Resolution No. 89-01 CITY OF TIGARD, OREGON
RESOLUTION NO. 89--U _
A RESOLUTION ESTABLISHING POLICY OF THE CITY COUNCIL REGARDING COUNCIL
GROINDRUT-ES CONCERNING COMMUNICATIONS BETWEEN COUNCIL MEMBERS, THE GENERAL
PUBLIC, CITY ADMINISTRATOR AND CITY STAFF
WHEREAS, it has been deemed desirable to the City Council to
establish policies in written form regarding communication groundrules in
performing their duties as elected officials for th. City of Tibard.
NOW, THEREFORE, BE IT RESOLVED by the Tigard City Council that:
Section 1: The City Council hereby adopts the Council Groundrules described
in Exhibit A attached hereto.
PASSED: This � � day of _'�2fLi_LGi'-- "elx i 9-
'Mayor - City of Tigard
A'T�EST:
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Deputy Recorder - City of T and
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!� RESOLUTION NO. 89- _
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Exhibit "A"
Council Groundm!Ies
Communications Between Councilors City Administrator and Staff
-- Councilors are encouraged to maintain open communications with the City
Administrator, both as a group and individually in one-on-one sessions.
Councilors are encouraged to direct inquiries through the City
Administrator, giving as much information as possible to ensure an
thorough response.
-- In the absence of the City Administrator, Councilors are encouraged to
contact the Department Head, realizing that the Department Head will
discuss any such inquiries with the City Administrator.
-- Contacts below the Department Head are to be discov;r ped due to the
possible disruption of work, confusion on priorities, and limited scope
of response.
-- Everyone needs to recognize agenda cycle and 10-day cut-off. Add-ons are
to be minimized, and handouts distributed at the start of meetings,
except Executive Sessions.
-- Staff will attempt to schedule mems assuming the Longer timelines or
assuming second reading of ordinances.
-- Don't assume Staff is guilty until proven innocent.
Communicatiory Amon Councilors
-- Try to avoid surprises or "plops," especially if they appear intended to
embarrass or discredit. Counciiovs and Staff should try to prepare in
advance of public meetings and get issues into packets.
-- Add-on--Agenda items are not "piopo," but should be brought up at the
start of the meeting and generally considered only if continuing to a
later agenda is not appropriate.
-- Councilors are encouraged to suggest agenda topics at the be
oc to
contact the City Administrator about scheduling an item into the
Tentative Agenda.
-- Requests for legislative action of Council may be initiated by any
individual Councilor and responded to by the City Administrator
consistent with resources and priorities, or referred to Council as a
whole.
Communications with Community/General Public
-- Councilors and General Public need to be reminded of the Agenda cycle,
cut-off dates, general "need-to-know" of how public issues are handled
and how citizen input may be accomplished.
-_ "officisl" communication should come through City Hall and be provided to
the Administrator. Direct submittals or inquiries to the Council or
individual Councilors should be referred to the Administration, or
Councilors may ask the Administration to look into an issue.
-- official "press releases" should be encouraged, both to ensure accurate
reporting and to advise Councilors and Staff of the official Position
communicated to the press. Press releases are through the Mayor's Office.
Council Groundrules - Page 1
Now—
Genaral
-- Councilors are always Councilors 4-ii the eyes of the Administration, never
simply private citizens.
-- Information that "affects" the Council should go to Council. The City
Administrator is to decide on "grey areas," but too much infraction is
preferable to tpo little.
If Councilors get involved in labor relations (e.g., employee contacts or
Public statements) wblle Staff is negotiating, then the process become
the Councilor's to negotiate.
-- Budget cuts mean policy decisions. Budgets will not be cut "piece meal"
or "across the board," but rather should be made in service or program
areas, giving Staff full opportunity to provide data clearly defining
impact.
--- Use the -Request for Action" forms for "pothole" problems. Other
concerns or items should be set for an agenda by contacting the City
Administrator or by moticn of Council.
-- If Councilors are contacted regarding labor relations during labor
negotiations or conflict resolution proceedings, then Councilors have no
comment.
-- Councilors and the City Administrator agree to report and discuss any
contact whi•-h ro=Z*, affect isbem, relations with the entire Council in
Executive Sessio:l.
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Council Groundrules - Page 2