HomeMy WebLinkAbout2003-12-02 Council minutes City of Iowa City
MEMORANDUM
Date: December 12, 2003
To: Mayor and City Council
From: Marian K. Karr, City Clerk
Re: Council Work Session, December 2, 2003, 4:00 PM in Emma J. Harvat Hall
Council: Champion, Kanner, Lehman, O'Donneil, Vanderhoef, Wilburn. Absent: Pfab.
Council Elect: Elliott, Bailey.
Staff: Atkins, Dilkes, Karr.
Tapes: 03-84, Both Sides.
(A complete transcription is available in the City Clerk's Office)
Staff reviewed:
· Open Meetings/Executive Sessions/E-mail
· Special Functions/Travel Policy
· Posting and minutes
· Voting procedures
· Ordinances/Resolutions/Motions
· Consult policywith Planning & Zoning
· Contact with staff
ORGANIZATIONAL MEETING
Staff outlined the organization meeting structure, noting that the agenda would, include the
election of Mayor & Mayor Pro tern and appointments to Committees. The City Atty. stated that
past agenda included options for paper or voice vote for election of Mayor and ,Mayor Pro tern
but State Code requires a record of each member's vote. Therefore, that optio!n will not be
included on the agenda. Council agreed to 1/5 at 6:30 PM for the organizational meeting.
WORK SESSIONS
Staff reviewed the purpose, procedure, and fairness issues involved. Council agreed:
· To continue work session at 6:30 PM, Monday prior to the formal meetings:
· Set Thursday, January 8, 8:00 AM - 5:00 PM, for a Council Priorities retrea!, location out of
the building (staff to follow up), with an in-house facilitator
· Combine work session of the 19th with the formal on the 20th (due to the Martin Luther King
holiday)
Scheduled upcoming special work sessions for budget:
Tuesday, January 13, 6:30 PM - 9:00 PM
Thursday, January 15, 8:30 AM - Noon
Thursday, January 22, 1:00 PM - 4:00
Tuesday, January 27, 6:30 PM - 9:00 (if needed)
Council Orientation Meeting
December 2, 2003
Page 2
FORMAL MEETING
Council agreed to retain current 1"~ & 3rd Tuesday meeting schedule starting at 7:00 PM; noted
the "Order of items" resolution lists "Community Comment" and not "Public Discussion"
therefore staff will make the change on the agendas; agreed to retain "Council Time" on both
work session and formal agendas; and retained procedure for calling of a special meeting by the
Mayor or three Council Members.
Majority agreed to consider an ordinance or resolution the same night as the public hearing and
decide on a case by case basis individual requests to collapse readings. Special meetings may
be scheduled prior to work sessions as necessary.
Agreed to retain present policy that three Council Members may add items to formal and work
session agendas.
COUNCIL PACKETS/AGENDA PREPARATION
Staff reviewed agenda preparation and distribution deadlines, procedure for adding late items to
the agenda, and the procedure for Board and Commissions applications.
EIliott noted some Board and Commission minutes were prepared using sans serif type and
asked that serif type be used whenever possible. Staff.will follow up as there may be issues
related to the City website and/or Laserfiche retrieval impacted by the request.
COMPUTER TRAINING
Laptop training for new Council Members is scheduled for the week of December 22. Other
issues to be discussed at that time include: Microsoft Word, E-mail, Laserfiche and the City
Website (bio info) update.
MISCELLANEOUS
Payroll forms/Insurance - Human Relations will distribute soon
Filing Cabinet - let City Clerk know if you need one
Tours - coordinate with City Manager
NLC, ILC, Chamber Membership - City is member
Parking sticker/bus pass - Human Relations will distribute information
City Vehicles/l'ravel Policy - Touch base with City Clerk on new procedure
Meeting adjourned 5:32 PM.