Charlottesville City Council
Proposed Work Retreat Agenda
January 18, 2018, Morven Meeting Barn, 2:00 p.m. – 6:00 p.m.

1. Opening activity
2. Develop retreat ground rules
3. Update retreat agenda: remove items, add items, and reorder items as needed
4. Continue discussion of City Council Meeting Structure and Procedures
           a. Review Council Meeting Procedures and Open Letter from City Council currently
              on the web site
           b. Review Dr. Bellamy’s proposal that was discussed at the Council meeting January 16,
              2018 as well suggested changes to the proposal from fellow Council members and
              the public including but not limited to:
                    i. Enforcing a culture of mutual respect during City Council Meetings (among
                       councilors and meeting attendees)
                   ii. Start times, locations, town hall / other formats, limits on number of
                       speakers, speaker time limits, sign up process, etc.
                  iii. Use of Facebook live stream, Twitter, Open Town Hall application, etc. to
                       increase engagement opportunities during the meetings
                  iv. Expanding engagement opportunities for Council agenda development
                       process (i.e., posting draft agendas to public, inviting public feedback on
                       suggestions for upcoming agenda items, etc.)
                   v. Expanding accessibility to meeting materials and meetings (i.e., Spanish
                       translation for agendas, sign language, closed captioning, etc.)
           c. Discuss options for reimagining physical space for Council meetings, including
              engaging with UVA Architecture School
5. Revisit new City Council Policies and Procedures first discussed in August 2014
           a. In addition, discuss:
                    i. Use of electronic devices by Councilors during City Council Meetings
                   ii. Protocols for electronic communications among Councilors
6. Discuss Community Engagement Improvement Opportunities
           a. Review best practices from other communities
           b. Consider opportunities to regularly engage with the public beyond Council Meetings
           c. Develop and implement a basic tracking mechanism for all commitments made by
              both Council and Staff during public engagements.