[Caution: This note contains questionable instructions about destruction of notes –emphasis added in bold by me– and should not be followed without checking with your official records-retention clerk; some names and email addresses redacted]
Date: Wed, Feb 12, 2025, 4:48 PM
Subject: RAAC – South Renton Neighborhood Presentation
To:
Hello everyone,
Thank you for attending last night’s RAAC meeting.
As requested, attached is Jeff Dineen’s presentation.
In terms of the request brought up to submit minutes a week ahead or a week after the meeting, we share with you the City Clerk’s directives below s regarding minutes and minutes-taking. City Council follows the same set of directives.
Let us know if there is anything else you need.
Stay warm,
J
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Draft minutes do not go on the website.
Minutes are action items. Not summary, not verbatim, not “for the record”, not general conversation, not opinion.
Written minutes capture a motion, recommendation, vote/decision, or request for airport staff to supply specific information at the next meeting.
Draft minutes from the previous meeting get distributed to members as an Agenda item with the next upcoming meeting approximately 4 -5 days prior to the next meeting. They do not go out or review prior to this.
For example, City Clerk distributes draft minutes to council 4 days prior to the meeting. This gives Council 4 days to review and make notes. Edits are discussed as an agenda item at the next meeting.
The (draft) minutes from the previous meeting then go up for approval. The minutes are only edited if there is incorrect information. The minutes are not edited simply to add or reflect someone’s opinion.
The minutes do not have to be approved to still be considered official minutes.
Because this is not an open forum discussion, and is a board meeting, if someone from the audience speaks, the chair needs to recognize them and ask them to state their name and city of residence for the recorder.
The board can assign someone within the committee to take minutes if they choose to. The board will need to make sure they get to City Clerk for laser fiche. Even if the board chooses someone within the committee to take minutes, they still have to follow the same approval process and get to AP staff to be sent with the next agenda for review.
Meetings are posted for the year. If an additional meeting is called (Special meeting), it requires a motion to approve as well as a 48 hour notice – Agenda and notification – of the Special meeting.
Changes to the Agenda – at the meeting – require a motion.
Agenda items should be fed from the Airport to the Committee as to what the Airport has going on and what the Airport would like the RAAC to advise / have input on.
If the board wants to bring information to the Airport for review/discussion, they do so in an Advisory Report document.
Board members – and staff – need to throw away notes taken at the meeting once the minutes are complete. Any written record – even if it is just a scribble note – is subject to public record.
A vote is carried by the majority present only if there is a Quorum.
Everyone needs to be aware that they are acting under the Open Public Meeting Act, which carries a $500.00 fine if violated. Examples of this are someone sending an email to all members, and all members replying “to all”. Meetings discussing RAAC business, held outside scheduled meetings.
The Chair needs to take Roll at the beginning of each meeting, starting with the Primary. If the primary is present, they do not take roll for the alternate. They only take roll for the alternate if the Primary is not present. (To assist with this, I have created a Roll Call sheet for the chair to use). This alleviates the need for a sign in sheet.
The Chair needs to make a motion to excuse those who are not present.
It should be established if a Quorum is present. If there is not a Quorum, no vote or recommendation can take place.
A Quorum is ½ + 1 of the voting body present. Only counting the Primary, or the alternate if the primary is not present. Current number of RAAC primary voting member divided by half, plus 1.
City of Renton // Renton Municipal Airport (RNT)
243 W Perimeter Rd, Renton, WA 98057
rentonwa.gov/airport
NOTICE OF PUBLIC DISCLOSURE: This message complies with Washington State’s Public Records Act – RCW 42.56
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