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The other Committee Member asked the City Attorney to provide some context. Ms. Thompson provided context and information on the history of how this came to be. This Council Member suggested that the Guidelines be adopted now, and it can get edited in the future. Dr. Bell reminded everyone that the Council has allowed flexibility of time limitations at various meetings. One Member of the Ad Hoc Committee suggested an introduction to make it clear to everyone that these are guidelines. The City Attorney read an excerpt from a suggested introduction/preamble. The Council Member who pulled the item would like to give her comments and if the Council goes ahead and approves this tonight, she would like them considered. She supports the introduction and she wants to have it spelled out that these are guidelines and how the public may access the document. In her opinion, the tone is important and she wants to be fair and she wants the framing to set the stage for the document. She also suggested that the Mayor have the opportunity to alter the guidelines when the need occurs. Specifically, this Council Member had had no problem with doing away with the ceding of time, but she did not like the limiting of time to speakers to no more than 30 minutes. She believes Redwood City can do a better job at engaging people through charettes, taskforces etc. She gave examples of projects that followed such approaches and were successful. A member of the Ad Hoc Committee noted that flexibility should be included in it to add clarity and avoid abuse. He further added that this is just the beginning of this discussion and the Council will seek opportunities outside of the Council Meeting to engage the community and stakeholders. The other Member of the Ad Hoc Committee liked what the City Attorney said about the introduction and in regards to the community engagement piece she would like to be selective about the approaches suggested but concurred there is a need to be sensitive. She further suggested a Study Session on the approaches to use for various items and the other Ad Hoc Committee member concurred. One Council Member said she is not looking to create taskforces but Redwood City has a long history of going beyond when it comes to partnering and listening. She supports highlighting the flexibility for various issues. Vice Mayor Gee thanked the subcommittee for its work. He understood this was as a guide and a living document and the Mayor has the discretion to extend the time limitations. He believes this is about managing expectations and adding clarity by having guidelines, which many other agencies have. He made comments about how it can be intimating to be at the podium speaking in front of a Council and public. He noted that the goal is to have everyone be able to express their views. Furthermore, Vice Mayor Gee remarked that social media was not covered in this document and how mobile devices may be intimidating. Another Council Member said he is ready to support this because he believes a guide is important. He does like the content and he is fine approving or postponing. Council Member Pierce said she would support the item with the modifications she mentioned, and she will be submitting these to the subcommittee for consideration. JOINT CITY COUNCIL/SUCCESSOR AGENCY BOARD November 19, 2012 MEETING MINUTES PAGE 4 MINUTE BOOK NO. 64 Page No. 238