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HomeMy WebLinkAbout1986-08-27 Minutes•88 MINUTES OF A CITY BOARD OF DIRECTORS RETREAT MEETING A retreat meeting was held beginning on Wednesday, August 27, 1986 at 5:00 p.m. in Room 326 of City Hall, 113 West Mountain Street, Fayetteville, Arkansas. PRESENT" Mayor Noland; Directors Hess, Bumpass, Johnson, Lancaster, Martin and Orton; City Manager Grimes, Department Directors Burch, Coates and Linebaugh, City Clerk Kennedy, members of the press and audience. The meeting began at 5:00 p.m., with seven Directors present. PRESENTATION BY JACK MERIWETHER 289.1 The Mayor introduced Jack Meriwether, currently Vice President of University Relations and Public Service with the University of Arkansas, and former City Manager of the cities of Little Rock and Texarkana. 289.2 Meriwether spoke about alternative strategies for doing the work of city government under "the council/manager plan". He said Fayetteville has been an example of excellent city government for many years, in at least the State if not the region. Meriwether commented that there seems to be the widest possible community participation before final decisions are made and that, since Fayetteville has the most open local government in the State, it is no wonder the Board has some feeling of conflict. 289.3 Meriwether explained that Woodrow Wilson was one of the principal guiding lights in articulating the structure of this type of government. Meriwether said that in the 1930's the dichotomy of policy and administration was simple. Meriwether quoted"from statements made by Wilson in 1930: "The insulation of administrative staff from elected officials is important both to eliminate corruption and also to avoid the inefficiency that results when elected officials interfere with the details of administration." 289.4 Meriwether defined "mission" as the organization's philosophy and broad goals. He said it was clearly the responsibility of the elected officials to determine the mission. He defined "policy" as referring to middle -range decisions such as how to spend money, whether to initiate new programs, and how to distribute services. He said the council is not alone in making policy, but neither is the manager Board Retreat August 27, 1986 Part I uncontrolled.. He defined "administration".as.the specific•decisons, .,,regulations .and practices employed to achieve policy objectives., He ,said, this area, was „largely ;the domain .of.the bureaucracy,..,although there were; areas.,of .legislative j action in the administration, specifically outlining techniques to be employed implementing decisions,. intervention in service delivery, and legislative oversight. ,_, He, defined.,,"management" as actions.. taken. .to .suppor.t ;policy . and administrative,functions,,:;,including controlling ;and. utilizing;.the human, material and informational, resources of the prganization,to._,the best. advantage... Meriwether.,said-"management",was the province.of the ,manager, although the council is.involved to the. extent that it ratifies management changes. • Meriwether observed that :the. Board's Rules of Order and_Procedure contained no "penalty .section" for infractions of the rules. He also commented that if the Board attemptsto,funnel all its dealings with administration through its City Manager, it then fixes responsibility .with one person. Meriwether. .said that one. rule for Board members, in their dealings with the City Manager_is that they have .the right to talk with other staff members to_ get_information,,.but should never ,force a staff person to give„an opinion. .,, Meriwether distributed a chart which showed spheres of activity forthe Council and the Manager in the areas of ,mission, policy, administration .and management. THE MEETING RECESSED AT,51: 40. P.M.. AND RECONVENED AT 6:15 P.M. Meriwether distributed material entitled "Self -Evaluation of the Council's Policy Role",. which contained eight questions which can be used to determine to what degree the council involves itself in major ,policy-making, andleaves administrative ,details to the staff. He also ..,distributed a "City Council_ Report ,Card", to, be used ,as a guide in gaining ,some perception, on .how effectiye Directors_ think their ,governing body is. Meriwether,said he thought that how to be effective as a group requires a lot;,of attention to individual behavior, and he distributed an article written1by the former Mayor of. College, Station, Texas entitled "Organizing the City Council for Effective Action", as well as distributing the Council Meeting Procedures for that city. .,BOARD_ COMMITTEE STRUCTURE Director Orton commented that all the Directors distinguishthe difference between policy and administration in a variety of ways. 290.1 290.2 290.3 290.4 901, Board Retreat August 27, 1986 Part I 291.1 Director Johnson said it had been her observation that the Board has not asked the City Manager for an analysis of trends is other cities; and that all new ideas seem to have come from the Board. Johnson said theBoard has not asked for 'City Manager recommendatio'ns'in certain areas; such as the budget, but uses its Finance Committee for that purpose:'. 291.2 .Meriwether 'commented 'that there is no way an unpaid, elected Board of Directors can have the kind of ihfoimation-that the City Manager has. Director Hess said he thought'the'City Manager's responsibility was to impart to the Board the information it needs in mission and policy, and it is the responsibility of the Board to impart to the Manager information he needs in administration and management. Meriwether stressed the importance that signals between the two have to be clear. He commented that "when less "than four Board members want something to happen, all of what they say constitutes racket; when four or more make a decision, it's good, solid direction". 291.3 On the question'of making Board:decisions, Director Hess asked if all the information which, is available Should be included in the Board's agenda or, instead of including that information and making the agenda so large, if the information should be requested during the Board meeting, or whether the Directors should rely on the information the City Manager has and ask him 'at the Board meeting for his recommendation. Meriwether said he thought it would be appropriate to seek the recommendation, then seek substantiation of the recommendation and probe if any weakness is suspected. Hess asked if other Boards ask for recommendations to be included in their agenda, with reasons behind the recommendation being provided. Meriwether suggested the scheduling of "agenda sessions" (in the week prior to every Board meeting). Meriwether recommended abolishment of Board committees. 291.4 Director Orton commented that such sessions had been suggested to the -Board but they decided against them. `.Orton said Board committee meetings are -held and that all Board members are invited to the committee meetings and have a vote. Director Hess remarked that, according to policy, the entire Board is not' supposed te, have a vote at committee meetings. 291.5 Director Bumpass raised the problem of'being able to attend all the committee meetings. He pointed out that, in the last month, there has been an average of about 15-20 hours of committee meetings per week. He said that many qualified persons are discouraged from running for election to the Board because of this reason. Bumpass spoke in favor of eliminating the committee structure and scheduling a regular weekly session of the full Board. Board Retreat August 27, 1986 Part I City Manager Grimes told the Board that there is an agenda meeting on Wednesday mornings prior to each Board meeting, which is attended.by the City Manager, three department directors, the,City Attorney and the City Clerk, to review items proposed to be on the agenda. Grimes said 'he'thouglit an"agerida session With the -Board would help;"the staff: .",.• Director- Martin said that he attends' meetings of some -committees. on which he does riot serve, simply' to` obtain background information on -certain items so that he does not have to take up 'time at Board - meetings asking -questions. Martin said'he would hate'to see the"Board do away with committees because the thinks' they provide a chance for citizens to attend. Martin said he thought the agenda sessions would be helpful t� the Directors, but 'he thought the Board's role was to Make decisions in a public forum.''` Grimee'commented that it -would .be helpful; in -an agenda session, to find out 'if the staff is providing the Board--withall the -'material which `is needed, and also would help to -know -if -some of the material ' can ' be`eliniihated. " Director Hess said -he thought -the -agenda -contained volumes -of material all the Directors map not have'time to•read and he suggested instead that the "agenda include recommendations from"the City Manager. Director Hess commented that committee meetings- have become "mini Board meetings" which add to the volume of time being spent at meetings and diminishes effectiveness. 'Hess said he thought the three Directors appointed "to any given committee should be charged with .making the decision and a recommendation to the full Board, •with any other Board members (not on the committee) being present as citizens rather than as Board members. Meriwether said he thought the committee stkucture•currently -in-place needs- more discussion by the 'Board if it istrue that it discourages citizens from running for election to the Board. 'Meriwethet asked how much of the committees' work could be done by the City Manager. It wa's 'clarified -that the committee meetings are" open to the public and advertised in the press: Meriwether said committees are generally found to be 'in use only in ektrernely large legislative bodies. Meriwether said if the issues before the committees are routine, perhaps recommendations could be made by the staff. Meriwether noted however that if the meetings facilitate good input• from citizens, perhaps that outweighed the disadvantage of the time -consumption question. 292.1 292.2 292.3 292.4 292.5 Director Martin' said he would-be in favor of the staff making a 292.6 recommehdatioin to the Board on matters where there isa"precedent;• or policy, but thought it was not fair to ask the staff to do this on matters where there is no precedent. Board Retreat August 27, 1986 Part I 293.1 Speaking on agenda material, Director Johnson expressed frustration over the fact that the agenda sometimes contains a recommendation from a citizen committee as well as recommendations from lower .and. upper- level staff members, -all of which say the same -thing. •• - 293.2 Director Lancaster said he makes it a practice to call the City Manager prior to the Board meeting when he has questions about certain matters on the agenda. Martin pointed out that using this method could mean seven -Directors -could be "running the -staff crazy" by contacting them - prior -to the meeting with- questions. Martin spoke in "favor_.of. -the Board having all 'the information available in pre-digested form; -after committees meet, and prior to the Board meeting. 293.3 Director.Hess said he thought at least half of the committees could be eliminated, since they are probably better• off in the domain of the staff. It was clarified that the Advertising and Promotion Commission was required to be in existence by State law. Hess said he -thought -the Airport Committee could be eliminated as that information can be obtained, and rightfully should be, from the Airport Manager. City Manager Grimes stated that, .since the Board of Directors .now constitutes the Authority, he did -not think there was a need to keep the Solid Waste Committee. The Mayor pointed out that theWastewater Treatment Committee had not met in four years, but needed to be held in place until the plant is completed. The City Manager suggested the combination -of Water and Sewer and -Wastewater Treatment Committees. - • 293.4 Director Johnson expressed objection to receiving short notice prior to certain committee meetings, and remarked that it would be better to know in advance that there would be one specific day of the week on which committee meetings would be scheduled. 293.5 Director Lancaster objected to the elimination of the committee structure, commenting that these meetings provide an opportunity for staff to present detailed information which can be used to formulate a recommendation to the full Board. 293.6 Director Hess said he thought that, -with the •exception of Advertising and .Promotion, Finance, Nominating and perhaps Personnel committees, the rest of the committees' work can and properly should be done by the staff. - 293.7 Director Bumpass-commented that all the committees are not used in the same way, pointing out that the Airport and Water and Sewer committees recommend capital improvement expenditures, while the Police and Fire Committee does not recommend capital improvement expenditures for the Police and Fire Departments. Director Johnson saidshe thought the difference involved grants at the•Airport, and internal funds for. the Board Retreat August 27, 1986 Part I Polide:and Fire -Departments. Director Lancaster said. -that, •without committee meetings, Board meetings would become even lengthier. Meriwether said it is important that three committee members not stifle a recommendation from the staff. Meriwether also stressed that responsibility should be focused on one person - the City Manager„ and if the Public Safety Director, for example, is present at a meeting of the Police and Fire Committee; it should:be at-:the'discretion .of the Manager '"Director"Bumpass asked the Board to address the question, of a-regu-larly "scheduled meeting, whether or nottthe committee structu-re remains in place. Director Johnson suggested the staff set aside.one day.per.week for all committee meetings to be scheduled. - The City'`Manager suggested the combining .of Street., Wastewater Treatment, and Water and Sewer committees into -a :Public:•Works Committee. Director Johnson said, since Water and Sewer and Street committees are two big committees; this would just increase the :work load. Director Hess asked fcr "an explanation-ofwhy a large majority of the committees' work cannot be handled by the staff.. Director Johnson`s'aid-she--thought-that would be trading off ,the Board's: po•licy- _ making're"sponsibility. • Director Bumpass said he thought that, after a few. months of. --trying. out the idea of scheduled meetings, perhaps the Board would discover that the committees are not quite as important as they thought, or that they might be combined into areas which would be in line with the Department Directors' responsibilities. Hess agreed with:the consolidation idea as suggested by the City Manager and noted that this could ultimately "end up'with -there being only three committees. r The Mayor asked Meriwether to speak on the topic of agenda, sessions. Meriwether said these are meetings of the City Board as a "committee of the whole" and should be a basic communicative device between thea -Board and theCity Manager. . Meriwethersaid:these sessions. are..,usually.held during the week prior to Board meetings and are used to decide in 'advance what will be on the agenda. Speaking to the suggestion to. consolidate the committees-, Meriwether commented that sometimes when you put -things in neat little bundles, they bften defy logic. Meriwether added that he•,thought it was impossible to have a committee meeting without the City Manager. Meriwether also pointed out that, if a committee of three board members has the right to make recommendations to the full Board,. thismay violate the principle:that-the-Board:should not speak- until at least four Directors have agreed:'on an -issue. Director -Martin said he thought most committees are made up of Directors who have some skill or 6.t 294.1 294.2 294.3 294.4 294.5 294.6 Board Retreat August 27, 1986 Part I expertise in the specific committee area, which he thought was of great benefit -to the •full Board. :Meriwether:said hethought the committee structure was an illegitimate obligation being forced on a minority.of the Board, and that a "committee of the whole" can accomplish the same purpose. 295.1 Director Martin asked if the agenda session could turn: 'out ,to be, in essence, the Board meeting. 'Meriwether said the agenda session would 'be open to the public and constitutes the Board hearing the recommended agenda by the City Manager. He said no Board member should be able to place an item on an agenda without four Directors agreeing to do so. Meriwether said he thought. the Board had a serious,;prob.lem of ' accessibility' of Board members, prospective Board members and citizens and he suggested they try out the idea of scheduling agenda sessions. Lancaster said the Board has -always -had a policy that any one Board member can place an item on the agenda for discussion. Meriwether —'suggested that can still be allowed but wouldtake place at the agenda session instead. Orton said the staff did .a good job.and,she-had no 'quarrel with what items are placed on the agenda and so was notsure she wanted to .spend more hours at an agenda session deciding: whether items should be on the agenda. In reference to the City Manager's comment about the agenda being too large, Meriwether;suggested that most of the background material could probably be transmitted verbally at the agenda session. Director Johnson said she had no problem with the size of the agenda. Director Martin said he would rather have more than less material in the agenda. BOARD/STAFF RELATIONSHIP 295.2 Director Johnson said one of her frustrations with .the agendais that the Board is not dealing with the City Manager but is dealing with the departmental directors. Johnson said the Board needs to decide. whether that is the avenue it is going to take or if it is going to have all recommendations come to and from the City Manager. Director Lancaster said the rule is that Directors deal only with the City Manager. 295.3 Bumpass suggested the Board begin:meeting as "a committee.of the whole" for six months. Bumpass pointed out that, after 18 years, the city has been 'reorganized and he asked if possibly the Board could :.consider reorganizing the'•way-they operate together. The Mayor said.he.tbought the Board should think about. this -over the course of -the- Retreat, and make 'a decision. 295.4 Director Martin said he thought, although the City Manager is in charge, the department directors were really running the city. Martin said he thought the funnel straight to the City Manager, as described • Board Retreat August 27, 1986 Part I by Meriwether, can also be a. bottleneck. Martin used the. example of a Director with a question about a .financial statement going directly to the Administrative Services Director rather than the City Manager. Lancaster said the City Manager ought to.have the.:prerogative of telling a Directorto contact a department director for information. Grimes said the Board and staff needs to reach an understanding on this question and determine .where to draw the line. Director Johnson said she• thought, whatever. agreementis reached, that all seven. Directors should be required to do the same .thing. • Meriwether quoted from a statement made by a City Manager from Englewood, California regarding access. of Board members to the staff: ...Rule 1: Anyone is entitled to go to any staff member at -any time to secure any information. Rule 2: If opinions are solicited, opinions may not be given but may be secured only through the proper chain of command. Rule 3..If.orders are •to be -given, they can be given -only through, the proper organizational channels...Rule.1 is vital to democracy...Rule .2 istnecessary because subordinates usually are not aware of • all i'npu't to a particular situation" and consequently could, provide only an opinion based on partial information. Equally bad, biased opinions easily .and quickly, could, undercut the entire chain of command, thenetresult of which could be bickering, ineffectual organization and the usual symptoms of -a deteriorating situation. Differentiation should be made between interpretation of facts and opinion, however. .Further, if a city bureaucracy has the capability.: of and has been converted tinto making an ;open ,system and council responds thereto, Rule 2 can be suspended and all. opinions solicited and weighed. among -staff as well, as the public... Unfortunately, however, too many :managers and councils:respond to free opinion expression as a challenge to 'authority and as an invitation to bickering...Rule 3 prevents councilmen from directing operations which undertaking may or may: not have been approved by the entire City Council within. the budget and properly authorized, but as usual there is always- an exception to the rule and there managerial and 'political judgment are called into play." 'Meriwether encouraged the Board toadhere to therule., of "chain of command" for simplicity's sake, commenting that it saves time, saves embarrassment, and saves shifting the burden, that ,should be placed upon the City Manager, to someone who should not -be responsible. Director Martin said he thought there was a,prerequisite to doing, that, which is that the City Manager must be super -supportive of the department directors and they of him. 296.1 296.2 297.1 Board Retreat August 27, 1986 Part I Director Bumpass asked who the City Manager represents in a Board meeting, and whatis the department directors' relationship.to the Board vis a avis the' other. employees. Meriwetherstressed that the Board has one employee - the City Manager. Meriwether agreed with Director Orton that Board members can go to city employees for information to which any other 'citizen is entitled. 297.2 Orton asked what the appropriate who receive citizen complaints. available for processing citizen ask the City Manager's secretary procedure would be for Board members The City Manager said new formswere complaints and that Board members may to fill out forms for complaints. THE MEETING RECESSED AT 8:15 P.M. AND RECONVENED AT 8:30 P.M . . 297.3 The City Manager said that the initiator of a complaint form will be contacted regarding the resolution of the complaint. Director Martin said he thought requests from Directors should receive all the attention they properly deserve and no more.. Director Bumpass expressed•concern about persons who wish. to entrust their complaints to him rather than to a staff member, and who ask for. confidentiality. Grimes asked'that "citizen" be used on the: form as the initiator of the complaint, rather than the person's name. Director Hess said he thought'citizens should be referred .by Directors to the appropriate staff person. . Lancaster said that this is how he handles complaints from citizens. Meriwether commented that Directors “are functioning as citizens, rather than Board members, when they forward complaints. 297.4 Director Hess, referring to Meriwether's comments about. Directors dealing directly with the City Manager, noted that the reorganization was intended to eliminate the process:whereby 14 or 15 people reported to the City Manager, and to have only 3 persons (the department directors) reporting to him. Hess saidhe thought the department directors should then be responsible for telling the City Manager'that they have been' contacted by a Director. • The City Manager commented that, recently, department directors have received a lot of .requests from Directors for reports which sometimes take several people several days to prepare.' Orton agreed that Directors should go directly to the City Manager' with requests' for the• staff to do extra work, and added that it was not right for Directors to ask the staff to do extra work just for a Board member. Director Martin said he thought the City Manager should be expected to make a management decision as to whether or not the staff should .fulfill requests which could be so time- consuming as to cause them to not be able to get their regular work done. The City Manager said he thought Directors should ask themselves, when making requests of the staff, whether the rest- of the Board would agree with the request. Johnson and Orton disagreed, with Orton commenting that Directors haveno way of knowing how the other Directors feel. Martin said he thought the City Manager should call • Board Retreat August 27, 1986 Part i Directors and inform them that their request cannot be fulfilled.if it will be too time-consuming for the staff to complete, br if other -.Directors dd--notf.agree-with.. .the. request. Johnson. asked -it staff members should ask for a vote when one Director.makes: a request for information. Johnson said she thought it must put staff in a turmoil when an individual Director makes a request. .Martin commented.that the City Manager should solve that problem. Director Hess said he thought a lot of these issues could be avoided if staff: and Directors. would schedule agenda meetings together. The Mayor said he conceived agenda meetings to simply be for the purpose of deciding what will.or will not be included on the agenda. The,: Mayor suggested Director Hess might attend an agenda meeting in Little,Rock. Director Hess asked that there be enough information in the agenda for him to make an informed, intelligent decision, with part of the information including the City Manager's recommendation and the reasons behind it. Grimes.asked .if the Board. felt they were receiving the information they need in the agenda.. . Hess.,isaid.the. only. addition he would request would be the City Manager's recommendation and the ieasons•behind:it. Grimes asked .tha.t,•if Directors. feel they are short on information,- they request..•this in_ advance of the :Board,.meeting rather tham at.the meeting.:cDirector,Orton saidsh'e felt the:Board,did not need all of the background information they:have been: receiving. Mayor Noland commented that some Directors want the information while others do not. Director Orton expressed the desire for discussion to,takeplace .on the first reading of an ordinance rather:than:after-the third reading. :The .Mayorexplainedthat about a year and 'a half ago there was a request of the+Board that ordinances be read three -times before discussion. Orton said she thought it would be better just toleave.an4ordinance-on first reading rather than tabling it after it has been read three times. 'Orton -suggested trying to group together non -controversial items on the agenda. Grimes said other cities group such items together in what is called a consent agenda. Director Johnson expressed a preference for receiving one detailed recommendation from one staff member, as opposed to memos from several staff persons. Johnson said, in the case of Planning recommendations, it -is only necessary to receive the. Planning Commission's recommendation and not the staff's recommendation in addition. Director Bumpass pointed out there is also a Planning Consultant whose recommendation should come before the Board regardless of the Planning Commission's recommendation. _ 298.1 298.2 • 298.3 298.4 1)00 Board Retreat August 27, 1986 Part I BOARD/CITIZEN COMMITTEE RELATIONSHIP 299.1 The Mayor introduced discussion regatdinq'the Beard's"•relationshipiwith citizen committees. He said he thought it was the Board's'prerogative ''t'e disagree id th'sbme bf the'citizen committees but he felt.badly-that some"greUps'have taken offense: 299.2 Meriwether remarked that the Planning 'Commission was unique :among commissions. He said he thought it was natural for the Planning Commission to'base its decisions off th'e'Master Plan, but when it comes before the Board, it'becomes a political decision. Meriwether said -the Board should not be offended that -.the Planning Commission hands'it•"hot potatoes" and they should not be offended that the Board turns them down from time to•time. - 299.3 Director Bumpass said he thought the Board had' perhaps injected Politics into the Planning Commission when it should be free of any 'political decision and should' only match their decisions against a plan PreViou'sly adopted 'by the Board. Bumpass said there were members on the Planning Commission who philosophically differ -and who are calling publicly for each other's resignations because of polarization over an issue which has little to de with the General'Land Use Plan. Director Orton -said the issue of the tree'ordinance`does have something to do :with planning. Director Hess remarked -that' the Board'didnot have the courage to take a vote itself on that issue. Lancaster explained the Board instructed the Planning Commission to review the question of a tree ordinance. Meriwether said the Board was blessed' to have a planning commission which is willing to accept such an issue, because it does not really relate to land use. He said he thought the Board had put the commission in a terrible spot"'and"they are probably having trouble with it because it Is a political decision. The Mayor said he thought', on this "issue, that the Board 'was expecting the commission to do something that is not really its function. Meriwether said it is the'dommission's job to advise:the• Board on one segment of:the Board's work, and if the evidence is that they can't seem to• -handle --the decision, it should come back to the Board. 299.4 Director Hess asked' Meriweth'er'what'his concept was of 'the traditional role of •a Planning Commission. -Meriwether said the role is usually spelled out' -in the planning ordinance, but generally it is an advisory group that: studies in consummate -detail a• request.for a -.deviation from 'the -Plan and advises the Board. Meriwether •added that the -Board can delegate to the commission the basic approval of subdivision plats.'' He said if the commission is the Board's basic advisory element dealing with "amenities" they perhaps are the appropriate. group to handle a tree ordinance. Board Retreat August 27, 1986 Part I Meriwether asked how often the Board met with the commission and was told they met together once a year at the most. Bumpass noted the Board met jointly with a Planning Commission Street Committee' recently to -discuss -the -issue df "rational nexus". Orton said there was j' good discussion. Bumpass said: he: felt more empathy because he `saw the committee was faced with having to enforce the ordinance. Director Martin said he thought, if the Board wants to build trust relationships; communications such as that meeting'are`a step' -forward. Meriwether advised the Board to periodically -meet''with-its 'citizen committees in whom it places a great deal of confidence, in order to . -keep them up to date. .• . Director Johnson stated she thought the line of communications between the Board and committees is often transmitted to the committee in an entirely different way from what was intended. Johnson said oftentimes there are overzealous committees who do more than the ordinance ever anticipated for them, and citizens often circumvent the City Board by going to a committee. Johnson said she was extremely upset that the ,Humane Society had gone directly to the Parks and Recreation Advisory Board regarding a request for a new Animal Shelter without Board direction. Johnson added that the Parks and Recreation Board recommended the hiring of an additional staff member. Johnson said she did not think the ordinance calls for that Board to address such a personnel issue, that it should have come from the department director to the City Board. Johnson asked how the Board could diplomatically address this problem. Director Orton said she was not sure whether the Parks Board was off base or not. Director Martin said he agreed that the Parks Department should work through the Public Works Director. Martin noted that the Parks Board was a great group, working well together, but commented that the staff needs to be more in tune with what that group is doing. Meriwether said structurally there is a problem if the Board expects this group to report to them, and that if the Parks Director is the staff person who meets with them, the chain of command is broken. Meriwether said if the Parks Director feels he is not getting attention from the Public Works Director or the City Manager, he will feel he has a "natural end run" to the Board. Meriwether stressed that the point of contact to the Board should be through the City Manager. Director Johnson explained that, in the case of the Parks Department, the Parks Director is also in charge of the Youth Center which has its own Board. Meriwether commented that the Parks Director can separate those functions. Orton noted that the Parks Board is charged with how the parks will be used, and community groups which want to use the parks go before the Parks Board with requests. Orton said her interpretation was that the Humane Society went to the Parks Board to ask where in the parks system they could locate a new facility. 3C'C' 300.1 300.2 300.3 30] Board Retreat August 27, 1986 Part I 301.1 Director.,Bumpass brought up the topic of the joint venture between the City and..the •University for -an arts center. Bumpass.said he thought the organizational and management structure for this facility should be kept very simple. Bumpass said he thought that facility only needed one Board and the City Board needs to decide how its seats will be filled. 301.2 The Mayor; asked..Meriwether howhe thought the. Board should,cope with deciding how;much money should be allocated to the various departments within. the city. Meriwether said there was no scientific model-- that the Board should just do the best it can. Meriwether commented that a growing city such as Fayetteville is changing all the time. He added that the City.Manager should keep the Board informed on significant trends and problems. ADJOURNMENT 301.3 The meeting adjourned at about 10:00 'p.m.., to be reconvened the following evening. 1 •