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02/01/2012 00 Agenda and Packet ky. y x 4 1 MY, YtY' YAKIMA CITY COUNCIL February 1, 2012 Yakima Convention Center, Suite 200 Adjourned Meeting - -City Council Retreat 12 Noon - -5 PM 1. Roll Call 2. Retreat Guidelines and Desired Outcomes 3. Utilization of Study Sessions and Council Committees 4. Strategic PrioritiesNision & Mission /Goals 5. City Service Levels 6. Council Roundtable 7. City Council Retreat Packet 8. Council General Information Packet 9. Adjournment 10. The next City Council Business Meeting will be February 7, 2012 at 6 p.m. at City Hall Council Chambers. s c ti = V; 1., ye- BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No For Meeting of: February 1, 2012 {. .uc ., .ya • I -a ..44 d' wt i,.?rry 4' F � u. YS + ITEM TITLE: ' City Council Retreat Packet SUBMITTED BY: CONTACT PERSON/TELEPHONE: SUMMARY EXPLANATION: Resolution Ordinance Other (specify) Contract: Mail to: Contract Term: Amount: Expiration Date: Insurance Required? No Funding Source: Phone: APPROVED FOR City Manager SUBMITTAL: 70/„..„47*/„.4. STAFF RECOMMENDATION: BOARD /COMMISSION RECOMMENDATION: ATTACHMENTS: Click to download ❑ 2 -1 -12 Retreat Packet oirol©Puix aim To: Council Members From: Interim City Manager Michael Morales Facilitator John Cooper Community Relations Manager Randy Beehler Subject: City Council Retreat Date: January 26 2012 Council Members, In preparation for the Council retreat next Wednesday, February 1 at the Yakima Convention Center from 12:00 pm to 5:00 pm, please review the attached information: 1) The retreat agenda 2) Retreat guidelines /ground rules 3) Updated list of Council committees 4) Current Council Strategic Priorities (adopted March 2008) 5) Current City Mission Statement and Vision Statement (adopted March 2008) * Please bring this information with you to the retreat * Lunch will be provided beginning at noon. The retreat will begin in earnest shortly after lunch. The retreat will provide the Council with the opportunity to discuss a broad range of topics covering a variety of issues. The agenda has been developed to allow flexibility in the amount of time devoted to any given item. How much time is spent on each agenda topic will be - determined by the Council's interest and will be driven by the discussion during the retreat. Please contact either of us if you need any additional information, or clarification of the material provided in this packet, in order to help you prepare for a successful retreat. Yakima City Council 2012 Retreat Agenda Wednesday, February 1st, 2012 12:00 pm - 5:00 pm Yakima Convention Center o Retreat Guidelines and Desired Outcomes • Utilization of Study Sessions and Council Committees - What process will be used to assign items to study sessions? - What process will be used to assign items to committees? - What expectations does the Council have for committees? O Strategic Priorities /Vision & Mission /Goals - What process should be used to revise Council Strategic Priorities? - What process should be used to revise Council Vision & Mission? - What process should be used to establish Council goals? - How should Council Strategic Priorities, Vision & Mission, and goals be used to guide City policy? • City Service Levels - How do you define the term "City service levels "? - What process would be used to establish City service levels? - What part in the process would the Council play? - To what extent would community input be involved? - How would community input be gathered? - How would community input be utilized? - What input would the Council expect to be provided by professional /technical staff and /or local government associations (WCMA, AWC, ICMA, NLC, NFPA, etc.)? - How would City service levels, if they were established, be used to guide City policy? ® Council Roundtable - Open discussion of issues raised by Council members • Adjournment Council Retreat Guidelines Ground rules are essential to this process because: • They reduce the element of surprise by giving everyone information at the start of the process about how the process will be conducted. As a result, the participants can focus on what is really important — policy— rather than on the mechanics — process. • Ground rules clarify roles and responsibilities, thus giving everyone notice about what is expected of them. • Once the process gets going, ground rules help keep it on track. • Ground rules help place the focus or emphasis on substantive issues rather than on personalities, which makes conflict easier to deal with and more likely to be creative and constructive, not destructive. Draft Ground Rules: 1. We are all equal participants and shall have equal responsibility to voice opinions and ideas and assume equal responsibility for the success of this process. 2. The facilitator is responsible for facilitating discussion and will endeavor to keep the discussion productive, professional and on task. 3. We will not interrupt others when they have the floor. 4. Conflict is ok because it leads to creative decisions. But it must be focused on the issues, not on personalities. Criticize ideas, not people. 5. If anyone feels too uncomfortable to continue a discussion, he or she has the right to call a "time out" and request a break. 6. Our goal is to reach decision by consensus, not by voting or some other method that produces winners or losers. 7. If you cannot live with the consensus of the group, you must offer an alternative that you believe everyone else can live with. 8. Once a decision is reached, everyone will fully support the decision. CITY OF YAKIMA COUNCIL COMMITTEES (revised 1/24/12) Public Safety Committee 3rd Wed @ 3:00 pm Kathy Coffey * Televised Dave Ettl Maureen Adkison Alt: Sara Bristol Economic Development Committee 1st Wed © 2:30 pm Maureen Adkison * Televised Kathy Coffey Sara Bristol Alt: Bill Lover Neighborhood Development Committee l @ 9:30 am Bill Lover * Televised Kathy Coffey Sara Bristol Alt: Micah Cawley Transportation - Utilities Committee 3 Thurs @ 3:30 pm Rick Ensey * Televised Bill Lover Dave Ettl Alt: Maureen Adkison Budget Committee 4 Wed @ 3:30 pm Micah Cawley * Televised Rick Ensey Kathy Coffey Alt: Maureen Adkison Intergovernmental Committee 2 " d & 4 th Tues @ 3:30 pm Rick Ensey * Televised Bill Lover Dave Ettl Alt: Kathy Coffey Citizen Boards /Commissions /Committees As needed Sara Bristol Nominating Committee Maureen Adkison Rick Ensey Alt: Micah Cawley Council Regional Fire Authority Committee 1 Thurs @ 6:00 pm Micah Cawley Varies Kathy Coffey Maureen Adkison Council Legislative Committee As needed Micah Cawley (Performance Audit Task Force) Dave Ettl Maureen Adkison Alt: Kathy Coffey 1 /, '1' L . AV1 .,.•' Yakima City Council Strategic Priorities Adopted March 2008 • Maintain and Improve Public Health and Safety • Efficiently Manage Public Resources and Ensure Fiscal Stability + Promote Economic Development and Diversification + Preserve and Enhance Yakima's Quality of Life + Provide Responsive Customer Service and Effective Communications + Build and Utilize Strategic Partnerships City of Yakima Vision Statement Adopted March 2008 To create a culturally diverse, economically vibrant, safe, and strong Yakima community City of Yakima Mission Statement Adopted March 2008 To provide outstanding services that meet the community's needs To govern responsibly by effectively managing and protecting public resources To build trust in government through openness, diverse leadership, and communication To strategically focus on enhancing Yakima's quality of life