HomeMy WebLinkAbout1999-11-18 TranscriptionNovember 18, 1999 Cotmcil Work Session Page 1
November 18, 1999 Council Work Session
7:00 PM
Council:
Lehman, Champion, Kubby, Norton, O'Donnell, Thornberry, Vanderhoef.
Council Elect: Wilburn, Kanner, Pfab (arrived at 7:20 PM)
Tapes: 99-108 Side 2, and 99-104 Side 1, part Side 2
A complete transcription is available in the City Clerk's office.
Lehman:
Well let's get started. I think tonight the obvious purpose of the meeting
is to get to know some of our new Council folks- one of whom is not here
yet unfortunately. But if we are going to function, I think, effectively as a
Council, it is important that I think we all work together, to get to know
each other. It is pretty informal tonight. Basically, we will just get to
each other. There are some things that we all need to know as- it is easier
to find out this way then for the new Council person to have to walk in
and find out. But there are some things: the City will provide each of
us with a computer which we get our packets on instead of the old paper
ones, which is kind of great. If you need file cabinets we provide file
cabinets. And I have one that is available.
Thornberry: I do too.
Lehman: I don't use it much anymore since we went to the disk which helps a lot.
Champion: I never got one.
Lehman: Well you can have mine.
Champion: I don't want it.
Thomberry: You didn't want one.
Lehman:
Anytime that a Council person incurs expenses, personal expenses, in City
business, those expenses are reimbursable and I think they- we require
receipts. Marian is that fight?
Karr: Yes.
Lehman:
That could be long distance phone calls or whatever and I think that they
have to be- you have to document them as you would anything else.
Wilburn: Is mileage at the state rate?
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Lehman:
Atkins:
(All talking)
Lehman:
Karr:
Lehman:
Kubby:
?:
Kubby:
Lehman:
Atkins:
Lehman:
Atkins:
Lehman:
I don't know, but we- yeah I guess if we go to, like if there is a meeting
for example: a League of Cities meeting or something in Des Moines, and
we drive...
I think we could also provide a car.
And I don't know if there- is there a written policy as far as the meetings?
Yeah, it is on the agenda. Travel times.
Marian will get to that later. We have all- for I guess historically- we all
have had our own phones. We use our own offices at home or our
business or whatever so the City doesn't provide offices or telephones or
whatever which I think is- I guess we don't really have any.
There is a room that says Mayor/City Council room and if you want a
place to meet with people there is a phone in there and there is a desk and
there is- is there a copy of the City Code in there?
Yes.
And other periodicals, so it is a space to use.
And it is available usually- the staff people do use that office sometimes.
We will only use it, Emie, if we know for sure someone is not planning-
not going to be there.
At least, normally, it isn't in use so it is available.
We will put an intern in there maybe working on a report and if you really
need it it is not that difficult to move.
And since, how I lost my key to the City- I used to have a key to that door
and Marian confiscated it from me. Actually, we have access codes for
getting in and out the back door. Only a few people have those access
codes and they are intended for folks who work here to be able to enter the
building and work in the evening and they are intended only for the people
who have the access codes. I have used them when I have been to a
Council meeting early. On the few times that Marian is not here I have
used it to get in so I can get into the Council Chambers. But from a
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Atkins:
Lehman:
Kubby:
Lehman:
O'Donnell:
Atkins:
Lehman:
Atkins:
Dilkes:
Atkins:
Norton:
KalT.'
Norton:
KalT:
Council perspective most of the time it doesn't do you a lot of good to be
in the building if you don't have a staff person that you can work with.
But you will have the access codes and they are really restrictive- they are
only intended for the people who have the codes.
And they are changed with reasonable frequency.
Almost the time I learned it, it changed.
Well, when staff is already here the front door and this back door is
opened for public access. But the backdoor down here off the parking lot
across from New Pi. is still locked and you will need the access code to
get in that back door.
That one doesn't always work with the same number for me.
Does for me.
Well, I will say this real slow Ernie.
Good. Let me write it down.
The numbers are in a different order, and I will come in on a Saturday and
do this- and hit it and wonder why it doesn't work. You have got to be
real deliberate because they are different- it is a different arrangement of
the numbers. It is the same number.
I have never had any problems.
Well thank you...
I have a question about the door because the back door which is labeled
"Entrance" is often not available even on nights when there is a meeting
going on. Sometimes it is open and sometimes it is not. I am never quite
sure what the circumstances are.
It should always be...
When the ramp door- when there is a meeting on (can't hear) it has not
been.
Right. And we will take care ofthat-just let us know.
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Norton:
Because if you organize to park back in there often and then you have to
gyrate around to the front.
I<2alT:
Sometimes we may be short-staffed and we may forget about it and we
just need to know.
Norton:
Karr: Yes.
Lehman:
And I think each Council person gets a parking card for parking in the lot.
The area right adjacent to- right outside the entrance is for customer
parking. The citizens. And that is what?
Atkins:
One hour sign.
Lehman:
Hour parking. The permits that we get as Council people enable us to
park in the lot for as long as we have to be there. And those are renewed
what- once a year?
Atkins:
Once a year.
Lehman:
Eleanor? There is a few things that you can refresh us on and tell the new
folks about. Local meetings or whatever.
Dilkes:
I will just give you an overview of the Open Meetings Law- state law. It
requires with some exceptions that meetings of govemmental bodies,
meetings of the council, be open to the public and accessible to the public.
The law requires that all doubts be resolved in favor of openness.
Essentially a meeting is a gathering of a quorum of you- or more of you.
Formal or informal meeting. Gathering of the majority of you- so four or
more. It has to involve an issue of deliberation or action that you are
going to take on a matter that is within your purview. So anytime
something is being discussed that is an issue that is within your purview
by four or more of you, or at a gathering where four or more of you are in
attendance, then we have a meeting. It doesn't include gatherings for
social- purely social functions at which there is no discussion of
something within your purview.
Thornberry:
But, when it is a social gathering and there is four or five of us around, the
discussion should not be of any issues that may be coming up in the future
or are currently in discussion.
Dilkes: Right.
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Thornberry:
Dilkes:
Thornberry:
Lehman:
Thornberry:
Dilkes:
Thornberry:
Lehman:
Thomberry:
Norton:
So, it could be a dinner party but if we start talking about something even
at the dinner party then-
That is fight. It has to be a social function that doesn't include discussion
of things. Some examples, just to give you a feel for it- some examples of
meetings would be, for instance, a view of a site. Let's say you've got a
land-use issue and you go out to view a site and there is a discussion there
about the site- that is going to be a meeting. Meetings with like the design
consultants on the Iowa Avenue Streetscape for instance, neighborhood
meetings, all of those kinds of things present a meeting issue and usually
will- we are on the side- or I am on the side of looking at it as a
meeting ....
So what that means basically is if there are three there and you walk in-
Walk out.
Somebody needs to leave.
So what it means is that except for purely social functions there shouldn't
be four or more of you in attendance. The only way to avoid- you know to
prevent such a thing from being a meeting is if all of you would sit there
and say absolutely nothing. And although that is an option at times, for
instance, if you are going to a presentation- and we have presentations for
instance on the Peninsula- and you are going to a presentation or listening-
the problem is it is just too risky. So we sort of say just don't do it.
Even on the lighting of the tennis courts at City High I think that all of us-
except maybe Karen I don't know if you were there or not-
Everybody was there.
They asked the Council there a question and Ernie said we cannot speak to
that because there is a quorum here and we are just here for information.
Pardon me- but one point on that. It means that we could sometimes at a
meeting you could (can't hear) it is uncertain who is going to be where.
And I think Emie, sometimes we need to make sure that it is clear.
Whether you want people to be there, whether it is an option, if it is an
option who is likely to be there. In other words, sometimes it is not quite
clear whether it is a mandatory appearance or a desirable appearance.
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O'Donnell:
Norton:
Lehman:
O'Donnell:
Lehman:
Dilkes:
Norton:
O'Donnell:
Pfab:
Thornberry:
Dilkes:
I think to be safe- if you walk in and there is already three there and you
are the fourth, leave.
...inconvenient you know- you've already...
Let each other know ahead of time.
To be safe.
If we know there is a meeting we usually try to ask and find out if there is
going to be more than three. And if there is going to be more than three
and we know it is important that three be there then Marian knows and
Eleanor knows and it is posted as a public meeting and it is okay.
And that is the thing you need to remember is that you just can't come to
us an hour before a meeting and say "Oh, four of us want to be there".
Because, just like with any other meeting we have to post- we have to give
notice of it 24 hours in advance and the minutes have to be taken of that
kind of thing.
Yeah- staff time.
And we all try to be on time when we can.
Just follow me around Mike.
Well Tuesday meetings that start at 7:00 do start at 7:00 because it is on
the air- it is live.
There are some exceptions to the open meetings in the Open Meetings
Law that allow the Council to go into closed session or "executive
session" as we call them. I am going to give you a handout. One of the
handouts you get when you leave lists the various exceptions of when you
can into a closed session. In order to go into closed session you need a
vote of 2/3 of the members of the Council- five members. A couple of
things to remember when you are in closed session: you have to limit your
discussion to the particular reason for which you went into closed session.
We still have to post notice of the meeting. Minutes are taken and the
meeting has to be tape-recorded. Two of the- I will just go over a couple
of the real common ones that we use for closed session. They tend to be
litigation and property acquisition. If the City is contemplating buying a
piece of property and there is reason to believe that discussing that in open
session will change- will affect the price- we can go into closed session.
When the transaction is, in that particular instance, when the transaction is
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Kubby:
Dilkes:
Lehman:
Helling:
Schmedeke:
Rocca:
Trueblood:
complete the minutes of that meeting are available to the public.
Litigation is another one that we commonly use. When we are involved in
litigation and we want to talk to you privately and don't want to give
advantage to the other side then we will go into closed session. Although,
unlike property acquisition, there is not a specific statement that the
minutes are open- once the matter is concluded you should never assume
that things you speak in closed session will not become available to
somebody in the future. So, you need to stay on task and talk about what
we are there to talk about and also don't assume that somebody won't get
ahold of it at some point. The courts have ruled that just because the
minutes are not available to the public they may be discoverable in a
lawsuit that is relevant. Final action on a matter discussed in closed is
taken in open session. For instance, you will discuss litigation to prove- to
decide to approve a settlement in closed session and the resolution will be
in open session. There is a number of penalties for violation of the law
which is in force primarily in our county by Pat White, although any
citizen can enforce it. Probably the important thing to remember is that
penalties for violations can include personal penalties against the Council
members.
Will you clarify Open Meeting Laws and e-mail issues?
Well, a meeting- the format or the manner in which you communicate is
irrelevant, I think. So, if there- if you are having an e-mail conversation
the same rules- you need to think about the same rules if there are four of
you conversing. Also if there are- you know, because e-mail is so quick-
Ernie is e-mailing Karen and Karen e-mails back to Ernie and copies in
two of the rest of you- those are really problematic so you need to be
careful.
Before we go any further- sorry Steve- we do have a number of folks here
from our staff which I would like to introduce themselves and where they
are because they don't need to sit here and listen to all of this stuff that
they have already heard before. So, you are welcome to spend the entire
evening with us but don't feel like you have to. If you don't know all of
these folks- and you may already know them but- Dale who?
Helling. I am assistant engineer, no city manager.
Chuck Schmedeke. Director of Public Works.
Andy Rocca. Fire Chief.
Terry Trueblood. Parks and Recreation.
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O'Neil: Ron O'Neil. Airport.
Winkelhake: RJ Winkelhake. I am the Police Chief.
O'Donnell: I think that is it.
Atkins:
There is a couple of folks that left earlier. Karin Franklin was unable to
attend because of another commitment.
Kubby: Joe Fowler-
(several talking)
Atkins:
Him and Sylvia are both-gone
Lehman:
I am sorry- go ahead.
Just to follow up a little bit on something that Eleanor mentioned and
Ernie also on the posting and minutes of executive sessions as well as
special meetings or invitations. Often you do discuss who will be
attending but something may come up at the last minute that may change
your mind. Calling me at home and saying "I have decided to attend"
doesn't make it with state law. We have to post 24 hours ahead of time, so
keep that in mind that should something change again- the letter of the law
indicates 24 hours notice that the media be informed- and we be kept
apprised of that. Certainly things come up between meetings and if it
changes and there is ample time- then I would probably suggest talking to
the Mayor and then we would work with you to post the necessary paper
work so that we all stay legal. Any questions on open meetings, executive
sessions, posting minutes?
Kubby:
There should probably be some discussion about con~dentiality and what
happens.
Dilkes:
Only- obviously you all were present at the closed sessions- we only have
staff members present who are relevant to the discussion and as Karen
alluded to it is important that you keep those matters confidential.
Kubby:
That means not talking to the press or your friends or other political allies
about what is spoken behind there and if you can't do that then you should
vote "No" and don't participate.
Thornberry: Or abstain.
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Lehman:
Norton:
Karr:
Dilkes:
Wilburn:
Dilkes:
Kubby:
Dilkes:
Karr:
Kanner:
Karr:
Dilkes:
No- if you go to the executive session you should not- yeah, don't go.
Sometimes they are hot and heavy...
Staff is really very good about providing any material in written form
labeled confidential. So if there is any questions (can't hear) on the part of
checking it out should we fail to do it. But again, we are pretty careful
about labeling things confidential.
We don't- we have to give the public notice of what the reason for the
closed session is- whether it is property acquisition, law enforcement
matters, litigation, or whatever. We don't have to give them a specific
topic that we are talking about so I'm- even staff does not- we don't say
what we are going in there to talk about other than it is a property
acquisition or a litigation.
Is that the 24 hour notice or is that...
That is 24 hour notice as well. Unless- there are some emergency
exceptions.
And fairly regularly we get confidential correspondence from our-
privileged information that says "confidential" on it. We shouldn't just
recycle those things when you are done with them. They should be
brought back here and we can shred them here or if you have your own
shredder. They shouldn't just be tossed.
Very good point.
We do have a shredder in my office, so again, whether you bring it in that
evening and give it to me and I shred it or whether you stop by any time
and shred it yourself it is always available- so it is not a problem.
So at this time the Councilors Elect are not receiving the confidential
information?
You do not take office according to state law until January 2. That is
correct.
I do give- I do an annual litigation update at the beginning of January
which will cover the status of all pending litigation and you will get that.
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Norton:
Incidentally it might be worth noting that Open Meetings Law apparently
does involve both Councilors Elect and Councilors. Didn't Cedar Rapids
get into some problems with a meeting of people who were elected but
had not yet taken office?
Vanderhoef: They have had that-yeah...
Norton:
There was a brew-ha-ha because there was present Councilors and some
new ones that got together that turned out would have been a majority in
number and the people hadn't even taken office yet but apparently they
ruled that the Open Meetings Law still applied.
O'Donnell:
I think that they had been sworn in though Dee and that makes a
difference.
Lehman: That doesn't make any difference.
(Several talking)
Atkins:
You can be sworn in but you don't take office until January 2.
Kubby:
...explained the other way that they weren't even sworn in.
Was there a quorum of the present Council?
Norton:
Yeah- there was- it was about the time that ### came on the Council.
Wasn't it Steve, about that time?
Vanderhoef:
It was when they had three new Councilors and Mayor Clancey called
that- they did a two day workshop that she took the Council and went
through and worked together.
Atkins:
I think that an important point, particularly for the new Council members,
if you are about to head into a meeting or something that- even if it the
slightest bit of suspicion- ask one of us. And if we happen to question you
please don't be upset with us because we are trying to keep us all out of
trouble.
Vanderhoef:
The con~dentiality also with staff- it is only the staff that is in the meeting
that has the privilege to know. So, don't allude to it to other staff folks
because they don't know about it.
Karr:
Or assume they know- because they don't.
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Thornberry:
Kubby:
Atkins:
Karr:
Arkins:
Thomberry:
Atkins:
Thornberry:
Lehman:
And you will get people that are involved in a lawsuit with the City call
you and want to talk to you about it. And you just cannot do that. Boy, if
you do and get caught you are personally liable.
And if a constituent calls and like maybe tells you about how they fell and
broke their leg and they are thinking about suing then you need to say
something like "then it is probably not appropriate that we continue this
conversation' '.
And if anyone even implies that, just call Eleanor. It is a lot safer that
way.
Travel policy?
Okay. In the packet of information we are going to give you this evening
is our travel policy. It is about two years old and it is being updated and I
wanted to give you a flavor of what- it is pretty well the rules and
regulations for your participation in activities, City business, and it will be
updated. For example, we have to change our mileage to the- we follow
the federal. And a couple of other minor changes. That will come out to
you after the first of the year. But that will give you a feel for it. You will
be invited to and have an opportunity to participate in City related
functions. If you wish to participate in an activity at City expense and you
have a question about it just call me- we can talk it through. Generally the
policy is we will pay for you and your direct out-of-pocket expenses for
that particular activity. We will not pay for a friend, spouse or partner-
that is on you. We do not pay for alcohol. The expense is clearly
incidental to the particular activity. If you do, for example Ernie
mentioned earlier- [you] might place a long distance telephone call from
home and it is clearly City business, when you get your bill, come down
and make a copy, mark that, give it to me or Marian, and we will arrange
for your reimbursement as routinely. So you have to let us know those
things. The bottom line is that on City business and your involvement, if
you have any questions, Marian and I in particular can help you out on
that.
Steve, on the travel policy- has the meal prices gone up at all? God, that
needs to go up.
Yeah, well...
I mean, it is hard to eat on $1.95 for breakfast and $2.35 for lunch.
Burger King.
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Atkins:
We look at those periodically.
Our City policy for the new Council members- we have a perdiem. In-
state perdiem and an out-of-state perdiem and we plug that in
automatically and furnish you the money. Now again, there is that latitude
in there upon return- you do not have to keep your receipts unless you
extend the policy and wish to be reimbursed. The whole point of the
perdiem is to avoid the paperwork of your receipts, our reconciliation, and
our staff time. If, however, you occasionally- often at a national
conference and banquet that would exceed- would not be include or would
exceed the amount- if you bring back a receipt for that we can reimburse.
But again, we do encourage you to let us know- let me know your travel
plans. I can work with you and get your registration ahead of time [and]
get any advance you may need. We encourage you to make your own
airline reservations. Again, you know your schedule better than we do.
But again we would like to work with you and be apprise to that and have
that paid before you do leave. We approve it front end instead of back
end, and we reconcile then upon your return.
Kubby:
And if you don't- like if there are expenses some people, if they have a
credit card, they put the expenses on the credit card. I didn't have a credit
card so I got an advance from the City so I had cash to travel with.
I(alT:
We now have a Council credit card that I can charge it for you, to that
card, and then give you a letter of authorization to sign for that particular
event and take care of it that way also in the event you do not have a credit
card.
Thomberry:
Remembering that these are open records and the press can see what you
have done on your travels. When the press reports that you apparently
have a propensity for liking lobster and stuff- it makes...
Lehman: We don't care, we just don't pay for it.
Thornberry: No, the City doesn't pay for lobster I will tell you what. You could save
up a week and it won't cover that.
Champion: Not on $1.90.
Atkins:
It is not, like, that bad. You are given reasonable compensation. You will
not starve.
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The in-state is $5, $7 and $13 or a total of $25 a day.
$8, $10, $17 or atotal of $35 aday.
(muffled sound)
Champion:
Atkins:
Champion:
Atkins:
Lehman:
Thornberry:
Lehman:
That is very reasonable.
We believe it is. It has worked very well.
It is.
I'(alT:
Kubby:
Karr:
O'Donnell:
Kubby:
Atkins:
Lehman:
Atkins:
Karr:
The out-of-state is
It has worked well for many years.
Except Dean, you are still thin.
I am still- you know I use that for lobster.
Okay. Next Marian. Posting the minutes.
I think that I have covered posting the minutes. Parliamentary procedures,
very quickly. You will have, the three new Council, I have a packet for
you- a book of parliamentary procedure. I did bring extra copies should
any of the returning members wish to see it.
Is that the new version? They came out with a new version.
You know I called on the new version and they said the one I had was the
current one.
Is that the one you gave us at orientation?
There might be a newer one.
It is pretty popular Dean. It is used a lot, a lot of folks come for that one.
That is basically (can't hear).
Yeah.
It is a lot easier.
Atkins:
A lot easier to work with.
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KalT:
Champion
Karr:
Lehman:
Vanderhoef:
Karr:
Kubby:
Karr:
Atkins:
Also tonight, in response to popular demand, the distinction between
motions, resolutions and ordinances, um.
I would like to have that.
I have extra copies. It is available.
So would I.
So would I.
Basically a motion is a proposal that the Council take certain action. It is a
statement of direction, rather than a policy on the part of Council.
Resolutions is a way of doing City business. And it is usually passed for
the official record however ordinances or resolutions both are official
records as are motions. The distinction between an ordinance is it is a
City law of general or permanent nature and does appear in the code. Our
City code which is available on-line as well as in volumes. We have two 8
½ by 11 books that are available for you or it is available on-line.
Ordinances are always codified. The exceptions are if they are specific to
a property, i.e. a specific zoning ordinance that re-zoned 528 Washington
St. would not appear in the City code. However, a designation of a
definition of zoning for that would occur. Okay? Again, an important
distinction is ordinances, by state law are required to be considered at
three Council meetings. Unlike a resolution or motion that are voted on in
the same evening. State law does allow you to collapse or combine one of
those readings and that is by an extra-ordinary majority vote, so 6 of 7 of
you must agree to combine and then you can combine it once. So, instead
of 1,2,3 you can go 1 & 2 or 2 & 3. But it would still take two meetings.
An ordinance also is effective upon publication. A resolution and a
motion are effective upon passage.
And that is what- normally about ten days after the meeting?
Typical publication- yeah, our normal publication, and again there are
exceptions but rarely done, that is the Wednesday after- one week and a
Wednesday after Council meetings. So that is eight days. And those will
be available tonight also. Contact with staff?.
One of the things that I would hope you find early is that we operate
reasonably informally. I think Council will affirm that and I encourage
you to meet with the directors. Schedule your own time and take whatever
tours and visit whatever facilities- that is very much up to you. You do
not have to check back with me so feel free to make those arrangements.
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Kubby:
Lehman:
Kubby:
Lehman:
Atkins:
Norton:
The informality also is such that if you went to a director and wanted some
very routine information they are certainly prepared to provide that to you.
But please keep in mind that if the director says that is going to require a
good bit of work- one is that they will likely report that back to me and
secondly what I would probably do is bring that to the Council and ask for
"This is a report that we believe is of some major consequence and it is
going to take a lot of work and I would like to have the Council's support
before we proceed". Generally speaking, and most of the Council
members are familiar, is that we will ask "Are there four of you who are
interested that the Mayor" - more often than not we will say "Is there four
of us interested in having that information or that particular report
prepared?". Generally speaking, I think, if you want the very basics the
directors will be able to help you out and I encourage you to go visit with
them.
I think it is a good thing to, to create a space where people can say that- by
saying you know, "Is this something that will take a lot of work?". If the
answer is "no" then you can forward with your questions and it just
creates an atmosphere where the directors- where staff can have an
opportunity to say "Well that might be crossing that work line".
Staff is really great to work with. We have got some really great- and
some of them are even nice enough to have Hershey' s Chocolate Kisses
on their desks. Those I really like because you can sit there and if you can
make it last ten minutes you can usually get three or four of those puppies
down and at the turn you can get a couple in your pocket. No, staff is
really great to work with. I think you will really enjoy that.
They are very accessible to the public too. In a direct way.
Yes.
But I just want you to feel comfortable with those folks. You will see
them on a regular basis up in front of you. On any particular legislative
item that involves the Fire Dept. you are going to see Andy. He will be
there presenting it. I will have been briefed. You will have been prepared
with your packet. You will just have to grow accustomed to seeing those
folks on a regular basis.
It might be worth noting that there is- most of the departments put out
some kind of a periodic report. It is worth taking a look at the most recent
ones. You know the Water and the Fire.
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Atkins:
Lehman:
Karr:
Lehman:
Wilbum:
O'Donnell:
Lehman:
Karr:
Lehman:
Kanner:
Lehman:
Most of the departments have some sort of an annual report that I think
you may have- and I know that sitting Council recalls- is that each year I
will summarize the previous year's activity. I just number it- called 1999.
And I have not prepared that one but I will give you some of the
legislative history- here is the things you did, here is the people you
appointed, here is the zoning changes, here is the subdivisions- in a
summary fashion at the end of each year. And that often is- if you'd like
the '98 one for example, give me a call and I will get it out to you. The
directors also do the same thing for their respective departments. And that
information is readily available to you.
Organizational meeting. According to our charter we must hold an
organizational meeting between January 2- which is the first day of the
office that your term would begin- and noon on January 6. The purpose of
the organizational meeting pfimarily is election of Mayor and Mayor pro
tiem. And we also take care of appointments to recognize committees. If
possible tonight we would like to set a time for that organizational meeting
so that we could proceed. If everyone has their calendars. Just for- we do
not need to at all be concerned about- we've met at 8 in the morning,
we've met at 1 in the afternoon. We typically do not televise this meeting.
It is usually short. Last year for example it went about 45 minutes. Just as
an example.
The third is on a Monday. Monday, Tuesday, Wednesday- by noon
Thursday we have to have had that meeting.
If that is the 6th, yes.
That is correct. So basically Monday, Tuesday, Wednesday or Thursday
at whatever time we select, so.
Monday or Tuesday is good.
Let's do Monday.
Is that all fight?
Monday January 3 ?
And what time do we prefer to do this?
Any time is okay with me.
Dee?
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Vanderhoef:
Kubby:
Vanderhoef:
Norton:
Vanderhoef:
O'Donnell:
I was just curious what people had for travel.
As far as being stuck somewhere?
Uh-huh.
Just getting back may not be easy.
Just getting back.
I am going to Noah Liberty on the second.
(several talking)
Lehman: Well, Dee prefers Tuesday is that it? Will that work for everybody?
Pfab: What time of the day?
Lehman: Well, we are going to decide that.
Karr: So January 4th- Tuesday?
Lehman: Well, is there a time that is better for you?
Pfab: Not 5:00.
Lehman: Do you prefer daytime, evening?
Pfab: Daytime is better but not 5:00.
Lehman: Do we have a problem with like 8:00 in the morning?
Karr: 8:00 AM? You do?
Kanner: Doesn't wake up that early.
Karr: What time would you like?
(couldn't understand)
Well 8:00, 9:00-
9:00 1 suppose.
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Lehman:
Norton:
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Kanner:
Champion:
O'Donnell:
Champion:
Lehman:
Champion:
Lehman:
Lehman:
KalT:
Lehman:
Karr:
Kubby:
Karr:
Norton:
Karr:
I prefer evening but if the majofity wants the morning that is fine.
It would be nice to have a moming meeting because you will be spending
a lot of evenings here.
I don't mind 8:00 but any earlier than that is a little bit-
Oh yeah- 7:00 is even better.
Alright, alright.
9:00, 8:00.
9:00 Tuesday morning the 4th. Alright 9:00. Mark your calendars.
9:00 am January 4th. Typically it would depend- the length of the meeting
is a great deal of how long it takes to elect the Mayor and the Mayor pro
tiem.
Madan, will we also receive lists of the standing committees prior to that
meeting so that folks-
It will be part of the agenda. I do have that here-
But they will have the opportunity to look through the committees-?
Yes.
Can you say what they are fight now?
I can say it fight now. We have three appointed to the Legistative
Committee. Two to the Rules Committee. Emergency Management, one.
Johnson County Council of Governement, that is a little bit different-
typically what we do is we have six there and one altemate so all would
serve in some capacity on that one. Iowa City/Coralville Visitors and
Convention Bureau, one. Student Senate Subcommittee- we have had one
appointed but up to three at different times. ICAD Board of Directors, and
I wasn't quite sure on the Senior Center 28e Agreement Committee. Will
that be done by then? Is that done by then?
It is done as much as it is going to be.
Okay. So we have about six.
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Norton:
That was an ad-hoc committee fight? To my understanding.
KalT:
Okay- so we have about six.
Lehman: Okay.
Norton:
We had the Airport Committee- that is also like the 28e ad-hoc thing.
Karr:
That is an ad-hoc.
(several talking)
Dilkes:
Just a reminder that these formally appointed committees are a
governmental body subject to the Open Meetings Law. So- the same
rules.
So posting must occur, minutes, if there are formal appointments. If they
are ad hoc or short term-
Norton:
You don't consider the people that work for the hearings the committee?
They will be doing services.
Lehman: That is ad hoc and it is only-
KalT:
And we wait till that time of year. That is just usually a little bit- we don't
do that til fall. That is correct.
O'Dounell: Is that rotation?
Norton:
You are in that aren't you?
O'Donnell: Yes but I think that everybody ought to go- everybody ought to do-
Lehman:
Marian, there will be a committee, I think, set up after the 28e agreement,
or the fringe agreement is reviewed because I think there will be a
standing committee of two Council people who will be with two
supervisors regarding disputes in the fringe area.
Kubby:
That might be something to talk about at that organizational meeting- is
how appointments are made to these ad hoc committees. I mean, do you
have to- does the- what are the expectations of how that is going to
happen? Sometimes the Mayor just appoints them, sometimes there is talk
behind the scenes and the Mayor selects, but if you don't know that there
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KalT:
Kubby:
Lehman:
Kubby:
Norton:
Champion:
Norton:
Lehman:
Karr:
Lehman:
Norton:
Karr:
O'Donnell:
is an opportunity you don't know to call them. So I think it is an
important thing to have a set process.
So more of a procedure issue?
Yeah.
I think what Karen is saying- I think it is fight. I mean, certain Council
people are going to be interested in certain committees. It is- of course
there won't be a Mayor then so- but normally if you have an interest in a
committee that interest should be made known early on so that- because
when we have two or three people wanting the same position-
But my point too was that throughout the year there are ad hoc committees
that the Mayor- or the group makes appointments to and what is the
process for the selection of the people?
It does seem like kind of a weird time to make though depending on how
the Mayor thing goes. It is kind of a weird time to make those
appointments at that meeting when the Mayor may just have taken office
and hasn't had time to think about the range of skills and interests and so
forth.
But you could ask interests and skills.
Yeah, and I would think that the meeting of those appointments ought to
be made subsequently, in other words, not fight that time. That would be
own-
Is it required?
I suspect the Council could chose to do that.
Yes they could.
If we chose to do that we could.
There is a little time to think about it.
Okay.
I don't think it is a big issue.
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Norton:
O'Donnell:
Lehman:
Norton:
Alltin:
Norton:
Vanderhoef:
Lehman:
Vanderhoef:
Norton:
Kanner:
No, it is not a big issue but it is interesting because we have had a kind of
policy, I guess, that our work with committees, and we have been cautious
about that because at least the present Council has never wanted to give
away their overall leverage to a committee to speak on their behalf about
coming back to the Council. So most of these are committees that get
some order together and get some recommendations and bring them back
to the Council but don't act on behalf of the Council. Isn't that still the
case?
Yeah.
I think we have never allowed a committee to act on behalf of the Council.
But I think in the past it may have been different. Is that correct Steve? In
the past, Councils have sometimes worked through committees more
formally.
Yes. But traditionally not.
But none of us wanted to give away our perogatives.
Sometimes the committee appointments also are negotiated because some
of those things are, like CDB has a set day and time, and so there may or
may not be someone who is available at that time. So-
That is a good point.
Sometimes it seems to me that we should be making a list of what those
are, the various committees are, and put as much information about them,
whether they have a set date or time and maybe just about how much
outside work there may or may not be or what their purviews are.
For example, the Student Committee could be as much or little as you
wanted it in some ways, though. If you are trying to get together a couple
of times a year that is one thing and once a year is another. So that would
be very helpful I think.
And I like the idea of talking about process and how much we might want
to empower the committees and if we want to change that or not. So
maybe we can get a little background on that to discuss on January 4.
Karr: Work Session.
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Dilkes:
We as a staff have some concern that there is some ambiguity or
inconsistancy about when a member of the public can participate at a work
session. And the concern is for- that all members of the public are treated
fairly and have the same access to the Council etc. The way it is right now
is that if staff is asked about a work session we say "It is an open meeting
and you are certainly free to come, but they are not public hearings and
they are not for, you know, public input. Speak to the Mayor if you want
to get permission to speak". So I think that sometimes a member of the
public will call Ernie before the meeting, sometimes a member of the
public will ask at the meeting, sometimes a member of the public will
direct their comments to another Council member at the meeting and then
they get to speak. And it sort of results in this sort of mish mash about
whether you can speak at a work session. And I think what happens is that
sometimes is sort of depends partially on the boldness of the citizen.
Norton:
It does.
Dilkes:
So in- for an example I think one of the best examples was the Court Linn
Street Project where Jay Honahan got up and made a presentation and then
everybody started filing out and Jean Craver looked at Ernie and said
"Well when do I get to talk?" and so we all came back in and so we all
came back in and he got to talk. And I think it sort of illustrates that the
rules are sort of unclear. So I think the rules need to be clear and applied
the same to everybody. I am just sort of raising that issue for all of you.
Thornberry:
At some point though you want as much information as you can get at a
work session and if somebody is here to clarify a point from the citizenry
that- and only they have that information- like the guy sleeping in the car,
that lady kind of explained that. You know- sometimes we want more
information than either staff has or if there is no presentation by staff and
we don't have enough information to really make a decision on.
Dilkes:
Well then we need to know to what to tell people ahead of time because
let's say we do our standard spiel to a member of the public and they say
"Oh well, it is not typically for public input" and they stay home and they
happen to be the other side of the issue and the person is there and they do
speak and the other person doesn't speak. I think another example seems-
Thornberry: But how do you get more information?
Dilkes:
The Bud Louis example. This is sort of another side of the coin. Bud
Louis had written a letter about his driveway and I think you all
understood that he was going to come to the Council meeting and talk to
you so you decided to wait until that night to talk about it but staff was
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available at your work session and could have given you the input- given
you some input on the issue that you would then have available at the
meeting. So I think it is sort of a question of figuring out what the purpose
of the work session is and making the rules clear so we know what to tell
people and people aren't disadvantaged because they take what we say as
truth and they don't go bugging somebody about it.
At that same meeting where you said-
Lehman: Half an hour talking about something that didn't deserve it.
We had an applicant- an applicant requested deferal. He or she didn't
come because they had requested deferal. Then the half hour, and they
weren't here for any of your discussion. They were definitely-.
O'Donnell: I think it is clear we need a policy on it.
Norton:
Yeah, it is tough because they asked us too about whether they should
come. And I say "Well if you come and agitate a lot, you know".
Lehman: Well see, there is how it gets us in trouble.
Norton:
Well, I understand but I mean if somebody comes and acts nervous they
get to talk.
Lehman:
I think that is something that new members can talk about and we are
going to have to resolve that right after the first of the year and decide just
exactly what we are going to do in work sessions because I think we have
been- we have allowed one side of an issue sometimes to speak without
the other side having an opportunity and that absolutely is not fair.
Vanderhoef:
The other place that concerns me is at public- on regular meeting nights
when we get into discussions with folks at the podium- which I thought
that was their time to state their issue and their concerns. But it certainly
isn't a time that we all at once are going to start visiting and discussing
and trying to change things at that point. If the Council sees that this is
something they want to talk about I guess our purpose at that point is to
say "I think we should discuss this at a work session", but we should not
be getting into coversations back and forth with folks coming to the
podium.
Champion: I disagree.
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Lehman:
Well we are going to get to that under the next topic as soon as we finish
work sessions.
Dilkes:
Let me just- one more comment on the work sessions. I think another
example along these lines is we have a public heating scheduled for the
formal meeting. That is the public hearing, that is when people are
supposed to come and express their comments and we also have the item
on the work session agenda and we sort of do sometimes two public
hearings- except not all the public are there to hear. So-
Lehman:
I absolutely agree because I have always felt- we talk about public
hearings at work sessions and we end up having the public heating at the
work session deciding what needs to be heard the following evening and
because we have heard it we don't say it to the public. And I think if-
(changed tapes)-
Kubby:
...had a regular item on our work session for reviewing the agenda. That
is when this started coming up more frequently. And that maybe if people
want to keep that item on the work session that it could be for clarification
of what it is that we are talking about versus discussing the substance of
the issue because there is a correlation and really great discussion around
the table but then it doesn't happen at the fonnal and people feel lost.
Lehman:
Yeah, well- most of those were Planning and Zoning public things that we
spent most of our time talking about. And those come under Planning and
Zoning matters and they are on the informal session. So I mean, I just
think we need to have...
Norton:
I think it you want to take a good deal more thought- it is (can't hear) for
me that we have got a problem here because we don't have as much
substantive discussion at the regular meetings as we ought to have. In my
judgement. They are pretty much (can't hear). In fact it is sometimes
down tight botingly so. So that we need to figure out a way to get more of
the discussion if you want it that way, the substantive kind, [and] have
those meetings. If that means a session where you have a little give and
take on an issue maybe that is something that you can think about.
Lehman:
But I think you are tight. I think that when we have a public hearing we
are here (can't hear) work session, we are going to have a public heating
tomorrow night- we announce the public hearing, are there questions
about that public hearing, do we know what that is all about? We do-
okay next item. Don't sit and discuss the item and literally have the public
heating at a work session when the public is allowed to come.
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Kubby:
Except there have been times where someone had a new idea of how to
approach it and to just put it out there at the work session so that people
have overnight to think about it- I think that is a good thing. Maybe not to
talk about it and mash it through but to put it out there.
Atkins:
And Ernie you also have a little political dilemma. You will have
someone who will come to the microphone and feels passionately about an
issue- and you have all experienced this- they will begin questioning you.
And that is a little uncomfortable.
Lehman: You mean at the public hearing?
Atkins:
But someone will say to you- "Please tell me why do you want to do
this?" and many folks don't understand that you really are a developer for
the city. You didn't cause this particular issue to be on the agenda. Some
one paid their fees and made their proposals and did all these such things.
And that can be a little more uncomfortable for you because you may not
be as prepared to answer those kinds of questions.
Lehman: I just think it is something to be aware of.
Kubby:
And I think you need to figure out some rules so that we know what to tell
people.
And I think staff wants to help you facilitate and get as much information
as possible. We just want to be sure that we are saying the same message
and we don't want to keep somebody at home because we didn't know
you wanted more input. And I think that is what we are concerned about.
Dilkes:
Or have everybody start- all the public come on every item that is on the
work session agenda because they figure they will get a chance to talk if
they just ask.
Norton:
Well it might be that there is two categories of items. Some items may be
on the work session and publicly announced that there will be the session
(can't hear). That may be that kind of an item. If it is not ready yet for a
public hearing the next night and (can't hear) discussion and it would be a
different kind of item on the work session.
Atkins:
We would have to restructure the agenda.
Lehman:
The only problem with that is the public really has- I think there is a
reasonable expectation from the public that they need to know what is
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Norton:
Lehman:
Thomberry:
Champion:
Norton:
Champion:
Norton:
Atkins:
going to occur at the work session. And either there is public discussion
or there isn't.
Right. Exactly.
And I don't know that you can- if you keep mixing them up- that you can
give the public that expectation.
But I think also that the public does for the majority- if they see a public
heating scheduled- that is a very different item and they expect it to occur
Tuesday and not Monday. And I think that is something else that often is
lacked.
You know, it is very frustrating sometimes to the public not to be able to
ask questions and get an answer back even though on a public discussion
when we just sit up there and say nothing to those people and they have
questions that they want answers to. And I think that Connie is very
frustrated also when people stand up there and say "Why was this done?"
And we just sit there. "Thank you very much. Sit down". There is no
discussion at a formal and if they are not allowed to speak at an informal
they have got to be able to ask questions and get answers- either at the
informal or at the formal.
And I think that we have been pretty vocal about that this year about
responding to people's questions and they come to the microphone...
Sometimes we have to.
I disagree with Dee on that- that I think that it is important. The people
feel like they have no communication with you if they are not allowed to
talk at the informal and you don't answer their questions at the formal.
I agree that they should be- there should be some discussion at the public
hearing but I think there is a different kind of item. Public hearings
usually are something where you have already done some digesting and
have a proposal out there. What we are dealing with- let's say the
sleeping in the cars issue- we didn't have a position yet and we are just
trying to think about it out loud collectively. And that is a different kind
of an item and it is not ready for a public hearing but it is ready for some
public input so that is why I am trying to say that there is two different
kinds of situations and we need to figure out a way to deal with them.
Planning and Zoning matters have also traditionally gone through the
public hearing process with your Planning and Zoning Committee.
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O'Donnell:
Champion:
Norton:
O'Donnell:
Norton:
O'Donnell:
Norton:
O'Donnell:
Vanderhoef:
Norton:
Vanderhoef:
Lehman:
Has anybody had questions on this? Has anybody been questioned on this
procedure?
No.
Yeah- I have had people who are objecting- "Well I can't talk"- "You
know it is too late to do it Tuesday night and I can't do it Monday night"
and the same thing that the staff gets.
You know, we have commissions. We have Planning and Zoning that go
through this...
Right.
...by the public, it is an opportunity to speak. When we get it, you know,
we have a 6-0, a 7-0 vote and it is normally...
But that is not the case for something like Riverside Theatre who came to
us one night and you know, they got something where they are buying the
park tides. They come up and there needs to be discussion but there is no
action yet proposed.
But I would much rather have it happen on our work sessions. The
informal sessions. It is too easy- sometimes it can be confrontational.
And I would rather have that on the work session.
I think that maybe I was misunderstood when I was talking about the
formal meetings. There is two different times that the public speaks to us.
They speak to us at the public heating that is planned and I think that is
appropriate. But when people come up for open discussion to bring their
issue and we've not had any conversation for us to start in and have
conversation on that item-
That is their nickel, yeah.
If it is something that we are interested in then that is when I think we
should refer it back and say "Let' s have a- put it on an agenda for a work
meeting". So that is the split that I would make between people at the
formal meetings coming up to speak to us.
I hear you Connie saying that there are certain times they specifically ask
a question or there is miscommunication. They make a statement that is
wrong.
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Vanderhoef:
Lehman:
Vanderhoef:
Lehman:
Vanderhoef:
Kubby:
Wilbum:
Thornberry:
Wilburn:
Then the Mayor can certainly answer that and put it back, yeah.
It probably needs to be addressed.
When it is a real specific question answered. But when it is a whole big
issue kind of thing then - rather than all of us getting into-
Refer it to staff.
Refer it back to staff and refer it to a work meeting.
It is easy to kind of say if this happens you do A, if this happens you do B.
It is not that clean, that there may be times when you want to ask that
citizen some questions to clarify what is it that is of concern. Sometimes
it is like this huge big issue and you want to try to help to focus the issue
so we can know what the conversation would be at the informal. So I
think it has to be flexible depending on the situation. And it is not just the
Mayor who makes the statement. It may be- or corrects this information-
it could be anybody.
Maybe for future reference though, between now and January, we can start
thinking of other creative options for public input because, like when you
were talking about how the public can interact or not interact at the work
session maybe something even like a public comment question that could
maybe be accepted as correspondence at a formal meeting- that type of
thing. I am thinking of, you know, some of our federal and state
representatives in their offices they will have- if you have an issue that
you want to bring up they have just a notebook with a form, you write
your comment, and they- a staff person- gets back to you or the congress
person will get back to you as well. So I am wondering if maybe we can
even think of creative options like that.
We sometimes- there needs to be a little bit of give and take from the
public and if they have got a question- Boom- you ask a question- Boom-
you get an answer. And that- "Well if you did that wouldn't that do this?"
"Well, yeah but then we've covered it this way". Then it is over. They
understand it has been covered and they have got the answer. But jeez,
just to stand up there and ask a question and just have seven faces staring
at you and not a word in response. I can see some frustration.
But if the public knew that there were some place, I mean you know, you
could say well there (can't hear). But if there were something right here, a
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think I will jot a note down and at some point someone is going to get
back to me.
Thornberry: I know, but we are at the City level. We have got the state and then the
federal but I don't think that we need to be as aloof as the state people are.
You can't even get in without somebody-
Wilburn: I am glad, yeah, I am glad to see that you want to respond but I am just
saying that maybe we can think of some creative options.
O'Donnell: We have got time to think about it.
Pfab: Is this the time to ask a really dumb question?
Lehman: Irvin?
Champion: Sure.
Lehman: Any time, you bet.
Pfab: Okay. Why don't we broadcast the work sessions?
Kubby: Well, that has been a topic over the years.
Pfab: I mean, it looks to me this would solve a lot of problems. Just broadcast
and tape it and then the public can either sit and watch it or the can view
the tape.
There is an expense associated with that.
How expensive is it?
You might decide that.
We haven't looked at that for at least five years and it was before ####.
O'Donnell:
Pfab:
Norton:
Kubby:
Atkins:
Norton:
It has been at least five years.
Two years ago we talked about it.
(several talking)
Pfab: Is that something that maybe-
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Norton:
Pfab:
Lehman:
Thornberry:
Lehman:
Pfab:
Karr:
Lehman:
Karr:
Lehman:
You can consider that, sure.
Because it looks to me like that would solve a lot of the questions that are
here at the table.
It would for the people watching at home but I think a lot of the things we
are talking about are associated with people who are sitting here in this
room. And broadcasting it would have nothing to do with those folks.
They couldn't ask questions at that either, so it doesn't get to the point.
No, it doesn't answer that question. That is a question that we can
certainly address.
Okay.
One of the other reasons that we wanted to talk about work sessions
briefly tonight was to get a sense from the new Council. Currently we
hold our work sessions on Mondays preceding the Tuesday meetings.
They are Mondays at 6:30. That has evolved and changed quite a bit
through all of our, most of our tenures here. Work sessions are not
required by state law. They are something that the Council among
themselves have agreed on how to conduct business. They have changed-
I have been here a little over twenty years and when I started they were
1:30 Monday aRemoons. And they were usually 1:30 to five-ish. It
switched to 4:00. Then it switched to 6:30. And now we are at 7:00.
6:30.
6:30 sorry. It isn't to say that we don't have special work sessions but
what we are looking at again is simply to clarify for staff and to also take a
look- we will be entering into budget cycling which Steve will talk about
in a second- and we typically- those are all also work sessions because
they are a time, a working open meeting. You are not taking formal action
but they are a work session. So we use the work sessions, times that the
information we requested from you to tell us what times you prefer and
what works best for you. So, as I said- currently what we do is 6:30 on
Mondays. Evenings.
And that is not magic. I mean, that could be any time which it has been-
6:30-
Norton: It was 7:00.
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Lehman: It was 7:00 and then it went back to 6:30.
Norton:
It went back to 6:30 to try to get down on that pending list.
Lehman:
Well that and I think that Larry Baker had a problem getting here- he
preferred it at 7:00 so we went to 7:00 for a year or two and then we went
back 6:30.
O'Donnell:
But 6:30 is also a real convenient time for people who work. Because we
do get people who come to these work sessions and it is convenient for
them to get to. They are not going to get here at 1:00.
Lehman: Is the county changing their work sessions?
Karr:
The county is debating changing theirs and again, they have not decided.
But one thing they are taking a look at is doing- this is a little hard to
explain- their formal first and then their work session. So your work
session would be on your next formal meeting. But they would do it the
same day.
Lehman: Same day. Instead of Tuesdays.
KalT:
So they are looking at a formal earlier in the day and then a work session
later in the day. It hasn't been decided yet.
Thomberry: How many hours are we talking about?
KalT:
Well, I don't know- in all fairness- I don't think you are talking about any
different hours. We typically look at about on average that we have been
doing is 2 ½ - 3 hours. So you would be looking at a 6 hour meeting
whether it is in one day or two 3 's.
O'Donnell: How would we keep Ernie awake? For 6 hours.
Karl':
They don't have Ernie and we do.
It is something to think about. I mean it- obviously we will tailor or work
sessions to whenever the Council-
KalT:
We need to hear from you folks on what works- and again, nothing is-
work sessions are your sessions. It is what works best for you. A
schedule on Excel- thank you. What works best for you. We can
experiment and we can change it back.
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Lehman:
Wilbum:
Lehman:
K. alT:
Lehman:
Champion:
Lehman:
O'Donnell:
Lehman:
KalT:
Lehman:
Does it work for folks to, at least to start with, continue the way we are
now?
Mondays and Tuesdays are- in fact I brought my next semester's schedule
with me. Mondays and Tuesdays work great for me.
Well, why don't we just start that way and then after a month or so, or two
or whatever, if we want to change it we could always change it. If it
works better for somebody to change it.
6:30?
What's this?
You can't change it. I just got used to it.
That is what I said- we are not going to change it. We are going to leave it
where it is for now.
I think we ought to keep the same, not to change anything.
While you are talking about it Marjan- we talked about work sessions and
I know that probably isn't just your- but we also- our regular meeting
schedule is every other Tuesday. Is that not correct?
We have by resolution every other Tuesday. And that has proved a little
bit challenging because for the public it isn't like the first or the third or
the second or the fourth, so some months it is the first and the third and
then the next month we have three meetings so it switches to the second
and fourth. And a suggestion that we might make is possibly to take a
look at a rotation of one and three or two and four. It would also free up
another week on those longer months for special meetings if needed. For
work sessions that is. Coralville meets second and fourth if that is of any
beating on it.
1 think there is a value to it being first and third just from the public' s
perspective. They don't have to remember if there were five Tuesdays
that month or if there were four. And we would always know it is first
and third unless there is a holiday then which we would change it for that
month.
We would take a look- we would know ahead of time and come back to
you and ask if you wanted to switch just that one. Whether you wanted to
drop one, whether you wanted to switch that month, whatever.
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Champion: Instead of spending a lot of time on this why don't we just do it the way
we have done it over the last two years and then if we want to change it
later we can discuss it.
O'Donnell: Here, here.
Kubby: Although, I would encourage you not to hold a meeting on an election that
this jurisdiction- that citizens of this jurisdiction are in. Are going to be
voting in.
O'Donnell: We have got time to talk about that.
Kubby: It would be a travesty to democracy to have a meeting on an election.
(several talking)
Lehman: Alright.
Champion: I thought we were on first with this.
(several talking)
Champion: We never have three meetings in a month.
Lehman: Yes we do.
Karr: So, what we would like to know is- what we would like to do is- we are
trying to plan the January schedule. If the majority of you agree to keep it
the same that is fine, we need to make no changes. But if there is any
interest to change it is by resolution and I would like to do that by
December 7.
Champion: For like first and third?
Lehman: First and third.
Champion: I honestly thought that is what we were on.
O'Donnell: No.
Norton: Huh?
Lehman: Does that fly? First and third? Fly? A resolution. Go.
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KalT:
Lehman:
Norton:
0'Donnell:
Lehman:
Karr:
Lehman:
0'Donnell:
Karr:
Lehman:
Karr:
Kubby:
Karr:
Kubby:
Vanderhoef:
Karr:
O'Donnell:
Vanderhoef:
Thornberry:
Karr:
First and third so I will have a resolution- I will have a resolution for you.
7:00/7:30. We have had 7:00. We have had 7:30.
7:00.
Make sure it doesn't run-
For what? The work session?
Time of meeting for-
Formals.
-for formals.
It has always been 7:00.
Has been. With you it has always been seven. Leaving at seven-
Council packets and agenda prep.
What is that?
Council packets and agenda prep.
If you do first and third you will always be on an Election Day.
Well what we would- and again we may change it.
You all change it a lot. So somebody is still going to have to keep track-
So January we still can't do first.
Yeah, we can. We would be three and four. January the first-
Monday/Tuesday would be three/four.
The calendar will make you crazy.
And we are having our organizational on the fourth.
At nine AM.
At nine AM.
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Vanderhoef:
K_arT:
Norton:
KalT:
Vanderhoef:
KarT:
Okay.
So, I mean, the question is: Do we want to-
Meet that night.
We can also make it effective with the next, second meeting in January.
I don't want you to be doing that packet over the fourth over the holiday
weekend.
Why don't we make it effective the second meeting in January?
(several talking)
Vanderhoef:
Lehman:
Norton:
KarT:
Lehman:
Karr:
Dilkes:
Dilkes:
KalT:
O'Donnell:
KalT.'
I am watching football and playing.
Just do second and fourth of January because of the organizational
meeting on the fourth.
That would be the same nights as Coralville.
So you want to do second and fourth in January.
Let's do that- we are going to have many meetings on the budget anyway-
But that is going to affect the budget scheduling. How about- why don't
we come back with a proposal for you?
How about we do first and third starting the third weekend- Feb. 1 or the
second meeting...
I'd like to start with the second week in January.
Starting with the second week in January and then you can set your first
meeting whenever.
We'll come back- I think we can do that.
You will write all of this stuff down.
We will do it- it will be a resolution.
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Vanderhoef: So we will have one the tenth and eleventh of January, not the third and
fourth.
Dilkes:
We haven't gotten that far.
K. alT:
No, you are going to have one the- right now you are going to have
January 4th and you are going to have 24, 25. No, 17,18 1 am sorry. We
will get back to you with a proposal.
Vanderhoef: You are not going to do a formal meeting on the fourth?
Karr: No.
(several talking)
Lehman:
From the staffs perspective are our packets still the same- Friday
afternoons 3:00 we get our packets? The same time the press does?
I<[alT:
Yeah, we would like to talk a little bit about that just- again for the
reminder of deadlines. To meet those deadlines we have, and I wanted to
clarify for some of the people on Council, we need correspondence and
everything in- we go to print first thing Friday morning. So when you tell
people to put it in the mail as long as we get it Friday aftemoon that is not-
or Friday morning in the mail- that is not quite enough. So again, we go-
we have an agenda prepared- the staff meeting is on Wednesday an agenda
is prepared and goes to print 8 AM Friday morning. Based on that we
need items in by Thursday- close of business Thursday. Late items will be
hand delivered to you at the work session then on Monday. If it- again
Steve can address this a little bit- if it is of utmost importance we can stick
in loose.
Atkins:
Yes.
If it is something-
Atkins:
We are not doing.
Yeah, we would do that. Council has agreed: Board of Commission
applications- you want them a week ahead of the appointment. That
doesn't preclude people applying right up to that point, it simply gives you
time to make contact and they with you ahead of time. Distribution- again
we wanted to clarify the importance of 3:00. As some of you folks know,
the packets can be quite large and even [in] best laid plans we run into
some last minute items. By the time we print them, we scan them, we
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Kubby:
Lehman:
Karr:
Lehman:
Karr:
Atkins:
Kubby:
Atkins:
Kubby:
Karr:
Atkins:
Karr:
bum a CD for you and we run into some technical difficulty- 3:00 is really
what we need to adhere to. It is also a matter of fairness. We don't want
to get into a situation where somebody may get their packet at 10:00 in the
morning and talk to the press and you may get a phone call and you are
just not able to get to your packet until 3:00 in the afternoon. We really
think that probably that would be the best- to just not release the packets.
If you are going out of town, know you are going to be going out of town,
that really is something- give a call and let us know ahead of time. We
will see what we can do to create something. We also can Fed-Ex the CD
to you. And you will get it the next day.
If you can't pick up your packet until after 5:00 PM they are at the Police
Station 24 hours.
Right.
We won't send it over until the close of business most of the time, on
Fridays.
Most of the time.
I forgot to do it one time. Tell the PD- twice I forgot to do it. They will
be at PD from 5:00 Friday through Monday morning. 8:00 when we open
I will go over, pick them back up, and I will have them in my office. And
the reason I do that is in case there is a special meeting and the majority of
you didn't get it, it would still give me ample time to hand deliver it. Was
there anything you wanted to talk about Steve on meetings, distribution,
late items? Is there any questions about packet pick up?
I think the schedule is really the important thing in our efforts to be fair to
everybody.
So like in terms of- like Steven you don't have a computer right?
He will have.
Right. But it would be good to have Steven have a computer before he
takes office to get trained on using it.
We are going to get to that.
It should be on this list here.
It is on the list.
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Lehman:
Atkins:
Lehman:
Atkins:
Lehman:
Karr:
Lehman:
Atkins:
Karr:
Lehman:
Karr:
Lehman:
Karr:
It is coming up.
We expect you to be trained in computers.
Hey- I got two people wanting to recycle so we are going to take five.
Recycle?
Are you ready Marian?
Yeah- I am ready.
Let's do the computers next and then we will do the scheduling for the
budget.
Okay.
Computers can be very quick. Again I have a packet of information for
incoming members. For everyone returning, new and returning, I have a
memo from Colin who is our City computer trainer. And he would- this is
a letter of introduction, and again it is for both new and returning. It
explains what his duties are and what he would like to work with each of
you on. For new members, what that means is you will receive your
laptop, he will schedule a time which is good for you, do some initial
training, e-mail, Word, and some non-Council packet items. He would
like to do that with you as soon as possible so you get familiar with the
laptop before we put on the software packets on laser tiche. And that is
the software that allows you to access the packets you get now [as a] hard
copy. It also allows you to have back history and do retention of previous
Council activities. My office will be scheduling training for that. That
however, will not occur until after the final Council meeting of '99
because the software will come off the machines that the current members
have.
Are we all turning those in that night of the last meeting?
No, we are not going to do that all.
Oh.
That has been changed. We do have an upgrade plan for all the Council
computers. We were hoping to do it in December but because of some
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Lehman:
Karr:
Dilkes:
Lehman:
Dilkes:
Karr:
Dilkes:
Kanner:
Dilkes:
Kanner:
Karr:
Lehman:
Kubby:
other Y2K issues and staffing that won't be done until after the first of the
year.
Right.
So what we will do is I will work with Dee Norton and Karen and Dean on
coordinating your computers in and then taking the laser tiche off of that.
In the meantime we would like to work with the new people on getting the
equipment out to you and you familiar with it. I do have a memo for all
returning and new Council members from Colin on that. In the new
packet I have our internet and e-mail policy. And that is a statement that I
would like all of you to sign that briefly outlines the City's position on use
of internet and e-mail for personal use. I don't know if Eleanor wanted to
follow up on that at all. We talked a little bit about that.
State law prohibits the use of public funds and public equipment for,
which these computers are, for personal purposes. So, the computers are
to be used for City business and not for personal use. I think I did a -
there were some questions that came up- there was a memo that I think...
I think that is right.
Is that included?
That is not included- I could certainly make it.
We might- I think we should pass that one out too. Just further clarifying
that issue.
And we can certainly make a note and do that- that memo.
So that includes ifI do word processing at home on this for something that
is not related to City Council, that is technically not allowed?
It is not allowed.
And what about printing off things? So we have access to a laser printer
here?
You will receive that, the laptop and a primer will be provided.
You will get that.
On the paper from the City ....
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Yeah, we will talk about supplies. Yeah, we do have supplies available
for you. We can supply you with a ream of paper, just let us know. I
could bring it to a Council meeting ifI knew ahead of time.
Kubby:
And stamps.
KalT:
We- yeah, we are not- we will talk about- we are not going to be doing
that anymore but we can talk about that. The other thing I wanted to
clarify is in the directory which I do have available in each of your
packets, there is a page designated to City Council. And, that page shows
you that we have a- your Council members name, address, phone number,
e-mail, any special office hours or locations that you may have. On the
front of each packet I supplied a form. I'd like that information from you
and retumed. For each returning member, if you would like a change let
me know. If there is no change we will go with current. For the new ones
I don't have that information, I need that from you. I'd like to- on here is
also an e-mail address that will be assigned to you. It will not be effective
until January 2nd when you take term- take office. And Colin will go
through that with you at your training. I would like to encourage you all
to really take a look at and figure out if you are going to be using the e-
mail address because as the present Council will tell you is, we provide
this to you. If you are not going to be using it probably isn't a good idea
to have it. Constituents often get frustrated when they send you
correspondence and don't hear from you. They will call our office and
wonder why. We don't have a copy of it because it goes directly to your
mailbox. We only get a copy if they use the general Council mailing
address. If they would send it to council@iowa-city, which is in your
directory here, it would come to me and I would copy everyone and you
would accept it as correspondence at your next meeting. Okay? If it goes
to you and only you, unless you bring it in, I have no idea that you got it.
If you are not checking your mail regularly in the e-mail, it is just like
having an answering device and not returning your phone calls. If you are
not going to be using it then I suggest what we do on your entry here is list
"Council". So you have an e-mail address to a general Council- you will
get a hard copy each week. So really take a look at, and even the present
ones- if you are not using it often we get constituents very upset. We
don't know if you got it or not. So take a look at it and Colin can go
through the steps with you for those who may be unfamiliar with it to
know whether you are going to be using it. He will go through that. You
may wish to try it but bear in mind once it is out in the directory it is out.
And we can certainly change it but some people keep their directories a
long time.
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Kubby:
And that is the same information that the Public Library will use. They
put out a thing about how to reach public officials and they are listed there
so make sure you have listed what you want.
Vanderhoef: And it shows up in the paper regularly.
Okay. I have other things but they are under "miscellaneous". Would you
like to do budget scheduling?
Champion: It is going to be my New Year's resolution.
Lehman: To what?
KalT:
To read her e-mail.
Lehman: Party...
Atkins:
Okay, I need budget sessions with you. And what I have done, heating
what you have said just a few moments ago, gone to the off Monday and
Tuesday and those are in January 10 and 11 and 24 and 25. February 7
and 8. Usually 6 meetings will do it. The first meeting is the longest one.
I need about 3 hours with you sort of uninterrupted to take you through
things. We will be doing Capital projects also this year which often takes
a little more time. So, the question I have for you is: when do you want to
meet? I have set my calendars now for Monday January 10. We should
have the budget available to you by the end of December.
Champion:
Well, last year we did a couple of evenings. We did an afternoon, we did
a morning.
Atkins: Yeah.
Lehman: A couple mornings too.
Champion: So we are not gone from our houses every night.
Lehman:
No, but we have to see what- now Ross for example is not going to be able
work on Tuesday mornings, Monday mornings perhaps.
Wilburn: Give me those dates again. 10 and 11...
Arkins:
I got 10 and 11, Ross, 24 and 25. These are Monday/Tuesdays.
They are Monday/Tuesdays.
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Wilburn:
Arkins:
Wilburn:
Atkins:
Wilbum:
Atkins:
Lehman:
Pfab:
Lehman:
Pfab:
Champion:
Lehman:
Kanner:
O'Donnell:
Kanner:
Karr:
Lehman:
24 and 25.
24 and 25. And February 7 and 8th.
The 10/11 is pretty open because on Tuesday- because we don't start the
semester until-
17th?
17th or 18th yeah. So, I have that first week open.
That is the most important one because I need to spend time with you on
that.
Well, I think it is important that we schedule the dates. They can be
changed. But I think if we mark them on our calendars and something
comes up and we have to change one of them we can do that but I think
we really should schedule tentatively the dates. 10 and 11- does that work
with for everybody?
What time?
Well, we are going to talk about the time but that is Monday and Tuesday
January 10th and 11th. Morning or night? Day or night I should say.
I would prefer day but...
Well it would be nice to get that first one in the daytime when you are
really alert.
8:00 Monday morning the 10th?
Can we go a little later?
I agree.
9:00?
9:00 through 12:007
I really hate to go 9:00. 8:30?
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Champion: 8:30 because most of us have to be at work, our businesses open and are
functioning by 10:00 or 10:30 and it is not usually busy at my store the
first hour but I can get really busy closer to the noon hour.
Atkins: It is really up to you all.
Kanner: 8:30 then?
Lehman: 8:30 on the 10th.
Atkins: Okay, our first budget session will be Monday January 10th, 8:30 AM, to
be concluded no later than noon. How is that?
Lehman: That is fine.
Atkins: Okay. The next session. The 11th.
Kanner: My work schedule is 11-4 Tuesday, Wednesday and Thursday.
Lehman: Why don't we...let's do Tuesday night. Tuesday night 6:30? Does that
work?
Champion: Yeah, that is perfect.
Atkins: So the 11th iS a 6:30 PM and we will schedule it to be out of here no later
than 9:00. How is that?
Karr: Tuesday, Wednesday, Thursday...
(several talking)
Pfab: Tuesday the 11 th?
Atkins: Tuesday the 11th, 6:30.
Karr: I will send a revised- I will send a schedule out to you.
Atkins: You will all get a schedule mailed to you. All right, how about 24 and 25?
Champion: Can we do another one of those in the daytime?
Lehman: Same thing on the 24th and 251h?
Champion: Yeah.
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Wilburn:
Lehman:
Atkins:
Vanderhoef:
Karr:
Atkins:
Lehman:
Wilburn:
Lehman:
Pfab:
Lehman:
Atkins:
O'Donnell:
Lehman:
Kanner:
Lehman:
Atkins:
Kanner:
Atkins:
Great. That works. That is a Monday and Tuesday?
Right.
24 and 25. 7 and 87
8:30 to 12:00·
And 6:30 to 9:00.
I didn't hear what you said. 7 and 8 we decided the same thing? No we
have not done 7 and 8.
I have no problem with doing it the same way if the rest of the Council
doesn't.
Same way works.
The same 7th and 8th, morning and night.
That is for the 24 and 251h?
Same way.
Yeah, 24 is again a morning, 25 is an evening. Monday February the 7th iS
a rooming and 8th evening.
· .persuade too easy.
Well, don't worry it will change.
So February 7th and 8th, the Monday and Tuesday again the same morning
and evening.
The same times all three.
All three blocks of time. And we will get a schedule together.
And you said the budget, the preliminary budget projections will be
available end of December?
Usually we- yeah, December. We have the document...
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Lehman:
Atkins:
Lehman:
Atkins:
Karr:
Atkins:
Lehman:
Vanderhoef:
Karr:
Lehman:
Atkins:
Karr:
Atkins:
Lehman:
Atkins:
Lehman:
Atkins:
Lehman:
Vanderhoef:
Council Work Session Page 45
And if anybody who gets those understands them, call me and explain
them.
Just so you know, you don't have to...
It is so- oh get out of here, you don't either.
You will have to have your hearing sometime in- call the hearing
sometime in February. The budget must be in the hands of the state no
later than the 15th of March. And if you make any changes-
Which means we would be adopting it March 7th.
So we would like to adopt it on March the 7th.
Steve-
When is League of Cities? Is that March date- is always the one where...
I think we are okay for March 7th. I think we really are.
Steve, is one of these going to be a CIP?
When is spring break folks? Just to make sure-
The 10th through the- it starts Friday the 10th through the 20th.
I got spring break. And National League of Cities is 10th through the 14th.
So it is the same thing as spring break.
How about Capital Improvements?
I am going to fold that in to the whole thing for you.
Somewhere in those 6 meetings we are going to be doing Capital
Improvements?
I will split them and I fold the whole thing together for you.
Alright.
And that March 10-14 National League of Cities you new folks will have
the opportunity to go that.
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KalT:
I will pull a copy of that.
Lehman: Where is that?
Kubby:
Washington DC.
Vanderhoef: March is always...
Norton:
It is one of the good ones I think.
l(~alT:
You will be getting invitations.
Atkins: I'm cool.
I have a couple of quick things just in passing. I do have payroll forms
that I need from new folks and I do have that in the packet if you will stay
a few minutes afterwards. Filing cabinets- there was just a little reminder.
If any current members do not need their filing cabinet please let me know
and I will take care of it. I can pick it up. If any new ones wish to have a
filing cabinet let me know and we will talk about sizes. You may want to
consider again as pointed out that the filing cabinets used to be a necessity
with the hard copies. Now it really depends how you set up your filing
system as to your needs. We can always change that and get you one if
you need it.
O'Donnell: It also depends on how many committees you are on.
Karr: That is true too.
Lehman: That is true.
O'Donnell: Because I could fill mine and another one.
New members, or newly elected, you have received an invitation from the
Municipal Leadership Academy from the Iowa League. There are
different dates in there. If any of you are interested in going please let me
know as soon as possible. We will take care of registration and we will
also take care of mileage. You do have those handed out.
Kanner:
I was going to ask you folks- are you planning on going to the one in the
Quad Cities? What is the closest one?
Karr: Bettendorf.
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?: The 16th.
Kanner:
Are you thinking of going to that?
Wilburn: The one that worked out for me was Ames.
Yeah, the dates make a difference to some folks. So if I can help
coordinate let me know. And then finally, part of your packet will also
include as a City employee now, your United Way pledge card.
Pfab:
I haven't gotten that far.
Kanner:
Are you chairing that again this year?
I am chairing it this year- not again.
Lehman: I thought again.
(several talking)
So, that is all I have unless you have some questions. But I would like to
talk to the three new folks at the end.
Atkins:
I have a couple of quick things. Note on the membership to the League of
Cities when you become a Council member you automatically become a
member of these associations. You will receive their mailers. You know
where Lisa's desk is right outside my office, behind it to- the filing cabinet
of sorts- it will have your name on it and as mail comes in we just toss it in
there. You can wander in during the day and pick it up. If you don't we
will stick it in your packet on Friday. What we would like to do is we will
eventually want to change that when remodeling is finished and it is going
to be in Marian's office. So you can run in the building, pick up your mail
and run back out again if you would like. So we will be setting that up.
For the time being that is where it is going to be. We handle the mail as
you see fit. If you'd like us to open it we will do that for you. If you
prefer doing it yourself just each of you let me know as to how you want
to have the thing handled. That is it. That is all I got.
Kubby:
I was thinking in terms of the National League of Cities there also
caucuses in there. There is the National Caucus of the locally elected
officials. There is a Gay Lesbian Bisexually locally elected officials. The
University Caucus of Women in Municipal Government. There might be
a Progressive Elected Officials Informal Caucus. They used to call it
FLOC. Far Left of Center or something. But there are different
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constituency groups there that you can meet different people that focus on
different types of issues.
Vanderhoef: And they are listed on the invitation for the whole conference.
Kubby: Did I say University's caucus?
Vanderhoef: Yeah, University is on there too.
Atkins: And I will say to you that we cover the cost for that and I know that is
always particularly sensitive of Council members and travel but you folks
that have gone, I think you always have had a very productive- To learn
things...
Kubby: It is energizing.
Atkins: Yeah. And I think our media generally has been very respectable of
understanding that these are very productive meetings. And I encourage
you to go. You will enjoy it. You will get to meet colleagues of the City.
That in itself is worth while.
Vanderhoef: Well, and there is always a contingent from Iowa so you will cross paths
with them a whole lot.
Atkins: In fact they try to set them up in the same hotel. It is not uncommon to
have the same hotel- like you are Iowa...
Vanderho ef: If we register early enough- that is the key.
Atkins: No, but, I encourage you to go.
Norton: Usually we get a break too, don't we?
Wilburn: That is the week of March 10th?
Atkins: Yes.
Vanderhoef: It starts on the 10th.
Atkins: It is usually over the weekend.
Thornberry: It is cold.
Atkins: What?
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Thornberry: It is so cold in Washington DC at that time.
Lehman: Cherry blossom.
Atkins: March?
Wilburn: It is a pretty time.
Vanderhoef:
Sometimes it is really cold. Last year we had- they had the biggest snow
storm they have had in umpteen years on the day that everybody was
leaving the hotel.
Thornberry: They what?
Vanderhoef: The biggest snow storm they have had in DC for a number of years.
Kubby:
I got out just in time.
Dilkes:
Well if you want eating.
Lehman:
One for Eleanor.
Wilbum:
I have a question about mail and e-mail. Is information sent to us- is that
public information? Do we use our discretion or do we read if it is the
person's intent that well maybe this is correspondence they want the entire
Council to see?
Atkins:
If we have, for example, a letter is sent to the Mayor and Ernie's rule with
me is open this mail and if it appears to be something and almost 99 times
out of 100 it is pertinent to the Council, you will see "copy Council" and
Madan just puts it out to everyone automatically. If there is a letter to
Emie that said "Personal Confidential" with respect to the sender we
would not open it. I would give it to him and he would decide what to do.
If one is sent to you Ross Wilburn member of Council and you want us to
open it we could look at it and maybe there i~ something we can attach to
it and put it in your file. Then you can make a decision whether you want
to distribute it or not. Also Council members will frequently see a news
article, clip it, drop it off in the office and say "Would you put this in the
packet?". We will copy it, pass it out to everybody.
Kubby:
But if you (can't hear) information you get, it is public information unless
it says "Confidential" on it.
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Atkins:
Eleanor's correspondences have the statement on it.
Lehman:
One of the things that I do with people who call me and want to send- tell
me they will send me a letter- and if it is regarding an issue that they
would like to see Council address, I always tell them to send it to the
Council or send it to me at the Civic Center because I know that every
person on the Council will get a copy of that letter and if we all get a copy
of it, first of all, it becomes part of the record. There is a much better
chance of something happening to it if every one of us gets a copy.
Maybe it doesn't strike a chord with me but it might with you. So, if we
all get copies we all pretty much know what is going on. I really
encourage people to write letters. The public nature is to write to the
Council so-
Atkins:
Occasionally Ross, what might happen is that you will get a letter at home
and you will hear Council members- what has been mailed to every body' s
home and we will sit here- we have no idea what you are talking about.
Norton:
What I tend to do in that case is if I get a letter, at this e-mail particularly, I
immediately mail it to Madan so she can distribute it. And if it is a
question, like somebody wrote to me for, I don't know why, what is going
on with Y2K. Well, I forward that to Kevin right away, right, and let them
know that I am forwarding it to him and then they will take care of it. In
other words, so it is really unique with e-mail.
O'Donnell:
But I think you will find that all the mail you get is pertinent to the whole
Council and I just have a rule I bring it in and I give a copy to the Council
because I- we will be discussing that issue sooner or later.
Dilkes:
But that is not to say that somebody can't write to you privately. Just
because somebody writes to you it is not a public record. You alone-
Norton:
Decide, yeah.
(several talking)
Wilbum: My concem actually was with e-mail- it was what I was thinking more of.
Dilkes: Or e-mail.
Wilbum: Okay. Alright.
Pfab:
I have a question. I received a letter, kind of a strange letter but it-
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Norton:
Atkins:
P fab:
Atkins:
Pfab:
Council Work Session
Page 51
A lot of them are.
You will get those.
But at what point do I- at what time in the chain of- should that be sent to-
Is it a letter Irvin that you wish to communicate to the council?
That would be fine.
Atkins: Okay. Then what I would do is drop it off at Marian's office and simply-
write, you know, write- usually write your name so we know who it came
from and "Marian- would you copy this and distribute it to Council?". I
can do the same.
Pfab: Well, I was just wondering because we are not on the Council-
Lehman: It doesn't make any difference.
Atkins: Yes, I will do that for you...
Karr: Well, it will make one difference. It will get to them in their information
packets. If it is not addressed to Council it will not be accepted as
correspondence. That is the only differentiation.
Atkins: Not official part of the record. We will get it.
Pfab: If it is what? Say that again.
Karr: The distinction will be if it is addressed to Council members, it goes in the
official correspondence on the formal agenda for acceptance. If it is not
addressed to Council but is addressed to you but you wish Council to see
it, it then goes in their information packet. Okay, so it still gets to them.
Lehman: Generally speaking, if you've got any information that you want the entire
Council to have give it to Marian.
Atkins: Just tell us-
Lehman: It always gets to us.
Karr: The other thing that reminded me it too is a policy that Council has had on
the use of letterhead. And, the policy has been that any use of City
letterhead is something that the Council is copied on because it is viewed
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Kubby:
Atkins:
Lehman:
Atkins:
Kubby:
Atkins:
Karr:
Kanner:
Kubby:
Karr:
Kubby:
Kanner:
Kubby:
as something from the City. Okay? So that is the current policy. Again,
if you have your own stationary that is another issue. But again, the
clarification is that if you are speaking and giving the impression as
representing the City then they all would like copies.
For example, I created my own City letterhead and got permission from
Steve to use the City logo but I got it in writing and kept it on file. So, all
of my personal e-mails and such-
The City- and that is, not that I am busting your correspondence, but we
like to guard the use of the City logo so once asked I will write a letter to
them and say "Yes you may use it". I don't think I have ever turned
anyone down.
No, but I think it has the impression of being quasi-official. The City
letterhead. So, if you send a letter with the City's letterhead it performs to
be something official.
On the formal City letterhead? You are right.
And you will get business- the City will make you business cards too.
Yeah. We have mentioned business cards.
No. I will have a form available for you and you can help us design your
business card. What we do is we have a standard format and we will
suggest that to you. But, we certainly are flexible to move around or
contain items that may be pertinent to you or not.
I know Karen you have had office hours and I was wondering one: if
anyone else has had office hours and two: do you do it at a City building
or are we able to use any of the City buildings?
I asked permission from the Senior Center Commission and staff.
But you don't have a room over there.
I don't have a room or a phone. I am in the lobby.
So you have access so after hours-
Yeah.
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O'Donnell:
Kubby:
Atkins:
I~alT:
Atkins:
Lehman:
Kubby:
Lehman:
Thomberry:
Lehman:
Thornberry:
Lehman:
Thornberry:
Atkins:
Thornberry:
Atkins:
I think that everybody is going to find is that your office is 24 hours a day.
Anywhere that you are accessible you will be found. Answering
machines, uh...
But if you want to do something you need to talk to City staff who is in
charge of that building.
Steve, we will get calls at the office and it is not uncommon for us to tell a
citizen Steve Kanner, 123 Miller St, phone number- we will read them to
them. I mean, that is fairly routine.
And that is why we need that information from you.
Or someone may call "I want to reach Council member Kanner". Okay,
we will give them whatever is in that list. That is just automatic.
My experience has been, you know in 6 years, I get a lot of calls at my
store, I get a lot of calls at home. And I don't have any particular hours
but I guess I take calls anytime I get them, whether I am at home or at the
store.
Everybody does.
And most people are not bashful about calling. They don't care if it the
middle the busiest day of the year at holiday time they will call me at the
store. And I have never refused to take a call.
You have never not taken a call?
I have never not taken a call.
...3, 4, 5 calls at one-
Including in the middle of a conversation with Steve or a customer I
always take calls. If I need to return the call I will take a number and
return it but I never refuse to take a call.
I have never not returned a call. Never.
Never?
Never.
My mom said never say never.
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Thornberry: I have put- if it is on my answering machine I return it.
Champion: I don't always return phone calls to people that I don't want to talk to.
Norton: One of the better ways.
O'Donnell: I always return my calls.
Atkins: I think we are finished Madan.
Karr: I do have handouts for also the retuming Council members but I have then
packets for new ones.
Lehman: And any new Council folks I think I speak for all of the Council members
present and the ones that will be retiring, feel free to call any of us about
anything. You know, this group I think has worked pretty well the last
few years and I expect we will do the same thing the next two years but
we really need to work together and the better we get to know each other
the better off we are.
Kubby: In the past there has been a dinner organized where people and partners
could come- that idea may still move on.
Norton: For the coming or going?
Kubby: Coming.
O'Donnell: It is at your house.
Kanner: Maybe both, you know, would be nice.
Norton: Are you going to cook me dinner?
(several talking)
Vanderhoef: We did it at my house one time and we have done it at restaurants a couple
of times.
Lehman: And we also may you know I think last year we had a meeting where we-
kind of a goal setting session where we kind of get to know what is
important to each of us. It is important to understand-
Norton: And electively, yeah.
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Atkins:
Lehman:
Ernie, one of the things I do want you to think about is a goal session- two
years.
I think that is wise.
Kubby:
Lehman:
Kubby:
Champion:
Lehman:
It just makes sense actually- I know it can't happen but it should happen
this way that you have a goal setting before you do a budget. Then your
goals can help dictate the budget which dictates what you do all year.
That is true except that I think on the other hand that you need to get your
feet wet and the budget is a horrible way- it is like jumping into a lake and
you don't know how to swim. But after you get through the first budget I
think you are much better able to work on goals too. I mean, there are two
sides of the same goal. But in any event, probably after the budget is over
is when we will probably try to do that. I don't think there is any way in
the world of working that in.
Well for next year the thing to think about then is to do another goal
setting session in November.
And when Connie puts her coat on it is time to go home.
Alright guys, good night. Thank you.
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