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HomeMy WebLinkAbout02/25/1994 Adjourned Meeting 168 CITY OF YAKIMA, WASHINGTON FEBRUARY 25, 1994 ADJOURNED MEETING The City Council met in session on this date at 7:30 a.m. at the Wastewater Collection Facility, Yakima, Washington. Mayor Pat Berndt, presiding, Council Members Clarence Barnett (present at 8:00 a.m. and absent after 10:15 a.m.), Henry Beauchamp, Ernie Berger, Bill Brado, Lynn Buchanan (present after 8:00 a.m. and absent after 10:45 a.m.), and Bernard Sims. City Manager Zais, Assistant City Manager Rice, and City Clerk Roberts also present, as well as Kelsey Gray, WSU, retreat facilitator. Ms. Gray reviewed the agenda for this retreat. After reviewing the City's mission and vision statements and critical strategy issues, she commented she would like to spend some time on working agreements -- how can the Council best work together most effectively and how to deal with conflicts and policy differences. MISSION AND VISION STATEMENTS Ms. Gray asked how Council uses the mission statement. She commented that it sets up guidelines and answers the three questions of who you are, what you do, and how you get it done. Mayor Berndt commented that she keeps the statement in the back of her mind when considering new programs. Ms. Gray referenced the vision statement, stating it talks, not only about what we are, but what we want to become. It provides a challenge and almost a set of criteria to set your policies and base your questions. She stated that sometimes when you see the outcome of a plan, then you tend to focus on the development of the plan. She stated she is not saying you should not do planning; however, she is giving a warning not to make the plan the most important focus; the outcome is what is important. It was the general consensus that no changes need to be made in the Vision and Mission statements. (Council Members Barnett and Buchanan present after 8:00 a.m.) CRITICAL STRATEGIC PRIORITIES Ms. Gray asked Council members to review the ten critical issues listed on the board. Following that exercise, Ms. Gray asked Council to place colored dots next to the issues to indicate individual project priorities; red symbolized the highest priority, green indicated the second highest priority, and black indicated the third priority. Council members then discussed the priority order of the items and made changes accordingly (See attached revised list). 169 FEBRUARY 25, 19 9 4�-, ADJOURNED MEETING 1994 CRITICAL STRATEGIC ISSUES Ms. Gray distributed several red, yellow and black dots to each Council member and asked them to use the red dots to identify the I/ number one strategic issues /priorities; the green dots would correspond to'the` second highest; and the black would indicate an on -going emphasis. City Manager Zais commented that this list emerged from the current work assignments, most of which are mandated to be done or are being driven by an outside source. Mr. Zais placed an "M" next to those items which the City has been mandated to accomplish. Council members, having placed their colored dots, discussed the results (See attached revised list). (Council Member Barnett absent after 10:15 a.m.) Ms. Gray then offered a couple of topics for the next discussion, but suggested Council look at a working agreement of the Council. She distributed material and samples concerning working agreements. She stated a team: 1) has a set of common goals, 2) has team goals, 3). is willing to meet individual goals, 4) is interdependent, and 5) allows growth to take risks. If you are a team you have 1) commitment to the process of the goals and 2) willingness to be held accountable to the team. (Council Member Buchanan absent after 10:45 a.m.) Ms. Gray talked about making decisions, and being held accountable, as a team. She stated there has to be a process that works, and each Council member needs to be committed to the process. She made a suggestion to use 3x5 cards or easel paper during a meeting. If easel paper is used, you can then focus on the question and write down suggested solutions or objections. If''3x5,cards are used, the participating individuals are asked to write 'down their comments and answers to the question. The reason for the 3x5 card is to permit a person time to think before they talk, and allow them to listen to others since they have their answer ready for discussion when it is their turn to speak. An example is the Mayor would ask Council members individually what they have on their card and write the answers on the easel. When all the ideas are written down, you can find where there is agreement. Council members indicated this process may be feasible for an informal discussion, but questioned if it would work for a Council meeting because of the time involved. Ms. Gray stated that after the question is formulated, you have to ask about not only the risks for taking action, but the risk for not taking action. She suggested using easel paper to let the I/ citizens know their comments are being heard; put the citizens' comments on paper. She stated that if there is an issue Council can't respond to, she suggested writing down the comment and thank the individual for the information and say Council can't make any promises, but that Council has heard the comment. It was the general consensus of the Council to use the easel paper approach during the hearing at next week's meeting. There was a brief discussion about continuing this process to another meeting; however, no action was taken. Office of City Manager DZ '94 Future -# Summary Page 2 -- 3/16/94 171 FEBRUARY 25, 1994 ADJOURNED MEETING 1994 -1995 CITY COUNCIL -- CRITICAL /STRATEGIC PRIORITIES (UPDATED 2/25/94) HIGHEST PRIORITIES A. Law Enforcement /Public Safety and Well Being -- This area includes an emphasis on community safety and preventing violent criminal acts by youth, combating gangs and illegal drugs, etc. Emphasis should also focus on training to improve public responsiveness and cultural sensitivity. Completion of the new Police Station /Legal Center is a priority project for the next 2 years. B . Enhancing Visual and Governance Image of the City -- This priority deals with improving the City's appearance /aesthetics and enhancing community respect, pride and confidence in City government. Continue efforts to maintain the City parks system and to revitalize neighborhoods. C. Unfunded Mandates -- Inform the Public on the Cost, Impact of Unfunded Federal and State Mandates -- A n ongoing effort will be made to inform the public and taxpayers on the impact that State and Federal mandates have on 'increasing the cost of City services. D . Money /Resources -- Manage Existing Resources Effectively /Identify Revenue Sources -- The cost of fixed, mandated and contractual expenditures for municipal services has become increasingly difficult to fund each budget year. Examination of alternate ways to contain costs, maximize existing resources and identify alternative revenues should continue as a priority to maintain future financial stability. II. NEXT HIGHEST PRIORITIES A. Communications - Enhancing City Communications, Both Internally and Externally -- An open flow of communications with the citizenry is crucial to enable Council and staff to respond to citizens' needs, concerns, questions, etc. Citizens' I/ ideas, complaints and suggestions should be openly solicited and willingly accepted. Better communications between and within the various departments and divisions of the City is also important. B . Infrastructure - Maintain and Enhance Public Works /Utility Capital Facilities -- The City will continue to plan and explore alternatives for financing and constructing capital improvements to the City's basic public facilities: Office of City Manager DZ '94 Future -# Summary Page 4 -- 3/16/94 172 FEBRUARY 25, 1994 - ADJOURNED MEETING sewer; water; irrigation; parks; streets; public safety; and other public facilities. C. Workforce Development /Customer Relations -- This area focuses on the enhancement of employee productivity, teamwork and service to the public which promote efficient, effective and courteous delivery of quality municipal services to citizens. The City needs to train and develop skilled workers for future technically- oriented positions to better serve customer needs. III. ONGOING EMPHASIS A. Economic Development - Emphasis on Literacy and Education -- Economic Development includes attracting and retaining businesses in the area, development of an industrial park site and providing educational opportunities for the citizens in the community. This area includes other economic development projects such as a downtown development district; street lighting; Convention Center expansion; enhancing airport capacity; improving housing opportunities and creating other public /private partnerships. B. Utilizina Cultural /Ethnic Diversity -- Broadening ethnic /cultural diversity and representation in City employment and business activities is important. The City should utilize all available community resources and seek diversity and ethnic representation in City employment and public contracts. C. Youth Involvement -- Empowering the Community to become more involved in seeking solutions for youth is encouraged. Interns, mentoring programs and employer cooperation with citizen groups and government is needed to encourage more youth involvement in the community. D. Cooperative Partnerships between City government, other public agencies, businesses, and citizens groups needs to be nurtured and developed to meet the future challenges facing our community. Office of City Manager DZ '94 Future -# Summary Page 5 -- 3/16/94 173 FEBRUARY 25, 1994 ADJOURNED MEETING CITY OF YAKIMA 1994 CRITICAL STRATEGIC ISSUES March 16, 1994 I. HIGHEST PRIORITIES • Action on Recommendations of Task Force on Youth Violence -- Anti - Cruising Ordinance - - Parental Responsibility /Curfew Ordinance -- Implementation -- Police enforcement efforts -- follow -up -- Other community suggestions • Action on Citizens Committee Recommendations: Future Capital Facilities Bond - - Parks and Recreation Facilities -- Fire Department Facilities and Apparatus -- Street Improvements /Rehabilitation -- Timing /decision on holding Bond Election • Submittal of Application for Federal "Enterprise Community" Grant -- Secure $3 million for investment in Community and Economic Development initiatives: Business incubators, rehabilitating buildings /homes; establishing revolving loans and other capital projects. - - Develop Parks Ballfield /I -82 Project • Planning for Future Expansion of Convention Center - - Initiate architectural design options -- Identify other funding sources Office of City Manager DZ '94 Future -# Summary Page 6 -- 3/16/94 174 FEBRUARY 25, 1994 - ADJOURNED MEETING IL NEXT HIGHEST PRIORITIES • Renegotiation of Jail Cost Agreement with Yakima County - - 1994 jail costs increased $225,000 (31 %) over 1992 levels -- Negotiations have been on hold for the last 8 months • Review of City Annexation Program - - Pending request from Yakima County for Revenue Sharing from newly annexed areas -- Broadway Fire District Service Area /Annexation to Yakima or Union Gap o Airport Master Plan Process /Remoting Radar Tower - - Future land acquisition, short plat zoning issues - - Master Plan must be adopted jointly by City and County -- Airport Radar - FAA decision to remote to Pasco -- Under review by Congressman Inslee -- Council Task Force to pursue issue • "A" Street Vacation Extension -- Alternative developer proposal pending; may affect previous Council action Office of City Manager DZ '94 Future -# Summary Page 7 -- 3/16/94 175 FEBRUARY 25, 1994.,,,,- ADJOURNED MEETING III. ONGOING EMPHASIS • Preparation of 1995 City Budget -- Target spending priorities -- Contain expenses and program costs within resource limitations -- Maximize existing revenues -- Secure new funding for Rebound Program • Completion of Major Capital Projects -- Police Station /Legal Center -- Yakima Avenue /I -82 Interchange Project - - Public Works Facility - - Railroad Area Water Lines • Responding to Unfunded Environmental Mandates -- Continue citizen education on impacts -- Strengthening legislative lobbying effort -- Resist unwarranted, unreasonable mandates with high costs - - Utilize Initiative 601 re new mandates • Council Review /Action re Metro Planning Studies -- Comprehensive Stormwater Management Plan -- Transportation and Transit Plan - - Parks and Recreation Comprehensive Plan -- Land Use /Final Urban Boundary Designation • Addressing Yakima Health District Financial Crisis - - Potential City liability of $300,000 to meet projected funding shortfall • Street Division -- Citizens Review Committee -- Review of current budget /operations - - Examine options to reduce /contain costs, maximize resources • Review /Action on Updated Wastewater Cost -of- Service Study - - Biennial rate study to be presented in March /April • Phasing of Future Public Safety Consolidated Dispatching - - Council recently adopted a phased plan maintaining City Police and Fire dispatching with contracted services to other agencies -- Unified Consolidation Plan with Yakima County remains a future objective • Completion of Planning for Public Transit Benefit Area - - Complete Final Service Plan and Budget - - Prepare for future vote in fall '94 - - Approve Transition Agreement with Yakima Transit and PTBA • Continuing Efforts to Upgrade City Fire Rating - - Review progress in addressing rating deficiencies Office of City Manager DZ '94 Future -# Summary Page 8 -- 3/16/94 4' 176 FEBRUARY 2 5, 1994 - ADJOURNED MEETING • Rebuild and. Refurbish General Irrigation System - - Funding to rebuild /refurbish Irrigation System to be identified -- Other options depend upon outcome of water rights litigation later in 1994 -- Also part of new Water Comprehensive Plan Update Study • Fire Protection to Yakima County Fairgrounds - - Council Committee to review options with County Commissioners /staff • Completion of Labor Contract Negotiations with City Unions -- AFSCME - - AFSCME Transit - - Police Patrolmans Association - - Fire Battalion Chiefs • Continue Implementing Information Systems Strategic Plan - - Complete and implement Automated Maintenance Management System (AMMS) -- Converting Public Safety System to new technology - - Developing Computerized Imaging System - - Expanding Micro - Computers /Office Automation • Reconsideration of Deferred 1994 Budget Proposals - - Personnel requests deferred until all labor contracts are settled for 1994 -95 • Council Review /Adoption of 1994 Zoning Ordinance Amendments • Implementation of Solid Waste Recycling Program -- Initiate competitive proposals from private sector /compare with public cost to operate - - Finalize costs /rates for new system • Preparing for State Health Care Reform Program - - Elimination of City self- funded plan -- Uncertainty re future options • Completion of New Utility Comprehensive Plans - - Consultant planning underway -- Future Council review of Comprehensive Water /Irrigation Plan and Comprehensive Sewer Plan /Financial Impacts Office of City Manager DZ '94 Future -# Summary Page 9 -- 3/16/94