AGENDA
NOTICE OF SPECIAL MEETING
OF THE CITY COUNCIL OF THE CITY OF COTATI
Friday February 24, 2023 at 3:00 PM
City Council Chamber, City Hall 201 W. Sierra Avenue
The Cotati City Council welcomes you to its meetings that are generally scheduled for the 2nd and 4th Tuesday of every month. Your interest and participation are encouraged and appreciated.
City Council meeting agendas, minutes, and recordings are posted on the City’s Meeting Portal at www.cotaticity.org.
For questions about the agenda of to receive the City Council agenda by email, contact the Deputy City Clerk at [email protected] or (707) 665-3622.
If you would prefer to submit your public comment in writing, please email your comments to [email protected]. If you are commenting on a specific agenda item or items, please state the agenda item number(s) in the subject line of the email. All comments received via email will be provided to the City Council or Planning Commission in writing and included as part of the record of the meeting. ###
Notice is hereby given that Council may discuss and/or take action on any or all of the items listed on this agenda.
Any writings or documents provided to a majority of the Cotati City Council regarding any item on this agenda will be made available for inspection in the online Meeting Portal at www.cotaticity.org and in the City Manager’s office located at 201 West Sierra Ave, Cotati, CA during the City’s posted business hours.
Disabled Accommodations: Upon request, this agenda will be made available in appropriate formats to persons with disabilities as required by Section 202 of the Americans with Disabilities Act of 1990. Any person with a disability who requires a modification or accommodation in order to participate in a meeting should contact the Deputy City Clerk at [email protected], or (707) 665-3622, at least 48 hours in advance of the meeting.
Rules of Decorum: To avoid distraction, the following meeting etiquette shall be enforced. • Silence electronic devices, including cell phones.
• Audience members are advised to keep conversations to a minimum of conduct them outside the building. • Photographs or video recordings using tri-pods or other means that would be distracting are to be taken only from the designated media area.
• The Presiding Officer shall request that the audience withhold expressions of support or opposition for speakers in the interest of time and to encourage the full expression of differing views. (City Council Policy 2021-01 III.B.1.)
Public Comment (Action Items): Public comment on any one agenda item where the City Council will be taking some action is limited to no more than three (3) minutes per person. Action items are typically designated on the agenda title.
Public Comment (Non-Action Items): Public comment on non-action agenda items shall be received during the designated portion of the agenda. Comments shall be limited to no more than three (3) minutes for all non-action agenda items.
Waiver Warning: If you challenge decisions/direction of the City Council of the City of Cotati in court, you may be limited to raising only those issues you or someone else raised at public hearing(s) described in this agenda, or in written correspondence delivered to the City of Cotati at, or prior to, the public hearing(s).
Cotati City Council Agenda February 24, 2023
City Council meetings are conducted according to City Council Policy 2021-01: City Council Rules. This policy is available for inspection in the online Meeting Portal at www.cotaticity.org and in the City Manager’s office located at 201 West Sierra Ave, Cotati, CA, during the City’s posted business hours.
Those wishing to address the Council are asked to complete a speaker card and give it to the Deputy City Clerk. When you are called, step to the podium and state your name and address for the record. Persons wishing to address the Council are not required to identify themselves or complete a speaker card; (Gov’t Code § 54953.3); however, this information assists the Mayor by ensuring that all persons wishing to address the Council are recognized and it assists the Deputy City Clerk in preparing the City Council meeting minutes.
1. CALL TO ORDER
2. PUBLIC COMMENT
Pursuant to California Government Code section 54954.3(a), members of the public wishing to address the Council/Board may do so at the beginning of the special meeting, and such comments shall be limited to the special meeting topic(s).
3. CITY COUNCIL TEAMBUILDING
A. City Council Teambuilding
It is recommended that the City Council conduct a team building session. No action will be taken.
4. ADJOURNMENT
Certification of Posting of the Notice: I declare under penalty of perjury that I am employed by the City of Cotati and that I posted this notice on the bulletin boards of City Hall, Veterans' Memorial Building and the SMART Train Station on or before 3 pm February 23, 2023.
/s/ Kevin Patterson, Deputy City Clerk
Cotati City Council
Agenda Staff Report
Item type:
To: City Council
Subject: City Council Teambuilding
Date: February 24, 2023
Written by: Kevin Patterson, Deputy City Clerk
Recommendation
It is recommended that the City Council conduct a team building session. No action will be taken.
Attachments:
Council Norms Handout (DOCX)
Cotati City Council Workshop 2023 (PPTX)
3.A
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Examples of Council Norms
❖ Demonstrate honesty and integrity in every action and statement ❖ Inspire public confidence in our city government
❖ Work for the common good, not personal interest
❖ Respect the proper roles of elected officials and City staff in ensuring open and effective government
❖ Communicate through the City Manager
❖ Prepare in advance of Council meetings and be familiar with issues on the agenda ❖ Fully participate in City Council meetings and other public forums while demonstrating respect, consideration, and courtesy to others
❖ Participate in scheduled activities to increase Council effectiveness ❖ Share information with other Councilmembers about committee meetings attended ❖ Work for win-win -- strive for consensus and seek common ground ❖ Honor “discussion” before “decisions” – reserving making formal motions until initial discussions have taken place
❖ Disagree agreeably and professionally
❖ Share information and avoid surprises
❖ Approach the business of governing in a professional manner – conducting business in a way that brings honor to the institution of government
❖ Work together as a body, modeling teamwork and civility for our community
3.A.a
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Attachment: Council Norms Handout (Team Building)
City of Cotati
City Council Workshop
Rick Haydon| Special Advisor
Michelle New| Consulting Manager
February 24, 2023
3:00 pm to 7:00 pm
City Council Chambers
3.A.b
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Attachment: Cotati City Council Workshop 2023 (Team Building) Welcome and Call to Order by Mayor Harvey
2 3.A.b
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Attachment: Cotati City Council Workshop 2023 (Team Building) Public
Comments
3 3.A.b
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Attachment: Cotati City Council Workshop 2023 (Team Building) Comments from the City Manager
4 City Manager
Damien O’Bid
3.A.b
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Attachment: Cotati City Council Workshop 2023 (Team Building) 5 Today’s
Objectives
Learn more about City Council
team members and build upon
Council relations
Discuss governance roles and
practices of effective councils
Discuss City Council norms
3.A.b
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Attachment: Cotati City Council Workshop 2023 (Team Building) 6 Agenda
Icebreaker
Recent accomplishments
Why we are Councilmembers?
Governance roles
Practices of effective Councils
Teambuilding exercise
Discuss Council norms
Wrap-up and closing comments
3.A.b
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Attachment: Cotati City Council Workshop 2023 (Team Building) 7 Listen
to understand
each other’s
point of view
Seek
consensus
Assume
good intent
Speak up
if we need
course correction
Stay
focused
Suggested Ground Rules
3.A.b
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Attachment: Cotati City Council Workshop 2023 (Team Building) Bike Rack
Time
Management Tool
Items to discuss at a
later time
8 3.A.b
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Attachment: Cotati City Council Workshop 2023 (Team Building) Icebreaker
Exercise:
Exploring the
Commons
Spend 15 minutes
talking with
as many colleagues
as you can
Write
a commonality
you
share
Report out to the
group; share a fun or
unusual commonalty
you found
3.A.b
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Attachment: Cotati City Council Workshop 2023 (Team Building) 10 Recent
Accomplishments
(from Council interviews)
• Efforts to get the City on stable financial footing (including making the sales tax measure permanent) and having a good reserve
• The passage of the Urban Agriculture Ordinance
• Continued to retain excellent professional staff
• The City’s regional efforts within Sonoma County
• The on-call mental health support program (SAFE)
• Innovative housing policies and plans
• The Police Department’s response to national racial issues (still a work in progress)
• The adoption of an equity and inclusivity objective that honors diversity at the Council level
• The creation of a Woonerf concept of standard to ensure safe road spaces • Restructured the pension obligation package
• Launch of the Public Works project tracking tool on the City’s website • Developed plans for asset replacement, including parks, infrastructure, preventative maintenance, etc.
• Had an ad hoc committee on equity, and work begun from the ad hoc recommendations.
• Supported small businesses during the pandemic
• Repaved city streets
3.A.b
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Attachment: Cotati City Council Workshop 2023 (Team Building) 11 Why are we
Councilmembers?
Reflect on your
reasons for
running for
City Council
What are your
passions
related
to local
government?
What do you
hope to
personally
accomplish
while on City
Council?
3.A.b
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Attachment: Cotati City Council Workshop 2023 (Team Building) Why is
effective
governance
important?
12 Council teamwork
directly impacts
these
Strategic
Direction
Results
Staffing Economic
Development
Regional
Influence
3.A.b
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Attachment: Cotati City Council Workshop 2023 (Team Building) Effective Governing is a Team Sport
Together
Work
We
You can
be a solid
Council member
and a
team player
Requires clear roles,
cooperation,
persuasion,
compromise and
commitment to
relationships
13 3.A.b
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Attachment: Cotati City Council Workshop 2023 (Team Building) What Makes a Council Work Well?
14 Institute for Local Government
Effective Councils
Unity of
Purpose
Clear Roles and
Responsibilities
Positive
Governance
Culture
Norms,
Protocols and
Policies
3.A.b
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Attachment: Cotati City Council Workshop 2023 (Team Building) Exceptional City Councils
1. Have a sense of team; a partnership with the
city manager to govern and manage the city
2. Clear roles and responsibilities that are
understood and adhered
3. Honor the relationship with staff and each
other
4. Routinely conduct effective meetings
5. Hold themselves and the city accountable
6. Have members who practice continuous
improvement
15 Institute for Local Government (ILG)
3.A.b
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Attachment: Cotati City Council Workshop 2023 (Team Building) ILG Discussion
16 What resonates with
you from the article?
3.A.b
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Attachment: Cotati City Council Workshop 2023 (Team Building) City Council/City Manager Relationship
17 A Key Ingredient for Success: An
Effective City Council/City Manager
Relationship
by Kevin Duggan, ICMA
Effective Communication = Trust
Trust = A Successful Relationship
What resonates with
you from the article?
3.A.b
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Attachment: Cotati City Council Workshop 2023 (Team Building) Kevin Duggan Discussion
18 What does Council need
from the City Manager to
be most successful?
3.A.b
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Attachment: Cotati City Council Workshop 2023 (Team Building) Kevin Duggan Discussion
19 What does the City
Manager need from
Council to be most
successful?
3.A.b
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Attachment: Cotati City Council Workshop 2023 (Team Building) The Ralph M. Brown Act
• California Government Code §§ 54950
• Actions of public agencies in California “be
taken openly and that their deliberations be
conducted openly.”
• What is a meeting under the Brown Act?
§ “Any congregation of a majority of the
members of a legislative body at the same
time and location… to hear,
discuss, deliberate, or take action on any
item that is within the subject matter
jurisdiction of the legislative body.”
(Section 54952.2)
20 3.A.b
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Attachment: Cotati City Council Workshop 2023 (Team Building) The Ralph M. Brown Act
In order to be effective as a team you need to know
your fellow colleagues
The following are some examples of what you can do
and still be in compliance with the Brown Act:
• Discuss a City issue with a fellow Councilmember,
but only one Councilmember
• Attend community functions with other
Councilmembers, you can even all sit together;
just don’t discuss City business
• It is permissible to have coffee, lunch/dinner or
attend a function with another Councilmember
21 3.A.b
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Attachment: Cotati City Council Workshop 2023 (Team Building) 22 Light Dinner
Break
3.A.b
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Attachment: Cotati City Council Workshop 2023 (Team Building) Dinnertime Activity: Two Truths and a Lie
Think of two truths
and one lie about
yourself
Share these
three things in
any order
Take turns guessing
the one item that
is a lie
Explain the items
to the
group
23 3.A.b
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Attachment: Cotati City Council Workshop 2023 (Team Building) Teambuilding Activity: Personalities
Instructions
1. Take a moment to review the four
personality types and identify which
type you believe you are.
2. How does your personality type
impact how you like to
communicate? How does it impact
how you work?
24 3.A.b
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Attachment: Cotati City Council Workshop 2023 (Team Building) Teambuilding Activity: Life Timelines
Instructions
1. Draw a timeline of your life’s
journey to date
2. Include key milestones (both
highs and lows) that have
influenced who you are today
3. Present your timeline to the
group
3.A.b
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Attachment: Cotati City Council Workshop 2023 (Team Building) Working Together – Council Norms
26 3.A.b
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Attachment: Cotati City Council Workshop 2023 (Team Building) 27 What are
Council
norms?
Norms are agreed
upon standards of
behavior and practices
Many councils have a
set of adopted norms
for governance
3.A.b
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Attachment: Cotati City Council Workshop 2023 (Team Building) Council Norms
In one word, how do you want
the community to view this City
Council?
28 3.A.b
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Attachment: Cotati City Council Workshop 2023 (Team Building) Current Council Rule Topic Areas
29 1) City Council Meetings
2) City Council Officers
3) Order of Business
4) Rules of Conduct
5) Addressing the City Council
6) Public Hearings
7) Non-Meeting Activities
8) Councilmember Committees and
Subcommittees
9) City Boards, Commissions, and
Committees
10) Councilmember Administrative Support
11) City Council Code of Ethics
12) Failure to Observe Council Rules
13) Inconsistencies
14) Severability
3.A.b
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Attachment: Cotati City Council Workshop 2023 (Team Building) City Council Code of Ethics
30 1) Preamble
2) Act in the Public Interest
3) Comply with the Law
4) Conduct of Members
5) Respect for Process
6) Conduct of City Meetings
7) Decisions Based on Merit
8) Communication
9) Conduct with City Staff
10) Disclosure of Corruption
11) Conflict of Interest
12) Gifts and Favors
13) Confidential Information
14) Use of Public Resources
15) Representation of Private Interests
16) Advocacy
17) Improper Influence
18) Police Role of Members
19) Positive Work Environment
20) Implementation
21) Attendance at Meetings and Events
22) Compliance and Enforcement
3.A.b
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Attachment: Cotati City Council Workshop 2023 (Team Building) Additional Council Norms
31 1) Move from I to we, and from campaigning
to governing.
2) Work together as a body, modeling
teamwork and civility for our community.
3) Assume good intent.
4) Disagree agreeably and professionally.
5) Utilize long-range plans to provide big
picture context that is realistic and
achievable.
6) Stay focused on the topic at hand. Ensure
each member of Council has an
opportunity to speak.
Cotati has a very comprehensive
list of Council rules. In addition
to the existing rules or “norms”,
some additional norms utilized
by other cities include:
3.A.b
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Attachment: Cotati City Council Workshop 2023 (Team Building) Norms Discussion
32 What do you like
from the examples?
What is
missing?
3.A.b
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Attachment: Cotati City Council Workshop 2023 (Team Building) Workshop report
City Manager’s next steps
• Strategic Planning Session - March 7
• General Fund Study Session - April 4
• Enterprise and Special Revenues Study
Session - April 18
• Budget Adoption - May 23 or June 13
Next
Steps
Next Steps
33 3.A.b
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Attachment: Cotati City Council Workshop 2023 (Team Building) Closing
Comments
34 Please share one
comment about what
was useful about
today’s discussions
3.A.b
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Attachment: Cotati City Council Workshop 2023 (Team Building) Thank you!
Rick Haydon| [email protected]
Michelle New| [email protected]
3.A.b
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Attachment: Cotati City Council Workshop 2023 (Team Building)