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Home My WebLink AboutCity Council Minutes 04-30-1994 SpecialMINUTES COUNCIL STUDY SESSION APRIL 30, 1994 A special study session meeting of the Plymouth City Council was called to order by Mayor Tierney at 8:00 a.m. in the Training Room of the Public Safety Building, 3400 Plymouth Blvd., on April 30, 1994. PRESENT: Mayor Tierney; Councihnembers Anderson, Lymangood, Helliwell, Morrison and Edson. ABSENT: Councilmember Granath STAFF PRESENT: City Manager Johnson, Assistant Manager Lueckert, Planning Director Hurlburt, Public Safety Captain Paulson, Park Director Blank, Finance Director Hahn, and Kurt Hoffman. EMPLOYEE SURVEY AND HIRING Councilmember Helliwell suggested that a consultant be retained to conduct an employee survey to recognize strengths and weaknesses in the organization. She believes that the City is adding too many new positions too fast, and a survey would help analyze where additional staff is needed. She is also interested in examining supervisors' salaries and positions hired over the past two years. Mayor Tierney feared that expectations may come from the findings of the survey and questioned the purpose of the survey. She stated the Council needs a clear idea of the purpose of the survey to know what to expect from the results. Councilmember Helliwell said a survey would identify positive and negative feelings among staff, but she has no definite ideas about the content or format of the survey. Manager Johnson stated there was a similar survey conducted some years back. His impression was that earlier survey resulted in the dissatisfaction of some employees because some expectations were raised that were not met, or could not realistically be met. Councilmember Lymangood said he had several format ideas and suggested that employees could be asked for ideas to save money. He stated the new City Council and staff members warrant exploration of issues. A survey may be able Study Session Minutes April 30, 1994 Page 2 to identify things that previous efforts could not. He suggested that the issue be placed on a future agenda for consideration. Councilmember Helliwell stated that step would allow staff to explore costs and availability of firms to do the study. Manager Johnson said that 1994 budgeted positions are nearly filled. Mayor Tierney requested lists of non-union and union new positions, including salary information. Councilmember Helliwell requested the total number of hires for the past two years be provided, as well as a list noting supervisors' names, positions, and salary histories for the previous two years. Councilmember Edson stated the City budget was approved with an allowance for a certain number of positions, and it would not be appropriate to make changes such as a hiring freeze unless there is budget shortfall. Councilmember Helliwell stated the Council could also consider whether to continue to fill vacancies as they occur. STAFF REPORTS AND COUNCIL PROCEDURES Councilmember Anderson stated the Council procedures and staff reports need to be in a manageable form. He stated the Council should determine how to prioritize its work and perhaps change the decision-making process so that more is accomplished at study sessions. Councilmember Edson said the Council needs to determine where the public input should be heard - at the Planning Commission, City Council meeting, or both. He said that a forum is needed outside of regular Council meetings prior to decisions on major issues. Councilmember Anderson stated that issues need to be clearly identified in staff reports to include cost, funding source, potential tax ramifications, and possible resolutions for consideration by the Council. He believes too much time is wasted during Council sessions on secondary issues. Councilmember Lymangood believes the input at study sessions is needed. He stated development of goals and objectives is an example of how staff talent can be put to best use. Study Session Minutes April 30, 1994 Page 3 Manager Johnson explained that staff reports now contain financial information, justification of need, alternates, and proposed resolutions/motions. He asked for Council feedback on staff report format. Councilmember Anderson asked if there is consensus that study sessions should result in Council responses. Councilmember Edson said questions on major issues should be raised before Council meetings, and study sessions afford this opportunity. The staff reports for the study sessions should reflect a similar format of a regular meeting staff reports. He stated the Council session should be primarily for hearing public comments. Mayor Tierney said that demands on staff time will increase with study sessions. She stated that the Council needs to ensure that study sessions are public meetings in perception as well as reality. Votes should not be taken at study sessions because it gives the perception of behind -the -scenes decision making. Councilmember Lymangood said study sessions are needed to discuss and debate issues. Councilmember Morrison stated councilmembers need to inform staff of concerns they have on issues so the issues can be addressed ahead of the regular meetings. Manager Johnson stated staff can prepare alternate resolutions upon request. Councilmember Helliwell believes the public needs to have the opportunity to speak at Council meetings, as well as at commission meetings prior to Council meetings. She wants time to consider issues at study sessions, but without making decisions. Councilmember Anderson stated major problems can be avoided by identifying specific issues, rather than simply voting in favor or against an item. Councilmember Helliwell suggested that the agenda should be amended by the Council so that the public can speak on issues early in the meeting. Councilmember Lymangood said the agenda order can be rearranged according to Roberts Rules of Order. Mayor Tierney asked that the Council be clear about their positions and issues of concern during discussions at study sessions. Study Session Minutes April 30, 1994 Page 4 Councilmember Morrison stated she is not always prepared to offer an opinion on an issue at a study session prior to the regular meeting. Councilmember Edson said the Council needs to be clear to the public on their positions on issues. Study sessions can help accomplish this. Councilmember Lymangood stated that discussions at study sessions help provide input to staff. Councilmember Edson stated it would be helpful for the Council to have more lead time on major issues so the Council can study and respond with questions to Staff before the regular Council meeting. He does not feel comfortable amending ordinances at Council meetings. A study session is not always needed, but there should be some advance consideration by the Council and chance for input. GOALS AND OBJECTIVES FOR 1994-95 The City Council discussed the list of proposed goals and objectives for 1994-95 that was submitted by Councihnembers. Councilmember Edson stated there should be periodic checkup sessions to analyze progress on the list. Councilmember Anderson supported target dates. He feels the Council is in crisis management and needs to prioritize short and long-term goals to deal with City business. He feels the lack of adoption of the Capital Improvement Program has slowed the Council's progress. Mayor Tierney suggested that the Council review the categories and goals, but not assign target dates at this time. Later, issues should be categorized and a mission statement formulated. Councilmember Edson stated the mission statement should be approached as a separate issue and not amended at this study session. Councilmember Anderson suggested that three topics be prioritized in each of the categories. The Council moved, deleted, and combined goals among the categories. Following amendment of the list, Councilmember Anderson suggested that the Council vote on the issues. Study Session Minutes April 30, 1994 Page 5 Councihnembers ranked goals within each categories (see attached). NEXT STEPS: FUTURE MEETINGS Manager Johnson stated the staff will also vote on the goals and objectives established by the Council, and will develop a work program with timetable for Council review and approval. Councilmember Edson stated the Council needs to be alert to possible misinterpretations of the Council voting on goals. Mayor Tierney suggested that items be ranked, but without the specific number of votes. Councilmember Lymangood stated some things may take more time, but that doesn't take away from their importance. Councilmember Edson stated the staff review and input may result in a revision of the priorities. Manager Johnson stated that on June 6, the staff will propose a draft of the priorities. The meeting was adjourned at 10:20 a.m. f7 U M N Q Z O H O W 1 O O M ¢ Z O f- Lu O r W N S Q w O f - Q XXXT Z Q I F-- y C/J Q W 4L:: F- fl z w 0 Wj N i F- h L J dv .E rn S U O COOzp GWp1 y Q o7dT f7 U M Z O m O W 1 O M ¢ Z O M Lu O r W N S Q w O f - Q XXXT Z Q I C/J Q W 4L:: F- fl z w 0 Wj i F- 1 ALL J M Y Q O UO Y ( f- 0 d O L WW Q M r V r N F- y7 Il U O N N N D N N a dU 2'.; O U a U c W= m W 0 h W C U U` oZo CWp1 y N M N N D r N Q oO =y 1 ALL Y O UO Y ( d O L WW Q ZO t H LL ¢ Z • Y Il U O Z Q w O W L 2'.; O U W= m W 0 h W U