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HomeMy WebLinkAboutMin - City Council - 1996 - 06/04 - WorkshopALLEN CITY COUNCIL WORKSHOP MEETING JUNE 4,1996-7:00 P.M. LIBRARY MEETING ROOM TWO ALLEN CIVIC PLAZA Prss€Ll: Kevin L. Lilly, Mayor Lonnie Thomas David Kerr, Mayor Pro Tem Doug Gallagher Dave Powyszynski (absent) Steve Terrell Melissa Owen City Staff: Jon McCarty, City Manager Judy Morrison, City Secretary Call to Order and Announce a Ouormn is Present (Agenda Item 1) With a quomm of the Councilmembers present, the Special Called Workshop Session of the Allen City Council was called to order by Mayor Lilly at 7 15 p.m on Tuesday, June 4, 1996, in the Library Meeting Room of the Allen Public Library, Two Allen Civic Plaza, Allen, Texas. Workshop on Structure of Council/Staff Standing Committees (Agenda Item H) Council Meetings * Pre -meeting * Council Dinner * Executive Session * Timing of all Elements Mayor Lilly reviewed the present process and procedure of Council evening including the dinner, workshop and open discussion, regular discussion, the regular meeting and executive session. Discussion from the Council included the advocacy of time management and focusing on moving the meeting in a deliberate manner. After much discussion, it was decided Council would begin their dinner and open discussion at 6:00 p.m. and depending �I on executive session items, would hold the executive session at approximately 6:40 p.m. to 7:30 p.m. The regular meeting would continue to be reconvened at 7:30 p.m. as usual During the regular Mayor's committee meeting, it may be able to determine timing on the pre -meeting discussions. It was suggested that specific action items be noted on the agenda so Council is better able to determine what action needs to be taken. ALLEN CITY COUNCIL SPECIAL CALLED WORKSHOP SESSION JUNE 4, 1996 PAGE 2 Agenda * Set by Mayor's Standing Committee * Pledge/Prayer to begin Meeting Discussion was held regarding the setting of the agenda. Presently, the agenda is set on Monday morning prior to the Thursday meeting. It was suggested the Mayor's Standing Committee might possibly meet on Friday However, this would impact items coming from the Planning and Zoning Commission. The City Manager was asked to report back to Council with regard to the feasibility of preparing the Council agenda packet Friday afternoon for delivery to Council Friday evening for weekend review However, at the present time, the Mayor's meeting will be held at 11'00 a.m. on Monday morning. Discussion was also held regarding the inclusion of the Pledge of Allegiance and an invocation prior to the Council meeting. Although certain concerns were expressed regarding the invocation, it was the consensus of the Council to have the Mayor check with the ministerial alliance to see if it could participate in this function. The Mayor will relate to the ministerial alliance certain concerns of the Council with regard to this issue. Standing Committees * Rules and Procedures * Committee Assignments Board Liaisons Board Evaluations * Annual Work Plans The City Manager reviewed the background for the committee structure. Previous to the committee structure, ad hoc committees had been set up to deal with major issues before the Council. Many times the same Councilmembers would serve on those ad hoc committees due to scheduling and time commitments. Therefore. in order to spread the review and research throughout the entire Council, the committee structure was put into place. The present committee structure process also gives the Council the opportunity to become experts on many subjects and to contact fellow Councilmembers for particular questions regarding items from that committee. The Council agreed the committee process is very helpful and it would be appropriate to continue the process. Discussion was held regarding the importance Council attaches to the role of the various boards and commissions and the need to develop effective communications between the Council and the boards. It was agreed that the commumc itions process would begin by the exchange of minutes and agendas. If Councilmembers choose to attend the board meeting of that board assigned their Standing Committee, they should be as observers, rather than participants. With regard to board evaluations, it seemed helpful if the board could have a list of things that would make them a good board member specific to their particular board — such as being well-informed, well-educated and well -attended Staff was instructed to look into board member development and evaluations. Discussion was held regarding the annual work plans. Staff is responsible for getting committee input/recommendation on all items on the work program. The work program consists of elements taken from the ALLEN CITY COUNCIL SPECIAL CALLED WORKSHOP SESSION JUNE 4, 1996 PAGE 3 Council Standing Committee assignments and the strategic plan. Items approved as part of the annual budget would not normally require committee review/recommendation before going to the full Council. Council Employees Annual Evaluations Council Evaluation Tools An ad hoc committee consisting of Councilmembers Doug Gallagher and Lonnie Thomas, along with the Council employees, was formed to look at the possible development of a new evaluation form for Council employees. Evaluation forms for City Attorney and the City Judge will also be considered. An Executive Session was not held. Items of Interest (Agenda Item III) (Agenda Item IY) Mayor Lilly requested that a committee consisting of two members of the Council, two members of the School Board and the School Superintendent and the City Manager be formed as a communication base regarding the joint Allen Station Park This will not be a decision making committee — only a communications' committee. The Allen Independent School District (AISD) has appointed Board members Jim Kerr and Danny Meek to this board. Councilmembers Melissa Owen and Steve Terrell will be Council representatives. An interview committee for boards and commissions will be set-up with one member from each committee with interviews to he held beginning at 5:00 p.m. on June 11 and if needed, June 18. The new 1996-97 Standing Committee include the following: Mayor's: Mayor Kevin Lilly, Mayor Pro Tem David Kerr Development: Councilmembers Steve Terrell and Dave Powyszynski Finance/Administration: Mayor Pro Tem David Kerr and Councilmember Lonnie Thomas Services: Councilmembers Doug Gallagher and Melissa Owen (Agenda Item IY) MOTION: Upon a motion made by Councilmember Gallagher and a second by Councilmember Terrell, the Council voted six (6) for and none (0) opposed to adjourn the Special Called Workshop of the Allen City Council at 10:15 p in. on Tuesday, lune 4, 1996. The motion carried. ALLEN CITY COUNCIL SPECIAL CALLED WORKSHOP SESSION JUNE 4, 1996 These minutes approved on the 20th day of June , 1996. ATTEST: L/ J t y Mo�,,CMC, �CITY RETARY I L_ APPROVED: Kevin L. Lilly, MAYO PAGE 4