HomeMy WebLinkAboutCCMinutes_2007_03_06 286
Brookings City Council
March 6, 2047
The Brookings City Council held a special meeting on Tuesday, March 6, 2007 at 4:00 p.m., at City
Hall with the following members present: Mayor Scott Munsterman, Council Members Tom
Bezdichek,Julie Whaley,Mike Bardey, Michael Reitz,Tim Reed and Ginger Thomson. City
Managex Dennis Falken and City Clexk Shari Thornes were also present.
City of Brookin�s Governance and Ends Policies. The City Council reviewed the City's Goverance
and Ends Policies for potential amendments. The following recommendations were made. The last
amendments were adopted on January 11, 2005.
Policy 1, Governance Process
1.2 Governance Process,Council Role
The role of the Council, on behalf of the Citizens of Brookings,is to assuxe that the City of
Brookings (a) accomplishes what it should, and (b) avoids unacceptable activities and conditions.
4. Whenever possible, the Council will avoid the use of committees that separate the wholeness of
the Council. When further research on a topic is needed, the Council may appoint one
member to investigate. However, the Council should avoid subgroups of Council members,
since subgroups tend to develop a life separate from the Council as a whole.
Whaley exfire.r.red concern that the Council ha.r gotten away finm thi.r policy svith too many.rubcommittee.r of Council
member.r. The Council memberr agreed that the use of.rubcommittee.rhould be avoided if at all po.r.rible and.rhould
only be u.red Ivhenever.ren.ritive negotiation.r are nece.r,rary. (No change.r to thi.r.rection)
1.3 Governing Process, Council Style &Vision
The Council will govern with an emphasis on (a) outward vision rather than an internal
preoccupation, (b) strategic leadership rather than administrative detail, (c) clear distinction of
Council and City Manager xoles, (d) collective rather than individual decisions, (e) future rather than
past or present, and (� pxoactively rather than xeactivity. The Council will:
2. Cultivate a sense of excellence. The Council, ��`�'�° �`��;will be responsible for excellence in
governing. The Councii will be an initiator of policyq with the advice and counsel of the Citv
Mana�er ,
Policv 2, Council-Staff Linkage �
2.1 Council-Staff Linkage, City Manager Role
As the Council's single official link to the operating City government, the City Manager's
performance will be considered to be synonymous with organizational performance as a total.
Consequendy, the City Manager's job contributions can be stated as performance in thes�e
areas, but not limited to:
Ends Policv 1, Financiat Stabititv
Kita Thomj�.ron, City Finance Manager, reviewed the pmblems with the area.r highlighted belorv.
"....Therefore, budgeting for any fiscal period or the remaining part of any fiscal period shall not
deviate materially from Council Policies as established in key performance areas, or other City
Council policies. T'he City Manager is therefore prohibited from budgeting or spending that:
2� Contains ex�enditures that axe not defined in terms of outcomes•
In addition, the City Manager may not bypass Council judgment to allow budgeting that:
5) Increases o�erating ex�enses meaning ca�ital excluded in an�de�artment bevond inflation
using at least a rolling six month average of the Midwest Consumer Price Index•
Guideline C: .
With respect to teserve funds the City Manager's overall budgetary goal will be to present a budget
that allows for xeasonable reserve creating options�for the Council. The City Manager may not
bypass Council judgment to allow budgeting that:
2. Lowers the following funds below the following:
a. The Industrial Development fnnd—a cash flow reserve of 15% of expenditures and a capital
reserve funded with all revenue excluding the General Fund transEer;
Thomp.ron.raid thispolicy i.rn't achievable for the indu.rtrialfund. The 1S% varie,rg�atly. Thepolicy.rhould
also exclude grant fund.r.
zs�
b. The Special Assessment fund- an analysis will be conducted of future needs and a reserve
based on that analysis will be targeted;
Who would do the analysi.r? "I he City Engineer's futur�project.r are ba.ced on development.
The Storm Drainage fund - a cash flow xeserve of 50% of annual revenues and a capital reserve
based on the capital improvement plan with a minimum of 100% o£annual revenues.
Thomp.ron.raid it avould take$500,000 to get thi.r into compliance. It might take.rome bonding to get tbe.rtorm
drainage fund poliey up to code.
There u�a.r con.ren.ru.r from the council for the follouring:
1) Revie�v market value rent poliey for I�d.�'T Center.
2) Revie2v policy on debt and ca.rh re.rerUe.r pertaining to the Ho.rpital.
3) City,ctaff will draft neiv language for the above mentioned.reetionf for courrcil reviesv and po.r.rible action.
Ends Polic_y 2,Munici�al Services
There wa.r con.ren.ru.c to rewrite the thing.r the city manager".rhalC'and"rhall not"do in a more po.ritive tone. The
City Clerk will draft propo.red new language for Counczl con.rideration.
Ends Polic�2,Municipal Services - Guideline C
Ki/a Thomj�.ron noted that,rhe ha.c never u.red the KOA svhen calculating the budget document and que,rtfoned this
policy.
Ends Polic�4, Economic Develo.pment
...."Having developed some overall Ends, following are moxe specific Ends to provide guidance to
both the City Council and the City Managex.
1. City Government is prepared for economic development opportunities.
2. Economic development entities are woYking cooperatively and collaboratively.
3. Economic development efforts are conducted with an emphasis on the community's assets.
a) The growth and expansion of e�sting Brookings industries and retail are-is-the
primary target for increased employment and economic growth.
4. There is an innovation ca.tnpus at SDSU
s that is managed by the Growth Partnership.
5. The land around the Swiftel Center/Ice Arena is developed to enhance and complement the
e�sting land use in the area.
al.,. C�.:f+,.t !`..«�..../7..,� A....«,.
t=a�, .
6. Tourism is bringing outside money to the community.
e) Facilities (Ice Arena, Swiftel Center, Sports Fields,Pexformuig Arts Center,
Wellness Center) axe used at capacity.
10. The cost for tourism and promotion will not exceed the sum of the"3`�Penny" revenues
raised annually�ts to $300,000.
288
Ends Policy 5, Employee Training and Develo�ment
There 1va.r con.ren.ru.r tbat City.rta�f u�ould draft ne�v language related to thi.r.rection for Council reviezv and po,r.rible
action.
Ends Policy 6. INTRA& Intergovernmental Cooperation and Relations
There t�a.r con.ren,ru.r that City staff 2vould draft ne�v language for thi.r.rection pertaining to 'improved communicatzon"
for Council revie:v and po.r.rible action. There u�a.r a di.rcus.rion regarding Council memberr.reruing a.r ex-o�cio.r to city
board.r.
Ad�ourn. A motion was made by Reitz,seconded by Bartley,to adjourn. All present voted yes;
motion carried. Meeting adjourned at 7:00 p.m.
City of Brookings
S . unsterman,Mayor
ST:
��9 C.Ty
�.�.r" �. ,o
� � •cpq � s�---I��/�/
�:• �p o'O �/ '
y: ✓
O: i�
�oGlyDqKO�.� ornes,City Clerk