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HomeMy WebLinkAbout02-11-2013 MinutesPage 1 of 3 MINUTES OF THE MEETING OF THE CITY COMMISSION BOZEMAN, MONTANA February 11, 2013 ********************** The Commission met in the City Commission Room, City Hall at 121 North Rouse on Monday, February 11, 2013. Present were Mayor Sean Becker, Deputy Mayor Jeff Krauss, Commissioner Cyndy Andrus, Commissioner Carson Taylor, Commissioner Chris Mehl, City Manager Chris Kukulski, City Attorney Greg Sullivan, and City Clerk Stacy Ulmen. *These minutes are not word for word and should be considered along with the audio recording. 0:07:22 A. Call to Order - 3 p.m. - Commission Room, City Hall, 121 North Rouse Mayor Becker called the Meeting to order at 3 p.m. 0:07:33 D. Public Comment Mayor Becker opened public comment. 0:07:34 Buzz Cowdrey, Public Comment Mr. Cowdrey spoke regarding a recent application that he worked with the Planning Department on. He commended the Planning staff and stated that Sr. Planner Dave Skelton deserves a big compliment for helping him get a project completed in an expedited manner. He also asked that a day be set aside for Dave Skelton. 0:12:10 Public Comment closed Mayor Becker closed public comment. 0:12:22 E. Action Items 0:12:30 1. Further Develop the Commission and Staff Partnership-Teamwork The Staff and Commission discussed what has occurred since last year's meeting including personnel changes, the fact that the organization continued at a normal pace even with staff turn- over. Accomplishments from last year were highlighted. The Commission and Staff discussed how to have a successful day and then began to discuss Building a Cohesive Leadership Team- Enhance Teamwork, Creating Clarity and how to build a cohesive Leadership Team. Mr. Kukulski spoke regarding the addition of a staff prep meeting prior to the Commission meetings on Mondays and that this has been helpful in assisting with better preparation for the meeting. The Commission noted that staff should focus on obtaining Commission feedback on perceived 5 Minutes of the Bozeman City Commission, February 11, 2013 Page 2 of 3 heightened issues, factual problems, solutions to problems, ask when another week is needed, rewarding for money saved for the City, treating everyone with respect, the need to minimize un necessary surprises, the need to take risks, the need for improve ideas, time frames of when things come in and when it gets to the Commission, innovation, policy discussions on Mondays, the need to give and take and what is learned from a given situation, the need for more interaction to hash things out, re-enforce clarity, the fact that Bozeman is future orientated by looking at how to take care of business now and into the future, the need for mentorship. succession, planning and continuity, collaborative leadership, transparency and accountability. 3:06:12 Break Mayor Becker declared a break. 3:12:52 Meeting brought back to order Mayor Becker called the meeting back to order at 6:26 p.m. 3:12:59 Public Comment 3:13:11 Tom Drews, public comment Mr. Drews offered an apology for his destructive behavior within the City of Bozeman and to accept responsibility of his actions according to an agreement. 3:13:37 Public Comment closed Mayor Becker closed public comment. 3:13:45 Back to order 3:14:01 2. Develop 2013-14 City Commission Work Plan (Kukulski) The Commission and staff discussed developing a work plan. A draft version of this work plan is attached to these minutes. 5:59:29 Discussion of next steps The Commission agreed to start early on the March 4th agenda to look further at the Work Plan. Staff will adjust the agenda accordingly. 6:12:22 G. Adjournment Mayor Becker adjourned the meeting at 9:26 p.m. ____________________________________ Sean A. Becker, Mayor ATTEST: ______________________________________ Stacy Ulmen, CMC, City Clerk 6 Minutes of the Bozeman City Commission, February 11, 2013 Page 3 of 3 PREPARED BY: ______________________________________ Stacy Ulmen, CMC, City Clerk Approved on ___________________________ 7 City of Bozeman Commission/Staff Work Session NOTES The Madison Room – City Hall February 11, 2013 Attendees – Mayor Sean Becker, Deputy Mayor Jeff Krauss, Commissioner Cyndy Andrus, Commissioner Carson Taylor, Commissioner Chris Mehl, Chris Kukulski, Brit Fontenot, Ron Price, Anna Rosenberry, Greg Sullivan, Greg Megaard, Chuck Winn, Craig Woolard, Mitch Overton, Susan Gregory, Steve Worthington, Stacy Ulmen. Objectives for the Day 1. Build a cohesive leadership team – enhance teamwork 2. Create Clarity - Draft 2013-2014 Work Plan What will we commit to do to strengthen the relationship? We reviewed these statements from our 2012 retreat and made a few updates. As Staff, we will … • Be more collaborative, strategic, thoughtful and thorough in our processes and appropriately communicate that to the public and the commission. • Communicate the expectations and obligations within our own departments. • Be forgiving. Don’t take it personal. • Be willing to engage in the dialogue when appropriate. As the Commission, we will … • Commit to asking questions ahead of time. o Contact the director or staff directly. o cc the City Manager or Director to let them know we have contacted a staff member. • We will treat the staff with respect. We reviewed the expectations and obligations charts from 2012 and made a few updates. What expectations and obligations do we have of each other? As identified during the 2013 city commission retreat with staff 8 2013 Leadership Team Expectations & Obligations Quad What the Commission expect from the Staff? • Be diligent and prepared • Communicate simply and thoroughly • Minimize surprises • Be ethical and objective • Be dedicated • Be creative and take risks • Be experts in your field • Implement policy skillfully • Understand the value of citizen trust of our local government What the Staff expect from the Commission? • Provide clear direction - speak as a “body” • Realistic expectations – time & resources to do a good job • Acknowledge work; workload; professional perspective • Provide the opportunity for constructive dialogue and feedback • Minimize surprises and frontload questions when possible. • Provide mutual respect • Be prepared What is the Commission obligated to contribute to the Staff? • Act in a transparent, ethical, respectful manner • Be prepared and ask good questions • Respect constraints • Set policy, goals and priorities – then fund • No ad hoc decisions What is the Staff obligated to contribute to the Commission? • Anticipate issues and provide options and solutions • Maximize our resources • Providing accurate and complete information - candid advice • Coordination amongst our staff • Provide sound recommendations with highest probability of success • Mutual respect • Be available and to listen • Carry out whatever decision is made 9 The Model Relationship between the Commission and Staff What the Commission expects from the Staff? • No surprises • Communicate in lay terms • Be conscious of community values and sensitive to them • Make sound recommendations (reliable, professional, factual, unemotional) • Demonstrate commitment to the organization and the community • Understand the value of citizen trust of our local government What the Staff expects from the Commission? • Broad policy direction as opposed • to involvement in day-to-day • decisions • Respectful consideration for professional judgment and the staff personally • Trust that staff’s motives are oriented towards the public good • Provide freedom and resources to carry out our mission • Speak as a body What is the Commission obligated to contribute to the Staff? • Back up the staff • Trust staff’s recommendations • Respect staff expertise, training, and knowledge • Provide latitude in carrying out • Do our job skillfully and with integrity • Provide the best professional recommendations • Encourage community input goals • Educate the community • Communicate our priorities as a body What is the Staff obligated to contribute to the Commission? • Do our job skillfully and with integrity • Provide the best professional recommendations • Encourage community input goals • Educate the community • Communicate our priorities as a body • Maintain a professional demeanor • Demonstrate our commitment to the city and community • Identify policy issues and take them to the governing body • Be responsive to governing body needs and requests • Provide best practices and benchmark with high quality peer institutions • Provide a range of options and explain Draft City of Bozeman Playbook (Create Clarity) February 19, 2013 Why do we exist? To exercise our citizen mandate to self govern honestly and efficiently. Suggestions • Incorporate the “public” into this phrase; discuss “services”; read the documents created at the time of incorporation; clarify the mandate flows from the citizens; CITY OF BOZEMAN CHARTER PREAMBLE We, the people of the City of Bozeman, under the constitution and laws of the State of Montana, in order to secure the benefits of local self-government and to provide for an honest and accountable commission-manager government, do hereby adopt this charter and confer upon the city the following powers, subject to the following restrictions, and prescribed by the following procedures and governmental structure. By this action, we secure the benefits of home rule and self-governance and affirm the values of representative democracy, professional management, strong political leadership, citizen participation, and regional cooperation. How do we behave? Integrity – Be honest, hardworking, reliable, and accountable to the public. Leadership – Take initiative, lead by example, be innovative and pursue excellence. Service – Work unselfishly for our community and its citizens. Teamwork – Respect others, welcome citizen involvement, and work together to achieve the best result. Suggestions: • Transparency and accountability: where do they fit in? • Leadership: succession planning • Inspire staff to pursue excellence (coaching, etc.) 11 What do we do? Provide for the health and safety of our thriving community for current and future generations. Suggestions: • Future oriented (planning work in all aspects of city business as a framework for the future) • Protect the rights of citizens (e.g. “all are welcome here” issues) • Health, safety, and well-being of the community; “facilitate commerce”; prosperity? Don’t pick the winners; provide legal and physical infrastructure to allow for prosperity; How will we succeed? • Verify that the initiative represents a priority of the community, city commission, and city manager. • Guarantee that management focus on professional delivery of core services and the health of the organization. • Use strong leadership to ensure services and initiatives are sustainable or have a specific life cycle. Suggestions: • planning into the future; mentorship and development of the organization (continuity and leadership); identify needs (planning), determine priority, provide resources (capacity); live within means and set priorities; collaborative leadership 12 Who must do what? Name Title General Responsibilities Sean Becker Mayor Leader of the policy body, presides over meetings, represents city in intergovernmental relationships, ceremonial head of the city Jeff Krauss Deputy Mayor Serves as Mayor whenever the Mayor is unavailable, member of the policy body Cyndy Andrus City Commissioner Elected member of the policy body; representative of the public; and advisory board liaison Chris Mehl City Commissioner Elected member of the policy body; representative of the public; and advisory board liaison Carson Taylor City Commissioner Elected member of the policy body; representative of the public; and advisory board liaison Chris Kukulski City Manager Executive Team Leader, facilitator between City Commission and Leadership Team. Chuck Winn Assistant City Manager ½ of City Management Team, responsible for initiatives that cannot fail. Greg Sullivan City Attorney Legal advice, risk management, counsel and consulting, education, documents (contracts, reports, etc. Ron Price Chief of Police Provide expertise and services in law enforcement and community safety. Provide for order over chaos. Greg Megaard Acting Fire Chief Public safety, public education/safety, inspections, plan reviews, emergency reports. Mitch Overton Director of Parks and Rec Public health and wellness, facilities and programs to enhance community quality of life. Brit Fontenot Director of Economic Development Facilitate prosperity. Anna Rosenberry Administrative Services Director Human resources systems, financial systems, information technology systems, risk management, counsel and consulting. Craig Woolard Director of Public Works Physical infrastructure, construction, operations and maintenance. Executive team member, community/public outreach 13 City Manager Proposed City of Bozeman 2013 – 2014 Priorities (What is most important, right now?) Draft February 12, 2013 Mayor’s proposed ranking 1-11 (#11 came out of the discussion on the 11th and #12- #20 are other ideas pulled from each individual commissioners list 1. Implement the 2012 parks & trails bond to expand the capacity of our parks, trails and open spaces. (Overton/Rosenberry/Sullivan) (PR-02) (Mayor: 1) 2. Complete design of the police station & municipal court and educate the public on the necessity for, and passage of, a bond measure for the November 2013 election. (Winn/Price) (PD-01) 3. Diversify the local economy and support the creation and expansion of mid to high paying jobs. (Fontenot/Kukulski) (ED-01) 4. Enhance Downtown Development Opportunities (2012 work plan) • Collaborate with the Downtown Partnership, Montana Department of Transportation and Transportation Coordinating Committee to finalize design and implement the Downtown Urban Route Transformation Project. • Facilitate development of a downtown hotel as identified in the downtown development plan. 5. Implement financial plans and asset management systems to properly maintain and replace the city’s infrastructure and facilities (Rosenberry/Woolard) (PW-02) 6. Complete the Integrated Water Resource Plan and develop solutions to achieve long term water sustainability (Woolard/Sullivan) (PW-01) 7. Determine the future of Bogert Pool and next steps for aquatics & Recreation (Overton/Kukulski) (PR-01) 8. Assist Gallatin College in securing regional funding. (City Commission) 9. Implement reform of the community development system with an enhanced focus on customer service. (Worthington/Woolard) (CM-01) 10. Complete analysis of advisory boards and alternatives for public involvement (City Commission/Kukulski) (CM-08) 11. Continue implementation of the Climate Action Plans (City Commission/Winn) (CM-04) 14 12. Demolition by Neglect (Adopt the International Building Maintenance Code) (2012 work plan) 13. Park Maintenance 14. EDC to do outreach/marketing 15. Informal town hall type meeting, twice per year 16. Facilitate REMU 17. Solve infill conundrum 18. Franchise signs are not franchise architecture 19. Fix the “conflict of interest” rule for sole proprietors 20. Fix solar array issue – no regulations 21. Story Mansion - Attach the proposed 2013/14 city commission work plan Top 5 priorities as provided by: Commissioner 1 1. PD & Muni Court 2. Park & Trail Bond utilization 3. Bogert Pool 4. Economic Development a. North Park b. Gallatin College c. Downtown d. CD office 5. IWRP Commissioner 2 1. Economic Development 2. Downtown 3. Successfully start implementing parks and trails bond 4. Continue work on maintenance 5. Gallatin College Commissioner 3 1. Finish IWRP 2. Parks Acquisition, begin focus on park maintenance 3. Climate Action Plan---Next pieces 4. Continue new police station 5. North Park/Economic Development—more clarity Honorable mention 6. IBMC—demolition by neglect and others 7. Story Mansion---if necessary 15 Commissioner 4 1) Continue to fund deferred maintenance 2) Next steps in IWRP 3) Continued implementation of the climate action plans 4) Police/Court facility 5) Continue North Park discussion/work 6) Consolidate/eliminate boards/committees as necessary Commissioner 5 1. Funding Gallatin College county wide but maintain city funding until that happens 2. Use budget for Bogert pool to jumpstart a conversation about a new pool 3. Change culture of CD & engineering to customer service 4. EDC to do outreach/marketing, Brit to report to the Commission 5. Informal town hall type meeting, twice per year 6. Facilitate REMU 7. Get armory hotel built 8. Solve infill conundrum 9. Get Sullivan the help he needs 10. Franchise signs are not franchise architecture 11. Fix the “conflict of interest” rule for sole proprietors 12. Fix solar array issue – no regulations 13. Make sure the downtown hotel goes thru without the staff loading all of the traffic and engineering problems downtown onto the price tag. 16 consequences of policy recommendations • Educate the council POLITICS AND ADMINISTRATION IN LOCAL GOVERNMENT John Nalbandian 10