City Manager Ashoka told the Human Relations Commission on Thursday that the city is pursuing a proactive effort to establish clearer expectations for how commissioners and staff work together, saying, “I am not here because there's a problem,” and framing the item as preventive rather than disciplinary.

The presentation summarized staff feedback collected across multiple city boards and commissions and proposed a short list of “partnering norms” intended to protect staff, support commissioners and keep public meetings productive. Ashoka said the proposal reflects the staff perspective and is intended as a starting point for cross‑commission conversation rather than a finalized policy.

Commissioners generally welcomed the initiative and used the discussion to surface specifics they would like staff to address. Commissioner Barr asked whether commissioners may raise subjects with staff outside meetings and was told that it is appropriate to advocate individually so long as the commissioner “make[s] sure that the person you're speaking to is clear that you're speaking as an individual and not behalf of the HRC.” Several commissioners emphasized that disagreement is normal and useful but that it must remain respectful; one commissioner summarized the intent: “Disagreements are fine. Disrespect is not.”

Commissioners and staff debated whether the proposed norms should apply only to commission liaisons who work regularly with staff or more broadly to city personnel who present to commissions infrequently. Ashoka said the list was intended broadly, including staff presenters seen only once, because those interactions can be particularly consequential. Commissioners also discussed informal ways to build rapport, including occasional staff‑commission lunches and periodic dialogues with assistant city managers; a commissioner cautioned that staff time is limited and such lunches should not impinge on essential work.

Members identified one practical area for improvement: how commissioners give feedback on staff work. Several commissioners said they want guidance on distinguishing substantive critique of policy content from critique of staff performance so feedback can be delivered constructively and privately when appropriate. Ashoka suggested some items might be better handled at the commission's annual retreat rather than at a regular meeting.

No formal action, motion or vote was recorded on the partnering norms at this meeting; commissioners asked staff to return with additional detail and to consider adding the topic to the commission retreat agenda.

The commission closed the discussion by inviting continued staff engagement and indicating willingness to pilot approaches across other commissions.