HomeMy WebLinkAbout02052005 Retreat
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COUNCIL RETREAT FEBRUARY 5, 2005
VANCOUVER ROOM, BISHOP HOTEL
Facilitator:
Attending:
Connie Weiseth
Council: Catharine Robinson, Michelle Sandoval, Freida Fenn, Laurie
Medlicott, Frank Benskin, Kees Kolff, Geoff Masci
Staff: David Timmons, Pam Kolacy, John Watts
NOTES:
Council Relationships
Intentions to Improve:
o Catharine contact council members outside/ahead of meetings with content and issues
o How to manage agendas for fairness and equity without creating a perception of cutting
the public out (or Council).
o Having a solution-oriented tone/approach to solving problems vs. blame.
o Everyone needs to help build agendas thoughtfully - in time to gather proper info and
provide proper notice.
o Establish realistic expectations for council and city staff (not pushing work off).
o How to keep the issues we're dealing with from becoming politicized and adversarial.
o Whole Council needs to help Mayor keep meetings running properly.
New Agreements
We will take responsibility to:
o Follow Robert's Rules about not impugning the personal motives of others
(Council/public/staff) when we disagree.
o Follow Robert's Rules and wait to be recognized to speak in council meetings. No
interrupting. Define moments for "free-for-all" dialogue explicitly.
o Change Catharine's seat to see all members in Council.
o If we have a conflict with anyone on Councilor staff, try to deal I: I with them before
going public or e-mailing.
Desired Interactions:
Mayor/Council members
o Consult Council before hiring facilitators.
o Agenda formation -
· Items proposed for next agenda at end of each Council meeting
· Individuals call Mayor or City Manager to suggest items (from selves or
committees or citizens)
· In-box
· Agenda item suggestion form
o Council members tell/ask Mayor to manage agenda differently if they have questions.
2/5/05 Council Retreat Notes
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o If an item is proposed and not put on an agenda, Mayor (or City Manager) respond to
proposer re: why not, and offer alternatives.
o Council members need to call Mayor when we have things to ask/tell and not wait for her
to call us every time.
o Communicate I: I re: decisions and/or conflicts.
Desired Interactions:
Council members/Staff
o Communicate I: I re: decisions and/or conflict.
Council:
o Ask questions of staff - Don't request tasks. "Ask Don't Task."
o Confer with City Manager before using staff time.
o Staff appreciates being asked questions/"heads up" ahead of time re: items in Council
packet or on agenda.
o Council members appreciate receiving Council packets as early as possible so we can
prepare - target Wednesdays.
Desired Interactions:
City Manager/Council members
o Communicate I: I with us re: decisions/conflicts
Council members
o Take issues with David directly I: I
David
o Respond to Council members when they approach you with issues.
o Give as much notice as possible re: dates requiring Council time - preferably in writing.
o David prefers face-to-face, regular conversations with Council members. Stay fresh.
o Respect the decisions David makes after he's heard your input.
Desired Interactions:
Council member/Council member
o Communicate I: I with each other.
o Two-way communication about decisions.
o Consider intended and unintended consequences of speaking outside council meetings
about our decisions.
Committees
o Meetings will generally be held monthly.
o Committees' work plans need to be clearly directed by Council.
2/5/05 Council Retreat Notes
page 2
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o Committees' ideas/suggestions for their own work can come to Council via In-Box or
agenda requests.
o Committees should keep Council apprised on "horizon" events.
Next Steps on 2005 Work Plan
Hold Council workshop (3 hours)
In advance:
o Council members identify your top 5-10 items/projects/priorities and bring to next
meeting - out of the lists of projects for Council Committees and Advisory Boards.
o Highlight items you would recommend deleted.
o Staff will present
o mandatory/critical items
o list of work in progress
o list proposed work. excluding items not approved by Council
o list of all new pending items
Results of the workshop:
o List -
o items requiring policy decision
o items to send back to committees to flesh out
o priority list of Council's top items (in addition to mandatory)
o items to cross off list
From here on, as new projects are proposed:
o Rank each item by: (use In-Box ranking process)
o staff time H-M-L
o budget impact 1-10
o Define separate lists of Proposed Work (put through In-Box process) and Work In
Progress.
Parking Lot
o David - Notes from 2/5/05 out by 2/12/05.
o Agenda - How to use In-Box more effectively. (Pam needs more clarification-David)
o John - How to get info from staff (in a timely manner)
o * Length of time Council members speak. So we can discuss vs. discourse.
o Agenda - How to help our Public access/influence City - Staff present existing
process to Council.
o Catharine -Refine form for agenda suggestions for immediate attention.
o David - Council would like current #'s on long-range financial projections and to be
involved in the process of setting the assumptions for the modeling process and using
strategic budget program.
2/5/05 Council Retreat Notes
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o Agenda - Vote in Council re: Frank's request for contract and lease info AND Dave
& Frank.
o David & Catharine - Schedule Long-Term Planning meeting ("City of Dreams" or
"Fire Dept.")
o -V How Catharine should handle info that comes to her
o -V Who decides what the City's business is?
o -V Political philosophy - can we be healthily political?
o -V Educate public about Council processes and the way in.
o -V Review Council policy re: requests for info and use of staff time.
* Bundle these items as Council Rules - to be examined
Meeting Evaluation
Opportunities to Improve
o TV cameras in retreat
o Time management
o 2 days instead of I
o Have more time to move things forward and get consensus - list/name/identify parts of
agreement.
o Don't bite off too much subject matter
o Clowns - balloons - ice cream
o Celebration of what we've accomplished and what staff does for us.
Meeting Evaluation
What Worked Well
o Neutral facilitator
o Wanted our $ worth (we're Scotch)
o Listened respectfully
o No TV cameras
o No theatre
o Toys to squeeze
o Prior agreement on agenda
2/5/05 Council Retreat Notes
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