Council Subcommittee

;MINUTES OF THE GILBERT COUNCIL SUBCOMMITTEE ON CIVILITY, APRIL 25, 2018, AT 4:30 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; and Kelli Collins, Public Works; Linda Ayres, Parks and Recreation; Melanie Dykstra, Manager’s Office; Michael Burkhart, Fire Department; and Patrick Portee, Police Department STAFF ABSENT: Kory Parker, Public Works CALL TO ORDER Chair Cook called the meeting to order at 4:32 p.m. AGENDA ITEMS 1. Consider approval of the minutes of the March 21, 2018 meeting. A MOTION was made by Councilmember Peterson, seconded by Melanie Dykstra, to approve the minutes of March 21, 2018. Motion carried 10-0. 2. Review and discussion of a draft Civility Policy. Chair Cook gave an update of the purpose and discussion to date for Patrick Portee, a new member of the Subcommittee on Civility. There was discussion about the draft Civility Policy. Melanie Dykstra said she thought the draft policy looks good. Her questions revolve around the next steps and how the policy will be implemented. It will be more meaningful to staff if the policy comes from the top down. Jolean Fleck said this policy will be an extension of work currently being done around creating the Town’s culture including emotional intelligence. The Town wants leaders who have empathy and emotional self-awareness and who can deal with conflict in a positive way. Councilmember Anderson said he liked the idea of psychological safety which is a term from the book Mastering Civility. He said tying this to staff evaluation will be an important piece of this policy. Mike Burkhardt said civility should become one the Town’s core values. He sees empathy tied to civility. There was discussion about how the Civility Policy tied into the Town’s focus on wellness. Jolean Fleck said coaching could be provided on how to be civil. Melanie Dykstra said she sees this as another thing helping to redefine the role of the Human Resources department. It will be seen as a place can go to have conversations. Chair Cook asked “Why is there incivility?” He believes it is because individuals are attached to something. Civility means you must become unattached. People are to negative things and that prevents them from having civil conversations. We need to teach people how to detach. Chair Cook said civility also offers an opportunity for forgiveness. People should see forgiveness if they have hurt someone or been disrespectful. Jolean Fleck said the idea of civility fits into the Town’s leadership training and is consistent with the Town’s culture. Everyone is equal, they just have different titles. Linda Ayres said she was at a workshop earlier this year and a speaker talked about servant leadership. She believes that concept also fits in to being civil. Chair Cook said the Civil Policy will be more than how we treat other staff members. It will also extend to how we treat our residents. He said he envisions civility becoming a new pillar. Melanie Dykstra said she had someone from the community mention this subcommittee. She said the public needs to beware of the Civility Policy and what they should expect from Town staff. It is more than just getting a job done, it is how it is done that matters. Jolean Fleck asked about deliverables? The Civility Policy will become part of the employee handbook. She asked about what else should be done. Melanie Dykstra said Board and Commission members need to acknowledge that they read and will abide by the Civility Policy. She said it is more impactful to have people sign a document. Chair Cook said this policy would apply to Council too. Councilmember Anderson asked how this policy would tie into employee evaluations. Jolean Fleck said there is a question about culture and values. Melanie Dykstra asked about staff training. Jolean Fleck said Human Resources has updated a class and civility would fit in there. There was discussion about what to do when there is a staff member whose behavior is not consistent with the Town’s values. The employee needs to be held accountable. Chair Cook said all staff would have to agree to abide by the Civility Policy. A mentor or coach could help a person needing assistance for a probationary period. If the person continues to behave in a way that is out of compliance it may be necessary to part ways. A person in the audience said that action would make this a punitive rule from Human Resources. If Civility is to be a pillar then it should be seen as a positive action. He asked how civility would be evaluated in a performance review. Jolean Fleck said it does happen on rare occasions where people do act in an uncivil manner. The best way to handle that situation is with supervisor training and leading by example. The person in the audience said if this does come from the top down it will become part of the Town’s culture. Melanie Dykstra said this policy comes at a good time since there has been a change in emphasis on what the Town wants to be and how staff should act in the work environment. Jolean Fleck said the Human Resources department has been seen as roadblock in the past and she is working to make a change there. Councilmember Anderson said he does not want to roll out this policy and then have people thinking there is a civility problem in Gilbert. Councilmember Peterson said she sees this as an opportunity to celebrate civility. It is important though to talk through the whole process of what civility means and any repercussions. Chair Cook said he would like to bring the Civility Policy to the Council for approval. Jolean Fleck said Human Resources is working on updating policies and this one would dovetail with those policies. Mike Burkhardt asked how would the Town hold Board and Commission members accountable. Councilmember Peterson said all Boards and Commissions have a Council Liaison who could approach Board and Commission members with any concerns. Councilmember Cook said he would like to roll this policy out in June. After Council approves the official policy he would like for Council to issue a proclamation. The next meeting will be on May 23, 2018 at 4:30 p.m. A MOTION was made by Councilmember Peterson, seconded by Melanie Dykstra, to adjourn. Motion carried 10-0. ADJOURN Chair Cook adjourned the meeting at 5:19 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 25th day of April, 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