"We Care for Our Residents by Working Together to
Build a Better Community for Today and Tomorrow."
NOTICE IS HEREBY GIVEN THAT THE ROHNERT PARK CITY
COUNCIL WILL HOLD A SPECIAL MEETING
on Thursday, February 13, 2025
Open Session: 9:00 AM
MEETING LOCATION: CITY OF ROHNERT PARK COMMUNITY CENTER Address: 5401 Snyder Ln, Rohnert Park, CA 94928
PUBLIC PARTICIPATION: The Rohnert Park City Council welcomes your attendance, interest and participation at this special meeting.
PUBLIC COMMENTS: Provides an opportunity for public comment on items listed on the agenda (limited to three minutes per appearance with a maximum allowance of 30 minutes allotted per comment period, with time limits subject to modification by the City Council in accordance with the adopted City Council Protocols). Please fill out a speaker card prior to speaking.
Members of the public may also provide advanced comments by email at [email protected] Comments are requested by 3:00 p.m. the day before the meeting, but can be emailed until the close of the Agenda Item for which the comment is submitted. Email comments must identify Agenda Item Number 2 in the subject line of the email. The emails will not be read for the record but will be provided to Council. Please note that all e -mails sent to the City Council are considered to be public records and subject to disclosure under the California Public Records Act.
City Council/RPFA agendas and minutes may be viewed at the City's website: www.rpcity.org.
PUBLIC HEARINGS: Council/RPFA may discuss and/or take action on any or all of the items listed on this agenda. If you challenge decisions of the City Council or the Rohnert Park Financing Authority of the City of Rohnert Park 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 Rohnert Park at, or prior to the public hearing(s).
RIGHT TO APPEAL: Judicial review of any city administrative decision pursuant to Code of Civil Procedure Section 1094.5 may be had only if a petition is filed with the court no later than the deadlines specified in Section 1094.6 of the California Code of Civil Procedure, which generally limits the time within which the decision may be challenged to the 90th day following the date that the decision becomes final.
SIMULTANEOUS MEETING COMPENSATION DISCLOSURE (Government Code Section 54952.3): Members of the City Council receive no additional compensation as a result of convening this joint meeting of the City Council and the Rohnert Park Financing Authority.
CITY COUNCIL GOALS: On May 14, 2024, the Rohnert Park City Council adopted the following multi-year broad goals (listed below in no particular order):
1. Long Term Financial Sustainability 3. Planning and Infrastructure
2. Community Quality of Life 4. Organization Well Being
1. CITY COUNCIL/RPFA/SUCCESSOR AGENCY JOINT SPECIAL MEETING - CALL
TO ORDER/ROLL CALL
(Adams_____Elward_____Rodriguez_____Sanborn______Giudice______)
2. DISCUSSION AND DIRECTION REGARDING CITY COUNCIL STRATEGIC
PRIORITIES
A. Public Comments
B. Facilitated Workshop on Strategic Priorities
C. Council discussion and direction
3. ADJOURNMENT
NOTE: Time shown for any particular matter on the agenda is an estimate only. Matters may be considered earlier or later than the time indicated depending on the pace at which the meeting proceeds. If you wish to speak on an item under discussion by the Council which appears on this agenda, please refer to page 1 for more details on submitting a public comment. Any item raised by a member of the public which is not on the agenda and may require Council action shall be automatically referred to staff for investigation and disposition which may include placing on a future agenda. If the item is deemed to be an emergency or the need to take action arose after posting of the agenda within the meaning of Government Code Section 54954.2(b), Council is entitled to discuss the matter to determine if it is an emergency item under said Government Code and may take action thereon.
AGENDA REPORTS & DOCUMENTS: A paper copy of all staff reports and documents subject to disclosure that relate to each item of business referred to on the agenda are available for public inspection at City Hall, 130 Avram Avenue, Rohnert Park, California 94928. Electronic copies of all staff reports and documents subject to disclosure that relate to each item of business referred to on the agenda are available for public inspection at
https://www.rpcity.org/city_hall/city_council/meeting_central. Any writings or documents subject to disclosure that are provided to all, or a majority of all, of the members of the City Council regarding any item on this agenda after the agenda has been distributed will be made available for inspection at City Hall and on our website at the same time. Any writings or documents subject to disclosure that are provided to the City Council during the meeting will be made available for public inspection during meeting and on our website following the meeting.
CERTIFICATION OF POSTING OF AGENDA
I, Sylvia Lopez Cuevas, City Clerk, for the City of Rohnert Park, declare that the foregoing agenda was posted and available for review on February 11, 2025, at Rohnert Park City Hall, 130 Avram Avenue, Rohnert Park, California 94928. The agenda is also available on the City website at www.rpcity.org Executed this 11
th day of February, 2025, at Rohnert Park, California.
Sylvia Lopez Cuevas
Office of the City Clerk
611 Wilshire Blvd., Suite 900 PMB1009, Los Angeles, CA 90017 www.raftelis.com
City of Rohnert Park
Council Retreat
February 13, 2025
9:00 a.m. to 3:30 p.m.
Rohnert Park Community Center
AGENDA
Retreat Objectives
• Affirm and strengthen Council norms and roles
• Consider long-term vision
• Establish top Council priorities
• Strengthen the team
1. Welcome by Mayor Gerard Guidice
2. Public Comment
3. Comments from the City Manager
4. Overview of the Day
5. Exceptional Governance
6. Highlights of Staff Retreat
7. Visioning
8. Achieving Results for the Community
9. Setting Council Priorities for FY 2025-26
10. Wrap-up
City Council Retreat
City of Rohnert Park
February 13, 2025
Rohnert Park Community Center
5401 Snyder Lane
9 am to 3:30 pm
DRAFT
CITY COUNCIL RETREAT / 1
Workshop Objectives
• Affirm and strengthen Council norms and roles
• Consider long-term vision
• Establish top Council priorities
• Strengthen the team
Agenda
• Introductions
• Icebreaker
• Discuss norms and roles
• Long-term visioning
• Receive overview of key projects for 2025-26
• Review progress on current Council priorities
• Discuss and establish Council priorities
• Wrap-Up
CITY COUNCIL RETREAT / 2
Council Members’ Hopes for the Retreat
Exceptional Governance
NORMS
This discussion with the Council, City Manager, and City Attorney will cover the Council norms agreed to in their 2024 workshop. Additionally, We will review the reflections from members of Council regarding the norms as a way of strengthening the team and mutual understanding of the norms.
In the pre-retreat interviews, Councilmembers made the following comments about what to discuss regarding governance.
• Review each norm to share what they mean in
practice
• practice
• Clarify some for a united understanding
• Need to be careful to stay within our roles and not
inadvertently move into the City Manager’s lane
• Need to discuss our roles
• Would be helpful to have a norm about handling
disagreements with each other
• What is the City Manager’s and City Attorney’s role
when conflict arises between Councilmembers
• We’re getting better at being a cohesive group,
listening and not interrupting
• Could discuss protocols for speaking at Council
meetings
• How can we help ourselves be accountable to our
norms – we should refer back to them more
frequently
• Could have more one-on-ones with each other
• Need to ensure we are following our adopted
policies and protocols
Clear priorities as a
Council
Alignment with each
other and City
Manager
Clarify and reinforce
roles in
Council/Manager form
of government
Convey appreciation
to my Council
colleagues
Hear from staff how
the Council can better
support the work they
do
Everyone to feel
respected and heard -
and engaged
conversation
Continue to
strengthen the Council
as an effective team
Discuss
communications
within the Council
CITY COUNCIL RETREAT / 3
HOW IS THE COUNCIL DOING WITH THESE NORMS?
Norms
We are doing
well on this
one
We should
discuss this
one
1. Establish a Council consensus on goals and priorities and focus on those.
2. Listen to each other.
3. Assume good intent and nobility of purpose.
4. Show respect to each other and to staff.
5. Respect the different roles of the Mayor, Council, City Manager, and staff.
6. Meet together to have fun and build strong relationships.
7. Ensure each Councilmember has the opportunity to fully express their thoughts and ideas and understand that each person has an equal voice and vote.
8. Respect timelines and time constraints.
NOTES
CITY COUNCIL RETREAT / 4
CITY COUNCIL RETREAT / 5
NOTES
Visioning
In this segment, the Council and executive team will share their visions of the future.
1. What is true today about Rohnert Park that you hope will still be true in 10 years?
2. What is not true today about Rohnert Park that you hope will be true in 10 years? Using sticky notes, write one idea per note. Place it on the flipchart.
Discussion
• Council themes
• Executive team themes
• Themes in common
NOTES
CITY COUNCIL RETREAT / 6
Four Broad Goals Adopted 2024
The following four goals were previously adopted by City Council. City operations are embedded in these goals.
Highlights of Key Projects
The City Manager will review key projects underway and planned for the coming year within each department.
NOTES
CITY COUNCIL RETREAT / 7
Council Priorities
In this segment, the Council will be asked to discuss and set their priorities for the coming year.
NOTES
Wrap-Up
PLEASE SHARE A VALUABLE TAKEAWAY FROM TODAY.
CITY COUNCIL RETREAT / 8
Contact
JAN PERKINS
[email protected] 949.202.8870
City of Rohnert
Park
City Council Retreat
February 13, 2025
Rohnert Park Community Center
5401 Snyder Lane
9 am to 3:30 pm
Welcome
from Mayor
Gerard
Giudice
Public
Comment
We are
positioned for a
great 2025
Teamwork and
focus are our
keys to success
Comments from the City Manager
4 If you want to go quickly, go alone.
If you want to go far, go together.
African Proverb
5 Council Members’ Hopes for the Retreat
Clear priorities as a
Council
Alignment with each
other and City
Manager
Clarify and reinforce
roles in
Council/Manager
form of government
Convey appreciation
to my Council
colleagues
Hear from staff how
the Council can
better support the
work they do
Everyone to feel
respected and
heard – and
engaged
conversation
Continue to
strengthen the
Council as an
effective team
Discuss
communications
within the Council
Today’s
Objectives
• Affirm and strengthen
Council norms and roles
• Consider long-term vision
• Establish top Council
priorities
• Strengthen the team
Agenda
Introductions
Icebreaker
Discuss norms and roles
Long-term visioning
Receive overview of key
projects for 2025-26
Review progress on
current Council priorities
Discuss and establish
Council priorities
Wrap up
Guidelines for Today
Listen to
understand
each other’s
points of view
1 Learn
something
new
2 Focus on the
team’s
success
3 Avoid
distractions
4 Bike
Rack
Things to discuss at
another time will be
tracked separately
Time management tool
Icebreaker
Exceptional
Governance: This is
Our Objective!
Our Vision, Mission, and
Values Guide Us and How
We Work Together
Exceptional City Councils
1. Have a sense of team – a partnership with the
city manager to govern and manage the city
2. Have clear roles and responsibilities that are
understood and adhered to
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
14 Institute for Local Government
Reflections from Members of Council
• Review each norm to share what they
mean in practice
• Clarify some for a united understanding
• Need to be careful to stay within our roles
and not inadvertently move into the City
Manager’s lane
• Need to discuss our roles
• Would be helpful to have a norm about
handling disagreements with each other
• What is the City Manager’s and City
Attorney’s role when conflict arises
between Councilmembers
• We’re getting better at being a cohesive
group, listening and not interrupting
• Could discuss protocols for speaking at
Council meetings
• How can we help ourselves be
accountable to our norms – we should
refer back to them more frequently
• Could have more one-on-ones with each
other
• Need to ensure we are following our
adopted policies and protocols
Having Clear and Distinct Roles
is Fundamental to Success
Mayor
• Chairs Council meetings
• Represents the City at events and meetings
• Signs proclamations
• Keeps the City Manager informed about issues
• Is a champion for the City
• Does not direct staff, even informally
Council
• Sets policy as a body, approves budget,
establishes vision/goals
• Appoints City Manager and City Attorney
• Is a champion for the City
• Refers issues to staff – does not try to solve the
problem yourself
• Does not direct staff, even informally through
suggestions
City Manager
• Appoints, directs and supervises all City staff
• Recommends and implements Council policy
• Manages all City operations and organizational
issues
• Offers policy advice
• Stays in touch with community concerns
City Attorney
• Provides legal advice to the Council and staff on
City matters
• Approves contracts, resolutions, ordinances and
other legal documents
• Handles litigation, other legal matters
City Manager – Council Effectiveness
1. Lead the organization with professionalism and
according to the Council/Manager form of
government.
2. Tell you the truth. Give you the “straight scoop.”
3. Help you be effective collectively as a Council.
4. Communicate with you to keep you equally as
informed as possible.
5. Listen to you, and seek to understand you, your
role and needs.
6. Respect your Council to Council and Council to
constituent relationships.
7. Practice the “no surprise” rule.
8. Provide options, clear analysis and
recommendations to council.
1. Respect the Council/Manager form of
government. Please do not direct staff, even
informally.
2. Communicate with me, or my department heads if
I’m not available. Do not go below department
heads, even with “informal suggestions.”
3. Be clear on your direction as a Council body.
4. Fix the problem not the blame. Share your
concerns only with me.
5. Use established processes for problem solving.
Do not go around our processes or put one
resident ”ahead of the line.”
6. Ask your questions in advance of Council
meetings.
7. Practice the “no surprise” rule with me. 17
City Manager’s Commitments to the Council What the City Manager Needs from the Council Best Practice TIPS!
1. Stay within your policy lane, respect the chain
of command, City Manager is the CEO
2. Be prepared for Council meetings; ask
questions in advance; read materials
3. Commit to regular training
4. Commit to regular communications between
Councilmembers and City Manager
5. Contribute to the “care and feeding” of the
partnership
6. Conduct onboarding for new
Councilmembers and on the Mayor’s
role/responsibilities
Review Our Council Norms
Adopted March 2024
1.Establish a Council consensus on goals and priorities and focus on those.
2.Listen to each other.
3.Assume good intent and nobility of purpose.
4.Show respect to each other and to staff.
5.Respect the different roles of the Mayor, Council, City Manager, and staff.
6.Meet together to have fun and build strong relationships.
7.Ensure each Councilmember has the opportunity to fully express their thoughts and ideas and understand that each person has an equal voice and vote.
8.Respect timelines and time constraints.
How are we
doing on our
norms?
Key Provisions of Governance Resolution
Governing on a citywide basis and ensuring decisions are made based on the needs and interests of the entire community
All members of Council will help all members of the community regardless of district
Professional management in a strong City Manager/City Council government will continue
Board/commission appointments will be made at large
Information will be shared with all members of Council Resources will be allocated based on long-term strategic planning efforts, with citywide considerations
All Councilmembers will be invited to events and activities Mayor will speak on behalf of the Council at events (or Vice Mayor or other Councilmembers if Mayor is not available)
Intent vs.
Impact
The
Assumption
Ladder
We all have
biases and
make
assumptions
What happened
What I see
My conclusions
What I do
The reactions to
what I do
What biases and
assumptions do
each of us have?
And how can they impact
our working relationships?
Conflict doesn’t have
to be a bad word
Respectfully address concerns one-on-one with
these guidelines:
1. Assume good intent
2. Use “I” statements
3. Indicate how something impacted you, not
what you think the other person intended
4. Keep focused on maintaining a good
relationship
5. Do not let it spiral
6. Do not talk to others about the situation – do
not enlist others to pile on
7. Talk to each other in person
Keep an Eye on the
Prize – a Highly
Functional City
Council
Maintain perspective
When to address
something and when to let
it go
28 Stretch
Break
Executive
Team Joins
Agenda for Rest of the Session
Visioning Accomplishments Challenges
Highlights of
Department
Projects in the
Coming Year
City Council
Priorities Wrap Up
Staff
Retreat
January 29
Visioning
31 1. What is true today about Rohnert
Park that you hope will still be true in 10
years?
2. What is not true today about Rohnert
Park that you hope will be true in 10
years? One idea per sticky note
1 or 2 sticky notes
per question
Reflect on Themes
Council
themes
EMT
themes
In
common
32 Lunch
Break
Achieving Results
for the Community
From Vision to
Reality Vision, Mission, Values
Broad Multi-Year Goals
Annual Council Priorities
City Manager's Operational
Plan
Departments' Work Plans
Council Operates in the First Three
Key Accomplishments
• Working with partner
agencies
• Reinstated small grants
program
• Great City Manager and
staff
• Opened the Rohnert Park
Services Center
• Progress on the Downtown
• United Council on our
priorities
• Closing of safe sleeping
program at Robert’s Lake
“What am I not
proud of!”
“We have
moved things
forward as a
Council.”
What contributed to these accomplishments?
Key Challenges
• Limited funds, the economy
• Potential of losing Federal dollars
• Retaining good staff
• Modernizing processes
• Keeping the downtown moving
• Ensuring we keep our positive
and united Council
• Communicating with the public,
keeping people informed
• Being out in the community with
partner agencies with a “we are
the community and are all in it
together” focus
• Keeping the community safe in
light of new Administration
Four Broad Goals: Previously Adopted
38 Long Term
Financial
Sustainability
Provide for long
term financial
health and
sustainability with
sufficient
resources for our
valued community
services.
Community
Quality of Life
Provide for public
safety, develop
the downtown,
address housing
and the needs of
the unhoused,
offer community
enrichment
opportunities, and
foster an equitable
high quality of life.
Planning and
Infrastructure
Provide for long
range planning,
environmental
sustainability, and
well-maintained
infrastructure,
including facilities,
streets, parks, and
utilities.
Organization
Well Being
Be an employer of
choice to attract
and retain talent,
provide for sound
internal systems
to support City
services.
City
Operations
Are
Embedded
in the Four
Goals
Highlights of
Departments’
Key Projects
for the
Coming Year
Departments’ Key Projects
City Manager’s Office
• Economic Development
• Communication (internal and
external)
• Downtown area
• AI implementation
Community Services
• Financial sustainability for Parks
and Recreation programs and
facilities
• Implement short-term goals
identified in the Parks and
Recreation Master Plan
• Implement Subsidy Program for
underserved youth
Development Services
• Building Code amendment
• Complete the General Plan update
process
• Housing Element implementation
Finance
• Return to a structured timeline
• Reduce revenue leakage
Departments’ Key Projects (Continued)
Human Resources
• Develop a comprehensive Risk Management Program
• Complete labor negotiations
• Develop a citywide comprehensive onboarding program
City Clerk
• Continue the overhaul of the Records Management Program • Update City Council protocols
• Recruitment and retention of the City’s Commissions, Committees, and Boards
Departments’ Key Projects (Continued)
Public Safety
Police Department
• Draft our five-year strategic plan
• Promote into vacant leadership positions
• Establish drug K9 program
Fire Department
• Establish a drone program
• Expand regional fire training
• Implementation of Measure H
Public Works
• Implement Capital Improvement Program (CIP) as on-time as possible • Implement all new required utility mandates
• Renew the refuse contract and conduct a refuse rate study Setting Our City Council
Priorities for FY 2025-26
“Big Rocks” Approach to
Getting Big Things Done
45 Don’t fill up the
bucket with so
many small rocks
that there isn’t room
for the big ones
Put the big rocks
in first
Then keep space
for the unplanned,
emergencies or
new requirements
Set priorities with this in mind By Stephen Covey, 7 Habits of Highly Effective People Council’s Priorities:
Established March 2024
Downtown
Continue to make
progress on the
Downtown
Infrastructure
Focus on
infrastructure and
beautification
Services Center
Open the Rohnert
Park Services
Center
Councilmember Comments About
Priorities for the Coming Year
Services Center
completed so it
comes off
Continued emphasis
on the downtown
Infrastructure still a
priority
Other Comments from Councilmembers
About Priorities
• Beautification is imbedded in
operations and not needed as
a priority
• Need greater focus on traffic
and traffic safety
• Expand our services for youth
• Environmental protection
• Promote economic
development – retail and
opportunities for new
businesses
• Increased and pro-active
code enforcement (weekends
and evenings)
Establishing Council’s Top Priorities for the
Coming Year
Three
For
Focused
Attention
Setting
the City
Up for
Success
50 Focus
• Do not take staff
time away from
established
priorities,
Operational Plan
and
Departmental
work plans
• Continue your
“parking lot”
approach
Full Council
Support
• Once decisions
are made,
support them
and the
implementation
involved
Best
Practice
Criteria
for Adding
Projects
Mid-Year
51 Emergency
(natural disaster,
pandemic, civil
unrest)
New outside
funding
opportunity that is
time sensitive
New multi-agency
opportunity that
cannot be delayed
Community safety
issue that must be
addressed in near
term
Changes in laws
or mandates
Wrap Up
52 Retreat Report
to be Prepared
by Raftelis
Closing
Comments
Evaluation
You can do what I cannot do.
I can do what you cannot do.
Together we can do great things.
Mother Teresa
Thank You!
54 Contact:
[email protected] (949) 202-8870