Redefining rules and expectations for Olympia advisory committees

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Olympia's Community Livability and Public Safety Committee (CLPS) discussed its review of the Advisory Committee Roles and Expectations and Rules of Procedures at its meeting on April 26. The goal is to create a guidebook for advisory committee members and liaisons.

Kellie Purce Braseth, Strategic Communications Director, enumerated some considerations for the CLPS members in updating the documents, and she said some items need attention, clarity and discussions.

The Roles and Expectations document, according to Braseth, was last updated in 2015 by the then General Government Committee. The document covers the general roles of other committees and its primary purposes.

Braseth recommended an update for the document, which includes writing clear language on causes for dismissal.

The communications director said the city should be more specific on dismissal causes, like not using or misusing city email.

She added that there is no specific language about attendance, and there is no language about satisfying the Open Public Meetings Act in the legally required time. "We are silent around that."

Another update consideration is clear language about speaking to the media.

Braseth cited that in the past, committee members did interviews with the media when they disagreed with a council position on some issue. "We have nowhere in our Expectations or Rules of Procedure that says it's not okay. It is something to consider."

Rules of Procedure

The Rules of Procedure covers rules for meetings - location, time, agenda, notice, public hearings and minutes; committee organization, such as membership, attendance, duties and subcommittees; committee operations, including quorum, Robert's Rules, public testimony, public comment, work plan; staff work, including technical support, professional recommendations.

The Rules of Procedure were approved in 2008 by the General Government and amended in 2014.

Braseth pointed out nothing in the Rules of Procedure about whether or not a committee should have bylaws. She said the liaisons thought there should be some consistency around it one way or the other.

Remote meetings

In the past years, Olympia advisory committees held remote meetings. Currently, committees are being asked to meet remotely or in person.

According to Braseth, using space and staff time is unsustainable for a hybrid meeting.

She explained that a staff member must monitor in-person and virtual attendees to ensure a seamless experience for both.

In addition, Braseth said the city hall has two rooms that can support the hybrid meetings – Room 207 and council chambers, but scheduling all 12 committees into these rooms can be challenging, and staff has to be there.

In-person meetings

CLPS member Cheryl Selby informed the committee that she is advocating for in-person meetings. These folks [committee members] don't necessarily meet, and so I think as far as bonding as a body, I think in-person helps."

"They are being compensated $25 to $50 per meeting, and so to come into the chamber or city hall is a reasonable expectation," the Olympia mayor added.

Regarding quorum, Braseth said it needs rewriting so there would be clarity.

She said one specific sentence in the document had confused the committees. It stated that "meetings with less than a simple majority may be conducted. However, no official action may be taken. If action is taken by a vote in the committee, it shall consist of a simple majority of the quorum."

"It is kind of red light," Braseth commented. "You can't do anything if there is no quorum. You can meet, but you can't take official action. However, if you take action, it has to take a vote that has to be a form of just the people there. We need some clarity on that."

Braseth said they would provide CLPS with the draft that includes changes and liaison-suggested updates for review.

The staff liaison would work with CLPS for the draft guidebook.

If approved by the CLPS, they hope to provide the 2024 advisory committee members with the guidebook.

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