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HomeMy WebLinkAbout1998-1103.SS.MINMINUTES FOR THE STUDY SESSION ASHLAND CITY COUNCIL November 3, 1998 CALL TO ORDER Councilor Chairperson Wheeldon called the meeting to order at 6:05 p.m. in the Civic Center Council Chambers. IN ATTENDANCE Councilors Laws, Reid, Wheeldon, and DeBoer. Mayor Shaw and Councilor Hauck arrived late. Staff present included: City Administrator Mike Freeman, Assistant City Administrator Greg Scoles, Administrative Services Director Richard Wanderscheid, Director of Finance Jill Turner, City Attorney Paul Nolte, Fire Chief Keith Woodley, Director of Electrical Utilities Pete Lovrovich, Chief of Police Scott Fleuter, Public Works Director Paula Brown, and Director of Community Development John McLaughlin. CITIZEN ATTITUDE SURVEY Administrative Services Director Dick Wanderscheid provided background information on the preparation of the surveys. Noted the better flow of the new surveys. Stated that results would be to Councilors by December 18th. Council discussion of whether the survey's sample should include all residents, or only registered voters. Wanderscheid read letter from Russ Silbiger urging that the sample include all citizens. City Administrator Mike Freeman noted that no cities he knows of survey the general public. Freeman suggested surveying only those registered to vote, as they are the ones who shape policy through voting. Councilor Laws questioned where the lists are obtained, and how they are made up. Stated that if a reliable list were available, he would prefer to poll the general public. Wanderscheid noted that 400 people will be surveyed, at a cost of $8,000.00. Council concurred that the sample should be composed of the general public. Wanderscheid asked for input, and said that the surveys will soon be pre-tested and ready. Suggested that he would take input through Wednesday, November 4th. Councilor Hauck noted that the choice of sampling is normally determined by the objective of the survey, and stated that he feels that the difference is not great in some areas. Concurred that the general public was an acceptable sample, with cross-tabbing to compare responses of voters and non-voters. Mayor Shaw noted her experience that a fairly large percentage of people who are politically involved are in fact not registered to vote. DISCUSSION OF STRATEGIC PLANNING Councilor Laws questioned implementing a new process when there is currently a process in place. Council discussion of the unique nature of comprehensive plans in Oregon, in light of state law. Councilor Reid expressed concern that those coming from other states don't realize that there are specific, state-imposed constraints on the comprehensive planning process. City Administrator Mike Freeman suggested that there is a need to look at the specific elements valued by the City, and to develop a more detailed road map to achieve stated goals, which will be embodied through the budget process and in all city operations. Mayor Shaw stated that she sees strategic planning as laying a foundation for the City's comprehensive plan, to envision where the City wants to go and facilitate getting there. Ashland City Council Study Session Minutes 11-03-98 1 Freeman stated that the Council should work not just on immediate needs. Emphasized the need to retain what is good in current City processes, while implementing new ideas in order to improve. Stressed that having an implementable schedule, to keep the City' s progress toward its goals current and alive, would be a much needed improvement. Noted the need for a mission statement and a vision to be woven into this process. Councilor Wheeldon stated that her understanding is that while a comprehensive plan speaks of what to do, a strategic plan speaks more to how this is to be achieved and in what spirit. Suggested that City government can learn from the practices of successful businesses. Councilor Reid noted her willingness to participate in this process, but expressed concerns at encumbering the next Council and Budget Committee. Emphasized that the Council needs to be responsive to the immediate needs of the community. Councilor Laws countered that the Comprehensive Plan is a binding document on future Councils, and noted that he sees problems with the current process where the Comprehensive Plan, Capital Improvements Plan, and such are prepared separately, with improvised goal setting. Suggested that more integration of all elements is necessary. Also stated that the legal nature of the Comprehensive Plan will make preparing a Strategic Plan difficult, but that the inter- connection of all elements into one unified approach has merit. Mayor Shaw stated that future Councils are encumbered in many ways, and that they can make amendments as they see fit. Suggested that this plan would be to provide guidance rather than encumber, and suggested viewing this as a means to f'md ways to realize the vision of Ashland's Comprehensive Plan. Councilor Hauck noted that a strategic plan would be subject to continued annual refinements. Freeman emphasized this, noting the need to keep goals in mind. Suggested that the strategic planning process would replace annual goal setting, but that short-term, yearly items would remain to be implemented each fiscal year. Councilor Wheeldon questioned City Attorney Paul Nolte on the legality involved. Nolte suggested that the Comprehensive Plan would be a part of the Strategic Plan, and that the Comprehensive Plan would need to be amended as necessary according to state guidelines. Brief discussion of the need for procedural training for new councilors, to address procedure, land use law, basic budgeting, and etc. Councilor Hauck noted that the Rogue Valley Academy is a resource available locally that could provide such training. Freeman noted that he and City Recorder Barbara Christensen have discussed the need for this training, and were prepared to provide new Councilors with the information needed. Freeman stated that he would like to kick-off the strategic planning process in mid-January, with roughly a day and a half of sessions. Stated that he would move forward with scheduling these sessions, to get this integrated into the City's processes as preparations for the next fiscal year are made. ADJOURNED The meeting was adjourned at 6:50 p.m. ~)Submitted by Derek Severson, Assistant to the City Recorder Ashland City Council Study Session Minutes 11-03-98 2