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HomeMy WebLinkAbout1997-02-01MINUTES CITY COUNCIL/REDEVELOPMENT AGENCY CITY OF HUNTINGTON BEACH 8:00 AM - Community Room Golden West College 15744 Goldenwest Street Huntington Beach, California Saturday, February 1, 1997 An audio tape recording of this meeting is on file in the Office of the City Clerk Call To Order Mayor Bauer called the adjourned regular meetings of the City Council and the Redevelopment Agency of the City of Huntington Beach to order at 8:08 a.m. in the Community Room, Golden West College. City Council/Redevelopment Agency Roll Call Present: Julien, Harman, Dettloff, Bauer, Sullivan, Green, (Garofalo arrived at 11:25 a.m.) Absent: None Staff Present: Rich Barnard, Deputy City Administrator; David Biggs, Director, Economic Development Department; Michael Dolder, Fire Chief; Melanie Fallon, Director, Community Development Department; Robert Franz, Director, Administrative Services Department; Shari Freidenrich, City Treasurer; Carrol Gibbons, Deputy City Clerk; Ron Hagan, Director, Community Services Department; Ron Hayden, Director, Library Services Department; Maybrice Henry, Deputy City Clerk; Gail Hutton, City Attorney; Les Jones, Director, Public Works Department; Ron Lowenberg, Police Chief; Ray Silver, Assistant City Administrator; Brian Smith, Management Assistant; Michael Uberuaga, City Administrator Public Comments There were no persons in the audience wishing to address the City Council. 94111 Page 2 - Council/Agency Minutes - 02/01/97 (City Council) Study Session - City Policies And Procedures - Regarding Formal And Informal Communications - Working Relationships Among Members Of The City Council City Staff, City Boards, Commissions, Committees, And The Public (120.10) Facilitator for the study session, Mr. Bill Lewis, Lewis Partners, requested that participants respond in writing to the statement "For me, today will be a success if ..." Secondly, he requested that participants complete the form entitled Analyzing Team Effectiveness. Mr. Lewis stated that one of the goals of the study session is to improve working relationships as building working relationships and the team are critical to the future of the city. In response to Mr. Lewis' request, each participant presented a two to three minute biosketch consisting of place of birth, areas of residence, educational background, professional experience, marital status, number and ages of children, and hobbies and interests. During this portion of the meeting, Dr. Kenneth Iglesias, President, Golden West College, made a brief presentation welcoming the participants and discussing present and projected enrollment at the college. In response to Councilmember Sullivan, Dr. Iglesias discussed the return to college of older students, reasons for their return, and curriculum in which they are enrolled. Recess/Reconvene A recess was called by the Mayor at 9:20 a.m. The Mayor reconvened the meetings at 9:30 a.m. Participants resumed and completed biosketches. Mr. Lewis presented and discussed an organizational model titled Organization Effectiveness and Success consisting of the following four components: 1. well-defined purpose (set priorities for the next 12 months), 2. roles and responsibilities, 3. processes (how work is accomplished), and 4. relationships. As part of the definition of purpose, Mr. Lewis read the responses from participants as to what would make this a successful experience. He then asked participants to explain what the responses meant. Mr. Lewis distributed and discussed a handout entitled "Themes" From Individual Interviews With Bill which consisted of comments obtained during interviews with Councilmembers and department heads. Mr. Lewis advised participants that based upon the information contained in "Themes" From Individual Interviews With Bill, he had prepared a handout entitled Discussion Topics which he distributed and read to participants. He stated that this handout would serve as the agenda for the day. He noted that the activities of the day should be viewed as an on -going process with follow-up on what is agreed upon rather than a one-time event. 731 02/01/97 - City Council/Redevelopment Agency Minutes - Page 3 Mr. Lewis requested that participants divide into two groups. Councilmembers, the City Administrator, and Mr. Lewis met in a separate room to discuss what they wanted and expected from department heads, and department heads met to discuss 1. what they wanted and expected from Councilmembers and 2. what they expected of themselves. Councilmember Garofalo arrived at the meeting at 11:25 a.m. Recess/Reconvene A recess was called by the Mayor at 12:30 p.m. The Mayor reconvened the meetings at 12:45 p.m. Councilmembers, the City Administrator, and department heads continued to meet separately regarding Council and department head expectations. As only two hours remained in the study session, the City Administrator advised Council that a meeting would be scheduled within 30 days to discuss goals, objectives, and the budget. During discussion with Councilmembers regarding problems submitted by constituents, the City Administrator asked that all such matters be referred to him. He stated that the process must be formalized and centralized through Administration. Councilmember Sullivan requested that when a copy of a letter to a constituent is sent to. -him, a copy of the constituent's original request should be attached. Mr. Lewis reviewed with Councilmembers their list of expectations for department heads. Councilmembers, the City Administrator, and Mr. Lewis rejoined department heads to discuss expectations. The City.Administrator advised department heads that the lists of expectations would be -discussed at this,time and that the group will meet again within 30 days to discuss goals, objectives, and the budget. Community Development Director Fallon read,and participants discussed the list of department head expectations for Councilmembers which included the need for mutual respect; the need for Council's awareness of department heads' education, experience, and competency; the need for Council to expect and respect professional recommendations and analyses; the need for staff to respect Council's political decisions. as to what is best for the community; the need for tactful honesty and better communication; allocation of the City Administrator's time; and informal meetings between Councilmembers and department heads. Councilmembers and department heads discussed the number of Council committees, the department head opinion being that policy areas should be consolidated and the number of committees reduced. Mayor Bauer stated that this would be a good time to review the list of Council committees and present a recommendation to Council. Mr. Lewis advised the group that this was an action item-- the Mayor, Mayor Pro Tempore, and City Administrator are to meet to establish a strategy regarding Council committees. 732 Page 4 - Council/Agency Minutes - 02/01/97 Participants discussed reduction of services due to staff reductions. The City Administrator stated that budget cuts should be translated into terms describing how a service level will be reduced. He added that staff can do a better job if the actual effect of a budget cut is articulated. Community Development Director Fallon discussed the department head expectation relating to the "4-Hour Rule" which requires that a Councilmember's request for a report by a department which exceeds four hours of work time be agendized. She stated that this should refer to any request of staff. The City Administrator stated that this rule should be re -adopted and followed. Participants concluded the department heads' expectations portion of the meeting by discussing the need for Council to make decisions collectively, not individually; the need for Council to address department heads prior to placing an item on the agenda; the need to cease dialog between Councilmembers and citizens during the Public Comments portion of the Council meetings; and the need to recognize the fact that elected department heads share the same goals as appointed department heads. Mr. Lewis read and participants discussed the list of Council expectations for department heads which included respect for Council authority; expectation that work will be accurate and professional so that Councilmembers can make the best possible decisions; recognition that Council and staff come from different points of view and have different responsibilities which can create tension; expectation that staff will demonstrate a "can do" attitude; responsiveness by all department heads --appointed and elected; responsibility of a department head for all the operations of his/her department; development of "solid #2's"--seconds in command; the need for creative, innovative approaches without fear of reprisal; the need to create a candid, truthful environment; continued support for public recognition program; demonstration of a "take charge" attitude; continued preparation of monthly activity report (MRP) showing trends, comparative data, and special issues; improved interaction and supportamong departments relative to problem solving; the need to take advantage of opportunities to raise revenue; the need for department heads to view the broad perspective beyond departmental parameters; implementation of good business practices; the need for staff to refrain from making policy; and the need to ensure that department heads do not spend an inordinate amount of time on projects without seeking direction from Council first. Department heads compiled the following list of expectations for themselves: 1. involve each other early on; 2. utilize department head meetings more effectively; 3. adhere to the Department Head Manifesto; and 4. respect the value of the Department Head Manifesto. Mr. Lewis stated that he will prepare a list.of recommendations. Mr. Lewis again distributed Analyzing Team Effectiveness forms. He asked participants to evaluate the team based upon the experiences of the last two days. Mr. Lewis re -read participants' responses to the statement "For me, today will be a success if ... He then asked each participant to evaluate the day's experience. 733 02/01/97 - City Council/Redevelopment Agency Minutes - Page 5 Adjournment - City Council/Redevelopment Agency The Mayor adjourned the adjourned regular meetings of the City Council and the Redevelopment Agency of the City of Huntington Beach to Monday, February 3, 1997 at 5:00 p.m. in Room B-8, Civic Center, 2000 Main Street, Huntington Beach, California. ATTEST: City Clerk/Clerk .�. � City drerk and ex-officio Clerk 6T the City Council of the City of Huntington Beach, and Clerk of the Redevelopment Agency of the City of Huntington Beach, California Mayor/Chairman 734