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HomeMy WebLinkAbout03-28-2017 MinutesCouncil Minutes ��. City Hall, 990 Palm Street, San Luis Obispo 4 Tuesday, March 28, 2017 Special Meeting of the City Council CALL TO ORDER A Special Meeting of the San Luis Obispo City Council was called to order on Tuesday, March 28, 2017 at 9:03 a.m. at the Courtyard Marriott Irish Hills Room, located at 1605 Calle Joaquin, San Luis Obispo, California, by Mayor Harmon, ROLL CALL Council Members Present: Council Members Carlyn Christianson, Aaron Gomez, Andy Pease, Vice Mayor Dan Rivoire, and Mayor Heidi Harmon. Council Members Absent: None City Staff Present: Katie Lichtig, City Manager; Christine Dietrick, City Attorney; Derek Johnson, Assistant City Manager; Garret Olson, Fire Chief, Daryl Grigsby, Public Works Director; Monica Irons, Human Resources Director; Deanna Cantrell, Police Chief, Xenia Bradford, Interim Finance Director; Michael Codron, Community Development Director; Shelly Stanwyck, Parks and Recreation Director; and Carrie Mattingly, Utilities Director; were present at Roll Call. Other staff members presented reports or responded to questions as indicated in the minutes. Facilitator Present: Trudy Sopp, Centre for Organizational Effectiveness PUBLIC COMMENT ON AGENDA ITEMS ONLY None ---End of Public Comment --- A. WORKSHOP ON CITY VISION, CIVIC ENGAGEMENT / COMMUNITY INVOLVEMENT / OUTREACH, COUNCIL / STAFF RELATIONS / ROLES, AND COUNCIL WORKLOAD AND COMPENSATION FACILITATED BY TRUDY SOPP San Luis Obispo Page I San Luis Obispo City Council Workshop Minutes of March 28._2017 Page 2 Vision of Council By consensus on the following Council Vision was approved: The Council believes SLO is a friendly, dynamic community embracing its future while respecting its past with core values of civility, sustainability, inclusivity and resiliency. Community Outreach/Civic Engagement/Agreeing Council agreed that there is a huge opportunity to market the successes and good work of city staff through social media by correcting misperceptions and educating the community. Additionally, the use of social media is an opportunity to humanize staff and city projects. There was consensus that as many social media platforms as feasible should be pursued, with Instagram being the highest priority. The philosophy should be "Show don't Tell". The purpose of social media should be to "market" or brand the City to a different demographic to get educated and then give them opportunities to provide input on line and maybe that will inspire these folks to participate in a council meeting. Consolidate all social media pages and platforms to the maximum extent possible. Evaluate best practices about leaving some pages open for some limited group of community members like the skate park followers. Let the staff post Mistakes will be made and council will be supportive Consider interns who can drive posts Need to update the social media policy Clear filter Clear rules of engagement No comments for now Establish clear rules of when someone will be thrown off the page for when we do allow comments No consolidation of resources to facilitate is needed, however there is a need to evaluate how to achieve the outcome. Mayor Harmon will establish neighborhood walk and talks to stimulate engagement and will invite others to participate. Civil Discourse League of Women Voters - consensus to support the League of Women Voters' "Democracy Concierge". Begin each meeting with the logistics and a welcome for newcomers, Mayor Harmon and Council Member Pease will work on this together with help from City Manage Lichtig. San Luis Obispo_ City Council Workshop Minutes of March 28, 2017 Page 3 Info graphic of the anatomy of a Council Meeting is in the works. Direction provided to have a bin by the City Clerk for the public to place completed speaker slips. Council discussed ways to set the appropriate tone with those participants in the meeting that are being disruptive. Council/Staff Relations Evaluate if there are attachments that could be excluded (boilerplate contract) or placed in a reading file if it needs to be available. Look at sequencing of the items to make sure that longer items come earlier in the evening. Evaluate publishing the presentations on the website along with the CAR. Consider using more graphics in presentation. No need to cover everything in staff report. Constituent inquiries to Council only: Council Member Christianson usually forwards to staff with a note to the person that they are sending to staff. Can be confusing because staff could get from multiple Council Members but that is better than getting it from none. Constituent inquiries to Council email: Assistant City Manager Johnson or someone in Administration will acknowledge and ensure a response is sent to the member of the public and the Council. How to refer to the Mayor and Council Members: At the meetings use title and last name. This will be the practice for staff and the members of the public too. Outside meetings as casual as possible (first names are preferred). Council consensus to limit public comment on items not on the agenda to 15 minutes at the beginning of the meeting and drop any extra speakers to end of meeting. The Mayor will assess whether to seek council consensus to change amount of time each speaker will be allotted less time than traditional 3 minutes (3 minutes if 5 or less speakers, 2 minutes or 1 minute). Consensus that the amount of time should not be less than 1 minute. May need to update the Council Policies and Procedures Manual to reflect this practice. Council Compensation and Workload: After conversation about the duties and responsibilities that drive workload, there was Council consensus to thoroughly evaluate two options to address workload and compensation in the next review of council compensation: 1. Increase compensation to match the workload (which can be about 30 hours a week for Council and more than full-time for Mayor) 2. Decrease workload to match the compensation San Luis Obispo City Council Workshop Minutes of March 28, 2017 Page 4 Process to review Council compensation should be expedited (sooner than is called for in the municipal code and/or Council Policies and Procedures Manual). ADJOURNMENT The next Regular City Council Meetings are scheduled for Tuesday, April 4, 2017 at 4:00 p.m. and 6:00 p.m., in the Council Chamber, 990 Palm Street, San Luis Obispo, California. Bd&/�&L Carrie Gallagher City Clerk APPROVED BY COUNCIL: 06/20/2017