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Home My WebLink About1976-10-29MINUTES Seacliff Country Club Huntington Beach, California October 29, 1976 9:00 A.M. The retreat began informally until the arrival of a quorum. The City Administrator introduced Joyce Ross, program facilitator from U.S.C. All department heads and top officials introduced themselves. Upon the arrival of a quorum, the adjourned regular meeting of the City Council was called to order by Mayor Wieder. ROLL CALF Present: Pattinson, Siebert, Wieder, Gibbs Bartlett 10:15 A.M,; Shenkman 11:15 A.M.; Coen.12:10 A.M. Absent: None General discussion was held on formulation of methodology for an agenda for the day. All present then divided into groups to discuss goals and aims to be accomplished during the day long meeting. The total group then summarized their priorities for discussion for the day. Considerable discussion was held on the subject of the role between Council, Mayor ,and staff. RECESS Mayor Wieder called a recess of the Council for lunch at 12:30 P.M. Council reconvened at 1:30 P.M. f COUNCIL PROCEDURE - CITIZEN REQUESTS ON PROBLEMS_ Following additional discussion on the Council/Mayor/Staff roles, a motion was made by Siebert,, second Coen, to establish a procedure to encourage citizens to call City Hall or the responsible department concerning requests or problems, with Council referring their calls to the proper department or the City Administrator, depending on the situation. The motion carried with Mayor Wieder abstaining. COMMUNICATIONS The group again divided into new divisions to discuss the handling of Council/Staff inquiries, requests, directives and other related areas deemed to be gray areas. Summaries of each group were listed and discussed. Problems and solutions were identified. A suggestion was given that information from the retreat be formulated into a Staff Manual. 506 Page #2 - Council Minutes - 10/29/76 J RETREATS - SEMI-ANNUALLY The need for additional retreats was discussed. A motion was made by Wieder, seconded Bartlett to hold semi-annual retreats, .with £o11oW-Up as needed. Motion carried. DEPARTMENT HEAD LUNCHEON Discussion was held regarding monthly department head luncheon meetings and it was noted that Council members Would be invited to attend.and would be notified of the time and date. COUNCIL MEETING TIME - TO BE CHANGED Considerable discussion was held on reinstituting the 5:30 P.M. adjourned Council meetings and holding any necessary executive sessions at that time, with adjourned meetings to be held only on the 1st and 3rd Mondays prior to the regular meetings. On motion by Coen, second Bartlett, Council reinstated the 5:30 P.M. adjourned Council meetings for study sessions and executive sessions, and directed the City Attorney to prepare a resolution changing the starting time of regular meetings from 7:00 P.M. to 7:30 P.M., on the first and third Mondays set by Charter. Motion carried. EMPLOYER -EMPLOYEE RELATIONSHIPS - SECTION 11 The City Attorney reported on the need for discussion on proposed Resolution No. 4339,. amending Section 11 of the Employer -Employee Relationship Resolution No. 3335 relating to department heads. Considerable discussion was held between Council and staff. On motion by Shenkman, second Siebert, Council directed that Section 11 of.Resolution No. 3335 be amended to delete any reference to the Personnel Board and directed that sub -section 5 be retained as presently exists in the original Employer -Employee resolution, as relates to salaries of department heads andthat proposed Resolution No. 4339 be modified accordingly, and further directed that City Administrator and department heads discuss possible amendments of personnel rules relating to department heads. Motion carried unanimously. RECESS - RECONVENE The Mayor called a recess for dinner at 6:00 P.M. The meeting reconvened at 7:45 P.M. Councilmen Shenkman and Siebert left the meeting during recess. COMMUNICATIONS CONTINUED Discussion continued on communication roles of Council and staff relating to the group to group and individual to individual contact between Council and staff. The role of the City Administrator was discussed at some length. Personal contacts between Council individuals and staff individuals should be made only when necessary, otherwise both should work through the City -Administrator. The City Attorney discussed the Charter limitations concerning City Councilmembers. .50 t P&" #3 - Council Minutes.- 10/29/76 PQLXCY ACTION TAKEN COUNCIL/STAFF Discussion was held concerning the presentation given by one.of the communications groups and it was decided to take action for use as policy guidelines for Council and staff. On motion by Gibbs, second Coen, Council adopted the following policy guidelines regarding inquiry, requests and directives between Council and staff: 1. Council to Staff A. Inquiry may be directed to Administrator or department (Department Head). B. Request may directed to Administrator or department (Department Head) Permis4ve with'copy to City'Administrato. C. Directive only to City Administrator.. (Action based upon policy.) x II. Staff to Council A. Inquiry may be directed if informal. Inquiry must.be to the City Administrator'if'formal B. Request only to City Administrator. C. Directive only to City Administrator. Motion carried, with Shenkman and Siebert absent and Wieder out of the room. LEADERSHIP SESSION -TIME MANAGEMENT Councilwoman Gibbs requested and was granted permission to give a two hour presentation on "Leadership" at an adjoixrned meeting to be held at 5:30 P.M. on November 8, 1976. She stated that the course was developed by the League of California Cities. MEDIA UTILIZATION v' Discussion was held concerning media and the utilization that could be made by the City in the future. Bill Reed, Public Information officer, was directed to look into greater utilization of all media for'the City, including the Multi -Media Center adjacent to the Council Chamber. Discussion was held concerning use of video tape presentations of each department's activities at budget time. COUNCIL CALL LIGHT SYSTEM Ed Selich, Acting Planning Director, informed Council of the difficulty department heads face getting Council's attention to speak during meetings. Mr. Selich was directed to investigate a possible equipment solution to the problem. AGENDA ITEMS - SUMMARY REPORTS ✓ Following discussion by Council, Bud Belsito, City Administrator, informed department heads to prepare a summary page on agenda items and that any -lengthy paper work related thereto should be'identified as being on file in the Office of the City Clerk. NEWS LETTER Discussion was held on the pros and cons of reinstituting the City Employees newsletter.. Many suggestions were made but no action was taken. °W Councilman Bartlett left the meeting at 9:10 P.M. 50$. Page #9 - Council Minutes - 10/29/76 Further discussion was held.concerning:councilmembers meeting employees and the Administrator was directed to study possible means of communications, e.g., newsletter, orientation of new employees,, etc. FINANCE REPORT Council mars expressed concern over the volume of computer printouts_ of the Monthly Findaicial Report. Mr. Arguello, Finance Director, was given direction to work with Councilman Shenkman and the "Budget Team". to develop a more understandable report with the possibility of a new format. CONCLUDING STATEMENTS . Joyce Ross presented her overall evaluation of the retreat, stating that a great deal had been accomplished. The need to start now to develop goals and objectives for the future and budget planning was stressed. The City Administrator: commended Joyce Ross for her expertise in facilitating the retreat and stated that he felt it was very successful and productive. Mayor Wieder presented her comments in closing, stating that she was pleased with the accomplishments of the retreat. The Mayor commented on the need to follow-up the League recommendation of "team concept." She concluded stating that there was not adequate time to, set long range goals and recommended a follow-up meeting. ADJOURNMENT on motion by Gibbs, second Coen; the`adjouined regular meeting of the City Council was adjourned at 10:10 P.M. Motion carried. City Clerk and ex-officio Clerk of the City Council of the City of Huntington Beach, California ATTEST: Alicia M. Wentworth Harriett M. Wieder City Clerk' Mayor - U9