HomeMy WebLinkAboutMinutes Council 102306 ManagerCity Council /City Manager Meeting
Minutes
October 23, 2006
The City Council and City Manager met on October 23, 2006 in the City Hall Council Chambers at
10500 N. Military Trail, Palm Beach Gardens, Florida. The meeting was called to order at 6:01 p.m.
and opened with the Pledge of Allegiance.
In Attendance were Mayor Joseph Russo, Vice Mayor Jody Barnett, Councilmember Eric Jablin,
Councilmember Hal Valeche, Councilmember David Levy, City Manager Ronald Ferris and City
Attorney Christine Tatum.
Mayor Russo stated that the topic of this meeting was to build communication between staff and
Council.
Vice Mayor Barnett stated that she felt it important to also discuss divisive issues between the
Council and staff. One item in particular had been in a memo from City Manager Ferris about the
City Council /City Manager form of government and how everyone understood their roles. Vice
Mayor Barnett asked the City Manager to disclose what he viewed the form of government to be and
what he sees his role as in that form of government.
Councilmember Valeche also recommended that those in attendance should bring up some problems
or issues that were deviating from the way they viewed things should be happening. Mayor Russo
stated that it was not always easy to stay the course and everyone should always be working on that
goal. Issues should be discussed and communicated between the Council and the City Manager so
everyone is operating in conjunction with each other.
City Manager Ferris said there are always gray areas between policy and implementation of policy,
gray areas where roles start and stop; the line is not always clear. He expressed the feeling that his
role as City Manager is that he works independently of the Council in the implementation of policies
and the implementation of budget, and in the day -to -day operation such as personnel issues, budget
issues, and operational issues that the Council does not get involved in unless it becomes a problem
of a political policy nature. Mr. Ferris continued by saying in his own mind he can separate where
those issues fall. He stated what he felt could improve from staff's standpoint is that sometimes they
do not get a clear direction or consensus from Council before moving onto another topic during a
meeting. He feels that Council should make motions to direct staff to make items more clear. In
addition, Mr. Ferris said he thinks there are expectations of performance between the Council and
the City Manager. There is a tremendous amount of work that has changed during the last five or six
years from what the City was to what it is today. There is a tremendous amount of demand on his
time in the day -to -day operation, even with the help of staff it is very demanding. The
communication between him and the individual Councilmembers is constant, whether it is via e-
mail, mail or telephone. The role of Council vs. City Manager, Mr. Ferris said it was his job to run
the City; that is what he gets paid to do. He stated that where the trouble starts is where does the City
part start and stop with the Councilmembers and the City Manager. He stated that problems occur
because of what is policy and what is not policy. He said that there may never be a clear line on that
but there needs to be some kind of agreement on where that would be. He stated that at times the
Council / City Manager Meeting 102306 Page 1
Council gets away from the big picture and gets into the smaller picture, and at times he gets away
from the smaller picture and gets into the Council's bigger picture as far as policy is concerned. Mr.
Ferris said that there has got to be a certain amount of trust there.
Vice Mayor Barnett asked for an example and clarification of where the Council was getting into
what Mr. Ferris perceived as his role. Mr. Ferris replied a good example was the budget card
mailing. He stated that he had professional staff on board to do those things and that from his
perspective and staff's perspective that they should be allowed to do their job. Discussion followed
regarding the difference between conducting daily duties and advocating positions, such as what
happened on the budget card mailings, which resulted in the appearance and impression that the
Council leaned towards an issue that had not yet been voted on. Mr. Ferris replied that it had not
been the intention to give an erroneous impression, but only to pique the public's interest in the
matter and to illustrate items that would be discussed, not to steer people. After further discussion a
consensus was reached that further communication was needed between the Council and the City
Manager. Councilmember Jablin stated that when people get angry they do not always communicate
well, and that differences of opinion should be communicated in a more professional manner and not
to become confrontational. After further discussion a consensus was reached that the City Manager
should be given an opportunity to ask for direction or find out what was meant at the end of Council
meetings before adjournment to gain clarification on Council's wishes. Mr. Ferris asked the Council
to be more specific by letting him know when to specifically follow a policy or when to take the idea
and develop it as needed.
Vice Mayor Barnett brought up the height charrette and stated that she had a problem with day -to-
day operations regarding the workshop. She stated that she thought the Council should have been
allowed input about the questions and the manner in which they would be asked so the results would
not be skewed. She stated that she had received a memo stating how it was going to be conducted
and that there was going to be a powerpoint presentation. She pointed out that a powerpoint
presentation represented to her that decisions had already been made and that input was not being
solicited. Ms. Barnett related to the City Manager that when the Council asked for something it
should be carried out. In the case of the charrette she did not understand how it was related in the
memo to her that it was going to be an input - soliciting session, and she did not feel that the
Council's wishes or input were wanted.
Councilmember Jablin related that he felt that the powerpoint presentation would probably be giving
the history and showing where we have been so we would know where we are going. He felt that the
professional facilitator, who we have used previously, would be trying to solicit input from the
public. Ms. Barnett expressed that grouping people into zones and asking them where do you want
height rather than do you want height and how do you envision the City? She feels that
Councilmembers should have had input on what was going to be asked of the participants.
Councilmember Levy stated if it was a yes or no question that would be shades of gray; there were
places where height might be appropriate and others where it is not. Further, those shades of gray
become more gray when asked how high is high in a particular area. Mr. Levy expressed the opinion
that the Council should dump their presumptions of what they thought to be more open to the
opinions that would be given at the charrette.
Council / City Manager Meeting 102306 Page 2
Councilmember Valeche related that perhaps the Council should have specified to the facilitator
exactly what they wanted him to do. In Mr. Valeche's mind there are three or four definite policy
issues that will be derived from this charrette and it should have been developed by Council and
direction given to the City Manager and the facilitator as to how the policy information should be
solicited, such as building height, affordable housing, etc. Because these ideas are so important, the
Council should have been more involved at the inception rather than having the program presented
to them after it had been formulated.
Mayor Russo made the point that while interviewing other facilitators they found that they did not
conceptualize what the Council was trying to solicit. Mr. Russo stated that the present facilitator
does realize and has related with staff accurately, and he feels that the charrette is going to solicit
information from the public accordingly.
Councilmember Jablin stated that he feels the Council should be involved at the back end rather than
the front end because they are going to formulate policy from the information solicited. He does not
believe that the Council should on the front end restrict what will be heard; he said that he would
rather hear everything and go from there to see what the public really wants. As policy makers for
the City he feels that on the back end the Council will then take the information received and
develop cohesive policies that everyone could agree on.
Councilmember Levy added that he felt the facilitator's job is to help bring about helpful,
constructive conversation by not coming to the meeting with any bias.
Vice Mayor Barnett brought up the idea that before any major event is held that will involve the
Council making policy decisions, that a Council /City Manager meeting like this be held. Mr. Ferris
stated the next meeting scheduled is on November 16th about EAR, and that his office has scheduled
this meeting far enough ahead so that everyone will have time to give their input. Mr. Ferris stated
that earlier in the year the Council had been given a choice whether they wanted to go the long way
to do a charrette, or the short way. He stated that at that time the Council had opted for the short
way, and that the City Manager's office had outlined how they would do it. That is why they took
that way to do the charrette coming up. What concerns Mr. Ferris is the message that he is hearing,
whether it is being delivered or not, is that when Councilmembers question staff about the potential
of the facilitator and skewed information or being biased it comes back to the level of trust. Mr.
Ferris stated that he and his staff were not going to do anything on purpose to bias or skewer
anything regarding the charrette. Knowing how important this is not only to the Council, but to the
community and the staff, he said they were not going to hire a facilitator who would do anything but
the most professional effective presentation possible. Mr. Ferris stated that was a given from him
and his staff. To bring back the elements from a charrette to five elected officials in an open meeting
in one night would take a large commitment; it took hours and more than one meeting to work with
the facilitator. Also, Mr. Ferris stated that they want to be sure that the political process does not
skewer the information collected.
Vice Mayor Barnett stated that the above illustration of what occurred because of a memo rather
than verbal communication was added reason to have more verbal communication opportunities.
Mayor Russo said it was important to have more time together to talk and air out problems.
Councilmember Jablin suggested that instead of being so quick to adjourn, that the last half hour of
Council / City Manager Meeting 102306 Page 3
the Council meetings could be directed towards a Council /City Manager discussion time if it is
needed. Councilmember Jablin stated that if there are issues, that is the time to bring them out.
Councilmember Jablin and Mayor Russo both expressed that it is important for the Council, City
Manager and staff to have trust and respect for each other and that they should presume that they are
doing the best for the City.
Vice Mayor Barnett stated that she would like to have a weekly phone call from the City Manager to
touch base. Mayor Russo said he communicated usually once a day. Mr. Ferris said he would find
the time to contact Ms. Barnett once a week. Mr. Ferris asked the Council if they felt they were
receiving enough communication. Councilmember Jablin stated he preferred a -mails over paper.
Mr. Ferris asked Patricia Snider, City Clerk, to give a visual presentation of the amount of
paperwork and contact that other Cities other than our City do. Ms. Snider stated that they tracked all
of their communication, agenda, minutes, events, mail and calls by way of the scanning that is done.
Councilmember Levy told the other Councilmembers that he considered Mr. Ferris as a resource. If
he has a question on how to do something, then he gets information on how to go about it. The City
Manager outlines or directs staff to assist him in getting something accomplished. He encouraged
others to do the same.
Mayor Russo encouraged everyone to communicate and discuss items so that they don't pick up the
newspaper to find out something they should already be aware of. He stated the time at the end of
the meetings should be utilized to keep in contact.
With no further business to discuss the meeting adjourned at 7:02 p.m.
Submitted by:
Ray Ellis
Deputy C4 Clerk
Note: These summary minutes are prepared in compliance with 286.011 F.S. and are not verbatim
transcripts of the meeting. A verbatim audio record is available from the Office of the City Clerk.
Council / City Manager Meeting 102306 Page 4