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Minutes - 06/21/1993 Workshop .- -, COUNCIL WORKSHOP MEETING MINUTES June 21, 1993 TAPE READING 0001 DATE. COUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN, COUNTY OF MARION, STATE OF OREGON, JUNE 21, 1993. 0003 CONVENED. The Council met in a workshop session at 7:00 p.m. with Mayor Kelley presiding. ROLL CALL. Mayor Councilor Councilor Councilor Councilor Councilor Councilor Kelley Figley Galvin Hagenauer Jennings Mitchell Sifuentez Present Present Present Present Present Present Present Staff Present: City Administrator Childs, Public Works Director Tiwari, Police Chief Wright, Finance Director Gritta, Park Director Holly, Library Director Sprauer, City Recorder Tennant 0025 Mayor Kelley read the meeting notice stating that the purpose of the workshop was to provide the Council with a briefing of the meetings held June 16, 17, & 18, 1993 between the Mayor and department staff/city employees regarding alleged low morale. The Mayor stated that he had taped the sessions with the management staff and Library personnel, however, the general employee session was not taped due to objections from numerous employees. He also provided the Council with a transcript of the June 16th management meeting which he had personally prepared and short memos summarizing the other two employee meetings. City Administrator Childs also stated that he had copied letters from 8 employees for their review. At the end of the June 18th meeting, the Mayor advised the employees that they could write letters to the Council addressing their concerns. He did not include 3 letters that were received because they were unsigned and one was withdrawn at the request of the employee. He also requested that the Council consider the letters confidential and exempt from public disclosure at this time under ORS 192.502(1) until City Attorney Shields has an opportunity to review the statute and determine if it is applicable. Page 1 - Council Workshop Meeting Minutes, June 21, 1993 , [ - '-', COUNCIL WORKSHOP MEETING MINUTES June 21, 1993 TAPE READING Councilor Figley suggested that the same exemption should apply to the June 16th transcript. Mayor Kelley stated that he had finished the transcript just before the Council meeting and no one has seen any of the materials he has provided. He also suggested that his memos be exempt from public disclosure until the City Attorney has had time to review the statute. 0461 During Council discussion regarding the memos, the Mayor stated that he had taken notes at the meetings and summarized the main points discussed by the employees as it relates to low morale. Councilor Jennings questioned the Mayor's statement within the memo for the June 18th meeting in which he accounted for much of the comments made by the employees as scuttlebutt and heresay. He expressed his opinion that those comments are just as important in getting down to the main source of the problem as those from individuals willing to give their name and cite specific situations. The Mayor also commented on the fact that he represents the citizens of the community and they have a right to know facts. Councilor Sifuentez stated that she has confidence in the City staff, some of which are also citizens within the community who contribute towards the cost of city services. She felt that the morale was low amongst employees and the Mayor and Council need to do something to improve the morale. Further discussion was held as to what should be done by the Council at this juncture. 0600 Administrator Childs reiterated his request to only make the City employee letters exempt from public disclosure at this time. He did not feel that the Mayor's transcript or memos should be included in the exemption. Councilor Mitchell suggested that open communication is the key to resolving the problem. Employees should not feel compelled to speak their concerns for fear of retribution and he encouraged employees to speak at this workshop so the Council could understand their concerns. Administrator Childs stated that many employees attended the June 18th meeting, however, the City is still in negotiations with AFSCME represented employees and they are unwilling to discuss specific details until such time as negotiations have concluded and a contract is in place. Mayor Kelley stated that the intent of the meetings was to get the information out to the Council. He was not looking for fault but looking for a cure to a problem. 0775 Mayor Kelley briefly reviewed his memos and stated that 11 employees expressed concerns regarding the low morale. Additionally, in his opinion, the Library employees did not see a morale problem. Page 2 - Council Workshop Meeting Minutes, June 21, 1993 Ill" - -, COUNCIL WORKSHOP MEETING MINUTES June 21, 1993 TAPE READING Councilor Figley expressed her appreciation to the employees who wrote letters to the Council. She stated that the employees do a terrific job for the City and steps need to be taken towards positive communications between the staff and Mayor/Council. Dialogue needs to be opened up in order for the employees and Council to work as a team which hasn't been the case over the last few months. She encouraged openness between the employees and Council for the purpose of talking things out and getting any adversarial issues out and into the open. 0914 Councilor Jennings stated that he takes pride in the work done by the city employees. He also hoped that the employees have enough faith in the Council to work things out and he apologized to the employees for not telling them often enough the great job they are doing. Councilor Hagenauer expressed similar comments as Councilors Figley and Jennings. Councilor Sifuentez stated that most of her contacts are with Departments Heads who provide the public with accurate information. She felt assured that that the represented people get the information and she has always maintained an open door policy. She also assured the employees that they are doing a good job for the City. Councilor Galvin stated that the Mayor and Council should apologize to the employees for allowing this situation to even exist. 1034 Mayor Kelley stated that his dialogue with the employees has opened up an opportunity for the Mayor and Council to get the information out. 1090 Larry Minard, 333 Smith Drive, stated that he took issue with Mayor Kelley's statement that he represents the citizens and not the employees. He did not feel that the Mayor should have gone directly to the employees, rather, he should have appointed an objective committee to solicit employee concerns and the committee would be responsible for reporting back to the Council with a summary of their findings. As a former City Councilor, he stated that the Council needs to work hard to protect the employees in addition to addressing the concerns of the public. 1179 Gary Kohfield, Wastewater Treatment Plant employee, stated that the most of the employees want to work for Woodburn. He felt that the morale problem was not between staff members from City Administrator on down, instead, the problem began when Mayor Kelley took office. Comments regarding wages and benefits have contributed to the problem. He expressed his displeasure in the way the Mayor has cut the management staff down by trying to put blame on them. He also stated that he did not feel that the Mayor accurately summarized the June 18th employee meeting. Page 3 - Council Workshop Meeting Minutes, June 21, 1993 'l!" -- - COUNCIL WORKSHOP MEETING MINUTES June 21, 1993 TAPE READING 1300 Police Chief Wright stated that the tone of the meeting on June 16th with management staff was adversarial. Goals need to be established by the Mayor and Council so that management staff can carryout their plans. At this point in time, the Mayor and Council has not established any new goals or provided any direction in which to follow. 1458 Public Works Director Tiwari stated that the City has wonderful employees, most of which are not use to speaking in large crowds but they still think similar thoughts. Low morale cannot be boiled down to only one issue and it is the responsibility of the Mayor and Council to make those employees feel comfortable so that they will tell the whole story. He emphasized the need for the person who is conducting the meeting to create an atmosphere in which people are willing to share information. As a manager, he respects those employees who produce well and, in return, it provides better dialogue and respect from the Council and Mayor. He encouraged the Council to continue working toward a solution. 1691 Colleen Rehm stated that, as a part-time employee and a citizen of Woodburn, she resented the Mayor's statement that he represented the citizens and not the employees. Mayor Kelley disagreed with her comment. Administrator Childs stated that he had not had an opportunity to review Mayor Kelley's memos or the transcript of the management staff meeting. He questioned the Mayor as to whether or not there is a morale problem, however, the Mayor did not answer the question. He commended the staff and employees for approaching the Mayor and Council in a professional manner and felt that a constructive plea was being asked of the Mayor and Council to become positive of the City's organization and become part of the team. 1817 Councilor Jennings assured the employees that no adverse action would be taken against anyone who spoke at this meeting, wrote letters, or would be speaking on this issue in the future. All of the Councilors agreed with Councilor Jennings statement. ADJOURNMENT. The workshop adjourned at 8:05 p.m.. APPROVED ~N ~~AYOR ATTEST t1~ ~~ Mary nnant, Recorder Page 4 - Council Workshop Meeting Minutes, June 21, 1993 ",.