MINUTES OF THE SARASOTA CITY COMMISSION WORKSHOP MEETING OF JANUARY 14, 2020 PRESENT: Mayor Jen Ahearn-Koch, Vice Mayor Shelli Freeland Eddie (arrived at 2:32 P.M.) and Commissioners Liz Alpert, Hagen Brody, Willie Charles Shaw, City Manager Thomas Barwin, City Attorney Robert Fournier, City Auditor and Clerk Shayla Griggs, and Marilyn Crotty, Facltator/independent Consultant ABSENT: None The meeting was called to order by Mayor Ahearn-Koch at 2:30 P.M. 1. AGENDA ITEMS (AGENDA ITEM I) 1) DISCUSSION RE: GOAL-SETTING WORKSHOP (AGENDA ITEM 1.1) Mayor Ahearn-Koch provided introductory remarks and stated that it was brought to her attention that the current Sarasota City Commission Informal Workshops (Informal Workshops) which are held in the SRQ Media Studio, are not actual Informal Workshops as those of the past, which were typically held off-site without an Agenda; that the desire is for the Commission to explore having an actual Informal Workshop in the future and introduced Marilyn Crotty, aclitator/independent Consultant. Marilyn Crotty, aclnator/ndependent Consultant, provided a brief historical introduction of her background and protessional experience, and requested the Commission and Staff to introduce themselves and answer the following questions: 1. Length of employment with the City and whether elected or appointed in office? 2. The best part of your job and things favored the most in the elected or appointed position? Ms. Crotty continued and wrote on and referred from a large note pad and commenced with a brainstorming exercise, and requested the Commission/Staff to do the following: Think about the qualities, characteristics, and design for the most-effective City Commission, which resulted in the following: Great, thorough communications Prepared Commissioners Prdlessional/Rue-based Engaging each other/Staff, and relationship building Mutual respect for each other/Staff Strategic Plan should be followed Vision-for City - long term Combination of decisiveflexible Represents constituents (all residents, businesses, visitors) Prioritization Innovation Understanding institutional history Trust- amongst all Broadly representative Respect decisions once made Ms. Crotty continued further and requested the Commission to grade each of the above honestly based upon qualities and characteristics to show strengths.weaknesses: Great, thorough Communication: Goal-Setting Workshop 1 01/14/20 Mayor Ahearn-Koch stated that the way the Commissioners communicates with Staff is completely different; that the Commissioners are unable to communicate amongst each other due to the Florida Government-in-the-Sunshine Public Records (Public Records/Sunshine) Law, therefore the desire is to provide two grades: Staff: Grade A Communication from the Commission to Staff is rated highly The Commission telephoned and emailed Staff with questions Communication from the Staff to Commission is rated highly Staff is responsive to the Commission Public Records Law prevents Staffs ability to survey or poll Commissioners and never share conversations with other Commissioners Ati times heated communication between Commissioners and Staff will transpire related to policy issues Difficulty may exist when Directors/Staff reçeive mixed signals from five different Commissioners AND Commission: Grade C The inability for the Commission to have conversations except at scheduled meetings and the meetings are not just about making motions Workshops are the most valuable tool for the Commission to work out issues to ensure a full understanding and to ask questions Bringing item(s) forward before the Commission for introduction and/or discussion prior to scheduling for a Public Hearing, i.e., Resolution/Ordinance would prove useful Communicating also includes listening Formal meetings do not allow for natural conversations Difficult to prepare and not have drawn upon some conclusion about the way to vote on items The impact of Robert's Rules of Order on questioning based upon testimony versus limited conversations Three-quarters of decisions made by the Commission are about running the municipal corporation The issue of time to schedule for additional Workshops Commissioners are permitted to have social relationships amongst each other, however, this could run the risk of the public's assumption that the Sunshine Law is being violated Prepared Commissioners: Grade B At times, Agenda backup material(s) has not been read thoroughly Professional Rule-Based: Grade B- Commission evolving, getting better The desire to embrace the idea of Workshops to have discussions and to follow Robert's Rules of Order at Regular Sarasota City Commission Meetings Commission Rules of Procedure may need to be adjusted to allow for more natural discussions Engaging each other and StaffRelationshp Building: Grade B+ Mutual Respect: Staff: Grade B Sometimes, Staff has been disrespected at public meetings as well as behind closed doors Goal-Setting Workshop 2 01/14/20 Commission: Grade B Most of the Commissioners interactions are at the public meetings and are therefore professional Follow Strategic Plan: Grade C Request to link the Strategic Plan to the topic on the Agenda sheets Commissioner. Alpert left the Meeting Room at 3:47 P.M. Strategic Plan is updated every three years versus annually Make Agenda sheet very robust Strategic Plan is very broad The Budget is linked to the completion of the Strategic Plan Commissioner Alpert returned to the Meeting Room at 3:50 P.M. Vision for the City: Grade B- Each Commissioner has different priorities City Auditor and Clerk Griggs reminded the Commission and Staff to speak into the microphones. Looking at the Vision, then the question should be "Where Are We?" Strategic planning flows from the Vision of the City Needs more conversation Decisive/Flexible: Grade C- More work is needed for making decisions in a reasonable amount of time The continuance of many meetings due to not having enough information Sometimes the Commission rushes to a conclusion and a precipitous decision is made Open to exploring options: Grade C- Workshop setting would allow for more discussion and the need to be more flexible and avoid precipitous decisions Workshops need to be done earlier in the process to afford discussion Represents Constituents (All Residents): Grade B The voice of the people is brought forth by all the Commissioners Prioritization: Grade C Needs more work Innovation: Grade C Understanding Institutional History: Grade B The Commission is growing and reaching out to Staff more Trust: Grade B Broadly Representative: Grade B Respecting Decisions: Grade C- Ms. Crotty provided to the Assistant City Manager for Distribution to the Commission and for the record printed materials entitled "Highly Effective Commissions, Characteristics of a Commission with Effective Group Spirit, Figure 3: Arenas for governing Body-Staff Performance." Ms. Crotty distributed to the Commission and for the record an article entitled "How to be an Effective City Council Member" and a copy of the PowerPoint presentation entitled "Effectiveness in Office." The Commission recessed at 4:14 P.M. and reconvened at 4:25 P.M. Vice Mayor Freeland Eddie and Commissioner Shaw returned to the Meeting Room at 4:27 P.M. Goal-Setting Workshop 3 01/14/20 Ms. Crotty referred to the PowerPoint presentation entitled "Effectiveness in Office" displayed on the television monitor and provided al brief overview of dealing with conflict based upon the following paradigms of interactions: Win/lose Lose/win Lose/lose Win/win City Auditor and Clerk Griggs left the Meeting Table at 4:38 P.M. and returned to the Meeting Table at 4:40 P.M. Win/Win or No Deal City Auditor and Clerk Griggs left the Meeting Table 4:43 P.M. Ms. Crotty continued and referred to a slide entitled "Paradigms of Interaction,' provided a brief overview about consideration of others and courage of convictions on a scale of low to high impact the paradigms of interactions and stated that the Commission needs both in order to work well. City Auditor and Clerk Griggs returned to the Meeting Table at 4:45 P.M. Ms. Crotty referred to a slide entitled "Level of Communication" and provided a brief overview of how trust and cooperation on a scale of low to high impact communication within the paradigms of interactions. Ms. Crotty distributed to the Commission and for the record printed material entitled "Parliamentary Procedure" and a chart entitled "Parliamentary Procedure at a Glance," provided a brief overview of the proper parliamentary procedures based upon Robert's Rules of Order and stated that parliamentary procedure can help the Commission run meetings smoothly. In response to a question from Ms. Crotty asking is a motion placed on the floor before debating, Mayor Ahearn-Koch stated that the Commission is headed in that direction, and Ms. Crotty stated debate begins after a motion is made. Ms. Crotty stated that when a motion is debated, the maker of the motion should speak first, then alternate in favor of the motion and against the motion speakers, and provided a brief overview of the most popular, the most abused, and other common motions. Ms. Crotty referred to a slide entitled "Group Dynamics Groups are Good for Humans," as follows: Under most conditions, the productivity of groups is higher than the productivity of individuals Groups make more effective decisions and solve problems more effectively Through group membership, the values of altruism, kindness, consideration, and responsibility are socialized in us The quality of emotional life in terms of friendship, joy, fulfillment, and achievement is greater for groups The quality of everyday life is greater in groups Conflicts are managed more productively in groups The groups of significance shape a person's identity, self-esteem, and social competencies to him or her Ms. Crotty referred to slides entitled "Group Roles Task Roles Facilitate the job to be done," Maintenance Roles Facilitate Membership in the Group" and "Blocker Roles Interfere with the job and the membership, provided a brief overview of each and stated that when in groups, people Goal-Setting Workshop 4 01/14/20 primarily take on a role, while emphasizing the importance of having a balance of tasks roles and maintenance roles fulfilled within a group; that problems arise with blockerlegocentric roles, who interferes with the job and the membership. Ms. Crotty distributed to the Commission and for the record a worksheet entitled "Improving Commission Performance" and requested the Commissioners to answer the following questions Iwill do my part to improve the performance of the Commission by: 1. Stopping the following: 2. Continuing the following: 3. Starting the following: Ms. Crotty distributed to the Commission and for the record printed material entitled "Coming together is a Beginning; Keeping Together is Progress; Working Together is Success. Lesson from the Geese." City Auditor and Clerk Griggs left the Meeting Room at 5:28 P.M. Ms. Crotty requested the Commissioners to read their responses aloud in order to pose questions and the Commissioners did. City Auditor and Clerk Griggs returned to the Meeting Room at 5:32 P.M. The Commission recessed at 5:33 P.M. and reconvened at 5:40 P.M. The Financial Administration Director provided to the Commission Reporter printed materials for distribution to the Commission and for the record during the recess. Mayor Ahearn-Koch requested the Commission to summarize thoughts regarding the information received from Ms. Crotty and the use of Informal Workshops for added discussion. City Manager Barwin returned to the Meeting Room at 5:41 P.M. In response to a comment and question from City Manager Barwin that the Commission had 42 meetings last year and sometimes are caught in the cross of having too many meetings and asked is the Commission proposing to have Informal Workshops once a month or as needed, Mayor Ahearn-Koch stated that the belief is the past Informal Workshops were not Informal. Concerns and Suggestions for Informal Workshops: Currently, there are four Informal Workshops per year and more can be added as needed Comments may be taken out of context by the public and media The ability to speak freely in the Sunshine Law What would be good topics to discuss at Informal Workshops Informal Workshops may not be best, and a procedural process should be drafted Trust issues regarding why Commissioners cast a specific vote City Attorney Fournier stated that the belief is the Commission can amend the City of Sarasota Rules of Procedure for City Commission Meetings to allow discussion, but not require discussion prior to a motion and Mayor Ahearn-Koch voiced concern about meetings ending at 2:00 A.M. Financial Administration Director Kelly Strickland, Financial Administration Department, came before the Commission, provided a brief overview of the ending General Fund Budget for fiscal year (FY) 2018-19 and update on the budget process. Goal-Setting Workshop 5 01/14/20 Ms. Strickland stated that the first Budget Workshops are proposed for July 14, 2020 and July 15, 2020; that on July 01, 2020, the estimates of the Notices of Proposed Property Taxes, known as the Truth-lIn-Millage (TRIM) Notice will be received; that at the July 15, 2020, Special City Commission Meeting, the Commission will decide upon a tentative Millage, which will come back before the Commission for adoption at the September 08, 2020, and September 21, 2020, Regular Sarasota City Commission Meetings. Ms. Strickland referred to printed material entitled "City Commission Conversation regarding the Upcoming FY 2020-21 Budget, January 14, 2020, at 2:30 P.M. - 6:30 P.M.," and provided a brief overview of factors which will affect the proposed Budget. City Manager Barwin left and returned to the Meeting Table at 6:20 P.M. In response to a question from Vice Mayor Freeland Eddie asking are there any other possible changes to occur due to the change in insurance carrier from Cigna to Blue Cross Blue Shield, Ms. Strickland stated no. Commissioner Brody left and returned to the Meeting Table at 6:21 P.M. Mayor Ahearn-Koch on behalf of the Commission and Staff thanked Ms. Crotty for her services. 2. ADJOURNED (AGENDA ITEM II) The Commission adjourned at 6:26 P.M. Goal-Setting Workshop 6 01/14/20