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HomeMy WebLinkAbout2023-05-16 - City Commission Workshop Meeting MinutesFOUNDATION DEVELOPMENT WORKSHOP TUESDAY, MAY 16, 2023 9:00 AM COLONY WEST CALL TO ORDER: Mayor Michelle J. Gomez called the Tuesday, May 16, 2023, City Commission Workshop, being held in Conference Room 105, to order at 9:00 a.m. ROLL CALL Present were Mayor Michelle J. Gomez, Vice Mayor Marlon D. Bolton, Commissioner Kicia Daniel, Commissioner Morey Wright Jr., and Commissioner Elvin Villalobos. Also present were City Manager Levent Sucuoglu, Assistant City Manager Maxine Calloway, City Attorney Hans Ottinot, and City Clerk Kimberly Dillon. FOUNDATION DEVELOPMENT City Manager Levent Sucuoglu provided a brief overview of the agenda for the second day of Foundation Week workshops. He briefly discussed the progress made the day before and shared 60t' anniversary gifts with the Commissioners. Bob Norton, Tenzinga Consultants, opened by reminding the team of the draft vision statements created during the first day of the workshop and broke the team into groups to discuss the wording and variations. They presented their feedback and then returned to the large group for further discussion and wordsmithing of the vision statement. Consensus was to adopt the vision statement "Excellence Always." Mr. Norton invited discussion to define the vision statement and the intent behind it. He shared the core values and subsequent definitions from day one (1) of the workshop: Innovative, Integrity, Accountability, Teamwork, and Professionalism. Mr. Norton reviewed the Communication Behavior Agreement example document included in the backup materials and asked each person to select their 10 priorities. The team moved to their breakout groups to discuss which items should be included in the City's Communication Behavior Agreement. Each group shared priorities and Mr. Norton aggregated the top answers. City Manager Sucuoglu thanked the Mayor Commissioners for their participation in the process and effort to be united with staff in the City's goals. Lunch break Mayor Michelle J. Gomez, Vice Mayor Marlon D. Bolton, Commissioner Kicia Daniel, Commissioner Morey Wright Jr., and Commissioner Elvin Villalobos left the meeting. ROLL OUT STRATEGY Mr. Norton discussed roll out plans for the next three (3) months, six (6) months, one (1) year, and two (2) years. City Manager Sucuoglu stated the plan was to hold an event for all employees and share the experience of this workshop and the work product created. He noted this event would be held in September or October. Mr. Norton reviewed the recommendations. He stated the first recommendation was a motivational video that addresses what they are doing and where they are going. He shared an example video from Palm Beach County and the team discussed it. Mr. Norton invited suggestions for the internal roll out of the cultural changes, and a brainstorming session ensued regarding strategies, the timeline, and building enthusiasm. Discussion continued on how to manage skepticism and negativity. The group created a list of sub -committees to create for the roll out, including: • Assimilation/Clarification Team • Empowerment Team • Digital, Written, and Signage Team • Video Team • Swag Team • Celebration Event Team Mr. Norton outlined a timeline for implementation of the teams and completion of their work. He suggested the Foundation Development group meet again in month two (2) for a progress update. Continuing, Mr. Norton made the following recommendations: • Start each meeting with the vision statement. • Make a checklist of the core values and have employees use it daily. • Print the Communication Behavior Agreement on a card people can refer to regularly. Mr. Norton led the group in assignments to the individual sub -committee teams. Discussion continued regarding recruitment for the committees and project budget. City Manager Sucuoglu challenged the team captains to get their teams together and create a work flow in the next two (2) weeks. The groups organized briefly to discuss beginning strategies, and then reported their initial steps. Mr. Norton identified Assistant to the City Manager Neysa Herrara as the overall coordinator for the project, and stated questions should be brought to her. Discussion continued regarding budget and timeline for the project. Consensus was to move the celebration event to January. ADJOURNMENT Mr. Norton invited each member of the team to share one (1) item from the workshop they are grateful for. He shared brief closing remarks. Minutes May 16, 2023 — Workshop Page 2 City Manager Sucuoglu acknowledged the recent transition turmoil, and stated it was his objective to move on from that mode and reset, refocus, and reenergize the organization. He thanked the team for their participation and Mr. Norton for his support. Mr. Norton shared his team's next steps briefly. There being nothing further to discuss, the meeting was adjourned at 3:00 p.m. Minutes transcribed by Crysta Parkinson, Prototype, Inc. and submitted by Kimberly Dillon, City Clerk. Kimberly Dillon, City Clerk Note to the reader: The above signature is the City Clerk, of the City of Tamarac, Florida. If the minutes you have received are not signed, or completed as indicated above, they are not the official minutes of the Foundation Development Workshop held Tuesday, May 16, 2023. Pursuant to Chapter 286.0105, Florida Statutes, if a person decides to appeal any decision made by the City Commission with respect to any matter considered at such meeting or hearing, he may need to ensure that a verbatim record of the proceedings is made which record includes the testimony and evidence upon which the appeal is based. The City of Tamarac complies with the provisions of the Americans with Disabilities Act. If you are a disabled person requiring any accommodations or assistance, please notify the City Clerk's Office at (954) 597-3505 of such need at least 48 hours (2 days) in advance. Additionally, if you are hearing or speech impaired and need assistance, you may contact the Florida Relay Service by dialing 7-1-1. Minutes May 16, 2023 —Workshop Page 3