HomeMy WebLinkAbout1996-1120 SS MIN MINUTES FOR TIlE
COUNCIL STUDY SESSION
REGARDING DRAFT COMMUNICATION PLAN
Wednesday, November 20, 1996
at
Council Chambers, 1175 E. Nittin Street
The meeting was called to order at 4:10 pm hy Mayor Cathy Golden. Present were councilors Hauck, Hagen, Laws
and Thompson; staff members Dick Wandcrscheid, Barbara Christensen, Brian Almquist and Jill Turner; and Ad
Hoc Citizens' Communication Committee members Hal Cloer, Joe Eckhardt, JoAnne Eggers, Brice Farwell and
Care Hartzell. Councilors Wheeldon and Reid were absent.
Conservation Director Dick Wanderscheid and Committee Chairwoman Hartzell opened by discussing the nine
months of preparation which have gone into preparing this draft and the accompanying implementation worksheet
prepared by Chairwoman Hartzell. Request was made that those present look over said worksheet in order to
identity areas where there was disagreement or where pt~tential problems were likely to arise. Chairwoman Hartzell
also requested that items within the phm he prioritizcd and that a timdine for adoption/implementation of the plan
be considered.
Committee member Eckhardt suggested that if adopted in its present fi~rm, this plan would signal a significant move
toward solidarity between the council and the citizenry, and would go along way toward dispelling a perceived sense
of mistrust on the part of the citizens. He further discussed this as a part of the "healing process" to deal with
dissident citizen group concerns that could be a uselnl t{~ol tbr all in Ashland.
Mayor Golden asked for input on how to go about phm implementation.
Councilor Laws suggested a three person sul~conmfittee be created to identity which goals could be handled on an
immediate basis, as well as those on a mr)re intermediate time frame and finally those that would be more time
consuming still. This subcommittee would pritn'itizc items tbr implementation and assign tasks therein before
bringing the plan back to council. Councilor Laws suggested Chairwoman Care Hartzell and Conservation Director
Dick Wanderscheid and one councilor.
Mayor Golden t~lt it was essential that a staff n~ember be included, and Councilor Laws suggested that perhaps
Adtninistrator Ahnquist wonld be interested.
Councilor Thompson bronght up the need to identit~I costs h~r plan items in order to fit them into long term planning
and arrange fimding. He suggested that ahmg with prioritizing plan items, a dollar figure cost be identified for each
one. Councilor Laws concurred.
Chairwoman Hartzell asked if the items tin the worksheet could bc addressed specifically here, to identify any
concerns or problems prior to going fnrther with the plan.
Committee member Eckhardt asked that each conmfittee member he recognized tbr the work contributed to
preparing this plan, and suggested that each one might want to make a brief statement.
Chairwoman Hartzell discussed the planning process in Seattle, WA where the council has attempted to improve
communication by bringing the council process to the citizens where possible, rather than vice versa.
Committee Member Farwell complm~ented Chairwoman Hartzell tbr her work in setting plan goals and making
recommendations. He then asked tier input on ways to stimulate citizen involvement, and suggested that Hal Cloer
(Council Study Session Minutes I 1/20/96) [
present his idea fbr a city-wide database of leaders as an addendum to the plan. He further noted that he would like
to see the plan adopted. thnded and iu~plemcnted.
Hal Cloer discussed the results of the recent election as an indication of citizen interest in community participation
and better communications, particularly with regard to financial operations. He continued by discussing city
government's history back to 1970 in view of the recent election. His feeling is that the City Recorder should
receive minutes of all staffed meetings, as the Recorder is the only elected official available five days per week.
Cloer suggested that it be considered that the Recorder assume responsibility for editing the city newsletter which
is currently sent with utility bills. He indicated that the Recorder, as the figure closest to both the staff and the
citizens and most readily available to both, should have the responsibility to improve citizen-city communications.
He then asked that we look at the budget process, from survey to goal setting to final budget to identify those areas
where citizen input would be appropriate. Cloer then explained the diftbrent levels of citizen involvement, from
those who have an immediate concern they want to communicate to those who are more willing to participate and
commit their time. He then suggested the media as another potential aid in communication, and discussed the
possibility of utilizing the journalism classes from SOSC to write tbature articles on the "conflict, trade-off's,
iudgen~ents and human drama" involved in budgetary decision making. This, he fblt, would stimulate citizen interest
and understanding and benefit the community as a whale.
Committee meanbet Eggers emphasized the goal af iucreasing opporttmity tbr dialog (Goal 3) and noted that while
this would not be easy but that it is certainly cssenti:tl. She cited recent neighborhood meetings regarding systems
development charges as an example. She went on to discuss a document she'd picked up at the recent Urban
Streams Conference titled "Involving Citizens fron3 Beginning to End", prepared by the Lane County Council of
Governments (she noted that she'd be glad to provide their address), which she said did an excellent .job in
emphasizing citizen participation.
AI Bodin expressed his feelings of apprehension and discomtbrt at the current process/organization of council
proceedings. His specific concern was that the structural design of the council table kept the cotmcil very much
separate from the people, which he felt to be intin~idating and therelbre a barrier to the communication process.
He also noted that he'd like to have more feedback from the council members when speaking. Bodin then went on
to say that the recent election reflects that people within the community are unhappy and that this needs to be
addressed. He reiterated that the barrier af the table design was a physical manitbstation of the current
arganizational barriers to communication.
Mayor Golden responded by explaining that c{mncil n~embers had attempted to restrain their tbedback to avoid
debate and thereby giving citizens every oplx~rtunity to write their concerns and allow their thll input without
interruption.
A1 Bodin then stated that he tblt time should be built into this process to at least allow council to recognize what
is being said by the citizen speakers, both to acknowledge that they are listening and to ensure that their is no
mi sunderstandi ng.
Committee member Eckhardt spoke alxmt Goal 1, item # 1 I to facilitate citizen inw>lvement through an open-house
or monthly celebration that would serve to create nlt~re af a sense of thmiliarity and empathy between citizens and
council members. He also asked that there be more issue discussion similar to the council study sessions that could
he less formal and thus less adversarial. Iml~lcment:ttion wonld overcome many of the communication problems
in the community and help to heal the splits which cun'ently exist, and in his opinion one meeting a month should
be condncted to talk and share interest in serving the community.
Mayor Golden explained that the council study sessions arose from last year's council where items which were
under debate that had to be put off until at~er the lbrlllal meetings due to time constraints were held over to the less
fimnal study session meetings.
(Council Study Sexslim Milmlcs I 1/21)I96) 2
With regard to the limiting of debate/discussion due to time constraints, com,nittee member Eckhardt suggested that
at very least council ,nembers should be sure to make speakers aware if they are uncertain about the precise meaning
of what is being said.
Councilor Laws explained that the/i>rmal meetings are limited by time as to the needed interaction. in many cases,
he said, infi~rn~al time is needed to work thrtmgh differences. Whereas debate is avoided as a rule during formal
sessions, communication has been aided by the n~m,e to less formal sessions that allow real discussion of issues and
d i ft~rences.
Committee member Eckhardt stated that he would even prefer that councilors maintain social interactions with the
citizens (as could be accomplished thrtmgh a nm,~thly open house) as he I~els that this social relationship would
thcilitate communication during the meetin.~s.
Here Committee Chairwoman Hartzell encouraged feedback f'ron~ the non-committee members who were present.
Co,nmittee member Eggers stated that different levels of liarreality are required, as appropriate to the needs of
particular situations in order to thcilitate sha,'ing of in/i~rn~ation and increased tinderstanding. She then emphasized
that it was important to let citizens know how the council operates.
Hal Cloer emphasized the need to help people understand expectations within the council meeting tBrmat, and what
can be accomplished in that setting. He suggested that a ti~rm is needed to explain both the limitations of this arena
and the possible means of fi~llowing np after the meeting. He further recommended that council members need to
go to the citizens -- in the ti~rm of community errraps and service clubs and commit time to the citizens, on the
citizens' turf. With this in rnind, he questioned Ctmncilor Hagen on the success of his eftBrts to hold town hall
meetings.
Councilor Hagen responded that these in~rmal gatherings have heen quite successful, with attendance ranging from
14 to O. He noted that with a large number of attendees, the discussion can be lively and will take off on its own
dependent upon the issties being discussed and the views of those present. When attendance has been lower, he
noted that they've simply gathered to sit, sharing coft~e and conversation. He also explained the need lbr the
fi~rmal council meeting as it is indeed a business meeting and must be conducted as such, whereas the town hall
meetings can be held in a more castre] manner.
AI Bodin asked council members how many people they fecl they reach, and how may they feel they could reach
with a better tiermat, emphasizing the need tier a more erapathetic communication where council would acknowledge
that they've heard the citizen speaking, express their interest/understanding, and sincerely thank them for their input.
Carolyn Eidman advised that the council committees should li~llow the lead set by the subdividers in meeting with
neighborhood members to help them get thrtmgh their em~ti~ns with regard to issties and enabling them to focus
on the legal matters thereby putting them on a "level playing field."
Mayor Golden explained that the developers are required to hold these meetings with citizens by the city, as it has
been a great help in lessening the nt, n~ber of apl~eals beti~re couucil.
Carolyn Eidman then suggested that she felt these meetings with developers could be most effective if they were
held on "neutral ground" rather than at a private residence.
Councilor Hagen brought tip the thct that the issties which most directly affect the people are the ones which get
attention, and those with less in~,nediate at't~ct may not be addressed. People tend to go about their business when
things are going smoothly.
(council study sosslain Mira,los I 1/20196) 3
Councilor Hauck mentioned that since his first term, he's made a point of going door to door to ~neet with citizens
every month or so. He explained that while this doesn't allow him to speak directly with large numbers of people,
it does allow him to discuss issues that directly concern the citizens in great depths, in their homes. He also stated
that he makes a point of speaking betbre groups as Hal Cloer advised. Hauck continued stating that the apathy
within our society needs to be addressed with a broad-base of opportunities fbr involvement.
Mayor Golden suggested that Dick Wanderscheid, Gate Hartzell, the Mayor or City Administrator and Councilor
Laws ti~rm a subcommittee and go through the worksheet.
Councilor Hagen emphasized the need to indicate an "S" where ti~rther staff attention was required and a "$"
the costs involved.
Committee Chairwoman Hartzell again stated the need to get council me~nbers to identit~ any problems or concerns
they had with this plan during this meeting.
Conservation Director Wanderscheid re-iterated this, stating that if the council would identit3~ their concerns, the
communications committee would have somethin~ to wtu'k with. He asked that each council member give their
opinion of the plan and their concerns therewith.
Councilor Hagen noted the need to consider the need tbr regional communication.
Chairwoman Hartzell suggested a newsletter as a means to allow better communications between the council and
constituency.
Conservation Director Wanderscheid noted that some of the specific goals could involve significant changes or
be expensive, and asked if council members were ~villing to implement these goals.
Councilor Hauck stated that the council needed to see an idea of the costs involved and a realistic timeline betbre
they could give the plan a fair evaluation. He also indicated that he had no problems with any of the specific goals,
that they are good ideas which simply need to be presented in detail.
Conservation Director Wanderscheid again stated that in workin~ further {~n this plan, the committee would need
input from all council members.
Here, there was a brief discussion of this plan as it :tpplied to the budget process itself between Mayor Golden,
Ad~ninistrator Almquist, and Conservation Directre' Wanderscheid. Councilor Hauck explained that the budget
process had been taken out of this plan due to its scope.
Mayor Golden, citing a need to leave to attend a ctml~'rcncc, turned the meeting over to the council president. She
ended by stating she didn't have any specific prtdMems with the plan, but she had some concern over the proposed
close captioning of community television broadcasts. She also noted the plan's r~quirement to give advanced notice
to citizens should be looked at in light of state requirements such as those which apply to land use matters, which
must be completely dealt with within 120 days or they are considered to have been approved automatically.
Cnnservation Director Wanderscheid suggested that the subcoum~ittee consist of himself, Administrator Almquist,
Cate Hartzell and the Mayor. Councilor Laws suggest that the Mayor appoint a council member as well. Mayor
Golden responded stating that Councilors Laws and Hagen could serve on this committee.
Councilor Hagen left to attend another meeting.
Committee member Eckhardt commented on the perceptu.'tl dift~rences and psychodrama involved in sitting at the
Study Scssilm Milmtcs I 1/20/96) 4
council table, to illustrate Mr. Bodin's previous statements.
Councilor Thompson discussed the practicality or' goals and goal setting and discussed the possibility of including
a tbrm with utility bills asking t~r citizen input. He also suggested a city bulletin board similar to the one in his
childhood hometown, both as a means to meet the needs of posting notices discussed in the plan and in expanding
the level of citizen involvement in goal fi~rnwlation (Goal 1, #8). He went on to suggest that creating another ad
hoc committee (Goal 1, #9) might be counterproductive to moving forward with improving communication. He
then stated that Goal 1, #8 may be unnecessary and #9 should not be necessary. He noted that Goal 1, #13-15 were
potentially costly, as was a newsletter. Hc again suggested that a bulletin board might serve to improve
communication in many of these areas. Looking further at the goals, he suggested that the feedback form discussed
in Goal 4 was not needed, citing the effectiveness of letters in conveying citizen concerns in the past.
Jack Blackburn asked that the council look at the draft plan closely, and all sit down together lbr a discussion -- not
as a separate committee. He felt that a plan developed and implemented in this manner would be much more
acceptable to the community.
Councilor Laws explained that the entire council w~mld look at it as suggested by Mr. Blackburn, but that a
conlmittee was needed at tirst to look at I~rioriti~.~s and categories.
Council Hauck stated that choices needed t¢~ hc made based on implementation cost and details.
Councilor Laws emphasized that the comnUtt~e w~mld not screen, but merely categorize goals into the previously
discussed tiers.
Council Hauck left for another meeting.
Committee Chairwoman Hartzell advised that another study session would be needed tbr discussion at-~er the
committee had looked at the plan.
The meeting was adjourned at 5:15 pro.
(Council Study Scssiori IVimacs I 1/20/96) 5