Council Subcommittee

MINUTES OF THE GILBERT COUNCIL SUBCOMMITTEE ON CIVILITY, SEPTEMBER 19, 2018 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; Kelli Collins, Public Works; Linda Ayres, Parks and Recreation; Melanie Dykstra, Manager’s Office; Patrick Portee, Police Department; and Michael Burkhart, Fire 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 April 25, 2018 meeting. A MOTION was made by Councilmember Peterson, seconded by Linda Ayres to approve the minutes of April 25, 2018. Motion carried 9-0 with Patrick Portee not present for the vote. 2. Review and discussion of a draft Civility Policy. There was a question about Councilmembers were considered as employees in regards to this proposed policy. It was decided to add “Elected Officials and Board and Commission Members to the policy so it would be clear on who is included. There was discussion about temporary and seasonal employees. The list in the policy seems to be inclusive of all Town employees. There was discussion about the phrase “employees are expected”. Jolean Fleck said that phrase was added because the Town has the capability to impose consequences for employees’ actions. It is important that any incidents be reported in a timely manner. Melanie Dykstra asked if it would be possible to add other examples to the policy. Mike Burkhart said he would like to see positive actions in policy and not all negative. Melanie Dykstra responded it would be helpful for examples of negative actions to be listed as examples. Any examples committee members come up with should be emailed to Jolean Fleck. Councilmember Peterson said she would like to add a definition of civility. Chair Cook said the committee discussed that at their first meeting. Jolean Fleck said the new employee orientation handbook contains a section on standards for treating residents. Melanie Dykstra said it would be a good refresher for employees to retake the new employee orientation. Chair Cook discussed a public roll-out of the new policy. There was also discussion of adding another pillar on the Council Chambers’ wall. The subcommittee would have to identify bullet points for the pillar and create the display. That will be discussed at the next meeting. Lisa Maxwell will invite Zara Bish from Digital Government to talk about how to obtain a new display. Melanie Dykstra asked about next actions. Jolean Fleck will add a paragraph about how Board and Commission members should treat residents. The final policy will need to be approved by the Council at a Council meeting. The next meeting will be on October 17, 2018 at 4:30 p.m. ADJOURN Chair Cook adjourned the meeting at 4:58 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 19th day of September, 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