Marion council discusses policy, chain of command
It wasn't exactly clear why a work session was called by Marion City Councilman Bill Holdeman.
During the special session Monday evening, Mayor Mary Olson opened the meeting by saying the council was gathered to review the governing manual to see if members agree.
With that said, Holdeman challenged the city's status as a second class city. Olson responded that Marion has always been at that status even though the population has dipped below 2,000, which is the threshold for the ranking.
Holdeman then read the types of city-manager and city-administrator forms of government per state statute.
"I think the administrator should bring everything to the council for approval," Holdeman said.
"We're here to set policies," Olson said. "If the administrator wants to change the policies then it needs to come before us."
Olson continued that she didn't know all of the policies and would like to become familiar with them before making any suggestions for changes. She then asked volunteer fireman and councilman Stacey Collett if the fire department had a policy. Collett responded that it did.
Holdeman said that wasn't the entire reason for having the work session.
"Can he (the administrator) fire anyone (without council approval)?" Holdeman asked.
City attorney Dan Baldwin responded that the administrator could but never has and doesn't plan to.
"He plans to bring every termination to the council," Baldwin said. He continued that city administrator David Mayfield has the authority to send employees home during investigations.
"I have no problem with that as long as it comes before the council," Holdeman said.
Baldwin suggested the council determine if the council is going to be a policy governing council or micro-manage city business and workers.
The system is set up so department heads have full authority to operate and do whatever he or she believes is the right thing to do, Baldwin said.
"(The department head) sets priorities of what gets fixed when, supervises the workers, and operates pursuant to city policies," Baldwin said.
The question is, Baldwin continued, "Is this council or an appointee of this council going to give department heads instructions instead of what those people decide what is best?"
A written policy or staff meetings would be required to change policies.
"I'm not seeing a change in philosophy from this council," Baldwin said.
"I'm happy to leave it like it is," councilman Jerry Kline said. "The administrator brings information to us and we make decisions."
"I think there are times in between the two weeks (of scheduled meetings) when the administrator needs to talk with us," Olson said. "What he tells me is not what I can relate to you. I might ask a question of him that you might want to know.
"Maybe that's too much micro-management," Olson said. "I don't know the policies well enough."
Mayfield said if there are items on the agenda for the council to address, memos are sent to the entire council.
"I stopped the operation of a street project when I saw there was something done wrong," Olson said. "That's the only time I have done this."
Olson continued that she is seeing projects not being finished which leads her to say something to department heads.
"If you don't want me to do that then I won't do it," Olson said to the council, "but we have the authority to do it."
Kline said communicating with the administrator is important.
Mayfield said if he isn't aware of situations then he can't follow up on them with employees.
"If a councilman has a situation that needs to be addressed by one of my workers it's easier for me to follow up on it instead of the councilman going to the employee," Mayfield said.
Chain of command is an important function of an organization, Kline said.
Collett said he had approached department heads but also had informed the administrator of issues.
"Policy making is our job," Collett said.
Holdeman said no one person on the council has the authority to tell others what to do.
"Would you like to see each one of us be in charge of specific departments?" Collett asked.
"No," Holdeman said, "I just want us to have a clear handle on policies."
"I thought (city policy) was fine just the way it was," councilman Gene Winkler said. "This is the type of city government we have with a city administrator to micro-manage. This is why we only meet every other week."
"I'm of the opinion we need work sessions in between (scheduled meetings)," Olson said.
"I think the work sessions are great," Holdeman said.
Olson said the council needs to work together and set policies which then would be given to the administrator to follow.
Baldwin then asked the council to identify the contact person with the city for situations — the most recent being the termination of a city employee.
"Right now, I think it should be me," Baldwin said, "but I want to make sure everyone thinks the same."
The council agreed that Baldwin would be the contact person, specifically for the press, but Olson added the council needed to be kept informed of the information Baldwin gives to the press.
