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HomeMy WebLinkAbout11/23/1977 Meeting '. . M I NUT E S e EUGENE CITY COUNCIL November 23, 1977 Adjourned meeting from November 16, 1977, of the City Council of the City of Eugene, Oregon, was called to order by His Honor Mayor Gus Keller at 11:30 a.m., November 23, 1977, at King's Table, Oakway Mall, with the ..- following Council members present: Eric Haws, D. W. Hamel, Tom Williams, Ray Bradley, Jack Delay, Scott Lieua11en, Brian Obie, and Betty Smith. - I. Items from Mayor and Council A. Letter re: Dog Contro1--Mr. Obie acknowledged receipt of a copy of a letter addressing dog problems. He wondered what staff's response was. Manager replied he had answered and will forward a copy to Mr. Obie. B. November 28 Council Meeting--Mayor Keller announced pUblic testi- mony will not be taken on the sexual orientation amendment. Auxiliary loud speakers will be hooked up in various rooms around City Hall to prevent overcrowding in the Council Chamber. Doors will be opened at 6:30 p.m. C. Applications for Commissions and Board Appointments--Manager noted e the deadline for applications is 5 p.m., December 2, Friday. D. Budget Committee Meeting December 1--Manager announced the purpose of this meeting would be to orientate new committee members. Two appointments need to be made by Councilors for the Budget Committee, and Manager requested Councilors make those appointments prior to December 1. The regular Budget Committee meeting will be held December 15, 7:30 p.m., McNutt Room. E. Civic Center Architect Selection--Memo distributed. Manager noted this item was in response to Council's request for further information regarding the local architect relationship with Luckman Associates. Dean Baumgartner said the memo summarized the extent of the relation- ship between the local architect and Luckman. He said seven local. architects had been considered with the final selection of Unthank Seder and Poticha. Luckman met with that firm to arrive at the exact determination of the relationship and what the work distribution percentage would be. He sai d thi s related only to the architec- tural portion of the first phase, the determination of construction costs estimates for the project . The local firm will do approxi- mately 40 percent of the initial work. In addition, 20-50 percent e 11/23/77--1 85' . . of the work done by Luckman will be done in Eugene. An agreement had been reached between the two on this breakdown, with both feeling 41' it to be a fair division of work and responsi~ilities. Mr. Baumgartner continued he understood this clarified the amendment to the motion to accept Luckman Partnership as the approved national firm for this first phase. Mr. Haws wondered if there was going\to be a contract directly with the local firm. Manager said the contract was with Luckman Partership only. Mr. Haws then wondered if the firm met the affirmative action goals, to which Mr. Baumgarter replied yes, they had met all require- ments. Mr. Haws then requested a copy of the contract. Mr. Lieual]en recalled Mr. Williams' intent in his amendment to the motion was to approve a relationship. He questioned a representative from the local firm as to whether they felt satisfied with the re- lationship as presented. Mr. Unthank and Mr. Poticha both expressed satisfaction and reinforced the statements made by Mr. Baumgartner. They reiterated this was for the first phase only, and the second phase had not yet been negotiated. Mr. Williams wondered if Council was making a firm commitment through Phases 2 and 3 by approving this relationship agreement. Mr. Baumgartner replied that no contract commitment had been made; however, it was hoped the arrangement and working relationship would go beyond the first phase. Mr. Williams moved, seconded by Mr. Hamel, to accept the pro- e posal as presented by Luckman and accept the local firm of Unthank Seder Poticha to work with Luckman Associates. Mr. Haws wondered if the working relationship agreement had been committed in writing. Mr. Baumgartner replied it was a verbal agreement at this point. Mr. Haws then said he would like to see the agreement in writing before he voted on it. Mayor Keller responded to Mr. Haws that if the intent is in evidence, then Council should feel fairly safe this is a good agreement. He felt the two firms could work out a sufficient arrangement, and Council delaying just to see the agreement in writing would simply hold up progress. Mr. Haws indicated he would vote no until he could see the contract in writing. Vote was taken on the motion, which carried with all Council members present voting aye, except Mr. Haws voting no. 11/23/77--2 e 851 F. Minorities Commission--Manager noted resignation of Ron Sparks and the availability of Jim Cisler,1265 Oakway Terrace, who had been II appointed previously by Council as an alternate. Mr. Haws moved, seconded by Mr. Hamel, to accept the resignation of Ron Sparks and to appoint Jim Cisler to the Minorities Commis- sion for a term ending 1/1/80. In answer to a question by Mr. Haws, Andy Clement replied there were still two alternates for this commission. Vote was taken on the motion which carried unanimously. II. Site Selection for Civic Center Auditorium--Letter distributed. Manager noted Council had received a site selection report, in addition to the letter attached to the agenda. The letter indicated general public agreement on the site selected by the Civic Center Commission. He said the final report received included information on all the sites evaluated and the various factors in evaluation. Action requested by Council today was to approve the site as recommended by Civic Center Commission so that plans may start for the development. Mr. Baumgartner reviewed the site selection process by the Civic Center Commission. He said it included evaluation of 17 individual sites, as presented to Council in the final report. He said the Commission was unanimous with the exception of one vote in selecting the downtown site as presented to Council. In the opinion of the architects, at e this phase of preliminary cost estimate, the site selected is suffi- cient to encompass what has been expressed as the desire of the communi ty. He said there was some question regarding requirement for additional parking. He said this related to the required surrounding . parking in the central district. Another consideration was location of a hotel in the surrounding area. On the basis of the above concerns, Mr. Baumgartner said the construction firm recommended looking at two additional potential sites: One north- east, containing a block and a half; the other immediately west of Olive Street. He said in addition, there had been a number of discussions with LTD regarding their development of facilities and its relationship to a civic center site. He said 8th and Willamette Street was a potential site for LTD facilities. He said this would continue to be considered as the project moved into the preliminary design phase. Based on these considerations, the Civic Center Commission agreed to recommend to City Council a two-square block area in the central business district bordered by 6th and 7th avenues, Oak and Olive streets, with the understanding that if more space is needed, the Commission will come back to the City Council for approval at that time. e 11/23/77 --3 858 Mr. Haws wondered if it had been determined what type of building was going to be constructed. Mr. Baumgartner replied it was only in a e conceptual stage. He said a further development study would be in progress, but there were only "footprints" available now. Mr. Haws wondered if the final design and type would come before Council for approval. Mr. Baumgartner replied that was included in the report Council had received. Mr. Haws~did not remember voting for a particular type of complex. Mr. Obie said the Commission had gone through a thorough study and had made a decision, developed, and approved a concept. Mr. Haws wondered if Council was going to approve that. Mr. Obie said it was not perceived as a Council project, noting Council had provided a charge to the Com- mission and it was carrying out that action. He said if City Council wanted more say, then it should let the Commission know that at this time. Mr. Haws then asked if he were correct in understanding that Council chose the architect and site but did not choose what was to appear on that site. Mr. Obie replied yes. Mr. Lieuallen said that was not entirely true. He said the initial charge was to develop a proposal for a performing arts center and a multi-use convention complex. The Commission was still trying to define that concept. He said, as proposed, the civic center complex might include a small theater seating about 500 people, a larger theater-concert hall seating about 2,500 people, and a conference and activity center for community meetings and conventions. He thought that general process had gone through the approval process of Council. e Mr. Baumgartner reminded Council of the six-month action sheet, which was presented to Council and approved by Council. The schedule included February as a final date for presentation of a concept for Council approval. He said the Commission was now looking at modifying the concept and the interrelationship between the suggested proposal. He said a very specific final concept, with price and priority in terms of the project, would be before Council February 6. Mr. Haws wondered what happened if a site were chosen and the design for the concept changed. Mr. Baumgartner replied the site would accommo- date anything the Commission was studying except a very large major sports complex. Mr. Haws then wondered if a smaller facility were chosen, what effect that would have on the proposed site. Mr. Baumgartner said there were five acres on the proposed site. He said if a smaller facility were chosen, it would allow for a more aesthetic development. He said several sites among the 17 would have been acceptable, but this one received the most public support and was recommended by the Commis- sion. He noted it would be the one for which prices would be made available to Council. He said it would become very prohibitive and expensive to try to price development on any more than just this one site. He reiterated that in February there would be a joint session between Council and the Civic Center Commission to consider and approve the final design and costs, and to authorize the contingency plans for the architectural and design development phase. e 11/23/77--4 859 . Ms. Smith wondered if there were any efforts underway to use the site specified as 6-B as space for a hotel development. Mr. Baumgartner said the Commission had had some initial contacts and had referred those to the ERA. He said it was assumed by the Commission that City agencies would follow up on those initial requests and the Commission would work with the City agencies. Mr. Lieuallen reviewed the process for Council. He said some felt Commission members were not getting involved as much as might be desired. The suggestion was made that the Commission get more deeply involved, and Mr. Lieuallen noted he had visited several sites in California with the architect and staff to look at and talk about how facilities were developed, financial planning, and role in the community. He felt it very beneficial that that was happening. He said the Commission will take a fairly active role from now on. He said reports from the Commission process will have a great deal of citizen involvement, with reports to Council as to how work is pro- ceeding. He felt there was a great deal of understanding about what the City wanted it to do with this civic center, and he felt very good about the process as it was evolving. He encouraged Council and the public to call staff or persons involved if there were any questions. He reassured Council that the Commission was very much involved in the proceedings with the Civic Center. Mr. Hamel moved, seconded by Mr. Delay, to approve the site as recommended (site noted 6-A). e Mr. Lieuallen also noted for Council there were a number of people at the hearings who spoke in favor of the downtown site. He said it was hard to say if all those speaking in favor were representative of the entire community, but they were well-represented groups. He said it was a pretty impressive show of consensus of opinion for that site. Mr. Haws said he never had conceived this to be what he wanted. He would support a performing arts center but did not feel the people, or he himself, wanted to spend tax dollars on a convention complex to attract the hotel complex in the downtown area. He interpreted what Council was doing as encouraging a hotel complex. Mr. Obie asked Mr. Haws how he arrived at that interpretation. Mr. Obie felt the Commission was trying hard to carry out the City Council direction. Mr. Haws said he thought he had voted on an idea to promote a local performing arts center and not to bring in outside performances or to encourage a hotel in the downtown site. Rather, he said it was a concept to promote Eugene's local per- forming arts. Mr. Obie said he could not understand that line of reasoning. He said the original discussion by City Council talked about a convention center aspect and Council had voted in that direction. Mr. Haws thought he had voted only to explore that idea. He felt a performing arts center was of higher priority. e 11/23/77--5 Uo Mayor Keller said he did not think Mr. Baumgartner or the Commission ever indicated that tax dollars were going to be used to build a hotel. . He felt the idea that that was part of the propOSal to be totally in error. In regard to the idea of a convention facility, City Council IS charge was if that could be included, then it would be appropriate. However, it would not be just a convention center. It could be used for other performances that might come to town. It was in concept more a multi-purpose facility. Mr. Haws reiterated he was opposed to spending tax dollars for a convention-auditorium center in the downtown area to attract a hotel. He would be willing to spend money to support a performing arts center. Mr. Lieua11en said the Commission was talking about an auditorium that would have a variety of uses. The University, for example, could use it as a large seminar facility, and he cited other examples of use by the community as a multi-use center. He said it would not necessarily' be just a performing arts center all the time. He also said a smaller theater would be included that could be used by people in the community. He said the performing arts element would be varied and flexible enough to be very useful for the entire community. He noted the possibility of Lane County building a larger exhibit hall at the fairgrounds. He said the Civic Center Commission would not be looking at such a facility on this site but would be looking at a multi-purpose center that could be used by out-of-town conferences and conventions, and also a facility that would be available to the entire community for smaller performing arts. He characterized it as a multi-use, community-oriented facility. Mr. Delay said he shared the basic concern about the final design and e type of building. He did not think there was evidence that Council was losing track of where the design was going at this stage. He noted Mr. Baumgartner had said the final precise design and cost estimate with more details would come later. Vote was taken on the motion, which carried with all Council members present voting aye, except Mr. Haws voting no. Mr. Bradley wanted it noted for the record that he felt there were too many concrete buildings in the downtown area, and he hoped the Civic Center Commission would look at other kinds of building sub- stances, such as wood structures. III. Human Rights Commission Goals and Objectives--Memo distributed to Council. Manager noted Council receipt of the Commissionls statement of goals and objectives. He said the Human Rights Council also issued a statement which seemed to indicate hope for greater City Council involvement. The individual commissions' statements of goals and objectives were work plans, as requested by Council, for use as a basis for measurement of Commission performance. 11/23/77--6 e 8~1 e Betsy Merck, Human Rights Specialist, said Council had requested the human rights commissions to present a year's work plan. She reminded Council of the annual report the human rights commissions had submitted to Council, noting another would be presented October, 1978, based on the goals and objectives as stated. However, in the meantime, staff would be preparing periodic updates, based on the work plans as presented. She noted for Council, under the Minority Commission, to delete III-A. In response to a question from Mr. Obie, Ms. Merck replied the staff report would be directly related to these goals and work plans. Ms. Smith noted the Commission's stated goals and objectives would be very helpful for City Council's review of the Annual Report. Ms. Smith noted, under the Human Rights Council objectives, a request for City Councilors to attend meetings. She wondered how this would take place. Ms. Merck replied it had not yet been discussed in detail. However, she noted the recent attendance by Mr. Haws and Mr. Williams at the Aging Commission meeting, and the positive response from that. She said the invitations to City Councilors would probably be on a periodic basis. Comments from City Councilors in regard to whether commissions are going in the right direction, and their role vis a vis the Human Rights Council would be very valuable. Mr. Haws moved, seconded by Mr. Hamel, to accept the goals and objectives of the Human Rights Council and commissions. Motion carried unanimOUSly. e IV. Decision on Economic Development Vehicle Manager reported the November 18 meeting with Springfield, Eugene, L-COG, and County Commissioners, had been informative. From a staff point of view, it was felt Council should support Eugene joining an economic development commission as proposed by Commissioner Wood, with certain conditions attached. The conditions relate primarily to City Council having substantial appointing powers of membership to the Commission, and through that representation, Eugene having considerable influence on the deliberations of the Commission. Manager noted a memo distributed by John Porter regarding the represenation on the proposed Economic Improvement Commission. Mr. Porter said the memo suggested certain key appointments City Council should make. He said this would meet the suggested 40 percent voting membership that is Eugene's proportion according to population. He said the percentage could be reduced by decreasing membership on the Councilor the school board. He said the lowest membership percentage should be no less than 28 percent. He noted the groups outlined were: City Council members--tw~cted; School District 4-J and School District 52 board member--on~ ected; EWEB board member--one elected; Lane Community College board member--one elected; Eugene Chamber of Commerce--one not elected; Eugene League of Women Voters--one not elected; Eugene Planning Commission--one not elected; and Lane County Labor Council--one not elected. e 11/23/77--7 8'1 Ms. Smith wondered if it was the intent that City Council would be making recommendations in these categories for the Economic Commission. e Mr. Porter replied yes. Mr. Haws felt it important for Council to become involved, but only under the conditions as recommended. He questioned the 40-percent representation, noting it was his understanding the final appointments would be approved by the County Commissioners. He thought City Council should have the final approval. Secondly, he said, since the membership was supposed to be citizens from Eugene, he felt it important Council appoint only Eugene residents, noting a Lane Community College board member might not be a resident of Eugene. He wondered if a modification should be made to state Eugene residents only. Mr. Porter replied the intent was to have Eugene citizen membership only. He said as far as the final appointing power, that might be some political negotia- tion City Council would have to work out with the County Commissioners and L-COG. Mr. Delay asked for clarification as to whether Mr. Porter was saying the City Council would present a list of persons from these categories to be members on the Commission. Mr. Porter replied that was the intent. He said if the County Commissioners did not like the list, then it would be a matter to be worked out between the two bodies and staff. He said he felt these categories were a good representation of citizens in the community and would have a balancing effect. He continued that City Council ought to have a say on who is- on the Commission, and that was the intent of the memo. He reiterated if the Commissioners did not accept the list, then it would .have to be negotiated. Mr. Obie expressed concern that Council was getting involved in the e appointment process. He said the issue at hand was whether or not Council was going to accept joining the Economic Improvement Commission. Mr. Haws felt the issue, as explained by Mr. Whitelaw, was that an economic situation exists in Lane County and in Eugene where there are certain particular kinds of needs for economic development. As he remembered Mr. Whitelaw's presentation, he said it was suggested the community should train people to put them in jobS and a vehicle was Reeded to obtain that goal. He understood staff was saying this was the best vehicle available. He felt if that were the suggestion, and this was the best vehicle available, he would only support joining this commission with the understanding of conditions as outlined by staff. He felt Council should proceed with caution and control. Mr. Delay thought the reason Council was talking about appointment was, to him, that was really the issue. He said there were two elements involved: 1) That Eugene should have some quasi-proportionate represen- tation on the Commission; and 2) Eugene should be sure to have some kind of review power to be sure action cannot be taken that would be counter productive to Eugene. He said Council should be assured that Eugene maintains a certain degree of control over the direction the group takes. He also felt the other jurisdictions should have the same review power. 11/23/77--8 e g~3 Ms. Smith said she did not feel the two issues could be separated e and would support the recommendation under the conditions that Eugene have the right to review actions and 40 percent representation. She said it was clear Eugene could not develop an economic vehicle alone and felt it to Eugene's advantage to participate in this development. Mayor Keller noted at the Friday economic development meeting, it was clearly set forth that a port district was a possibility, but that might curtail ativities for four to five years. He said at least getting involved in the Economic Improvement Commission would be a good start. Mr. Bradley understood if the Council joined in the Economic Improvement Commission, that would be a first step toward an Economic Improvement District. He felt it important at this first stage that Eugene have the final authority over the appointments of the members to the Commission. He said if the County Commissioners cannot accept Eugene Council's recom- mendations, then he would not support the Economic Improvement Commission. He thought it important to have control over economic development within Eugene and that could be done through the appointment process. Mr. Obie said, as he remembered Mr. Whitelaw's presentation, that job training was an integral part of the presentation. He wondered if this meant as the area moved from an economic commission to an economic district whether more CETA employees would be involved. Manager replied that was certainly a possibility, as there would be potential for more grants e to help in this area. Mr. Whitelaw replied the two were unrelated. He said having a commission or not having it has no effect on more or fewer CETA employees. Mr. Haws said he felt the staff would be working with Lane County regarding CETA funding in any event. Assistant Manager replied staff was working on it at the present time. He said having City Council maintain some major control over what is happening with the economic development in the area could interrelate the two. He said Eugene would have some specific impact for distribution of CETA funds. He said having the ability to deal with the employment problem in the County made it important that that strategy stay closely in connection one with the other. Mr. Porter read the November 5 memo from the Planning staff to City Council in which recommended actions suggested that the City join with the County in a cooperative relationship to develop an economic improvement commission and district. The City Council should endorse the same type of partnership arrangement in employment training and job development (CETA). He, noted it important that Council look at jOb training issues in connection with the employment and the economy. 11/23/77--9 e ~~ Mr. Obie wondered in relation to the growth or no-growth issue, whether Mr. Whitelaw felt this economic commission would have any impact. Mr. e Whitelaw replied there was no way to speculate. He said what was being presented on paper was strictly a coordinating body having impact only on a certain number of bodies. He said the virtues of growth are un- related to the creation of this commission, noting it is what happens afterward. He said again the Commission would be coordinating activities in regard to employment and growth. Mr. Porter said the issue was managing whatever growth Eugene has by coordinating techniques and he felt this was a positive way of looking at the growth issue in this community. This would allow for looking at these problems on a broader base in total, noting this would have to be done more in the future. Mr. Haws moved, seconded by Mr Hamel, to approve Eugene's endorse- ment of the concept of an economic improvement commission with 40 percent of the commission's voting members to be approved by the Eugene Council, and a mechanism provided which allows the City Council to validate actions which directly affect the City of Eugene. Also, the City should endorse the same type of partnership arrangement in employment training and jOb develop- ment (CETA). Stan Biles, Commissioner Woods' office, said it is the intent that indi- vidual members would have the ability as provided in by-laws to review actions which would directly affect the jurisdiction. Also, the City would appoint members which the City wishes to have as its representatives; the board would only ratify those appointments. Also, he said City Council -- would select its representation. He noted there could be a possible conflict in appointing members, however, as the Lane Community College Board had already chosen a member to serve, and, likewise, the Labor Council was making such consideration. He said the question involved whether the various groups should choose their own representatives or the City Council should select them. Mr. Haws felt Council should decide how to appoint and should check with each group to see what recommendations should be made. Vote was taken on the motion which passed unanimously. A short recess was taken. , V. Council Assistants Guideline Discussion--Memo distributed. Manager referred Council to the briefing paper distributed noting its focus on certain problems and outline for general use of Council Assis- tants and objectives. He noted one of the problems was an attempt to resolve priority conflicts with aides to be assigned on a first-come first-served basis. He said it was hoped, through the guidelines as outlined, Council would be able to obtain maximum benefits from the use of Council assistants and that the use of those assistants would be equitably assigned. The memo outlined how Council could deal with departments and staff in general. 11/23/77--10 . 3bS Mr. Bradley wondered if interviews had been started. Manager noted e they would start Monday, November 28. Mr. Bradley wondered if any thought had been given to allowing City Councilors to sit in on the interviews and participate in asking questions but not recommend selection. Mr. Lieuallen responded he thought the City Charter stated that Councilors could not be directly involved or attempt to influence any appointment or selection. Stan Long, City Attorney, said a Councilor would have to ask himself why he was wanting to sit in on the interviews; and, if it were an attempt to direct selection, citizens of Eugene could ask for forfeiture of office. He said he was suggesting there had to be a good reason for a Councilor to be present. Mr. Haws said in reading over the materials, he wondered if, generally speaking, the flak catcher job had not been changed, renamed, with hiring two people to do the same job. Manager said there were a number of significant differences. The flak catcher position is to handle complaints for all the city and not necessarily to work and do research only for City Councilors. He said the Council Assistants were much expanded in the areas of serving City Council. Mr. Obie said by and large he had favorable response to the memo as outl; ned. His main concern was regarding potential confidentiality of the City Councilors' requests, wondering how a proposed request might be treated, if it would be just between the Councilor and the Council Assistant. City Manager replied if the request were to be made public, the staff of City Manger's office would have to have a chance e to review the 'research done and talk to the Councilor prior to its coming up for public discussion. Mr. Obie said he understood that procedure but he was more concerned about a proposal that might be researched, then never get to the point of pUblic discussion. City Attorney said, in terms of a written documents, there is a classifi- cation of exempt pUblic documents. When a document concerns itself with advisory preliminary free-thinking ideas, it could be classified advisory and would be exempt from public disclosure. He said City Manager would have to decide if staff should not disclose. Assistant Manager noted staff was very sensitive to the concerns about confidentiality. He said staff understood Council wanted to explore ideas and noted there seemed to be a feeling among staff that Councilors felt staff and department heads would get up-tight if these ideas were explored. He said this matter had been discussed with various depart- ment heads. The major concern of staff and department heads was that Councilors viewed staff as being etched in certain postures that would not help Councilors deal with issues or would want to explore other options. He continued, staff felt Council Assistants would be of high quality and would be producing quality work, but that it would not be work resulting from one single person. He said the Council Assistant would be working with others in exploring the views. Staff will understand the confidentiality. He said they were trying to be very sensitive to that and want to give Councilors good staff work. e 11/23{77--11 8~ City Manager said in certain cases there would be no problem with Council Assistants going ahead and doing research for Councilors. e However, there would need to be some control over Council Assistants' time so all Councilors would have access. Mayor Keller noted it was not understood whether this situation was going to work but he felt it important that Council give it a try. He said it may take much patience and understanding but it appears to be a workable starting point. He noted Council could change it at any time by adding or deleting in the future. He noted if at any time Councilors felt any questions about the process, then he hoped that Councilors would check first with staff before proceeding. Ms. Smith wanted clarification as to how information would be brought back before Council. She said she would be uncomfortable if an individual Councilor had a Council Assistant do research and then bring it up at the first of the meeting under items from Council and Mayor before checking with City Manager. Assistant Manager said the by-laws speak to that issue in that the City Council must give notice of any issue and provide materials for Council prior to the meeting. Mr. Obie wondered, in a procedural question, whether he could take a Council Assistant to a meeting, noting his attendance at the Joint Parks meetings, in order to allow that assistant to learn what was happening and give him the ability to follow up on work. Assistant Manager noted for Council that most of the commissions, boards, and committees have staff available, and it would ,be proper to call upon the staff of that committee to provide any materials and secretarial help. e However, if a Councilor wanted to develop a particular proposal regarding his work on a particular committee, that may be a little different. He noted it would be procedurally correct for a Councilor to involve staff that have been assigned to those committees. City Manager said he under- stood Mr. Obie's point as being that perhaps a research project might be beyond the charge of a committee and perhaps find an issue that he wants to be investigated through use of the Council Assistant. Mr. Bradley suggested the idea of having each request and response filed in the City Manager's office for future reference by Councilors. He felt these documents would be good resource material. City Manager noted that raised a question of possible duplication on issues, saying it would be advisable to try to avoid such duplication. He said that was one reason it was suggested that Councilors coordinate directly through the City Manager's office. He said, however, to formalize that process was a City Council decision. Assistant Manager noted that if requests and reports were written, they would be filed and maintained. Mr. Lieuallen noted there may be a problem related to how much time would be available and the possibility that the number of people may need to be increased at a later date. He also questioned setting agenda items and wondered if the Charter requires City Manager to set the agenda. Assistant Manager replied the by-laws provide for agenda preparation and procedures. . 11/23/77--12 8~1 . . Mr. Lieuallen wondered to what extent Council Assistants could repre- - sent individual Council members, noting perhaps there should be general guidelines set forth. He wondered if perhaps Council Assistants could represent Councilors at meeting to which a Council member is assigned by Council, noting it might be confined to an official assignment that comes from Mayor or City Council. He said he would like to have the ability to ask a Council Assistant to attend meetings, not ongoing committees of which he or she is a member but those which might relate to ideas or projects the Councilor is interested in. He hoped Councilors would have that opportunity and requested staff report back regarding the attendance issue. Assistant Manager noted sometimes staff persons are attending some of the meetings and City Councilors might check with staff to get needed informa- tion. A concern was that staff did not feel the Council Assistants, should ever be placed in the position of representing a Councilor. Staff felt uncomfortable wherever there was mixed membership in the event of getting into a situation of arguing with a City Councilor in a pUblic arena. That situation staff wished to avoid. He said if it were necessary to send a Council Assistant to express the Councilor's view, it should be done only through a written statement prepared by the Councilor. Ms. Smith requested information regarding use of the Word Processing Center, noting recently the information to Councilors was it was not available. She wondered if that situation had been changed. She also requested instruction sessions on the use of word processing. Assistant e Manager noted it would be set up. Ms. Paget Engen responded Word Processing was in the process of training new people and would prefer to wait until those persons were well-trained, which would be after the first of the year. Mr. Bradley left the meeting. VI. Calling public hearings January 4, 1978 re: Vacations (street, alley, and easement) Council Bill 1568--Calling public hearing January 4, 1978, re: Street vacation located on east side of Candlelight Drive, north of Royal Avenue (Transwestern) (SV 77-6) was read by council bill number and title only, there being no Council member present requesting it be read in full. Mr. Haws moved, seconded by Mr. Hamel, that the bill be read the second time by council bill number only, with unanimous consent of the Council, and that enactment be considered at this time. Motion carried unanimously, and the bill was read the second time by council bill number only. Mr. Haws moved, seconded by Mr. Hamel, that the bill be approved and given final passage. Roll call vote. All Council members present voting aye, the bill was declared passed and numbered 18077. e 11/23/77--13 8b8 I . . Council Bill 1569--Calling public hearing January 4, 1978, re: Easement vacation located on east side of Emerald Street between East 27th Avenue e and East 28th Avenue (Barnes) (EV 77-6) was read by council bill number and title only, there being no Council member present requesting that it be read in full~ Mr. Haws moved, seconded by Mr. Hamel, that the bill be read the second time by council bill number only, with unanimous consent of the Counci 1, and that enactment be consi dered at thi s time'. Motion carried unanimously, and the bill was read the second time by council bill number only. Mr. Haws moved, seconded by Mr. Hamel, that the bill be approved and given final passage. Roll call vote. All Council members present voting-aye, the bill was declared passed and numbered 18078. Council Bill 1570--Calling pUblic hearing January 4, 1978 re: Alley vacation located between Madison Street and Monroe Street from West 26th Avenue to West 27th Avenue (Neal) (AV 76-2) was read by Council bill number and title only, there being no Council member preent re- questing it be read in full. Mr. Haws moved, seconded by Mr. Hamel, that the bill be read the second time by council bill number only, with unanimous consent of the Council, and that enactment be considered at this time. Motion carried unanimously, and the bill was read the second time by council bill number only. e Mr. Haws moved, seconded by Mr. Hamel, that the bill be approved and given final passage. Roll call vote. All Council members present voting aye, the bill was declared passed and numbered 18079. VII. Response to Commissioner Rust's Letter re: Joint Meeting with Councils-- Letter distributed. Manager said in discussion with Mayor it was decided City Manager and Mayor would meet with Commissioner Rust, Mayor Meyer from Springfield, and Tom Cochran, City Manager of Springfield, to discuss agenda items. VIII. Li uor License A lication: Chan e of Ownershi Godtz Garden Restaurant, 390 East 40th Avenue R), from Tim and Louise Owens to Dan and Molly Cole. Mr. Haws moved, seconded by Mr. Hamel to approve and forward to OLCC. Motion carried unanimously. 11/23/77--14 e 8b9 -- .- IX. Approval of Minutes ... .0_ I ",' ~ _ I:: Mr. Haws moved, seconded by Mr. Hamel, to approve Council 1..1... , ',' --' minutes November 16, 1977. Roll call vote. Motion carried unanimously. Upon motion duly made, seconded, and passed, meeting was adjourned to November 28, 1977. Ch~Y}~ City Manager CTH:ng/CM7b14 '. e 11/23/77 --15 870