HomeMy WebLinkAboutCity Council Committees - Operations - 05/19/2015 Operations Committee Agenda
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Councilmembers: Bill Boyce - Dana Ralph - Les Thomas, Chair
May 19, 2015
4 p.m.
Item Description Action Speaker Time Page
1. Call to order Chair Thomas 1
2. Roll Call Chair Thomas 1
3. Changes to the Agenda Chair Thomas 1
4. Approval of Check Summary Report dated YES Chair Thomas 2
4/16/2015 thru 4/30/2015
S. Approval of Minutes dated May 5, 2015 YES Chair Thomas 2 1
6. Supported Employment Program - Update NO Lorraine Patterson 10 5
Johnetta Rowsey
7. Economic & Community Development YES Ben Wolters 10 7
Department Reorganization
S. Public Records Policy YES Tammy White 10 55
Unless otherwise noted, the Operations Committee meets at 4 p.m. on the first and third
Tuesday of each month in Kent City Hall, Council Chambers East, 220 4ch Ave S, Kent, 98032.
For additional information please contact Jennifer Hays at 253-856-5705.
Any person requiring a disability accommodation should contact the City Clerk's
Office at 253-856-5725 in advance. For TDD relay service call Washington
Telecommunications Relay Service at 1-800-833-6388.
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OPERATIONS COMMITTEE MINUTES
May 5, 2015
Committee Members Present: Les Thomas, Chair; Dana Ralph; and Bill Boyce.
The meeting was called to order by L. Thomas at 4:02 p.m.
1. CHANGE TO AGENDA.
There were no requests to change the agenda.
2. APPROVAL OF THE CHECK SUMMARY REPORT DATED 4/1/2015 THROUGH
4/15/2015
B. Boyce moved to approve the check summary report dated 4/1/2015 through
4/15/2015. D. Ralph seconded the motion, which passed 3-0.
3. APPROVAL OF MINUTES DATED APRIL 21, 2015.
D. Ralph moved to approve the Operations Committee minutes dated April 21, 2015.
B. Boyce seconded the motion, which passed 3-0.
4. CONSOLIDATING BUDGET ADJUSTMENT ORDINANCE FOR ADJUSTMENTS
BETWEEN JANUARY 1, 2015 AND MARCH 31, 2015.
Assistant Finance Director Barbara Lopez requested authorization to approve the technical
gross budget adjustment ordinance reflecting an overall budget increase of $5,865,648 for
budget adjustments made between January 1, 2015 and March 31, 2015.
The overall increase of $5,861,148 was previously approved by Council. Five million relates to
the solid waste utility tax increase adopted by Council early November 2014. Of this, $2.5
million is the monies received in the Street Operating Fund which then transfers to the Street
Capital Projects Fund account where the dollars will be spent. The remaining $2.5 million
establishes the project budget in the Street Capital Projects Fund. It was noted, the project
budget will be allocated to residential streets projects.
Also, included is $832,809 that was authorized in 2014 carryover budgets. Carryover budgets
include vehicle purchases that were not delivered by end of 2014 ($464,700), a few projects
in Economic and Community Development that were not completed and Parks contracts
combined ($367,809).
The remaining amount not yet approved by Council is an overall increase of $4,500 and is
comprised of a $1,500 Target Zero Law Enforcement Liaison Grant and a $3,000 Union Pacific
Railroad Grant.
B. Boyce moved to recommend Council to adopt the consolidating budget adjustment
ordinance for adjustments made between January 1, 2015, and March 31, 2015,
reflecting an overall budget increase of $5,865,648. D. Ralph seconded the motion,
which passed 3-0.
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Operations Committee Minutes
May 5, 2015
Page: 2
5. HR ANALYST — INCREASE TO FULL-TIME.
Benefits Division Manager Becky Fowler asked committee members to increase the
current Benefit Analyst position from 0.6 FTE to 0.75 FTE. On May 15, 2015, the Benefits
Division of Human Resources will lose a 0.6 FTE position due to an employee resignation. The
Division requests that this position be increased to full-time beginning June 1, 2015; the
additional cost in 2015 is $19,064.
The existing position was originally budgeted as full-time but was under-filled as a 0.6 FTE
in 2013. Due to the Patient Protection Affordable Care Act, the position needs to be
increased to a minimum of 0.75 FTE to maintain benefits. It was also explained that it will
be much easier to attract a qualified candidate for a full-time position.
This position chairs the city-wide Wellness program, assists in compliance with the Patient
Protection Affordable Care Act, oversees leave requests for our Police employees, and
supports the Deferred Compensation Fiduciary Board.
D. Ralph moved to recommend Council authorize a full-time HR Analyst position in the
Benefits Division. B. Boyce seconded the motion, which passed 3-0.
6. ORDINANCE AMENDING CITY'S CONTRACTING AND PROCUREMENT PROCEDURES
— RECOMMEND ADOPTION.
City Attorney Tom Brubaker discussed that for some time, the Law Department has
been working on a comprehensive rewrite of the procurement and contracting
provisions set forth in Chapter 3.70 of the Kent City Code. The draft ordinance has been
discussed with Council at its Workshops on March 3, 2015, and April 21, 2015, and the
additional three revisions have been made based on those discussions.
The first revision added sub-paragraph 2 to section 3.70.110.G titled Kent Special
Events Center (ShoWare Center). This paragraph explains the uniqueness of operating
the ShoWare Center versus City operations and how efficiently management requires
flexibility to move quickly to respond to market requirements for concerts, sporting
events, and other offerings. Based on this unique venue and with the continuing
obligation that the operator always obtain the best available pricing on all purchases of
goods and services, the ShoWare Center operator is authorized to purchase goods or
services as needed so long as the operator does not exceed the established budget and
so long as purchases over $25,000 are first approved by the Chief Administrative Officer
or his or her designee.
The second revision added language to section 3.70.210.A regarding the operator of the
Kent Special Events Center (ShoWare Center) will also maintain a record of all contracts
entered into over $25,000 and report those contracts to the City Clerk.
The final, third revision added language to section 3.70.230.E.2 that states the Mayor,
Chief Administrative Officer, or appropriate department director will report to the
applicable Council committee or to full Council, at least quarterly, a record of any lease
or other agreement entered into pursuant to this subsection.
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Operations Committee Minutes
May 5, 2015
Page: 3
B. Boyce moved to recommend Council adopt the proposed Ordinance that amends the
City's contracting and procurement procedures, repeals Ordinance No. 2961 and
Resolution No. 1560, and establishes a small works roster process for eligible public
works projects. D. Ralph seconded the motion, which passed 3-0.
The/meeting was adjourned at L. Thomas p.m. by 4:23.
C �J
Jennifer Hays
Operations Committee Secretary
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HUMAN RESOURCES DEPARTMENT
Lorraine Patterson, Director
Phone: 253-856-5270
/ KEPT aw Fax: 253-856-6270
'Nx nur.{ism
Address: 220 Fourth Avenue S.
Kent, WA. 98032-5895
Date: May 19, 2015
To: Operations Committee
From: Lorraine Patterson, Human Resources Director
Johnetta Rowsey, Human Resources Outreach Analyst
Re: Update on Supported Employment Program
Motion: N/A
SUMMARY: Council approved $89,456.00 for a supported employment program
managed by the Human Resources Department for the 2015-2017 biennial
budgets. This project remains a high priority for the Council and staff is here to
provide an update and additional information on the timeline.
As of this date, the Human Resources Department has made considerable effort
towards establishing a best practices approach to a replicable program that can be
supported throughout the City. Key highlights include:
• January 8 - Human Resources (HR) met with AFSCME to discuss the supported
employment program.
• February 9 - Heather Weldon, City of Seattle - Human Resources, explained
how the supported employment program is set-up in Seattle and the benefits
gained by the departments to Mayor's Leadership Team (MLT).
• February 17 - Met with local agencies to explain the City's approach to
supported employment - competitive process, agency references, job
descriptions. The vendors suggested that the City hire a consultant to assist
with the effort.
• February 26- Scott Leonard, King County Developmental Disabilities Division,
contacts HR and indicates that he has approval to provide technical assistance to
the City. He contacted the Director of Go Wise to determine who might be
assigned to the project.
• March 12 - Scott Leonard contacted the City with the name of the consultant
assigned to our project.
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• March 20 — Human Resources met with Susan Harrell, Go WISE Senior Program
Manager, a non-profit consultant, to understand how she could support the
City's efforts. One of her most important contributions is creating job
descriptions that allow the agencies to select candidates that will be a fit with
the work environment.
• March 30 — Susan Harrell, explained her services and approach to MLT. Susan
provides skill at clarifying expectations for the hiring supervisor and the agency
to ensure that we have the best fit possible. She will also assist in creating
positions that encourage growth over time.
• April 20 — In anticipation of Susan's visit in May, Human Resources sent
documents to the department directors (job development observation questions
and Identification of Clerical Work' forms) with a deadline of April 30, 2015.
Three supervisors indicated that they were interested in hiring a supported
employee.
• May 11 — Susan Harrell and Johnetta Rowsey (HR) met with two hiring
supervisors to review the work descriptions.
• May 12 — Our consultant had a family medical issue and rescheduled the
remaining work description review.
• May 12 - Human Resources discussed a job classification and MOU language
with AFSCME
In addition to the task of defining and sourcing the employees, Human Resources is
working with our unions to create contract language that meets their needs, as the
work identified to date is covered by existing collective bargaining agreements.
BUDGET IMPACT: None
z
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ECONOMIC and COMMUNITY DEVELOPMENT
Ben Wolters, Director
��► PLANNING DIVISION
KENT ,�Eml Charlene Anderson, AICP, Planning Manager
W u.xire iflv
Phone: 253-856-5454
Fax: 253-856-6454
Address: 220 Fourth Avenue S.
Kent, WA 98032-5895
May 19, 2015
TO: Kent City Council Operations Committee
FROM: Ben Wolters, Economic & Community Development Director
RE: Economic & Community Development Department Reorganization
MOTION: Recommend Council adopt an Ordinance amending Chapter 2.30 of the Kent
City Code, entitled "Economic and Community Development Department" by clarifying
the structure of the Economic and Community Development Department, including the
authority of the department's director, to conform with the authorization and structure
established by council for other city departments.
MOTION: Recommend council establish the positions of Deputy Economic and
Community Development Director, Building Services Manager, and Current Planning
Manager, as described in the job descriptions created for those positions,to authorize
the salary ranges recommended for those positions, and to adjust the budget
accordingly.
MOTION: Recommend council authorize to fill as soon as possible in the 2015
calendar year the positions of Planner, Administrative Secretary 1, and Office Tech 3,
all of which were authorized to be filled in 2016 under the city's biennial budget, using
existing 2015 budget year savings incurred from department reorganization and from
savings incurred by other unfilled or under filled positions.
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BACKGROUND
The city's Economic and Community Development department was last
reorganized in 2009, when economic development, planning, development review,
and review, inspection, investigation and enforcement of international building
codes and fire codes all came under the direction of the economic and community
development director.
Having been in operation for over six years, and with staffing changes
recently affecting key personnel, it is appropriate to clarify the authority of the
position of the economic and community development director as well as the
department's role within the overall city organization in a manner that is
consistent with the city council's practice with other departments.
The planning director position, which was carried over in 2009 when the
planning department became part of the larger economic and community
development department, should be eliminated, and consistent with other city
departments, the economic and community development director should be
authorized to establish, fill, and organize, subject to appropriate authorization, a
deputy economic and community development director as well as departmental
subdivision managers, and other positions.
With this authorization and the proposed changes, the economic and
community development director plans to consolidate some of the management
responsibilities within the department while recognizing the internal management
talents within the department. This reorganization plan would rely on the
department's existing funding to recognize and properly compensate the internal
managers who are stepping up to take on additional management responsibilities.
Not filling two vacancies at their formal management level would also enable the
department to increase line level staff to accomplish more of the daily workload
within the department. The department is currently authorized for three new
positions to be funded and filled in 2016. This plan would seek to use existing
budget to enable the department to accelerate the filling of these positions in
2015. Accelerating the creation of these three positions is proposed under a
separate motion to amend the budget.
BUDGET IMPACT: Budget adjustment, but neutral impact in remainder of 2015-2016
biennial budget.
EXHIBITS: Ordinance, proposed new ECD organization chart, job descriptions
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ORDINANCE NO.
AN ORDINANCE of the city council of the
city of Kent, Washington, amending Title 2 of the
Kent City Code, entitled "Administration and
Personnel."
RECITALS
A. The city's Economic and Community Development department
was last reorganized in 2009, when development review, and review,
inspection, investigation and enforcement of international building codes
and fire codes all came under the direction of the economic and community
development director.
B. Having been in operation for over six years, and with staffing
changes recently affecting key personnel, it is appropriate to clarify the
authority of the position of the economic and community development
director as well as the department's role within the overall city
organization in a manner that is consistent with the city council's practice
with other departments.
C. The planning director position, which was carried over in 2009
when the planning department became part of the larger economic and
community development department, should be eliminated, and consistent
with other city departments, the economic and community development
director should be authorized to establish and fill, subject to appropriate
10
authorization, a deputy economic and community development director as
well as departmental subdivision managers.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF KENT,
WASHINGTON, DOES HEREBY ORDAIN AS FOLLOWS:
ORDINANCE
SECTION 1. Amendment. Title 2 of the Kent City Code, entitled,
"Administration and Personnel," is hereby amended as follows:
Chapter 2.30
ECONOMIC AND COMMUNITY DEVELOPMENT DEPARTMENT*
Sections:
2.30.010. Department created.
2.30.020. Economic and community development director — Creation
and appointment.
2.30.030. Qualifications.
2.30.040. Duties and powers.
2.30.050. Salary.
2.30.060. Planning division AuthOFity.
2.30 061. Planning divisionCFeated.
2.30.065. Planning division Planning diFeCtOF Position 2.30.063. Planning division duties and Fespensibilities.
salaFy, and appointment.
2.38.067. division aFeeter
2.30.069. Planning division Planning diFeCtOF Duties and
FespensiN'I't'
2.30.070. Building official — Position created and appointment.
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2.30.074. Building official Duties and peweFS.
2.38.1 1BRepealed.
Sec. 2.30.010. Department created. The—There will be an
economic and community development department is CFeated for the
purpose of performing all public and private permitting and development
review, approval, and inspection functions, also to include fire plan review,
inspection, investigation, and emergency preparedness functions.The
the depaFtngent and shall have cengplete chaFge of all of the WOF'( on the
department and shall be Fespensible to hiFee,supewise and discipline
department empleyees.The department, thFOugh the diFeeter, shall Fepo;i
to the chief acIngoniStFative effieeF OF his OF heF designee. The functions e
the ecenengme and cengn9unity development depaFtngent shall be as follows:
A. Community planningi
G. Development 7
E). Building code development Feview and i
E. 6r+tiealaFeas and steFng wateF development peffig"
review,
F. Code enfOFeengentj and
G. Ecenengie development.
Sec. 2.30.020. Economic and community development
director — Creation and appointment. The department will be
12
managed by the position of economic and community development
director. 05 CFeated and shall be subject to appointment by the n9aYOF off
aeeeFdaneewith the PFOVisiens e The economic and community
development director will be appointed by, and serve at the direction of,
the mayor and will be subiect to the rights and obligations of the City of
Kent Policies and Procedures Manual, as may be amended from time to
time. The mayor's appointment will be made solely on the basis of
professional experience, education and demonstrated knowledge of
accepted practices relating to the duties of the department. The economic
and community development director will have complete charge of all
department work and will be responsible for hiring and supervising
department employees.
Sec. 2.30.030. Qualifications. The economic and community
development director must have the following or equivalent qualifications:
he or she must be a graduate of a recognized college or university and
have at least five (5) years' experience in economic and community
development permit processing or similar fields.
Sec. 2.30.040. Duties and powers. It will be the duty of Tthe
economic and community development department, under the supervision
of its director,_ to .
A. With the exception of these aspects of peffigit issuance peFtaining-ta
Examine,
review, condition, deny, or approve all aspects of public and private
development permits issued by the city, including public and private street,
utility, and other infrastructure construction.
13
B. To eOperate all economic development functions within the city to
encourage and support new residential and business development and
redevelopment.
C. To eOperate the duties and responsibilities of the planning division,
as specified in this chapter.
D. Te-4Implement tall applicable building codes and fire codes, as
enacted under the Kent city code and the state Building Code Act, when
examining, modifying, conditioning, approving, or denying building plans
and when conducting building inspections.
E. To collaborate with affected departments on inspections of all
development extensions or connections to public utilities.
F. To conduct code enforcement e€within all areas of the city-ety-eec#e
that ingplengent the duties and peweFs vested On the ecenengie and
G. Under the direction of the mayor, perform other duties as the city
council, mayor, or chief administrative officer may require or as may be
required by law.
Sec. 2.30.050. Salary. The salary or salary range of the
economic and community development director 4H"will be that as
established in the city budget.
14
See. 2.30.061. Planning division created. TheFe CFeated the
p ann division, which shall seFve as the city planni-
conjunction with the 'and use and planning beaFd. The planning division
sha" peFfOFng planning and zening functions, conduct plan Feviews, and
peFfOFng etheF duties as established by the city council. The division shall
The planning division shall have the following duties and Fespensibilities:
A. ,
0ncluding, but not imgited to, cengpFehensove plan fOFn u'atmen and
code,angendngents, annexation zening, and the zening code, subdivision
and etheF assigned codes. it shall be the duty of the planning division to
set the agenda f8F the 'and use and planning beaFd heaFings, WOF'Esheps,
special FePOFtS, fOF the 'and use and planning beaFd; to collect and te-
development within the city. The planning division shall be Fespensible fOF
pr'epari„g—and updating the eengpr"ehensoye--plan and pr"epuimg
angendngents—te the wring—code, the subdivision code, and anyetheF
Feiated codes OF OFdonances.
B. YndeF the diFeetien of the ecenengic and congngunity development
diFeCtOF, the planning division shall advise the ngayOF and city council on
planning ,;,atteFs. The planning division ngay eaFFY OUlt special PFO}eets at
council,the Fequest of the city
which Fequests shall be fOFwaFded to the
the ngayOF.
15
G. The planning division shall be Fespensible fOF all planning ,
assigned codes. it shall be the Fespensibility of the planning division to
pFepaFe the plans and codes fOF these planning ngatteFs and the
created,Fespensibility of the 'and use and planning beaFd to hold public heaFings on
these plans and codes when advised to do so by the planning division. The
planning beaFd. The 'and use and planning beaFd, afteF holding one (1) e
nqOFe public heaFings, shall fOFwaFd OtS Fecengngendatmen to the city council
fOF final action. The council ngay he'd public heaFings and peFfaFng etheF
Felated functions on specific planning ngatteFS on addition tO OF on lieu e
delegating this function to the 'and use and planning beaFd.
See. 2.30.065. Planning division Planning dir-ecter-
Position salary,
ecenengme and congngunity development the position of city planning dmFeCtOF, who shall be appointed by the
on aCCOFdance with the
Of prafess�ona� cicpericiicc, education, and dengenStFatednerve ge of
p ianning dmFeCtOF shall be that as established On the annual city budget. A"
FefeFences on the Kent Gity Gede to the planning accepted pFacticeS Felating to the duties of the division. The salaFy of the
with Fespect to
the functmens of the planning division as set fOFth on this code, shall ngean
the planning direetet=
See. 2.30.067. Planning division Planning dir-ecter-
Qualifications. The planning dmFeCtOF ngust have the following OF
equivalent qualifications: he OF she ngust be a graduate of aTeeegn;zed
16
See. 2.30.069. Planning division Planning directer Duties
and r-espensibilities.
A.
The planning diFeCtOF shall be on chaFge of the planning division. The
planning diFeCtOF shall PFepaFe an annual planning PFOgFang and an annual
budget to ingplengent this PFOgFang. The division shall Feffesent the city
befOFe goveffingent agencies and the public as deenged necessaFy. The
planning diFeCtOF OF a designated planning staff ngengbeF shall be pFesent
at all eity council and land use and planning beaFd n9eetings and public
heaf rys. The plannn=rg diFeeter shuii—peFfching such etheF duties as the
FeqUiFed by the laws of the state.
B. The planning diFeCtOF, OF his OF heF designee, shall act as the State
En ViF..,......ntal Pell y Act (SERA) Fespensible a ffi ial as et feet. on Ch
i zr-93 KGG.
Sec. 2.30.070. Building official - Position created and
appointment. There is heFeby CFeated `hewill be a position known as
building official. The building official is an employee of the economic and
community development department and sh"will be appointed by, and
serve at the direction of, the economic and community development
director on aCCOFdance with the PFOVisiens of the City of Kent Policies an
PFOce UFes "ganu-I on the basis of professional experience, education, and
demonstrated knowledge of accepted practices relating to the duties of the
office.
17
sinqi!aF field as deenged aPPFOPFiate to the position by the appointing
aut
See. 2.30.074. Building efficiall Duties and powers. it shall
be the duty of the building efficial to exangine building plans and peFfOFFR
building inspections as PFeSEFibed by the Kent Gity Gede.
The building efficial shall peFfOFng such etheF duties as the ecenengie-
FeqUiFed by the laws of the state.
Cep 2 on 1 1 n Salary.
Repealed by Ord. Ne. 3926.
SECTION 2. — Savings. The existing Title 2 of the Kent City Code,
which is repealed and replaced by this ordinance, shall remain in full force
and effect until the effective date of this ordinance.
SECTION 3. — Severabilitv. If any one or more section, subsection,
or sentence of this ordinance is held to be unconstitutional or invalid, such
decision shall not affect the validity of the remaining portion of this
ordinance and the same shall remain in full force and effect.
SECTION 4. — Corrections by City Clerk or Code Reviser. Upon
approval of the city attorney, the city clerk and the code reviser are
authorized to make necessary corrections to this ordinance, including the
correction of clerical errors; ordinance, section, or subsection numbering;
or references to other local, state or federal laws, codes, rules, or
regulations.
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SECTION 5, — Effective Date. This ordinance shall take effect and
be in force thirty (30) days from and after its passage and publication, as
provided by law.
SUZETTE COOKE, MAYOR
ATTEST:
RONALD F. MOORE, CITY CLERK
APPROVED AS TO FORM:
TOM BRUBAKER, CITY ATTORNEY
PASSED: day of 2015.
APPROVED: day of 2015.
PUBLISHED: day of 2015.
I hereby certify that this is a true copy of Ordinance No.
passed by the city council of the city of Kent, Washington, and approved
by the Mayor of the city of Kent as hereon indicated.
(SEAL)
RONALD F. MOORE, CITY CLERK
PACivi1A0rffi ceAOrg oa000 Ammd KCC2.tloc
19
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I
CITY OF KENT
POSITION DESCRIPTION
I
Position Inventory Number:
Classification Specification:
Salary Range:
Position Description (Working Title): Deputy Director of Economic&Community Dev
Incumbent:
Location: Economic&Community Development Department
..............................................................................r
GENERALPURPOSE:
Under the direction of the Economic and Community Development(ECD) Director, plan,
organize, implement, and manage the economic development, current planning,
development engineering, critical areas and storm water development permitting review,
and code enforcement functions of the City. In this role, the incumbent will provide
highly responsible management support to the Director and will assist the Director to
develop and implement long-range strategies to ensure the economic health and vitality
of the City and ensure the safe and responsible development of the community.
Coordinate with and act as liaison with other City departments to ensure long-term,
quality economic growth and community development in the City.
Work is characterized by management, administration and supervisory responsibilities
for the planning, organization, direction, evaluation and operation of the assigned
divisions and functions. Duties include, but are not limited to, strategic planning,
budgeting, contract negotiations and administration, supervision, mentoring and
development of assigned staff, management of resources, project management, public
speaking and presentations, collaboration with internal departments and external
agencies, and technical analysis.
Work is performed under managerial direction. The supervisor provides the incumbent
with assignments in terms of broad practice, precedents, policies, and goals. Work may
be reviewed for fulfillment of program objectives and conformance with departmental
policy, practice and/or objective.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Plan, organize and manage the Current Planning, Code Enforcement,
Development Engineering and Economic Development functions of the ECD
Department.
PALCC(Labor,Class&Comp)\Class&ComplEcon&CommDev Reorg 2015%ECDDeputyD[mc[orDRAFTjd.docx
21
Position Description: ECD Deputy Director Page 2 of 6
Provide management oversight of the review, conditioning, denial or approval of
the development engineering and current planning aspects of public and private
development permits to encourage development in the City of Kent.
Plan, organize, implement and evaluate the City's economic development
strategies, programs and projects to enhance the long-term economic health and
vitality of the City. Implement programs, strategies and marketing efforts to
enhance/facilitate business recruitment, retention and economic development
within the City.
Assist the ECD Director to develop and successfully implement short and long-
range plans and strategies to meet the City's strategic targets as they pertain to
the ECD Department; assist the Director to ensure the department's strategic
plans and initiatives are accomplished.
Oversee the major development or redevelopment projects in the City, i.e. Kent
Station, Kent Events Center, Aquatics Center, Downtown Strategic Action Plan
etc.
Negotiate with developers and/or consultants for all phases of City projects
coordinate and review the work of contractors, developers, and/or consultants for
major City projects; report performance issues to the ECD Director.
Provide technical expertise and respond to complex questions; resolve conflicts;
identify issues and alternatives for the ECD Director and City policy makers; act
as a liaison/facilitator between the development community and City staff;
coordinate communication with City departments, governmental and private
agencies, consultants, architects, contractors, vendors and the general public;
facilitate the exchange of information to encourage cooperation and efficiency of
the development process.
Serve as Project Manager for Mayor's Permit Process Initiative; organize and
conduct an inter-departmental review of the city's existing permit process,
making recommendations and implementing Gmprovements _ _ ________ - cummentIM>I:IS Kurt shIFTesponatble For
this?Has it been reassigned elsewhere?Can it
Serve as Project Manager for various City projects or community projects as be incorporated into the Protect Manager
statemeni below?
assigned.
Develop, implement and administer various economic development incentive
programs throughout the City for compliance, performance and reporting
requirements.
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Position Description: ECD Deputy Director Page 3 of 6
Identify economic development, community development, code and planning
issues of community-wide and socio-economic significance and the impact of
these Issues on the community; gather facts and develop analysis and reports of
issues, alternatives, policy recommendations and consequences of such
recommendations.
Present proposed programs and projects to community groups and public
meetings; make presentations to the City Council as necessary; represent the
City on committees and boards regarding local and regional issues as required.
Develop, administer and monitor budgets, work plans, and performance
measurements for the divisions/functions assigned.
Supervise assigned staff in accordance with the City's policies, procedures, and
applicable laws. Responsibilities include, but are not limited to, interviewing,
hiring, training, and mentoring employees; assigning and appraising employees'
work and performance; rewarding and disciplining employees; addressing
complaints and disputes; resolving problems; recommending promotion and
disciplinary action; scheduling/approving leave time; and recommending
termination as appropriate.
Become familiar with,follow, and actively support the vision, mission, values, and
behavior statements of the department and the City.
PERIPHERAL DUTIES:
Perform related duties as assigned.
KNOWLEDGE, SKILLS AND ABILITIES:
KNOWLEDGE OF:
• Operations, organizations, policies, procedures, ordinances, goals and objectives
that affect departmental operations
• Local, regional, state, and federal governmental organizations and functions
• Principles and practices of management, administration, supervision and training
• Financial feasibility, pro forma analysis, current economic trends and economic
forecasting.
• Real estate finance; market analysis as it relates to the potential development of
specific site; development costs of office, retail, industrial and office markets
• Regional market trends in land development, retail, industrial and office markets
• Modern principles and practices in the development and execution of municipal
economic development, community development, permit process, research and
policy development programs
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f
C
Position Description: ECD Deputy Director Page 4 of 6
• Current literature, trends, and developments in the field of Economic and
Community Development, Planning, Development Engineering and Code
Enforcement
• Negotiations skills and techniques
• Methods, principles, and practices of effective conflict resolution
• Principles and practices of effective budget preparation and control
• Applicable laws, codes and regulations concerning land use and the
development process (e.g. SEPA, GMA,zoning)
• Business recruitment skills and techniques
• Effective methods of organizing and utilizing data, equipment, personnel and
resources
• Effective oral and written communications skills
• Effective interpersonal skills using tact, patience and courtesy
• Correct usage of English grammar, spelling, punctuation, and vocabulary
SKILLED IN:
• Short and long-range strategic planning in a rapidly changing environment
• Observing and evaluating trends, conducting research, analyzing data, and
drawing logical conclusions
• Analyzing complex issues and situations accurately, providing clear and concise
recommendations, and adopting effective courses of action
• Effective decision making
• Communicating orally and in writing
• Effective public speaking and the preparation of supporting print, online materials
and multimedia presentations
• Effective use of marketing and promotion skills, methods and techniques
• Effective application of customer service skills and techniques
• Negotiating win/win scenarios, resolving conflict and building consensus
• Effective use of interpersonal skills in a tactful, patient, and courteous manner
• Budget preparation and application of financial controls
• Correct English usage, grammar, spelling, punctuation and vocabulary
• Conducting efficient and effective meetings
• Applying principles and practices of administration, supervision, and training
including hiring,training, directing, evaluating, awarding, and disciplining staff
ABILITY TO:
• Develop and implement economic development strategies for the City
• Plan, organize, control and direct the activities, services, budget and policy
formulation of the City's economic development, current planning, development
engineering, and code enforcement functions
• Prioritize and schedule work
• Initiate creative improvements, manage change and stimulate collaborative
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Position Description: ECD Deputy Director Page 5 of 6
problem solving
• Read, interpret, and administer codes, rules, regulations,policies, and procedures
• Work independently with minimum supervision and make decisions within broad
guidelines
• Establish and maintain effective working relationships with subordinates, City
staff, public and private officials, other governmental agencies, the community,
businesses, consultants, developers, builders and the public
• Represent the City and attend various boards, committees and meetings
• Initiate and negotiate private/public partnerships on behalf of the City
• Develop and meet schedules, timelines,work programs and cost estimates
• Facilitate the development process
I
EDUCATION AND EXPERIENCE REQUIRED:
Education: Bachelor's degree in business administration, public administration,
engineering, urban planning or related field; and
Experience: Four (4) years of increasingly responsible experience in business
management, economic development, commercial real estate, planning,
engineering, including a minimum of two (2) years in a supervisory or
management capacity while managing complex projects.
Or: In place of the above requirements, the incumbent may possess any
combination of relevant education and experience which would
demonstrate the individual's knowledge, skill and ability to perform the
essential duties and responsibilities listed above.
II
LICENSES AND OTHER REQUIREMENTS:
• Valid Washington State driver's license, or the ability to obtain within thirty(30)days
of employment
• American Institute of Certified Planner(AICP) preferred
• Economic Development Finance Professional(EDFP)certification preferred
� f
MACHINES,TOOLS AND EQUIPMENT USED:
Typical business office machinery and equipment used include, but are not limited to,
personal computer, printer, calculator,telephone,facsimile, copier, etc.
May be required to operate a City vehicle.
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Position Description: ECD Deputy Director Page 6 of 6
PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by
an employee to successfully perform the essential functions of this job. Reasonable
accommodations may be made to enable individuals with disabilities to perform the
essential functions.
While performing the duties of this job, the employee is regularly required to sit for
extended periods of time; talk; hear; use hands to finger, handle, or feel objects, tools,
or controls. The employee is frequently required to reach with hands and arms. The
employee is occasionally required to walk; stoop, kneel, crouch or crawl; and type on a
keyboard. The employee may occasionally lift and/or move up to 35 pounds.
Specific vision abilities required by this job include close vision, distance vision, color
vision, peripheral vision, depth perception, and ability to adjust focus.
WORKING CONDITIONS:
Work is performed primarily in an office environment; however, travel and night
meetings and site inspection work are required.
SIGNATURES:
Incumbent's Signature Date Supervisor's Signature Date
Approval:
I
Department Director/Designee Date Human Resources Director Date
"Note: This document will be reviewed and updated annually at the time of the
employee's performance appraisal; when this position becomes vacant; or, if the duties
of this position are changed significantly.
Revised 4/23115
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26
CITY OF KENT
POSITION DESCRIPTION
Position Inventory Number: 10026
Classification Specification: BUILDING SERVICES MANAGER
Salary Range: TBD Management Benefits Level B
Position Description: Building Services Manager
Incumbent: Kimberlee McArthur
Location: Economic and Community Development Department
..............................................................................
GENERALPURPOSE:
I
Under the direction of the Economic and Community Development (ECD) Director, plan,
organize and manage the operations, programs and activities of the Building Services
Division, which includes building plans examination, building inspection and the permit
center;; ensures building plans, permits and construction activities are in compliance with
federal, state and local laws, regulations, ordinances, policies, procedures and established
standards; ensures the effective and efficient operation of the City's Permit Center to
provide quality services and a positive experience for customers of the permit center.
Work is characterized by management, administration and supervisory responsibilities for
the planning, organization, management,direction, evaluation and operation of the Building
Services Division. Incumbent's supervisory responsibilities include interviewing, hiring, and
training employees; planning, assigning, and directing work; appraising performance;
mentoring, rewarding and disciplining employees to include recommending promotions
and/or terminations as appropriate; addressing complaints and resolving problems;
scheduling and approving leave time.
Work is performed independently under managerial supervision. Supervisor provides the
employee with assignments in terms of broad practice, precedents, policies and goals.
Work may be reviewed for fulfillment of department and program objectives and
conformance with departmental policy, practice and/or objective.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Plan, organize, and direct the operations, programs and activities of the Building
Services Division in accordance with federal, state and local laws and ordinances,
policies, procedures and standards.
Serve as the City's Building Official; supervise building plans examination and
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Position Description: Building Services Manager Page 2 of 6
building inspection personnel and activities; ensure compliance with and provide
k interpretations and exceptions forbuilding code issues per City ordinances, policies,
procedures and accepted practices; issue permits, certificates of occupancy, etc. as
authorized by codes and regulations.
Plan, organize, and manage the personnel, systems, activities and physical
functions and aspects of the Permit Center, including customer service, routing of
permit applications, work flow within the Permit Center and interdepartmental
coordination with "home" departments' staff as necessary to ensure a timely,
efficient, and accurate review and issuance of permits and approvals in accordance
with established policies and procedures.
Serve as technical expert and advisor regarding building codes and permitting
activities and processes.
Select, train, provide guidance and appraise the performance of assigned staff;
plan, assign and review work; establish work performance standards; initiate and
implement disciplinary actions as appropriate; motivate, reward employees;
recommend promotions and terminations as appropriate; approve/schedule leave
time.
Develop and maintain reports and statistical data on the activities, timeliness, use of
resources and effectivenesslefficiency of the Division's operations performance;
establish goals, standards and measurements of performance for the Division;
ensures the accomplishment of the division's goals and performance standards;
assist the ECD Director to establish and accomplish the department's goals and
objectives.
Maintain current knowledge, trends, developments and best practices in community
development services; assess the effectiveness of the City's building services
operations; research, develop and implement new policies, procedures, processes,
forms, etc. to respond to changing conditions or to increase efficiency and customer
service and satisfaction.
Maintain current knowledge of legal standards pertaining to building and permitting
services; prepare revisions to related codes, ordinances, regulations and standards
as appropriate.
Prepare and administer the Division's budget; develop short and long-range
budgeting and staffing projections and make recommendations to the ECD Director
as appropriate; oversee the division's expenditures and revenues.
I
Coordinate training with the Regional Fire Authority staff, staff from other City
departments and outside agencies as needed to ensure ECD Department's staff
can maintain current knowledge of practices, policies, procedures, codes,
ordinances, case law and methods of building codes, plan review, building
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Position Description: Building Services Manager Page 3 of 6 28
inspection and permitting.
Manage the City's automated permit management system; serve as the
application administrator. j
Conduct staff meetings; resolve procedural and technical conflicts; resolve j
personnel conflicts and complaints.
Assign and distribute work to loaned employees while assigned to the Permit
Center; mediate and resolve disputes and issues escalated from customers and/or
staff.
Manage and direct emergency building damage assessment inspections as part of
the City's Comprehensive Emergency Management Plan.
it
Provide information and technical assistance regarding development services codes
and ordinances to customers,the public, Chamber of Commerce, state departments
and various civic and professional groups; coordinate communication with
governmental and private agencies and departments.
Represent the City to community groups, City task forces, committees, boards
and outside agencies.
j
Attend meetings and seminars as appropriate.
Oversee the preparation and maintenance of a variety of records, reports, and
evaluations regarding building codes, administration and permit center activities and
programs; ensure appropriate and timely response for public disclosure of
documents under the control or maintenance of the Building Services Division.
Become familiar with, follow, and actively support the vision, mission, values and
behavior statements of the department and the City.
PERIPHERAL DUTIES:
Perform related duties as assigned.
KNOWLEDGE, SKILLS AND ABILITIES:
KNOWLEDGE OF:
• Applicable federal, state and local laws, codes, regulations, policies and procedures
• Methods, techniques, policies and procedures used in building design, construction,
inspection and permitting
• Current trends, methods, principles and best practices related to development
services and permit center processes and procedures
• City organization, structure, operations, policies, practices and objectives
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Position Description: Building Services Manager Page 4 of 6 29
• Modern principles, practices and techniques of employee motivation, supervision
and management
• Methods, principles and practices of effective conflict resolution
• Interpersonal skills using tact, patience and courtesy
• Oral and written communications
• Automated permit management/tracking systems
• Modern research and record-keeping techniques
• Municipal governmental budget development and administration principles,
practices and procedures
• Modern office equipment and procedures including use of a personal computerand
applicable software
• Correct English usage, grammar, spelling, punctuation and vocabulary
SKILLED IN:
• Effective use of interpersonal skills using tact, patience and courtesy
• Effective oral and written communications
• Planning and organizing work
• Hiring, training, supervising, motivating and evaluating personnel
• Effectively resolving conflicts, grievances, and personnel issues
• Building consensus; eliciting cooperation and collaboration from others who may
have conflict interests
• Developing a coordinated approach to complex administrative processes
• Conducting effective and efficient meetings
• Making sound decision and demonstrating good judgment
ABILITY TO:
• Plan, organize and direct the work, programs and activities of the Building Services
Division
• Understand, interpret, apply and explain applicable codes, rules, regulations,
policies, procedures, processes and practices
• Serve as system administrator for the City's automated permit tracking system
• Develop, maintain and use statistical data and reports to measure performance and
make improvements to the Division's operations
• Effectively coordinate and direct the activities of the permit center where staff from
various departments will be providing services
• Develop and recommend ordinance, policy, procedure or process changes for the
effective management of assigned functions
• Establish and maintain cooperative and effective working relationships with others
• Accurately analyze complex issues in high pressure situations, make effective
decisions and adopt effective courses of action
• Demonstrate positive and effective interaction and communication with individuals
of diverse occupational and social-economic-ethnic backgrounds
• Meet schedules and time lines
• Maintain records and prepare reports
• Prepare and monitor budgets and expenses
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Position Description: Building Services Manager Page 5 of 6 30
• Prepare and resent clear and concise plans, reports and recommendations
p p p p
• Work effectively on several projects concurrently
• Respond to inquiries, complaints and requests for information
EDUCATION AND EXPERIENCE:
Education: Bachelor's degree in business or public administration, building construction
technology, planning or related field; and
Experience: Four (4) years of increasingly responsible plans examination, building
inspections, or permitting experience including at least two (2) years of
supervisory experience in development services, i.e. as a Building Official,
Plans Examiner, Inspection Supervisor or Permit Supervisor;
Or: In place of the above requirements, the incumbent may possess any
combination of relevant education and experience which would demonstrate
the individual's knowledge, skill and ability to perform the essential duties
and responsibilities listed above.
LICENSES AND OTHER REQUIREMENTS:
• International Code Council Building Official (ICCBO) certification
• Valid Washington state driver's license, or the ability to obtain within thirty(30)days
of employment
• Bilingual skills desired
MACHINES, TOOLS AND EQUIPMENT USED:
Typical business office machinery and equipment including, but not limited to, personal
computer, telephone, fax and copy machine, and calculator.
The incumbent may also be required to operate a City vehicle to travel from site to site.
PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an
employee to successfully perform the essential functions of this job. Reasonable
accommodations may be made to enable individuals with disabilities to perform the
essential functions. While performing the duties of this job, the employee regularly
required to use hands to finger, handle, or feel; sit; and talk or hear. Occasionally required
to stand, walk, and reach with hands and arms. Frequently lift and/or move up to 10
pounds and occasionally lift and/or move up to 25 pounds.
Specific vision abilities required by this job include close, distance, color, and peripheral
vision; depth perception; and the ability to adjust focus.
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Position Description: Building Services Manager Page 6 of 6 31
WORKING CONDITIONS:
Work is performed in a typical office subject to many interruptions. Incumbent may
occasionally be in a field environment; may be exposed to individuals who are irate or
hostile. The noise level in the work environment is usually moderate to loud. Traveling to
various work sites may be required.
SIGNATURES:
Incumbent's Signature Date Supervisor's Signature Date
Approval:
Department Director/Designee Date Human Resources Director/Designee Date
** Note: This document will be reviewed and updated annually at the time of the employee's performance
appraisal; when this position becomes vacant; or, if the duties of this position are changed
significantly.
Revised 6/7/00; 418/15 AH
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CITY OF KENT
POSITION DESCRIPTION
Position Inventory Number:
Classification Specification: CURRENT PLANNING MANAGER
Salary Range: 49-4-5TBD - Management Benefit Level 4,13
Position Description: .. Current Planning Manager
Incumbent: Matthew Gilbert
Location: Economic & Community Development — Current Planning
..................................................................................
GENERALPURPOSE:
Under the direction of thegerEcanomic and Community Develapment
fECD} Deputy Director, plan organize and mane e the operations and activities of the
Qu#es-an4R--responsibilities include, but are not limited to,
peffeFwA4g-permit processing F's land
use comprehensive and
sub-area planning; implementing policy initiatives; assigning, monitoring, reviewing, and
evaluating work of professional and paraprofessional planning staff, and special project
research and studies related to land use planning and development.
Work is characterized by management, administrative and supervisary responsibilities for
the organization, direction evaluation and operatian of the Current Planning section.
R44G�8
the-
incumbent is responsible for carrying aut supervisory duties in accordance with ILe City's
palicies and applicable IaWS, Which includes interviewing, hiring and training employees;
planning AudiRg-assigning and 7directing_work- aRpEaj5in.g performance; rewarding and
disci Ip fining employees; addressing camplaints and resalving problems
approving/scheduling leave time; and recammending promotions and/or terminations
The incumbent assures compliance
with various City ordinances and regulations related to land development; aqp4es-resea-rs4
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Position Description: Current Planning Manager Page 2 of 76
prepares and presents staff reports for public hearings and
meetings; informs the public, outside agencies, developers, and others of various City and
State land use and development code requirements and policies; coordinates the
development and amendment of comprehensive and sub-area plans and technical
planning documents; and performs planning and coordination tasks for special projects and
programs.
e
aPA4plGR4aG"nd4ssuRiesa4ea4rGk-4n-de*eto�ateg4,-stG4dd-ress-GGP#Gve;se�
Work is performed under managerial supervision. The supenrisar provides the em la ee
with assignments in terms of broad practice, precedents, palicies and goals. Work maybe
reviewed for fulfillment of ram objectives and canformance with de6aartmental polio
practice and/or objective.
i%e e�v-t hve vcrpe ,
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Plan, organize, manage evaluate and direct the programs operatians and 6aersannel
in the Current Planning sectian ofthe ECD Department in the processinr� of planning
permits and the administratian and enforcement of the City's land use, planninr� and
zoning cedes ordinances and regulatians.
Sulam ise assigned staff in accordance with the
City's policies, procedures, and applicable laws. Responsibilities include, but are
not limited to, interviewsin ehiring and
training emplayees; planning, assigning, directing, nd
evaluating work and performance of staff ; rewarding
and disciplining ems env ,
addressing complaints and disautes; resolving problems;
e�
scheduli 1lapprovin i leave time; and recommending termination as
aapropnate.
Effectively develop, interpret, administer, and amend the Zoning Code, Subdivision
Code, Shoreline Master Program, comprehensive plans, sub-area plans, technical
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Position Description: Current Planning Manager Page 3 of 76
planning documents, and other land use regulations, policies, and procedures.
Ensure the effective and efficient review and processing of development and land
use permit application .
Process highly complex and often controversial environmental, land use, and
development applications and policy initiatives to be considered and heard before
the Hearing Examiner, SEPA Responsible Official, Short Plat Committee, Design
Review Committee, Land Use and Planning Board, Planning and Economic
Development Committee, and City Council; research and coordinate these
applications and policy initiatives with appropriate state, regional and local agencies
and parties. This includes, but is not limited to, preparing analysis; coordinating
with other City departments, applicants, outside agencies, developers, elected
officials, and general publics; providing effective, timely, and appropriate public
notice and public information.; delivering effective presentations,; and providing
professional testimony and recommendations before the Hearing Examiner, Land
Use and Planning Board, and City Council.
In cooperation with the ECD Deputy Director establish goals, policies procedures
and abjectives for the Section, which reflect overall City priority issues including
development of an annual work program that implements the division°s goals and
objectives; consult with the ECD Deputy Director on the most appropriate course of
action gn_projects and activities of the Section; formulate the section's annual budget
and staffing projections; authorize and monitor budget and expenses for the section.
Perform the duties of lap nning manager where appropriate, as prescribed in the
zanng code, Title 15, including decisions related to administrative variances, use
interpretations design review and other code administration.
Oversee and research the development and implementation of major city land use
planning policies which includes public staff and agency involvement,
coordination and recommendations
Originate innovative planning programs and projects; conduct special studies; perform
research and anal s� is: prepare recommendations ands ecp ia1 reports as assigned to
facilitate Planning projects and programs; present reports and plans to the City
Council, Land Use and Planning Board and citizen groups.
Effectively coordinate with interdepartmental staff to i4
amendiffg operational plans and regulations to ensure consistency with
comprehensive growth management plans.
e-,-
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Position Description: Current Planning Manager Page 4 of 76
Negotiate manage and administer cantracts with cansultants
r eti c n a to
perform specified Planning activitie . Effectively write, oversee,
and coordinate grants, including budget and deliverables.
Evaluate program accomplishments against established goals and timetables. Make
recommendations to the ePECD De6auty Director based upon the
evaluation concerning future plans.
Ensure accurate preparation of city statistics for employment and population data
and forecasts for state, regional, county, and local agencies.
Establish and maintain caoperative and effective wanking relatianships with
cammunit amend regional agencies and organizatians relatinr� to planning aperatians.
Provide effective written, graphic, electronic, and oral cammunicatian with diverse
audiences. Communicate complex, technical issues related to land use policies
applicatian review timelines, and cede requirements in understandable, common,
everyday terms.
Organize, attend, and conduct effective interdepartmental and public meetings on
major development applications, land use and environmental policiesy, plans, and
implementation measures. Effectively and tactfully represent the City and
z�Qepartment in various regional and intergovernmental capacities. Serve as
member of various City committees and task forces as assigned.
Ass;�gs-t"ri
Become familiar with, follow, and actively support the vision, mission, values, and
behavior statements of the department and the City.
PERIPHERAL DUTIES:
May act as the WECD Deguty Director in the De ut 's
absence as assigned.
Perform related duties as assigned.
KNOWLEDGE, SKILLS, AND ABILITIES:
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Position Description: Current Planning Manager Page 5 of 76
KNOWLEDGE OF:
• Municipal government policies, procedures, structure, operations, and objectives
• Applicable local, state, and federal laws, codes, regulations, and ordinances
including, but not limited to, the Growth Management Act, State Environmental
Policy Act, State Shoreline Act, and other land use statutes related to urban
planning
• Current literature, trends, and developments in the planning field
• Principles and practices of state, regional, municipal, sub-area and
neighborhood planning, economic development, historic preservation, and
zoning
• Research methodology as applied to the collection and analysis of planning data
• Planning information sources including, but not limited to, demographic and
economic data, environmental factors, land development trends, and legal
requirements
• Engineering, architectural, and/or cartographic illustration
• General principles and practices of governmental budgeting, accounting, and
purchasing
• General theories, principles, and practices of site planning and design review,
relating to the development and use of land, and the construction of buildings
• Modern office practices, procedures, and equipment including personal
computers and related software such as word processing and spreadsheet
programs, geographic information systems (GIS), automated permit process ,
and graphics preparation
• Geographic Information System fundamentals
• Basic principles and practices of mathematics, statistics, and database structure
• Correct usage of English grammar, spelling, punctuation, and vocabulary
• Recordkeeping techniques and requirements
• Telephone, electronic mail, and Internet techniques and etiquette
• Supervisory principles and practices
• Technical aspects of field of specialty, including policy development, growth
management requirements, project management, and land use law as it pertains
to land use planning and development
SKILLED IN:
• Using research and analytical methods, practices, and procedures to define and
resolve issues
• Research techniques and technical writing
• Project management
• Interpreting and making decisions in accordance with ordinances, governmental
regulations, and policies
• Thinking conceptually; observing and evaluating trends; analyzing data; and
drawing logical conclusions
• Effective use of interpersonal skills in a tactful, patient, and courteous manner
• Application of technical aspects of field of specialty
• Effective organization and expression of ideas through use of oral, written, and
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Position Description: Current Planning Manager Page 6 of 76
graphic communications
• Recordkeeping and preparing reports
• Preparing and delivering oral and multimedia presentations
ABILITY TO:
• Perform the essential duties and responsibilities of the position
• Train, supervise, provide work direction, and evaluate staff
• Compile, organize, analyze, evaluate, and effectively utilize technical and statistical
data, professional journals and periodicals related to research projects and other
land use planning and development projects
• Communicate effectively both orally and in writing on sometimes sensitive issuesto
diverse audiences
• Read, interpret, apply, and explain codes, rules, regulations, legal documents, and
technical policies and procedures; and resolve unique, technically-difficult, or
controversial planning issues
• Effectively work with engineering, architectural, geographic and/or cartographic
illustrations and information systems
• Work effectively in a rapid-pace work environment on several projects concurrently,
complete work with many interruptions, and plan and organize work to meet
schedules and timelines
• Work confidentially with discretion
• Maintain records and prepare reports
• Establish and maintain cooperative and effective working relationships with others
• Analyze situations accurately and adopt an effective course of action
• Work independently and make decisions within broad guidelines
• Effectively direct the work of others in a team environment
• Effectively speak and present written, visual, electronic, and geographic information
before groups of employees, managers, developers, elected officials, boards and
commissions, general public and public groups, and public hearings
• Develop and revise the Comprehensive Plan, sub-area and neighborhood plans,
and related planning and design documents
• Add, subtract, multiply, divide, and compute fractions, ratios, percentages, and
proportions; make mathematical computations as it relates to technical aspects of
work; and draw and interpret graphs and charts
• Define problems, establish facts, and draw valid conclusions
MINIMUM EDUCATION AND EXPERIENCE REQUIRED:
Education: Bachelor's degree in Planning, Public Administration, or a related field; and
Experience: Four 4 years of increasingly responsible professional experience in
managinr�/directing cammunity development and planning projects, and a
minimum of two (2 ) years in a
supervisary or management capacity ,
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Position Description: Current Planning Manager Page 7 of 76
Or: In place of the above requirements, the incumbent may possess any
combination of relevant education and experience twhich would
demonstrate the individual's knowledge, skill, and ability to perform the
essential duties listed above.
LICENSES AND OTHER REQUIREMENTS:
• American Institute of Certified Planners_( AICPJ
certification
• Valid Washington State Driver's License, or the ability to obtain within thirty (30)
days of employment
• Must successfully pass the City's pre-employment driver's records check;
successfully complete the City's Defensive Driving Course; and maintain an
excellent driving record
�-6 e ef�rr
Experience with ESRI Geographic Information System software is desired-p
MACHINES, TOOLS, AND EQUIPMENT USED:
Typical business office machinery and equipment including, but not limited to, personal
computer and spreadsheet and word processing software, database, geographic
information systems(GIS)graphic and visualization software, automated permit processing
software, printers, telephone, fax and copy machine, calculator, projector and architect and
engineer scales.
The incumbent may also be required to operate a City vehicle to travel to and from sites
within the City and outside the City.
PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an
employee to successfully perform the essential functions of this job. Reasonable
accommodations may be made to enable individuals with disabilities to perform the
essential functions.
While performing the duties of this job, the employee is regularly required to sit; use hands
to finger, handle, or feel; talk; and hear. The employee frequently is required to reach with
hands and arms. The employee is occasionally required to stand; walk; climb or balance;
and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 10
pounds and occasionally lift and/or move up to 25 pounds.
Specific vision abilities required by this job include close, distance, color, and peripheral
vision; depth perception; and the ability to adjust focus.
WORKING CONDITIONS:
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Position Description: Current Planning Manager Page 8 of 76
Work is performed primarily in an indoor environment, subject to driving from site to site to
visit development sites, perform inspections, and understand and experience aerials of
varying intensities of land use in the city. When performing work in the office, the
employee is subject to frequent interruptions by walk-in citizens, developers, employees,
telephone calls, and interoffice activities. The incumbent may also be exposed to
individuals who are irate or hostile. The noise level in the work environment is usually
moderate in the office and very loud at inspection sites.
SIGNATURES:
Incumbent's Signature Date Supervisor's Signature Date
Approval:
Department Director/Designee Date Human Resources
Director/Designee Date
" Note: This document will be reviewed and updated annually at the time of the
employee's performance appraisal; when this position becomesvacant; or, if
the duties of this position are changed significantly.
Revised: 07/27/06, 10/16/07 AB: 4/24/15 AH
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CITY OF KENT
POSITION DESCRIPTION
Position Inventory Number:
Classification Specification: PLANNER
Salary Range: NR35 Management Benefit Level C
Position Description: Planner- Current Planning
Incumbent: New 2016
Location: Economic & Community Development— Current Planning
..............................................................................
GENERALPURPOSE:
I
Under the direction of the Planning Manager and Senior Planner, perform a variety of
professional planning duties in the area of current planning, environmental and land use
management. j
i
Work is characterized by professional level planning duties associated with the
implementation and administration of City codes, ordinances, policies, and procedures in
the areas of current planning and environmental and land use management. Incumbent
ensures compliance with various City ordinances and regulations related to land
development; prepares and presents staff reports for public hearings and meetings;
informs the public, other agencies, developers, and others of various City code
requirements. Incumbent may assist in the development and revision of the
Comprehensive Plan; and perform planning and coordination tasks forspecial projects and
programs. While actual duties of each Planner in this classification will vary from time to
time, all Planners may be assigned to perform work in any or all areas.
Work is performed under limited supervision. Incumbent is frequently required to perform
work in confidence and under pressure for deadlines. Incumbent is frequently involved in
politically sensitive issues requiring a considerable amount of tact and diplomacy.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Initiate, manage and finalize the review of various land use applications to ensure
compliance with state mandated project review timelines and act as a liaison
between public and City staff.
Research, prepare and present staff reports on current planning issues forthe City
Hearing Examiner, SEPA Responsible Official, Short Plat Committee, Design
Review Committee, and City Council. This includes providing professional level
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Position Description: Planner - Current Planning Page 2 of 5
analysis to support findings, recommendations and decisions generated by City
staff.
Have a working knowledge of other development standards as applied by various
City departments.
Communicate orally and in writing with customers including public, other agencies,
other City departments throughout the permit review process to help them
understand application review timelines, interpret code requirements and
communicate with various City staff.
Represent Planning Services at the City Permit Center. Gather and interpret
information regarding customer questions related to planning regulations and
policies, specific land use and development proposals and permit application
requirements. Review land use and development permit applications, plans, and
related documents for completeness and adequacy determining acceptability for
intake, analysis and processing. Perform impromptu development plan review.
Organize and conduct inter-departmental development plan review meetings on all
major development applications.
Ensure timely and accurate public notice of land use related applications, public
hearings and threshold determinations. Includes preparation and on-site posting of
appropriate public information.
Review, process and approve site and landscape plans to assure compliance with
codes and ordinances including conducting certificate of occupancy and landscape
site inspections.
Enforce regulations of Zoning Code and other ordinances as required, including
discussing complaints with members of the public, following up with field visits and
related correspondence. Assist the Law Department and Code Enforcement Officer
by providing information on zoning related enforcement issues and testifying before
the City Hearing Examiner.
Prepare a variety of planning graphics, including conventional and computer-
assisted graphics and maps, for reports and public presentations.
Attend and/or conduct meetings as needed.
May assist in the development of comprehensive plans and programs for utilization
of land and physical facilities of the City.
Serve as member of various City committees and task forces as assigned.
Perform a variety of technical duties related to the implementation, operation,
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Position Description: Planner - Current Planning Page 3 of 5
moderate enhancement, integration, training, and maintenance of the KIVA permit
tracking system in the Planning Services Office.
I
Coordinate with the City's Information Technology Department on KIVA system
implementation and enhancements in the Planning Services Office.
PERIPHERAL DUTIES:
Perform related duties as assigned.
KNOWLEDGE, SKILLS AND ABILITIES:
KNOWLEDGE OF:
• Municipal government policies, procedures, structure, operations, and objectives
• Applicable local, state and federal laws, codes, regulations and ordinances
• Current literature, trends, and developments in the planning field
• Principles and practices of municipal planning and zoning
• Research methodology as applied to the collection and analysis of planning data
• Planning information sources including demographic and economic data,
environmental determinants of land use, land development trends, and legal
requirements
• General theories, principles and practices of site planning and design review,
relating to the development and use of land, and the construction of buildings
• Engineering, architecture and/or cartographic illustration
• General principles and practices of governmental budgeting, accounting and
purchasing
• Modern office practices, procedures, and equipment including personal computers
related software such as word processing and spreadsheets programs, geographic
information system (GIS) and automated permit processing (KIVA)
• Correct usage of English grammar, spelling, punctuation, and vocabulary
• Telephone, electronic mail, and Internet techniques and etiquette
• Technical aspects of field of specialty
SKILLED IN:
• Using research and analytical methods, practices and procedures to define and
resolve issues
• Effective organization and expression of ideas through use of oral andwritten
communications
• Effective use of interpersonal skills in a tactful, patient and courteous manner
• Record-keeping
ABILITY TO:
• Organize and conduct various research projects
• Collect and analyze planning data
• Assist in development and revision of the Comprehensive Plan
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Position Description: Planner- Current Planning Page 4 of 5
• Communicate effectively both orally and in writing
• Work confidentially with discretion
• Make effective oral presentations at public hearings and meetings
• Work with blueprints, shop drawings, and sketches
• Physically perform the requirements of the position
• Work in a rapid-pace work environment, to handle multiple tasks and to plan and
organize work to meet schedules and timelines
• Establish and maintain cooperative and effective working relationships with others
• Analyze situations accurately and adopt an effective course of action
• Maintain records and prepare reports on current planning issues
• Work with limited supervision
• Read, analyze, interpret, apply, and explain City codes, rules, regulations, policies j
and procedures, general business periodicals, professional journals, technical
procedures, financial reports, legal documents, and governmental regulations
• Speak effectively, present information, and respond to questions from City Council,
management, developers, the general public, and/or public groups
• Interpret a variety of instructions furnished in written, oral, diagram, or schedule
form
• Work independently and make decisions within broad guidelines
• Compose, proofread and edit general correspondence, routine reports, contracts,
etc.
• Add, subtract, multiply, divide; compute fractions, ratios, percentages,proportions;
draw and interpret graphs and charts; and apply these concepts to practical
situations
• Define problems, collect data, establish facts and draw valid conclusions; apply
common sense understanding to solve practical problems and deal with a variety of
concrete variables in situations where only limited standardization exists
MINIMUM EDUCATION AND EXPERIENCE REQUIRED:
Education: Bachelor's degree in Planning, Public Administration or related field; and
Experience: Two (2) years of professional level experience in Municipal Planning.
Or: In place of the above requirement, the incumbent may possess any
combination of relevant education and experience which would demonstrate
the individual's knowledge, skill and ability to perform the essential duties
and responsibilities listed above.
LICENSES AND OTHER REQUIREMENTS:
• A valid Washington State Driver's License
• Must be able to successfully pass the City's pre-employment driver's records check
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Position Description: Planner - Current Planning Page 5 of 5
MACHINES, TOOLS AND EQUIPMENT USED:
Typical business office machinery and equipment including, but not limited to, personal
computer including spreadsheet and word processing software, printers, telephone, fax
and copy machine, calculator, projector and typewriter.
May also be required to operate a City vehicle to travel to and from inspection sites.
PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an
employee to successfully perform the essential functions of this job. Reasonable
accommodations may be made to enable individuals with disabilities to perform the
essential functions.
While performing the duties of thisjob, the employee is regularly required to sit; use hands
to finger, handle, or feel; talk; and hear. The employee frequently is required to reach with
hands and arms. The employee is occasionally required to stand; walk; climb or balance;
and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 10
pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required
by this job include close, distance, color, and peripheral vision; depth perception; and the
ability to adjust focus.
WORKING CONDITIONS:
Work is performed primarily in an indoor environment, subject to driving from site to site to
perform inspections. When performing work in the office, the employee is subject to
frequent interruptions by walk-in citizens, developers, employees, telephone calls and
interoffice activities. Incumbent may also be exposed to individuals who are irate or
hostile. The noise level in the work environment is usually moderate.
SIGNATURES:
Incumbent's Signature Date Supervisor's Signature Date
Approval:
I
Department Director/Designee Date Employee Services Director/Designee Date
**Note: This document will be reviewed and updated annually at the time of the employee's
performance appraisal; when this position becomes vacant; or, if the duties of this position
are changed significantly.
Revised: 10/16/02
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CITY OF KENT
POSITION DESCRIPTION
Position Inventory Number: XXXXX
Classification Specification: ADMINISTRATIVE SECRETARY I
Salary Range: AF 20
Position Description: Administrative Secretary I
Incumbent: New 2016
Location: Economic & Community Development Department
..................................................................................
GENERAL PURPOSE:
Under the direction of the Administrative Assistant III or designee, provide a variety of
complex tasks related to the permit process and land use applications in accordance
with State and City regulations, laws, and resolutions. Provide administrative and
secretarial assistance to all divisions within the Economic & Community Development
Department.
Work is characterized by a high volume of customer service duties as well as complex
and specialized clerical and time sensitive duties coordinating communication with other
City departments, outside agencies and developers, and the general public on the
procedural aspects of the permit process. The incumbent will perform a variety of
administrative and secretarial duties including, but not limited to, processing payroll and
labor distribution, compiling information provided by the planners to create decision
documents for public notice in accordance with the State Environmental Policy Act
(SEPA), lot line adjustments, plats, subdivisions amendments, annexation zoning,
shoreline management, agenda packets and minutes. The incumbent in this
classification is also required to organize, maintain a variety of complex filing systems,
prepare letters, reports, agendas, minutes, public notices and other types of
correspondence and scan documents with a high degree of accuracy, often on short
deadlines. While actual duties of each incumbent in this classification will vary from
time to time, all Administrative Secretaries may be assigned to perform work in any or
all areas.
Work is performed under general supervision. Supervisor sets the overall objectives,
priorities and resources available. Work is performed under minimal direct supervision.
Employee is responsible for the work, plans and carries out the assignment, resolves
most conflicts that arise, coordinates work with others, and explains policies and
procedures based on established objectives. Employee keeps supervisor informed of
progress and potentially controversial matters. Work is evaluated for technical
soundness and conformity to practice and policy.
46
Position Description: Administrative Secretary I Page 2 of 5
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Provide customer service at the front desk and serve the department to greet
visitors; answer telephones; respond to inquiries; explain programs, policies, and
procedures; screen and direct calls to appropriate personnel or department or
take messages and make appointments for staff with visitors; assist callers with
scheduling permit inspections, either manually in the permit tracking system or
on line through the automated voice response system.
Enter all types of land use application documents and comments into the permit
tracking system; set up and maintain files, process paperwork associated with
State Environmental Policy Act (SEPA) projects, lot line adjustments and other
projects as assigned; route documents to appropriate divisions or outside
agencies; scan and index completed projects and files into the City's Document
Imaging System per the City's retention schedule.
Prepare, edit, issue, fax, email and coordinate meeting dates, and mail or email
out the Notice of Application to City departments and outside agencies according
to legal deadline requirements.
Create and prepare mailing lists in accordance with the requirements of the Land
Use application types; create and issue public notices using the mailing list and fax
to the appropriate newspaper.
Provide documents requested and assist with processing Public Records Requests.
Prepare, proofread and edit correspondence, reports, bulletins, minutes, public
notices, resolutions and confidential materials independently and from rough
drafts, transcription tapes or verbal instructions.
Prepare and distribute meeting notices, agenda packets and other support
documents; set up for committee meetings; attend meetings and prepare minutes
on a backup basis.
Process purchase orders, procurement cards, monthly budget reports and
maintenance of related files or other duties as assigned.
Prepare, process, and enter Economic & Community Development's payroll in a
timely, efficient, and accurate manner; provide assistance to personnel with
questions related to payroll; process personnel related forms and documents; and
run reports as requested.
Open, sort and route mail; develop and maintain a variety of office forms and
procedures; organize and maintain complex, inter-related filing systems
including a variety of confidential files, records and information for the
department as assigned. Scan and index documents into the document imaging
system and assist with the research to provide documents in support of public
disclosure records requests.
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Position Description: Administrative Secretary I Page 3 of 5
Maintain calendars for assigned staff and schedule appointments for meetings as
needed.
Cross train with other department Administrative Secretaries on all departmental
functions; provide work direction and training to new employees and temporary
staff under the direction of the supervisor.
Update, order, track and maintain customer service materials, office forms,
procedures, division supplies, business cards, and other supplies as requested.
Actively support the vision, mission, values and behavior statements of the
department and the City.
PERIPHERAL DUTIES:
Perform other duties as assigned.
KNOWLEDGE, SKILLS AND ABILITIES:
KNOWLEDGE OF:
• Permits and land use processes, plans, and related documents
• Governmental regulatory responsibilities, land use applications, and related
documents
• Basic municipal government policies, procedures, and structure; and applicable
local, state, and federal laws, codes, regulations, and ordinances
• Recordkeeping techniques
• City organization, operations, policies and objectives
• Quality customer service principles and practices
SKILLED IN:
• Modern office principles, practices, procedures and software such as MS Office
• Using interpersonal skills effectively in a tactful, patient, and courteous mannerto
promote a positive and professional City image
• Basic research methods
• Compiling, organizing, and summarizing complex, detailed material independently
or from tape or oral instructions, letters, notices, bulletins or other material
• Maintaining a variety of complex filing systems, records, and reports
• Using oral and written communications skills in an effective manner
ABILITY TO:
• Perform responsible administrative and secretarial duties with speed and
accuracy
• Perform basic principles, practices, and procedures of municipal and
governmental budgeting, accounting and purchasing including preparation,
monitoring, transferring, and reporting
• Use appropriate telephone etiquette and techniques to properly assist a diverse
assortment of inquiries and persons
• Complete work in a timely manner despite numerous interruptions
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Position Description: Administrative Secretary I Page 4 of 5
• Establish and maintain cooperative and effective working relationships with
others
• Read, comprehend, apply, and explain governmental laws, rules, regulations,
and ordinances including City and departmental policies and procedures as
applicable to the operations of the department/division
• Orally communicate with, present information to, and respond to questions from
managers, co-workers, City employees and departments, and the general public
• Add, subtract, multiply, and divide quickly and accurately; compute rate, ratio,
and percent; and create graphs and charts
• Apply common sense understanding to carry out instructions furnished in written
or oral form
• Maintain flexibility to support the team as a whole
EDUCATION AND EXPERIENCE:
Education: High school diploma supplemented by some college level course work
or training in administrative support, office management, or secretary
training; and
Experience: Three (3) years of increasingly responsible secretarial, customer service,
and/or administrative experience in an office, municipal government, or
similar environment.
Or: In place of the above requirements, the incumbent may possess any
combination of relevant education and experience which would demonstrate
the individual's knowledge and ability to perform the essential duties and
responsibilities listed above.
LICENSES AND OTHER REQUIREMENTS
• Multilingual desirable
• Proficient in Excel, Word, Outlook, PowerPoint
MACHINES, TOOLS, AND EQUIPMENT USED
Typical office machinery and equipment including, but not limited to, personal computer,
word processing and spreadsheet software, printer, telephone, fax and copy machines,
calculator, projector, tape recorder, and projector.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an
incumbent to successfully perform the essential functions of this job. Reasonable
accommodations may be made to enable individuals with disabilities to perform the
essential functions.
While performing the duties of this job, the incumbent is regularly required to use hands
to finger, handle, or feel; talk and hear. The incumbent frequently is required to reach
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Position Description: Administrative Secretary I Page 5 of 5
with hands and arms. The incumbent is occasionally required to stand; walk; climb or
balance; and stoop, kneel, crouch, or crawl; sit for extended periods of time; taste or
smell; and type on keyboard for extended periods of time. The incumbent may
frequently lift and/or move up to 50 pounds with or without assistance, and
occasionally lift and/or move up to 80 pounds or more with assistance.
Specific vision abilities required by this job include close, distance, color and peripheral
vision; depth perception; and the ability to adjust focus.
WORKING CONDITIONS:
Work is performed in an indoor office environment, subject to multiple interruptions by
walk-in citizens, employees, telephone calls, and interoffice activities. While performing
the duties of this job, the employee could be exposed to individuals who are irate, angry,
or hostile. The noise level in the work environment is usually moderate.
SIGNATURES:
Incumbent's Date Supervisor Date
Approval:
Department Director/Designee Date Human Resources Director Date
/Designee
** Note: This document will be reviewed and updated annually at the time of the
employee's performance appraisal; when this position becomes vacant;
or, if the duties of this position are changed significantly.
Rev 02/29/00, 5/10/00, 10/1/14
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CITY OF KENT
POSITION DESCRIPTION
II
Position Inventory Number:
Classification Specification: OFFICE TECHNICIAN III
Salary Range: AF20
Position Description: Permit Center Office Technician III
Incumbent: New 2016
Location: Community Development Department— Permit Center Division
...............K.MMUNNNN.................MEMMMMMM'.............
GENERAL PURPOSE:
Under the direction of the Permit Center Manager, perform a variety of responsible secretarial,
administrative and technical support duties for the Permit Center Manager and staff. Incumbent is
responsible for responding to customer inquiries by providing information and assistance to the
public concerning fire, building, engineering, planning and land use permits.
Work is characterized by a high volume of customer service duties as well as complex and
specialized clerical and technical duties such as communicating with the City's public, it's clients,
citizens,fellow employees and other divisions; processing forms, records and reports,ordering and
maintaining a wide variety of supplies including those unique to the division; independently
preparing and editing correspondence and reports;arranging meetings,travel and lodging,assisting
with special projects; creating and maintaining filing systems, and clerical duties related to the
processing of development permits. They are also required to exercise a considerable amount of
tact, patience, and courtesy in dealing with the City's public, it's clients, citizens,fellow employees
and other divisions.
Supervisor defines objectives, priorities, and deadlines; and assists incumbent with unusual
situations, which do not have clear objectives or precedents. Incumbent plans and carries out
assignments and handles problems and deviations in accordance with instructions, policies,
procedures and/or accepted practices. Work is evaluated for technical soundness and
conformity to practice and policy.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Provide a full range of clerical and internal and external customer assistance activities,.by
interacting with the public in person, by telephone, and through written correspondence.
Maintain an understanding of current Permit Center, Planning Services, Building Services,
Development Engineering, and Fire Prevention divisions'diverse functions and programs.
Research permit data and other inquiries, using computerized permitting and/or GEO base
i
i
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Position Description: Office Technician III Page 2 of 5 51
systems, including, but not limited to, permit application name, number and status,
inspection history and status, address and parcel number, property ownership and other
permit/land information verification.
Resolve or refer customer questions and complaints regarding development permitting and
the city development review process.
Answer multi-line telephones and respond to general inquiries about development permitting
and city development; direct calls as appropriate.
Provide and perform administrative, technical, and clerical duties in support of the Permit
Center and the Permit Center Manager.
Update, order, track and maintain customer service materials, office forms, procedures,
division supplies, business cards, and other supplies as requested.
Assist in delinquent payment procedures by running monthly reports, researching unpaid
fees and preparing statement report, making customer contacts on returned checks and
other non-payment situations, handling customer inquiries, and making arrangements with
customers for payment, etc.
Research permit fees refund requests and prepare refund form and documentation for
Manager's approval and signature as needed.
Assist the Permit Center Manager in the preparation of the division budget, report statistics
pertaining to the division budget and performance measurements.
Update and maintain City Code books, the Permit Center Operations Manual, the
Community Development Emergency Management Manual, and other reference materials
as requested.
Maintain permit performance database, prepare monthly permitting performance and
performance measurement reports and may assist in creating formats for related reports.
Create, maintain and organize multiple Permit Center filing systems.
Assist Permit Center Manager in the preparation of visual presentations for City Council,
Community Development Department, Chamber of Commerce, service organizations, and
other public presentations.
Research and compile statistical data and documentation on various permitting
information for inclusion into a variety of administrative and outside agency reports; and
establish appropriate report formats, prepare, proofread, and edit materials as required.
Maintain calendars for assigned division and Permit Center staff, registering Permit Center
staff for agency memberships and training courses and ensuring that dues and fees are kept
current, scheduling the Permit Center meeting room, and scheduling appointments for
application intake or meetings.
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Track and bill departments for large plat map copier use.
Review Permit Center cellular phones records and report any cellular phone problems or
changes.
Attend meetings, seminars, and training as appropriate; represent division as assigned.
Receive, sort, and distribute mail; create mailing lists, prepare materials for mailing and
respond to correspondence as assigned.
Become familiar with, follow, and actively support the vision, mission, values and behavior
statements of the department and the City.
PERIPHERAL DUTIES:
Perform other related duties as assigned.
KNOWLEDGE, SKILLS AND ABILITIES:
KNOWLEDGE OF:
• Basic municipal government policies, procedures, and structure; applicable local,state and
federal laws,codes, regulations, ordinances and fees,or the ability to learn within 6 months
of employment
• Correct usage of English grammar, spelling, punctuation, and vocabulary
• Quality customer service principles and practices
• General record-keeping principles and practices
• Modern office practices, procedures and equipment including personal computers and
related software such as word processing and spreadsheet programs to perform a wide
variety of clerical and technical duties
• Basic administrative research methods and practices
• Basic budgeting procedures
SKILLED IN:
• Using interpersonal skills effectively to deal with the public in a tactful, patient, and
courteous manner even in hostile situations, and to promote a positive and professional City
image
• Using professional telephone etiquette and techniques to properly assist a diverse
assortment of inquiries and persons
• Interacting positively and effectively with diverse individuals to accomplish common goals
• Assembling data and preparing reports
• Use of Excel, Word, Access, PowerPoint, and KIVA
ABILITY TO:
• Read, comprehend, apply and explain governmental laws, rules, codes, regulations,
ordinances including City and departmental policies and procedures as applicable to the
operations of the department/division
• Learning and understanding the functions, policies, procedures, activities and programs of
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Position Description: Office Technician III Page 4 of 5
the permitting process quickly and accurately
• Solve practical problems and deal with a variety of variables in situations where only limited
standardization exists
• Plan, organize and prioritize work to meet time lines despite numerous interruptions
• Perform complex technical and administrative duties with speed and accuracy
• Understand and follow oral and written directions
• Establish and maintain cooperative and effective working relationships with others
• Function effectively as a member of the "team"
• Create and interpret graphs and charts
• Create and edit visual presentations using Power Point, slides and other graphics
• Maintain budget and financial records
• Prepare, proofread and edit reports, correspondence, and procedure manuals
• Maintain records, reports and data
• Add, subtract, multiply, and divide quickly and accurately
MINIMUM EDUCATION AND EXPERIENCE REQUIRED:
Education: High school diploma, general education degree (GED), or equivalent,supplemented
by some college level coursework; and
Experience: Three (3)years of increasingly responsible clerical and customer service experience
involving substantial public contact and some record-keeping experience.
Or: In place of the above requirement, the incumbent may possess any combination of
relevant education and experience which would demonstrate the individual's
knowledge, skill and ability to perform the essential duties and responsibilities listed
above.
LICENSES AND OTHER REQUIREMENTS:
• Washington State Drivers License
• Bilingual skills are preferred
MACHINES, TOOLS AND EQUIPMENT USED:
Typical business office machinery and equipment including, but not limited to, personal computer
and related software, telephone,fax and copy machines, calculator, projector, engineering copier,
microfiche reader, and typewriter.
PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee
to successfully perform the essential functions of this job. Reasonable accommodations may be
made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit for extended
periods of time; use hands to finger, handle, or feel; talk and hear. The employee frequently is
required to stand, walk, and type on keyboard for extended periods of time. The employee is
i
i
PALCC(Labor,Class&Comp)1Class&Comp\Econ&CommDev Reorg 201510ff1oeTechnldan3-VAC.doc
54
Position Description: Office Technician III Page 5 of 5
occasionally required to reach with hands and arms; climb or balance on a step ladder or step stool
to retrieve records and supplies; and stoop, kneel, crouch, or crawl. The employee must
occasionally lift and/or move up to 25 pounds.
Specific vision abilities required by this job include close, distance, and peripheral vision; depth
perception; and the ability to adjust focus.
WORKING CONDITIONS:
Work is performed in an office environment;subject to extensive public contact and possible verbal
abuse from irate or hostile customers while performing the duties of this job. The noise level in the
work environment is usually moderate.
SIGNATURES:
Incumbent's Signature Date Supervisor's Signature Date
Approval:
Department Director/Designee Date Employee Services Director/Designee Date
** Note: This document will be reviewed and updated annually at the time of the employee's
performance appraisal; when this position becomes vacant; or, if the duties of this
position are changed significantly.
Revised 11/01/07
PALCC(Labor,Class&Comp)\Class&Comp\Econ&CommDev Reorg 2015\0fficeTechnician3-VAC.doc
55
LAW DEPARTMENT
� Tom Brubaker, City Attorney
Phone: 253-856-5770
KT 7Egt ^�� Fax: 253-856-6770
Address: 220 Fourth Ave. S.
Kent, WA 98032-5895
DATE: May 19, 2015
TO: Operations Committee
FROM: Tammy White, Assistant City Attorney
SUBJECT: Public Records - Ordinance Amending Chapter 1.05 of the Kent City Code -
Recommend Adoption
MOTION: Recommend Council adopt the proposed Ordinance that amends Chapter 1.05
of the Kent City Code regarding submittal and response to requests for public records
and converts those provisions from code to policy to allow for more timely revision in
response to changes in the law.
SUMMARY:
The Public Records Act, currently codified at Chapter 42.56 of the Revised Code of
Washington requires local governments to adopt reasonable rules and regulations to
carry out its provisions in a manner that provides for the fullest assistance to requestors
and the most timely possible action on requests, while contemporaneously protecting
public records from damage or disorganization and preventing excessive interference
with other essential governmental functions. The City's code provisions regarding public
records requests are currently codified in Chapter 1.05 of the Kent City Code and were
last amended in 2006.
Prior to 2002, the provisions regulating staff's processing and response to public records
requests were maintained within the City's Policy Manual. In 2002, the Council adopted
Ordinance No. 3588, which converted these provisions to code under the belief that
codification would result in the procedures being more accessible to the public. An
unintended consequence of that action was that the procedures were not regularly
updated in response to the rapid evolution of the law regarding public records.
Therefore, it is staff's belief that reverting these provisions back to policy format and
publishing them on the City's website will allow them to be readily available to the public
while still giving staff the flexibility needed to update them in response to frequent
changes in the law.
Should Council adopt the proposed Ordinance, the Mayor would then establish a public
records policy similar in form to the draft included with this agenda item. This draft
policy includes no drastic changes; it merely memorializes the existing process and
addresses those matters required by state law, such as a list of the possible exemptions
that may be applied to a public record before it is produced. This draft will be further
revised in the near future to address the retention of text messages sent and received
by City employees and substantively related to City business.
Exhibit: Ordinance and draft Policy
Budget Impact: N/A
56
ORDINANCE NO.
AN ORDINANCE of the City Council of the
City of Kent, Washington, amending Chapter 1.05
of the Kent City Code, entitled "Public Records," to
convert the City's provisions regarding submittal
and response to requests for public records under
the Public Records Act from code to policy to allow
for more timely revision in response to changes in
the law.
RECITALS
A. Washington's Public Records Act was created by an initiative
of the people in 1972 and requires that government records remain open
and accessible to the public. This initiative, as amended by the Legislature
over the years, is currently codified at Chapter 42.56 of the Revised Code
of Washington. The overarching policy that guides interpretation of the
Public Records Act is that its provisions be liberally construed in favor of
disclosure, while any exemptions that limit public access to records be
narrowly construed.
B. The Public Records Act requires that local governments adopt
reasonable rules and regulations to carry out its provisions in a manner
that provides for the fullest assistance to requesters and the most timely
possible action on requests, while contemporaneously protecting public
records from damage or disorganization and preventing excessive
interference with other essential government functions.
1
Chapter 1.05 KCC—Public Records
57
C. The City's code provisions regarding public records requests
are codified in Chapter 1.05 of the Kent City Code. This chapter has not
been amended since its original adoption in May 2006.
D. Prior to 2002 and the Council's adoption of Ordinance No.
3588, the procedures for submitting, processing, and responding to
requests for public records under the Public Records Act were established
through the City's Policy Manual. Through Ordinance No. 3588, these
procedures were codified in Ch. 1.05 of the Kent City Code under the belief
that such codification would result in the procedures being more accessible
to the public. An unintended consequence of that action, however, is that
the procedures are not regularly updated in response to the rapid evolution
of the law regarding Public Records requests. Reverting these procedures
back to a policy format and publishing them on the City's website will allow
the procedures to be readily available to the public while giving staff the
flexibility needed to update them in response to frequent changes in the
law.
E. Therefore, this ordinance amends the Kent City Code to
convert the procedures for submitting, processing, and responding to
requests for public records under the Public Records Act from code to
policy, in a current form similar to that attached as Exhibit A to this
ordinance.
NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF KENT,
WASHINGTON, DOES HEREBY ORDAIN AS FOLLOWS:
ORDINANCE
SECTION 1. — Amendment. Chapter 1.05 of the Kent City Code,
entitled "Public Records," is amended as follows:
Chapter 1.05
PUBLIC RECORDS
2
Chapter 1.05 KCC—Public Records
58
Sec. 1.05.010. Public records administration -
PoricyPurpose. The Public Retards Act. currently codified at Ch. 42.56
.RCWreq-!,L irespublic agencies to make identifiable non exam t�public
records available and to publish
rules of procedure to�mforrn inform public how access to public records will be
accomplished. Flexibility to amend these rules of-procedure-is necessary
to ensure the City is able to readily conform to frequent changes in the
law. Therefore in accordance with the Public Records Act and Ch. 2.76
e �r
the--e
any4ob,Aft-im Fevided4n--the-PuNie
Off
Mayor is hereby authorized to establishand-publish
thane policies and procedures that will apply within the City of Kent to the
submitting processing and responding records
under the Public Records Act. These rule fro�cedures_should aim to
provide fullest assistance to reauestars and timely action an re uq ants
while also protecting public retards from damage ar disorganization and
preventing excess interference with other essenti
al City functions. The
current version of this policy
be available to the public on the City's
website.
Sec. 1.05.020. Cost of orovldln 0ubllc records, In
eqLa_hHshm _therule_sofprocedure applicable to public retards requests
under KCC 1.05.010,the the Mayor is further authorized to establish and
-
amend as necessary the fee schedule applicable to the casts of copying ®r
otherwise Rroviding-public retards to reauestars to the fullest extent
authorized by jaw.
3
Chapter 1.05 KCC-Public Records
59
�cs.e .evaawe�r�e me;�cmrsav®®ee".$�1'�35ffi--'�$ �5ffi �5ffia� -
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Chapter 1.05 KCC—Public Records
60
Sec. 1.05.030GS0. Index of public records not maintained.
A. In general. The Public Records Act requires all cities and public
agencies to-maintain and make available a current index of certain public
records. However, the Public Records Act also provides that if maintaining
such an index would be unduly burdensome, or would interfere with
government operation, a city need not maintain such an index but it
must issue and publish a formal order specifying the reasons why and the
extent to which compliance would be unduly burdensome.
B. Findings. The City of Kent is comprised of numerous
departments and offices, and each department or office consists of
multiple i subdivisions. Each individual subdivision-a�ty
performs a unique public service. may utilize and
produce multiple v s-forms of "writings" as that term is defined in the
Public Records Act, and may maintain and organize these writings in
several formats and in varying filing systems. Tthousands of writings are
produced or utilized each day by these subdivisions and maw T,�
e ®,a= ,—include
to; paper records, computer files, photographs, audio recordings, video
recordings, etc. Further complicating the ability to maintain a central
index of records,
diffe
many subdivisions of the City are physically located
at various places throughout the City. As such, it is unduly
burdensome, if not impossible, and would detract from the purpose of
providing essential services to the citizens of Kent, to maintain a
current index of public records.
C. Declaration and 9order.
a e ffent ®ndc, aa� Based upon the findings set
5
Chapter 1.05 KCC—Public Records
61
forth in subsection B of this section the City Council declares that it is
unduly burdensome to maintain a central index of the records required by
RCW 42.56orders that such
an index not be maintaine e4y-sha44
fnake-avadeb4e-fef-feview-eF-eepy+ng-ar,y-indexes that are maintained
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Chapter 1.05 KCC-Public Records
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Chapter 1.05 KCC—Public Records
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Chapter 1.05 KCC—Public Records
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Chapter 1.05 KCC—Public Records
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e e e e e I;r-ci~rc-ce-�n i ch c
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SECTION 2. - Severabilitv. If any one or more sections,
subsections, or sentences of this ordinance are held to be unconstitutional
or invalid, such decision shall not affect the validity of the remaining
portion of this ordinance and the same shall remain in full force and effect.
SECTION 3. - Corrections by City Clerk or Code Reviser. Upon
approval of the City Attorney, the City Clerk and the code reviser are
authorized to make necessary corrections to this ordinance, including the
correction of clerical errors; references to other local, state or federal laws,
codes, rules, or regulations; or ordinance numbering and
section/subsection numbering.
SECTION 4. - Effective Date. This ordinance shall take effect and
be in force thirty (30) days from and after its passage as provided by law.
SUZETTE COOKE, MAYOR
ATTEST:
RONALD MOORE, CITY CLERK
14
Chapter 1.05 KCC—Public Records
70
APPROVED AS TO FORM:
TOM BRUBAKER, CITY ATTORNEY
PASSED: day of 12015.
APPROVED: day of 12015.
PUBLISHED: day of 12015.
I hereby certify that this is a true copy of Ordinance No.
passed by the City Council of the City of Kent, Washington, and approved
by the Mayor of the City of Kent as hereon indicated.
(SEAL)
RONALD MOORE, CITY CLERK
P:\Civil\Ordinance\Publ icR wrdsRevision-Ch1-05-ConvertTo Pol icy.doc
15
Chapter 1.05 KCC—Public Records
71
CITY OF KENT
ADMINISTRATIVE POLICY
NUMBER 1.5 EFFECTIVE DATE: , 2013
SUBJECT: PUBLIC RECORDS SUPERSEDES: None
APPROVED:
1.5.1 PURPOSE
A. The Public Records Act, currently codified at Ch. 42.56 RCW, requires public
agencies to make identifiable, non-exempt public records available for
inspection and copying upon request, and to publish rules of procedure to
inform the public how access to public records will be accomplished within
the City. Pursuant to Ordinance No. , adopted by the Kent City Council
on , 2015, the following rules of submitting, processing,
and responding to requests for public records under the Public Records Act
are established.
B. The purpose of this policy is to provide the public full and timely access to
information concerning the conduct of government, mindful of individuals'
privacy rights and the desirability of efficient administration of our City
government. In carrying out its responsibilities under the Public Records Act,
the City will be guided by the provisions of the Public Records Act describing
its purposes and interpretation. Except as may be provided for in the Public
Records Act, the City's failure to comply with any provision of this Policy 1.5
shall not result in any liability imposed upon the City.
C. In accordance with Chapter 2.76 of the Kent City Code, this policy is intended
to be a flexible document that may be amended from time to time as the law
and needs change. Changes to this policy will be approved by the Mayor,
subject to notification to the City Council. The current version of this policy
will be made available to the public on the City's website.
1.5.2 DEFINITIONS
All terms, except those defined below, shall have the same meaning for purposes of
this Policy 1.5 as provided for in the Public Records Act:
A. Copy or copies shall mean any duplicated version of a record, irrespective of
the record's original form.
1.5 - Page 1of9
72
B. Public Records Act shall mean that portion of the Revised Code of Washington
codified in Chapter 42.56 RCW relating to the disclosure of public records, as
currently enacted or subsequently amended or recodified.
C. Public Disclosure Administrator shall mean the City Clerk or his or her
designee.
1.5.3 RECORDS SUBJECT TO DISCLOSURE
A. Records subiect to disclosure. All public records are available for public
inspection and copying in accordance with the provisions of Ch. 42.56 RCW
and the rules and procedures provided for in this policy, unless the record
requested, in whole or in part, is exempt from disclosure under the Public
Records Act or other applicable law. If only a portion of a record is exempt
from disclosure, the City may redact and withhold the exempt portion, and
will provide the non-exempt portion, identify for the requester the specific
statutory exemption authorizing the withholding, and provide the requester a
brief explanation of how the identified exemption applies to the record
withheld in whole or in part.
B. No duty to create responsive records. The City shall not be required to create
records in response to a public records request that do not exist at the time
the request is made.
C. No continuing duty to respond. A public records request is not continuing in
nature, and will not be treated as such even if requested. If a requester
desires additional records created or obtained by the City after the date of
the requester's original public records request, the requester must submit a
new request.
D. When new record may be created. If it appears that creating a record would
be more economical for the City and result in greater assistance being
provided to the requester, the City may, at its discretion and with the
requester's consent, create a new record to respond to the request rather
than collecting and making available the underlying records. Upon
agreement, and once the City produces the newly created record, its duty
with respect to the request to which it responds is complete. Should the
requester seek additional records after having been provided with the newly
created record, the requester will be required to submit a new public records
request.
E. Translating electronic record. When a requester requests public records in a
particular electronic format, the City may comply with that request if the
requested format is reasonably translatable from the format in which the City
keeps the record. It is at the City's discretion, after any necessary
consultation with its technology department, to determine whether a record is
reasonably translatable under this section. However, if the electronic record
1.5 - Page 2of9
73
requires redaction, such redacted records may be provided to the requester
in hard copy form.
1.5.4 FORM AND MANNER OF REQUEST FOR PUBLIC RECORDS
A. Written requests. The City's policy is to promptly respond to requests for
public records and to provide the fullest assistance to requesters. In order to
facilitate a prompt response, requesters should submit a public records
request in writing using the City's pre-printed form, online through the
submittal process available on the City's website, or in another written format
that contains the information identified in subsection C of this section.
B. City orovided forms. A public records request may be submitted online
through the Public Records Center located on the City's website. The current
web address for the Public Records Center is: www.kentwa.gov/Public
RecordsCenter. Public records request forms are also available through the
City Clerk's Office upon request.
C. Format of requests. In addition to the submittal options provided for in
subsection B of this section, a public records request may be submitted in
another written format if it contains the following information necessary for
the City to reasonable locate and identify responsive public records:
1. The date of the request;
2. The name of the requester;
3. The full address to which responsive records should be sent;
4. The telephone number, email address, or other contact information of
the requester;
5. A complete description of the requested record;
6. The title and date of the requested record, if known;
7. The location of the requested record, if known; and
8. Whether the requester intends to inspect the records or to obtain a
copy of the records, in accordance with the public records fee schedule
on file with the City Clerk's Office.
D. Additional information may be required. Upon receipt of a public records
request, the City may require the requester provide additional information if
that information is necessary to determine the application of an exemption or
other law to the record requested.
E. Prioritization of records requested. With respect to a large request, or a
request that may require a significant search effort by City staff, either the
requester or the City may request that a portion of the request be prioritized
1.5 - Page 3of9
74
so that the requester receives first the records identified by the requester as
most important to him or her. A requester, however, is not required to
prioritize a request.
1.5.5 SUBMITTAL OF PUBLIC RECORDS REQUEST—DESIGNATION OF PUBLIC
RECORDS OFFICER
A. Public records officer appointed. The City's Public Disclosure Administrator
shall be the City's public records officer to whom members of the public may
direct requests for public records, who will oversee the City's compliance with
the requirements of the Public Records Act and this policy, and who may
delegate responsibilities of processing public records requests to other City
staff members in accordance with this policy.
B. Submittal of public records requests. Except as set forth in subsection C of
this section, all requests for public records, whether submitted using the
City's pre-printed form or another written format, shall be submitted to the
City's Public Disclosure Administrator, located within the City Clerk's Office at
220 Fourth Avenue South, Kent, Washington 98032, (253) 856-5725, or his
or her designee. As provided in section 1.5.4.13, public record requests may
also be submitted online through the Public Records Center located on the
City's website.
C. Exception to submittal process—Over-the-counter records. The City
recognizes that in limited circumstances processing a request for public
records may result in more of an expense to the City than simply copying and
providing the records to the requester. Therefore, as an alternative and at its
discretion, each City department may designate certain "over-the-counter'
records available to the public for immediate inspection without the submittal
of a formal public records request. If a copy of an over-the-counter record is
requested, the department may provide the copy free of charge if it
determines providing that copy involves nominal impact to staff time or City
resources.
1.5.6 RESPONSE TO PUBLIC RECORDS REQUEST
A. Initial response - Within Five (5) business days. The City will respond to
requests for public records promptly. If a request for public records is
received after 5:00 p.m., the request shall be deemed to have been received
by the City on the next business day. Within five (5) business days of
receiving a public records request, the City will respond by:
1. Providing the record for inspection or copying; or
2. Providing an internet address and link on the City's website to the
record. If a requester notifies the City that he or she cannot access
records through the internet, khe responsive records will be made
available for inspection, copying, or viewing through a designated
public computer or Comment[tiwi]:xeyiareanyxeW42se.520
1.5 - Page 4 of 9
75
3. Acknowledging the City's receipt of the request and providing a
reasonable estimate of the time necessary for further response; or
4. Denying the request; or
5. Advising the requester that clarification of the request is needed before
the City can begin fulfilling the request.
B. Clarification. At the time of the City's initial response, or subsequent to the
City's initial response, the City may require the requester clarify the request if
it is unclear or not sufficient to allow the City to reasonably locate identifiable
records. If the requester fails to clarify the request within thirty (30)
calendar days of the date the City sought clarification, the City will close the
request. If the requester wishes to subsequently obtain the records, the
requester will be required to submit a new request for the records and the
process will begin anew.
C. Time for additional response.
1. Initial time estimate. In providing the requester with a reasonable
estimate of the time necessary for the City's further response to a
public record request, this estimate may be based upon the time
needed for the City to:
a. Clarify with the requester the records included within the scope
of the request; or
b. Locate and assemble the records requested; or
C. Notify third parties or agencies affected by the request; or
d. Determine whether any of the records requested are exempt
from disclosure, that denial should be made as to all or part of
the request, and complete any necessary redactions and an
exemption log before the requested records may be released.
2. Additional time necessary. From time to time, the City will need
additional time to respond to a public records request beyond the initial
estimate communicated to the requester. If additional time is needed,
the City will take reasonable steps to advise the requester of the
additional time necessary and the reasons additional time is needed._ _ _ _ ,,- comment ttiwz7:RCW42.5eszo states that
additional time to respond may be based upon the
need to clarify,to locate and assemble info
D. Order of processing requests. The Public Disclosure Administrator may requested,to notify third persons affected by the
process requests in the order allowing the most requests to be processed in request ortodetennine whether my info isexempt.
the most efficient and timely manner. As such, requests may not always be The statute does not specifically hit the need fin
processed in sequential order. additional time to those reasons,in RCW 42.56.520,
and it does not require that we advise the requester
ofwhy additional time is needed. However,because
the PRA requires that we provide fidlest assistance
1.5.7 DISCLOSURE OF RECORDS—PROCESS to requesters,ifat communication was important.
The Model Rides,at WAC 44-14-04003(10)provide
Many records are available on the City's website at www.kentwa.gov. Requesters that mnustieed failure toproxide the record bythe
are encouraged to view the records available on the website prior to submitting a estimated date i s a deni a]of the request.
1.5 - Page 5of9
76
public records request. Any records provided in response to a public records
request will be produced in accordance with this section.
A. Copies of records. If a requester requests copies of public records, in lieu of
or supplemental to a records inspection, those copies will be produced in
accordance with section 1.5.10.
B. Inspection of records. Records are produced for inspection free of charge. If
a requester chooses to inspect records, the City will notify the requester once
the records that respond to the request are available for inspection. The
responsive records will be available for inspection during the hours of 8:30
a.m. to 12:00 p.m., and from 1 p.m. to 4:30 p.m., Monday through Friday,
excluding legal holidays, or at such other dates and times as may be e-mutually- ,,- comment[tlw3]:RCW 42.56.090 requires that
agreed upon by the Public Disclosure Administrator and requester. records be available during the"customary office
hours of the agency,"udess the requester and
Appointments to inspect records may be broken into intervals so as to not agency agree an a different time. The customary
excessively interfere with the City's provision of other essential services. To hours must be posted on the agency's website and
(protect public records ' rom damage or disorganization, the City may monitor public notice
other g provide
- - - - - - - - e e to r
a requester's inspection of original public records provided for inspection, or Comment[tlw4]:RCW 42.56.100 requires
take other steps as may be practicable to ensure that original public records agencies to adopt roles and procedures to protect
are not removed from the premises, damaged, or disorganized. public records.
C. Records produced on a partial or installment basis. If the City determines
that records responsive to a public records request are voluminous, search
efforts laborious, or a portion of responsive records is more readily available
than others, and in an effort to produce responsive records promptly, the City
may make records available to a requester for inspection or produce
requested copies on a partial or installment basis as the records are
assembled.
D. Format of records. Records will be provided to the requester in the same
format as they are retained by the City; provided, that records maintained in
an electronic format may, at the City's discretion, particularly if redaction is
required, be provided in printed form. If the requester specifies a format in
which the records should be disclosed, the City will disclose the records in the
requested format in accordance with section 1.5.3.E.
E. Length of time gathered records are available. Copied records, or records
gathered for inspection, will be available to requester for thirty (30) calendar
days from the date of the City's notification to requester that the records are
available. If a requester fails to retrieve or inspect the responsive records
within that 30-day time period, the records request will be deemed satisfied,
the records will be returned to the originating department, and the City will
close the request. If the records were produced as an installment response
under section 1.5.7.C, the requester's failure to retrieve or inspect an
installment will result in the City discontinuing its search for any remaining
records, closing the entire records request, and returning the installment
records to the originating department. If the requester wishes to
subsequently obtain the records after the City has closed the request due to
1.5 - Page 6of9
77
the requester's failure to respond, the requester will be required to submit a
new request for the records and the process will begin anew.
1.5.8 EXEMPTIONS AUTHORIZING DENIAL OF REQUEST
A requester's request for public records may be denied, in whole or in part, based
upon exemptions provided by state or federal law. The Public Records Act provides
that a number of records, or information contained therein, are exempt from public
inspection and copying. In addition, records are exempt from disclosure if any
,other statute" exempts or prohibits their disclosure. Requesters should be aware
of additional exemptions outside of the Public Records Act that may restrict the
availability of some records held by the City for inspection, copying, or scanning.
(Appendix A to this policy) contains a list of other statutes" the City_ believes_ ,,- comment[tiws]:xew 42.5e.070(2)reu�yres
exempt or prohibit disclosure of specific information or
-- - that the city publish and mountain a current list
on or records of the City. containing every law,other than those listed in eh
However, by providing this informational list, the City does not represent that every 4256,that the city believes exempts or prohibits
possible state or federal law has been included, and the City reserves the right to disclosure of sp eeific info or records of the agency,
but an agency's failure to list an exemption shall not
exempt any record, in whole or in part, from disclosure according to any applicable affect the efficacy of any exemption.
state or federal law, whether currently enacted and not appearing on Appendix A, or
according to any subsequently enacted or amended state or federal law.
1.5.9 FINAL RESPONSE TO REQUEST
The City's response to a request for records shall be deemed complete and final
upon:
A. Requester's inspection of the records; or
B. Notification to the requester that the copies requested are available for
payment and pick-up; or
C. Notification to the requester that no records exist that are responsive to the
request; or
D. Requester's failure to respond within thirty (30) calendar days of the date of
the City's notification to the requester under sections 1.5.6.13, 1.5.7.E,
1.5.11, or 1.5.12.
1.5.10 RECORDS - COPY AND DELIVERY - COSTS
There is no fee to inspect public records. If the requester asks that a copy be made
of a public record, copying costs shall be assessed as provided in this section.
A. Paver conies. Copies of paper records will be made in accordance with the
City's public records fee schedule. The public records fee schedule may be
updated from time to time by the Mayor or the Mayor's designee to reflect fee
changes as authorized by law, or to reflect the City's actual costs incurred in
providing copies of public records. The current fee schedule is available from
the City Clerk's Office along with the Statement of the factors and manner
1.5 - Page 7of9
78
used Iby_the City_ to determine those fees. If records are provided on an Comment[tlw6]:Regwredby RCW 1
forth
- i section
— —- ---_e City
- - ------ 42s6.0]0(7). J
installment basis as set forth in section 1.5.7.C, the City may charge the
requester for those copy costs as they accrue in making each installment
available.
B. Electronic conies. �he cost of electronic copies shall be the actual cost of the
medium used (e.g., CD, thumb-drive) and the cost to scan the records to that
medium, if scanning is necessary._ _ _There will be no charge for_e_m_a_i_li_ng_ ,,- Comment ttiw77:CD and flash/thumb drive
electronic records to a requester, except where another cost applies (e.g., costs are limited by RCW 4256120 Under thatstatute,rheymustbereasonableandcannotexceed
scanning). A scanning fee will be charged in accordance with the City's public the amount necessary to reimburse the City for as
records fee schedule for hard copy records that are scanned into an electronic actual costs. Right now we charge$7.15,but l have
no idea how that is calculated.
format, if requested by the requester and agreed to by the City.
C. Mailing. The requester shall pay all actual costs associated with mailing
responsive records to the requester, including envelopes, packaging, and
postage.
D. Use of outside vendor. The City is not required to copy or scan records at its
own facilities. The City may send records to a commercial vendor and bill the
requester for the actual amount charged by the vendor. The City may
arrange with the requester to pay the vendor directly.
E. Payment in advance of re/ease. Payment of copy and mail costs hall be ,- comment ttiws7:acavv.alamesrn.D;st.
made prior to the City's release of public records, and may be made by cash, 503,86 Wn.App.688(1997n states we cannot deny
a request to mail responsive r cords back to the
check, money order, credit card, or debit card in accordance with section requester,but nothing says we havc to mail them
1.5.12. When required pursuant to section 1.5.11, the payment of a deposit even ifwc don't get$to cover the mahng costs,
especially when RCW 42.56.070 allows us to
shall be made prior to the copying of any records by the City or an outside recover all costs ofmailing.
vendor. At its discretion, the City may waive this pre-payment requirement.
1.5.11 DEPOSIT FOR COPYING
The City may require the requester to deposit a sum equal to ten (10) percent of
the estimated copying cost prior to duplication of the requested records by the City
or an outside vendor. If a deposit is required, the City will notify the requester of
the necessity of the deposit. Any deposit shall be made in accordance with section
1.5.12. In the event the actual copying costs are less than the amount deposited by
the requester, the City will return the sum in excess of the actual amount to the
requester. If the requester fails to remit the deposit amount within thirty (30)
calendar days from the date of the City's notification to the requester of the deposit
necessity, the City will close the request and the records will be returned to the
originating department. If the requester wishes to subsequently obtain the records,
the requester will be required to submit a new request for the records and the
process will begin anew.
1.5.12 PAYMENT OF REQUIRED FEES
The payment of all costs associated with this policy shall be made by cash, credit
card, debit card, money order, or check payable to the City of Kent. Payment shall
1.5 - Page 8of9
79
be made in person at the customer service desk located in the Centennial Center,
400 West Gowe St., Kent, Washington 98032, by mail, or over the phone by credit
or debit card, to the Public Disclosure Administrator, City Clerk's Office, 220 Fourth
Avenue South, Kent, Washington 98032. If the requester fails to pay all copy costs
within thirty (30) calendar days from the date of the City's notification to requester,
the City will close the request and the records will be returned to the originating
department. If the requester wishes to subsequently obtain the records, the
requester will be required to submit a new request for the records and the process
will begin anew.
1.5.13 DENIAL OF REQUEST - APPEALI Comment[tIw9]:RCw 42.56520 requires that
agencies establish mechanisms for the most prompt
possible resiew of decisions denying inspections,
In the event the Public Disclosure Administrator denies a request for public records, and such review shall be deemed completed at the
in whole or in part, and the requester disagrees with that denial, the requester may end of the second business day following the denial
o
appeal the denial to the City Attorney. In the event no response to the appeal is ofinspecti n and shall constitute final agency action.
made by the City Attorney by the end of the second business day following the City
Attorney's receipt of the requester's appeal, the denial may be deemed final.
Aga.�AA�eAw-AI-„-osk«,d�m<,Ae--\as�-e,a�NknugeS.b 11.Ad-mrSd-
1.5 - Page9of9
80
(APPENDIXA _ Comment[tlwlo]:RCW 42s6.070(2)requires
the city publish and maintain a current list of every
law,other than those in Ch.42.56 RCW,that the city
WASHINGTON STATE STATUTES believes exempts or prohibits disclosure of specific
info or records of the city.
RCW TITLE
RCW 2.64.111 Documents regarding discipline/retirement of
judges
RCW 2.64.113 Confidentiality - violations
RCW 4.24.550 Information on sex offenders
RCW 5.60.060 Privileged communications
RCW 5.60.070 Court-ordered mediation records
RCW 7.68.140 Victims'compensation claims
RCW 7.69A.030(4) Child victims and witnesses - protection of
identity
RCW 7.69A.050 Rights of child victims and witnesses - addresses
RCW 7.75.050 Records of Dispute Resolution Centers
RCW 9.02.100 Reproductive privacy
RCW 9A.82.170 Financial institution records - wrongful disclosure
RCW 9.51.050 Disclosing transaction of grand jury
RCW 9.51.060 Disclosure of grand jury deposition
RCW 9.73.090(1)(c) Prohibition regarding specified emergency
response personnel
RCW 10.27.090 Grand jury testimony/evidence
RCW 10.27.160 Grand jury reports - release to public only by
judicial order
RCW 10.29.030 Organized crime special inquiry judge
RCW 10.29.090 Records of special inquiry judge proceedings
RCW 10.52.100 Records identifying child victim of sexual assault
RCW 10.77.210 Records of persons committed for criminal
insanity
RCW 10.97.040 Criminal history information released must
include disposition
RCW 10.97.050 Conviction and criminal history information
RCW 10.97.060 Deletion of certain criminal history record
information, conditions
RCW 10.97.070 Disclosure of identity of suspect to victim
RCW 10.97.080 Inspection of criminal record by subject
RCW 13.32A.090 Crisis residential centers notice to parent about
child
RCW 13.34.115 Court dependency proceedings
RCW 13.40.217 Juveniles adjudicated of sex offenses - release of
information
RCW 13.50.010 Maintenance of and access to juvenile records
RCW 13.50.050 Juvenile offenders
RCW 13.50.100 Juvenile/children records not relating to offenses
1
APPENDIX A:
City of Kent Administrative Policy 1.5 -Public Records
81
RCW 13.60.020 Missing children information
RCW 13.70.090 Citizen juvenile review board - confidentiality
RCW 18.04.405 Confidentiality of information gained by CPA
RCW 18.19.060 Notification to clients by counselors
RCW 18.19.180 Confidential communications with counselors
RCW 19.215.020 Destruction of personal health and financial
information
RCW 19.34.240(3) Private digital signature keys
RCW 19.215.030 Compliance with federal rules
RCW 26.04.175 Name and address of domestic violence victim in
marriage records
RCW 26.12.170 Reports of child abuse/neglect with courts
RCW 26.23.050 Child support orders
RCW 26.23.120 Child support records
RCW 26.26.041 Uniform Parentage Act - protection of
participants
RCW 26.26.450 Confidentiality of genetic testing
RCW 26.33.330 Sealed court adoption records
RCW 26.33.340 Agency adoption records
RCW 26.33.343 Access to adoption records by confidential
intermediary
RCW 26.33.345 Release of name of court for adoption or
relinquishment
RCW 26.33.380 Adoption - identity of birth parents confidential
RCW 26.44.010 Privacy of reports on child abuse and neglect
RCW 26.44.020(19) Unfounded allegations of child abuse or neglect
RCW 26.44.030 Reports of child abuse/neglect
RCW 26.44.125 Right to review and amend abuse finding -
confidentiality
RCW 27.53.070 Records identifying the location of archaeological
sites
RCW 29A.08.720 Voter registration records - place of registration
confidential
RCW 29A.08.710 Voter registration records - certain information
exempt
Chapter 40.14 RCW Preservation and destruction of public records
RCW 42.23.070(4) Municipal officer disclosure of confidential
information prohibited
RCW 42.41.030(7) Identity of local government whistleblower
RCW 42.41.045 Non-disclosure of protected information
(whistleblower)
RCW 46.52.080 Traffic accident reports - confidentiality
RCW 46.52.083 Traffic accident reports - available to interested
parties
2
APPENDIX A:
City of Kent Administrative Policy 1.5 -Public Records
82
RCW 46.52.120 Traffic crimes and infractions - confidential use
by police and courts
RCW 46.52.130(2) Abstract of driving record
RCW 48.62.101 Local government insurance transactions -
access to information
RCW 50.13.060 Access to employment security records by local
government agencies
RCW 50.13.100 Disclosure of non-identifiable information or with
consent
RCW 51.28.070 Worker's compensation records
RCW 51.36.060 Physician information on injured workers
RCW 60.70.040 No duty to disclose record of common law lien
RCW 68.50.105 Autopsy reports
RCW 68.50.320 Dental identification records - available to law
enforcement agencies
Chapter 70.02 RCW Medical records - access and disclosure - entire
chapter (HC providers)
RCW 70.05.170 Child mortality reviews by local health
departments
RCW 70.24.022 Public health agency information regarding
sexually transmitted disease investigations -
confidential
RCW 70.24.024 Transcripts and records of hearings regarding
sexually transmitted diseases
RCW 70.24.105 HIV/STD records
RCW 70.28.020 Local health department TB records -
confidential
RCW 70.48.100 Jail records and booking photos
RCW 70.58.055 Birth certificates - certain information
confidential
RCW 70.58.104 Vital records, research confidentiality safeguards
RCW 70.94.205 Washington Clean Air Act - confidentiality of
data.
RCW 70.96A.150 Alcohol and drug abuse treatment programs
RCW 70.123.075 Client records of domestic violence programs
RCW 70.125.065 Records of rape crisis centers in discovery
RCW 71.05.390 Information about mental health consumers
RCW 71.05.395 Ch. 70.02 RCW applies to mental health records
RCW 71.05.400 Information to next of kin or representative
RCW 71.05.425 Notice of release or transfer of committed person
after offense dismissal
RCW 71.05.427 Information that can be released
RCW 71.05.430 Statistical data
RCW 71.05.440 Penalties for unauthorized release of information
3
APPENDIX A:
City of Kent Administrative Policy 1.5 -Public Records
83
RCW 71.05.445 Release of mental health information to Dept. of
Corrections
RCW 71.05.620 Authorization requirements and access to court
records
RCW 71.05.630 Release of mental health treatment records
RCW 71.05.640 Access to treatment records
RCW 71.05.650 Accounting of disclosures
RCW 71.24.035(5)(g) Mental health information system - state, county
and regional support networks - confidentiality
of client records
RCW 71.34.200 Mental health treatment of minors - records
confidential
RCW 71.34.210 Court records for minors related to mental health
treatment
RCW 71.34.225 Release of mental health services information
RCW 71A.14.070 Records regarding developmental disability -
confidentiality
RCW 72.09.345 Notice to public about sex offenders
RCW 72.09.585(3) Disclosure of inmate records to local agencies -
confidentiality
RCW 73.04.030 Veterans discharge papers exemption (see
related RCW 42.56.440)
RCW 74.04.060 Applicants and recipients of public assistance
RCW 74.04.520 Food stamp program confidentiality
RCW 74.09.900 Medical assistance
RCW 74.13.121 Financial information of adoptive parents
RCW 74.13.280 Children in out-of-home placements -
confidentiality
RCW 74.20.280 Child support enforcement - local agency
cooperation, information
RCW 74.34.095 Abuse of vulnerable adults - confidentiality of
investigations and reports
RCW 82.32.330 Disclosure of tax information
RCW 84.36.389 Confidential income data in property tax records
held by assessor
RCW 84.40.020 Confidential income data supplied to assessor
regarding real property
Selected Federal Confidentiality Statutes and Rules
18 USC § 2721 - 2725 Driver and License Plate Information
20 USC § 1232g Family Education Rights and Privacy Act
23 USC § 409 Evidence of certain accident reports
42 USC 290dd-2 Confidentiality of Substance Abuse Records
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APPENDIX A:
City of Kent Administrative Policy 1.5 -Public Records
84
42 USC § 405(c)(2)(C)(viii)(I) Limits on Use and Disclosure of Social Security
Numbers.
42 USC 654(26) State Plans for Child Support
42 USC 671(a)(8) State Plans for Foster Care and Adoption
Assistance
42 USC 1396a(7) State Plans for Medical Assistance
7 CFR 272.1(c) Food Stamp Applicants and Recipients
34 CFR 361.38 State Vocational Rehabilitation Services
Programs
42 CFR Part 2 (2.1 - 2.67) Confidentiality of Alcohol and Drug Abuse Patient
Records
42 CFR 431.300 - 307 Safeguarding Information on Applicants and
Recipients of Medical Assistance
42 CFR 483.420 Client Protections for Intermediate Care Facilities
for the Mentally Retarded
42 CFR 5106a(b)(2)(A) Grants to States for Child Abuse and Neglect
Prevention and Treatment Programs
45 CFR 160-164 HIPAA Privacy Rule
46 CFR 40.321 USCG regulations regarding confidentiality of
drug and alcohol test results done by marine
employers
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APPENDIX A:
City of Kent Administrative Policy 1.5 -Public Records