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HomeMy WebLinkAboutJanuary 30, 2012 Minutes MINUTES OF THE MEETING OF THE CITY COMMISSION BOZEMAN, MONTANA January 30, 2012 ********************** The Commission of the City of Bozeman met in the Water Reclamation Facility Conference Room, 2245 Spring Hill Road, and in the City Commission Room, City Hall at 121 North Rouse on Monday, January 30, 2012. Present were Mayor Sean Becker, Commissioner Cyndy Andrus, Deputy Mayor Jeff Krauss, Commissioner Chris Mehl, Commissioner Carson Taylor, City Manager Chris Kukulski, Assistant City Manager Chuck Winn, Finance Director Anna Rosenberry, City At torney Greg Sullivan, along with various Department Directors and City Clerk Stacy Ulmen. *These minutes are not word for word and should be considered along with the audio recording. 0:00:04 A. Call to Order – 12:00 Noon – Water Reclamation Facility Conference Room, 2245 Spring Hill Road, Bozeman Mayor Becker called the meeting to order at 12:15 p.m. 0:01:35 D. Establish Goals for the Retreat 0:01:36 Chris Kukulski, City Manager Mr. Kukulski spoke regarding the opportunities and objectives of the afternoon. 0:03:15 Introduction of Mark Willmarth Mr. Kukulski introduced Mark Willmarth and explained that he facilitates training and development. He stated that sometimes roles and perspectives tend to clash and that the goal of the discussion is to figure out how we work together in the best possible way. 0:04:34Mr. Willmarth Mr. Willmarth began the discussion with an emphasis on building strong relationships in order to work better together. He stated that this is hard work. 0:07:23 Objectives Mr. Willmarth went over the objectives for the afternoon. 6 Minutes of the Bozeman City Commission Meeting, January 30, 2012 Page 2 of 5 0:07:46 1. Develop the Commission/Staff Team and 2. Increasing Successes and decreasing Failures Mr. Willmarth stated that the goal is to look at how to learn from mistakes and move towards the future and focus on things in more of a productive way. 0:09:24 3. Draft 2012-2013 Work Plan This will occur later in the Commission Chambers. 0:10:10 Assumptions Mr. Willmarth presented a list of assumptions that he has going into this discussion. 0:13:32 Observations Mr. Willmarth went over his observations. 0:38:20 E. What does success look like for our Team? The Staff and Commission focused on two questions regarding what should the Commission expectations from Staff be and what is the Commission obligated to contribute to the Staff. 0:46:01 1. Define Success for this Team Mr. Willmarth separated the Staff and Commissioners into working groups to discuss the prior questions. 1:36:30 2. Discuss Projects and Issues when Commission and Staff Interactions were Successful and Unsuccessful Each group went over their answers that they came up with collaboratively. Following is a summary: Conversation Observations Identified through Commission and Staff Discussion: -It is not easy to state to my constituents what they don't want to hear. -Status quo. What is the rule? -What do we do to create a system that takes the hard edge of politics out of it? -There is always the tension of what am I paying attention to now. -The need to know what the resources are. -The Commission needs to know when staff feels dumped upon. Expectations of Commission -Clear direction and clear expectations. -Acknowledge work, workload and professional respect. -Opportunity for constructive dialog, feedback, open dialog and mutual respect. 7 Minutes of the Bozeman City Commission Meeting, January 30, 2012 Page 3 of 5 -Minimize surprises and frontload questions when possible. -Being prepared by using the 6 day packet period for questions. -Resources and realistic expectations. - Collective and clear Commission direction 3:11:39 Break A break was called. 3:11:44 Meeting called Back to Order The Meeting was called back to order. 3:12:58 Commitments Mr. Willmarth asked the group to discuss what they would commit to help improve the partnership between the leadership and the elected body. Following is a summary of the discussion: Obligations of Staff -Anticipate issues and provide options and solutions. -Maximize resources. - Provide good and thorough information, candid advice and provide accurate information. -Aim for coordination amongst staff. -Give sound recommendations with the highest probability of success. -Have mutual respect. -To be available to listen. -Carry out whatever decision is made. Commission view of Staff's obligations -Be diligent and prepared. -Communicate simple and thoroughly. -Have ethical objectives. -Be dedicated. -Encourage creativity and risk taking. -The need for expertise and the ability to implement. Commission view of their obligations -Act in a transparent, ethical, respectful manner. -Be prepared and have good questions. -Respect constraints. -Set policy, goals and priorities and then fund. 8 Minutes of the Bozeman City Commission Meeting, January 30, 2012 Page 4 of 5 4:15:12 G. Adjourn meeting at Water Reclamation Facility to reconvene at City Commission Room at City Hall This portion of the meeting was adjourned. 4:15:24 H. Call meeting back to Order-5 p.m.-City Commission Room, City Hall, 121 North Rouse Avenue Mayor Becker called the meeting back to order around 5:15 p.m. 4:15:25 J. Public Comment Mayor Becker opened public comment. No person commented. Mayor Becker closed public comment. 4:15:53 F. Discuss Critical Organizational Initiatives (Winn, Rosenberry, Sullivan, McHarg) 4:16:01 Chuck Winn, Assistant City Manager Mr. Winn gave an overview of organizational initiatives identified on a matrix including records and information management, community development service delivery; develop a contract procurement policy/manual, structure risk management program and the budget process. The Commission and Staff discussed at length these items. 6:31:51 M. Develop Draft of the 2012-2013 Work Plan The Commission and Staff spoke regarding suggested items to look at in developing the Goals including filling the IT Director position, the Library building re-roof and the intent for uninterrupted service during the re-roof project, the agenda webcast manager issue, problems with streaming, The Tech/ Innovation campus efforts, the need to develop a legislative agenda, the Bogert Bozeman Creek project and the sewer line in the area, ongoing planning documents including the open space bond study and the recreation needs assessment, discussion of a levy needs to come up here, a social host ordinance, the need to look at the International Building Code, a further discussion on Impact fees, providing educational opportunities, looking at a storm water utility, refinancing bonds, flat lining ad velorum taxes, South 8th and the water resource plan. City Manager Chris Kukulski will put the items discussed into a draft form and bring them back to the Commission at a future meeting. 6:52:19 N. FYI/Discussion 1. Water Reclamation Facility Update/Fluoride 9 Minutes of the Bozeman City Commission Meeting, January 30, 2012 Page 5 of 5 2. Cr. Andrus will be gone next week. 3. Summer schedules 6:54:47 O. Adjournment Mayor Becker adjourned the meeting at 8:13 p.m. ____________________________________ Sean A Becker, Mayor ATTEST: ______________________________________ Stacy Ulmen, CMC, City Clerk PREPARED BY: ______________________________________ Stacy Ulmen, CMC, City Clerk Approved on ___________________________ 10