The City Council of the City of Abilene, Texas, met in a City Council retreat at 11:30 a.m. on February 8, 2001, in the Moody Campus Center Steakley Room 233 of Hardin-Simmons University. Mayor Grady Barr was present and presiding with Councilmen Archibald, Southward, Carrillo, Beckham, Brown, and Councilwoman Alexander. Also present were City Manager Roy McDaniel, Assistant City Manager Michael Morrison, City Attorney Sharon Hicks, City Secretary Jo Moore, and facilitators Gary Halter and Ernie Clark.

Councilman Southward gave the invocation.

Mayor Barr reviewed the expected schedule for the two-day retreat.

City Manager Roy McDaniel stated Councilman Archibald had the primary role in organizing the retreat and then turned the meeting over to Mr. Archibald.

Councilman Archibald thanked Assistant City Manager Michael Morrison for his work on the retreat, and introduced Gary Halter and Ernie Clark, the two facilitators for the retreat.

Mr. Clark briefed the Council on his and Dr. Halter's professional backgrounds, noting that he had served as the City Manager in Bryan and Dr. Halter had served as Mayor in College Station. Mr. Clark then asked Council and staff to introduce themselves.

Following the introductions, Council recessed for lunch at 12:00 noon. Council reconvened at 12:25 p.m.

Dr. Halter distributed a list of topics for discussion, which included: Vision statement, Dimensions of Governmental Process, Mission, Policy, Administration, Management, and possible Council/Managerial Spheres. Dr. Halter noted the importance of mutual trust between staff and Council.

Although Council is authorized to change administration or management, Mr. Clark stated the Mayor is the one that needs to find out the consensus of the Council in giving direction to the City Manager, indicating the Abilene Charter clearly states the administration of the City is the responsibility of the City Manager.

Council and staff discussion concerning the budget process included: Council giving direction to the City Manager before the budget process begins versus waiting and reacting during the budget sessions; the overall sense to hold the line or cut the budget, causing a reactive instead of pro-active response; establishing a day around the first of January each year for Council to meet and provide input and direction to the City Manager; how overwhelming the budget process can be to a newly elected Council member; concerns that 72% of the budget is for personnel; the need for the City Attorney and City Manager to spend time with new Council members; the need for Council and staff to talk about projects; the inadequacies of the Council orientation, the benefits to new Councilmembers in touring city facilities; the difference in individual learning styles; establishing a voluntary orientation for all Council candidates; the City Manager serving as the City's marketing manager; the need for staff to keep telling the story of what the city is currently doing and how that compares to past accomplishments; the City Manager having the opportunity to relay to Council what he can consolidate and streamline in order to reduce government in general versus addressing an individual or specific department; 72% of the budget for personnel being primarily police and fire employees; the positive manner in which the City Manager followed Council's direction in reducing the budget last year; Council's concerns over the difference in salary philosophies; considering what the market pays when looking at salaries may require a tax increase; how the pay police referendum could have been managed better; the focus at last year's budget session being on reducing and not increasing the budget; having updated and the need to continue to look at Abilene's comparable cities; Council direction to the City Manager to compare all city positions to the comparable cities; the need to tell the positive story over and over of Abilene's accomplishments; the pros and cons of a public relations officer; training employees to present themselves in the best light; telling employees what benefits they have and how those benefits compare to other organizations.

Council recessed at 2:00 p.m. and reconvened at 2:10 p.m.

Council made the following suggestions concerning the budget process:

1. First of January each year (February of this year) Council to have a day retreat to talk about the budget and to give the City Manager input and direction. This will allow Council to set the tone and lay the framework to make decisions (i.e.; impact a salary increase will have).
2. Commitment to compare all employees salaries (as done for police) on salary survey.
3. Yearly review of all city boards and commissions (i.e., sunset review) to streamline government, possibly set term limits.
4. Interim reports, on an on-going basis, from the City Manager on streamlining actions that have been taken to improve city operations and contain cost. Summary report on accomplishments to help put into perspective the big picture as Council goes into the budget process.
5. Continue telling the City story.
6. Review of Hotel/Motel tax revenue - City may need Council representation on the Convention & Visitors Bureau Board.
7. Set a Council candidate orientation time after the last day to file for Council, which is March 21^st this year.
8. In depth Council orientation for new Council members with orientation book to be provided, including an ethics policy.
9. Have division presentations at the regular Council meetings (currently being done in pre- council) with media coverage.
10. Research cost and feasibility of televising Council meetings.
11. Evaluations of Council appointees.

Council and staff discussion continued and included issues on: police personnel, the upcoming police academy, the City bidding out projects for privatization comparison, the elements involved in service other than cost, the city organization being reviewed in its entirety for potential elimination of positions, Council's loss of confidence over various projects last year, the City Manager continuing to communicate with Council, a yearly review of city boards and commissions, consideration of budget line items for city boards, the purpose and number of staff attending Council meetings, employee morale, and criteria used to determine salary increases given to directors.

Council recessed at 3:30 p.m. and reconvened at 3:40 p.m.

Council and staff discussion continued and included issues on: City Manager requests for input from Council on budget issues, i.e., possible $1-2 million employee salary increase to the budget; the distribution of the hotel/motel tax revenue; extending the February 22 Council meeting to include a budget workshop; the benefits of email communication and suggestion if one Councilmember asks questions, then all Councilmembers can be emailed the questions and answers; changing Council meetings to start at 8:30 a.m. in the Council Chambers and eliminating Pre-Council worksessions; televising Council meetings; developing a strategic plan; Council possibly meeting with the Community Development Task Force for their final progress report in late March or April; and after city division presentations to Council are finished, review the possibility of city boards and commissions giving presentations to Council.

Council concluded by noting issues to be reviewed at Friday's February 9, 2001 retreat to include the evaluation of Council appointees and improving the process, and Council travel and ethics policies.

Councilman Carrillo distributed AISD's evaluation form for Council's review in considering developing an evaluation form for Council appointees.

The Council adjourned at 5:10 p.m.

Jo Moore, City Secretary

Grady Barr, Mayor

The City Council of the City of Abilene, Texas, met in a City Council retreat at 9:00 a.m. on February 9, 2001, in the Moody Campus Center Steakley Room 233 of Hardin-Simmons University. Mayor Grady Barr was present and presiding with Councilmen Archibald, Southward, Carrillo, Beckham, Brown, and Councilwoman Alexander. Also present were City Manager Roy McDaniel, Assistant City Manager Michael Morrison, City Attorney Sharon Hicks, City Secretary Jo Moore, and facilitators Gary Halter and Ernie Clark.

Councilman Versie L. Brown, Jr. gave the invocation.

A team participation question/answer category sheet was distributed to the City Council, then Dr. Halter reviewed the role of the Council (major activities of Council) and the Mission Statement of Abilene, outlining what a mission statement should say. Dr. Halter stated the Council needs to formulate a statement with a buy-in from employees. Council's responsibilities and criticism of Council performance in the areas of formulating a mission, policymaking, administration, and management was discussed. The need for communication and the time involved in building rapport was reiterated.

Council and staff discussed acquiring and retaining minorities in management positions.

Council recessed at 10:30 a.m. and reconvened at 10:45 a.m.

Mr. Clark addressed the importance of mutual trust and support among Council and staff.

Council took a 20-minute lunch recess at 11:45 a.m., during which time Councilman Carrillo left the meeting.

Following the lunch recess, Dr. Halter distributed a sample Council Relations Policy and Code of Ethics, noting new City Councilmembers would not be aware of such things as a Travel/Ethics policy.

Dr. Halter stated that staff must be aware that even if an issue is feasible, practical, and financially sound, the Council's consideration may be whether it is politically sound.

Council and staff discussion included: the need for a book of rules, travel policies, etc. for new Councilmembers, the question as to the feasibility of the entire Council attending all conferences, etc.; the need for more Council worksessions; the Council not micromanaging the City Manager; the problem Councils face in not looking at long term implications, and the consequences to short term decision.

Dr. Halter distributed a City Manager evaluation checklist from TML.

Council and staff discussed the difficulty in scheduling additional Council meetings due to Council calendar conflicts and the need for the City Manager to build trust by informing the Council of past, present, and future city activities.

Councilman Carrillo returned to the meeting at 1 p.m.

Council concluded the meeting by reviewing goals set, establishing areas of responsibility and setting deadlines as follows:

1. First of January of each year Council to have a day retreat to talk about the budget and to give the City Manager input and direction. This will allow Council to set the tone and lay the framework to make decisions (i.e.; impact a salary increase will have). Set February 22, 2001 for budget worksession this year.
2. Commitment to compare all employees salaries (as done for police) on salary survey by March, 2001 (City Manager).
3. Yearly review of all city boards and commissions (i.e., sunset review) to streamline government, possibly set term limits. April 1, 2001 (City Secretary)
4. Interim reports, on an on-going basis, from the City Manager on streamlining actions that have taken place to improve city operations and contain cost. Summary report on accomplishments to help put into perspective the big picture as Council goes into the budget process.
5. Continue telling the City story/communicate.
6. Review of Hotel/Motel tax revenue - City of Abilene may need Council representation on the Convention & Visitors Bureau Board. If possible, Councilman Carrillo to be appointed as City representative to the Abilene Convention & Visitors Bureau Board.
7. Set a Council candidate orientation time after the last day to file for Council, which is March 21^st this year. (City Manager)
8. In depth Council orientation for new Council members with orientation book to be provided, including an ethics policy.
9. Have division presentations at the regular Council meetings (currently being done in pre- council) with media coverage (tell the story). Start Council meetings at 8:30 a.m. in the Council Chambers beginning with the first Council meeting in March, 2001.
10. Research cost and feasibility of televising Council meetings. June 1, 2001 (City Manager)
11. Evaluations of Council appointees. (City Council)

There being no further business, the meeting adjourned at 1:30 p.m.

Jo Moore, City Secretary

Grady Barr, Mayor