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Home My WebLink About07/25/2006 Adjourned Meeting / Study Session • 117 ADJOURNED MEETING /STUDY SESSION JULY 25, 2006 - 7:30 A.M. - 9:00 A.M. COUNCIL CHAMBERS - YAKIMA CITY HALL • 1. RoII CaII Present: Council: Mayor Pro Tem Neil McClure, presiding, Council Members Ron Bonlender, Norm Johnson, Bill Lover, and Susan Whitman Staff: City Manager Zais, City Attorney Paolella and City Clerk in Training Moore Absent: Dave Edler (excused) 2. Study Session regarding City Boards and Commissions • Mayor Pro Tem McClure asked to clarify the goal of the study session. Council Member Bonlender responded it was term limits, or a method of infusing new blood into our city's Boards and Commissions. Council Member Lover suggested there be no term limits, that they should be self- imposed, although he would like to see a standardization of term lengths and suggested four years. Council Member Whitman commented that change for the sake of change isn't necessarily good. It is difficult at times to get people for the boards and term limits could eliminate those that have a passion and are doing a wonderful job. 3. Term limits A. Terms of office Council Members discussed the idea of standardizing the length of terms for all City boards and commissions. Also discussed was the problem we experience of having only a limited number of well - qualified applicants. Term limits could make that a more serious problem. As a result, it was suggested limits be done informally and not legislatively. Council Member Bonlender suggested we communicate with the various committees and ask for their thoughts on term limits. He suggested advising them that the Council is looking for ways of bringing new people into the various committees and would like their suggestions. LOVER MOVED AND McCLURE SECONDED TO NOT HAVE TERM LIMITS DICTATED BY COUNCIL. Council Member Johnson said the motion is unclear because that is the way the process currently works. He suggested the length of terms be addressed rather than term limits. The Historic Preservation Committee was used as an example. Assistant City Attorney, Jeff Cutter, explained that, with respect to that committee, the terms are set by ordinance. The motion failed by a 3 -3 vote; Bonlender, Cawley, and Johnson voting nay. Upon questioning, Mr. Cutter clarified that some of the terms are specifically regulated by statute, and some are authorized by statute but leave all parameters of the terms up to the Council. He gave examples. Mayor Pro Tem McClure noted that City /County boards are partnerships and must involve the County when making 118 ADJOURNED MEETING - JULY 25, 2006 BOARDS AND COMMISSIONS changes. He suggested setting those particular boards aside when discussing term lengths. Council Member Cawley brought up the need for an interviewing process. It was pointed out that is what the selection committee does, and the selection committee should take on the responsibility of recruiting when the need arises. Council Member Cawley then suggested putting up booths at community events for recruitment. The chart supplied in the Council packet listing all the City boards and commissions, with information about each, was reviewed. If the chart does not show an RCW reference for the board /commission, it is free of statutory regulation. If YMC or an ordinance is referenced, that particular code would have to be researched to determine any term regulations, although they could be changed by the Council. Mr. Cutter noted that the County /City boards that have contractual agreements between the two entities could be regulated by the state as well. City Manager Zais said that Council has the right to set term limits for any of the boards that are created exclusively by the City Council and are set by ordinance, but if they are created by another body, the Council does not have independent authority. There is only one commission set by the City Charter, the Charter Civil Service Commission, which has a six -year term. While Council Member Johnson requested more'information before making any decisions, Council Member Bonlender continued with his idea of the necessity of getting the committees themselves involved in the discussion. His point was they may be set up the way they are for a reason. Council Member Lover would like to see a term put on the Bicycle /Pedestrian committee rather than "indefinite." Discussion continued on various ideas of how terms should work. LOVER MOVED AND CAWLEY SECONDED THAT ALL COMMITTEES THAT COUNCIL HAS CONTROL OVER WILL HAVE A TERM. The motion carried by unanimous roll call vote. C. Removal procedures Discussion covered the existing removal procedure noting that it is clear and says, by ordinance, that members sit at the will of the Council. Council Member Cawley strongly supports involvement with each committee in appointing, managing, and removing members. He would like to see automatic removal if a specified number of meetings are missed. Council members had varying opinions on this subject and agreed to review the existing ordinance and discuss it again later. D. Standardized appointment procedures When advised there is software available that would make management of vacancies and applicant tracking easier, Council suggested it be put in the budget. 2 119 ADJOURNED MEETING - JULY 25, 2006 BOARDS AND COMMISSIONS E. Omnibus legislation to accomplish changes This subject was not discussed at this time.' F. Member recruitment process Questions raised during discussion were how do people know when to apply and when they would be appointed. Again, the Term Tracker software was mentioned as a method of providing information on term expirations and history. There would be a one -time purchase price and an annual maintenance cost. It is currently done manually. With our current procedure, we rely on Council members, staff, and committee members to attract new applicants. We submit public service announcements seeking applicants through the media. When the Clerk's Office was downsized in 2000, monitoring of the boards and commissions became more limited. Council Member Lover asked if the new Human Resource tracking system could be used. When checked into, it was determined it could not be used by other departments than Human Resources due to confidentiality issues. Mayor Pro Tem McClure said he wanted to go on record stating that we should be putting out Public Service Announcements twice a year soliciting applicants and doing further outreach as necessary. He would like that to become part of a formal procedure or policy issue. Council Member Cawley suggested a kiosk at the front desk of the Harman Center and at the Convention Center making the boards and commissions information more accessible. When advised that the PSAs sent to the newspapers do not always get published, Council suggested it be handled by being put in the classified section. Council Members then discussed the current application form and recommended it be changed to have applicants check the committees they are interested in rather than ranking them In response to a question on age limits, City Clerk Roberts clarified the only age requirement would be one that said you have to be a registered voter.. City Manager Zais commented that it didn't appear another study session was needed but it would be appropriate for Council to have further discussion among themselves with regard to boards and commissions. For general information, Denise Nichols, Parks and Recreation Manager, gave a status report on the opening of the new water playgrounds. They hope to open them in a week and a half and she invited all Council members to a celebration to be held Thursday, August 3` Mrs. Nichols also gave a status report on the pool activity for the summer. 3. Audience comments (8:45 a.m. — 9:00 a.m.) No one came forward 3 120 ADJOURNED MEETING - JULY 25, 2006 BOARDS AND COMMISSIONS 4. Adjournment CAWLEY MOVED AND WHITMAN SECONDED TO ADJOURN. The motion carried by unanimous voice vote. The meeting adjourned at 9:10 a.m. READ AND CERTIFIED ACCURATE BY t C /4, O MEMBER BATE //° 7 ° "c COUNCIL M '( :ER DATE ATTEST: �Q CITY CL N IL McCLURE, MAYOR PRO TEM Minutes prepared by Linda Watkins. An audio and video tape of this meeting are available in the City Clerk's Office • 1 4