City Council Packet - 10/12/1985 ON_
TIGARD CITY COUNCIL
SPECIAL MEETING WORKSHOP AGENDA
OCTOBER 12, 1985, 9:00 AM TO 4:00 PM
TIGARD CITY HALL, 12755 SW ASH AVE. , TIGARD, OREGON 97223
1. CALL TO ORDER AND ROLL CALL
2. COUNCIL MEMBERS & RELATIONS WITH EACH OTHER (individual role, trust,
personal commitments, attendance, etc.)
3. COUNCIL RELATIONS WITH OTHERS (staff, press, and other Councils)
4. COUNCIL GROUNDRULES
5. ROLE OF COUNCIL (policy vs administration, leadership, etc.)
6. COUNCIL MEETINGS (time, consent agenda, exec sessions'
7. REVIEW OF COUNCIL. GOALS AND ROADBLOCKS
8. WORKSHOP FOR 186--187 GOALS — January 17 & 18
9. TRAINING REQUESTS
10. OTHER (as time permits)
11. ADJOURNMENT (will try by 3:00 PM)
lw/3298A
T I G A R D C I T Y C O U N C T_ L
Uc vbe�
SPECIAL MEETING MINUTES - SE4K-E*iR 12, 1985 - 9:15 A.M.
1. ROLL CALL: Present: Mayor John Cook; Councilors: Tom Brian, Phil
Edin, and .Terry Edwards; City Staff: Bob Jean, City
Administrator.
2. COUNCIL WORKSHOP
o Roll of Council: Council is policy maker for City, staff carries
out policy of Council. Discussed form of government, Weak
Mayor/Council form. Staff is to make recommendations to Council
on issues but not determine policy. Boards are also advisory,
only Planning Commission has some decision-making authority.
o Relations With Press And Other Councils: Overall, press relations
are good, these relations are to come from Council, now staff.
Continue working relations with Beaverton Council and expand to
other neighboring Councils.
o Rules of Conduct: Councilor Edin prepared a resolution to adopt
rules of conduct for Council. Amendments were suggested.
Consensus was to have retyped for action at the next Council
meeting. Individual Councilors are to keep hands off of
departments and work through the Administrator.
o Direction to Boards and Committees: Discussed ways to give better
direction. Experienced Councilors should take a more aggresive
leadership role.
o New Consent Agenda Format: Council approved new format for
handling consent agenda items as follows:
1. Motion to adopt.
2. Second to motion.
3. Questions and discussion.
4. Motion to amend - to remove items.
o Resolution No. 81-114A: Council consensus was to direct staff to
update to bring in line with current Council policy.
RECESS: 11:30 AM
RECONVENE: 12:45 PM
o Review of Council Goals: Consensus of Council was to take the
following action.
To Be Continued:
Service Level Priorities
Computer Master Plan
Council/Community Relations Progra.6,
Greenburg Road Study
Personnel Rules
Civic Center
Page I - COUNCIL MINUTES - SEPTEMBER 12, 1985
r .
Inactive Status:
r Wastewater Study
Merit System
Dartmouth LID
Streets CIP
Park Plan and CIP
All goals to be re-established at Council-•Staff Workshop, January
17-18, 1986. Staff will meet with Council on the 17th. Council
only on the 18th.
o Training Requests: Staff was directed to prepare draft of
criteria for all training requests for 1985-86. Council will
adopt criteria.
3. ADJOURNMENT: 3:30 P.M.
ay - City of Tigard
Lam'
ATTEST: Approved by Council on November 11, 1985.
,-I
` 9
J
or - City of Tigard
LW/3393A
Page 2 - COUNCIL MINUTES - SEPTEMBER 12, 1985
S
CIaY OF TIGARD, OREGON
AFFIDAVIT OF POSTING
In the Matter of the Proposied
STATE OF OREGON )
County of Washington) ss
City of Tig k. )
being first duly sworn, on oath depose
and sa
That I posted in the following public and conspicuous laces, a copy of
Notice of Special Meeting for the Council Meeting dated /0+
a copy of said notice being hereto attached and
by reference made a part hereof, on the,/D? day of r'j�'7-a .._ 1985.
Subscribed and sworn to before me this •/O &day of da. ,c+- 1985
I Tk' f.� � Notary Public for Oregon
My Commission Expires:
5 Uf' (:lG:
SPECIAL COUNCIL MELTING NOTICE
p
ecial Council meeting, called by the Mayor,
Notice is hereby given that a s
will bSaturday
with the common consent of the C112755 SWAsh Avenue, T gard,� Greg October The
1985 at 9:00 AM in Tigard City 6 all
meeting is called for the purpose of a Council workshop•
r�C�ty
gard
lw13298A
MEMORANDUM
CITY OF TIGARD, OREGON
TO: Honorable Mayor and City Council October 8, 1985
FROM: Lorean Wilson, Recorder
SUBJECT: 10-12--85 Meeting
The Mayor has requested that each of you bring your lunch on Saturday. There
is a refrigerator and microwave oven for your use at City Hall. Regular and
decaffinated coffee will be supplied.
lw/3298A
l
s
p
COUNCIL GROUNURULES-July, 19134
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 sessicns. . .
Councilors are encouraged to direct inquiries through the City
Administrator, giving as much information 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 Head are to be discouraged 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 to
be minimized, and handouts distributed at start of meeting, except
Executive Sessions.. .
-- Staff will attempt to schedule items assuming the longer timelines or
assuming second reading of ordinances...
-- Don't assume Staff is guilty until proven innocent...
Communications Among Councilors
-- Try to avoid surprises or "plops", especially it they appear intended to
embarrass or discredit...Councilors and Staff should try to prepare in
advance of public meetings and get issues into packets.--
Add-on-Agenda items are not "plops", but should be brought up at start of
meeting and generally considered only if continuing to a later agenda is
not appropriate...
-- Councilors are encouraged co 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 an-1 responded to by the City administrator consistent
with resources and priorities, or referred to Council as a whole. % .
Communications with the Communicy/Genera l 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.. .
-- ".Official" communications 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 press...Press Releases are through the Mayor's Office. . .
Ceti era l
Count-i Io r.--; art- always Councilors in the ryrs: of r I w Administration , nctvcr
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.. .
-- If Councilors get involved in labor relations (e.g. , employee contacts or
public statements) while staff is negotiating, then the process becomes
the Councilor's to negotiate...
Budget cuts mean policy decisions. Budgets will not be cut "piece meal"
or "across-the-board",rather should be made in service or program areas,
giving Staff full opportunity to provide data clearly defining impact.--
-- Use Request for Action form for "pothole" problems. Other concerns or
items should be set for an agenda by contacting City Administrator or by
motion of Council...
(RWJ:dcl0049p)
r
1
,, a
VI RF_SPONSIBILII_ IES AND RI(JNTS Of
CITIZENS, STAFF, ANO BOARD MEMBERS
PUBLIC
The Public has the right o:
l A fullLfthe
partial hearing by the Board;
3• Understhe Board and Staff of their emotional
condit
3• Explansituation in language which they understand;
4. Resoluatter as quickly as possible.
The Public has the to:
Learn as much as they can prior to the meeting;
�• Present their case in as brief and unemotional manner as possible;
3. Use a single spokesman, if possible, and try not to present
repetitive testimony;
4• Respect the Board as fellow citizens who are trying to fulfill
their responsibilities. Respect the Staff as professionals who
are trying to do their job well;
S. Remember that there are at least two sides to every argument and
that even conflicting viewpoints can be valid.
STAFF
..�e Staff has the right to:
i. Respect and courteous treatment from both its Board and the Public;
2• Understanding that they must occasionally make recommendations
that.will be unpopular with some or all of those affected;
3. Clear instructions from their Board, including specific goals and
policies;
4. Regular feedback concerning their performance.
The Staff has the responsibility to:
1� Treat both the Board and the Public with respect and courtesy;
Z• Remember that, while they have a responsibility to
recommendations, the Board has the responsibility for making the
final decision:
3. Provide timely reports which contain a complete analysis of the
situation, discussion of the possible alternatives and, if
requested, specific recommendations;
4• Make their presentations in language that can be understood by the
lay public as well as experienced Board members;
S. !Sake certain that meetings are adequately planned and completely
prepared for.
�f
-.
{
}
BOARD MUIBERS
nbers of Boards have the right to
! Complete and timely information from their Staff ;
2. formal agendas and meetings that are over at a reasonable time;
3. Respect and understanding from their Staff and from the Public;
4. Courteous treatment from all concerned, including fellow Board members.
Members of Boards have the responsibility to:
I. Understand that the Citizens appearing before them may be both upset
and/or frightened;
2. Make sure that the Public understands the information that is being
presented and that all questions are answered promptly and completely;
�. I- Respect and understand the position of the Public and their own Staff;
4 Prepare adequately for the meeting . . . before the meeting;
-58e consistent in its decisions and to formulate and consistently
support specific goals and policies;
6. Attend regularly and participate fully.
f
i
f
I
E
_ 8 _
,.z
EXHIHII "A" - RFSO11I1ION NO 85_-31
riN i MPI OYMi N I A(IRI ! Mt N I
(R( u) 54-dI.,r.t A', Am4-nd,-d Ih,r. t,,q4% M.,,y , :'tHJ
THTS EMPLOYMENT AGREEMENT, made and entered Lnto this 24th day of August,
1981, and as amended September 13, 1982, August 29, 1983, .ind May 20, 1985, by
and between the CITY OF TIGARD, OREGON, hereinafter referred to as "CITY", and
ROBERT W. JEAN, hereinafter referred to as "EMPLOYEE-".
W I T N E S S E T H:
WHEREAS, CITY and EMPLOYEE desire a written agreement creating a
professional and businesslike relationship, serving as a basis for effective
communication and to avoid misunderstanding; and,
WHEREAS, by not having to worry about personal finances or family
security, the EMPLOYEE can effectively concentrate on the CITY'S business;
WHEREAS, both parties wish to update and amer.J the existing Agreement;
THEREFORE, in consideration of mutual covenants herein contained and for
consideration herein specified, the CITY and EMPLOYEE mutually agree:
SECTION 1 - EMPLOYMENT, DUTIES AND AUTHORITY: The CITY has agreed to
employ ROBERT W. JEAN, as City Administrator. The EMPLOYEE agrees to accept
said employment.
The authority of EMPLOYEE, consistent with state law, City Charter or
ordinance, shall include, but not be limited to the following: the overall
management, administration and direction of City operations; the hiring,
disciplining and firing of all City employees except Municipal Judge and City j
Attorney; the negotiation, execution and administration of City contracts
within budget appropriations pursuant to City policy and ordinance; policy
advice to elected officials and open communication with the community so as to
foster responsive and courteous public service. Any reduction or revocation
of either the duties c--• authority, except by mutual written agreement to the
contrary, shall constitute a breach of this Agreement.
The Mayor and Council agree to the principle of noninterference in the
f administration as necessary to the orderly and efficient implementation of
Council policy. The Mayor and council agree to direct their concerns and
communications to the administration through the City Administrator. The
EMPLOYEE agrees to respond promptly to all inquiries from the Council whether
made individually or collectively.
SECTION 2 - TERM: The term of this revised agreement shall be for one
year commencing on July 1, 1985, with annual renewals as herein provided.
A. Nothing in this Agreement shall prevent, limit, or otherwise interfere
with the right of the City Council to terminate thN services of EMPLOYEE at
any time, subject only to the provisions set forth in this Agreement.
B. Nothing in this agreement shall prevent, limit or otherwise interfere
with the right of the EMPLOYEE to resign at any time from his position with
the CITY, subject only to the provisions set forth in this Agreement.
C. EMPLOYEE agrees to remain in the exclusive employ of the CITY during
the term of this Agreement, and neither to accept, nor to become employed by
any other employer until said contract termination date, unless said
termination is effected as hereinafter provided. The term "employed" shall
not be construed to include occasional teaching or consulting on the
' MPLOYEE'S time off, which shall be at tho EMPLOYEE'S discretion upon the
advice of the Mayor.
f
EMPLOYMENT AGREEMENT - PAGE 1
}
MEMORANDUM Ll
r` CITY OF TIGARD, OREGON
TO. Mayor John E Cook October 3, 1985
FROM: Councilor Phillip Edin 014--
SUBJECT:
14--SUBJECT: Resolution Regarding "Policy and Administrative Rules."
,
At our August workshop at Bergmann's, you requested me to prepare a resolution
outlining rules of conduct for the public, staff and councilors. Attached is
the requested document.
While it may be scheduled For our October 14th council meeting, it seems
appropriate to be discussed at our October 12th council workshop. I will
leave it to your judgement as to when this item should be scheduled.
(PE/dc:1014p)
CITY OF TIGARD. OREGON
RESOLUTION NO. 95-
A RESOLUTION OF THE TIGARD CITY COUNCIL ESTABLISHING POLICY AND ADMINISTRATION
PROCESS RULES.
WHEREAS, the City Charter states that: "Except as this charter provides otherwise.
all powers of the City shall be vested in the council"; and
WHEREAS, City, Charter and Code also provide: for other officers and appointed
officials of the City to carry out the administration of the Council policy "as the
Council deems necessary"; and further, that the office of City Administrator was
established to be "the chief administrative officer of the city, and as such shall
be chosen solely on the basis of administrative qualifications and experience,
without regard to political consideration"1 and
WHEREAS, an informed public is essential in assisting the council and administrator
as they carry out their duties in serving the public; and, further, whereas ORS
192.420-410 provides for the "inspection of public records" during "usual business
hours" without "interference with the regular discharge" of duties; and
WHEREAS, the Council. Administrator and public desire City policies and programs
that are fair, efficient, effective, productive, timely and courteous; but, whereas
these common goals are sometimes in conflict and functions unclear; and
WHEREAS. the Council finding that there is a need to review and clarify the City's
policy and administration process, and to establish rules to carry out Council
intent.
W)W, THEREFORE BE IT RESOLVED by the Tigard City Council:
Section 1. POLICY AND ADMINISTRATION. The following rules for the conduct of City
policy and administration are hereby adopted. The City Council hereby restates its
intent that Council shall set the policy, direction and goals for the City and that
the City Administrator shall be responsible and accountable to the Council as a
whole for implementing policy and goals per Council direction.
Section Z. COUNCIL-ADMINISTRft . The Council agrees to direct its concerns and
communications to the administration through the City Administrator, giving as much
information as possible to ensure a thorough response. The Council agrees to the
principle of non-interference in the administration as necessary to the orderly and
efficient implementation of Council policy. Councilors are encouraged to maintain
open and candid communication with the City Administrator, both as a group and
individually in one-on-one meetings. Requests for legislative consideration may be
initiated by any individual Council member and will be responded to by the City
Administrator consistent with resources and priorities, or referred by the City
Administrator to the Council as a whole for consideration.
Section 3. COUNCIL-STAFF. If the City Administrator should be unavailable,
councilors are to contact the affected department head. who will later discuss the
concern with the City Administrator. Councilors will not contact staff below the
department head level as this disrupts work, confuses priorities and leads to
incomplete responses. To assure a timely and complete response of the highest
priority, staff shall refer all Council inquiries immediately to the department
head or City Administrator.
Resolution No.
Page l
Section 4. PUBLIC INFORMATION. All citizen requests for information shall be
treated alike as a high priority item consistent with City resources. Staff
shall respond to citizen requests in a uniform and timely fashion per the
provisions of State Law and City procedure.
Section 5. COUNCIL AGENDAS. The Councii agenda shall be set by the Mayor
assisted by the City Administrator and City Recorder. Once set, the agenda
may be amended by Council motion. Official communications or requests for an
item to be discussed by the Council are to be set for an agenda. Councilors
will suggest or refer agenda items to the Mayor or City Administrator so a
staff report can be prepared prior to Council consideration. Agenda "cut-off
dates" are 10 days prior to the meeting unless otherwise set by Council motion.
Last minute "add ons" to the agenda are discouraged, but may occur by Council
motion. Council, staff and public are, all encouraged to identify their
concerns to the Mayor or Administrator before a council meeting so the matter
can be set on an agenda.
Section 6. ENFORCEMENT. Council, staff and public are expected to conduct
themselves according to this policy and administration resolution. Public
conduct shall be governed by the chair and may include physical removal from a
meeting. Staff conduct shall be governed by administrative rule and
disciplinary procedure. Council conduct shall be governed as follows:
a.) All violations by councilors of the policy and administration rules
must be reported to the Mayor;
b.) A first violation shall result in a private review of the rules and
intent between the Mayor and offending councilor;
c.) A second violation shall be reported to the Council at a public
meeting, and may result in public censure;
d.) A third violation shall be reported to Council at a public meeting,
and after review and findings. may result in public censure, loss of
city paid meeting allowances or city paid benefits.
Section 7. R12M AND RESPONSIBILITIES. The City policy and administration
process is intended to provide fair, open, efficient and effective city
government to the Tigard community. Respect for cdeiflicting view points,
courtesy between all parties and timely decisions are all essential to the
process. The Council, staff and public must all abide by their mutual rights
and responsibilities if the community interest is be best be served.
PASSED: This day of 1995.
Mayor - City of Tigard
ATTEST:
Deputy City Recorder - City of Tigard
Resolution No. d5_
page 2
::. It::�t►i.ti l'lUti iit�. o I—..UZ-.-/�
11110:: l-1 (:11'1' (:01:::1:11. ::I:'1'l'I::(: C0i m;l1-
:u:SUL )
t,;&,4*S ANU tA'.,N(;U1 OF
NOW,
gE Tlilalail`Uitl:,
IT RES01-W-1) by cite 'Ti ;ard City council that the• foliu.ring rule:; acrd
.'aieies will he set for procedures, agendas and i.engtlt of Col'alcil meet ittysc.
rwisc, the utc•cting;s of Lite Council shall
Unless specifir.ally noted oUte
begin at 7:30 Y.M. . the established place of meeting;.
cil agenclas tihall be set by the City Itecorder with tate adviso of the
Coun
City Administr:+tar as City atilt public business ueccssitates and ill
accordance with Coutscil directives. CiCizen connnunic:,tions shall either
be in writing; or oral pre�sent;ttions if the ionic and apg�roxim:tte ltn);th
of time needed is identified prior to setting; Elie final agenda. The
Council shall detertaine any other non--agenda items to be added or
agenda items to be reset.
The Chairman, or other members if Lite Chail•man fails to rementbei , shall
call for a point-of-Order at or around 1():00 Y.N,. to review remaining;
items on the agenda wi-tl► the- Cocnucil . The Council shall reset or
reschedule those items which it feels may not be reached prior to
regular time• of adjournment.
The regular time of adjournment shall be 11:00 p.t".. unless extended by
unanimous consent of all Council mcmbers then present. If not continued
by unanimous cnusent, then the meeting shall be adjourned to either the
next scheduled meeting; or the meeting; ::hall be continued to a special
meeting on another date.
lASSSD: T1iis _ ,�j,. day of
14ayor
ATTEST:
kt:corde r
l
-.:11;.,
• � :� s e a g �I -
1 � u • � „t t •� � yi ;1
. � y
to
z 47
Z+ r Ir • . • v r � • r
I 3 � �'i � � � • = � _• cl f rl � �� �I �
a
` 2 � ; • � � � r s .. � � 1 rT w j � =' Y '� � w � ..'t g A' • i a
• • V y �. •
* • • • • • • • • • • • • O O • O • • • O • • O 0 O O O O
xm
C2
0
Ems• �
�t
s
r m •O d
v
m « O QQ
i V O Q v T O •O P P O
a
m �
z t t
i
tr >. m .s v P •O O � w
m �•
'^ `
a J E
b v i e
Y
l m P�+ O O v 0 Y�O �• +I'O a
E
o � m
W , W
4
nen .!•m
(r m A W Y .O
M �
(0) p N N W O W W
� N
9
at t1 O'••O �OO
7r m m� w 4 w
b � r
m P •
N o�
.+q
«
U a P P a m
4 I W
� w
Iw �n ns m
w M.I ry�ry ♦ ♦ ♦ 1 N
L
w tl V U
I a v w q
Ega a u ar
?O d a E J q V V t v
o...V•cd EE ra
D u C 5 �+
_ ac
y- C 3110 a 0 ^
C ! y U l 1 a Q
L L*
M 17 q
J C. wUF GOa In
a Y
0 Omti-
O �-•-
L 0 0 0 O yM
O O a O - + O
Ino .z c'z z z 2 I - m n en '�'
t