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Mayor Piercy assured the council that the City's representatives to the MPC would not take any position on the <br />Coburg road project that was at odds with City policy. <br />B. WORK SESSION: PROCESS SESSION <br />The council was joined for the item by Keli Osborn and Jan Bohman of the City Manager's Office for a process <br />session. Ms. Bohman provided a PowerPoint presentation describing how contacts were received on the Internet <br />and improvements that had been made to the process. Councilors asked questions clarifying the information <br />presented. <br />The council agreed to the following: <br />1. Process for handling constituent correspondence complaints issue -1) for service issues, staff will <br />process without council direction and copy the council; for policy issues, staff will await direction; 2) <br />stamp correspondence with routing of where it went and who processed it to ensure follow -up; 3) Public <br />Service Officer (PSO) reports of web -based complaints and inquiries and the staff response were desired; <br />4) add link to system or report to facilitate follow -up and communication between PSO, elected officials, <br />and staff person receiving and responding to Web -based complaint or inquiry; 5) City Manager Ruiz to <br />ensure that council e -mail contacts to him and Assistant City Manager Sarah Medary involving constituent <br />issues were entered into system; 6) request that PSO reports include names and locations if possible; 7) <br />request that resolution of complaint or inquiry be more comprehensive and explanatory than "closed." <br />2. Process for addressing requests for Contingency Funds —staff to return with additional options. <br />3. Including work session polls as part of regular council business — addressed by motion, below. <br />The council agreed any changes to the operating agreements would come back in the form of a resolution. <br />Mr. Clark, seconded by Ms. Taylor, moved that by council agreement, the council was required to <br />respond to council polls. <br />Ms. Taylor questioned how the motion would be enforced. Mr. Clark suggested that it was the same as other <br />process agreements in that the council agreed to follow the adopted process. <br />The motion passed unanimously, 8:0. <br />C. WORK SESSION: Eugene Sustainability Commission Work Plan <br />Ms. Osborn introduced Chair Josh Skov and Vice Chair Josh Bruce of the Eugene Sustainability Commission and <br />recently hired Sustainability Liaison Babe O'Sullivan. Sustainability Commissioner Shawn Boles was also <br />present. <br />Mr. Skov acknowledged the support of Ms. Osborn as well as City staff Matt McRae through the transition to a <br />new sustainability liaison. <br />Mr. Skov provided a PowerPoint presentation on the commission's work plan. Copies of the work plan were <br />included in the council meeting packet. Mr. Skov emphasized the plan's major focus on land use and <br />MINUTES— Eugene City Council August 9, 2010 Page 4 <br />Work Session <br />