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MEMORANDUM FROM: Scott Derickson, City Administrator TO: City Employees DATE: September 24, 2020 RE.: Staff Interaction with Elected Officials Considering everything we’ve been through this year, I hope this message finds everyone safe and healthy. Recently, there have been questions about staff communications and proper work interactions with both City Councilors and the Mayor, and the different roles we have under Woodburn’s form of government. With elections near and new City Councilors poised to join our team, these questions are timely. The answer starts with the City Charter, which was originally adopted by the voters in 1909. The Charter establishes the City of Woodburn’s organizational structure, creating a “Council/Manager form of Government,” defining the role of the City Council, Mayor, City Administrator, and City Attorney. If you’re interested, the Charter can be found here: or.gov/sites/default/files/fileattachments/city_council/page/5031/charterfinal_2016_0.pdf. Under Woodburn’s Council/Manager form of Government, which is the most common form of municipal government in the United States, the City Council serves as the City’s policy board, setting the direction and goals for our organization. The Mayor serves in a ceremonial capacity, making appointments, setting meeting agendas and chairing Council meetings; while the City Administrator is responsible for all city employees, implementing policy directives, financial management and oversees the day-to-day operations of the City. In terms of chain-of-command, the City Administrator reports to the City Council. The City Administrator then provides oversight and direction to staff. City Council directives can only be made by a majority vote of the City Council and only then during a properly noticed public meeting. While individual City Councilors/Mayor are free to make requests of staff, those requests must be made through the City Administrator (or designee), which are reviewed for consistency with the City Charter, existing laws, policy, practices, etc. This means that, under our system of government no elected official (or any of our community volunteers) has the authorization to provide direction or work assignments to City staff directly. To take direction from an unauthorized official, elected or otherwise, creates a situation of a possible unlawful action and liability. Woodburn’s elected officials are community spirited well-meaning volunteers who freely give of their time for the betterment of our community. Woodburn has been blessed with outstanding members of the community willing to help lead Woodburn forward. When interacting with any member of our City Council, if a request is made for work or information, then please refer the conversation to my office so that the request can be resolved within our organizational chain of command, which protects you, the elected officials and the City from any exposure for activities occurring outside the Charter authorization. Please, don’t hesitate to reach out if you have any questions. Office of the City Administrator 270 Montgomery St • Woodburn, Oregon 97071 Ph. [PHONE REDACTED] • Fax [PHONE REDACTED]