Min - 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.
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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:
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J t y Mo�,,CMC, �CITY RETARY
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APPROVED:
Kevin L. Lilly, MAYO
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