City Council Packet - 01/31/1983 0WOFT11FARD
WASHINGTON COUNTY,OREGON
January 28, 1983
NOTICE OF SPECIAL FETING
Notice is hereby given that a special Council meeting, called by the Mayor
with the common consent of the Council, will be held on January 31, 1983, at
7:00 P.M. , at City Hall, 12275 S.W. Ash Avenue, Tigard, Oregon. The meeting
is called for the purpose of Miscellaneous Business Matters.
1 /s/ Wilbur A. Bishop
Mayor
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12755 S.W.ASH P.O. SOX 23397 TIGARD, OREGON 97223 PH:839-4171
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TIGARD CITY COUNCIL PUBLIC NOTICE: Anyone wishing to speak on an
SPECIAL MEETING AGENDA agenda item needs to sign their name on the
JANUARY 31, 1983, 7:00 P.M. appropriate sign-up sheet(s) . If no sheet is
TIGARD CITY HALL provided, ask to be recognized by the Chair.
12755 SW ASH AVENUE
1. SPECIAL MEETING:
1.1 Call To Order and Roll Call
1.2 Pledge of Allegiance
2. COUNCIL WORKSHOP: Helen Terry, Facilitator
o Groundrules, Discussion
o Minutes from 12/12/82 Workshop, Review
o Goals and Priorities, Discussion
o Council, Board and Committee 'Mork Plans
o Council relations, Discussion
o Other
4. ADJOURNMENT
COUNCIL AGENDA - JANUARY 31, 1983
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TIGARD D CITY COUNCIL
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SPECIAL MEETING MINUTES - JANUARY 31, 1983 - 7:30 P.M.
1. ROLL CALL: Present: Mayor Wilbur Bishop; Councilors Toni Brian, John
Cook, Kenneth Scheckla, Ima Scott; Bob Jean, City
Administrator; Helen Terry, Consultant; Dave Baker, Times ;
Bob Bledsoe, Public.
2. EXECUTIVE SESSION PER ORS 192.660, (1)(d) RE: LABOR RELATIONS.
Discussion TPOA Tentative Agreement. Council wants to see
Medical/Physical criterion. Any unit clarification to come before
Council.
Reopened public session. Ratify TPOA Agreement for FY 1982-83 and FY
1983-84.
Motion to approve tentative TPOA Agreement by John Cook, seconded by
Tom Brian.
Approved by unanimous vote of Council.
3. RESOLUTION NO. 83-10 RATIFY TRIANGLE ANNEXATION RESOLUTION AMENDING ORS
#'S PER BOUNDARY COMMISSION.
(a) Motion to amend Resolution No. 83-08 by John Cook, seconded by Tom
Brian.
Approved by a 3-2 majority vote of Council, with Councilors Scheckla
and Scott voting "nay".
4. DISCUSSION OF COMPREHENSIVE PLAN PROCESS:
Urbanization on 2/7/83.
Findings, Policies and Implementation Strategies on 2/23/83, and
Comprehensive Plan Map
City Council 3/2/83 RE: Comprehensive Plan Map, and Interim Zoning
Map. Ratification of Ordinance.
Motion by John Cook, seconded by Tom Brian to approve calendar.
Approved by unanimous vote of Council.
5. COUNCIL WORKSHOP WITH HELEN TERRY
o Discussion of Information Only communication and forward process of
getting information only items onto agenda for further action.
Discussion of "A Model For Productive Listening" and `0A Model For
Productive Conformation".
Discussion of Groundrules:
o Safe votes Qualified votes Explained No votes discussed.
PAGE 1 - COUNCIL MINUTES - JANUARY 31, 1983
o Plops vs. Add on items: "Add one" must be proposed at start of
meeting or voted on to table if felt to be "Plop". Hand out
materials at start of meeting too. Minimize Add one and get
packets out Thursday. Everyone needs to recognize Agenda cycle
and 10-d.av cut-off. Except Executive Session materials. Use
"Request For Action" forms to deal with "pot hole" issues. Avoid
surprises that embarrass Staff or Council members.
o Requests for Information or Proposed Legislation by Council
Members: Information provided to one Councilor should be provided
to all. Individual members may make requests to initiate
legislation, consistent with staff's resources to respond.
Information requiring additional research should be consistent
with Budget appropriations, or resources then redirected by
Council if staff feels request is outside of Council priorities or
Budget resources. Individual requests are advisory only; only
Council as a whole gives orders. Councilors are encouraged to
contact Administrator, or Department Head in Administrator's
absence, as well ahead of time as possible.
o Council agreed to review Groundrules and forward comments to City
Administrator on 2/7/83. Groundrules to be formalized and
ratified in future meeting.
o Discussion and review of future materials: patterns of
communications ; strategies in conflict, issue identification; and,
becoming more responsible.
SUMMARY:
o TOM BRIAN: Felt tensions in the air and now feels better. Really
need to listen to each other with points of view offered in good
faith. Need to bite our tongues to avoid "shots" at each other
over policy differences, rather deal with them later privately.
Shouldn't always suspicions ourselves.
o JOHN COOK: Communications progressing and need ongoing Workshops
to improve and maintain working relationships. Outside third
party helpful; wouldn't have been this far without third party.
o WILBUR BISHOP: Lunches and one-on-one meetings of Councilors to
share opinions can be useful to focus issues, not personalities.
O IMA SCOTT: Need to remember reason we're on Council, which is to
combine our efforts for community good. Feel comments won't be
listened to.
O KEN SCHECKLA: I know I'm opinionated, but try not to rub people
The wrong way. I try to seek outsiders opinions and discern
direction for City.
PAGE 2 - COUNCIL MINUTES - JANUARY 31, 1983
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o BOB JEAN: Concerned with City Administrator to Council Member
relationships. Concerned with Council's sources as group as i
precondition to organizational success. Believe in valve and
benefit of group decision-making process.
COMMENTS ON GRGUNDRULES AND GOALS TO CITY ADMINISTRATOR BY WEEK OF
FEBRUARY 7, 1983.
6. ADJOURNMENT: 10:45 P.M.
City Admini rator - Bob Jean {
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PAGE 3 - COUNCIL MINUTES - JANUARY 31, 1983
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January 17, 1983
To: Bob Jean, City Administrator
Wilbur Bishop, Mayor of Tigard
RB: Ground rules, etc.
I apologize for taking so long to get this "draft" back to you. . . and
my only excuse is press if Vancouver City business, coupled with miserable
attack of flu bug during the holidays. Anyway, hope it gives you sufficient
time for review before our followup meeting on January 31 .
You will note that I broke this down a little differently. . . There
seemed to be a common thread through all of the ground rules -- COMMUNICATION!
Also, I pulled a few topics out from the survey questionnaires that seemed
to need more council attention at the January 31 meeting. If you agree,
we can spend part of that time formulating ground rules about council
working relationships.
Please call me if you need anything additional from me in advance of
our meeting on the 31st. . . otherwise, I' ll see you then.
Kindest regards,
IdLle�
Helen Terry
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COMMUNICATIONS
- With Administrator and Key Staff
Whenever possible, Councilmembers will direct inquiries through City Administra-
tor, giving as much information as available to ensure a thorough raziponse.
In the absence of Administrator, Councillors will contact department head --
realizing s/he will inform Administrator at first opportunity. Contacts below
department head level are discouraged due to possible disruption of work flow,
confusion on priorities and lack of "full scope" response capabilities on the
part of staff.
- With Each Other
Council members perceive need for more work in this area. Meeting set for t
January 31 with full council present. Administrator to discuss possible budget
(and goal ) for on-going "maintenance" training to facilitate council team working f
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relationships before major crisis issues come up.
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"Table" for 1/31 meeting: "NO" votes; qualified votes; safe votes;
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attendance at meetings; constructive use of anger; hidden agendas, etc.
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- With Community/General Public
Council feels there is an on-going need to communicate with citizens attending
council meetings regarding procedural steps, time-lines for action, and related
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"need-to-know" information on how public issues are handled and when citizen
input is desired. Administrator to draft public information sheet for council
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review/adoption to place on table with meeting agenda material .
Council also perceives a need for better community-wide public information --
i .e. , newsletter, or other form of mailer.
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With Press/Media Representatives
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Administrator and Mayor to continue attempts to get accurate and timely coverage.
Council/Administrator to consider "Press Release" on major issues--both to
ensure accurate reporting and to advise council and concerned staff what is
to be communicated to press representatives.
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- General
Administrative information provided to one member of the Council will be provided
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to all . Requests to administration from spouse of Councilmember will be handled
as though councilmember made the request. Administrator will transmit "Council
Information only" items in manilla envelope,j,..separate from agenda packet.
Communications must be "two-way" requiring interest, actively listening,
willingness to confront or challenge or question, and on-going team effort to
maintain effectiveness.
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EVALUATIONS
Project
Project evaluation criteria will be established at the onset of a major project,
rather than at the beginning of the project review period.
Administrator
The Administrator's performance evaluation criteria will be "negotiated" in
advance of the review period.
Key Staff
Key staff will be evaluated by the administrator on the basis of overall
performance. (Often only errors or unusual incidents come to Council ' s attention;
Staff should not be presumed "guilty until proven innocent.")
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COUNCIL RELATIONSHIPS (exerpts from survey questionnaire - possible topics
for "ground rule" discussion/decisions at January 31st meeting. )
- What "role" do council members want the Mayor to Play?
( . the Mayor keeps us moving; we are clear about what we expect. . )
- How can we openly and honestly deal with conflict?
(conflict is brought out in open; council talks through differences;
we tend to attack other person; don't work together as a team)
- Should we "negotiate" a ground rule: Always be polite and courteous to
one another at public meetings? (and work through conflict issues in
private?)
- How can we keep meetings "on topic" and moving efficiently?
- Can we make more efficient use of physical space for public meetings?
- Others???
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{ TENTATIVE AGENDAS DUE TO WP/SS 1/14/83
Updated 1/24/83
CITY COUNCIL SPECIAL MEETING
7:00 P.M. - City Hall
January 31, 1983
Party Responsible
o Workshop Bob/Helen
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DUE TO WP/SS 1/14/83
i TENTATIVE AGENDAS
Updated 1/24/83
CITY COUNCIL SPECIAL MEETING
7:30 P.M• - Fowler junior High
February 22 1983
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CANCEL
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TENTATIVE AGENDAS DUE TO WP/SS 1/28/83
Updated 1/24/83
CITY COUNCIL SPECIAL MEETING
7:30 P.M. - Fowler Junior High
February 7, 1983
Party Responsible
o Workshop with Washington County Housing Authority Bill
o Review Housing Agreement and Policies Bill
o Comprehensive Plan Hearings (cont.) ? Bill
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BUDGET COMMITTEE
Fowler Junior High
February 10, 1983
o Revenues & Overview Bob
o Social Services Bob
o _Federal Revenue Sharing Bob
o "A" Ballot & "B" Ballot Bob
0
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MOW -
TENTATIVE AGENDAS DUE TO WP/SS 2/04/83
Updated 1/24/83
CITY COUNCIL REGULAR MEETING
7:30 P.M. - Fowler Junior High
February 14, 1983
Party Responsible
o TURA Committee/Economic Devel. Workshop Bill
o Police Dept Annual Report Chief
o Tracy Report Update Chief
o False Alarm Costs & Ordinance Report Chief
o Transients Merchants & Precious Metals Dealers Chief
o Council Expenses Resolution Bob
o USA/Whip Sewer Line Appeal Bill
o Solid Waste Report Frank
o Green River Ordinance Amendment Bob
o LID Update (& Maks)m's Questions?) Frank
o TURA/Tax Increment May Election Resolution Bill/Susan
o TURA Repeal 83-6 Resolution Doris/Bill
o C Accept Street Dedications Doris/Frank
o C OLCC Applications Doris/Chief
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,* BUDGET COMMITTEE
Fowler Junior High
February 17, 1983
0 Comaunity Services Dent. - Police. Library, Finance & Records
MGM an-a-
TENTATIVE AGENDAS DUE TO WP/SS 2/11/83
Updated 1/24/83
CITY COUNCIL STUDY SESSION
7:30 P.M. - Fowler Junior High
February 21, 1983
HOLIDAY
BUDGET COMMITTEE MEETING
Fowler Junior High
February 24, 1983
o Community Development Depts• Public Works & :Tanning Dept.
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TENTATIVE AGENDAS DUE TO WP/SS 2/18/83
Updated 1/24/83
CITY COUNCIL REGULAR MEETING
7:30 P.M. - Fowler Junior High
February 28, 1983
Party Responsible
o Personnel Policies & Procedures Manual Update (Job Linda
o Description Benefits Task Force Report, Etc. )
o Quarterly Financial & Audit Update Bob J/Joy/Doris
o Jadco Appeal Bill
o Senior Center Contract Report Linda
o Caretaker Agreement (and Recruitment?) Linda
o Delegation of Authority Ordinance Bob
o Dog Control Ordinance Chief
o Social Security Doris
o Transient Merchants/Precious Metals Ordinance Cheif
o ZCA's: 74th/Durham, North Dakota, & Bechtold Bill
o Social Security Withdrawl Report Doris
o Benefits Recommendation Linda
o Pay Plan Adoption (?) Linda
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BUDGET COMMITTEE MEETING
Fowler Junior High
March 3, 1983
o Policy and Administration
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o General Government/Don-Departmental
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TENTATIVE AGENDAS DUE TO WP/SS
Updated 1/24/83
CITY COUNCIL SPECIAL MEETING
Fowler Junior High
March 7, 1983
Party Responsible
o LID Policy Discussion Bob/Susan
o City _Administration/Annual Report & Computer Systems Report Bob/Joy/Linda
BUDGET COMMITTEE MEETING
SPECIAL CITY COUNCIL MEETING
Fowler Junior High
March 10, 1893
o Wrap-UR & Tax levy to be decided (BC)
o Tax Levy Resolutions (CC)
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DUE TO WP/SS 3/4/83
TENTATIVE AGENDAS
Updated 1/24/83
CITY COUNCIL REGULAR MEETING
7.30 P.M. - Fowler Junior High
March 14, 1983
_Party Responsible
Bob/Chuck
0 Town Hall Meeting
iGoals & Priorities, Budget & Taxes, TURA/Tax Increment, Work pBobgrams)
0 21st Birthday Videotape
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TENTATIVE AGENDAS DUE TO WP/SS 3/11/83
Updated 1/24/83
CITY COUNCIL STUDY SESSION
7:30 P.M. - Fowler Junior High
March 21, 1983
Party Responsible
o Development Code Discussion Bill
o Sidewalk Policy (Parker & Brookwell Cases)
Bill/Susan
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TENTATIVE AGENDAS DUE TO WP/SS 3118/83
Updated 1/24/83
CITY COUNCIL REGULAR MEETING
7:30 P.M. - Fowler Junior High
March 28, 1983
Party Responsible
0 Development Code Ordinance Bill
o LID policy and Ordinance Bob/Staff
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TENTATIVE AGENDAS
Updated 1/24/83
APRIL AND BEYOND
Party Responsible
o Main Street Development SDR Report? Bill
0 99/Park ROW Vacation Frank
o CIP and Finance (Sept. ) Frank/Linda
o Board & Committee Chairmen w/CC Workshop (Round II) Bob J
o Economic Development Strategy Bill
o Downtown Plan Bill
o Adopt Pay Plan Linda
o Benefits Resolution Linda
o Employee award & Recognitions Bob
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o Purchasing Policy Doris
o Mgmt Incentives Program Bob
o TMC Revisions Doris
o Park SDC Amendment -(OCT. Review) Bob J
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