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HomeMy WebLinkAboutItem A - Process SessionEUGENE CITY COUNCIL AGENDA ITEM SUMMARY Work Session: City Council Process Session Meeting Date: April 18, 2005 Agenda Item Number: A Department: City Manager's Office Staff Contact: Lynda Rose www. cl. eugene, or. us Contact Telephone Number: 682-5017 AGENDA ITEM SUMMARY This work session is part of an ongoing opportunity for the City Council to discuss how it conducts its business. At their July 23, 2003, work session, councilors agreed to convene process sessions three times annually, immediately following each council break. BACKGROUND At the January 12, 2005, process session, staff presented an overview of the City's boards, committees and commissions process for recruitment and selection. Following the presentation, councilors asked that staff return with recommendations that might better clarify the process, both internally and externally. These recommendations, as well as a draft implementation timeline and matrix of current committees (attachments B and C) will be discussed. At the February 25-26, 2005, strategic planning meeting, an ad hoc committee was created to examine the council's vision and goals statement and to offer suggestions for modifications based on input from that meeting. The committee, comprised of Mayor Piercy and Councilors Ortiz, Pryor, and Solomon, convened two times, and has provided initial recommendations (Attachment A). Their submission is a result of what the committee members viewed as the thoughtful input of councilors at the retreat. Former City Councilor Ken Tollenaar was also invited to participate in the discussion, and offered a historical perspective to the committee's conversations. In addition, eight priority issues were approved by the council and then formally adopted at the March 7, 2005, City Council meeting. The City Manager and executive managers have created an action plan template (Attachment D), which will be discussed. Greta Utecht, Lane County human resources director and Alicia Hays, department director of the Lane County Department of Children and Families, will facilitate the process session to allow for full participation by elected officials and staff. RELATED CITY POLICIES No related City policies are relevant to this discussion. However, the draft vision and goals statement, if approved and set for final council action, will become the foundation for how the City conducts its business. L:\CMO\2005 Council Agendas\M050418\S050418A. doc CO[INCIL OPTIONS The council may choose to accept or amend the draft vision and goals statement, as well as the revised recruitment and selection process for boards, committees, and commissions, CITY MANAGER'S RECOMMENDATION No recommendations are offered by the City Manager. S[IGGESTED MOTION No motions are offered by the City Manager. ATTACHMENTS A. Draft Vision and Goals Statement Prepared by Council Ad Hoc Committee B. Draft Timeline of Revised Boards, Commissions, and Committees Process C. Matrix of Current Boards, Commissions and Committees D. Council Priority Issue Action Plan Template FOR MORE INFORMATION Staff Contact: Lynda Rose Telephone: 682-5017 Staff E-Mail: lynda.l.rose~ci.eugene.or.us L:\CMO\2005 Council Agendas\M050418\S050418A. doc ATTACHMENT A VISION AND GOAL STATEMENTS As Prepared by Special Ad Hoc Committee* *(Mayor Piercy, Councilors Ortiz, Pryor, and Solomon) CURRENT VISION STATEMENT Eugene is a regional center for education, culture and commerce, and a comfortable, attractive and affordable place to live and work. We value the variety of our safe, livable neighborhoods and the beauty of our landscapes. We respect the perspectives and lifestyles of our active and diverse citizenry. We strive to provide sound, open government and to deliver effective, efficient services. PROPOSED VISION STATEMENT Eugene is a community that values its people and their participation in our government. This means a respect and appreciation for diversity, educational and cultural assets, equity, justice, and social well-being. We embrace our differences as the source of our strength, and the basis for our success. We are also a community that values our physical assets and natural resources. Eugene's vision is to sustain its clean water, breathable air, beautiful parks and open spaces, livable and safe neighborhoods, and maintain a vibrant downtown. Eugene further values a strong and vibrant economy. Prosperity is the engine that drives our community's future. Our vision is to ensure that every person can achieve financial security, enjoy the fruits or their labor, and operate within a sustainable economic structure. L:\CMO\2005 Council Agendas\M050418\S050418A-attA. doc Page 1 of 1 CURRENT GOAL STATEMENTS SAFE COMMUNITY A safe community where people feel secure and respected SUSTAINABLE COMMUNITY DEVELOPMENT A community that retains a high quality of life and a healthy economy, effectively links land use and transportation planning, and successfully manages growth and change in the urban environment HEALTHY NATURAL AND BUILT ENVIRONMENT A community that conserves and enhances the natural environment and provides an attractive and healthy place to live ACCESSIBLE AND THRIVING CULTURE AND RECREATION A community that offers a wide variety of opportunities for positive cultural, recreational and educational development for all EFFECTIVE, ACCOUNTABLE MUNICIPAL GOVERNMENT A local government that works openly and respectfully with and for everyone in the community FAIR, STABLE AND ADEQUATE FINANCIAL RESOURCES A local government whose ongoing financial resources are based on a fair and equitable system of taxation and other revenue sources and are adequate to maintain and deliver municipal services L:\CMO\2005 Council Agendas\M050418\S050418A-attA. doc Page 2 of 2 PROPOSED GOAL STATEMENTS SAFE COMMUNITY A community where people feel safe valued and welcomed. SUSTAINABLE DEVELOPMENT A community that meets its present environmental, economic and social needs without compromising the ability of future generations to meet their own needs. ACCESSIBLE AND THRIVING CULTURAL AND RECREATION A community that recognizes that the arts and outdoors are integral to the social and economic well-being of the community and should be available to all. EFFECTIVE ACCOUNTABLE MUNICIPAL GOVERNMENT A government that works openly, collaboratively and fairly with the community to achieve measurable outcomes FAIR, STABLE AND ADEQUATE FINANCIAL RESOURCES A government whose on-going financial resources are based on a fair and equitable system of revenues and is adequate to maintain and deliver municipal services L:\CMO\2005 Council Agendas\M050418\S050418A-attA. doc Page 3 of 3 ATTACHMENT B PROPOSALS Boards, Committees and Commissions April, 2005 Short Term Proposals (April - September 2005) · Time Line for 2005 Recruitment 1. Start recruitment on July 1, 2005 2. End recruitment on September 9, 2005 3. Specific time line - including interview for each committees laid out 4. Work with current committees on recruitment efforts (word of mouth) 5. Develop a profile for candidates/applicants · Scheduling of Interviews 1. Materials for review to councilors on September 22 2. Appointments on October 24 3. Interviews for each committee set ahead of at start of recruitment 4. Week of October 3 · Application Revisions 1. Delete questions 3 and 4 on reverse - make more room for responses 2. Provide Word version of application on line to encourage typed applications 3. Determine what other type of information can/should be collected · Supplemental Questionnaire Revisions and Interviews 1. Work with staff, current members and council to develop/revise supplemental questions 2. Work with staff, current members and council to develop/revise interview questions - modify interview time if needed · Codified and secure agreement on selection processes for interviews, appointment 1. Provide memo to and secure agreement on the selection procedures for interviewees (e.g. 3 vote minimum, outright appointment) 2. Provide guidelines for interviews (what can and cannot be asked) · Clarify interim appointment processes now in place Mid Term Proposals (October 2005 - March 2006) · Change recruitment process, go to fiscal year basis for terms 1. Change terms to start on July 1 and end on June 30 2. Start recruitment March 3. End recruitment April 15 4. June 1 appointment · Amend Eugene Code as needed (terms) 1. Ordinance to make changes in the terms 2. Address voter pool issue - is it effective and worth the cost 3. Codify interim appointment process · Develop introductory training for new members 1. Provide a handbook for new members and provide training · Develop and implement on-line application process and database interface with portal Long Term Proposals (January 2006 - September 2006) · Assessment of boards, committees, commissions 1. Review purpose/need for each group 2. Review appointment process 3. Review types of groups, (mayor's ad hoc, council ad hoc, departmental) · Review of IGA creating committees 1. Purpose? Function? 2. Appointment process? Boards, Committees, Commissions Summary of Appointment Processes April 13, 2005 GROUP TYPE APPOINTMENT SPECIFIC COMMENTS (Authority) PROCESS SLOTS Budget Committee Standing Council interviews, No; ORS requires number of Sixteen members; all eight (EC 2.013) Council appoints lay members to be the same councilors; eight lay persons; (ORS 294.335) as number of elected officials terms are for three years. and also requires that There are no term limits. members of the Budget Committee be electors within the district; for the City of Eugene, this means all members must be electors within the City. Human Rights Standing Council interviews, No. Fifteen members; fourteen lay Commission (EC 2 260) Council appoints; members, one elected official in the past, the Human who is appointed by the Rights Commission has Mayor; terms are three years; offered recommendations members may only serve two three year terms and must wait a year before seeking appointment again. Planning Commission Standing Council interviews, No, however, ORS requires Nine positions on the Planning (EC 2.330) Council appoints that no more than two Commission; seven at large (ORS 227.030) commissioners can be citizen positions and two ex engaged in the same officio positions. The two ex- occupation, business, trade, officio members are staff who or profession, including the have content area knowledge; buying and selling or terms are for four years L:\CMO\2005 Council Agendas\M050418\S050418A-attC.doc Page 1 of 1 GROUP TYPE APPOINTMENT SPECIFIC COMMENTS (Authority) PROCESS SLOTS developing of real estate for a profit. Police Commission Standing Mayor nominates and the No, however the EC Membership on the (EC 2.368) City Council appoints; specifies that a broad range Commission is two city Police Commission has of persons should be on the councilors, one human rights regularly offered commission to more commissioner, one member recommendations to accurately reflect the from the citizen review board, Mayor for nominations community. A member of if in existence; one member for at large positions; the Human Rights recommended by the police Human Rights Commission is chief; and eight citizen Commission recommended by the Human members. The mayor selects recommends a Rights Commission to serve, and appoints the two members representative to the one member recommended of the City Council; the other Mayor, as does the Police by the police chief, members, including those Chief. recommended by the Human Rights Commission and police chief are nominated by the Mayor and appointed by the City Council. Terms are four years long and members are limited to two terms on the Commission and then must wait at least one year before seeking appointment again. Budget Subcommittee Ad Hoc There is no appointment No. The Budget Subcommittee has Subcommittee of process per se; the lay been charged with the review the Budget members of the Budget of service profiles and other Committee Committee are the specific projects. members of the Budget Subcommittee L:\CMO\2005 Council Agendas\M050418\S050418A-attC.doc Page 2 of 2 GROUP TYPE APPOINTMENT SPECIFIC COMMENTS (Authority) PROCESS SLOTS Historic Review Board Standing The Mayor and Planning No, however, one member of The Historic Review Board Subcommittee of Commission president the Planning Commission consists of one member of the the Planning nominate, and the City serves on the Historic Planning Commission and six Commission Council appoints Review Board. citizens at large. members to the Board. Human Rights Agenda Standing There is no appointment No. This committee appoints new Committee Subcommittee of process per se; the chair members; the council does not the Human Rights of the Human Rights participate in this appointment Commission Commission and the process. (EC 2.280) chair other standing subcommittees make up this committee Human Rights Standing The members of the No. This committee appoints new Accessibility Subcommittee of Human Rights members; the council does not Committee the Human Rights Commission appoint participate in this appointment Commission members to this process. (EC 2.280) subcommittee Human Rights Standing The members of the No. This committee appoints new Education and Subcommittee of Human Rights members; the council does not Outreach the Human Rights Commission appoint participate in this appointment Commission members to this process. (EC 2.280) subcommittee Human Rights Standing The members of the No. This committee appoints new Advocates and Subcommittee of Human Rights members; the council does not Referral Team the Human Rights Commission appoint participate in this appointment Commission members to this process. (EC 2.280) subcommittee Boundary Advisory Intergovernmental Mayor appoints the one Yes, one elected official Committee Agreement elected official to this from the City of Eugene The commission is body L:\CMO\2005 Council Agendas\M050418\S050418A-attC.doc Page 3 of 3 GROUP TYPE APPOINTMENT SPECIFIC COMMENTS (Authority) PROCESS SLOTS authorized to operate as an adjunct to the state Boundary Commission. Citizen Planning Intergovernmental Mayor nominates; No, however, Springfield There are 15 members on this Committee for the Agreement council appoints representatives also serve on committee. Whilamut Natural the committee and are Area of East Alton nominated by Willamalane Baker Park CVALCO Intergovernmental Mayor appoints elected Yes, one elected official Agreement official to this body from the City of Eugene Housing Policy Board Intergovernmental Mayor appoints elected Yes, one elected official Agreement official to this body from the City of Eugene Human Services Intergovernmental Mayor appoints elected Yes, two elected official Commission Agreement officials to this body from the City of Eugene Lane Council of Intergovernmental Mayor appoints elected Yes, one elected official Governments Agreement officials to this body from the City of Eugene McKenzie Watershed Intergovernmental Mayor appoints elected Yes, one elected official Council Agreement official to this body from the City of Eugene Lane Regional Air Intergovernmental Mayor appoints elected Yes, one elected official Currently 7 members, Pollution Authority Agreement as per official to this body; from the City of Eugene; two consideration of additional ORS Mayor nominates Eugene at large lay members from Eugene member and other lay members; council Eugene; other members jurisdiction underway appoints jurisdictions also have members LTD BRT Steering Intergovernmental Mayor appoints elected Yes, one elected official Committee Agreement officials to this body from the City of Eugene Lane Workforce Intergovernmental Mayor appoints elected Yes, one elected official Partnership Agreement and also official to this body; from the City of Eugene; L:\CMO\2005 Council Agendas\M050418\S050418A-attC.doc Page 4 of 4 GROUP TYPE APPOINTMENT SPECIFIC COMMENTS (Authority) PROCESS SLOTS as per the federal Mayor nominates Eugene businesses representatives legislation lay members; council from Eugene and Springfield appoints and Lane County are also on the board Metropolitan Policy Intergovernmental Mayor appoints elected Elected officials serve on this Committee Agreement officials to this body group Metropolitan Intergovernmental Mayor appoints elected One elected official from Wastewater Agreement officials to this body; Eugene; one Eugene lay Management Mayor nominates Eugene member Commission lay members; council appoints Intergovernmental Standing Mayor appoints the three No. Relations Committee Subcommittee of members for this the City Council as committee per Council Operating Agreements Toxics Board Eugene Charter, Council interviews and Yes; three members must be There are seven members; Amendment IV council appoints the persons who are employed there are term limits for this "business" and by businesses required to body; members may serve only "advocacy" report under the law, three two three year terms; members representatives; the members with a proved may not serve more than two "neutral" member must record of environmental consecutive terms. be nominated by at least advocacy and one member four of the other six who is "neutral". members; the council appoints this nominee offered by the six members of the Board. L:\CMO\2005 Council Agendas\M050418\S050418A-attC.doc Page 5 of 5 ATTACHMENT D Council Strategic Priorities Action Plan Template April 2005 The following is information will be used by the strategic priority teams to prepare their action plan. Theses guidelines can be tailored to meet the context of the strategic priority, understanding that the magnitude of the priorities vary widely. A. Planning Horizon and Focus Use a 3-5 year horizon for identifying what the strategic priority will accomplish. Focus on the first 18-24 months as the first phase of the action plan. Use the material brainstormed by the Council as a starting point for framing the action B. Strategic Priority Outcomes Specifically identify a set of proposed outcomes for the strategic priority. The outcomes may be for the 3-5 year period or may be divides outcomes in two sets, one for the 3-5 year period and a second set for the first 18-24 months. C. Progress to Date Identify all work that has already been accomplished on this strategic priority over the last few years. Connect these accomplishments to the stated outcomes. Also identify any work currently in progress or identified in department planning documents that connects to any of the outcomes. D. Action Plan The action plan should have three components: 1. Action Steps and Tasks - Given the time horizons and progress to date, identify specific action steps and associated tasks designed to reach the stated outcomes of the strategic priority. 2. Responsible Staff - Identify names of staff responsible for coordinating the work of each action step. 3. Timeline - Estimate a timeline for each objective to include major milestones. E. Resource Needs Identify approximate resource needs. In additionto an estimation ofstafftime, consider consulting fees, temporary help, materials and supplies, etc. F. Monitoring and Evaluation Identify steps to monitor progress on action plan. Include a method for evaluating the impact of the plan on the proposed outcomes.