Item A: City Council Process Session

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Mr. Pryor noted that there were hundreds of bills and wondered if it was possible for something to “slip through the cracks.” Mr. Kelly felt there was a check in process in that the nine councilors and Mayor, with the help of Intergovernmental Relations Manager Jason Heuser, were tracking them. He added that bill details were available on the Legislative Web site. Ms. Bettman reiterated that a split vote on the CCIGR could lead to an item being pulled from the Consent Calendar at the City Council level. Mr. Papé stressed that any legislative item could be revisited. Mr. Pryor commented that it was good to know the process. He added that he had experienced some confusion when he was new to the council. City Manager Taylor stated that the work session on November 8 would include a review of historic priorities, what was tracked, and how it was prioritized. Mr. Kelly asked if the completed legislative policies document would be available to review. Ms. Walston indicated it would. 3. Communications ? Council Assignments ? Constituent Tracking City Manager Taylor explained that he wanted to have a check-in about the discussion that transpired during his performance evaluation regarding council communication and the timeliness and adequacy of the response to council assignments. He thought in the past staff had erred in not putting things on the council assignment list, particularly work related to how constituent requests were handled. He said the council should receive feedback from Public Service Officer (PSO) Michelle Mortenson when an item had been deemed to be a council constituent request follow-up. He asked how this was working for the council. Ms. Ortiz said she had asked for several items of information and had experienced good turnaround. She related one instance in which she had asked Public Works Department Director Kurt Corey for information regarding street standards and it had seemed that she had not clarified what she wanted as Mr. Corey had not given her the response she had hoped for. She was ultimately able to ascertain what she needed to know. As for Ms. Mortensen, she felt her work for the council was good. Mr. Poling asked for an explanation of how the members of the public who call frequently were tracked. City Manager Taylor responded that an individual who called a lot was tracked to determine if there was a pattern to it. Ms. Walston elaborated, stating that the name, address, phone number and ward, as well as the nature of the complaint were entered into a system called the Citizen Tracking Resolution and Coordination system (C-TRAC system). She noted that they had “regular customers” and sometimes those people went to different departments. The C-TRAC system provides one central system to track the constituent requests. She noted that sometimes people need help that staff can not provide and an attempt to provide the appropriate referral for those people is made. MINUTES—City Council September 18, 2006 Page 3 Process Session