COUNCIL WORKSHOP

 

A Council Workshop was held on June 1, 2009 at 6:05 p.m. with Council President Williams presiding. Council members present were Mr. Leary, Mrs. Russell, Mr. McGlumphy, Mr. Slavin, Mr. McGiffin, Mr. Salters, and Mr. Ruane. Mr. Hogan was absent.

Council staff members present were Mrs. Mitchell, Mr. DePrima, Mrs. Clendaniel, and Mayor Carey.

AGENDA ADDITIONS/DELETIONS

Mr. Leary requested that the discussion of e-mail be included in item #1A, Volume of Packets.

Mr. Ruane requested that item #1G, Process of Evaluating Appointees, include the Appointments of Committee members and the addition of item #1H, Discussion of Proclamations and Recognitions.

Mr. Slavin moved for approval of the agenda, as amended, seconded by Mr. Leary and unanimously carried.

Volume of Packets and Email

Mr. Slavin advised members that he did not see a problem with the size of the packets. He felt that the City Clerk’s Office ensures that Council receives the proper legal documentation and that he would not want to have someone arbitrarily or non-arbitrarily editorialize the information that Council receives.

It was Mr. McGlumphy’s belief that the volume of the packets is related to the number of items on the agenda. He suggested that more focus be spent on the timing mechanisms and providing notifications earlier. He also recommended placing items that are routine and non-critical on a yearly calendar.

Mr. Deprima, City Manager, suggested that Committee Action forms that contain supporting documentation be posted on the City’s website and that a link be provided within the paperless packet to access the document.

It was Mr. Ruane’s feeling that members of Council should re-visit the material required for standard or annual items that have already been provided for in the budget.

Concurring with Mr. Ruane, it was Mr. McGiffin’s feeling that there may be ways to pair down spending requests that require Council’s approval.

Mr. Leary expressed his concern in managing the abundance of email that is received.

In response to Mr. Leary, Mr. Slavin suggested the elimination of duplicates and that time-sensitive items be sent via e-mail and non-sensitive items be placed in City Council’s mailbox.

After much discussion, members of Council recommended that the City Clerk’s Office and City Manager’s Office work together to streamline the packets and provide a recommendation to members of Council at a future meeting.

Requests for Items

In response to Mr. Salters, Mrs. McDowell, City Clerk, stated that an ordinance requested by members of Council requires three (3) sponsors.

Considering Agenda Items

Mrs. Williams explained that the purpose of the agenda meetings is for the consideration of agenda items. She also noted that this is the time when other Departments or Council Appointees may request to have an item placed on the agenda that may not be solicited by Council.

Mr. Slavin expressed his concerns regarding the legality of the agenda meetings and requested that the City Clerk provide members of Council with a legal opinion to ensure that the City is not in violation of the Freedom of Information Act (FOIA).

In addition to posting the agenda meeting notice in City Hall, members of Council requested that the City Clerk’s Office post the notice on the City’s website and include it on Council’s monthly calendar.

Mr. McGlumphy recommended that everyone adhere to the agenda and packet deadlines.

Mrs. Williams stated that future agenda meetings will be held at 9:00 a.m. instead on 7:30 a.m.

Meetings with the City Manager

Mr. DePrima stated that instead of meeting with the Council President he would like to begin providing members of Council with weekly or biweekly updates. He noted that the update will not include items that are provided in the City Manager’s Monthly report.

Mr. Leary requested that when sending the updates the email heading be specific.

It was suggested by Mr. Slavin that urgent items be pulled from the update and sent separately with the email heading to read “need for action”.

Informative Meetings

Mr. Slavin explained that the addition of the third (3^rd) Council meeting was done as a result of a request from Council. He noted that these meetings give Council an opportunity to review subjects in greater detail by allowing them to have elaborate conversations and dialogues about issues. It was his feeling that Council has held some very effective workshops.

Concurring with Mr. Slavin, Mr. Ruane felt that the workshops have been very beneficial.

Mr. Deprima noted that the additional meetings have also been used for items that need to be processed quickly.

Mr. Leary stated that he understands and appreciates the workshops; however, it was his feeling that they should not be used to circumvent the normal committee process.

It was Mr. Salters’ opinion that the volume of work for the City and Council has increased and that Council should consider remuneration. Mr. Ruane stated that the issue regarding remuneration has already been addressed in the Charter amendments.

Mr. Leary reminded members that, during the Council meeting of October 9, 2000, members adopted an ordinance setting Council’s annual salary at $7,200 and the Council President’s annual salary at $8,400. He noted that prior to this date, members of Council received $75.00 per meeting, which is approximately equivalent to Council’s current salary with the additional meeting.

Mr. Ruane reminded members that when Council adopted the ordinance increasing Council’s salary, three (3) of the incumbents were not re-elected.

Serial Meetings

Mr. Slavin stated that when Council reply’s to an email addressed to multiple Council members it has been shown to constitute a serial meeting via email. As a result, he noted that the City Clerk’s Office began “blind copying” Council members when sending them an email, and it was his hope that other members of staff begin to adopt the same practice.

Mr. Ruane expressed his concerns with applicants approaching members of Council prior to the date of their Public Hearing. He noted that the Planning Commission recently obtained a legal opinion from the City Solicitor on this subject.

After much discussion, members requested that the City Clerk provide Council with a Presentation on Robert’s Rule of Order, Code of Ethics, Exparte Communication and recent rulings from the Attorney General on serial meetings.

Process of Evaluating Appointees

It was Mr. Ruane’s feeling that it is critical to spend time in a dialogue prior to the evaluation to ensure that the individual appointees are in agreement with their goals, objectives, and strategic plans.

Responding to Mr. Ruane, Mrs. Williams stated that the current practice of evaluating employees would remain in place until another practice was adopted.

Mr. Deprima reminded members of Council that when MAG performed their analysis they interviewed members of Council and that the study includes recommendations regarding individuals that should be included in the evaluations; therefore, Mr. DePrima recommended that this item be discussed at a future Legislative, Finance, and Administration Committee meeting.

In regards to the appointments of Committee, Commission, and Board members, Mr. Leary requested that Council be provided with background information and a resume’.

Mr. Ruane expressed his concern with the current reappointment practice of members who serve on a Committee, Commission, or Board. It was his opinion that a process should be developed to include attendance records, feed back from staff, and input provided by the Council District Representative. Concurring with Mr. Ruane, Mr. Salters felt that it would be prudent to receive input from the District Representative.

Mr. Slavin expressed his concerns in evaluating members appointed to a Committee, Commission or Board, noting that they are not provided with a job description. It was his feeling that the process should be in alignment with the current practices of the Human Resources Department.

In response to Mrs. Williams, Mrs. McDowell stated that the Human Relations Commission and City Council have an attendance policy.

 

It was Mr. DePrima’s feeling that it would be very beneficial for Council to obtain attendance records prior to the re-appointment of members on a Committee, Commission, or Board.

Proclamations/Recognitions

It was Mr. Ruane’s feeling that an increased number of proclamations have been presented and that a good amount of time is spent on the reading of Proclamations. It was his belief that the City of Wilmington acknowledges the proclamation and suggested that the City begin shortening the reading or reading the proclamation by title.

Mr. Salters concurred with Mr. Ruane regarding the length of the proclamations; however, it was his opinion that the proclamations should be left at the discretion of the Mayor. In regards to recognitions, Mr. McGlumphy suggested that, when possible, and appropriate, recognitions be presented during the function rather than a City Council meeting. In response to Mr. McGlumphy’s suggestion, Mr. Slavin felt that it was an honor for an individual to receive a recognition presented by the Mayor and Members of Council during a Council meeting. Mr. McGiffin reminded members that one of the biggest challenges is apathy within the city and it was his feeling that this issue could be addressed by presenting recognitions in the Council Chambers. Concurring with Mr. McGlumphy, Mr. Leary felt that some recognitions are more appropriately given at a function rather than in the Council Chambers. Noting the importance of recognizing the public, Mr. Salters suggested that recognitions be presented quarterly.

Mr. McGlumphy moved for adjournment, seconded by Mr. Salters and unanimously carried.

Meeting Adjourned at 7:18 P.M.

                                                                                    AMBER L. CLENDANIEL

                                                                                    ASSISTANT CITY CLERK

                                                                                    CARLETON E. CAREY, SR.

                                                                                    MAYOR

/AC

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