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Council Minutes 1999 07/06 AMCITY OF MC CALL MINUTES Special Meeting McCall City Council American Legion Hall 12:00 Noon - Tuesday - July 6, 1999 Table Of Contents Call To Order and Roll Call • 2 Executive Session 2 Business 2 AB 99-65 Ordinance No. 732 AB 99-57 City Manager Adjournment 5 Minutes - July 6, 1999 Noon.doc Page 1 of 5 MINUTES Call To Order The special meeting of the McCall City Council was called to order at the American Legion Hall by Mayor Eimers at 12:06 p.m. Mr. Muller, Mr. Colton, Mr. Eimers, Ms. Arp, and Mr. Venable answered roll call. A quorum was present. City staff present were City Attorney Mike Moore, City Manager Bill Robertson, and Assistant to City Manager Chelsi Sholty. Mayor Eimers suggested to add an agenda item on group dynamics, to be presented by Kim Trout, directly following the Executive Session. Agreed. Executive Session Mr. Muller made a motion to go into Executive Session at 12:10 p.m. Mr. Colton seconded, and the motion carried. The Executive Session ended at 1:35 p.m. A break was taken. Business The meeting reconvened at 1:56 p.m. A summary statement of the Executive Session was given by Mayor Eimers: A thorough discussion of pending litigation strategy for the January 2000 trial. Mr. Trout discussed group dynamics in regards to the Citizens Committee for the J- Ditch Phase II. Mr. Eimers clarified with Mr. Robertson the number of citizens who will be serving on the committee-15 volunteers. Mr. Eimers asked Mr. Trout how to deal with open-mindedness issues and size. Mr. Trout explained that size shouldn't be as much of a concern as balance —to receive a fair representation of a variety of interests. Encourage balance as an important criteria for the committee —this will give a good start for the process. Ms. Arp asked about representation of groups. Mr. Trout recommended one person be represented from each group. Mr. Robertson asked about agenda being an issue. Mr. Trout recommended that the facilitator makes sure everyone understands they must leave their agendas at the front door and be prepared to listen to all viewpoints. The facilitator must make sure democratic process occurs, and lay out boundaries, etc. for a smooth process. Ms. Arp asked about stakeholders, and Mr. Trout said it was a reasonable perspective to have represented. Mr. Muller asked how to deal with participants who may be involved in litigation against the City. Kim said to allow participation, but work on confidentiality issues. Mr. Eimers asked about the importance of an even or odd number of volunteers. Mr. Trout explained it Minutes - July 6, 1999 Noon.doc Page 2 of 5 does not matter in regards to the voting process —committee works out tie -breaker issues. AB 99-65 Ordinance No. 732 Mike Moore presented on the proposed ordinance relating to the LID guarantee fund. This has arose due to the shortfall of collections and/or delinquency of payments. The City will be pursuing delinquent property, as we are in the redemption period at the current time (2 years according to statute). Mr. Moore gave options on how the City can handle delinquency: 1) borrow from other City funds; or 2) sell delinquency certificates. If the bonds go into default, it would be a bad reflection on the City. This issue is not an emergency at the time, but we must make a decision on which way to go as it could become an emergency in the near future. Robertson clarified that this is applicable to current LIDs and future LIDs. Mr. Moore went on to explain that this ordinance puts the City in the position to levy a tax if other options are not used. Mr. Robertson suggested to take the tax levy option out of the ordinance. Council agreed with this idea. AB 99-57 City Manager Position Mr. Eimers opened up the discussion on expectations of the City Manager position. Mr. Robertson explained that there are two kinds of employees —Contract and City. He went on to explain that he would be classified as a City employee and receive the same benefits as other employees —no less, no more. Mr. Colton explained that they need to follow processes in regards to discipline and performance review, etc. Ms. Arp explained that it was okay to follow the general plan for employees, as well as "at -will" status. Mr. Moore read the statute on the uniqueness of the City Manager position. He recommended the City not follow former contract arrangement they had with the previous City Manager, but treat as regular employee. The review process should be looked at, however. Be careful not to impose a probationary period, as this implies a contract. Mr. Robertson suggested to modify/eliminate "discharge" policy on behalf of the City Manager position. Therefore, general employee provisions apply, with the exception of the Discharge policy. Council was in agreement with this. Mr. Eimers opened up the discussion on expectations —general and over the next year. His first comment was in regards to successfully implementing and controlling the City's 99-99 Budget. Mr. Colton interrupted and explained that this was a task, and the Council needed to concentrate on defining what "successful" means and more importantly, how the City Manager is expected to communicate with Council. He went on to explain that the prior City Manager had "no" communication with Council, other than at City Council Meetings. Mr. Colton expressed his desire to know what's going on, and to come up with some method to facilitate this. The discussion continued on what method would be most appropriate. Thus, the objective identified in this discussion was to develop a communication plan. Ms. Arp brought up the issue of having the proper information disseminated prior to meetings in order to be adequately prepared. Mr. Robertson explained the issue of Minutes - July 6, 1999 Noon.doc Page 3 of 5 staff being stretched at this time, and Ms. Arp said we need to figure out why and go from there. Mr. Muller presented the goals developed last year for City Council and the City Manager position —"Why reinvent the wheel when we've already done it?" Mr. Colton said these can be used, but need to impose time frames along with them. Ms. Arp recommended training classes for Mr. Robertson in municipal government and planning and zoning seminars to get the general knowledge of city government. Mr. Eimers asked Mr. Muller to read the goals, and Mr. Muller did so. The goals were given to Mr. Robertson. Mr. Colton suggested Council give Mr. Robertson time to review these goals and come back and talk about it. Ms. Arp said for Mr. Robertson to come back with specific goals and time lines, and then they can negotiate. Mr. Eimers identified some task -specific goals: 1. Budget 2. Sewer Ponds 3. Planning 4. Manage all enterprise funds in black 5. Develop budget for golf course that satisfies public, golfers, and auditors 6. Continue to improve working relationship with Council, staff, outside suppliers, and the sewer district 7. Continue or improve upon making the City more customer -friendly 8. Continue to look for budge savings and past savings 9. Support search for community improvement projects such as parking, ice rinks, etc. Ms. Arp identified some task -specific goals as well: 1. Look at staffing for Finance department —seem strung out 2. Comp Plan 3. Water and Sewer Rates 4. Developing or redeveloping positive relationships with vendors 5. Contract engineer renewal coming up —take a look at Mr. Colton asked Mr. Robertson, "What do you think some of these items should be? How do you plan on attacking them and what are your timelines? Where do you want to go with it?" Mr. Eimers said walls were built with the prior City Manager, and everyone needs to remain open. Ms. Arp suggested that the more discussion at the Council table, the better off we are, as the perception is that decisions in the past were made elsewhere. Mr. Colton said the prior experience caused friction between Council members which was totally unnecessary. Mr. Eimers noted that it is a two-way street —Council needs to be willing to give time to Mr. Robertson, and cannot allow barriers to get between the Council and the City Manager. Mr. Venable said Mr. Robertson is on top of everything that ahs to do with City and all departments —he has an answer for everyone who comes in. He wants to commend him for the communication and work he has done thus far. Ms. Arp said she doesn't expect Mr. Robertson to have all the answers. Minutes - July 6, 1999 Noon.doc Page 4 of 5 Mr. Colton asked how long Mr. Robertson needs to put his package together. Mr. Robertson said before or after the next Council meeting. Mr. Colton recommended to put this as an agenda item on the July 22' agenda. Mr. Eimers pointed out that Mr. Robertson is absolutely honest, and likes the spirit of cooperation amongst the Council. Ms. Arp brought up the issue regarding department head pay raises —didn't have ranges set up for this classification initially. Mr. Robertson assured her we were working on these. Adjournment Without further business, Mr. Eimers moved to adjourn. Mr. Colton seconded and the motion carried unanimously. The Council adjourned at 3:10 p.m. ATTEST: Cherry Wo (Minutes tak 1KJ Kirk Eimers, Mayor AN`lw v�C ury, City Clerk by Chelsi SholtyCkssistant to City Manager) Minutes - July 6, 1999 Noon.doc Page 5 of 5