City of San MateoCity Council Governance WorkshopMay 30, 2024Senior Center9 am to 1 pm Welcome and Roll Call
2 Public Comment
3 Comments from City Manager Alex Khojikian
4 Councilmembers’ Hopes for Today§Agreement on Council values§Consensus on code of conduct for us§Statement of who we are and how we lead, striving to be the best§Assume the good intent of all of us§Respectful, constructive conversations§An ability for people to say difficult things to each other – but respectfully§Everyone listens§Agreement on follow up steps 5 Objectives for Today
•Shared understanding of each other’s points of view•Consensus on Council values and code of conduct•Consensus on a path forward•Strengthened teamwork6 Agenda§Review guidelines for today’s discussions§Icebreaker§Review best practices in governance§Establish a set of Council values and an agreed upon code of conduct§Council’s next steps§Wrap up 7 Our Guidelines for TodayAssume that each person brings good intent about the CityBe self-reflective and open to change Work toward agreementShow respect to each other
Listen first to understand before respondingThink about the impact of your actions and words 8 Bike RackThings to discuss at another time will be tracked separatelyTime management tool9 Facilitator Role
Keep us on trackEnsure all voices are heard – no one dominatesRaise questionsOffer best practice advice 10 If you do tomorrow what you did today, you will get tomorrow what you got today.Benjamin Franklin 11 Icebreaker
12 Governing Together
13 Best Governance Practices
14 Effective Councils Have These Four Elements
Clear Roles and Responsibilities
Adopted Norms, Protocols, and Policies
Positive Governance Culture
Unity of Purpose
Institute for Local Government15
Attributes of an Effective Council – from Council Interviews•Participatory with the public•Govern for the entire City•Consensus-oriented among the Council •Being united even when the vote is not unanimous•Being respectful to staff and each other in and out of Council meetings•Considering the whole organization, its capacity, being mindful of impacts on staff •Move from campaigning to governing•Once a decision is made, move on•Seek compromise to find agreement on what is possible•Do not decide until hearing from all•Build on each other’s good ideas•Vote on the merits of an issue•Be informed and educated about issues coming before Council•Accountable Key Attributes of An Effective CouncilInstitute for Local Government TrustDo what we say we will do – be trustworthy Assume radical good intentAuthentic dialoguePositive governance cultureMove from campaigning to governing RespectTreat others as you would wish them to treat youMaintain respectful relationships in and out of Council meetingsRespect roles and responsibilities.Follow norms, protocols, and policies CollaborationFind common groundEngage in mutual problem solvingBe prepared for meetingsView staff as partnersUnity of purposeHonor the team UnderstandingValue the differences that each person bringsBe mindful of how we speak to each otherKnow good government systems and services Conduct efficient and effective meetingsHold ourselves accountable
1.Have a sense of team, a partnership with each other and the city manager to govern and manage the city2.Have clear roles and responsibilities that are understood and adhered to3.Honor the relationship with staff and each other4.Routinely conduct effective meetings5.Hold themselves and the city accountable, for the conduct, behavior and effectiveness of the council, and for results of established priorities and goals6.Practice continuous personal learning and development Beyond Effective is ExceptionalExceptional Councils Do These Things See article in workbook18
Reflections on the Institute for Local Government Article What resonates the most for you from this article?19
Why is an effective City Council team important?
Recruitment and RetentionAchieving Results
Strategic DirectionEconomic DevelopmentRegional Influence Perceptions matter20
The Differences Between Functional and Dysfunctional Governance•Respect for the roles within the Council – Manager form of government•After the vote, accept the outcome•Disagree, but respectfully•Engage the public in productive ways•Doing what you say you will do and do it transparently – being trustworthy•Considering all members of the public – not just those who speak•Making unpopular but necessary decisions •Trying to direct staff•Personal attacks on colleagues, staff, or the public•Dominating the discussion, lecturing colleagues•Despite majority vote, speaking against the people who voted for it, or continuing to bring the issue up•Stacking the audience•Using social media to attack colleagues or staff•Viewing colleagues or staff as enemies 21 22
Discussion
23 To achieve what we hope to be known for, what are the values the San Mateo City Council will need to exhibit? Consensus on Values
24 25
StretchBreak
25 Council Norms and a Code of ConductEvery group has norms•Explicit – written›OR•Implicit – not writtenNorms are expected behaviors in a group Through behaviors, the group says what it believes inTerminology: A written code of conduct is an explicit set of expected norms (behaviors). Some cities use the term “norms” and others use “code of conduct”26 ExampleBEHAVIOR: Surprise staff at the Council meeting with questions.Staff can take that as a “gotcha” and the public may think the Council does not trust staff or that the staff is incompetent – this fosters incivility and distrust INTENT: Ask questions to inform the public about information. Explicit norm of asking questions in advance allows staff the time to provide a meaningful answer, shows mutual respect, and gives confidence to the public that the staff is professionally doing its job 27 Discuss code of conduct
28 San Mateo’s Key Governance Principles From Chapter 31.Serve the entire community§Consider the needs of the community as a whole§Serve and be responsive to all residents regardless of where they live within a district2.Continue to follow the Council/manager form of government and best management practices3.Use city resources efficiently and effectively§Allocate on the basis ofalong-term strategic plan with city-wide consideration of service levels and financial capacity§Budget allocations and financial considerations not made based on districts
4.Distribute Council duties, assignments and events fairly5.Provide equal access to information for all Council members§Communication resources will be provided on a city-wide and/or program level basis with equitable distribution across districts§Legal requirements prohibiting use of public resources for campaign purposes will be followed29 Council Member Conduct Chapter 6 (version in draft manual)1. Members shall:A.Put constituents first at all timesB.Treat each other, staff, and members of the public with dignity, courtesy, and respectC.Maintain confidentiality of all closed session materials and discussionD.Be attentive to others, limiting interruptions and distractions E.Encourage diverse viewpoints in debate while being mindful not to prolong, discourse, or block consensusF.Agree to respectfully disagreeG.Keep comments clear, concise, and on-topicH.Start and end meetings on time, work from the agendaI.Present problems in a way that promotes discussion and resolution30 Suggested Version for DiscussionCouncil Member Conduct Chapter 6 31 Incorporates concepts in draft rules, interviews with members of Council, and best practices
Introductory section:
32 Council Members are committed to governing for all, and running our meetings with civility, decorum, and respect.With that spirit, San Mateo Council Members shall:
See next slide
A.Govern as a body. If we work together well, our City will excel.B.Treat all with dignity, courtesy and respect. This includes staff, each other, or members of the public. C.Keep confidential matters confidential.D.Respect process and roles. This includes avoiding interruptions and distractions.E.Agree to disagree in a respectful manner. We focus on the issue not the person. F.Keep our comments clear, concise, and on-topic. This respects our colleagues’, the public’s, and staffs’ time.G.Give each other a chance to speak. Everyone gets to speak before another of us speaks for a second time. We refrain from dominating the discussion.H.The Mayor normally speaks last. After other members of the Council have offered their opinions, the Mayor speaks.I.Be mindful of the impact of our words and tone. We consider this as we address each other, staff and the public.J.Promote discussion and resolution. We present problems and issues in that way.K.Follow the agenda. We begin and end meetings on time.L.Respect decisions once made. We do not attempt to undermine decisions.M.Speak for the city only when specifically authorized.N.Practice a “no surprise” rule. We give a heads up to Council colleagues, City Manager and City Attorney out of respect and teamwork.33 DiscussionWhen we are at our best, how do we carry these out? What actions should we avoid as we practice these norms? Go through each one
Examples
Discussion: A through GA.Govern as a body. If we work together well, our City will excel.B.Treat all with dignity, courtesy and respect. This includes staff, each other, or members of the public. C.Keep confidential matters confidential.D.Respect process and roles. This includes avoiding interruptions and distractions.E.Agree to disagree in a respectful manner. We focus on the issue not the person. F.Keep our comments clear, concise, and on-topic. This respects our colleagues’, the public’s, and staffs’ time.G.Give each other a chance to speak. Everyone gets to speak before another of us speaks for a second time. We refrain from dominating the discussion.35 Discussion: H through NH.The Mayor normally speaks last. After other members of the Council have offered their opinions, the Mayor speaks.I.Be mindful of the impact of our words and tone. We consider this as we address each other, staff, and the public.J.Promote discussion and resolution. We present problems and issues in that way.K.Follow the agenda. We begin and end meetings on time.L.Respect decisions once made. We do not attempt to undermine decisions.M.Speak for the city only when specifically authorized.N.Practice a “no surprise” rule. We give a heads up to Council colleagues, City Manager, and City Attorney out of respect and teamwork.36 Where we go from here
Now
Tomorrow
37 Committing to Our Code of Conduct§Each member of Council, City Manager, City Attorney commits to the Code of Conduct§Each person contributes to the “care and feeding” of the partnership§All members participate in regular training and professional development (CalCities, Institute for Local Government, others) §Staff incorporates Code of Conduct into new Council orientation§Council conducts a three- to six-month check in on how we are carrying out our agreed upon Code of Conduct§What else? 38 Peer Accountability
Everyone contributes equally to maintaining standards, meeting goals, and upholding shared valuesRelies on mutual respect, trust, and a shared understanding of expectations within the groupIf you got off track on one of your commitments, how would you like your colleagues to approach you? The beginning is always today.
Mary Wollstonecraft Shelley
40 Wrap UpOne valuable takeaway from today
Summary ReportSession Evaluation
41 Thank You!
42 Contact: Jan [email protected](949) 202-8870