City Councils in Transition #IowaLeague18 City Councils in Transition Jeff Schott Senior Advisor Iowa City/County Management Association Handouts and presentations are available through the event app and at www.iowaleague.org.

CITIES IN TRANSITION? Long-term elected officials leave – voluntarily or involuntarily Transitioning to the new “team”

VARIATIONS OF TRANSITION 1 newly elected official joins the team 2 of 5; 3 of 7 newly elected A majority are newly elected Newly elected mayor replace long-time mayor

CHALLENGES GALORE – FOR ANY NEWLY ELECTED OFFICIAL Daunting challenges facing all city officials + Need to learn different aspects and operations of city government + Legal & procedural requirements + Key issues facing the city +

ADDITIONAL CHALLENGES FOR CITIES IN TRANSITION Maintaining continuity On-going commitments/obligations Previously approved plans/projects/policies Loss of institutional memory Background/history Past practices Current policies

UNDERSTANDING OF: Roles/Responsibilities/Duties/Authority Mayor Council City Administrator Dept Heads Boards & Commissions Budget/Finance Purchasing/Contracting/Bidding

UNDERSTANDING OF: Organizational Structure/Chain-of-Command Human Resources Policies/Procedures Important Laws: Open Meetings Public Records Gift Law Conflict-of-Interest, etc., etc. + City Policies/Procedures

ADDITIONAL CHALLENGES FOR CITIES IN TRANSITION – INTERPERSONAL DYNAMICS Learning/understanding differences on the new team: Values Perspectives Personalities

STRATEGIES FOR DEALING WITH CHALLENGES FOR CITIES IN TRANSITION Effective and timely orientation – Help provide newly elected officials with the kind of information they need to be knowledgeable and effective members of the city council.

SOME SUGGESTIONS Put together an agenda Prioritize the really important points Don’t provide all the details and background on every important issue or activity. Have the right people at the sessions to answer questions, provide background.

City Organizational Overview Duties, roles, responsibilities, authority, chain- of-command: Mayor/Council City Administrator Departments Key staff Council committees Boards and commissions Citizens advisory committees/task forces

Review Current City Issues Review significant current/looming city issues Review current city goals and priorities Review status of major city projects and initiatives Review key intergovernmental relationships and issues Provide sufficient time for them to become comfortable with major issues

Finance and Budget Overview of city financial condition City budget development process, calendar Capital Improvements Program (CIP) process, calendar Financial monitoring & reports Purchasing policies Investment policies

Complaint Process Explain how complaints are processed Review which depts./personnel handle what kinds of complaints “Don’t make promises”

Council Meetings Rules of procedure, meeting protocols Types of council actions – ordinances, resolutions, motions Council voting procedures and vetoes Agenda development Council work sessions Information flow - meeting packets

Other Strategies Encourage attendance at MLA (election year) Iowa Municipals Policy Leaders’ Handbook – latest edition (MLA) Encourage new members to ask questions – they cannot be expected to know all the answers immediately Mentoring

Other Important Processes Performance reviews – key staff Authority and responsibility for personnel actions Emergency preparedness Status of emergency plans Duties and responsibilities of elected officials and staff during emergency situations Requirements for NIMS training

Key Legal Requirements Open Meetings Law Public Records Law Ethics/Conflicts-of-Interest Gift Law Home Rule

Provide Important Documents Current city budget A calendar of upcoming council meetings and other important city events Organizational chart Key staff - phone/e-mail directory Council goals and priorities/strategic plan Comprehensive plan Other important planning documents

Tour City Facilities  “Up close and personal” - city buildings and operations “Behind the scenes” Opportunity to ask questions about different aspects of city activities. Opportunity to meet city employees in informal setting. Extend invitation to incumbent elected officials Comply with the Open Meetings law!

OTHER ORIENTATION SUGGESTIONS Include key staff – It is important for the new council members to get to know department heads and other key staff early in their tenure. But do not allow one department to put on a bigger show than other departments.

ENCOURAGE CONTINUING TRAINING Not possible to provide a complete briefing on all facets of city issues, activities, and programs. Take advantage of additional training opportunities - Iowa League of Cities, regional leagues, councils of governments, etc.

MOST IMPORTANTLY!!! Council Goal Setting – Retreat Get to know each other in informal setting Identify issues/concerns/priorities of the new team!

OTHER SUGGESTIONS - FOR STAFF Treat all new members alike – Make the same opportunities available to all new council members with no exceptions. Maintain neutrality – Provide useful information but do not advocate for a particular position (including the status quo). Meet individually with all elected officials and find out what’s on their minds – listen!