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Home My WebLink About1992-02-11 - AGENDA REPORTS - COUNCIL TEAM BUILDING SESSION (2)CONSENT CALENDAR DATE: February 11, 1992 AGENDA REPORT City Manager Approval Item to be presented by: J4 - George Caravalho SUBJECT: OUTCOME OF COUNCIL TEAM BUILDING SESSION DEPARTMENT: City Manager BACKGROUND On January 25, 1992, City Council met for a team building session. The session was to focus on items pertaining to procedures and policies which relate to the decision-making process. Topics discussed during the team building session included public participation, meeting preparation, and Council committees. The Councilmembers will begin their regular meetings at 6:30 with an executive meeting which will be spent for agenda review and will be open to the public. The public participation portion of the meeting will begin at 7:00 p.m. The public will have thirty (30) minutes in which to present testimony with a three (3) minute limitation per speaker. All speakers must call or submit a speaker's slip to the City Clerk prior to 7:00 p.m. No action will be taken before 7:30 p.m. The Council committee list has been revised to 'include the date and time of meetings. Council to approve the future management tasks, the draft agenda, and the committee list. ATTACHMENTS Future management task list Draft agenda Council committee list APPROVED Agenda Item. � 6L COUNCIL ACTION BR, FV DATE A G E N D A Executive Meeting (6:30 - 7:00 p.m.) This time has been set aside for Councilmembers to review the agenda and obtain any further information that may be needed. No action will be taken prior to 7:30 p.m. This session is open to the public. ---------------------------------------------------------- PUBLIC PARTICIPATION (7:00 - 7:30 n.m.) This time has been set aside for the public to address the City Council on any item on the agenda except for the public hearings. The public may also address the Council on items not on the agenda but those .items will not be acted upon by Council at this meeting other than to review and return- without action or direct staff. ALL speakers must call or submit a speaker's slip to the City Clerk prior to 7:00 p.m. and prepare a three minute presentation. The thirty minutes. allowed for public input will be divided by the number of people wishing .to speak, maximum time allowed will be three minutes. CITY CLERK ANNOUNCEMENTS (7:30 n.m.) Anyone wishing to address an item on the agenda should fill out a speaker's slip and submit it to the City Clerk before the item is discussed. Each person addressing the Council has three minutes in which to speak, at which time the red light on the Council dias will appear. [J INVOCATION - . [] CALL TO ORDER [] FLAG SALUTE [] ROLL CALL [] APPROVAL OF AGENDA 11 APPROVAL OF MINUTES City Council Agenda Date: COUNCIL ACTION PUBLIC HEARING [J Open Hearing 1. [] Staff [] Speakers [] Discussion [] Vote UNFINISHED BUSINESS [] Staff 2. [] Speakers [] Discussion [] Vote CONSENT CALENDAR All matters listed under the Consent Calendar will be enacted by one motion unless a request is made for discussion, in which case, the item(s) will be removed from the Consent Calendar and will be considered separately followine this portion of the aeenda. 3. [] Speakers [] Discussion [] Vote/Approval NEW BUSINESS 4. [] Staff [] Speakers [] Discussion [] Vote/Approval [ ] STAFF COMMENTS [] COUNCILMEMBERS COMMENTS This time has been set aside for Councilmembers to direct comments to staff or the public on items of interest. [] COMMITTEE REPORTS (Council) [] CLOSED SESSION [] ADJOURNMENT California Contract Cities Exec.board 1st Wed. 10810 Paramount Blvd. Membership 3rd Wed. Downey, 90241 Boyer Darcy Caravalho League of Ca. Cities 1st Thurs.-6:30 900 Wilshire Blvd., Ste. 404 Los Angeles, 90017 213-629-1422 Darcy Boyer Caravalho Independent Cities Assn. 2nd Thurs.-6:30 14156 Magnolia Blvd. 1103 Sherman Oaks, 91423 818-906-0941 Darcy Boyer Murphy CITY OF SANTA CLARITA CITY COUNCIL COMMITTEES NAME OF ORGANIZATION MEETING TIME & DATE DELEGATE ALTERNATE STAFF MEMBER COMMITTEES So. Ca. Assn. of Govts. Exec. -1st Thurs. 600 So. Commonwealth St. 10 a.m. Ste. 1000 Los Angeles, 90005 213-236-1800 Darcy Heidt Harris SCAG Transportation Committee 3rd Thurs.-9:30 Klajic Darcy Medina Castaic Lake Water Agency 2nd & 4th Tuesday 23560 Lyons Ave., Ste. 225 Santa Clarita, 91321 255-2866 Darcy Boyer Caravalho Legislative Committee Boyer Klajic Caravalho Air Quality Management Heidt McKeon Pulskamp California Contract Cities Exec.board 1st Wed. 10810 Paramount Blvd. Membership 3rd Wed. Downey, 90241 Boyer Darcy Caravalho League of Ca. Cities 1st Thurs.-6:30 900 Wilshire Blvd., Ste. 404 Los Angeles, 90017 213-629-1422 Darcy Boyer Caravalho Independent Cities Assn. 2nd Thurs.-6:30 14156 Magnolia Blvd. 1103 Sherman Oaks, 91423 818-906-0941 Darcy Boyer Murphy Council Committees Page 2 Sanitation Districts 2nd Wed. -1:30 p.m. Klajic, lst Delegate Caravalho P.O. Box 4998 Heidt, 2nd Delegate Whittier, Ca. 90607 McKeon, Alternate 213-699-7411 Hazardous Waste State Growth Management Southeast Mosquito Abate. So. Calif. Rail Authority Small Business Board Developer Impact Fee Study AB 939 (Solid Waste) Newhall Area Specific Plan Santa Clara River Task Force Regional Liaison (As needed) DMG:880 Darcy Caravalho Heidt Klajic Pulskamp (term expires 1/93) Heidt Klajic Caravalho TASK FORCE (AD HOC) COMMITTEES Heidt Klajic Daroca Heidt Klajic Medina Harris Heidt Klajic Caravalho Heidt Klajic Pulskamp TEAM BUILDING SESSION JANUARY 25, 1992 METANOIC 1) Deeply purposeful 2) Alignment 3) Personal Talent: Mastery 4) Systemic Thinking The result being: the creation of your own future. IMAGE What image do you want for Council? 1) Efficient 2) Responsive 3) Fair 4) Considerate 5) Prepared 6) Sensitive 7) Open 8) Reasoned 9) Courteous 10) Understanding 11) Non -Bureaucratic 12) Effective 13) Focused PREPARATION 1) Executive meeting 6:30-7:00 p.m. o Agenda Review for further information o No action to be taken on items prior to 7:30 p.m. o Clear up any confusion regarding items. 2) Council meeting 7:00 p.m. Public Input 7:00-7:30 p.m. This time will be devoted to public testimony. ALL speakers must call or submit a speaker's slip to the City Clerk prior to 7:00 p.m. The thirty minutes allowed for public input will be divided by the number of people wishing to,speak, maximum time allowed will be 3 minutes. Pledge, invocation, minutes, agenda approval, presentations, all to be taken care of during 7:00-7:30 p.m., if no public testimony. 3) Improved background information on contracts and consent calendar. KEN 4) Individual pre -briefing with Councilmembers. George to meet with Councilmembers on Monday and Tuesday. GEORGE 5) Look into bid process to encourage local involvement. REN 6) Consent Calendar o Improved through individual pre -Council conference calls. C.C. 7) Agenda face format, add boxes to indicate action. DONNA S) Identify process regarding resolutions, public hearings, roll call vote, etc. for each agenda item. Do a definition of terms on back of each top agenda sheet or in brochure format. DONNA 9) Council "time" on Tuesdays where management will make themselves available to discuss agenda items. ALL DEPT. HEADS 10) At least once a month, George to meet with individual Councilmembers. GEORGE 11) Additional reports from Council committees - add to agenda as "Committee Reports." MEMBER INTERACTION - (KEEP MEETING FOCUSED) 1) Ask for "second" immediately after the. motion - before discussion. Chair requests. MAYOR 2) Microphone turn-off switch at Mayors place. (Review audio system for Councilmembers/City Attorney and public). State on the back of agenda that the public should "prepare" for 3 minute presentation. (Usually _ typewritten pages). KEN 3) Chair/ focus on the agenda item, individual Councilmember/clarify, City Manager to step in if needed. 4) Awareness of members body language, receptiveness, during Council meetings. PUBLIC PARTICIPATION 1) Explore public input on "future" direction/policy issues.. GEORGE o Public Access Television o Outdoor Event o Annual Townhall meeting o Teleconference o One central place for information (Public Information Officer) 2) Process: Slip must be in before agenda item. No speakers after the time allowed. Clerk to make announcement two to three times to submit slips before next item and that they have three minutes in which to speak. Should be prepared. Mission statement on how to be an effective participant.. Write on slip that it must be submitted before the item is discussed. DONNA 3) Restructure action on appeals to achieve greater clarity. (City Manager) KEN 4) Ending time for Council meetings 11:30 n.m. In no case will any meetings in City Hall go beyond 11:30 p.m. KEN 5) Techniques MAYOR o "If you have that opinion - raise your hands." o "Clock - In the interests of time and fairness. May we hear those points or issues which have not been covered." o Public can submit written letters, include when where, date, name, phone number so Council may respond. o Call short recess. 6) Improve Public Input GEORGE o Provide information to public before public hearing. o Ombudsman o Better communication before the hearing. o Access of information. o Neighborhood meeting by staff to help neighborhood understand process. Prevent developer threats/intimidation. o Staff member assigned to help speaker at the podium. o Reassess the sound system.and video equipment. o City Attorney to use portable microphone. Review Process (above) o Department Manager prepare -Council with what happens .now and suggested changes. For future Study Session (4-29) ROLE OF MAYOR 1) Respect and dignity toward public and Councilmembers 2) Ability to "cut off" abusive people - automatic microphone "turn-off" for Mayor's seat. 3) Keep meetings moving 4) Represent the City CITY MANAGER/STAFF 1) Reexamine staff seating for Council Chambers - remove table for Dept. Head. They will sit in the seats to the left -of the door. 2) Staff attend as needed o Community Development/Engineer at table to left of dias, City Attorney and City Manager at table to right of dias, and Clerk in center. 3) Dept. Heads, Management personnel attend as needed. 4) Staff to be professional; ie, no excessive. talking during meeting and be aware of body language. COMMITTEES 1) DIOD: Resolution Special Events Calif. Elected Womens' Assoc Legislative School Strategies League of Calif. Cities Rio Vista Elsmere Solid Waste Arts Council Mosquito L.A. County Transport Small Business Dev. Newhall Spec. 2) Newhall Land - no committee Quarterly communication meeting set up by George.: Mayor will invite another Councilmember 3) Task Force (Ad Hoc) Development Impact Fees AS 939/Solid Waste Newhall Spec. Santa Clara Valley River 4) Appointed Mosquito Small Business Board Sanitation District Baord Southern Calif. Rail Authority Hazardous Waste Contract Cities I.C.A. Revenue and Taxation (League) State Growth Management Task Force (League) s) Add Regional liaison committee - as needed 6) New list to show . Name of group Regular meetings - time, date (as needed, etc.) Locations Members {Committees) {Task Force) (Appointment) 7) Follow through of Committees Calendar regular meetings on Councilmembers calendars Each member responsible for contacting alternate member if unavailable to attend the meeting. 8) Reporting On Committee Meetings Major Topic Discussed Decisions affecting Santa Clarita Let candidates know this is an expectation Keep notebook of minutes and meetings 10) More committment to involvement with intergovernment Let candidates know this is an expectation Keep notebook of.minutes and meetings 11) City Clerk to do draft agenda and submit to Council 12) Future Study Session - Video "Abeline Paradox" NEV COUNCILMEMSERS o Staff orientation o Department Meetings o Hold Reception o Take them to committees (National/State/Cities) o Hold retreat soon after election On February 11, 1992 - adopt future Quarterly Management, new agenda, and committee list. GMD:1432