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HomeMy WebLinkAbout09/11/2004 Adjourned Meeting 336 ADJOURNED MEETING SEPTEMBER 11, 2004 - 8:30 A.M. HARMAN CENTER -101 N. 65 AVENUE 1. Roll Call Present: Council: Mayor Paul George, presiding, Council Members Ron Bonlender, Dave Edler, Neil McClure, Mary Place, Bernard Sims, and Susan Whitman Staff: Dick Zais, City Manager; Randy Beehler, Community Relations Manager; and Karen Roberts, City Clerk The Council members observed a moment of silence in deference to the tragedy that occurred on 9/11/01. 2. Review of outcomes of January 2004 Council Strategic Planning Retreat • Mission and Vision Statements Council members indicated they were pleased with the simplified, briefer version of the Mission and Vision Statements. • Council Strategic Direction Priorities Randy Beehler stated that staff took key elements out of the Council's priorities and made them subcategories of the goals. This topic was not included for discussion, but was included for background information. 3. Review City Management draft accomplishments /goals report Mayor George pointed out that several goals have already been accomplished this year, e.g. graffiti and boarded -up houses. Abatement of junk/abandoned vehicles and weeds along the sidewalks were added as goals for 2004 -2005. Council also discussed antiquated state laws that don't work anymore, new laws that place restrictions on the cities; and the need for more flexibility on how to spend money from the state. Council Member McClure stated we need to put pressure on the state legislators for specific funding for Yakima, not relying solely on AWC's efforts because they represent mostly the west side. City Manager Zais said we will need to work together with the County and other jurisdictions when we put our legislative priorities together because it improves our chances to get funding. A brief discussion followed on major issues the City is working through. 33:'7 SEPTEMBER 11, 2004 - ADJOURNED MEETING COUNCIL STRATEGIC PLANNING REVIEW WORKSHOP 4. Council assessment of working relationships • Exercise — Reality vs Expectations In order to give Council an idea of what their members are thinking about reality versus their expectations, Randy Beehler asked Council members when they were first elected what did they think this group would accomplish and what is reality. Council members responded: Council Member Sims: Mary Place, Paul George, and he wanted the new members to have equal footing and tried to match the new members strengths with theirs. He felt they have accomplished quite a bit in eight months, and believes his expectation has become reality. Council Member McClure: His reality is he has enjoyed this great group of people. His expectation was to be a community servant. Being able to come in as an equal partner with the existing Council members made a big difference. As encouraged by Council Member Edler, we need to continue to focus on the big picture. Council Member Edler: He was concerned that he would be expected to "wallow around in the minutiae." The January workshop'and the book he was provided gave him permission to be who he is and staff responded to his needs. The reality is he is watching council member migrate to what they like and not get all that involved in what they don't, which lets us be • diverse in the community. Mayor George: He commented that sometimes government needs to refresh itself. The existing members' role was to not get in the way of the new members who do not have time for the minutiae. If we work together we can accomplish things. He was grateful for the new three- minute rule. Council Member Place: She loves the fact that the new members are getting involved in the various committees, and people do what they say they are going to do. We need • differences, but not discussed on the radio as was done in the past. Council Member Bonlender: He did not know what,to expect after watching the old Council. • Staff did an excellent job in training the new members, and being accepted by the existing members helped. We don't have to be unanimous, but we can still be good members working together. Council Member Whitman: She appreciated the way they were introduced to the city, meeting with the various departments. She didn't see the council being divided into the old and the new; everyone is working together as a team effort. • Exercise — Successes and Challenges In a second exercise, Mr. Beehler asked Council members to identify three successes since January and three challenges that did no go right. Council members responded: Council Member Whitman: Positives — showing up for community events, working together, and agreeing to disagree. Negatives: could not think of any, but a frustration is not knowing Dave Edler as well as some other council members that she works with on committees, since she is not on a committee with him. Council Member Bonlender: Positives — new boarded -up ordinance, graffiti ordinance and clean -up program, and he likes the committees he is on. Negatives: disappointed in outcome of the scooter ordinance, need to discuss recycling now and not wait for six months, and need more open discussion on items. 2 333 SEPTEMBER 11, 2004 - ADJOURNED MEETING COUNCIL STRATEGIC PLANNING REVIEW WORKSHOP Council Member Place: Positives: there aren't coalitions on the Council, which has been reflected in the votes, proud of the graffiti program, and appreciate not having to line up four votes for projects. Negatives: Congdon issue, would like to not have items added to the agenda after Friday, and would like motions made at council meeting to be in writing and presented as soon as possible so we have an understanding of what is happening. Mayor George: Positives: He likes the improved image of Council and the pride in the community the Council has instilled, we should celebrate our successes like the roundabout and the hiring of Sam Granato, and glad we dealt with the irrigation issue. Negatives: Congdon, slow process for economic development, and need to improve our streets. Council Member Edler: Positives: Council members have areas of passion and migrate to them and seem to accomplish a lot. He believes the community realizes we are going in a good direction. Negatives /frustration: as new council member he got frustrated with long explanations on why we are doing what we are doing, dialogue in sidebars going on during the meeting — why not just share your comments, and we need to discuss things more. Council Member McClure: Positives — positive working relationship with Council; likes the way we address issues and make decisions, excited about regionalization and improved • relationships with neighboring entities; and proud that new council members "hit the ground running" on issues like gun disposal and graffiti. Negatives /frustration: he would like to spend more time with other Council members individually, but no time. The Martin Luther King, Jr. street name issue bothered him because it sort of blew up. Council Member Sims: Positives: ability to react to ClientLogic as a community and get Praeclarent in here; annexation being resolved, and settling the wastewater odor claim. We need to have a plan next time to figure out our losses early and know when to get out of the lawsuit. Negatives: Congdon not being resolved, riot having Yakima River Plan adopted by the four county commissioners, and lack of planning that involves utilizing our strength to build up the economy — have to improve on getting technology, legal, and accounting businesses to locate here. • Exercise — Are We a Team? And Follow -up Randy Beeler gave the next question: Are we a team? The discussions seem to indicate that you are. The next question is, Are we speaking with one voice or numerous voices? In the past a council member would go on the radio the next day and that was very destructive. You said this council is able to disagree and still remain civil. It might be good for you, if you agree that Council is following through, how are you doing that? What are you doing right? This could be free flowing discussion. After you vote on an issue, are you tracking progress? Council Member Bonlender pointed out that issues that will be coming back to Council for further review are: 1) boarded up structures; 2) scooter ordinance; and 3) recycling. Council Member McClure agreed, and added the issue of verified response. Council Member Edler brought up the fact that we decided to measure what we are doing, and that has been helpful. • Council Committee Structure Randy Beehler directed the discussion towards the Council committees. Comments from Council members included: • 3 339 SEPTEMBER 11, 2004 - .ADJOURNED MEETING COUNCIL STRATEGIC PLANNING REVIEW WORKSHOP A Asking staff to put the highlights from the committee meetings in the Weekly Issues Report so Council could be kept informed without having to read all the minutes. A Consider forming a new committee that would figure out how to influence the state legislators and look at issues from a revenue - generating perspective. A Possibly rotating through some of the committees to broaden understanding; maybe review committee assignments each year in January. A Committees with complicated issues should be attended by staff as well as the Council representative. A Add Appointments and Committees at the beginning of the Council Agenda to make committee appointments or make an appeal for applications to committees. A Make committee member appointments before term expiration • Working relationships with city management and staff Commenting that City Manager Zais is the only person responsible to Council and the only person we should be directing , Council Member Edler asked Mr. Zais to comment on his impression of their working relationship. Mr. Zais said he thinks it is excellent. There has been good communication and the direction given has been helpful to the management staff. He commented that staff is directly available to the Council because he believes it breeds better trust. Management staff can't be aware of everything because there is so much going on, so if a council member speaks to staff and feels that they need additional information or follow -up, he asked Council to come to him. Council Member Sims agreed, stating that he contacts the staff member named on the agenda statement because they wrote the report and have more detailed information. He stated he also likes to see the department director at the council meeting because he can see their conviction or reservation by the way they respond. City Manager Zais stated that he is delegating more assignments, trusting and verifying. • Short -term and Long -term Goals City Manager Zais reported that the Budget Strategy Team determined they need to stretch out their timeframe, most likely beyond the 2005 budget preparation cycle. They are learning there is a great deal to be gained in a careful review of the department budgets. Mr. Zais said another issue is regional services. If we look at a regional approach, we have to think in broader terms in cost savings. Council will set the tone for regional services. Consolidation options discussed included: A Regional stormwater utility program A Metropolitan park district (city and county parks) A Police and sheriffs departments into metropolitan public safety force A City /County public safety dispatch functions A City /County planning, code inspection /enforcement, and community and economic development departments A Integrate municipal court and City probation services with county probation services A City /County human resource services A Street/traffic maintenance functions for urban area 4 340 SEPTEMBER 11, 2004 - ADJOURNED MEETING COUNCIL STRATEGIC PLANNING REVIEW WORKSHOP > City /County engineering functions > City /County animal control services > Regional transit service delivery • City /County correctional services — costs /staffing /management > Regional library services — consolidate with school district and college He suggested that Council either as a whole can have a study session to begin dialogue publicly or can create a council committee to review and prioritize these options. There was a short discussion regarding filling the position of assistant city manager once Glenn Rice retires. City Manager Zais briefed the Council on his plans to recruit a replacement. Council Member Sims suggested that an organization of this size could use two assistants, equal in title, but with different responsibilities. Mr. Zais stated he would be concerned with the fiscal aspect of that suggestion. Other short-term goals include the utility billing process; community forum; resolution of Congdon issue; Joe Morrier's hotel project; downtown initiative (Front Street, Convention Center campus and Capitol Theatre); and forming a committee to meet with Union Gap officials (their request) to discuss the provision of regional services. A more extensive discussion ensued regarding a possible deadline for the Morrier project, and requesting staff to look at how we deal with those types of projects so they don't wait for eight -nine months. 5. Discussion of potential community survey in 2005 Council members deliberated on the potential benefits of conducting a community survey and determined that staff should bring this back to Council for further discussion. 6. Adjournment Mayor George adjourned the meeting at 12:00 noon. READ AND CERTIFIED ACCURATE BY 14 S j_ 'd5 DS~ COUNCI, EMBER DATE COU CIL MEM: V DATE ATTEST: d r ax- c i - _ CITY CLERK PAUL P. GEORGE, MA �•R Minutes prepared by Karen Roberts. An audio tape of this meeting is available in the City Clerk's Office 5