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Agenda & Minutes

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Mayor & Council (View All)

City Council Study Session Agenda & Minutes

Thursday, December 22, 2016

December 22, 2016

12 Noon
City Hall, Medford Room
411 West 8th Street, Medford, Oregon
                       New Council Orientation
                       Visioning – Brian Sjothun
                       Budget Calendar – Alison Chan

December 22, 2016

12 Noon
City Hall, Medford Room
411 West 8th Street, Medford, Oregon

The Medford City Council Study Session was called to order at 12:07 p.m. in the Medford Room of the Medford City Hall on the above date with the following members and staff present:
Mayor Gary Wheeler; Councilmembers Clay Bearnson, Daniel Bunn, Chris Corcoran, Dick Gordon, Tim Jackle, Eli Matthews, Kevin Stine, Michael Zarosinski*
City Manager Brian Sjothun; City Attorney Lori Cooper; Deputy City Recorder Winnie Shepard; City Recorder Karen Spoonts; Finance Director Alison Chan; Fire Chief Brian Fish; Public Works Director Cory Crebbin; Technology Services Director Doug Townsend; Planning Director Matt Brinkley; Human Resources Director Mike Snyder; Police Chief Randy Sparacino; Interim Parks and Recreation Director Rich Rosenthal; and Building Director Sam Barnum
Councilmembers Bunn, Corcoran, Jackle and Matthews were absent.
*Arrived and left as noted.
New Council Orientation:
City Manager Brian Sjothun discussed the handouts distributed, noting:
  • Council Communication with staff
    • Channel communications through appropriate staff members
    • Clarifying that Department Heads can be contacted directly
    • Preferred method is email
    • Depend on staff to respond to complaints; staff will notify Council of resolution
  • Role of the Council Officers updated as defined on November 18, 2010
  • Role of the City Manager
  • Outlined the City Manager’s Office staff and their assigned duties, but requested Council direct questions and duties to Executive Office Manager Donna Holtz to distribute
  • New Councilmembers will meet with Department Heads for orientations
  • All Department Heads introduced themselves
  • Weekly meeting schedule
Mayor Wheeler spoke regarding parliamentary procedure and the role of Councilmembers and the Mayor and specifically discussed decorum and that Councilmembers should respect each other.
*Councilmember Zarosinski arrived.                                 
City Attorney Lori Cooper spoke regarding Roberts Rules of Order, the formal motion process, importance of a quorum, the Charter, the election process, enacting ordinances, ethics, what qualified as a meeting and executive sessions. Ms. Cooper explained that Councilmembers can be held personally liable for violating public meeting law. 
City Recorder Karen Spoonts discussed various internal office tasks such as photos, parking passes, name tags, agenda procedure, etc.
Mr. Sjothun spoke regarding the need to create a vision for Medford. He noted he has been meeting with companies regarding the visioning process and would like the Council’s opinions and guidance. 
Mr. Sjothun noted there was a perceived disconnect between Department Heads and the Council in the past. He recommended a more cohesive environment beginning with the development of internal core values and then moving to the bigger vision process involving the community. 
Councilmember Gordon supported Mr. Sjothun’s idea and requested the information for budget preparation.
*Councilmember Zarosinski left the meeting.
Budget Calendar:
Finance Director Alison Chan distributed a budget instruction book to attendees.  She noted the meeting calendar and the timeframe involved in building a budget. 
*Councilmember Zarosinski returned to the meeting.
Councilmember Stine preferred listing the necessary projects and then approving the funding versus getting the funding then determining projects. 
Mayor Wheeler explained the Legislature would be in session this year and the state revenue projections were unknown at this time.
Councilmember Bearnson recommended the upcoming League of Oregon Cities trainings to new Councilmembers and the annual conference. 
The meeting adjourned at 1:08 p.m.
Winnie Shepard
Deputy City Recorder

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