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City Council Packet - 07/16/2019 oh _ ' City of Tigard TIGARD Tigard Study Session —Agenda TIGARD CITY Revised 7/15/19 to include executive session. COUNCIL MEETING DATE AND July 16,2019 - 6:30 p.m. TIME: MEETING LOCATION: City of Tigard-Town Hall-Red Rock Creek Conference Room, 13125 SW Hall Blvd.,Tigard, OR 97223 PUBLIC NOTICE: Times noted are estimated. Assistive Listening Devices are available for persons with impaired hearing and should be scheduled for Council meetings by noon on the Monday prior to the Council meeting. Please call 503-718-2419 (voice) or 503-684-2772 (I'DD -Telecommunications Devices for the Deaf). Upon request, the City will also endeavor to arrange for the following services: • Qualified sign language interpreters for persons with speech or hearing impairments;and • Qualified bilingual interpreters. Since these services must be scheduled with outside service providers,it is important to allow as much lead time as possible.Please notify the City of your need by 5:00 p.m. on the Thursday preceding the meeting by calling: 503-639-4171,ext. 2410 (voice) or 503-684-2772 (11)D -Telecommunications Devices for the Deaf). SEE ATTACHED AGENDA 114 ~ City of Tigard TICARD Tigard Study Session —Agenda 1. 6:30 PM STUDY SESSION A. Call to Order-City Council B. Roll Call C. Pledge of Allegiance D. Call to Council and Staff for Non-Agenda Items 2. EXECUTIVE SESSION: The Tigard City Council will go into Executive Session to discuss exempt public records,under ORS 192.660(2)(f). All discussions are confidential and those present may disclose nothing from the Session. Representatives of the new media are allowed to attend Executive Sessions,as provided by ORS 192.660(4),but must not disclose any information discussed. No Executive Session may be held for the purpose of taking any final action or making final decision. 6:30 p.m. estimated time 3. STUDY SESSION DISCUSSION ON CITY COUNCIL'S ROLE AS SUPERVISOR 7:30 p.m. estimated time 4. NON AGENDA ITEMS 5. ADJOURNMENT 9:30 p.m. estimated time ■ City of Tigard TIGARDTigard Study Session —Agenda TIGARD CITY COUNCIL MEETING DATE AND July 16,2019 - 6:30 p.m. TIME: MEETING LOCATION: City of Tigard-Town Hall-Red Rock Creek Conference Room, 13125 SW Hall Blvd.,Tigard,OR 97223 PUBLIC NOTICE: Times noted are estimated. Assistive Listening Devices are available for persons with impaired hearing and should be scheduled for Council meetings by noon on the Monday prior to the Council meeting. Please call 503-718-2419 (voice) or 503-684-2772 (TDD -Telecommunications Devices for the Deaf). Upon request, the City will also endeavor to arrange for the following services: • Qualified sign language interpreters for persons with speech or hearing impairments;and • Qualified bilingual interpreters. Since these services must be scheduled with outside service providers,it is important to allow as much lead time as possible. Please notify the City of your need by 5:00 p.m. on the Thursday preceding the meeting by calling: 503-639-4171,ext. 2410 (voice) or 503-684-2772 (TDD -Telecommunications Devices for the Deaf). SEE ATTACHED AGENDA III • City of Tigard TIGARD Tigard Study Session —Agenda 1. 6:30 PM STUDY SESSION A. Call to Order-City Council B. Roll Call C. Pledge of Allegiance D. Call to Council and Staff for Non-Agenda Items 2. STUDY SESSION DISCUSSION ON CITY COUNCIL'S ROLE AS SUPERVISOR 6:30 p.m. estimated time 3. NON AGENDA ITEMS 4. EXECUTIVE SESSION: The Tigard City Council may go into Executive Session. If an Executive Session is called to order,the appropriate ORS citation will be announced identifying the applicable statute.All discussions are confidential and those present may disclose nothing from the Session. Representatives of the news media are allowed to attend Executive Sessions,as provided by ORS 192.660(4),but must not disclose any information discussed. No Executive Session may be held for the purpose of taking any final action or making any final decision. Executive Sessions are closed to the public. 5. ADJOURNMENT 7:30 p.m. estimated time SUPPLEMENTAL PACKET FOR 7/,co/r9; r. ii 3 COTE OF MEETING) When an issue is brought up, all councilors should be in the loop. In practice this means all Councilors are copied on the email bringing up a question or concern if there is an incident. When the issue is addressed by the City, all Councilors should be copied on the response. As Councilors when we are copied on issues, it is our responsibility to allow the City to research and respond before getting involved. This is to ensure we allow the City enough time to research and respond, as well as ensuring we are not involved in Public Meeting Law violation by having discussions concerning City business outside of a posted meeting. When an issue is raised with the City, the expectation is that the City will research and report back on the issue. As Councilors, we should not dictate how the City Manager will respond or discuss the issue with their employees. The City should be given the benefit of the doubt to find out what happened with the issue before any Councilor assumes things were handled incorrectly. The City Council is a group of 5 policy makers and is responsible for supervising the City Manager. No single Councilor has the authority to direct the City Manager without majority of Council agreement if the direction is a policy shift. The current Council goals are the goals of the Council. If a Councilor has a shift in priorities or wants to make a change, the shift should be brought to the Council and a majority must agree on the shift or change in direction before any action may be taken. The Council Goals are the direction of the City of Tigard. We (Councilors, City Staff) are all trying to be on the same page and work to achieve these goals. Staff is responsible for executing and implementing the Council Goals. If there is a conflict, a Councilor may bring their information to the City Manager (with the entire Council being copied in) and it is the City Manager's responsibility to supervise the employee and manage the situation. The City Manager is responsible for all City operations and managing the City staff. It is not unreasonable for Council to be kept in the loop, but it is unreasonable for Council to dictate situational responses. Operational issues address should be responded to within 48 business hours. This does not require a complete answer, it could be a communication that research is in process and provide a timeline of expected response. Clear communication and expectations for direction of the City Manager. Directions or instructions should be SMART: S: Specific M: Measurable A: Attainable R: Relevant T: Time Bound During either a monthly or quarterly Business Meeting, there will be 15-30 minutes set aside (in Executive Session) if there are issues or concerns from a Councilor to discuss the supervision of the City Manager. Any issues must be brought to the entire City Council and a majority must agree before the issue is addressed with the City Manager regarding employment performance. Issues or concerns regarding the City Manager need to be tied to performance expectations or goals.