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HomeMy WebLinkAboutSigned Minutes 1-21-12ARLINGTON CITY COUNCIL MINI -RETREAT MINUTES January 21, 2012 Attendees: - Facilitator Steve Peiffle Councilmembers Ken Klein, Steve Baker, Marilyn Oertle, Debora Nelson, Randy Tendering, Dick Butner, and Chris Raezer City Staff present: Mayor Tolbert, Nelson Beazley, Rob Putnam, Jim Kelly, Kristin Banfield, David Kuhl, Paul Ellis, Bryan Terry, Jim Chase, Bruce Stedman, and Allen Johnson The meeting was called to order at 9:00am by the Retreat Facilitator, Steve Peiffle. Mr. Peiffle briefly reviewed the ground rules for the retreat. How meeting agendas are set City Administrator Allen Johnson provided a brief synopsis of the agenda setting process for Council meetings. Discussion items included the addition of items on to the agenda using the "Approval of the Agenda" process and the "Miscellaneous Council Items" on the workshop agendas. Council was encouraged to provide staff with any questions they may have about an item in advance so that staff can provide the detail to all the Council members at the Council meeting. Council expressed a desire for staff to provide more detail on the cover sheets or a brief memo on the history so that everyone is on the same page. This is especially helpful when an issue or project has been discussed over many months or years. Kristin Banfield provided a brief review of the internal process for creating the draft Council agendas that are then provided to the Mayor and Mayor Pro Tem for approval. Staff noted that Council agendas are planned out as far in advance as possible to ensure that we don't miss an important step. Council requested that they receive a print out of the future agendas on a quarterly basis. It was noted that Council will be receiving monthly financial reports and detailed quarterly presentations on our current financial position. Conduct of meetinL- issues Discussion was had on ensuring that our public is truly informed on what the Council is considering. It is also important for the Council to hear from the public on items that the Council is discussing. Council and the Mayor agreed to add an item to the workshop agendas to provide the public an opportunity to give input on any item on that agenda. This would help Council to receive information from the public well before an item appears on the Council agenda for action. The regular Council meeting will still include the opportunity for public comment on items not on the agenda. The City also needs to educate and inform the community that the Council Workshops are open to the public. After discussion with staff, the council will consider the option to approve an ordinance on the same night as a public hearing is held. This will be done on an item by item basis, weighing factors such as level of controversy and urgency. Staff will be sure to add a motion to the cover sheet so the Council has the option available. Staff will also add the question of action or non - action for the Mayor to pose of the Council after the public hearing is closed. Mayor Tolbert reminded everyone in attendance that we need to be hard on ideas, soft on people when discussing things at Council meetings and to let a speaker finish before the responses begin. Mr. Peiffle reminded everyone that the use of your microphone will help address the situation when you may feel cut off before you have finished your statement or question. Communications to/from staff City Administrator Allen Johnson stated that the job of the City staff in part is to make sure that the Mayor and the City Council get the information necessary to make the decisions in the policy arena. Anything you need to be a good policy maker we will get it to you; there are no hidden agendas. Staff requested that questions or information requests go through the directors, so that we can be sure that the information is provided. Allen noted for the Council that the Department Directors will tell him about correspondence / questions they receive from a Councilmember or the Mayor. Ultimately you hold Allen accountable for this flow of information, so he needs to hold the Directors accountable for it. Chief Beazley reminded the group that visits from the Mayor and Councilmembers is most welcome. It would demonstrate that you care and that you are interested in what they do. Policing and the fire service have changed dramatically in the past 10 years and we welcome the opportunity to ride along with us. Visits to all departments were extended. Chief Beazley suggested that the Council should entertain a regular schedule of department updates from each department (maybe quarterly or every 6 months). Directors would love this opportunity and would provide us with an opportunity to include what has changed operationally since the last briefing. Briefings like this will be added to the agenda setting process in the coming weeks. Councilmember Nelson thanked all the Directors for the reception she has received from all of the City staff. She noted that the staff has been very welcoming, accommodating and friendly. Communications among/within Council A lengthy discussion of the Council was held regarding the use of emails and/or telephone conversations to convey information versus having discussions that could violate the Open Public Meetings Act, Steve Peiffle presented a PowerPoint prepared by Steve DiJulio of Foster Pepper regarding this very topic. Mayor Tolbert noted that her take -away from Mr. DiJulio's presentation at a recent workshop was to remind the Council and the staff to have our discussions in the public setting where it should be happening as opposed to through emails, in the parking lot, on the phone, or others. OA Misc. Council issues Council had a few additional issues that they would like discussion on at future workshops, including more frequent updates on the budget as well as some education so we know where to look for what you want to know, what the Council can do to help on Economic Development, when to have future Council retreats, a salary review commission for elected officials, and a review of the process for City staff salary surveys. Staff in attendance was excused at 11:50am and the Council convened a short break-out session with Mayor Tolbert, City Administrator Allen Johnson, and Facilitator 1 City Attorney Steve Feiffle. The meeting was adjourned at 12:20pm. Barbara Tolbert, Mayor