Council Subcommittee

MINUTES OF THE GILBERT COUNCIL SUBCOMMITTEE ON CIVILITY, MARCH 21, 2018, AT 5:00 P.M., ROOM 233, 50 EAST CIVIC CENTER DRIVE, GILBERT, ARIZONA COUNCIL PRESENT: Chair Eddie Cook and Councilmembers Scott Anderson and Brigette Peterson COUNCIL ABSENT: None. STAFF PRESENT: Lisa Maxwell, Clerk’s Office; Jolean Fleck, Human Resources; Kory Parker, Public Works; and Kelli Collins, Public Works STAFF ABSENT: Linda Ayres, Parks and Recreation; Melanie Dykstra, Manager’s Office; and Michael Burkhart, Fire Department CALL TO ORDER Chair Cook called the meeting to order at 5:02 p.m. AGENDA ITEMS 1. Consider approval of the minutes of the February 21, 2018 meeting. A MOTION was made by Councilmember Peterson seconded by Kory Parker, to approve the minutes of February 21, 2018. Motion carried 7-0. 2. Discussion about civility and the key points for inclusion in a Town policy. There was discussion about the key points each person noted in the book Mastering Civility: A Manifesto for the Workplace. Kory Parker said he noted the impact of incivility can have on a workplace. It is damaging to not only a team but to an entire organization. He found the book to be very business focused and there was importance placed on hiring best employees. It is important for staff to be civil at all times. Kelli Collins said she noticed the power of civility. Once someone starts making an effort to be civil, they can bring other staff around with them. It is easy for a person to be beaten down when they are not being treated civilly. Ms. Collins said she found the examples in the book to be powerful and good examples of companies that have risen above incivility. Jolean Fleck said as she was reading the book she started to organize her thoughts into how to make these ideas into a policy. Ms. Fleck believes there is a link between incivility and low self- esteem. When building people up their self-esteem meets are met and there is perpetual cycle of improving civility. Councilmember Peterson would like to see these ideas worked into the hiring process. These ideas are also good for Gilbert wellness as civility allows people to feel better about themselves. She said it is good these ideas are coming from the Council level. Councilmember Peterson also noted she had been in situations where she had to remove herself because of incivility. Councilmember Anderson said as he was reading the book he was wondering how to make these ideas into a policy. He believes civility is the total employee experience. Jolean Fleck reported employee interview questions have changed to get a better idea of more than just a person’s skills. Chair Cook said one of his goals when became a Councilmember was to take the different teams he saw and to create one team culture. Lisa Maxwell asked if the goal was to create an official policy and if so, it would need Council approval. Chair Cook said that was his thought when creating this subcommittee. Jolean Fleck shared the draft policy she created. She said as she was working on this document she did not find many organizations with policies on civility. She did find some organizations with civility statements but those were mostly schools and the statements were aimed at the students. Ms. Fleck said she wants to promote the idea of dignity in everyone. And being civil includes everyone Town staff comes in contact with. Chair Cook said he thought the bullet points listed on page144 of the book would be a good addition to the draft policy. There was discussion about adding civility as a pillar of the Town. Kory Parker said as he was reading the section on tracking and rewarding civility he was having trouble seeing how that could actually work. Chair Cook said he is not sure about the measuring and tracking. Jolean Fleck said the book did state civility could impact an organization’s bottom line. She said she believes it is more important that we are civil because it is the right thing to do. Chair Cook said he would like for everyone to review the draft policy and the subcommittee will discuss it at the next meeting. There was more discussion about some of the examples of what businesses to help employees become more civil. The next meeting will be on Wednesday, April 25 at 4:30 p.m. A MOTION was made by Kory Parker, seconded by Councilmember Peterson, to adjourn. Motion carried 7-0. ADJOURN Chair Cook adjourned the meeting at 5:32 p.m.  ATTEST: ___________________________ ___________________________________ Chair Eddie Cook Lisa Maxwell, CMC, Town Clerk CERTIFICATION I hereby certify that the foregoing minutes are a true and correct copy of the minutes of the Subcommittee on Civility of the Town Council of the Town of Gilbert held on the 21st day of March, 2018. I further certify that the meeting was duly called and held and that a quorum was present. Dated this ____ day of ____________________. ___________________________________ Lisa Maxwell, CMC, Town Clerk