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HomeMy WebLinkAbout02081999Minutes of City Council Unofficial Study Session, February 8, 1999, Pope Marine Building The informal study session began with all members of the newly elected Council present, outgoing Councilmember Ian Keith, the Interim City Administrator, the City Attorney, the City Clerk, Greg Prothman of Waldron Resources, representatives of the press and some members of the public. The City Attorney recommended that the Councilmember with the most seniority serving as a Councilmember should serve as temporary chair until such time as a Mayor is chosen. Councilmember Forrest Rambo was the qualifying member. Transition Overview The Interim City Administrator gave an expanded overview of the transition. He pointed out the transition could be overwhelming but need not be. There are five major stages to observe which will ease the process. 1. It takes time to "come up to speed". Encourage restudy of the retreat packet articles on new Council's from February 8th. 3. The first few months will be time consuming and very intense. We must apply the "three touch rule" to everything we can. For the whole team, "no surprises!". The three touch rule consists of: 1. A lot of preliminary "verbal"subjects plus tracking. 2. Then planned for informal discussion. 3. First formal agenda may only be a step toward final action (two reading system). First things first or ("Rome wasn't built in a day!"). The new system requires many changes, some mandatory (policy/administration) - (no politics in personnel) - (statutory structure changes). Best practice for effective, responsive, open government include practices in Council operations, City Manager's operations, administrative staff, and citizen participation. 5. Corporate teamwork (working together) will be necessary. Teamwork The City Administrator indicated he would like to conduct the team building exercise 1, 2 & 3 which was postponed from the February 8th retreat at the next study session February 22nd. - Council consensus was in agreement. Choose Mayor The City Attomey inquired if the Council was ready to unofficially name the next Mayor. After some discussion, the Council nominated Forrest Rambo, who was unofficially elected Mayor by acclamation. The official election will be on the agenda February 16th. Deputy Mayor and Ordinance Change The City Attorney pointed out that the current Deputy Mayor Ordinance must be rescinded since it is in conflict with Council/Manager government and several other areas. Unofficial Mayor Designee Rambo conducted a discussion and requested nominations for the office of Deputy Mayor. Councilmember Geoff Masci was unofficially elected to the position. Official election will be on the agenda February 16th. Search Process Mayor Designee Rambo introduced Greg Prothman of Waldron Resources who discussed his firm's proposal to carry out the search for a permanent City Manager. Council passed a unanimous vote of consensus that Waldron Resources be chosen as the search firm contingent upon the submission of, and approval of, a contract. The matter will be placed on the February 16th agenda. Interim City Manager Mayor Designee Rambo inquired if the performance of the Interim City Administrator was acceptable and if the Council wished to retain Mr. McNutt as the Interim City Manager. Council consensus was affirmative and the matter will be on the February 16th agenda. Study Session? City Manager Designee McNutt discussed the concept of study sessions wherein much business of the City Council can be discussed in an informal atmosphere sometimes in different locations within the City and on alternate days to the regular City Council meetings. He recommenced a study session on February 22nd and a regularly scheduled study session on the 2nd Monday of each month. Following discussion of operations of Council Committees, the Council by consensus approved the concept of study sessions and the schedule as proposed. The matter will be formally on the agenda on February 16th. Committees Interim City Manager Designee McNutt explained the concept of reducing committees while expanding the ability of the public and the Council to function through the "Committee of the Whole" at study sessions. The proposal would also expand liaison roles reaching into expanding citizen participation networks. After a general discussion of many of the standing committee and liaison roles, Council consensus was to proceed with specific recommendations for reorganizing and reassigning committees, committee memberships, some board and commission revisions with expanded citizen participation opportunities. Appointment of standing committees is made by the Mayor with approval of the City Council. Appointment of representation roles and liaison roles is made exclusively by the Mayor in consultation and negotiation with individuals of the Council. The Mayor will bring some appointments which are most time- critical to the Council on the February 16th agenda. Representation Roles Mayor Designee Rambo discussed other representation roles. Outgoing Councilmember Keith added comments on groups which needed special representation as soon as possible. Council consensus was that a thorough evaluation of committees and representation roles be discussed at the February 22nd study session. Council Rules City Manager Designee McNutt reviewed the major elements of proposed Council Procedural Rules which have been written specifically for Council/Manager government. He explained the entire proposed Council Rules is ready in draft form. Some of the concepts discussed were a revision of agenda order procedures, a revision of public comment allowing the public to make comment during actual agenda items (subject to some restraints) and a number of other changes designed to allow a fixed time limit for the Council meetings. Mr. McNutt pointed out that utilizing the study sessions provides an opportunity to significantly reduce the time consumed in formal meetings. Council consensus was in agreement with instituting as many elements of the proposal as possible on a trial basis. Council will then study the entire proposed document at the February 22nd study session. Electrical Franchise The City Attorney explained the 18-month Puget Sound Energy franchise extension ordinance which will be presented at the February 16th Council meeting. He explained why it was important from a legal standpoint to extend the franchise without a break in the franchise continuity. The matter will be on the agenda February 16th. Council Manuals The City Clerk discussed with the Council methods of document distribution, books, information, agendas, keys and other miscellaneous operational details relating to the performance of their duties. She will be distributing information and additional materials. Private Interviews Interim City Manager Designee McNutt reported that the interviews with new Councilmembers will be complete by the end of this week. This will help him prepare a work plan to further refine the transition operations plan. There being no further business, Mayor Designee Rambo declared the meeting adjourned at 8:45 p.m. E:LMINUTES\1999\SS2-8-99.WPD