1. 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

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

3. 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

4. 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 +

5. 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

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

7. 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

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

9. 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.

10. 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.

11. 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

12. 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

13. 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

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

15. 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

16. 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

17. 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

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

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

20. 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!

21. 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.

22. 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.

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

24. 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!