MINUTES OF THE SARASOTA CITY COMMISSION GOAL-SETTING WORKSHOP OF JANUARY 26, 2021 PRESENT: Mayor Hagen Brody, Vice Mayor Erik Arroyo, and Commissioners Liz Alpert, Kyle Scott Battie, and Jen Ahearn-Koch, City Manager Marlon Brown, City Attorney Robert Fournier and City Auditor and Clerk Shayla Griggs ABSENT: None The meeting was called to order by Mayor Brody at 8:27 A.M. 1. DISCUSSION ITEMS: 1) INTRODUCTIONS: Mayor Brody welcomed and thanked everyone for attending, provided a brief introduction, background, and professional experience of Martin (Marty) Hurwitz, Faciniatorindependent Consultant. Mr. Hurwitz thanked and complimented everyone for attending, and stated that the rules for today's meeting are no cellular telephones phones, no computers, breaks are scheduled every hour, and requested the Commission to answer the following questions: 1. On a scale of 1-10, what is your energy level, today? 2. If you had to use weather as a metaphor, how would you describe your emotional state, today? 2) WE ARE ALL IN THIS TOGETHER Mr. Hurwitz stated that it is difficult to be independent and interdependent all at the same time and there is an upside and downside to both; however, the Commission must learn how to leverage both, which will enhance productivity and reduce stress. Mr. Hurwitz requested the Commissioners to mention one quality about the other Commissioners which adds value to the Commission. Commissioner Ahearn-Koch stated the following: Commissioner Alpert criteria used for decision-making is what is best for the Commission as a whole Vice Mayor Arroyo reads and study the Agenda backup material carefully Mayor Brody is in touch with the community and communicates very well with many different groups Commissioner Battie is very thoughtful Vice Mayor Arroyo stated the following: Commissioner Ahearn-Koch is very passionate almost to a fault Mr. Hurwitz stated that it is important to be careful and mindful of language used because sometimes things are done unintentionally, such as giving a compliment while also using negative words: Commissioner Battie brings a lot of excitement Mayor Brody brings professionalism and experience Commissioner Alpert is caring City Commission Goal-Setting Workshop Meeting 1 01/26/21 Mayor Brody stated the following: Commissioner Alpert is one of the toughest Commissioners Vice Mayor Arroyo brings energy and a youthful perspective Commissioner Battie brings his life experience Commissioner Ahearn-Koch is attentive to detail Commissioner Battie stated the following: Commissioner Ahearn-Koch is very thorough and does her research Commissioner Alpert listens to both sides/rationallogicalogical.compromises Vice Mayor Arroyo is very researched and does the background work Mayor Brody is thoughtful Vice Mayor Arroyo stated that the Commissioners all have different thoughts and opinions; however, what drives the Commission are the people they are representing. Mayor Brody stated that this Commission brings a lot of promise. Commissioner Alpert stated that all five Commissioners are passionate about the City and what is desired for the City. Commissioner Ahearn-Koch is attentive to detail Commissioner Battie is thoughtful and caring Mayor Brody is connected to the community and has the ability to read the pulse of the community in terms of what is going on Vice Mayor Arroyo brings exuberance about wanting to make things happen Mr. Hurwitz requested the Commission to ask themselves the following questions: 1. Did I hear anything that I did not know, and why did I not know? 2. Dol I compliment my fellow commissioners enough? Mr. Hurwitz continued and stated that the Commission has all it needs to be strong and efficient while making room, space, and a safe-space for the strengths of each Commissioner; that a difference in opinion does not mean a difference in principle; that all of the Commissioners' principles are to do what is best for the City and a compromise is not a difference opinion. Mr. Hurwitz requested each Commissioner educate what governing means to you, and the Commission stated the following: Represent constituents Representation) Educate constituents (Education) Financial Stewardship and be a liaison between the City and the people Providing collective services Ability to create infrastructure that will provide for the needs of the residents throughout the City (Planning for Infrastructure) Honesty and transparency, a trusting relationship (Transparency) Listen to the people of the community and to future citizens since decisions made affect the future (Informed Decision Making) Mr. Hurwitz commenced with a Lego exercise, requested the City Manager to sit at a desk before the Commission, distributed a box of Legos to each Commissioner and to the City Manager, but removed the instructions from the City Manager's box of Legos, and requested the Commission to instruct the City Manager to build the airplane with the Legos as pictured on the box. Vice Mayor Arroyo provided the City Manager the instruction manual. City Commission Goal-Setting Workshop Meeting 2 01/26/21 Commissioner Alpert provided verbal instructions by describing which Lego to commence building. Mayor Brody provided verbal instructions to sort the Lego pieces by color. Commissioner Ahearn-Koch agreed with the instructions being provided by Commissioner Alpert. Mr. Hurwitz asked what the elements are of this exercise: Look at the big picture, must start at the end Need a plan/framework Good communication Organize the City's resources Before organizing resources must account for the resources Prior to starting, make sure everyone knows where we want to go and be which is a Strategic Plan Mr. Hurwitz continued further and requested the previous Commissioners share with the new Commissioners the strengths and weaknesses of the Commission, and for the new Commissioners to indicate what they would like to see happen in the process of the Strategic Plan. Mayor Brody stated that a weakness is the Commission needs to better prioritize goals; that if you care about everything then you care about nothing. Vice Mayor Arroyo stated that Staff should be included, there should be large goals and not small tasks, and focus on creating a model in order to provide the best model at the best rate. Commissioner Ahearn-Koch stated that the belief is the previous Strategic Plan is helpful and has been used as a guide. Mr. Hurwitz stated that the skeletonframework of the Strategic Plan must be actionable; that strategy is what the organization does/strives for, and execution is what the individual does. Mr. Hurwitz provided a brief definition of culture which is the system of shared values, norms, assumptions, and beliefs in response to problems of external adaptation and internal integration that has worked well over time to be considered valid. 3) BEST PRACTICES FOR OPERATING IN A TEAM - PART AND WHOLE Mr. Hurwitz asked the Commission which is more mportant, to inhale or to exhale, and each Commissioner provided a response. Discussion ensued about the difference between a decision and a choice: There is a difference between a decision and a choice Decisions are made from choices Choices are limited and decisions are broad Decisions are made from options Decisions have an impact on goals and choice has no impact on the goals Why spend time arguing on a choice Over focusing on choices can waste time As a Commission, ask if this is a decision or choice in front of us City Commission Goal-Setting Workshop Meeting 3 01/26/21 Discussion ensued about the process used to help the Commission make decisions: Use the Standards of Review Have a negative and positive list Avoid being weighted down with criteria overload; decide which two criteria make the biggest impact Prioritize Think rationally, must consult with the anti-you Objectivity Consider different perspectives Test hypothesis Mr. Hurwitz stated that kindness has nothing to do with whether the Commission agrees or disagrees, but is more so about what we say and how we say it. Mr. Hurwitz continued and stated that there are: a lot of options, but in order to make good decisions the options must be peeled; that the downside of constantly rehashing a decision is a loss of resources such as time, human capital, and the loss of engagement; that more productivity would come from being present and future-orientated, and letting go of options is important since there is no perfect option, but there are best fitting options, and discussed the three basic rules for decision making, as follows: 1. Be less certain 2. Ask "How often does this typically happen?" 3. Think probabilistically, learn some basic probability, and ask what is the probability, given the action that is taken? Mr. Hurwitz continued further and provided a brief overview of tools to diffuse an argument and stated that when criticized, instead of rushing to justify your points perhaps start by validating the other party's thoughts and restate their position, "Yes I hear what you're saying" and demonstrate that you are listening by repeating back what was said, make eye contact, and nod head up and down; however, particularly people feeling acknowledged is very important. Mr. Hurwitz stated that perception versus reality is important, the Commission must determine how much they are going to be guided by the beliefs of a minority of people, or will the Commission find a way to get to know one another, and discussion ensued about: Florida Government-in-the-Sunshine Law (Sunshine Law) impacts the ability to get to know each other Judges and Attorneys have lunch together, however, City Commissioners are under additional scrutiny Past history of Commissioners perceived to have violated Sunshine Laws and lawsuits were filed against the City Moving past fear Mr. Hurwitz asked if the opportunity to get to know each other better existed then would the Commission be a more effective body, and the Commission stated yes. Discussion continued regarding: The need and desire to build trust amongst the Commission Vice Mayor Arroyo proposed to publicly notice a Commission lunch in the Chambers once a month, and Mayor Brody, and Commissioner Battie favored the idea, and Commissioner Ahearn-Koch stated that she would prefer to be outside. City Commission Goal-Setting Workshop Meeting 4 01/26/21 Mr. Hurwitz provided a brief overview of Brené Brown's seven elements of trust, as follows: 1. Defined boundaries 2. Reliability 3. Accountability 4. Vault 5. Integrity 6. Non-judgmental 7. Generosity Mr. Hurwitz continued and stated that harmony, impact, and acknowledgment are three things needed for a team to function well and feel joy: Harmony - Each player has a distinct role in reaching a conclusion, and brings different strengths Impact - Team harmony leads to impact and further fuels joy Acknowledgment - ifi the harmony and impact are acknowledged then one would feel even more joy Mr. Hurwitz continued further and stated on the flip side, four behaviors that curtail the productivity of the conversation are as follows: 1. Blame -Try not to make assumptions about what your colleague is thinking and don't make groundless accusations. Keep the conversation focused on facts. 2. Contempt - Acknowledge when you have acted-out in exasperation and do your best to be judgment free; that there are three ways of demonstrating contempt: 1) Body Language, 2) Words, and 3) Facial Expressions 3) Defensiveness - Take responsibility for your part in the conversation. Remain open to input and avoid interpreting new ideas as criticism. 4) Stonewalling - Commit to listening and contributing with an open-mind instead of avoiding an unpleasant topic or refusing to participate fully in the conversation. Mr. Hurwitz provided a brief overview of the difference between cooperation and collaboration and stated that cooperation is to participate in the conversation, however, the purpose is to see that your thoughts are implemented; that collaboration is where people come to an agreed upon goal through terations and is not individual. The Commission recessed at 10:35 A.M. and reconvened at 10:50 A.M. Vice Mayor Arroyo returned back to his seat at 1:54 P.M. 6) PLANNING WHAT WE BUILD Mr. Hurwitz briefly summarized a mission, value, vision, and Strategy Statements, and stated that having a strategy affords certain operational luxuries, such as: 1. Aguide for Staff and Commissioners to making difficult decisions that all can internalize 2. Allows everyone to be both a teacher and a learner 3. Aligns behavior and choices which reinforces one another, and magnifies progress Discussion ensued regarding Strategy: Know one's destination and if headed there Strategy is the difference between doing things right (behavior), and doing the right things (non-behavioral) and asks the question "Am I doing the right thing?" Strategy allows for prioritizing w/o strategic positioning City Commission Goal-Setting Workshop Meeting 5 01/26/21 Avoid being lost in a list of To-Do. Actions' at the expense of the Commission's strategic positioning and direction Define Return for Residents (RFR) Understand the residents needs SO the Statement of Strategy will help meet those needs Strategy helps assess the resources and capabilities Mr. Hurwitz requested the Commission and Staff to work on a Statement of Strategy and for everyone in the room to feel comfortable contributing since this is a non-judgmental and safe place. Vice Mayor Arroyo read his proposed Statement of Strategy and Staff provided feedback. Mayor Brody read his proposed Statement of Strategy. Commissioners Ahearn-Koch, Alpert, and the City Manager provided feedback. Mr. Hurwitz provided feedback and asked what is one of the key measures for the health of the City of Sarasota, Florida and the Commission and Staff stated the following: Home Values Environment Quality Financial Stewardship A thriving Business Life Mr. Hurwitz asked what the other umbrella or higher purpose categories are, and the Commission and Staff stated the following: Infrastructure Economic Development & Growth Efficiencies - which does not always mean the best price Governance transparency Economic Stabity/Sustainability Communications Mr. Hurwitz requested the Commission and Staff to continue and take five minutes to write a Statement of Strategy. Mayor Brody Meet the expectations of our residents, visitors, the services and environment needed to thrive. Vice Mayor Arroyo Continue to be an award-winning destination by attracting visitors and businesses and investing in the arts and incorporating echnologicaldigital advances, increasing citizen participation, ensuring sustainable infrastructure, reducing homelessness, and increasing home values while providing excellent service. Commissioner Battie - Create an environment that increased earning potential income, job creation, maintain economic growth and development, and provide a high quality of life through investment. Commissioner Alpert - Provide the resources and infrastructure to accommodate the expected growth in the City in order to maintain the quality of life for residents and the community, as well as maintaining the standing of an award-winning destination. City Commission Goal-Setting Workshop Meeting 6 01/26/21 Commissioner Ahearn-Koch - Preserve the quality of life for all residents, visitors, and businesses for economic development and growth, fiscal efficiencies, good governance, and inclusive communication. Commissioner Battie left his seat at 2:38 P.M. and returned at 2:41 P.M. Mr. Hurwitz asked what the commonalities are between the Strategy Statements, which are to enhance the quality-of-life experience for residents, visitors, and ousinesses, and invest in resources and infrastructure. The Commission recessed at 2:53 P.M. and reconvened at 3:10 P.M. 7) BUILDING WHAT WE PLAN Mr. Hurwitz asked what are the more granular experiences that need to go here, and the Commission responded with the following: Public Safety Greenspace Water Quality Transportation Environmental Preservation Mr. Hurwitz asked which departments the above mentioned granular experiences impact, and the Commission responded: Public Works Utilities Planning Sustainability Parks and Recreation Sarasota Police Department Mr. Hurwitz stated that the City needs to ensure there is an alignment with funding and planning, and ift there is not, there will be confusion, a waste of money, loss of engagement, loss of confidence from Staff, and the inability for Staff to take things seriously. Commissioner Alpert left and returned to her seat at 3:20 P.M. Mr. Hurwitz continued and stated that If organizations become too soiled the competition for resources becomes too fierce; that the Commission is reminded the goal is to align behaviors which will enhance joy and maximize impact, and provided a brief overview of ways to reduce anxiety, as follows: Stay in the now Exercise Meditate Prepare Mr. Hurwitz provided a brief overview of the steps for building a Strategic Plan as follows: 1. Finalize a Statement of Strategy 2. Create the higher purposes 3. Creating the more granular 4. Put the departments under category City Commission Goal-Setting Workshop Meeting 7 01/26/21 5. Refer to Staff for recommendations Commissioner Alpert left and returned to her seat at 3:35 P.M. 6. Commission prioritizes based upon 7. Then allocation of money and planning 8) NEXT STEPS AND CLOSING REMARKS Mr. Hurwitz asked the Commission and Staff what the key take away(s) are and the following responses were received: Consider Commission roles and Staff roles and how to work collaboratively together Bill of Rights and Acknowledgment Focus on interactions with Staff and Commissioners and how productivity is impacted Place things in perspective and communication Hear from Staff to receive their input and frustrations, drilling down on the Strategy Statement Relationship building for the Commission, sharing what they value with each other, which will hopefully trickle down to Staff Although individuals have their own passion, share some common things which will drive this forward Foundation of trust, dialogue with Staff openly and safe space Avoid criteria overload which bogs down all decisions Commissioner Battie left the room at 3:43 P.M. Mr. Hurwitz concluded and stated that the City has all the ingredients in this room to be successful; that the Commission has more in common than they realize; that a distinct change was noticed in the communication during this Goal-Setting Workshop, and to not let circumstances drive the City but support each other; that more discussion is needed on the process and transactional level since it is easier to manage processes than people and managing process avoids micro-managing; that the foundation of this house is safe-communication, and if more safe-spaces are made for safe-communication then even more productivity and joy will be found. Commissioner Battie returned to the room at 3:45 P.M. Mayor Brody on behalf of the Commission and Staff thanked Mr. Hurwitz. 2) ADJOURN Mayor Brody adjourned the Sarasota City Commission Goal-Setting Workshop at 3:51 P.M. City Commission Goal-Setting Workshop Meeting 8 01/26/21