"file:///C:From: Jennifer Cline
Sent: Tue May 05 17:50:02 2015
To: Sadie Cramer
Subject: RE: Adult Center - City Meetings and Communication Issues Between Departments, City and Foothills
Importance: Normal
I do not have a key.
Jennifer Cline, P.E.
City of Molalla
Public Works Director
O: 503.759.0218
F: 503.829.3676
From: Sadie Cramer [mailto:cityrecorder@cityofmolalla.com]
Sent: Tuesday, May 05, 2015 3:28 PM
To: Jennifer Cline; Heather Penni
Cc: Dan Huff
Subject: Adult Center - City Meetings and Communication Issues Between Departments, City and Foothills
Importance: High
Hello,
I’ve been informed that there have be some miscommunication issues when it comes to city meetings at the Molalla Adult Center that need to be trouble-shooted and resolved ASAP. I did not include Diana or the Chief since they do not use the facility to my knowledge.
This is my understanding…
The City:
1. We have a designated employee who is to set up and tear down for necessary city meetings that include the council at the Adult Center regardless of the day or forum. I believe that designee was reassigned to Dan Zinder when layoffs occurred. Clarity needs to be given as to who notifies DZ of when those meetings are unless the Department Head takes on the setup and tear down themselves. Currently, It was my understanding that the department head overseeing his department was assigned to do so.
2. On nights when videotaping has been arranged regardless of the day, it is important to keep everyone on track with time including independent contracted employees. If set up is not done in a timely fashion it will set the videographer from setting up on time possibly delaying a public meeting. Russ is arranged to film at the request of the director who’s spearheading the meeting. Those requests are rare but should be ran through me if available.
3. If there is a meeting scheduled that is not on a regular council meeting night, It is the responsibility of the chair of the said committee to notify the Molalla Adult Center of the dates and times of the meetings so we don’t interfere with scheduled Adult Center functions by Foothills. Since our meetings are all public and set up a couple of weeks in advance this should not be an issue.
4. If a department head holds a commission or special community meeting with a state, county or other agencies it is the responsibility of that department head to set up, tear down and make the appropriate arrangements to enter and secure the building after exiting. I was informed that tear down the next day is not happening.
The Adult Center issues to address:
1. We have a back room for storage that has been taken over by the Adult Center. We have been holding the executive meetings in the back library area but the issue lies that we are having a hard time getting to our tables, skirting etc. Dan - This needs to be resolved with Cecily.
2. Keys – There are only 3 sets of keys to that facility issued. Each Director who holds a public meeting at the AC should be issued a set of keys. (Sadie, Dan, Heather, Jen and possibly Nicolas) If a Director arranges a public meeting with an agency, the assigned Director has the responsibility to open, lock down and arrange for tear down if needed. I am sure that Cecily would be more than happy to issue 5 sets of keys and it would be well worth the city’s expense to have the keys made if necessary to avoid future complications.
In closing, apologies have been made to Cecily regarding these communication breakdowns by the city and lack of follow through. In order to avoid having to do that again in the future we need to trouble shoot this as a team to make things run smoothly. I think we need to discuss this at the department meeting on Thursday or have a side meeting with necessary staff to ensure we are being respectfully of a space that is shared by two partnering entities.
If something has changed please let me know at the staff meeting on Thursday. The city issues above have already been identified and blame will get our team nowhere, so please come with constructive solutions so we can move forward smoothly in the future.
Thanks,
Sadie
Sadie Cramer
City Recorder, MMC
City of Molalla
Cityrecorder@cityofmolalla.com
PH |503.829.6855 Ext. 291
"