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Meeting Minutes: Special Meeting Minutes

Meeting Type

Special Meeting Minutes 

Meeting Date





Special Meeting of the City Council

Saturday, January 20, 2018

Pebble Beach Room, Fircrest Golf Club






Mayor Keel called the meeting to order at 8:30 a.m.


Attendance was noted as follows:  Mayor Keel, Mayor Pro Tem Belleci, Councilmember McCluskey, Councilmember Figueroa, Councilmember Nye, Councilmember Worthington, Councilmember Grassi, City Manager Sugg, Executive Director/ACM Craig, Executive Director/ACM Faison, City Attorney Kaser, Public Works, Parks & Facilities Director Cooper, Police Chief Blair, and Communications /I.T. Manager Seesz.


Guests:  Michael Pendleton (Michael Pendleton Consulting, LLC) and Ali Modares, PhD. (University of Washington, Tacoma)




Mayor Keel went over the agenda for the morning and afternoon sessions.  He thanked the Council for electing him and shared his perspective on his role as Mayor as well as his goals over the next two years.




·   Election of Finance Chair:   A motion was made by Mayor Keel, seconded by Councilmember Nye, to elect Councilmember Worthington as Finance Chair.  Councilmember Worthington was named as the new Finance Chair for the next two years.


·   Introduction of Michael Pendleton:  Mayor Keel then introduced Michael Pendleton of Michael Pendleton Consulting, LLC as the meeting facilitator.  Mr. Pendleton provided a short background on his work experience and went on to discuss the retreat ground rules.


·   Committees and Representative Assignments for 2018/2019:  Council reviewed current outside agency assignments and designated representatives for the next two years. 


·   Council Subcommittee for Commission Interviews:  Mayor Pro Tem Belleci, Councilmember Worthington, and Councilmember McCluskey (Chair) were appointed to the Council subcommittee for 2018.




·   Overview and Procedural Changes - Mr. Pendleton led the discussion on how Council can work together and create respect for differences. Council discussed procedural changes to agenda setting process, building the agenda topics, submission and prioritization of legislative proposals, clean-up/update of Council Rules, public comment follow-up, review time for packet materials/early agenda packet release date (Wednesdays), citizen follow-up process, timeline when legislative proposals moved forward (3-month window), formalized communication as to why an agenda item is moved, concerns about micro-managing staff’s response.


At 10:00 a.m.  Council took a 15-minute break.  The meeting resumed at 10:15 a.m.


§ Travel/Training Policy Proposal - Executive Director Faison provided an overview of the proposed travel/training policy for Council consideration. The following list highlights major points discussed:


-   Need bigger budget.

-   Requiring a report to Council of the whole – timing and per diem impacts/costs.

-   Provide every Council member a budget, with a higher amount for Mayor and Mayor Pro Tem.

-   The advantages/necessity of “being seen” representing the City.

-   Need to treat all council members equally and provide designated budget.


Executive Director Faison will come back with a resolution for Council consideration.


REVIEW OF 2017-2018 COUNCIL GOALS - City Manager Sugg presented Council with a revised list of the 2017-2018 Goals and Outcomes and reviewed each goal and next steps towards completion. 


The City Council took a lunch break at 12:15 p.m.  The meeting resumed at 1:00 p.m.


Mayor Keel framed the afternoon’s theme and direction.  He presented his Notional Plan showing a high-level timeline, plans and deliverables.


BUILDING COMMUNITY:  NEXT 20 YEARS - City Manager Sugg made a presentation on the framework of redevelopment to allow for capacity to accommodate growth in population, housing, and employment within the City over the next 20 years. 


SOUTH SOUND ALLIANCE – Dr. Ali Modares made a presentation about his new proposed South Sound Alliance.  He presented demographic and economic information detailing how the City of University Place fits in with the region’s strategic picture. 


At 2:45 p.m., Council took a 15-minute break.  The meeting resumed at 3:00 p.m.




Communications/I.T. Manager Seesz presented an overview on communications print options identified for implementation:  Option A – U.P. color/2 page mailer to be printed monthly for 11 issues @ $51,000/year; Option B – U.P. color/page mailer to be printed monthly for 11 issues @ $55,000/year; Option C – Headlines to be printed bi-monthly (6 issues) @ $49,000/year; and Option D – U.P. Magazine to be printed quarterly for 4 issues @ $54,000/year.  She indicated that each option includes an electronic version that will be available on or from the City’s website which will be scalable and viewable from a mobile device. 


Discussion led to Council consensus to proceed with the electronic format, augmented by postcards and special reports to highlight immediate information that need community input or may cause impact such as road projects, etc.


A demo presentation was made by IEG7on CRM System, a citizen engagement software.


Staff will be scheduling a follow-up study to discuss more information regarding the bigger I.T. and communications picture.



Councilmember Figueroa requested that a presentation by Mike Lonegran be scheduled on the agenda.  He also informed Council that he will be submitting a travel request for a Chamber of Commerce trip to Washington D.C. in May.  Councilmember McCluskey also referenced a similar request for this year’s National League of Cities conference.


ADJOURNMENT - The meeting adjourned at 4:55 p.m.  No other action was taken.


Submitted by,




Mariza Craig

Executive Director/Assistant City Manager


Special Meeting Minutes-20180120-0724 

Meeting Type / Meeting Date

43120/Special Meeting Minutes 


Special Meeting Agenda-20180120-0918 




Content Type: Meeting Minutes
Created at 2/21/2018 7:24 AM  by Emelita Genetia 
Last modified at 2/21/2018 7:24 AM  by Emelita Genetia