City Council Packet - 09/26/1983 TIGARD CITY COUNCIL PUBLIC NOTICE: Anyone wishing to speak on an
REGULAR MEETING AGENDA agenda item needs to sign on the appropriate
SEPTEMBER 26, 1983, 5:30 P.M. sign-up sheet(s). If no sheet is available,
FOWLER JUNIOR HIGH ask to be recognized by the Chair at the start
10865 SW WALNUT of that agenda item. Visitor's agenda items are
TIGARD, OREGON 97223 asked to be kept to 2 minutes or less; longer
matters can be set for a future Agenda by con-
tacting either the Mayor or City Administrator.
1. REGULAR MEETING:
1.1 Call To Order and Roll Call
1.2 Call To Staff and Council For Non-Agenda Items
2. VISITOR'S AGENDA (2 Minutes or Less, Please)
3. COUNCIL RULES WORKSHOP
Continued from August 15, 1983 meeting
4. CONSENT AGENDA: These items are considered to be routine and may be
enacted in one motion without separate discussion. Anyone may request
that an item be removed by motion for discussion and separate action.
Motion to:
4.1 Receive and File:
o Departmental Reports/Update
4.2 Approve Council Minutes - August 22, 23, 29, September 12, 19, 1983
5. NON-AGENDA ITEMS: From Council and Staff
6. ADJOURNMENT
(DH:lw/0316A)
PAGE 1 - COUNCIL AGENDA - SEPTEMBER 26, 1983
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T I G A R D C I T Y C 0 U N C I L
REGULAR MEETING MINUTES - SEPTEMBER 26, 1983 - 5:30 P.M.
1. ROLL CALL: Present: Mayor Wilbur Bishop; Councilors: Tom Brian (via
phone conference call), John Cook (arriving at 5:41 PM) and
ima Scott; City Staff: Bob Jean, City Administrator; Loreen
Wilson, Deputy City Recorder.
2. CALL TO STAFF AND COUNCIL FOR NON-AGENDA ITEMS
The following item was added
4.3 Canvass of Votes from September 20, 1983 Election
COUNCILOR COOK ARRIVED: 5:41 P.M.
3. VISITOR'S AGENDA
o No one appeared to speak
4. CONSENT AGENDA DISCUSSION:
(a) Councilor Scott requested a report be placed on a Council agenda in
October regarding Town and Country Days Committee activities.
(b) Councilor Scott also questioned why a letter had been sent to
Commissioner Lobdell of the Public Utility Commission, lodging the
Council's objection to the proposed rate increase for street lighting
with PGE without full Council approval for the letter.
Mayor Bishop stated that the timing was such that there was not
enough time to consult with the Council, however, he stated such
letters should read from him only not on behalf of the full Council.
Councilor Scott stated she supported the Mayor's stand on the issue,
however, would appreciate full Council action in the future.
(c) Councilor Scott stated that though she will vote for the approval of
minutes from August 23, 1983, she wished to go on record that since
the City Administrator's review results were "satisfactory" that
there should not be a salary increase at this time.
5. RECEIVE AND FILE:
o Departmental Reports/Update
(a) Motion by Councilor Cook, seconded by Councilor Scott to receive and
file.
Approved by unanimous vote of Council present.
6. APPROVE COUNCIL MINUTES - AUGUST 22, 23, 29, SEPTEMBER 12, 19, 1983
(a) Motion by Councilor Cook, seconded by Councilor Scott to approve.
Approved by unanimous vote of Council present.
PAGE 1 - COUNCIL MINUTES - SEPTEMBER 26, 1983
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7. CANVASS VOTES FROM SEPTEMBER 20, 1983 ELECTION
(a) Election Results were reported as follows:
Ballot Measure #51: "Yes" — 1855 to "No" — 343 i
Ballot Measure #52: "Yes" — 808 to "No" — 773
(b) Motion by Councilor Cook, seconded by Councilor Scott to receive
results .
Approved by unanimous vote of Council present.
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8. COUNCIL RULES WORKSHOP !
(a) Mayor Bishop stated since the full Council was not present, there
would no reason to review this issue.
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(b) Councilor Scott noted that Councilor Scheckla had indicated that
Mondays, no earlier than 7:30 PM, would fit in best with his work
schedule. Councilor Scott also stated that she preferred Monday
meetings. #
9. ADJOURNMENT: 5:52 P.M.
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PAGE 2 — COUNCIL MINUTES — SEPTEMBER 26, 1983
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MEMORANDUM
September 20, 1983
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TO: Mayor & City Council j
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FROM: Bob Jean, City Administrator
SUBJECT: Topic Notes from Last Council Rules Workshop
Y
MAYOR
• Recognition thru Chair (Conversed/Admin./Staff questions via City
Admin.)
e Non-interruption of speaker (Questions via Chair)
• Chair has duty to maintain decorum (No Personal Attacks)
• Council should direct use of City Attorney's time, Esp. Re. Budget and i
individual Councilor inquiries (CC to approve monthly priority list?)
t
KEN
e Concerned with meetings length and back-to-back meetings. . .M-W better
than M-T. . .
• Executive Sessions - stay on subject and keep to point. . .
® Staff and Council stay at bench 100% of time. . . As permission to
leave bench or to ask for recess to confer with staff or Council. . .
• Hold all meetings at one place. . . e.g. Fowler
• CA needs to advise CC of vacation or out-of-town plans. . . (Admin.
Agreement specifies time schedules & Mayor Admin. relationship)
IMA
• Agenda preparation - Rotate Councilor w/CA on agendas, not just
Mayor...
• Old business always before new. . .
• All Councilors to be consulted and informed equally.. .
o Prefer use of 1st Monday (Holidays?)
o No back-to-back meetings, Ex. Session by 10:30 and never past 11:30
• RE: "A" Ballot - LB 50 & LB50 Forms prior to any levy decision. ..
• More Council say so on Legal Services priority list.. .
• Resent stopping at reception desk. . . Feels CC can go anywhere at any
time in City Hall.. . CC not "Everyday" public, needs direct access.. .
(CC Groundrules?. .)
• Mayor needs to be more considerate of latecomers who miss sign-up
sheets...
• Resent CA letter to CC of 8/11 & disciplinary action memo.. .
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/ TOM
• CC treated no more, no less than public. . . Simple presence of
Councilor can be disruptive. . . Use Administrator or Department Head
• Call citizen back vs. "Run Around"...
e Focus on "What" as CC Job, "How" as CA Job. . . CC too bogged down in
Admin. detail and table too much. ..
• Need to identify positive goals for future. . .
• Feel need for CC WORKSHOP: Rules, Comm. , Goals, etc. ..
er Focus on areas of agreement, not disagreements. . .
• Councilor time budget for City Attorney. . .
JOHN
• Ask questions about agenda items before meeting if possible, avoid
delays over simple issues.
• Honor 10:00 Point of Order/11:00 Adjournment.
• Rule personal attacks out of order, stick to facts & issues.
• Direct administrative concerns to Administrator, Council is policy
body, don't try to second guess or "plop".
e Place new public issues on future agendas, refer to staff for review
and scheduling.
• Respect different points of view and minority. . .team effort. . .
• Increase financial reporting and analysis to Council. . . current
statis, trends and future projections. . .
o Direct Council concerns and inquiries to Administrator or Dept. Head,
not generally to staff except for simple routine requests.. .
• Put Consent Agenda at end of agenda.
•• Continue use of Summary Sheets.
(BJ:pm/0866A)
T I G A R D C I T Y C 0 U N C I L
SPECIAL MEETING MINUTES - AUGUST 15, 1983 - 7:30 P.M.
1. ROLL CALL: Present: Mayor Wilbur Bishop; Councilors: Tom Brian, Kenneth
Scheckla (arriving at 7:40 P.M. ) and Ima Scott; City Staff:
Doris Hartig, City Recorder; Bob Jean, City Administrator.
Mayor Bishop requested adding an agenda item regarding recognition of
Howard Williams Community efforts. Consensus of Council was to add item.
2. RESOLUTION NO. 83-75 A RESOLUTION ORDERING THE SALE OF CITY REAL
PROPERTY, FIXING A MINIMUM PRICE AND SETTING THE
CONDITIONS AND TERMS OF SALE.
(a) Motion by Councilor Brian, seconded by Councilor Scott to approve.
Approved by unanimous vote of Council present.
3. PORTLAND CHAIN (CPA REMAND TO PLANNING COMMISSION)
(a) City Administrator gave staff report noting that the applicant had a
hearing before the Planning Commission and was asking to appeal to
the City Council, stating they had additional information to submit.
The City Attorney recommended the information be made a part of the
record before any decision is made and that the issue be remanded to
i the Planning Commission for further consideration. Due to the 15 day
time-line for appeal the City Administrator suggested Council
consider the issue tonight. Councilor Brian suggested getting a
letter from the applicant stating there is new information they did
not have an opportunity to give at the Planning Commission.
o Council discussed the remand to Planning Commission or hearing by
Council without the new information.
Motion by Councilor Brian, seconded by Councilor Scott to remand the
appeal to the Planning Commission without prejudice.
Motion approved by unanimous vote of Council present.
4. COUNCIL RULES WORKSHOP
o Mayor Bishop opened discussion with comments that Council members
should recognize the Chair when speaking, not interrupt but respect
the speaker. He noted the Chair has the duty to maintain proper
decorum during meeting. The meetings should be conducted without
personal attacks by members, staff or audience and allow the city to
conduct its business.
COMMUNICATION EXERCISE
o City Administrator distributed a communication exercise given at
Timothy Lake Conference by a communication specialists. Purpose of
the exercise was to point out that most difficulties come from honest
miscommunication and honest differences of opinions and not
listening. The exercise was used to illustrate the benefit of better
group decision making. City Administrator stressed the need for
rules, courtesy and active listening.
PAGE 1 - COUNCIL MINUTES - AUGUST 15, 1983
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-- COUNCILOR SCHECKLA ARRIVED 7:50 P.M. j
Group worked exercise and discussed answers.
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COUNCILOR COMMENTS:
o Councilor Scheckla commented on the following: t
Meetings running late.
Does not like 2 meetings in a row. Mon and Wed. would be better than
Mon. & Tues.
Executive Sessions, too many and members get off the subject. Should
be limited to the agenda topic only.
During Council meeting, at times people will leave the bench and then
come back.
business and
Suggests they do not leave while Council is conducting
save until later.
o Mayor Bishop added that he heard comments Council members were
disrespectful in that they do not listen and talk back and forth.
o Councilor Scott noted times staff has conversations with City
Attorney and felt Council needs the entire staff's attention.
o City Administrator suggested to correct the problem, that if staff
leaves it should go through the Chair. Councilor Scheckla suggested
a recess in meeting and then try to work out the problem.
o Councilor Scott's comments/suggestions:
Requested feed back to try to work out problems.
Dislikes the way agendas are prepared. Suggested one Councilor
assist City Administrator for each 3 months on a rotating basis.
Feels this would make a better relationship between Council and City
Administrator.
Would like to see old unfinished business placed first on agenda.
Have all Council members involved in any discussion regarding the
city, does not like to be in the dark.
Suggested the Council meet the first monday of month, if city
business does not require four meetings then can cancel out the 4th
meeting.
Do not meet two nights in a row.
If an executive session held, go no longer than 11:30 p.m.
Make sure executive meetings are recorded.
Take election precautions.
Stressed the two forms, LB 50 and LB 60 be filled out in ample time
for their review by the State office.
Council should have more to say on the priority list and have up-date
as to status.
She has not had reply regarding personnel files.
o City Administrator showed City Attorney's office work book and
`- explained the issues that bumped the personnel issue, that were high
on Council priorities, such as Crow lease, litigation, etc. He noted
he would welcome some Council involvement in establishing priorities.
PAGE 2 - COUNCIL MINUTES - AUGUST 15, 1983
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-- o Councilor Scheckla added he would like to see the Council meetings be
{ held all at one place. Staff to check out Fowler School Dist. rules
regarding use of school space.
o Councilor. Scott stated she resented staff having to report on her
movements in city hall. She felt her actions were not disturbing
city staff and stressed she felt there was no harmony or working
together. 5
Discussion followed by Council regarding rules governing treatment of
general public and city council members. Councilor Scott felt she
has not abused the system and was trying to gather information and
keep informed.
o Councilor Scott brought_ up the subject of a payroll error for a
"green thumb" employee. City Administrator stated he was not
previously informed of the issue and would check out the matter.
Council continued to discuss procedures and going through City 3
Administrator or Department Head when asking for information in
advance as well as making appointments before coming in. Councilor s
Scheckla stated he had a problem with the request to make an e
appointment due to his work schedule. City Administrator noted this
discussion strikes to the very essence of the City q
Administrator/Council relationship and referred to items distributed
in Council packets.
{
o Councilor Scheckla continued that he would like to know when the City
Administrator is going to be out of town.
o City Administrator commented he would always see or hear from a t
Councilor and in his absence Council should direct requests to r
Department Heads, but he needs to hear Council comments in order to F
be responsible and do his job. He suggested they not go around him
when seeking information.
Discussion by Councilors regarding contacting City Hall staff and
City Administrator for information. f
o Councilor Scott feels the Mayor should take more consideration for i
latecomers on sign up sheets-when the signup sheets have already been
picked up and give them a chance to speak. She resented a letter by
City Administrator dated 4/11/83 and also the memo on Council rules
regarding disciplinary action and questioned his authority to do so.
o City Administrator responded there is a minimum of communication
between certain Council members and himself and he is trying to tell
staff they should forward the requests to their supervisor and follow
their direction. He is trying to follow Council rules and if Council
is concerned they should amend and review the rules.
C
PAGE 3 - COUNCIL MINUTES - AUGUST 15, 1983
Discussion followed regarding the ground rules, adoption by Council
and City Administrator abiding by their guidelines. City
Administrator commented the issue is the council/manager relationship
and urged Council to give him a chance to work for them. Councilor
Brian and Mayor Bishop commented they felt comfortable with City
Administrator and trust the information from him. They discussed
policy and leaving the administrative details to City Administrator.
Councilor Brians comments.
Council should deal with 01what they want" and not "how" it is done.
Decide on a policy and leave details to City Administrator.
Council needs to work for the future and identify goals. Agree on
some of the community goals and work on them.
Suggested holding another workshop to continue discussion on ground
rules, community goals and guide lines.
Work closer together as a working team.
Don't nit pick.
o Councilor Scheckla commented he felt the TURA issue has divided the
Council and will continue to do so until the issue is settled. He
felt City Administrator was interested in 3-2 vote only and not
trying to get 5-0 vote and draw Council together. He noted his lack
of confidence in the City Administrator. Councilor Brian concurred
that TURA was a big issue between Council but suggested a proper
positive attitude was worth working for. He commented the Council
will be unable to make any progress unless it tries and it owes that
to the citizens. If communication and personalities are in the way
Council should do something about it.
o Councilor Brian expressed concern regarding legal costs and not
abiding by the frame work rules. There is a need to have a system
for legal costs to occur. He suggested going through City
Administrator or through Council. Possibly set up a program for each
Councilor to have one hour per month to have access to the City
Attorney to limit legal costs. Discussion followed regarding the use
of City Attorney's time. Mayor commented the Council should support
the use of attorney's time by majority of Council action. Councilor
Scott disapproved of Mayor's suggestion,inquiring what is difference
between City Administrator and Council use of Attorney's time.
Council was referred back to their ground rules.
Councilor Cook's comments
City Administrator read list received from Councilor Cook, among the
comments were:
To call staff before Council meeting if there is a question regarding
the agenda. This would avoid having to remove items from consent
agenda; personality conflict; Council is policymaker body and major
decisions are made at budget time; Commented on relations with
colleagues and working together. The Council is a policy making body
�., to be kept informed of finance and other decisions as well as
developing situations.
PAGE 4 - COUNCIL MINUTES - AUGUST 15, 1983
r-- Noted Council is to contact Administrative personnel and follow guide
?ines for Council when dealing with City Administrator. Timing of
meetings was a concern and executive sessions did not allow for
adequate time to consider issue. They should be earlier or on a
study agenda where there is not a rush of other business. Have
visitors agenda at first of Council meeting and limit to two minutes.
o Mayor Bishop requested staff summarize all comments and area of
concern for study and discussion at a later date.
Council discussed possible dates and time for holding another
workshop to discuss goals and priorities. City Administrator
suggested September 26, 1983.
(a) Motion by Councilor Brian, seconded by Councilor Scott to hold
study meeting September 26, 1983, starting at 5:30 P.M. at
Fowler Junior High School.
Motion approved by unanimous vote of Council present.
City Administrator stated Council scheduled a meeting for
10/27/83 to meet with Sheldon Edner, Budget Committee and
Council to work on CIP and set priorities. The Town Hall
annual meeting is scheduled for 11/14/83.
5. Mayor Bishop requested staff to prepare Resolution commending Howard
Williams for efforts to finance the refurbishing of the windmill site.
Council concurred with request.
Meeting recessed 10:25 and Council went into executive session under
provisions of ORS 192.660 (1)(e) to discuss land acquisition.
MEETING ADJOURNED 11:25 P.M.
City Recorder - City Tigard
ATTEST: y /� •- - p�/�, �
Mayor - City of Tigard
��"QS. o''} �•ce-vim u
(DH:ch/0398A)
PAGE 5 - COUNCIL MINUTES - AUGUST 15, 1983
MAYOR-CITY COUNCIL LEADERSHIP DEVELOPMENT PROGRAM
City of Tigard, Oregon
Program outline
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Prepared by: Lyle J. Sumek August, 1983
SUMEK ASSOCIATES
3935 Orchard Court
Boulder, Colorado 30302
(303) 442-1650
MAYOR-CITY COUNCIL LEADERSHIP DEVELOPMENT PROGRAM
CITY OF TIGARD
I . INTRODUCTION
This proposal is in response to your request for a program
for Mayor and City Council to improve their leadership and
performance in the City of Tigard. At the end of 1983, there is
likely to be a new Mayor. The program activities are aimed at
enhancing the municipal leadership during this period of
transition.
The overall goals of this program are:
A. To provide a clearer direction for the City of Tigard
B. To increase Mayor and City Council ' s effectiveness in
achieving this direction and handling policy issues
( C. To build work relations among Mayor and City Council by
developing a policy team
D. To help Mayor and City Council in managing their own
operations and increase their effectiveness in
deliberating on policy issues.
The specific activities outlined throughout this proposal
combine into an integrated systematic approach to achieve the
following aims:
A. To help Mayor, City Council, and City Administrator
in developing and maintaining those decision-making
processes for effective policy development and
implementation
B. To assist Mayor, City Council, and City Administrator
in understanding and utilizing those insights and
skills contributing to effective policy development and
implementation
C. To improve the working relationships among Mayor,
City Council, and City Administrator
D. To develop Mays,_ , City Council, and City Administrator
skills and abilities in policy development and
implementation
2
E. To address specific problems, concerns, and frustra-
tions of Mayor , City Council, and City Administrator
F. To develop the capacity of Mayor, City Council, and
City Administrator to evaluate their own performance
and operations.
The individual responsible for the provision of services
outlined in this proposal is Lyle J. Sumek.
II. PROGRAM DESIGN
The proposed Mayor-City Council Leadership Development
Program places emphasis on sharing the realities of the
council members' experience and acquired wisdom. The desired
outcome of this program is the development of those practical
insights and behaviors required for the effective decision
making and productive mayor-council-staff relationships. The
program focuses on building the capacity of the Mayor and City
Council in policy development formulation. It is not aimed at
getting every council member to agree, but rather at how to
manage conflicts with minimal personalization. It is assumed
that the best ideas for improving council leadership and
performance are those "discovered" and implemented by Mayor
and City Council themselves . The program is divided into two
phases.
Phase 1 : Mayor-City Council Leadership and Performance-
Assessment is aimed at looking at the current operations of
t e Mayor and City Council. The observations and perceptions
of the Mayor, City Council, and possibly the City Administrtor
will be obtained through individual interviews. The ground-
rules for these interviews will be:
Anonymity of response
Confidentially of information
Feedback of only common themes
An assessment will be made of the current operations of
the Mayor and City Council. A Mayor-City Council Leadership
and Performance Workshop will be held for the purposes of
providing feedback on the results of the interviews and to
initiate a process for increasing council effectiveness.
Specific barriers to mayor-council performance will be focused
at this time.
Phase 2: Leadership Develo ment Workshops will be aimed
at ad ressi.ng the specific barriers to mayor-council perfor-
mance. Each workshop will be designed to address a barrier
utilizing a variety of resources, including training materials
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{� developed by The Government Leadership Institute. The learn- }
ing and development process for these workshops emphasizes the
following seven steps:
Step 1 : Video Case Study. The learning process
begins with observation of simulated council inter- j
actions. These interactions are based upon a structured
situation and involve local officials. The participants
were asked to participate by behaving as they would in
daily situations in the local government.
Ste 2 : Insights. The past experiences of the
local elected official are applied to his/her observation
of the video case study. It provides an opportunity for
individual local elected officials to reflect on their
past experiences and past performances.
Step 3 : Idea Generation. The insights and re-
flections of the local elected official are linked
together to generate new ideas regarding the governance
process. Instead of a lecture format, local elected
officials are asked to generate their own ideas regarding
the governance process.
Step 4- Framework for Understanding. These ideas
t along with an overall conceptual framework are provided
through a lecture process which links a video case study,
the personal experience of the local elected officials,
new ideas generated during the session, with new
concepts. An integrated, systematic model is provided
for understanding the frustrations and providing a basis
for improving their own effectiveness as individuals and
as a group in the governance process.
Step 5: Analysis. The local elected officials
apply the new framework to the video case study that has
been observed. This provides a link of the concepts to
real-life situations.
Step 6: Application. The local elected official
reflects on past experiences utilizing the conceptual
framework for the analysis. The local elected official
focuses problems, concerns, frustrations with the
governance process within his own city.
Step 7 : Action Plan. An action plan is developed
for each individual local elected official for increasing
his/her own effectiveness in the governance process.
Strategies for reducing frustrations and for reducing the
implementation gap and increasing the efficiency of the
policy-making process are developed.
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III . PROGRAM ACTIVITIES
A. Phase 1 • Mayor-City Council Leadership and Per-
formance
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Activity 1 : Council Meeting Observation
F
The Consultant will attend one or two council
meetings for the purpose of observing the Mayor and
City Council in action. The purpose of this t
observation will be to gain first-hand knowledge of
the interactions among Mayor and City Council .
These observations will be integrated into the
report and discussed with the Mayor and City Council =
during Activity 4 .
Activity 2: Informal Meeting with Mayor and City
Council t
r
After the council meeting, I will meet with the ¢
Mayor and City Council in an informal session for
the purposes of:
s
Introducing the Consultant
t To discuss program objectives and
activities
To review the groundrules for the inter- 1
view sessions.
f
This meeting should last less than 1 hour.
Activity 3: Individual Interviews ( 1-2 hours each)
The Mayor, City Council, and City Administrator
will be interviewed for the purpose of obtaining
their observations regarding the operation of the
Mayor and City Council. During the interview the
following topics are likely to be addressed:
Issues handled well by Mayor and City
Council f
Issues handled not so well by Mayor
and City Council
Strong points of mayor-council operations
Areas needing improvement in mayor-council
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operations
Strong points in council-staff relations
Barriers to effective council-staff
relations
Assessment of council meetings.
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Additional topics for the interviews may be identi-
fied during Activity 1 .
In addition, each person will be asked to complete
the Profile of Council Characteristics. This diag-
nostic questionnaire focuses on role understanding
and performance, goal setting, council decision
making, handling of conflicts, effectiveness of
communications, level of teamwork within the city,
and degree of personal satisfaction with council
performance. A profile of council operations will
be developed and summarized for feedback to the
Mayor and City Council.
A preliminary report will be prepared which high-
lights the common themes from the interviews and the
questionnaire. The purpose of this report will be
to highlight Council 's current performance and focus
specific barriers to Mayor and City Council effec-
tiveness. This report will be discussed during
Activity 4 .
Activity 4 : Mayor-City Council Leadership and
Performance Workshop
The City Council Leadership and Performance Workshop
is designed to help Mayor and City Council to under-
stand and utilize those insights and skills contri-
buting to effective policy making and implementation
in a city. It stresses developing and maintaining
those practical decision-making processes essential
to a productive mayor-council-city administrator
relationship which must exist to provide govern-
mental performance consistent with the desires and
intention of a city' s electorate as represented by
their Mayor and City Council.
The objectives of the workshop are:
To identify specific target issues that
need to be addressed by the Mayor and
City Council looking to the future
of Tigard
To feedback the results from the inter-
views and the observations of the
council meeting( s)
To build an understanding of how Mayor
and City Council address issues
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To build an understanding of the leader-
ship processes and factors influencing
their effectiveness in a mayor-council-
city administrator relationship
To negotiate role expectations for Mayor,
City Council , City Administrator and
other key positions
To initiate a process for building skills
in managing conflicts and pressures
effectively
To identify factors contributing to mayor-
council effectiveness and ineffect-
iveness
To focus specific barriers to mayor-
council performance and to develop an
initial action plan for improving
leadership and performance on the part
of Mayor and City Council .
The specific program activities will be deter-
mined after the interviews have been completed
and with consultation with the City Administra-
tor.
A summary report will be prepared on all of the
Phase I activities.
Activity 5: Preparation of Summary Report
The Consultant will prepare a summary report which
presents the findings and summarizes the workshop
activities. This report will serve as a foundation
for follow-up within the City of Tigard by Mayor,
City Council, and City Administrator.
B. Phase 2: Leadership Development Workshops
The specific objectives and activities will be set
by Mayor and City Council during this program. The
purposes of these workshop sessions are:
To build further the skills of Mayor and
City Council necessary for effective
policy making
To address specific barriers to mayor-
council performance
To develop specific plans of action for
reducing barriers and improving the
overall mayor-council effectiveness.
T'
M E M O R A N D U M
r-
TO: MAYOR AND CITY COUNCIL
FROM: BOB JEAN, CITY ADMINISTRATOR
DATE: SEPTEMBER 22, 1983
SUBJECT: ICMA CONFERENCE EXPENSES
The following are estimated expenses for the International City Management
Association 69th Annual Conferene.
TOTAL EMPLOYEE SHARE CITY COST
COST FOR SPOUSE FOR EMPLOYEE
1. CONFERENCE REGISTRATON
AND EVENTS $ 415.00 $ 52.50 $ 362.50
2. MENNINGER FOUNDATION
t ..
TRAINING SESSION 175.00 35.00 370.00
3. MILEAGE (up to air fare
at $370 maximum) 370.00 -- 370.00
4. LODGING 402.00 52.00 350.00
5. MEALS ? @ Cost ?
ESTIMATED TOTAL $1,362.00 $139.50 $1,222.50
BUDGETED: $1,300.00
RWJ dkr
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AUGUST, 1983
} o THOMAS PICCO has joined our staff as a temporary full-time intern to the
Department of City Administration. Thomas will be working on the Capital
Improvements Plan, the 5-Year Financial Plan and Cut-Back Options update
and the Annual Report researching. Welcome Thomas!
o ERICK J. BOOTHBY and ERIC L. SCHOBER have been hired to fill two full-time
Police Officer positions. Both Erick Boothby and Eric Schober have served
as Police Reserve Officers on the Tigard Police force. Welcome aboard
Officers!
o TAMMY BOYER has been hired as a part-time permanent Library Aide. Tammy
replaces Kathy Tremaine who left upon receiving her degree. Welcome Kathy!
o As a result of Jeremy Coursolle's resignation HAMID PISHVAIE and STEVE
SCORNEY have been hired as temporary full-time interns to take over the
Current Planning responsibilities. Planning and Development Director Bill
Monahan and Associate Planner Liz Newton will be handling Comprehensive
Plan responsibilities.
o Congratulations to Bill Monahan (Director of Planning and Development) and
Linda Sargent (previously Administrative Assistant). . .Bill and Linda were
married Saturday, August 19th. We wish you many happy years Linda and
Bill!
o Jeremy Coursolle resigned his position as Associate Planner to join Stuart
Pharmaceuticals as a salesperson for the East Multnomah County/The Dalles
territory.
o The TIGARD POLICE OFFICERS ASSOCIATION held their annual benefit Golf
Tournament Monday, August 8th.
o City Administrator BOB JEAN attended the Oregon City Managers Association
training seminar August 2-5.
o The Codes Enforcement Committee has been reviewing non-criminal codes and
will be presenting recommendations to the Executive Staff and then to City
Council.
o The Clerical Network Committee has been meeting once a month to discuss
productivity improvement strategies for clerical staff. Recommended
changes will be presented to the Executive Staff in early September.
.. . Continued . . .
THE TELEPHONE SYSTEM AT CITY HALL
HAS CHANGED
City Hall is now closed to the public from 8:00 to 9:00 a.m. and from 4:30 to
5:00 p.m.
To facilitate calls before 9:00 a.m. and after 4:30 p.m. , please use the
following telephone numbers:
CITY HALL: 639-4174
or
CITY HALL: 639-4173 r-
or
CITY HALL: 639-4172
PUBLIC WORKS SHOPS: 639-4175
i
y, l
M E M O R A N D U M
DATE: September 21, 1983
TO: Mayor and City Council
FROM: Jerri L. Widner, Finance Director
SUBJECT: DEPARTMENT REPORT SUMMARY
Each division of the department prepares activity reports to be included in
this summary for your information. August activities are listed below:
Municipal Court
Revenue for August from Muncipal Court totaled $3,135.00; 179 traffic
citations were issued. July revenues totaled $3,947.00 with 200 traffic
citations. August, 1982 revenue totaled $1,390.00.
Records
Revenue from Business Taxes: 132 issued total $8,365.00.
Reception answered 7,516 phone calls and received 1,884 walk-ins.
City Recorder activities centered on the accurate writing of Development Code
public testimony as well as other public hearings before City Council. In
addition to the above the City Recorder participated in training sessions on
contract administration and cable tv equipment; meetings with representatives €
of surrounding cities to discuss developing a joint employees training
programs and worked with the consultant on the purchasing manual. s
Word Processing
The support services center processed either by copying or producing on word
processing 4,726 pages of documents. F
The majority of time was spent on Planning, Public Works and City Recorder
documents.
Accounting
i
The accounting division continued to work with the auditors, along with the
1983-84 transactions. The audit report should be completed by September 30,
1983 and will be presented at the City Council meeting of October 24, 1983.
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