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HomeMy WebLinkAbout2012-02-25 Special Minutes - City Council RetreatCitv of Tukwila City Council Annual Council Retreat Retreat Notes The Phoenix Inn Suites Olympia, Washington Saturdal', February 25, 2012 8:0.5 a.m. to 4:041).177. Olvmhia Room PRESENT Elected Officials: Jim Haggerton, Mayor; Verna Seal, Council President; Joe Duffie; Dennis Robertson; Allan Ekberg, Kathv Hougardy, De'Sean Quinn and Bate Kruller Staff: David Cline, Mike Villa, Joyce Trantina and Kimberly Matej Welcome and Agenda Overview Verna Seal welcomed evei to the Retreat and reviewed the agenda for the weekend. PRESENTATION: Police Department Mike Villa, Police Chief gave a presentation and over ievy of the Police Department and its vision, issues and strategies. A presentation book was distributed at the meeting. PRESENTATION: Administrative Update Strategic Plan. Joyce Trantina gave a presentation of the strategic planning process that the City is about to begin. She summarized past approaches that have been taken, similar to strategic planning, such as Vision Tukwila. Several RFP's are currently being reviewed by an initial assessment team in order to prepare for selection /identification of an expert consultant who will lead the City this process. The following items were distributed at the meeting: PowerPoint Strategic Planning White Paper RFP Consultant Submission List The Council ,vas very clear that they are committed to this strategic planning process and the amount of time it �yill take. Council is supportive that tlus should be a priority issue to accomplish, as a team, and they understand, that although everyone may not be able to attend ever meeting, the meetings still need to happen. 2012 Work Plan. David Cline reviewed the 2012 Work Plan. A brief overview of this vear's work was distributed to the group. The work plan items are listed in priority tiers and then semi- prioritized within each tier. The Council expressed the desire to have a process in which they can accept /adopt a work plan like the one distributed, -,yhere Council has the opportunity to prioritize items and know ,ghat is in front of them for the coming year. The process of how this would be done is unclear, it may be best to identif< a formal process through the strategic planning process in addition to considering other options. Councihmmber Quinn stated that we need to clarif< the meaning of majority and agree to process, since at times the Council appears to be giving multiple directions on one item. Budget. Administration is in the process of conducting interviews for the City's Finance Director position, therefore, an exact schedule to begin reviewing the budget has not yet been determined. Council expressed their desire to have a role in the budget process. They expressed their willingness to conduct budget work sessions when necessai and in general, believe that the strategic plan should influence to budget. Council Retreat Notes February 25 -26, 2010 Paae 2 RGRL. The new implementation of the combined $67 business license and revenue generating regulatoiv licensing fee appear to be working well. The papeiNvork is easier to complete and more user friendly when compared to last year, and the execution of the process seems to flow more fluidly. BNSF. Currently, there is no updated information to report regarding BNSF and expansion activity in Allentown. In order to maintain relationships and encourage and improve communication with BNSF and other regional transportation partners, both Administration and Council feel that it would be beneficial to create a form or venue for surrounding cities and regional transportation partners to share information about transportation opportunities, trends and upcoming activities. PRESENTATION: State Federal Legislative Update Kimberly Matej provided updates to state and federal legislation as it pertains to Tukwila and the possible effects such legislation may have on the City and community. She also conveyed although there is currently no earmark funding available at the federal level, the City's DC lobbyist, Ball Janik, recommends a small delegation travel to DC to maintain relationships with federal legislators, provide updates on current as well as completed projects that have been funded with federal dollars, and meet with agencies such as the Department of Justice. Dates are currently being considered for travel sometime in early May. Once the exact dates are identified, Kimberly will work with Council President Seal to distribute the information to Council so that Council can have a conversation regarding who on the Council will travel as a representative. DISCUSSION: Consent Agenda Councilmembers had a discussion regarding improving meeting efficiency through implementation and regular use of a Consent Agenda. An informational memo was distributed to Councilmembers regarding consent agendas and processes in order to aid in this discussion. As a result, a new memo will be forthcoming through the Conmuttee process that addresses the Consent Agenda and proposes a process to place items on it. DISCUSSION: Compensation Councilmembers had a lengthy discussion regarding compensation for City employees and the role that the Citv Council plays in determining compensation wages and benefits. The Council role is seen as policy, in which directives are given to empower the Citv's negotiations with work groups. Councilmembers noted the importance of a comprehensive coordinated strategy, transparency in the process, and remaining competitive while offering reasonable market -based compensation. Administration intends to schedule the non represented salaiv validation report for Council presentation sometime in mid -March (Legislative Analyst not hresent fop` discussion). DISCUSSION: Council Related Technology Kimberly Matej led a discussion with Councilmembers regarding various Council related technologies. The following items were requested as a result: 1. The following Councilmembers would like City phone system -based voicemail box: Joe Duffie Verna Seal De' Sean Quinn Councilmembers are interested in replacing their 4 -year old laptops with Wads. They would like to see research which ultimately recommends which Wad should be purchased: the iPad2 or the soon -to -be released Wad 3. Thev would like costs and a purchase timeline to go through the Committee process within a reasonable time after the retreat, keeping in mind they would rather purchase the iPads sooner than later due to the lack of reliability of the current laptops. iPads should include the ability_ for the Councilmembers to connect to the internet anywhere, and not just in a Wi -Fi environment. Council Retreat Notes February 25 -26, 2010 Paae 3 3. In regards to the virtual computer /Citrii system for offsite connectivity, Councilmembers are concerned about the legalities surrounding use of Citrii and if personal computer equipment would still be subject to disclosure. They would like the City Attorney's office to provide an opinion on the use of Citrix. DISCUSSION: Televisin6 Council Meetin6s Councilmembers would like staff to compile information, options and costs related to televising and /or digital streaming of City Council meetings, and take it through the Committee process. Miscellaneous Side Note: When discussing availability and ease of access to information (such as televising Council meetings), the Council requested, specifically, that the City's Walk and Roll Plan be scanned and made available online. Suncr' v, Fehr wtr�l 20, 2012 8:32 a. m to 11:23 a. m Olilnq)ia Roon7 PRESENT Elected Officials: Jim Haggerton, Mayor; Verna Seal, Council President; Joe Duffle; Dennis Robertson; Allan Ekberg, Kathy Hougardy, De'Sean Quinn and Bate Kniller Staff: David Cline and Kimberly Matej COUNCIL DISCUSSION: Settin6 Policv /Council Direction Councilmembers and Administration had a general discussion regarding the need for Council to give direction and /or set policy on some items such as undergrounding, residential streets (reserve flmd), sidewalks, etc. After a lengthy discussion and the opportunity for brainstorming, Councilmembers identified the need to review and reacquaint themselves with existing policies. Kimberly Matej, Legislative Analyst, suggested a compilation of City policies from various City sources so that the Council can review, easily access them and provide additional direction and /or policy as necessary. Kimberly will work on this compilation. COUNCIL DISCUSSION: Miscellaneous Items The following is a list of miscellaneous items Councilmembers brought up a roundtable discussion: Council Chat Tying in with the "mini- Tukwila Days" events for a consistent Council presence at events Consideration of hosting a general town hall meeting Host a thank you reception for Senator Prentice prior to her leaving office Change of the Legislative Analyst title to reflect more appropriately work being done in government relations (Legislative Analyst not In-esent for &seussion) The retreat ended at 11:23 a.m. .!/0 Minutes by KAM.