1. 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

2. 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

3. 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

4. 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

5. 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

6. 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

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

8. 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

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

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

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

12. 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

13. 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:
council-documents/

14. 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

15. 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

16. 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

17. 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

18. 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

19. 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

20. 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

21. Questions?
Sally Hinrichsen – Monticello City Clerk Kim Downs – Hiawatha City Administrator Kelly Kornegor – Hiawatha City Clerk