MINUTES OF THE SARASOTA CITY COMMISSION COMMUNICATIONPRODUCTIVITY WORKSHOP OF APRIL 25, 2022 PRESENT: Mayor Erik Arroyo, presiding, Vice Mayor Kyle Scott Battie, Commissioners Liz Alpert, Hagen Brody, Jen Ahearn-Koch, City Manager Marlon Brown (arrived at 11:03 A.M.), City Attorney Robert Fournier, and City Auditor and Clerk Shayla Griggs OTHER: Martin "Marty" Hurwitz, Facinator/inoepenen: Consultant ABSENT: None The Workshop was called to order by Mayor Arroyo at 11:02 A.M. 1. DISCUSSION RE: COMMUNICATION AND PRODUCTIVITY WORKSHOP (AGENDA ITEM I) Martin "Marty" Hurwitz, Faciatorlindependent Consultant commended everyone for attending and provided a brief overview of the rules for the Workshop as follows: 1) This Workshop deals solely with how the Commissioners deal with each other. It is, for the purpose of this Workshop a closed system 2) All comments are to be addressed to Mr. Hurwitz and not one another 3) No Commissioner is to be singled out by name, comments, and observations are not to be directed at one or more Commissioners 4) No one is to be interrupted while speaking 5) Each Commissioner will have an opportunity to address the topics of this Workshop 6) Appropriate decorum is to be employed at all times and microaggressions will not be allowed Mr. Hurwitz stated that this Workshop is designed to examine unusual ways we communicate and to heighten the awareness of communication choices; how our choices may land on others, and create a safe space to agree, disagree, and compromise to maximize productivity while minimizing colleague alienation: To operate as a body Alienation of one person in the body weakens the body; however this does not mean you agree Question posed by Mr. Hurwitz asking "What is decorum?" was addressed by the Commission as follows: Manners Conductbehavior, according to a set criteria/common set of expectations A Code of Public Conduct A baseline of decent behavior and the requirements outline the most basic kinds of consideration which is owed to each other in public A code of behavior and a set of conventions that channel human contradictions in productive directions A shared means of interaction which allows participants to show they are good people even as they argue and disagree Question posed by Mr. Hurwitz asking. "Can we all get along, not all agree, but act in a respectful manner with each other?", the Commission responded yes, and discussed the following: Act as an adult with decorum Keep conversation limited to the policy Does kindness belong at a meeting? It is not about who you agreeldisagree with CommuniantowPodetiny Workshop -1- 04/25/22 When asked is it important to like each other, the Commission responds no. Respect since each Commissioner has only one vote Question posed by Mr. Hurwitz asking "What is the purpose?" was addressed by the Commission as follows: To communicate To respect the Institution To allow the Commission to argue, disagree, in a civil way to come to a resolution or an agreement (to allow for more, not less disagreement) Mr. Hurwitz stated that the values are as follows: Address the issues, not the person Do not interrupt, and to listen Do not make it personal Always operate with the facade of politeness, whether it is real or not Mr. Hurwitz continued and provided a brief overview of the Massachusetts Institute of Technology (MIT) "What Makes Teams Smart" Study which indicated the smartest teams functioned better and possessed the following three characlensicsqualtes: 1) Members contributed more equally to the team's discussions 2) Reading the Mind in the Eyes Test - reading how someone is feeling by looking at their face with only the eyes visible 3) High participation; the desire is to have everyone to contribute and feel like they have the opportunity for equal contribution Discussion ensued about the importance of decorum as follows: To not distract from the issue(s) All meetings are held in public, therefore, criticism is heightened; praise in public and criticize in private Do not make issues personal Civil conduct is a simple easily employed means of conveying integrity Institute a way of behaving that guarantees the Commission is portraying themselves positively Good manners create a pleasant façade which allows for disagreement Political disagreements will remain and new compromises will become possible as adversaries turn their attention away from each other and focus instead on competing policies Question posed by Mr. Hurwitz asking "How to create a decorous culture?" was addressed by the Commission as follows: How the Commissioners treat each other Having a process, rules, and guidelines Civility seeks predictability; peace needs rules, and the rules need to be constantly updated Should Robert's Rules of Order be employed, or some other type of rules process? A portion of the City of Sarasota Rules of Procedure for City Commission Meetings were read aloud by the City Auditor and Clerk Question posed by Mr. Hurwitz asking whether it is more important to accommodate or be efficient in Commission Meetings and is there a way to accomplish both without causing conflict as the result of the CommanianoProdctn, Workshop -2- 04/25/22 Florida Goverment-n-fe-sunane Law (Sunshine Law), the Commission provided feedback and discussion ensued as follows: A common set of expectations is needed Consistency as the baton passes from one Mayor to another, what stays the same? Changing the City of Sarasota Rules of Procedure for meetings which is a long process The importance of fully vetting issues Difficulty of Sunshine Law to know what other Commissioners are thinking prior to meetings Time limits versus Robert's Rules of Order, as related to multiple rounds of questioning Previously, without setting time limits for Commissioner questions, the issue of feeling like you could not ask questions did not exist The desire to be accommodating but not at the expense of efficiency and fairness Commissioner's responsibility to speak efficiently, clear, and concise Question posed by Mr. Hurwitz asking if the current process for meetings is favored was addressed by the Commission and discussion ensued as follows: First round of Commission discussion is for questions only No more questions after a motion is made, have presenter(s) leave the Dais Commissioners provided feedback regarding how the current timeframes are working Whether or not the second round of Commission discussion should be for questions only or also include statements Create a standard of operating procedure How to best address and to relay information at the end of meetings as the result of Sunshine Laws as related to Remarks of Commissioners, Announcements, and Items for Next Agenda and Other Matters/Administralive Officers 2. ADJOURN (AGENDA ITEM 2) Mayor Arroyo adjourned the Sarasota City Commission CommuncatonPooucly Workshop of April 25, 2022, at 1:00 P.M. CommuniationProlacin, Workshop 3- 04/25/22