Building Effective Meetings #IowaLeague17 Building Effective Meetings Kim Downs, Kelly Kornegor, and Sally Hinrichsen Handouts and presentations are available through the event app and at www.iowaleague.org.

City Council Agenda Preparation usually done by City Clerk or City Administrator Simple list of topics to be considered Elaborate list of topics for consideration that includes detailed explanations

City Council Agenda Definition of a Government Body – State Code Chapter 21.2 Boards Council Commissions Advisory Board or Task Force Created by an executive order of a political subdivision of this State to develop and make recommendations on public policy issues Others

City Council Agenda Must be posted at least 24 hours prior to the actual meeting Exception to 24 hours posting Good Cause – where such notice is impossible or impractical, in which case as much notice as is reasonably possible shall be given

City Council Agenda When necessary to hold a meeting in less than 24 hours’ notice or at place that is not reasonably accessible to the public, or at a time that is not reasonably convenient to the public Nature of the good cause justifying that departure from the normal requirements shall be stated in the minutes

City Council Agenda Public Notice requirements per State Code Chapter 21.4 Time Date Place Tentative Agenda In manner reasonably calculated to apprise the public of that information

City Council Agenda News Media Reasonable notice shall include advising any news media that has filed a request for notice with the governmental body

City Council Agenda Posting Notice On a bulletin board or other prominent place which is easily accessible to the public and clearly designated for that purpose at the principal office of the body holding the meeting If no such office exists, at the building in which the meeting is to be held

City Council Agenda Tentative Agenda Roll call Approval of Agenda Approval of Consent Agenda Open Forum or Public Input Motions Public Hearings Resolutions

City Council Agenda Amended Tentative Agenda Samples Ordinances Reports Adjournment Amended Tentative Agenda Note amendment and date and/or time posted Samples

City Council Agenda Council Meeting Procedures Written policy and procedures for the Council to follow Samples League Website

City Council Packet Organize the following paperwork to match the business items on the City Council Agenda: Department memo Supporting documents (quotations/bids, project photos, draft agreement, etc.) Resolution or ordinance

City Council Packet Scan packet documents in as .PDF files Create PDF Portfolio using Adobe Acrobat Save PDF Portfolio on flash drive and on City website Example of City Council packet portfolio on a flash drive and how to get to the packet on the website here: https://www.hiawatha-iowa.com/government/city- council-documents/

City Council Packet Each City Council member receives a flash drive and agenda on the Friday before the City Council meeting Early delivery allows time for City Council to read through the material and ask staff any questions they may have in advance of the meeting Questions answered in advance = more efficient meetings; City Council members are prepared to make a decision when they arrive at the meeting City Council packet available online in advance of the meeting also keeps citizens informed and promotes open government

Mission To anticipate and provide for the needs of our community through quality service, innovation and leadership for today and in the future How do you proceed as a council member/mayor today and for those members coming in? Through providing council orientation, establishing an ethics policy and strategic planning you create a common mission, set goals and provides direction for all

Council/Mayor Orientation New members and current Discuss and establish roles Mayor’s role Seek consensus towards desired outcomes Encourage quality communications Help create, maintain and strengthen the effectiveness of the local leadership team Encourage and support the community during a crisis

Council/Mayor Orientation Council’s role Elected Officials are Policy Leaders Review and establish community vision Develop long-term goals, priorities, and objectives Adopt policies to guide local programs and services Update comprehensive plans, annual budgets and capital improvement plans Relay citizens concerns and request and coordinate responses with local staff

Takes a Team to Operate a City Most important thought process-mayor/council and staff are on the same team Its important to remember when a policy/plan is approved and it was not a unified decision there is value in supporting the decision as a whole Professional respect for one another Expect and command a level of trust, acceptance, and support among members/staff Ethics policy sets perimeters

Ethics Policies Act in the publics best interest Comply with the law-laws are not limited to the U.S. and Iowa constitutions Conduct of members Respect for Process Conduct of Public Meetings Use of public resources Advocacy Policy Role of members Independence of Boards and Commissions Positive Work Place Environment

Strategic Planning Strategic planning or goal setting helps give your community direction Moves the organization and the community toward a desired future; Provides a framework for action guiding the leadership team-mayor/council/staff; Organizes priorities, creates open conversation and a vision; Helps manage time more effectively by deciding which issues the governing body will focus on; Creates a clear guideline for city administrator and city staff’s time, budgeting and capital improvement plans, streamlines Helps set directives for economic development, comprehensive plan, and internal initiatives; Cost effective; added value

Questions? Sally Hinrichsen – Monticello City Clerk sallyh@ci.monticello.ia.us Kim Downs – Hiawatha City Administrator kdowns@hiawatha-iowa.com Kelly Kornegor – Hiawatha City Clerk kkornegor@hiawatha-iowa.com