Resolution No. 94-35 O
CITY OF TIGARD, OREGON
RESOLUTION NO. 94-35
A RESOLUTION ESTABLISHING POL?CY OF THE CITY COUNCIL REGARDING
COUNCIL GROUNDRULES CONCERNING COMMUNICATION BETWEEN CITY COUNCIL
MEMBERS, THE GENERAL PUBLIC, CITY ADMINISTRATOR AND CITY STAFF
(SUPERSED.rS RESOLUTION NO. 93-05)
WEEREAS, 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 the
City of Tigard.
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 aCd day of jv&� , 1994.
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City of Tigard
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City Recorder - City of i and
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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
informal-on as possible to ensure a 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 Dead are discouraged due to the possible disruption of work,
confusion on priorities,and limited scope of response.
• The agenda cycle calls for submittal of items 10 days in advance of a meeting. Add-ons are
to be mini*nized,and handouts distributed at the start of meetings,except Executive Sessions.
• Staff will schedule items allowing time for staff research and the agenda cycle deadlines.
• Do not assume Staff is guilty until proven innocent.
• Surprises or plops,"should be avoided,especially if they appear intended to embarrass or
discredit. Councilors and Staff should prepare in advance of public meetings and issues
presented in packets.
• Coun t is snppor�^'e oFrole staf sh.o- Id play iu off��ng professional recommendations. Stan
is aware of Council's right to make final decisions. All recognize the need to respect the
messenger.
Commiu9cations Among Councilors
• Add-on-Agenda items are not"plops,"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 bench or 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 during
a Council meeting. The City Administrator will respond to the request consistent with
and_..__..._ .� ter+.._~es -.r ruF.. 'iiaaell as a whole.
• Try to avoid behavior which tends tt--emharms^_ �?��e�tt,cven if uninte�.
Communications with Community/General Public
Councilors and General Bublic are reminded of the Agenda cycle and cut-off dates.
Administrative staff is available to explain how public issues are handled and how citizen
input may be accomplished.
"Official" communication should come through Ci.;y Tall and be provided by the
Administrator. Direct sub..ittals or inquiries to the Council or individual Councilors should
be referred to the Administrator, or Councilors may ask the Administrator to look into an
issue.
Official "press releases" are encouraged, both to assure accurate reporting and to advise
Council and Staff of the official position communicated to the press. Press releases are
through the Mayor's Office.
General
• Councilors are always Councilors in 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 information is preferable to too little.
• 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.
• 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 which might
affect labor relations with the entire Cc-mcl in Executive Session.
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