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Public Committees, Boards, and Commissions

This orientation meeting provides an overview of Tacoma's public committees, boards, and commissions, including topics such as media relations, open government requirements, public records, and ethics.

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Public Committees, Boards, and Commissions

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  1. Public Committees, Boards, and Commissions • Orientation Meeting • April 30, 2018

  2. Agenda • Media Relations • Public Meetings, Public Records, & Ethics • Overview of Tacoma • Committees, Boards, and Commissions

  3. Media & Communications Office • Media Releases and Advisories • Media Inquiries and Requests for Interviews • Social Media Usage

  4. Open Government Requirements State Law: • Open Public Meetings • Public Disclosure • Public Records Tacoma Municipal Code:

  5. Open Public Meetings Act • State Law passed in 1971 RCW 42. 30 • All meetings public, all business conducted openly • Applies to City Committees, Boards and Commissions. • Applies to meetings and other gatherings – retreats, study sessions, workshops etc.

  6. Open Public Meetings Act Meeting occurs when a quorum is present and action occurs. • Action is any official business – discussion, deliberation, receipt of public testimony, consideration, review, analysis – not limited to final action. • Can also apply to subcommittees or smaller group.

  7. Meeting Requirements • No requirement that public be able to speak or participate • Minutes taken • Notice to public • Published agenda • Public permitted to attend without conditions

  8. Special Meetings • No topics can be discussed or acted on in a special meeting if not on the agenda • Any meeting other than regularly scheduled meeting • Notice to public no later than 24 hours in advance • Published agenda with notice

  9. Open Public Meetings Act Things to Watch Out for: • E-mail exchanges can be meetings • Committee member conversations in shared environment can be meetings • Meetings can be by telephone, but need proper notice and opportunity for public to participate

  10. Open Public Meetings Act Violation of Open Meeting Laws: • Individual member liability • $1000 penalty for knowing violation • Committee action null and void • Bad Press • Public Distrust

  11. Public Records Act • State law passed in 1972, RCW 42.56 • Applies to City Committees Boards and Commissions and individual members • Duty to search and produce public records if requested

  12. What is a Record? • Information relating to the conduct of government, performance of a government function • Owned used or retained by Committee or members • Paper, electronic, audio, video, social media etc.

  13. Whatcan be requested? • All public records available upon request • Exemptions to production are narrow • Requester cannot be limited or asked reason for request

  14. Managing Public Records • State law passed in 1957, RCW 40.14 • City must maintain records of its committees boards and commissions • Retention period set by state and City • Some records are “transitory” and don’t need to be saved for a set time • Existing records must be searched and produced if asked

  15. Managing Public Records • City generally owner of and responsible for records • Discard records when not needed • Transfer ownership to the City • If requested do a timely and thorough search and provide records to staff • If contacted with a request for records immediately inform staff

  16. Public Records Things to look out for: • Be aware when acting as committee member – activity can generate records • Keep all committee related records in one location (separate e-mail, specific folders) • Liability to City for not timely or adequately searching – City’s good faith is defense

  17. Ethics • City of Tacoma Code of Ethics, TMC 1.46 • Applies to members of City Committees Boards and Commissions as “Covered Officials” • Contains prohibited conduct • Conflicts of Interest • Improper use of position • If violation found could result in being removed from Committee

  18. Public Committees, Boards, and Commissions • Serve Tacoma Orientation Meeting • March 19, 2018

  19. Overview of the City of Tacoma Council-Manager form of Government Council-Manager form of Government Justin Camarata District 2 Chris Beale District 5 Lillian Hunter At-Large Ryan Mello At-Large Catherine Ushka District 4 Conor McCarthy At-Large Mayor Woodards At-Large Deputy Mayor Ibsen District 1 Robert Thoms District 2 Keith Blocker District 3 City Manager Pauli

  20. Tacoma Council Districts

  21. Overview of the City of Tacoma Tacoma Voters Divisions of Government Municipal Court City Council Library Board Public Utility Board City Manager Library Director Director of Utilities General Government Tacoma Libraries Tacoma Public Utilities

  22. Overview of the City of Tacoma Other Local Governments

  23. Overview of the City of Tacoma Departments of General Government • City Attorney’s Office • City Manager’s Office • Community & Economic Development • Environmental Services • Finance • Fire • Hearing Examiner • Human Resources • Information Technology • Neighborhood & Community Services • Planning and Development Services • Police • Public Works • Tacoma Venues & Events

  24. Overview of the City of Tacoma Key Documents • Revised Code of Washington • City Charter • Tacoma Municipal Code

  25. Overview of the City of Tacoma Policy Creation Process • Resolutions • Ordinances • Utilization of Standing Committees • Utilization of Committees, Boards, or Commissions • Council Consideration Requests

  26. Overview of the City of Tacoma Council Standing Committees

  27. Committees, Boards, & Commissions Reporting to the Economic Development Committee: • City Events & Recognition Committee • Foss Waterway Redevelopment Authority • Tacoma Arts Commission

  28. Committees, Boards, & Commissions Reporting to the Government Performance & Finance Committee: • Audit Advisory Board • Board of Ethics • Public Utility Board

  29. Committees, Boards, & Commissions Reporting to the Infrastructure Planning & Sustainability Committee: • Board of Building Appeals • Landmarks Preservation Commission • Planning Commission • Sustainable Tacoma Commission • Transportation Commission • Bicycle/Pedestrian Technical Advisory Group

  30. Committees, Boards, & Commissions Reporting to the Community Vitality & Safety Committee: • Citizen Police Advisory Committee • Commission on Disabilities • Commission on Immigrant and Refugee Affairs • Human Rights Commission • Human Services Commission • Tacoma Community Redevelopment Authority

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