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HomeMy WebLinkAboutCity Council Minutes 12-18-1993 SpecialMINUTES SPECIAL COUNCIL MEETING DECEMBER 18, 1993 The special meeting of the Plymouth City Council was called to order by Deputy Mayor Edson at 9:00 a.m. in the Council Conference Room of the City Center, 3400 Plymouth Blvd., on December 18, 1993. PRESENT: Deputy Mayor Edson, Councilmembers Helliwell and Tierney, Councilmembers-Elect Anderson, Granath, and Lymangood ABSENT: Mayor Bergman, Councilmember Vasiliou STAFF PRESENT: City Manager Johnson, Assistant City Manager Lueckert, Public Safety Director Gerdes, Park Director Blank, and City Clerk Rauenhorst City Manager Johnson stated the purpose of the meeting is to conduct an orientation session for the new City Council. Pro -Plymouth Pledgee Councilmember Tierney suggested changes to the proposed Pro -Plymouth Pledge which was introduced at the December 11 orientation session. Councilmember-Elect Anderson stated he would prefer that the Council adopt the Pledge as presented because it is very specific. The Council could discuss the proposed changes when considering the City's Mission Statement in the future. He stated the City Council should designate one person responsible for the issuance of news releases. He suggested that the City Manager be appointed to take a proactive stance to promote the City. Manager Johnson suggested that the Council monitor how well staff is doing with respect to promoting the City for a few months. Then specific changes could be made. Councilmember Edson stated that on controversial issues it is not appropriate or expected that the City would issue a press release. He stated the media obtains most of its information from attending public meetings and discussing the issues with affected residents. Council Orientation Meeting December 18, 1993 Page 2 Councilmember Tierney stated there are infrequent times when a councilmember may want to issue a letter to the editor in order to respond to incorrect information or quotes. Councilmember-Elect Anderson stated that decision is part of being "judicious", as stated in the proposed Pledge. Manager Johnson suggested that one issue that is unclear in the Pledge is whether positive newspaper letters to the editor from councilmembers would be allowed. Councilmember-Elect Lymangood supported the language proposed by Councilmember Tierney relating to the "exercise ofjudicious restraint when making public pronouncements" in order to make the language positive. He stated that the new Council has agreed that they want to do things differently than in the past. It is relatively unimportant which version of the Pledge is used as long as the intent is agreed upon and clear. Councilmember Helliwell stated she would like the Pledge presented in the form of a resolution at the first meeting in January for consideration by the new Council. She objected to not being able to issue letters to the editor. She has rarely written letters to the editor, but she feels it would be unduly restrictive. Councilmember-Elect Granath stated it is important to draft a Pledge that is agreeable to all councilmembers, and to adopt the Pledge as the first item of business in January. Councilmember-Elect Lymangood stated the Pledge should be adopted by resolution at the first meeting in January. The Mission Statement, goals, and objectives of the Council should be considered after the seventh Councilmember is selected. Manager Johnson distributed another version of the proposed Pledge which incorporated the original proposal from Councilmembers-Elect Anderson and Lymangood, as well as Councilmember Tierney's version. The City Council reviewed this draft and made several changes. The draft Pledge will be presented to the Council for consideration at the first January meeting. City Council Meeting Schedule and Procedures The City Council discussed whether to hold regular Council meetings on Mondays or Tuesdays. Staff presented three options for discussion: 1) regular meetings on the first and third Mondays, with special meetings on Mondays in the event of a holiday; 2) regular meetings on the first and third Mondays, with special meetings Council Orientation Meeting December 18, 1993 Page 3 on the following Tuesday in the event of a holiday; and 3) regular meetings on Tuesdays, avoiding most holidays. After discussion, most members indicated they prefer staying with one meeting night (i.e. all Mondays, or all Tuesdays), in order to avoid confusion for the public. The City Council will provide the City Manager with feedback with regard to their preferred meeting schedule and council packet delivery schedule to determine if there is a consensus. The Council discussed the best times to conduct study sessions, ward town meetings, and business town meetings for 1994. Councilmember-Elect Lymangood suggested that two business town meetings could accommodate business owners. The best attendance in 1993 was morning and lunch meetings. The late afternoon business town meeting was not well attended. Discussion was held on the ward town meetings. Staff will propose a calendar to accommodate town meetings. The Council discussed the seating of the new seven -member Council. Staff will develop a proposed seating chart based on the discussion and distribute it prior to the first January meeting. Discussion was held on the Council voting order. It was decided that the roll call should be rotated at each meeting, with the Mayor voting last. The Council requested that the agenda cover sheet be amended to reflect the Council's goal to adjourn each regular meeting no later than 11:00 p.m., as well as to include the Plymouth Pledge. Councilmember-Elect Anderson suggested that citizens be asked to limit their remarks before the Council to five minutes. If they need additional time, they could request it prior to speaking on an issue. The Council requested that the blue agenda cards be amended to include an area for citizens to check whether they are speaking for or against an issue, or if they have a question. Councilmember-Elect Lymangood stated that under Roberts Rules of Order it is appropriate to have alternating pro/con debate on issues. He suggested that proper protocol in addressing the Council should also be included in the agenda cover sheet. Discussion was held on the current 11:00 p.m. rule, whereby one councilmember may adjourn the meeting after 11:00 p.m. The Council requested that staff prepare Council Orientation Meeting December 18, 1993 Page 4 an ordinance amendment that would require a majority vote in order to adjourn at 11:00 P.M. The Council favored the use of voice vote, rather than a roll call vote, when possible. Councilmember Tierney stated a roll call vote could automatically be done on an issue upon request of a councilmember. Councilmember-Elect Lymangood stated he would prefer that the Council table items to specific dates, rather than indefinitely tabling issues, and that when the an issue is tabled to a specific date, it definitely appears on that agenda. Discussion was also held on the order of agenda items. It was decided that, generally, items tabled from a previous meeting would be heard first under that section of the agenda. When it is anticipated that issues will have many interested individuals, it should be placed early on the agenda, unless an issue can be discussed and quickly disposed. It was noted that Councilmembers can move the order of agenda items at the meeting during the "Approve Agenda" item. Discussion was held on whether the Council Information Memorandum should appear on the agenda for discussion. Several concerns were expressed including that general discussion can lead to action on an item without desired public notice, and that discussion of miscellaneous items can use valuable Council meeting time. It was decided that an item called "Presentations and Public Information Announcements" be added at the beginning of the agenda. If there are noteworthy public issues contained in the Information Memorandum, they can be announced here or placed on the agenda for discussion later in the meeting. The Council discussed the use of the Consent Agenda. The Council decided that the Pledge of Allegiance will be recited at the beginning of each meeting, rather than the existing Silent Invocation. Discussion was held on the current informal policy that Councilmembers contacting the City Attorney may do so directly if it is likely to take less than one hour of the attorney's time. If the item will take longer, it should go through the City Manager to relay to the City Attorney. This way the entire Council will be aware of major issues. The Council indicated they supported continuing this practice at this time, and noted that they want to share information obtained from the Attorney with each other in an effort to achieve cost savings for the City. The Council discussed the City Manager performance evaluation which is due February 1, 1994. Staff will provide Councilmembers with the scoring system used for the six month review. Council Orientation Meeting December 18, 1993 Page 5 Discussion was held on possible upcoming study sessions. Staff will provide a proposed study session schedule after January 1. The meeting was adjourned at 11:45 a.m. lC 1 iGCze d City C erk