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HomeMy WebLinkAboutTB Minutes 2007-12-03 Special Meeting of the Ithaca Town Board Monday , December 3 , 20079 5 : 30 p . m . AGENDA 1 . Board committee structure and membership 2 . Other boards and committees and membership 3 . Town board meetings - seating arrangements 4 . Town board agendas , procedures and minutes 5 . Other December 3, 2007 Town Board Minutes Approved Special Meeting Ithaca Town Board r Monday , December 3 , 2007 at 5 : 30 p . m . 215 North Tioga Street, Ithaca , New York 14850 Present Will Burbank , Deputy Supervisor ; Herb Engman , Councilman ; Peter Stein , Councilman ; Jeff Cowie , Councilman ; Pat Leary , Councilwoman . Excused Catherine Valentino , Supervisor; Sandy Gittelman , Councilwoman . Staff Karen Billings , Town Clerk ; Dan Walker , Director of Engineering ; Fred Noteboorn , Highway Superintendent ; Jonathan Kanter, Director of Planning ; Judy Drake , Human Resources Specialist ; Susan Brock , Attorney for the Town . Others Media Call to Order Deputy Supervisor Burbank called the meeting to order at 5 : 30 p . m . and led the assemblage in the Pledge of Allegiance . He thanked everyone for coming to the special board meeting and announced that the Board is not going to be making any formal decisions . The purpose of the meeting is for the Board to discuss structure and how they would like to operate in the coming year. Agenda Item No . 1 - Board committee structure and membership (see attachment # 1 ) Councilman Engman passed out to Board members a proposed Town Board committee structure ( see attachment # 1 ) . The proposed structure would consist of four committees : Personnel and Operations , Public Works and Recreation , Planning , and Fiscal Management . Connected to the four main committees would be citizen committees , which would consist of the Comprehensive Plan Committee , Agriculture Committee , Codes and Ordinances Committee . The Codes and Ordinances Committee is a big committee in terms of its workload . Then there would also be employee committees such as the Safety Committee , Supervisor' s Advisory Committee , Records , Personnel , and Employee Relations . The differences among these are that the four Town Board Committees are appointed by the Town Supervisor. The Town Board appoints all citizen and staff committees . Councilman Engman directed the Board ' s attention to item number 5 on the committee structure provided to the Board . It proposes to combine the Recreation and Human Services Committee and combining it with the Public Works Committee to create: the f Public Works and Recreation Committee . He is making the suggestion in an attempt to reduce the number of committees . The proposal also recommends consolidation of other committees as well ( items 6 — 10 ) . Page 1 of 7 December 3, 2007 Town Board Minutes Approved Councilman Engman stated that he does not know a lot about the Recreation and Human Services Committee and was unaware of who was currently serving on the committee . Councilman Burbank responded that Councilwoman Gittelman , Supervisor Valentino , and himself are currently serving on the committee . Councilman Stein asked what the committee does . Councilman Burbank explained that the committee deals with the Town ' s youth program , park issues , park events , park signage , etc . He thought that the physical aspects of the committee would overlap with the Public Works Committee . The programming aspect is much different from what Public Works has done in the past . Councilman Stein commented that the basic link between the two committees is the fact that the Public Works Department mows the parks . Councilman Burbank added staffing is also a link because Mr. Schoch attends the Recreation and Human Services Committee , Councilman Stein did not think that there was a natural link- up otherwise . He can hypothetically see how programming , maintenance and facilities are connected , but guessed that they are not . The Public Works Committee has a very full agenda and thought that if they have to talk about the list of items outlined by Councilman Burbank , he does not see how that could be done with one meeting a month . Councilman Engman explained the linkage is that recreation uses the facilities that Public Works manages . Councilman Stein was interested in knowing how often the Recreation and Human Services Committee met and how full their agenda was . Councilman Burbank explained the committee meets monthly and they have dealt with questions such as what should be the basis in which the Town charges for the use of a park , what regulations should be posted in the parks , should fees be charged to groups conducting communitywide events in Town parks . He added that it really is a citizen ' s committee and it may not need to meet every month . Councilman Engman asked if there are members besides Town Board members on the Committee . Councilman Burbank confirmed that staff and the Town Historian are members of the committee . He proposed that restructuring this committee be put on hold . Councilman Cowie suggested that it be made a citizen ' s committee related to Public Works . Councilman Burbank thought that made sense . Mr. Noteboom added the Rich Schoch , Parks Manager, attends the Recreation and Human Services Committee meetings in order to keep track of what needs to be done by the Public Works Department . Councilman Stein cautioned the Board about turning Board Committees into Citizen ' s Committees . He stated that it has been an item of great contention and that the default should be committees of Board Members , not Citizen ' s Committees . The Board continued to discuss the Recreation and Human Services Committee and decided to think about the Committee' s structure over the next few weeks . Councilman Burbank brought the Board ' s attention to items 6 — 10 on Councilman Engman ' s proposed committee structure outline . He asked if the Board wished to discuss each item in detail . Page 2 of 7 December 3, 2007 Town Board Minutes Approved The Board discussed the function of the Planning Committee . Councilman Engrrian hoped that the Planning Committee could be an early warning system that would help alert citizens that something is happening in the neighborhood . The committee would learn about the problem much earlier in the process . Councilman Engman felt that an important component of any committee is to make contact with the community and neighborhoods . Councilman Burbank noted a concern has been raised about the Planning Committee duplicating the efforts of the Planning Board . In his mind , they are very separate functions . Councilman Engman added that the intent of the Planning Committee in one respect has nothing to do with the Planning Board , but they do get related . He was hopeful that communications between the Town Board and Planning Board could improve . Councilman Burbank noted a new Board Committee would be created — Fiscal Management . He asked Councilman Engman to explain its function . Councilman Engman explained that one of the difficulties of a Town Board member is thinking about and understanding the budget . The Fiscal Management Committee would start reviewing the budget in the spring for adoption in November. It would also give the Committee an opportunity to understand the budgetary needs of each department . Councilman Stein suggested changing the name to " Budget Committee" . Councilman Cowie asked what items would be discussed in the Committee . Councilman Engman responded that capital projects would be discussed as well as looking at investments . Councilman Burbank suggested the committee be named " Budget and Fiscal Management" , Councilman Burbank introduced the Personnel and Operations Committee and rioted that the committee was an extension of the Personnel Committee . Councilman Engman used the safety survey as an example of an item that would be discussed at the Personnel and Operations Committee meeting . It is an item that is broader than personnel , but involves personnel and the operation of the Town . Councilwoman Leary suggested that a Board Member be on each of the employee committees so that there is a link, to Board committees . Councilman Engman emphasized that nobody is trying to make a perfect structure , rather just doing something to a little differently to have more effective Board Committees and better relations with the rest of the committees the Board works with . He thought that the structure would need to be tinkered with as they go along . Councilman Engman wrapped up the discussion by stating he was hopeful that simplification and consolidation of the committee structure would not put more burden on the staff than what already exists . There are also 7 Board Members to divide the committee assignments among . Each person will probably be on 5 or 6 Board Committee . Agenda Item No . 2 = Other boards and committees and membership Page 3 of 7 December 3, 2007 Town Board Minutes Approved Councilman Engman brought the Board ' s attention to the other board and committee appointments they are going to have to make January first . He asked what procedure the Board would like to follow if there were multiple candidates for one position . Should there be a special committee set up for each one to review candidates? Does the Board want to wait to see if there are multiple candidates and then set something up? Should the Personnel Committee do it? Councilman Stein thought it was important to talk with the candidates , even if there is only one . Councilman Engman stated the dead line for responding to board opening is December 15th . From there , the Board would need to setup meetings with the candidates because they need to be appointed at the January 7th meeting . The Board could choose to set up a committee now that would deal with each Board vacancy. Councilman Burbank clarified that there would be one ad - hoc committee for each board vacancy. Councilman Burbank asked what has been done in years past when people have served on a committee who wished to continue . Is it custom to automatically continue or to interview? Mr. Kanter stated that it is not necessarily automatic to continue . Sometimes the person seeking reappointment ends up being the only candidate for a board position . Councilman Burbank asked if there has ever been an interview process for standing members of committees . Mr. Kanter responded that they don 't usually, but have upon occasion . Councilman Stein asked if Councilwoman Leary was still interested in a Communications and Public Relations Committee . She indicated that she was . Councilman Stein moved that the item be put onto the agenda for discussion . Councilwoman Leary seconded . Councilwoman Leary envisioned the Communications and Public Relations Committee would formalize and focus the Town ' s communication efforts . Councilman Engman thought that one of the problems is the community does not know much about the Town of Ithaca . In talking with folks , they had no idea that they lived in the Town of Ithaca . He agreed with the idea because it would help enlarge the Town ' s public presence in a lot of different ways . Councilwoman Leary added it would also be helpful for other municipalities to know what the Town is doing . The Town could report at County and City Board meetings in the same way they report at Town Board meetings . Councilman Engman thought it would be part of the communications effort . He asked Mayor Peterson and Legislative Chair Joseph and they were interested in receiving reports from the Town . Board members would rotate who reported to the County and the City . Councilman Cowie questioned whether it needed to be a committee or whether it needed to be a cultural change within all committees . If it is going to be outreach to neighborhoods because something is coming up that might come under Planning . If it Page 4 of 7 December 3, 2007 Town Board Minutes Approved is intergovernmental items it would come under another committee . It seemed to him that everyone needed to be more creative . Councilwoman Leary stated it would be an opportunity for board members who are on the different committees to meet together and talk about the communication effort so that it doesn 't get lost . Councilman Stein felt that the tremendous communication link that was missing was the Town Board hearing from the community . He doesn 't think there will be an effective government if it doesn 't have communication with people it governs. In the 4 years he has been on the Board , he has had a small number of telephone calls . He liked Councilwoman Leary idea and the Town has a need for it . Councilman Engman liked Councilman Cowie' s idea of making it the responsibility of every committee and for all Board members to do better. Councilwoman Leary could be the point person to gather the chairs of the committees to meet once or twice a year to strategize . The Board could work through SAC with staff on how to do that . Councilman Burbank could see the Board holding a special discussion once or twice a year about communications in general and look at the different things the Town has been doing or could be doing . Councilman Engman asked Councilwoman Leary if she would be comfortable with being a point person , but not establishing a committee . Councilman Stein added that it is an important function , but was not sure if it was ready to be turned into a committee at this point . Councilwoman Leary stated it was important for the Board to try and make the time to get together , not necessarily the full board at a full board meeting , but there needs to be regular communication amongst the Board members to see how things are going . AA enda Item No . 3 = Town board meetings = seating arrangements Councilman Engman stated that it is difficult for members of the public to see Board members . The current arrangement does not permit Board members to see the public or Board members to see the public . He suggested that Town Board members be aligned along the front of the table. This would allow Board members to see the public . Councilman Cowie asked where the Town Clerk would sit . Councilman Engman did not think it was necessary for the Town Clerk to sit next to the Supervisor. The Town Clerk could interrupt at any time for a point of order, point of information and understanding . Councilwoman Leary added that the acoustics of the room are not the greatest . It would help the public and Board members to see each other' s mouths moving . Councilman Burbank invited members of the public to add comments regarding the seating arrangement. A male member of the public stated that he finds the current seating arrangement adversarial between staff and the Board . When he comes to a Page 5 of 7 December 3, 2007 Town Board Minutes Approved meeting , he would prefer to see the Board because it is the Board with whom he wants to speak to . Councilman Burbank asked if it was necessary to have department heads attend the entire Town Board meeting . He realized that unpredictable items arise during a meeting that could be related to any staff member, but wondered if it was the best use of staff time to attend entire Town Board meetings . Agenda Item No. 4 = Town board agendas , procedures and minutes Councilman Engman stated that Councilman Burbank' s comment ties right in with the next agenda item . One of his goals is to shorten Town Board meetings and thought it could be done in a variety of ways . He suggested that the Fire Commissioner submit a written report to the Board and then if something special comes up the Board could then ask the Fire Commissioner to attend . Councilman Cowie agreed and suggested that there be a more substantive report from the Fire Commissioner twice a year. Councilman Engman thought that an efficient meeting is a result of great preparation . The agenda is already prepared at SAC meetings . The next step is for board members to read the material provided in packets . There have been times when the Board has taken a lot of time asking questions about things that were answered in the reading materials . He strongly encouraged Board members to read the materials and come prepared to the meetings . If that is done , then there would be more time for clarification and debate . Councilman Engman also suggested that it was not necessary to individually ask staff if they have additional comments about their report . The same process could be followed with committee reports . The committee structure would also contribute to reducing the time of the Board meeting because [hopefully] resolutions would be sponsored and introduced by a committee . Councilman Engman suggested that the format of the minutes be changed . He proposed the minutes report what the Board discussed based on the agenda , what the decisions were , and resolutions or reports . Councilwoman Leary thought it was important to have a sense of the discussion so the reader knows the intention of the Board . She added that it was helpful for Board members and the public to know what the train of discussion was in the arrival of a decision . She expressed concern about shortening Board meetings . Councilman Burbank suggested that the Board consider changing the start time of Board meetings . Councilman Stein thought it would depend on whether or not the Board was able to shorten their meetings . Councilman Engman noted that not following the agenda closely adds to the time of Board meetings . As chairperson , he would ask permission of Board members to bring the meeting back on topic . Councilwoman Leary disagreed and was very interested in what other Board members have to say. Councilman Stein agreed and thought if specific time periods are set for an agenda item then people will adjust themselves to it . Page 6 of 7 December 3, 2007 Town Board Minutes Approved He liked that idea much better than having one person make a decision as to what is and is not relevant. Other Business — Town Board Webpage Councilman Engman suggested the discussion of the Town Board webpage be added to the agenda . Councilman Engman stated that he has a hard time finding the Town Board page on the Town ' s website . He would like the opening page of the website to be of the Town Board . Staff suggested that each Board member have a profile on the page as well . Councilman Burbank stated the Town is broader than the Town Board . He is not sure that his picture needs to be on the homepage , but it does need to be easily found . He suggested that the website be discussed as part of Councilwoman Leary' s communication effort . Councilman Engman thought it would be important to have something up at the start of the New Year with a new Town Board . Ms . Carrier-Titti stated she could put a link on the homepage that would directly connect to the Town Board page . The Board discussed the importance of making it easy for residents to communicate with Town Board members on the website . They also discussed the format for Town Board member pictures on the website . Other Business — Taping/Televising Town Board meetings Councilman Engman proposed the Board televise their Board meetings . It would be another way for the public to learn about the Town . He did not know what the coast of televising the meetings would be . Councilman Burbank reported he started to look into the cost with Ms . Carrier-Titti . The cost is variable and there are models from the City and County. He suggested that the Board look into it more seriously. Adjournment Upon motion by Councilman Stein , seconded by Councilman Engman , Deputy Supervisor Burbank adjourned the December 4th , 2007 meeting of the Ithaca Town Board . Respectfully Submitted , Karen M . Billings , Town Clerk Page 7 of 7 12 / 03 / 2007 TOWN BOARD MEETING ATTACHMENT # 1 12/3/03 Proposed Committee Changes for 2008 1 . Four board committees called Personnel and Operations, Public Works and Recreation, Planning, and Fiscal Management. 2 . Codes and Ordinance, although a citizens committee, be considered a major chair responsibility along with the four board committees . 3 . Since Pat prefers to not chair a committee, that she serve on additional committees to balance the load. 4 . Eliminate the Fire Contract Committee since 5 -year contracts begin in 2008 . [Note : the negotiations will probably drag on into 20081 5 . Recreation and Human Services be combined with Public Works and Recreation. 6 . Alternate Energy Committee be combined with the Planning Committee (it can create a sub-committee if wished) . 7 . Transportation be combined with Planning. 8 . Carrowmoor Committee be combined with Planning. 9 . North East Study Committee be combined with Planning. 10. 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