveness rather than exclusiveness |
▪ | Proclamations should have city-wide relevance and significance |
▪ | Proclamations should honor, celebrate, or raise awareness about an event, special occasion, or a significant issue |
A.
Emergency proclamations of any kind
B.
Recognition of National or State holidays; it is Kenmore’s general practice to recognize these holidays through other means, such as the closure of City Hall, the raising of the flag, etc.,
C.
Certificates of recognition or appreciation. Requestors are encouraged to email the request directly to the City Manager or City Clerk for consideration.
A.
The Council will adopt an annual proclamation calendar each year. The calendar of proclamations should comprise most, if not all, of the proclamations that will be read during that year. The calendar is intended to both align yearly proclamations with current Council goals and to improve workload predictability and efficiency. The calendar will be filed with the City Clerk.
B.
If a proclamation or its intended cause is not included in the adopted calendar, a person(s) or organization m a y request to add such proclamation by submitting a completed form “C-01-21[1]” to the City Clerk’s office at least three weeks in advance of the requested Council meeting The City Clerk will serve as the point of contact for all proclamation requests.
[1]
Editor's Note: Proclamations Request Form is included as an attachment to this title.
C.
The Mayor and City Manager (or staff designee) will determine if the proposed proclamation:
D.
Proposed proclamations shall not impose a significant workload on City staff. The requestor will submit a completed proclamation using a City template when required by the City Clerk. The requester shall perform the necessary research to verify that any claims, information, or data in the proclamation are accurate. Because information changes, City staff shall not accept a proclamation from a prior year as a completed submittal—the requestor is still required to perform the necessary research and update the proposed proclamation to be current.
E.
The City retains the right to approve and determine if the proclamation or certificate of recognition will or will not be issued.
F.
If approved, the requested proclamation will be under “Proclamations” on the City Council agenda if the requestor (or designated represented) is present at the City Council meeting to receive the proclamation. The requestor must confirm with the City no later than five calendar days before the meeting that they or their designated representative will be attending the meeting. The Mayor will read the proclamation and may allow the requestor to say a few words (no more than three minutes) about the proclamation.
G.
The City is not obligated to publish the proclamation via a press release or other media channel.
H.
While a proclamation may be associated with a specific event, a proclamation signed by the City does not imply City participation in, endorsement, or sponsorship of the event or any activities associated with the event; nor is the City responsible for any statements or claims made in the proclamation.
I.
The City retains the right to modify, edit, or otherwise amend the proposed proclamation.
J.
Once approved, the proclamation will be included on the appropriate Council agenda.
K.
If not approved, the applicant will be notified of the decision and the reason(s) for the decision.