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Home My WebLink About07/25/2017 Council Retreat� �� 1 ��J YAKIK8AC|TY COUNCIL CITY COUNCIL RETREAT July 25, 2017 City Hall — Council Chambers 2:00 p.m. MINUTES 1. Roll Call Council: Mayor Kathy Coffey, presiding, Assistant Mayor Carmen Mendez, Council Members Holly Cousens, Avina Gutierrez, Dulce Gutierrez and Bill Lover Staff: City Manager Moore, City Attorney Cutter and Acting City Clerk Stephens Absent: Council Member Maureen Adkison (excused) 2. Roundtable discussion Mayor Coffey reported the Iocation of this meeting was changedhoChvHal\duek)buildi maintenance issues in the training room. She noted there is a special delegation in the audience, and John Cooper, Yakima Valley Tourism CEO, introduced a group visiting from our Sister City, |tayanagiJapan. A. Use of electronic devices during council meetings / social media guidelines City Clerk Claar Tee discussed the use of electronic devices during Council meetings and how this can be or can create the appearance of a violation of the Open Public Meetings Act. MOTION: Cousens moved and Coffey seconded to direct staif to bring backa resolution, similar to Selah's, at the next Council meeting relating to the use of electronic devices during Council meetings. The motion failed by a 4-2 vote with A. Gutierrez, D. Gutierrez, Lover and Mendez voting no, Adkison absent. City Clerk Clear Tee reminded Council that any posts on social media accounts relating to the conduct of government may need to be retained for 10 years per the State's retention guidelines. B. Audience participation at meetings City Clerk Clear Tee reviewed suggested changes to the "Addressing the City Council" slips. MOTION: A. Gutierrez moved and D. Gutierrez seconded to change theAddressing the City Council s!ips to include bu8et/no/nbsf,45and 6 from the memo in the Council packet. The motion carried by a 5-1 vote, Lover voting no, Adkison absent. MOTION: A. Gutierrez moved and Mendez seconded to reconsider the previous vote, The motion carried by unanimous vote, Adkison absent. MOTION: A. Gutierrez moved and Mendez seconded to move forward with buliet points 4, 5 and 6 from the memo. The motion carried by a 5-1 vote, Lover voting no, Adkison absent. It was Council consensus to change the terminology on the agendas from Audienco Participation to Public Comment and to keep the original Ianguage under sections 2 and 3 from the slips. C. Council meetings — emergency preparedness (verbal report) Page 1 of 3 1 Officer Frank Bowersox addressed Council member safety at Council meetings. D. Budget -- 2017 and 2018 Interim Finance and Budget Director Lewis briefed Council on the 2017 budget, 2018 budget process and schedule. She stressed that despite some savings, the numbers reflect a deficit of just over $690,000 and modest budget reductions may be needed in 2017. Ms. Lewis reported in preparation for the 2018 budget, staff is being extremely cautious with any proposals in order to keep reserves intact and rebuild them to policy levels to demonstrate responsible fiscal management to the bond market and other stakeholders. E. Roy's Market quasi-judicial hearing procedure City Attorney Cutter reviewed the Council's role as "judges" in the quasi-judicial hearing scheduled for August 15, 2017. He stressed Council's need to review the record prior to the hearing as no new testimony or evidence is allowed in a closed -record hearing. Mr. Cutter noted the importance of keeping the record clean and for Council members to avoid ex -parte communication on this issue. He reported after Council has heard the presentation of the case, the Council has the opportunity to deliberate in Executive Session; however, they will need to make a decision at the meeting as there is no provision for an extension of the hearing. F. Review Council committee process and structure City Manager Moore referenced the Council Committee Process Manual and asked if this Manual is working well for Council. Mayor Coffey stated she has some concerns with the staff time committed to the Council Neighborhood and Community Building Committee and the amount of direction given to staff by the Committee, not the City Manager. Council Member D. Gutierrez invited other Council members to inform her of procedural issues at any time. Mayor Coffey asked for an opportunity for her and Council Member D. Gutierrez to present to the Partnership/Legislative Committee a discussion about DACA as Attorney General Ferguson has had some action on it. It was Council consensus to schedule a Partnership Committee meeting as an Open Public Meeting since there would be a Council quorum. Mayor Coffey noted City Manager Moore has been with the City for one year now and it is time to schedule his annual review. 3. Adjournment MOTION: Mendez moved and D. Gutierrez seconded to adjourn to the next Council Business meeting on August 1, 2017, at 2 p.m. in the Council Chambers. The motion carried by unanimous vote, Adkison absent. The meeting adjourned at 4:00 p.m. CERTIFICATION READ AND CERTIFIED ACCURATE BY ATTEST: 4)(16` 6M3S&(\- COUNCIL MEMBER ' DATE Page 2 of 3 151