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HomeMy WebLinkAbout04/10/1978 Council Retreat 76 CITY COUNCIL RETREAT APRIL 14-15, 1978 The Yakima City Council met on the above dates at Whistlin' Jack Lodge, at Cliffdell, Washington. The meeting opened with the members giving a brief outline of the priority items they wished to discuss. Some ini- tial discussion was held on the issue of Code administration and en- forcement under the jurisdiction of the Fire Department. Council mem- bers expressed concern about the Fire Department exercising too much authority in this area, and inquired whether enforcement could be centralized under the Office of Code Administration, and Newell Pock. The Council asked the Manager to keep them informed of progress in this area, together with scheduling a review of the I.S.O. Fire Department II/ grading schedule at a future date. Nadine Walker stated that she wished to consider the Mayor's role and to establishing a sound working relationship with the City Manager. Gordon Wonder stated he wished to discuss the duties and expectations of the City Council as well as the City Manager, along with obtaining a better understanding of the City government, i.e., boards, commissions, and programs. Don Hinman suggested that a procedure be considered for handling legislation and refining relationships with the staff along with an evaluation of the Council's relationship with the CRO. Jack Sparling suggested that the Council establish a five year program to combine Yakima County and City government in order to reduce duplication of government. At this time other discussion followed and the following suggestions were made in addition to those mentioned above. 1. Discussion of Council role in setting future policy within the Council and for the community. 2. Review present Council organizational structure, and Council member relationships. 3. Review of the Community Relations Office. 4. Evaluation of the City Manager. 5. 1979 budget process. 6. Report on 1978 fiscal status. 7. Comprehensive plans for street improvements, sidewalks, street lighting programs, etc. 8. Professional services contracts. 9. Process of municipal goal setting. 10. Housing development policy and the need for it. 11. Growth and development of City and industrial development. At this time George Eastman and Dick Zais made the following suggestions for further discussion. 1. Council/Manager communications. 2. Manager reporting system. 3. Agenda format. 4. Review of pending items. 5. Affirmative Action contract'compliance. 6. Health insurance funding alternatives. 7. Administrative system. 760-B COUNCIL RETREAT APRIL 14-15, 1978 8. Budget -- one year vs. five year considerations. 9.. City Manager evaluation process. Subsequently, the following were designated as top priority items to be discussed: 1. Community Relations Office Review. 2. Evaluation of City Manager. 3. Council role in setting future policy for the community. 4. Mayor's role. II/ 5. Relationships with staff. The CRO discussion was postponed until a forthcoming study session. At 1:15 this date there was a motion by Beauchamp, seconded by Walker to enter into an executive session to evaluate the City Manager. At 5:45 the Executive Session adjourned and the Council issued the following statement. "COUNCIL STATEMENT AFTER EXECUTIVE SESSION EVALUATION OF CITY MANAGER The City Council went through four hours of intensive, comprehen- sive and frank evaluation of City Manager George Eastman and his activities during the past 14 months. Conclusion: Mr. Eastman was commended on the many strengths he has brought to the City and also was advised of the areas that need improvement. The Council will do an evaluation again one year from now. Upon request of the City Manager, the Council will meet quarterly with him to review progress made on the goals set for the annual evalua- tion for 1979. Council directed staff to prepare legislation giving the City Manager a 5% pay raise increase effective April 1, 1978, (salary is now S33,000). He also has received a 4.6% fringe benefit increase. This is in line with what management staff received the first of the year. The Council feels that this in depth process of evaluation has resulted in a new spirit of teamwork and solidarity -- which will benefit all the citizens of Yakima. Council Retreat 4/14/78" II/ On Saturday, April 14, 1978, Beauchamp started the discussion by asking the City to stimulate citizen;iparticipation and become more involved.itt future - plans for the City, i.e., industrial growth, financial problems in the future, economic development. He recommended Council leader- ship to address current problems and to involve the citizens in the future needs and growth of the City. Pursuant to a discussion in this area, Sparling proposed to establish six committees of 16 members; with four key citizens responsible for overall coordination and working with Council members. The committees would be created to address the following concerns: industrial growth, agricultural growth, tourist and convention business, historical preservation, City/County government coordination, and community development. 76 0= C COUNCIL RETREAT APRIL 14-15, 1978 Council members interested in serving on each of the committees in- cluded: Nadine Walker and Don Hinman to work on historical preservation and community development; Henry Beauchamp with convention business; Gordon Wonder on industrial growth; Jack Sparling on agricultural growth; Don Hinman, Gordon Wonder and Henry Beauchamp on City/ County coordination. The City Manager and other staff would serve as liaison with the committees. It was MOVED by Beauchamp, seconded by Walker that Jack Sparling be the central coordinator of these committees and draw up the guidelines and structures to develop them: carried, Beauchamp, Edmondson, Hinman, Sparling, Walker, Wonder voting aye. 11/ Discussion followed concerning the next item on the agenda of the Mayor's role. It was MOVED by Beauchamp, seconded by Walker that a committee of three Council members, appointed by the Mayor or elected by the Council, meet and establish rules concerning the Mayor's role. Beauchamp suggested that he,4Walker, and Hinman develop a job description and guidelines for the Mayor's role. After further discussion, it was MOVED by Beauchamp, seconded by Walker to table this motion until a later time: carried, Beauchamp, Edmondson, Hinman, Sparling, Walker and Wonder voting aye. The Larson Garage lease was brought up next for discussion. Wonder stated that he would prefer having a thorough discussion of all leasing or related policy alternatives. Edmondson stated that the City Manager should be aware of the various options and alternatives and present them to the Council. Eastman stated that staff was assimilating the various data together re the Larson Garage. Policy issues to be determined by the Council include (A) whether the bid call should require the lessee to bring the Garage up to Code, or for the City to bring the building up to Code and then go out for bids; (B) eliminate lease space and provide additional parking; and (C) whether the City should grant or call for a general bid for the whole facility. The City Manager stated that he felt the best alternative would be a single bid call for the entire building to maximize the return to the City and continue to operate the Garage. The Manager indicated that a proposed bid call will be available by May, 1978. It was further noted that the Larson Garage has been considered by the Council since November, 1976, and sent to the DARC Committee for feed- back. Action has been postponed because the LID was delayed. Study Sessions: The next order of business concerned Study Sessions. Wonder discussed the interruption by news media in the Study Session and did not feel that the Council was free to exchange information openly because of the constant movement of cameras and tape recorders, etc. He felt the Council would be more productive if they were not interrupted and the Council should use that time as study and discussion only. Hinman stated that it is important that the news media be present, but not to the extent that it is now being practised. Edmondson asked the Council if they wished to seek legal advice regarding limiting the use of television cameras, microphones, or questions by citizens or the news media during the Study Session. It was MOVED by Sparling, seconded by Wonder that electronic equipment and tape recorders by the media be restricted from Study Sessions. No vote was taken at this time. After further discus- sion the matter was referred to the Legal Department for interpretation before a decision would be made. Hinman and Beauchamp requested that staff confer with the news media to get their opinion on this particular situation. Council Voting Procedure: Wonder asked if the voting procedure could be changed during the roll call vote to be rotated at each call for the vote. The general consen- sus of the Council was that this was a good idea and was to be imple- mented at the next meeting. 760-D COUNCIL RETREAT APRIL 14-15, 1978 „ - ,,- Guidelines: Edmondson stated that she would appreciate guidelines in establishing a better way to conduct the Council meeting. Hinman stated that everyone be given an opportunity to give their opinion by rotating around the table. After further discussion it was the general consensus that common courtesy and consideration be used by all members. The Council further determined that when a motion was made in a Council meeting that the City Clerk would be responsible for repeating it, and in the event the Clerk was unable to cite the motion accurately, the originator would repeat it. Mayor's Role: III A discussion of the Mayor's role began; and Mayor Edmondson excused herself from the meeting. The salary of the Mayor and the various responsibilities of the Mayor were considered. Nadine Walker proposed that the salary be increased to compensate the Mayor properly. However, no action was taken. The discussion addressed the Mayor's role in giving speeches, greetings, welcoming hostess, ceremonials, official correspondence, and public relations. It was recognized that the Mayor should have the responsibility for handling the official Council correspondence, but requests that relate to administration are to be turned over to the City Manager's Office. Wonder stated that if the Mayor's salary was raised as earlier suggested, she may feel that she should spend more time on the job. Sparling stated that she should be working 20 hours per week for the $700.00 salary that she is now earning. Wonder stated that if the City wants a full time Mayor, the people should vote on this as a charter amendment. Pursuant to this discussion, it was MOVED by Sparling, seconded by Wonder that the Mayor work 20 hours per week at the current salary; ,carried, Beauchamp, Sparling, Walker and Wonder voting aye. Hinman voting no. Wonder also mentioned that Council members should receive a raise for the time they were investing on City business. At this time the Mayor was asked to return to the meeting and was informed by the Council that they felt she had been doing a good job, however, they expressed concern that she had been spending too much time as a Mayor. Beauchamp described the duties of the Mayor as the Council sees the Mayor's role; official hostess at ceremonial functions; public relations for City and Council; Chairman of the City Council; service on boards and commissions; handling correspondence directed to the City Council and Mayor; and maintenance of Council files. The Council requested that she allow 20 hours per week to perform these duties. The Council also expressed concern that some precedent should be established for future Mayors which was not as demanding in terms of time on the job. Mayor Edmondson stated that she realized that as a Councilman there was not much pay involved for the duties she performs. She stated that she believed in devoting more time as a Council member because she does not have to work full time for a living and did not expect the salary to cover the time spent in the role as Mayor. Nevertheless, she indicated that she would try to meet the expectations of the Council on this matter , and limit her time as Mayor accordingly, but would continue to serve the citizens as they wish. At 3:00 P.M. it was MOVED by Sparling and seconded by Hinman that the retreat meeting be adjourned. ol lir --:- _ __ ,. _ _ ji -, • -/— READ AND CERTIFIED ACCURATE B NI.Or AO' , DATE J5 ////2 - of7 7- 4 1"1 , 1 , -47) ,, . .,....,-„, ._ii;E 5 r 7P illf 4 . i , •UNC ' ATTEST: , / '; -- j I .4 . . . . .... , _ CITY iiri / ( v-PYO'