HomeMy WebLinkAbout10/07/2008 04A-2 Draft Minutes 01-26-2008 Adjourned Meeting - City Council RetreatC
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ADJOURNED MEETING
CITY COUNCIL RETREAT
JANUARY 26, 2008 - 8:30 A.M.
YAKIMA CONVENTION CENTER
1. Roll Call
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Present:
Council: Mayor Dave Edler, presiding, Assistant Mayor Micah Cawley, Council
Members Kathy Coffey, Rick Ensey, Norm Johnson, Bill Lover and Neil
McClure
Staff: City Manager Dick Zais, Assistant City Manager Dave Zabell, Community
Relations Manager Randy Beehler and City Clerk Deborah Moore
Randy Beehler, Community Relations Manager, facilitated the meeting. He said that
the agenda was designed to allow Council Members to:
• Hear from and get to know each other
• Determine how they would like to work as a group to make City policy
• Set up the Council committee structure
• Prioritize the key tasks facing the city
2. Council Strategic Direction Priorities
Randy gave background on the development of the strategic direction priorities. They
were originated in 2004 and amended in 2006 and 2007. They were designed to serve
as concise statements about primary policy directives of the Council. Today's goal is to
review the .current versions of the mission and vision statements and strategic direction
priorities for potential revisions. A mission statement was defined as task oriented
versus the broadness of a vision statement. Strategic direction priorities are concise
policy statements about the primary policy directives of the Council.
Council Member Lover suggested that "Quality of Life" should be under the mission
statement rather than the vision statement, and he felt "Continually Improve Services"
should move under the mission statement. He also suggested reference to a positive
image for the community be under the vision statement. He read a sample mission
/vision statement that he had prepared: .
The mission of the City of Yakima is to focus on preserving and improving public
safety, promote a ,regional approach and continuously improve service and act as
a catalyst for economic development and enhance our quality of life. The vision of
the City of Yakima is to govern responsibly with cooperative diverse leadership
and build a positive image of the community.
Mayor Edler was concerned with the phrase "improving public safety" referenced at the
beginning of the current statement. It seems to emphasize safety as our biggest issue.
JANUARY 26,2008 - ADJOURNED MEETING
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He agreed with the idea of moving the statement "enhancing quality of life" up to the
mission statement. One of the greatest battles we face in the community is our self
image and he feels we need to keep the self image idea in both the mission and the
vision statements.
The discussion went into the public's image of the community. Points made were:
• Place "Quality. of Life" first in the mission statement and use it as a filter.
• Impress upon staff that customer service will impact our image.
• Get the message out to the community of the positive things that are happening.
The Mission and Vision Strategic Priorities Committee will be charged with reviewing
the information and bringing an updated version back to Council. Discussion continued
on whether the strategic direction priorities should be in any order. Randy reminded
them that resources will be allocated based on these policies. It was the consensus of
Council to m*aintain the five priorities.
Council Member Johnson suggested Council get involved in directing where grant
resources be spent and using some of it for preventive measures. Council Member
Lover responded that the Council does that as a part of their fiduciary responsibilities.
He also warned that the more detail put into the priorities, the more "micromanaging"
the statements become.
Council agreed that the Mission and Vision Strategic Prioriti ' es Committee can start
working on this and can solicit ideas from individual Council members rather than
continue discussion on it today. Mayor Edler brought up whether the idea of controlling
government should be in the strategic priorities.* He has heard conversations from this
group, and others, regarding the size of our government and there is no reference to
that in the mission and vision statement. That triggered a discussion with the following
key points:
• Downsizelconirol government
• Use money wisely
• Take advantage of technology
• Add "live within our means"
0 Obtain funding for our priorities to the best of our ability
Randy summarized that, based on comments made, the strategic priorities will probably
be re-ordered on the list There may also be some wording changes and some
priorities may be added from an infrastructure standpoint. The committee will work on
draft language and bring it back to ft group for discussion. Funding. responsibilities
were discussed but what specifically surfaced the top was the need to say "fiscally
effective and efficient." City Manager Zais emphasized the importance of the strategic
priorities stating that they represent the governing direction for the community and
direct how we manage our work throughout the year.
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3. Council Roundtable Part 1
Standard Motions and Rules of Procedure — Randy Beehler
Council's rules of procedure supersede all other parliamentary authority, but in
instances where Council's rules are silent, Roberts Rules of Order govern how business
is conducted for the Council.
Duties of the Mayor -the mayor serves as a chair for the meeting and has responsibility
of making sure business is conducted in an orderly manner. That includes giving
members the floor, calling for votes, announcing votes, applying rules, etc. Something
that is commonly misunderstood is that the mayor is able to fully participate in the
meeting. The mayor can make motions, can second motions, can participate in debate,
etc. There is no need for the mayor to "pass the gavel" to participate. The only time it
would be necessary is if there were some other reason, e.g. a conflict of interest.
There is a basic process to bring an issue before Council and to vote on it An item that
is subject to vote by the Council is not on the table and, therefore, not open to
discussion or debate until a motion on the item has been made. The Council's rules are
straightforward on the process. Randy reviewed the details shown on page 12 under
Order of Discussion/Debate. Points emphasized during discussion were:
• The initial motion and second places the item on the table and allows for
discussion.
• Motions should be clean and simple.
• "So moved" is not acceptable as it is very difficult to figure out what part of the
discussion is actually the motion
Another issue; discussed was the desire of a Council member to not vote on a certain
issue. A Council member can only be excused from voting if other Council members
agree to it A Council member can make a brief statement as to why he wants to
abstain and then the rest of the Council must vote on the request.
Point of order- is a statement by a member of the group who thinks the rules are being
misinterpreted or violated. By calling for a point of order, the member is asking the
Chair to make a ruling or to enforce the rules. Frequently this is confused with a point
of information or point of privilege.
Common motions:
• Motion to Table - simply sets aside an issue that the group is dealing with at the
moment so it can address an issue that is more pressing. The motion to table
should be made only if the group fully expects to return and deal with the item
that the motion applies to during the same meeting. The motion table is
misused 99.9% of the time. It is not appropriate to use the motion to table to
permanently set aside an issue. A motion to table is not debatable.
• Motion to postpone is the proper way to move an item from one meeting to
® another after it has been brought before the Council. That can be done two
ways, motion to postpone to a time certain, or motion to postpone indefinitely.
With time certain you designate a date when Council will take up the item again.
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A motion to postpone indefinitely is what is commonly confused with a motion to
table. A motion to postpone is debatable. The effect of postponing indefinitely
is killing a motion.
Mayor Edler suggested the Rules and Procedures Committee review those points.
• Call for the question is referred to by parliamentarians as a previous question
motion. It is a way to bring debate to an end immediately. Properly applied, a
previous question motion requires a second, and needs a 2/3 majority vote in
order to pass. The way it is commonly used is that one person says call for the
question, debate ends and a vote on the issue at hand is taken.
Council service expectations vs. reality
Characteristics of an effective Council
Policy vs. administration
Mayor Edler commented that a pamphlet, "Local Government Policy Making Process,"
from the Municipal Research and Services Center of Washington, was included in the
packets. It defines several types of government. He urged Council members to read it
to help understand our form of government. He believes that when a City Council tries
to micromanage a city, it is a hindrance to the process. He has learned that, when you •
give something away, it won't be done your way. Staff is accountable for the end result.
When we look at our strategic direction priorities each year, we should be.able to
determine that things we requested staff to do were done.
Council Member Lover spoke about items that go through committees. He said he
would like to insist that something be written in the Boards /Committee /Commission's
recommendation block of the agenda statements.
City Manager Zais talked about priority setting, responsiveness and deadlines. Staff is
very focused on deadlines, both those imposed by law /statute /regulatory requirements
and those set by City Council. Next, he spoke about Council/administration/staff
communication. He tries to be sure that Council has freedom of access across the
board to the management team, the departments, and to key support staff. He asks his
managers to be sure they are informing him when there is communication and inquiries
from Council about issues that need follow up. Another point City Manager Zais made
was when there are requests for major tasks involving staff, he needs to know that a
majority of the Council is behind the effort. This is one of the challenges within the
committee structure. The committees can cause a large amount of work to be done on
behalf of the collective body. There are times that Council members may need to
double check with their peers on whether we really want to go down a path. Council
Member McClure referred back to the heading "Characteristics of an Effective Council."
As a Council member he wants to I look back years from now and see how effective we
were in economic development, in our policing and in giving our professionals the tools
that make them effective. He wants to be giving our professionals the opportunities to
be successful and be judged by their results. He believes the closer he gets to the •
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details, the more he is failing as.a leader. It is his philosophy that wonting with City staff
is a privilege, not part of his job description.
Council Member Cawley questioned how the Council determines the workload of
committees. He asked if there was a method for Council members to submit an agenda
item if they have ideas. Council Member Lover responded that he would take it to a
committee and have them take it to Council. Council Member Johnson confirmed that
the role of a Council member can easily get blurred; they need to be cognizant of what
their job is and put staff on the spot by approaching them directly.
4. Council Committees
Randy Beehler noted that three years ago, during a Council retreat, a policy decision
was made to increase the number of Council committees and have preliminary policy
work done through those committees. The result is that there has been earlier
involvement in issues by the Council and there have also been more streamlined
agendas for the business meetings. Recently, there has been some interest to revisit
the Council committee structure. Because of the quantity of committees, Mayor Edler
questioned whether some could be consolidated, based on the strategic priorities, He
pointed out that having so many committees consumes much of Council and staffs
time.
® committee should be
Councr! members first reviewed the list to determine if any of the co m s
eliminated:
Public Safety Committee — Keep
Economic Development Committee — Discussion included putting the Downtown
Futures Oversight Committee under the Economic Development Committee.
At this point, there was a discussion on the number of Council members that can attend
the committee meetings. It was emphasized that if more than three Council members
are present, it requires proper meeting notification and the City Clerk would have to
record official minutes.
Discussion continued on the impacts of combining the two committees. Mayor Edler
said the decision would be revisited at a later point in the meeting.
Intergovernmental Committee — Keep
Budget Committee — After a long discussion, the decision was to keep it
Downtown Yakima Futures Initiative Oversight Committee — already discussed, for now
it will remain.
Neighborhood Development Committee — Keep
Transit Committee — Combine with the Transportation Committee.
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Aquatic Task Force - Keep
Stormwater Task Force - Consensus to eliminate here as it is in another place as well
Community Relations Committee— Eliminate
Rules & Procedures Committee - Keep
Utility Code Committee - Eliminate
Labor Management Committee - Required
Hearing Examiner Review Committee - Required
Litter Committee - Eliminated
Capital Facilities Committee - Eliminated, the work of this committee can fold into two
other committees; Economic Development and Budget.
Strategic Priorities/Mission & Vision Committee - Keep
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NOMINATING COMMITTEE FOR CITIZENS
BOARDSICOM M ISSIONS /COMMITTEES
It was agreed to have only one Council committee for all appointments.
OUTSIDE BOARDS & COMMISSIONS
Yakima Valley Conference of Governments (YVCOG) General Membership - Keep
Yakima Valley Conference of Governments (YVCOG) Executive Board - Keep
County -Wide Planning Policy Committee - It was questioned whether this could be tied
to the Interlocal Governmental Committee, if so do it.
Yakima Downtown Association - Already eliminated
Downtown Parking Commission - Still being formed and will not have a Council
position.
ONDS- Consolidated Plan Development - Suggested this be put into the Neighborhood
Development Committee
Police Athletic League - Research whether a Council representative is required.
Commercial Revitalization Deduction Board - Keep
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Citizen Police Advisory Committee — Disbanded
EDLER MOVED AND CAWLEY SECONDED TO REPEAL THE CITIZENS POLICE
ADVISORY COMMITTEE. The motion carried by unanimous voice vote.
BY INVITATION
Discussion closed with Council consensus that they would not accept requests for
specific people, but the Council would decide who the representative would be.
Major points were:
• 2020 Master Facilities Advisory Team — finished.
• Pacific Power Customer Advisory Board — Eliminate
Yakima Sunfair, Inc. — Eliminate
It was suggested that the remaining committees be put under Outside Boards and
Commissions rather than categorized "By Invitation ".
APPOINTMENTS
CITY OF YAKIMA COUNCIL COMMITTEES
The next task of the Council was to assign Council designates for each committee:
Public Safety — Johnson/Edler /Lover, Alt Ensey
Economic Development Committee — Cawley /McClure /Ensey, Alt Coffey
Intergovernmental Committee — Edler/Johnson/McClure, Alt: Ensey
Budget Committee- Cawley /Coffey/McClure, Alt: Lover
Downtown Yakima Futures Initiative Oversight Committee — Johnson/Coffey /Ensey, Alt:
McClure
Neighborhood Development Committee — Ensey /Coffey /McClure, Alt: Cawley
Transit/Transportation Planning Committee — McClure /Cawley /Ensey, Alt Lover
Aquatics Task Force — Edler /Coffey, Alt McClure
(Moved under Outside Agency)
Stormwater Task Force — McClure /Lover
(Moved under Outside Agency)
Rules & Procedures Committee — Johnson/Cawley/McClure, Alt: Lover
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Labor Management Committee — Lover / Edler
Hearing Examiner Review Committee — Edler /Cawley
Strategic Priorities/Mission & Vision Committee — Coffey /Cawley / Edler, Alt: McClure
COUNCIL NOMINATING COMMITTEE FOR APPOINTMENTS TO BOARDS,
COMMISSIONS, AND COMMITTEES
Cawley /McClure /Johnson, Alt Coffey
OUTSIDE BOARDS /COMMITTEES /COMMISSIONS
YVCOG (Membership) — Lover, Alt: McClure
YVCOG (Executive Board) —Johnson
County -Wide Planning Policy Committee — Johnson/Edler/McClure (same as the
Intergovernmental Committee)
Joint Board for Urban Area Planning —Edler /McClure Alt: Lover — (potential overlap with
the Intergovernmental Committee)
Local Emergency Planning Committee: Edler
Yakima Basin Fish & Wildlife Planning Board — McClure, Alt: Cawley
Regional Stormwater Policy Group — McClure/ Lover
Intergovernmental Fire Service Committee — McClure /Cawley
TRANS -Action — Johnson/Edler
Union Gap /City of Yakima Intergovernmental Committee — McClure /Cawley, Alt: Ensey
Yakima County Solid Waste Advisory Committee — Lover
Yakima Basin Joint Board — Lover
Yakima Basin Water Resource Agency — Lover, Alt: McClure
Aquatics Feasibility Study Committee — Edler /Coffey, Alt: McClure
Westside Merchants Assoc — Edler, Alt: Johnson
Downtown Parking Commission — Lover
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(being formed)
Sports Commission Subcommittee — Coffey, Alt: Lover
Front Street Merchants — McClure /Johnson
Lodging Tax Advisory Committee — Coffey
Morelia Sister City Committee — Johnson
Yakima Air Terminal Board — Edler, Alt: Lover
Public Facilities District — Coffey /Johnson
ONDS - Combined with Neighborhood Development
Police Athletic League — Will check to see if there is a requirement
Harman Center Board — Cawley
Parks & Recreation Liaison - Eliminate
HoteVMotel Commission/TPA — Johnson, Alt Coffey
Commercial Revitalization Deduction Board — Lover
MAYOR STIPULATED
Yakama Nation Community Contribution Committee — Johnson, Alt: Edler
Chamber of Commerce Board — Edler
Fire Relief Pension Board — Johnson
Board for Volunteer Firefighters — Johnson/Lover
Board for Volunteer Police — Johnson/Lover
Police Relief Pension Board — Johnson
Yakima Valley Emergency Services Exec Bd, 911 Admin. Board, and EMS =
Emergency Medical Services Committee — Edler, Alt Cawley
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BY INVITATION (all moved to Outside Boards)
Capitol Theatre Board — Coffey
Yakima Clean Air Authority Board — Lover, Alt: McClure.
Yakima Valley Visitors and Convention Board of Directors — Johnson, Alt: Coffey
SunDome Advisory Committee — Edler, Alt: McClure
Supporting Investments in Economic Diversification Board (SIED) — Lover
Yakima Greenway Foundation — McClure, Alt: Ensey
YCDA Board of Directors — McClure
YVCF -CAC (Yakima Valley Community Foundation Community Advisory Committee —
CAC) — Edler
Mayor Edler recommended Council members take the opportunity to get involved in
AWC committees.
LOVER MOVED AND ENSEY SECONDED TO HAVE ALL CITY COUNCIL
COMMITTEES THAT MEET ON A MONTHLY SCHEDULE RECORDED AND
TELEVISED BY YPAC. Council Member Lover said it would allow citizens, and
Council members that are not on the committee, the opportunity to get the information
without having to wait for the minutes. During discussion, Council member Ensey
agreed. Council Member McClure expressed concern that holding meetings in the
Council Chambers is too formal and discourages free flowing discussions. Randy
Beehler said, if it was limited to just a few committees and they were conducted in the
Chambers, YPAC should be able to support them. The question rose about costs
associated with equipping other conference rooms in City Hall with cameras. Randy
gave a rough estimate of $40- 50,000 to do one. JOHNSON MOVED AND McCLURE
SECONDED TO POSTPONE THE DISCUSSION UNTIL IT IS DETERMINED WHAT
IT WOULD COST TO EQUIP BOTH THE UPSTAIRS AND DOWNSTAIRS
CONFERENCE ROOMS Council Member Coffey suggested asking the television
stations if they have surplus equipment the City could purchase. The motion carried by
a 43 roll call vote; Cawley, Ensey and Lover voting nay.
5. Challenges & Opportunities
City Manager Zais suggested the Council members review the challenges and
opportunities material, outside of this meeting, and identify the items as "Highest" and
"High" priorities. LOVER MOVED AND JOHNSON SECONDED TO DEVOTE A
STUDY SESSION TO ACCOMPLISH THIS RANKING. The motion carried by
unanimous voice vote.
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6. Adjoumment
ENSEY MOVED AND CAWLEY SECONDED TO ADJOURN TO JANUARY29, 2008
AT 8:00 A.M. FOR A STUDY SESSION ON PARKS AND RECREATION: The motion
carried by unanimous voice vote. The meeting adjoumed at 3:14 p.m.
READ AND CERTIFIED ACCURATE BY
ATTEST:
CITY CLERK
COUNCIL MEMBER DATE
COUNCIL MEMBER DATE
DAVID EDLER, MAYOR
Minutes prepared by Linda Watkins. An audio tape of this meeting is available in the City Clerk's Office
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