"Debbie Mahler" Tuesday, August 17, 2010 11:26 AM “Russell Sparkman" ; "Robert Gilman” ; "Lorene Neff" ; "Fran Abel" langleycouncil@whidbey.com> Subject: FW: A thank you and if you can stand it a wee bit of advice Debbie L. Mahler Director of Finance/City Clerk City of Langley PO Box 366 Langley, WA 98260-0366 (360) 221-4246 x 15 From: Ursula Roosen-Runge [mailto:ursularr@strategiclearningresources.com] Sent: Monday, August 16, 2010 11:02 PM To: council@langleywa.org Cc: Paul Samuelson; Kathleen Lande! Subject: A thank you and if you can stand it a wee bit of advice I want to first thank each of you for serving on the City Council at this very difficult time. I know each of you were appointed or ran for office because you care for Langley, and you did not sign up to lead the way out of some hostile morass. I am supportive of what you are trying to do in clarifying the Mayor's status - and am happy to go on record that I have no concerns about your independence. I sat through only part of the Council meeting this evening, and then left both due to hunger (not having had the foresight to eat dinner first) and because I was exasperated with the process. So I would like to offer some process advice, which may be helpful as you look to strengthen the effectiveness of the Council. Those of you who know that much of my work focuses on community engagement may be surprised by the thrust of my suggestions, but 1 believe that establishing order and mutual respect will help all be heard ~ including you! I heard three types of public involvement tonight ~ the public comment period, the public hearing on the water conservation goals, and chaotic Interruptions, questions, debates with Council members etc. on most topics before the council, starting with consent agenda items. This really doesn’t work to anyone's benefit and I think sets you up to be inefficient and handy targets. Most councils simply have a single public comment period, and occasional public hearings (e.g. water conservation goal resolution.) We have had, under Paul's leadership, more relaxed Council meetings with give and take with the public - when they show up. I am sure that helps the Council at times and it suits our small city. But, whenever it actually gets in the way of doing your work (which we elected you to do for us.) I believe it needs to be limited. If you would like to hear from the public on every action item I would suggest that you establish a process where the Mayor first clearly identifies the action/policy to be decided, asks for public comment on that, and then holds council discussion, seeks motions etc without any public participation. The general comment period could then be at the end of the meeting. You also all deserve to get out of the Council meetings by 9:30 the latest. So I would suggest putting times on the agenda. The Mayor can limit public comment to fit those times. You do not need to hear from everyone on everything. If there is a major issue then structure the meeting to accommodate more comment ~ otherwise keep moving. lastly a few contextual things that may help:Page 2 of 2 « There is a difference between facilltation and chairing a meeting. That difference got lost this evening. The chair should lay out a structure/rules for the discussion, and then assure that It is followed. The thai needs to be familiar with the basics of Roberts Rules of Order ~or whatever rules the Council Chooses to use to structure discussion. The chairs role Is to maintain order and be sure decisions are made fairly and democratically by the Council. # The Open Meetings Act requires you to do your work publicly, it does not require you to debate with the public, answer all questions, or involve the public in your discussions. In fact it doesn’t require you to get any public comment at all. (I don’t recommend that, but its good to know it.) can give legal advice. So when you have legal issues under Id be there to respond to questions. (There were times, nt for all meetings.) You do not need to feel et the attorney do it. © Noone on the Counell, or in the audience, discussion for decision the City attorney shou! when the City attorney was on staff that they were preser ‘embarrassed or defensive if you can’t answer all the legal subtleties, «s The sense of ‘team’ that Ms. Waters was criticizing Is I believe a strength, and not something to feel apologetic about. Effective teams can support diverse opinions and debate. They ars effective because they make use of the best Ideas and learn to work in complementary ways to get things done, As a group, Including the Mayor, you have done that well I think ~ so don’t let someone trick you Into thinking Its a bad thing, Its has been good for the City and I hope will continue to be so. please take these ramblings under advisement, in the intended spirit of encouragement. Good luck!