THIS IS AN IN-PERSON MEETING ONLY
AGENDA(S):
- SPECIAL CITY COUNCIL AGENDA
Tuesday, April 23, 2024, 4:00 p.m.
Richmond Civic Center Auditorium, Bermuda Room
403 Civic Center Plaza
Richmond, CA 94804
Members
Eduardo Martinez, Mayor at Large
Melvin Willis, Councilmember District 1
Cesar Zepeda, Councilmember District 2
Doria Robinson, Councilmember District 3
Soheila Bana, Councilmember District 4
Gayle McLaughlin, Councilmember District 5
Claudia Jimenez, Vice Mayor, District 6
Link to City Council Agendas/Packets
http://www.ci.richmond.ca.us/4157/City-ofRichmond-Council-Meetings Register to receive notification of new agendas, etc.
http://www.ci.richmond.ca.us/list.aspx
THIS MEETING WILL BE HELD IN-PERSON ONLY
HOW TO SUBMIT PUBLIC COMMENTS:
In Person: Anyone who desires to address the City Council on items appearing on the agenda, must complete and file a pink speaker’s card with the City Clerk - no person shall be permitted to speak during public comment other than those persons who have submitted their names to the City Clerk.
Via email: to [email protected] by 10:00 a.m. the day of the meeting.
Emails MUST contain in the subject line 1) public comments
CONDUCT AT MEETINGS: Richmond City Council meetings are limited public forums during which the City strives to provide an open, safe atmosphere and promote robust public debate. Members of the public, however, must comply with state law, as well as the City’s laws and procedures and may not actually disrupt the orderly conduct of these meetings. The public, for example, may not shout or use amplifying devices, must submit comment cards and speak during their allotted time, may not create a physical disturbance, may not speak on matters unrelated to issues within the jurisdiction of the City Council or the agenda item at hand, and may not cause immediate threats to public safety.
Click here for City Harassment Policy
Accessibility for Individuals with Disabilities: Upon request, the City will provide for written agenda materials in appropriate alternative formats, or disability-related modification or accommodation, including auxiliary aids or services and sign language interpreters, to enable individuals with disabilities to participate in and provide comments at/related to public meetings. Please submit a request, including your name, phone number and/or email address, and a description of the modification, accommodation, auxiliary aid, service or alternative format requested at least two days before the meeting. Requests should be emailed to [email protected] or submitted by phone at 510-620-6513, ext. 9, or 510-620-6509.
Requests made by mail to City Clerk’s Office, City Council meeting, 450 Civic Center Plaza, Richmond, CA 94804 must be received at least two days before the meeting. Requests will be granted whenever possible and resolved in favor of accessibility.
Unless otherwise noted in an agenda description, all actions taken by the Council include a determination that CEQA does not apply (i.e., the action is not a project and therefore exempt from CEQA).
Disclaimer: The City Clerk's Office translates agendas to enhance public access. Translated agendas are provided as a courtesy and do not constitute legal notice of the meeting or items to be discussed. In case of discrepancy, the English agenda will prevail.
Pages
2 A. SPECIAL COUNCIL MEETING OF THE RICHMOND CITY COUNCIL 4:00 p.m.
B. ROLL CALL
C. AGENDA REVIEW
D. CITY COUNCIL GOALS
D.1 City Council and City Staff Effective Communication 4 DISCUSS and CONSIDER enhanced protocols for effective communication and collective efficacy between City Council and City staff – City Manager’s Office (Shasa Curl 510-620-6512).
E. PUBLIC COMMENT
F. ADJOURNMENT
3
April 23, 2024
Department
DATE: April 23, 2024
TO: Mayor Martinez and Members of the City Council
FROM:
Shasa Curl, City Manager
Nickie Mastay, Deputy City Manager, Internal Services
LaShonda White, Deputy City Manager, Community
Services
Patrick Seals, Project Manager
Subject:
City Council and City Staff Effective Communication
FINANCIAL IMPACT: No financial impact
PREVIOUS COUNCIL
ACTION:
November 14, 2023
September 27, 2023
June 15, 2023
May 31, 2023
May 22, 2023
May 16, 2023
April 4, 2023
November 8, 2022
STATEMENT OF THE
ISSUE:
During the City Council goal and priority setting sessions, City Council members expressed interest in holding a
special meeting to discuss effective communication
between City Council and City staff.
AGENDA
REPORT
4
April 23, 2024
RECOMMENDED ACTION:
DISCUSS and CONSIDER enhanced protocols for
effective communication and collective efficacy between City Council and City staff – City Manager’s Office
(Shasa Curl 510-620-6512).
Background
On November 8, 2022, the City Manager’s Office released a Request for Proposals (RFP) to solicit qualified professional facilitators experienced in working with elected officials or bodies for City Council team building and community strategic planning. After all responses were scored, City staff presented a proposed contract to host a City Council teambuilding retreat and to develop a City-wide strategic plan on April 4, 2023.
The City Council did not approve the proposed contract; however, they did emphasize the importance of setting priorities and goals.
Subsequently, the City Manager’s Office recommended working with The Gardner Group, LLC., to facilitate the goal-setting session. Henry Gardner, from the Gardner Group, LLC., facilitated various special City Council meetings to establish City Council Goals and Priorities, and noted that Councilmembers requested an additional meeting to discuss developing protocols to better support effective communication, as well as City Council Rules of Procedure and Order.
The City Council at Special Meeting on November 14, 2023, discussed and proposed modifications to the Richmond City Council Rules of Procedures and Order. However, the City Council did not complete discussions regarding protocols for effective communication and enhanced efficacy between themselves and staff.
In preparation to facilitate the discussion, Mr. Gardner interviewed the Mayor, City Councilmembers, City Manager, and the Management Leadership Team to better understand the needs of each to facilitate improved communication and collective efficacy.
DOCUMENTS ATTACHED:
Attachment 1 – April 23 2024 Meeting Agenda
5 Attachment 1 – April 23, 202 4, Agenda
CITY COUNCIL EFFECTI VE
COMMUNICATION
AGENDA
Location: Bermuda Room, 403 Civic Center Plaza
Date: April 23, 202 4
Time: 04:00 PM – 07:00 PM
Facilitator: Henry Gardner
SCHEDULE
1. Roll Call
2. Working Relationship between City Council and
Staff (Management Leadership Team)
a. What do Councilmembers need from the
Mayor?
b. What does the Mayor need from
Councilmembers ?
c. What does the Management Leadership
Team need from the C ity Council?
d. What does the City Council need from the
Management Leadership Team?
3. Public Comments
4. Next Steps and Final Comments
5. Adjournment
ADDITIONAL INFORMATI ON
For any questions or concerns, please contact Patrick Seals in the City Manager’s Office at (510) 620 -6512.
6 PAGE 2
7 EFFECTIVE COMMUNICATION:
UNDERSTANDING & MANAGING
EXPECTATIONS
Special City Council Meeting
April 23, 2024
Facilitator: Henry Gardner
1 DRAFT
8 AGENDA
1. Organizational Chart
2. Working Relationship between City Council and Staff
3. Discussion
4. Public Comment
5. Next Steps
6. Adjournment
2 DRAFT
9 3
DRAFT
10 What Do Councilmembers need from the
Mayor?
Generally not
available to meet;
difficult to arrange
Lack of substantive
information from
Mayor’s Office
More inclusivity in
communications
Other than
litigation, who
decides what goes
to closed session?
Can CMs initiate?
Great if Mayor gave
status report and
kept Council
informed
More
responsiveness and
courtesy of
responses
More effective
communication
4 DRAFT
11 What Does the Mayor Need from the
Councilmembers?
Needs Council to see
he tries to be fair in
recognizing order of
speakers and adhering
to time rules
Understand when
pulling/putting items
on the agenda
attempts to balance
timeliness of issues
Sometimes difficult to
get it right in terms of
who raised hand first
Good rapport with the
Council
5 DRAFT
12 What Does the Management Leadership Team
Need from the City Council? (1 of 5)
Treated with courtesy,
dignity, and respect
Consistent message
(of needs and
expectations)
Support,
acknowledgement,
and clarity
Further prioritization
of goals and to NOT
add additional goals
Fewer meetings so
staff can focus on
implementation of
the goals and
objectives
6 DRAFT
13 What Does the Management Leadership Team
Need from the City Council? (2 of 5)
Agreement on
priorities and need
space to focus on
priorities (commit to
priorities)
Outline their role as a
liaison
Understand that we
are a TEAM; Work
together towards
goals
TRUST Be objective
7 DRAFT
14 What Does the Management Leadership Team
Need from the City Council? (3 of 5)
Contacts with
consultants is
counter-productive
Eliminate “we” “they”
dichotomy
Respect the City
Manager privately and
in public
Update council rules
to have July and
August off
Limit presentations to
1-2 per meeting
Adding items to
agenda unless it
relates to the goals
(unless mayor + 2 CM
agree)
8 DRAFT
15 What Does the Management Leadership Team
Need from the City Council? (4 of 5)
Clarification/agreement
on council requests
Clear communication
process
Open to various
perspectives
No “gotcha” moments
Staff answers council
questions prior to council
meetings, however, those
questions are reiterated a
at the meeting
9 DRAFT
16 What Does the Management Leadership Team
Need from the City Council? (5 of 5)
Assume staff is doing
their best
Review of what is a
conflict of interest and
ethics
More understanding and
think about how their
items will affect staff
and community
Same schedule as staff
for council items
Make sure agenda items
are in line with goals
Better understanding of
what a policy,
resolution, and law are
and why implementation
is so important
10 DRAFT
17 What Does the City Council Need from the
Management Leadership Team? (1 of 4)
Doing a good job but
not as open to
suggestions as could
be
Need to return to full-
time City Attorney
Need to know ongoing
challenges staff is
facing
Need frank and candid
discussion around
homelessness;
metrics, measures of
success
Have more clarity
about what is needed
Report status of major
issues or emails for
quick updates
11 18
What Does the City Council Need from the
Management Leadership Team? (2 of 4)
Keep informed and
set realistic timelines
Establish regular
communications
recognizing that staff
is stressed
Actively engage with
constituents who have
several issues and
concerns and expect a
response
No response is not
helpful
Provide a better sense
of what staff must get
on the agenda
12 DRAFT
19 What Does the City Council Need from the
Management Leadership Team? (3 of 4)
Would like more
communication with
staff
City Manager tries to
bridge gap between
Council and staff
Want to know what is
going to be on the
agenda before it is
published
Items should not be
on the agenda unless
they align with goals
Would like more data,
more information
regarding costs, and
timelines
13 DRAFT
20 What Does the City Council Need from the
Management Leadership Team? (4 of 4)
Budget report
was great
Appreciate
timely
communications
Losing
accountability
Need
community trust
Need
community trust
14 DRAFT
21 DISCUSSION
15 DRAFT
22 PUBLIC COMMENT
16 DRAFT
23 NEXT STEPS
17 DRAFT
24 ADJOURNMENT
Thank You!
18 DRAFT
25