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Home My WebLink AboutStudy Session with Mathis & Associates to Discuss Matters Re J7 MEETING ASSISTi. ;E NOTICE -AMERICANS WITH DI; 1LITIES ACT In accordance with the Americans with Disabilities Act the following services are available to members of our community who require special assistance to participate in City Council and Redevelopment Agency meetings. If you require,American Sign Language interpreters,a reader during the meeting, and/or large print agendas, to make arrangements,please call:Office of the City Clerk(714) 536-5227. To make arrangements for an assisted listening system(ALD)for the hearing impaired, please contact: the Sergeant at Arms(714)536-5693 or the City Clerk(714)536-5227. 72 hours prior notification will enable the city to make reasonable arrangements to ensure accessibility to a meeting. AGENDA CITY COUNCIUREDEVELOPMENT AGENCY CITY OF HUNTINGTON BEACH Adjourned Regular Meeting FRIDAY, FEBRUARY 21, 2003 12:30 P.M. — Closed Session followed by Open Session in Rooms C & D., Central Library, 7111 Talbert Avenue Huntington Beach, California 92648 12:30 P.M. = Rooms C & D Call City Council/Redevelopment Agency Meeting to Order Roll Call: Sullivan, Coerper, Green, Boardman, Cook, Houchen, Hardy Call Closed Session of City Council/Redevelopment Agency Recommended Action: Motion to recess to Closed Session on the following item: (City Council) Closed Session - Pursuant to Government Code Section 54957 to consider personnel matters. Subject: City Administrator's Evaluation. (120.80) COMPUTER INTERNET ACCESS TO CITY COUNCIUREDEVELOPMENT AGENCY AGENDA IS AVAILABLE PRIOR TO CITY COUNCIL MEETINGS h ttp://www.s urfci ty-hb.org T'v 1 (2) February 21, 2003 - Council/Agency Agenda - Page 2 Reconvene City Council/Redevelopment Agency Meeting— Rooms C & D Roll Call: Sullivan, Coerper, Green, Boardman, Cook, Houchen, Hardy Public Comments Regarding Closed Session and Open Session Agenda Items Pursuant to the Brown Act (Open Meetings Act) the City Clerk Announces Late Communications Received by Her Office Which Pertain to Items on the Agenda (1) The Brown Act (open meetings act) requires that copies of late communications submitted by City Councilmembers or City Departments are to be made available to the public at the City Council meeting. (2) Late communications submitted by members of the public are to be made available to the public at the City Clerk's Office the day after the Council meeting. (City Council) Study Session with Mathis & Associates to Discuss Matters Related to City Council Meetings: (1.) Internal Operating Procedures; (2.) Council Norms; and (3.) Selection and Monitoring of Commissions/Boards ( . ) Dr. Bill Mathis of Mathis &Associates will facilitate discussion of the topics listed below, with the assistance of Ms. Janice Schreuder as scribe. Communication may be distributed at the meeting. A. Internal Operating Procedures Council Meeting Protocol Communication Agreements B. Council Norms Council-Council Interaction Council-Staff Interaction Communication C. Selection and Monitoring of Commissions/Boards The following are expected outcomes from the meeting: 1. First Printed Norms and Best Practices for the City Council. 2. Agreements on Communications Strategies. Council Norms and agreement are to be put into finished format and returned to the City Council and City Clerk. l" (3) February 21, 2003 - Council/Agency Agenda - Page 3 Council/Agency Adjournment to Monday, March 3, 2003, at 5:00 p.m., in Room B-8, Civic Center, 2000 Main Street, Huntington Beach, California. Council/Agency Agendas and Minutes are available at no charge to the public at the City Clerk's Office, on the City's website, via email, and through paid subscription. Complete Agenda Packets are available at the Central Library and Library Annexes on Friday prior to meetings. Video tapes of Council Meetings are available for checkout at the Central Library at no charge. CONNIE BROCKWAY, CITY CLERK City of Huntington Beach 2000 Main Street- Second Floor Huntington Beach, California 92648 Internet: http://www.surfeity-hb.org C01V MUMCATION STRATEGIES Discussion of Different Views ♦ Be Honest ♦ Everyone's Opinion is Valued ♦ It's "OK" to Disagree ♦ Speak For Yourself ♦ Respect One Another ♦ Ask, If You Don't Know or It Isn't Clear ♦ Confront Ideas - Not People Focus on Issues - Not People ♦ Everyone Participates ♦ Don't Personalize ♦ Don't Monopolize Mathis&Associates *Napa, CA *70712S2-21S1 C01WIfUNICATION RULES for EFFECTIVE TEAM BUILDING "No agreement on guidelines leads to chaos; Agreement without follow-through causes head-hunting and defensiveness" Stay on topic - Avoid drifting off subject No cross talks - Side Board provided for "side issues" Allow people to finish ideas - Make "assertive" comments Acknowledge what others say - Give the speaker your undivided attention All opinions are OK * Attribution of Motive (Crystal-Balling Habit) - Explaining other peoples motives usually means discounting their opinion - This is usually called the Crystal-Balling Habit Mathis&Associates 'Napa,CA (707)252-21 Sl CITY OF HUNTINGTON BEACH WORKSHOP Facilitator: Dr. Bill Mathis February Z1, 2003 Associate: Janice Schreuder 1:30—5:30 PM MISSION: Develop a model set of guidelines for doing the City's business. 1. INTRODUCTION TO WORKSHOP/GOALS Mayor 1. Goals: A. Begin the process of establishing written and agreed upon internal operating procedures for Council to conduct the City's business. B. Improve communications .between Council members, identify.common areas, and develop respectful guidelines that enhance doing the public's business. 2. COUNCIL EXPECTATIONS Dr. Bill • Facilitator comments • Legacy is important • Lack of agreement on guidelines always leads to chaos • Results from watching two Council meetings II. SIX BASIC RULES FOR COMMUNICATIONS (HANDOUT) III. UNDERSTANDING DIFFERENCES/REDUCING CONFLICT Understanding who we are; what we are interested in? • Why are you on Council? • How do you make decisions? Best learning style? • Your two best talents to be offered? • Three major interest areas • Review/how to use this outline? IV. OPERATING ATTITUDE & STRATEGIES FOR COMMUNICATION Handouts/Discussion and Agreements Meeting Decorum = Summary V. INTERNAL OPERATING PROCEDURES/BEST PRACTICES • Agenda production schedule and content? Responsibility? • Public input vs. business meeting balance • Purpose and use of consent calendar? • Agreement on role of Mayor at meetings? • Acknowledge speakers • Decorum • Manage responses to audience • Orderly managing of agenda? Time limits/filibuster? Ceremonial role? Explanation of issues? Invocation/moment of silence? 2 • Role of staff/City Administrator at meetings? • How best to present information to Council? Surprises, detail questions, and preparation? Introduction of last minute data? Guidelines? What constitutes interference/micro-managing? • Council member Agreements • Explaining your vote? • Comment on every item? Who do I call for information? Role with staff vs. administrator? • Committee role and functioning? Timely Reporting to Council? Do committees work? Improvements? Preparation and homework for meetings? Agreements? • Having sufficient discussion vs. Brown Act limitations? Committee discussions and assignments • Study sessions Other ideas? • Training and orientation of new Council in future?. VI. COMMISSIONS AND BOARDS • Selection and assignments • Feedback and conduct to Council • Training and orientation VII. SUMMARY Next steps Common vision Goals and objectives Mathis &Associates 3435 Valle Verde Dr. Napa, CA 94558 707/252-2151; Fax 707/252-1349 '.2mathis l d aofxom www.MathisAssociates.com 4