5.6. SR 09-13-2004
Item # 5.6.
MEMORANDUM
DATE:
Mayor and City Council
Pat Klaers, City Admini~b~
September 13,2004
TO:
FROM:
SUBJECT:
Review October II Board/Commission Joint Meeting with City
Council
During the Brimeyer worksessions that were held this spring with the City Council and staff
(on the topic of a citywide Strategic Plan - citywide goals/vision), one of the concerns that
was raised had to do with our city boards and commissions. The concern related mainly to
communication and consistency. In this regard, the City Council was concerned that the
boards and commissions understood the City Council vision and goals, especially as they
relate to growth and development issues and that the recommendations that come to the
City Council from the boards/commissions are consistent with trying to achieve these goals.
Good two-way communication between the Council and the boards/commissions on vision
and goals was identified as part of the solution to the consistency problem.
City Council action to appoint Council Liaisons to city boards and commissions should be a
very positive step in improving communication between the City Council and its
boards/ commissions. Another action step taken by the City Council in an effort to address
communication and consistency issues is to hold an annual meeting with all of its
boards/ commissions to discuss city goals and action steps that are necessary to achieve these
goals. The fitst such meeting between City Council and all of its boards/commissions is
scheduled for October 11, 2004 at 6:30 p.m. at Lions Park Center.
Staff Liaisons to the city boards/ commissions have met to discuss what we anticipate to be
happening at this joint meeting and how the meeting may be conducted. In very general
terms, the thoughts from staff include the meeting being called to order by the Mayor and
then some comments being made about what has led up to the calling of this joint meeting
(the why) and what the City Council would like to see accomplished at this joint meeting.
Following these opening statements, the thought was that each Chair would introduce their
board/ commission and that three or so of the top goals of the board/ commission would
then be shared with the entire group. After all of the goals are presented, then Council
feedback on whether or nor these goals are consistent and on track with their goals is
needed.
The City Council should want all of its boards/commission to be in line with the overall city
goals. Some of the city boards/ commission want very clear direction from the City Council
in what they should be trying to accomplish, while other city boards/ commission prefer to
be somewhat independent. The feeling sometimes is from boards/commissions that if the
City Council doesn't like their recommendation then it is their discretion to make a decision
that is different than the recommendation. Members of boards and commissions should not
take City Council decisions personally if the Council decides to deviate from the
recommendation and this is a message that staff believes needs to be clearly communication
at this worksession.
Once again, staff has met to discuss this upcoming worksession but has only thought about
a general outline for how the meeting should be conducted. In this regard, staff needs to
hear from the Council on September 13, 2004 on what the expectations are from the City
Council for the outcome of this joint meeting and how the City Council envisions the
meeting being conducted.
S:\Council\Pat\2004\boards and commissions.doc
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ISSUES
0> Steady, consistent ~owth toward approved plans
Comprehensive Plan
Transportation
Amenities
Utilities
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
...........
8-7-7-2 (Council)
6-8- 7 -8-8-8-8- 7 -8-4- 7 -6 (Staff)
. ..109 Total
2. Agree to implement new/revised City organizational structure
.............................................
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
6-4-5-8-7 (Council)
7 -7 -8-4-8-3-8-4 (Staff)
......... .............79Total
(} Council direction shared with commissions and staff
................................................................................
3-2 (Council)
8-3-3-7-7-7-6-5-6-1 (Staff)
........................ ...58 Total
4. Wastewater capacity - if, where, when?
.........................................................................................
5-8-6-4 (Council)
3-1-7-4-4-4- 2-4- 3 (S taff)
............55 Total
5. Maintenance and update of infrastructure (streets, sewer, water) '.Vith financing mechanisms
4-1-6 (Council)
4-6-6-6-4-1-2-8-5 (Staff)
"................. "....."........"................. ............. ..... ....."...... ....... ............ .53 Total
6. Devise plan to designate and preserve natural areas
.......................................................................
1-7-1 (Council)
8-2-4-2-2-3-5-6-5-2-5 (Staff)
..................... .......53 Total
7. Use necessary resources to reduce traffic congestion on corridors - .'\.ction Plan for County and State
4-3-8 (Council)
1-5-7-2-1-7-7-3-2 (Staff)
.............50 Total
...........................................,.................................
\X'H..lIT IS THE ISSUEO
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Develop plans for gro"\W,h alat are understOod, accepted, and lffiplemented by boards, COmnuSSlODS
and suff
WHY IS THIS iI_N ISSUE?
. Boards, cOlnrrussions and staff advocate for positions
. No clarificauon on the preferred '"'results" of the City Council
CONSEQUENCES OF NOT ADDRESSING THE ISSUE:
. Boards, com.missions, and staff m.ay "advance" an agenda
That is lacking in clear direction
Not consistent 'W'ith Council d.1rectlon
In spte of dear cfuecuon
. Causes confusion
. Has an ilnpact on possible changes in elected leadership
. No action is taken
. Less than preferred results
. Council decisions are uncertain
. Improper use of staff rime
. Public confusion/ acceptance
. Developers push/ control the agenda
. Boards and corrunissions confuse the direction
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VISION
. Improved staff corruTIurucatlons on policy issues
- Impact of cholCes
- share L."lformauon wid1 staff
. Internal checks and balances withrn staff discussion
. T rairung for boards' and commiSSlons' roles, responsibilities and explanations (legal)
. Get options from boards, comrruSSlOns and staff
. ""dopt the Plans (land use, transportatlon, deslgn, etc)
. Pre-appointment process
- cable programs for publiClt)'
. expectations explained
- roles and responsibilitles defined
. Standard questions for interview process prior toappoinrrnent
BiJ(RIERS
. Turf
. Current organizational structure
. Staff discussion is not broad or complete
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STRJ\TEGIES
Not s ~j-(Yc
,J'm &1~Y
. Develop procedures
_ tram new n~embers of Boards and Commissions
_ expectations are adopted by Council, undersIOod and supported
. Check and Balance System
. staff level at development review process
_ Council/ staff leyel at work sessions
. Phase out CornmiSSlOTI role of advocating on a pohcy issue
City COUI1CiJ Minutes
:May 24, 2004
Page 4
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/
Steady, consistent growth toward approved plans and Council direction shared With
commissions and staff. ('J:his IS two Issues combined.)
What is the question that we should ask that Vlrill address the issue?
. How do we develop plans for growththat are understood and can be implemented
by the BOaIds/Commissions/Staff?
Why is this an issue?
. Boards/Commissions/Staff sometimes advocate theiI own beliefs (differently tl1an
as directed)
. Boards/Commissions/Staff need clarity on tl,e desired end "result"
Consequences of this issue:
. Boards/Commissions/Staff will "advance" an agenda
o s01nerimes lacking dear direction
o in spite of direction
. Cause confusion
. Disputes - change in leadersh.ip
. No action taken
. UHurt" feelings
. Less than preferred results
. Council decisions are uncertain
. Improper use of staff time
. Public confusion/ acceptance
. Developers plan/control the agenda
. Board/ Commission confusion on direction
What are the practical alternatives, dreams, or visions we might pursue to address
this strategic issue?
Vision
. Improved staff communication on policy issues
o impacts of choices
o share info
. Internal check and balance (Council/ staff check in from time to time)
. Trainit1g for boards/commissions (roles/responsibilities, expectations, legallssues)
. Have boards/ commissions give options to Council rather than reco11:unendation
. Pass various "plans"
. Pre-appointment (to boards/ commissions)
o outline expectations
o roles
. Set standard questions for board/ commission interv-iews
City Councill\1inutes
May 24, 2004
Page 5
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Barriers
. Turf (commission feels Council stepping on toes)
. Current staff organizational structure
. Staff discussion is incomplete
Stratep-ies to pursue to overcome barriers
. Develop procedures
o train new board/ COm.n:Ussion members
o Council adopt expectations
. Check/balance system
o at staff level
o between Council/staff
. Phase out commission role in policy formation
Mr. Brimeyer concluded the session by asking the Council and staff to process the
information received in the three worksessions for a couple months and see how different
suggestions work for the city. Mr. Bruneyer stated that if needed, he would be willing to
come back in the fall for a follow-up session.
Mayor Klinzing expressed her thanks to staff for participating in these worksession.