HomeMy WebLinkAbout2005-03-07-Work Session MinutesWAUKEE CITY COUNCIL MINUTES
WORKSHOP MEETING
MARCH 7,2005
(1)Call to Order -The workshop meeting of the Waukee City Council was called to
order by Mayor Oberman at 7:00 PM.
(2)Roll Call -The following members were present:Tony Oberman,Mayor,and
Council members Nicholas Gruber,Donald Bailey,Jr.,JeffV.Mertz,Bill Peard and
Darlene Stanton.
Mayor Oberman opened the workshop by discussing with Council,the suggested
discussion items and length of meeting.It was determined by Council to not exceed a
two hour meeting and to begin at the top of the list of discussion items.
(3)Discussion:
1)City Attorney Selection Process
After a lengthy discussion Council decided the Request for Qualifications (RFQ)
would be mailed to those identified by the mayor and members ofthe Council
prior to March 15 and expected back prior to April 15,2005.In addition staff
will contact the League of Iowa Cities,the Iowa State Bar and possibly an
association of municipal attorneys to inform them of our search for a city
attorney or to place an advertisement in any mailings from their organization
during the time-frame of March 15 to April 15.Once the responses to our
request for qualifications have been tumed in,all responses will be mailed to
council members for their review.The Council as a whole with input from staff
will decide which individuals to be interviewed.Interviews will be set up with
the potential candidates during which all Council members and staff will be
present.Don Bailey,Jr.requested that staff determine with Paul Huscher's help
the estimated cost of the city attorney's different practice areas.Jeff Mertz
suggested that each candidate send ten copies of his/her response to the RFP.
The process of hiring an attorney to replace Paul Huscher will be completed by
the first ofJune.
2)Rules and Procedures for Ad Hoc &Advisory Committees
Agendas,minutes and supporting documents are to be distributed to council
members.The agendas will be posted for all committee meetings including ad
hoc and advisory committees with an explanation defining the term "meeting"
pursuant to §21.2 to make individuals aware that council members ofthree or
more may be in attendance at the meeting.This gives notice to the public that
the meeting although not posted as a council meeting may in fact become one
with minutes for the meeting being prepared and published.Council members
are encouraged to notify staff when Council members know that more than two
council members will be in attendance at a meeting so the meeting can be
posted as a Council meeting as well as a committee meeting.Committee
members reviewed the rules and procedures and suggested several changes.
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This will be prepared and presented to the Council during the March 14 meeting
for the Council's approval.
3)Representation at Meetings;Library,Police,Fire
Council member Stanton thought it would be appropriate for the department heads for
these three areas to be present at council meetings on a monthly basis.There
was much discussion conceming this item.Some council members didn't feel
that anyone ofthe three department heads mentioned above needed to be at the
council meetings because of the demands already placed upon them or felt that
quarterly reporting was much better than monthly.It was determined the
department heads for the Library,Police and Fire would present a report of the
activities of the department in person,to Council,quarterly,
4)Council Retreat Discussion
Many Council members felt this would be an ideal activity for the Council,if it were
headed by someone who could lead the Council through some teambuilding
exercises or who could help the Council determine strategic plans for the
coming year or the next several years.Another suggestion was to discuss
Alice's Road Interchange and Alice's Road to the interstate.Several Council
members were in favor of this topic.A Council member suggested inviting the
landowners from the area as had been done in September 2004.Location,
length of session and possible date was discussed.The Council will plan to
attend a retreat during the next three months.
5)Briefing for April Washingtou,D.C.Trip
This was briefly discussed.Members attending the Washington D.C.hip in April and
the June trip will be briefed at a later date.
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6)In-House Communication Policy
Council member Bailey felt Staff and Council and Council within its own
membership do not always communicate as effectively as they could.Mr.
Bailey will draft a connnunication policy.
7)Advertisement for programs -Parks&Rec,Library,Police,Fire
8)Townhome Design Standards
9)Reimbursement of funds due Water Utility from sale of old library
10)Report on HSB 186 -Options to conduct two Special Census each ten years
11)Update from P&Z
12)Golf Conrse Management
Public Works Director John Gibson indicated the Golf Course was open.He explained
the operation to the Council members.He also indicated that Matt J ermier,the
Parks and Recreation Director,has been and will be very active in managing the
golf course.Staff will be hired to fill the various positions.The cost of
memberships and of rounds has been lowered.Programs will be developed for
youth and other activities will occur through the summer months.I
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The remaining items will be discussed at a future workshop,time for which has not been
determined.Mayor Oberman closed the workshop at 9:09PM.
Attest:
Mark J.Arent~n City Administrator/Clerk
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