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ECC UGENE ITY OUNCIL AIS GENDA TEM UMMARY Work Session: City Council Process Session Meeting Date: April 27, 2011 Agenda Item Number: B Department: Central Services Staff Contact: Beth Forrest and Keli Osborn www.eugene-or.gov Contact Telephone Number: 541-682-5882, 541-682-5406 ISSUE STATEMENT This work session is part of an ongoing opportunity for the City Council to discuss how it conducts its business. The council meets periodically to talk about its processes and operating agreements. BACKGROUND Council in 2010 held process sessions in June, August and October. The Mayor, individual councilors and staff have identified the following items for discussion at this meeting: -American flag protocol and addition of the Pledge of Allegiance to council meetings -Check-in on communication with constituent contacts and the Public Service Officer (PSO) -Options for boards, commissions, and committees (BCC) interview and appointment process -Recording and webcasting boards and commissions meetings -Emergency procedures (e.g., guidance for City Hall occupants in the event of a natural disaster) -Proposed changes to Operating Agreements American Flag and Pledge of Allegiance At the close of council’s October 2010 process session, Councilor Mike Clark requested that staff place the question of whether council would like to begin administering the Pledge of Allegiance at meetings. The United States and State of Oregon flags are displayed in the Council Chamber, but currently not in the McNutt Room. A quick survey of a few other jurisdictions shows that the Springfield City Council conducts the Pledge of Allegiance at every regular meeting, but not at work sessions; the Portland City Commission does not conduct the Pledge; the Salem City Council conducts the Pledge at every meeting; and the Lane County Board of Commissioners does not routinely conduct the Pledge, though the board did so at the most recent State of the County event. Check-in on communication with constituent contacts and the Public Service Officer (PSO) At the August 2010 process session, Council discussed processes for PSO response to constituent contacts and reporting to council. The PSO report format has been modified to include more information including an identified “outcome” field, and the report is sent to council every two weeks. PSO response procedures also have also been adjusted and staff would like feedback on whether these changes are meeting the council’s needs and if there are additional requests or suggestions. Options for BCC Interview and Appointment Process In an email dated March 22, 2011, staff proposed a revised interview process that would give candidates chosen for an interview five minutes at the beginning of their interview to present their qualifications \\Cesrv500\cc support\CMO\2011 Council Agendas\M110427\S110427B.doc