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J City Council Team-Building
Sir Study Session Notes--November 9, 1989
Town of Los Altos Hills
PURPOSE OF THE SESSION
To establish expectations and standards of behavior for the
Council, individual Councilmembers, and the Mayor.
To build increased trust and respect, even in light of disparate
values, priorities, and positions on issues.
THE DIFFERENT ROLES OF COUNCILMEMBERS
1. As an advocate for a position or point of view.
2. As a model of democratic values, principles, and processes.
3. As a member of the Town's management team.
INDIVIDUAL ISSUES AND CONCERNS
f. (Note: The issues are listed in the order they were discussed.
�r The number of dots after the name of each item indicates the
number of Councilmembers who identified that item as one of his or
her top concerns to be addressed.)
Making Decisions in Public•••
As members of the group:
Do: Talk to each other at any time prior to a meeting to
share information.
Do not: Indicate position, count votes, or line up votes prior
to the public meeting.
Good techniques:
Hold study sessions: separate meetings or as pan of
regular meetings.
Have regular conceptual discussions.
Improve meeting room structure and seating
arrangements (e.g., facing each other more directly).
Improve meeting process (to increase interaction).
Hold on-site meetings for key issues.
As individuals:
isew (No substantive discussion)
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•� Ensuring Equal Access to Information
City Manager's semi-monthly update; confidential memos as
needed.
If a Councilmember asks staff for information that has
general interest, staff will share that information with all
other members by phone or memo.
Councilmembers with information of general interest will
share that information with all other members either before
or at the next meeting.
A calendar will be prepared, in advance, of the Mayor's planned
activities (because of the Mayor's role as the symbolic
representative of all Councilmembers).
Intervening As An Individual in Citizen Concerns and Problems...
and Relationships with People Bringing Requests to the Council.*
Explain the process, if appropriate, but do not express
substantive solutions; then refer the item to the City
Manager or a department head (Public Works Director or
Planning Director).
Information gathering is fine.
Councilmembers can facilitate citizens' communication with staff.
The Council can designate one or more members to
investigate and recommend solutions.
Courtesy & Consideration Toward Fellow Members Who Disagree•••
Separate issues from people.
Don't stew; raise any concern right away.
Don't try to infer motives--ask what they are.
Keep any disagreement above board.
If lose an issue, either drop it or find an honorable way to
bring it back for reconsideration.
Treatment of/Respect for Staff and the Public at Meetings*
Don't interrupt or debate with citizens. Allow speakers to
finish.
If a large number of citizens who wish to speak:
Ask for show of hands of people wishing to speak.
Ask show of hands on each position.
Decide on time allotment per speaker (the Code specifies
five minutes maximum).
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Choose speakers so as to alternate viewpoint represented.
'Ur Ask citizens to not repeat, but just indicate that agree with
former speaker.
Use of the title "Councilmember" or "Mayor"•••
Do not convey Town involvement in a private event.
If there is a potential problem (e.g., Spirit of the Hills), ask all
other Councilmembers for their concurrence.
Special Responsibilities of the Mayor•••
The ability to criticize the Town is greatest as a candidate for
Council, less as a Councilmember, and almost nonexistent as
the Mayor.
The Office of the Mayor has a larger responsibility in
representing the Town
The Mayor's special role is in process; not in the substance of
Town business.
The Mayor should set a cooperative tone and talk to individual
Councilmembers once or twice during the term to identify
concerns and goals.
` Agenda
The Mayor has no special role in setting the agenda: All
members can add items; no member can delete or reorder
items, etc.
As a result, agenda-setting meetings will be for staff only
The Mayor must follow the agenda.
If the agenda is too long, the Council will indicate which items
are to be addressed on another night.
Leadership. and
Long-Range Planning.
Every year (or as necessary) one or more Councilmembers
will request a meeting to discuss priorities, the vision for
the Town, etc.
Treatment of Staff- and
Giving Direction to Staff.
Feel free to call the Manager and department heads, but not
other people in the organization.
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If corrective feedback to staff is necessary: call the Manager.
Ilsor The Manager will say either that he will take care of it or
that it needs to be agendized by the Councilmember or
by the Manager.
All concerns should be addressed in private.
Being informed: Awareness of Town History and Ordinances.
The importance of being aware and intellectually involved.
Awareness for Commissioners. (?)
Using the Press to Present Viewpoints• and
Representing the Town to the Press and the Public•
Personal responses are OK.
Be very cautious discussing Council business.
Preparing for and Attending Meetings•
(No notes were taken.)
Evaluation of City Manager.
(No notes were taken.)
Giving the Impression of Being Honest: Propriety.
It is imperative to be "squeaky clean."
NEXT STEPS
All members will adhere to the above standards and will expect
the others to do the same.
No member should let concerns or problems accumulate ("put
anything in the sack") or let anything weaken trust and
respect.
Tom will agendize those items requiring substantive discussion
or Council decision:
A study session on the process for having planning
issues go from staff, to PC, back to staff, and to the
City Council.
The Council will do a formal status check every few months.
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