1. PRINCIPLES OF EFFECTIVE CITY MANAGEMENT Iowa Municipal Professionals Institute July 15, 2013

2. EFFECTIVE CITY MANAGEMENT - OPERATIONAL  #1 - Council Effectiveness Break  Service Delivery  Staff Effectiveness  Management of Public Funds  Human Resources Administration

3. EFFECTIVE CITY MANAGEMENT - POLICY  Strategic Leadership  Policy Facilitation  Communication  Democratic Principles  Integrity

4. STRATEGIES TO ENHANCE COUNCIL EFFECTIVENESS  Roles and responsibilities  Teamwork  Effective decision-making  Acting strategically – policy leadership

5. TEAM MEMBER ROLES AND RESPONSIBILITIES  Mayor & Council  City Manager/Administrator  City Staff

6. MAYOR /COUNCIL – SHARED GOVERNANCE ROLE  Decision-making on direction and resources  Anticipate and focus on issues  Listen to the citizens  Educate the public  Mobilize support in the community  Set the “tone” for the city

7. CITY COUNCIL DUTIES  Legislation – ordinances, resolutions, motions  Approve/amend/monitor budgets  Establish city policies  Approve plans and programs  Approve expenditures and payments  Approve contracts  Appointments

8. CITY COUNCIL AUTHORITY  Council only exercises its powers when acting as a group in official session and adopting ordinances, resolutions and motions.  Individual council members have no authority on their own.

9. CITY MANAGER/ADMINISTRATOR  Implements council goals  Information source for council; between council and staff; with public  Analyzes issues and develops professional recommendations  Develops proposed budget*  Mediates and resolves conflicts  Supervises departments/employees*

10. CITY STAFF  Provide services and products  Respond to citizen issues  Implement decisions, plans, programs and policies  Analyze issues; develop professional recommendations  Educate and develop employees; evaluate and adjust performance

11. Roles and Responsibilities  Understand and make clear the relationship between the Mayor – Council – city manager– staff  Act in accordance with defined roles

12. THE TEAM CONCEPT  Teamwork = functioning cohesively as a group  The goal – elected officials and staff working together to achieve common objectives

14. Staff Strategies to Enhance Teamwork  Identify goals and priorities  Share information among all members  Clarify roles and expectations  Use effective reporting systems  Financial monitoring & reports  Project updates  Goal & policy implementation review  Develop and use effective processes for handling common issues:

15. Processes oAgenda development oMeeting management – rules of order, policies oInformation flow – meeting packets oCitizen input oUse of work sessions oComplaint handling

16. Processes oContacting /making requests/ giving directions to staff – without disrupting operations oBoards & commissions – contact & information oIntergovernmental relations oPerformance reviews

17. Teamwork Support decisions unanimously – regardless of your own views.

18. Effective Decision-Making – Staff Role  Urge deliberate discussions oTry to get agreement on the way decisions should be made  Give adequate time for decision- making Avoid forcing decisions prematurely– despite pressure for action

19. Decision – Making  Staff: oBe factual & objective oProvide relevant info oFrame the issues oCraft alternative recommendations oFacilitate the decision-making process oShare information among all Council Members

20. Decision–making  Consider alternative actions Including the “Do Nothing” alternative  Encourage public involvement – without capitulation Responsiveness versus Responsibility

21. Act strategically  Address critical issues  Identify priorities  Develop plan to accomplish priorities

22. Act strategically  Develop/update as needed: Short-Range Budget Goal-setting Action Plan Specific project planning

23. Act strategically Mid-Range Capital Improvements program (CIP) Equipment Replacement Plan Financial Policies

24. Act strategically Long-Range Comprehensive Plan

25. POP QUIZ

26. QUIZ RESULTS If your total score is: Above 100: Your city meets the criteria for effectiveness. 80 - 100: Your city meets many of the criteria for effectiveness. 40 - 80: Your city meets some of the criteria for effectiveness. Below 40: Your city needs to significantly improve its effectiveness.

27. BREAK

28. PRINCIPLES OF EFFECTIVE CITY MANAGEMENT  Definition  Elements/Practices  Scenarios

29. SERVICE DELIVERY  Providing city services efficiently, effectively and economically

30. SERVICE DELIVERY Elements/Practices:  Operational effectiveness  Operational planning  Citizen (customer) service  Quality assurance Performance measures Citizen/customer satisfaction

31. STAFF EFFECTIVENESS  Promoting the development and performance of staff throughout the organization

32. STAFF EFFECTIVENESS Elements/Practices:  Clearly Defined Roles, Responsibility, Authority  Team Leadership  Delegating/Empowerment/ Accountability  Appropriate Equipment & Technology  Training and Development

33. MANAGEMENT OF PUBLIC FUNDS  Ensuring the cost-effectiveness of programs, balancing budgets and securing the financial health of the community

34. MANAGEMENT OF PUBLIC FUNDS Elements/Practices:  Budget development & monitoring  Payroll administration  Purchasing  Insurance and Risk Management  Project financing  Debt issuance & debt service

35. MANAGEMENT OF PUBLIC FUNDS Elements/Practices:  Equipment/asset replacement planning  Capital Improvements Programming  Financial Analysis

36. HUMAN RESOURCES ADMIN  Ensuring that personnel policies and procedures are equitable, legal and current; ensuring practices are adequate to accomplish objectives

37. Elements/Practices:  Chain-of-Command  Personnel Policies  Job Descriptions  Safety  Workforce Planning  Training and Career Development HUMAN RESOURCES ADMIN

38. Elements/Practices:  Hiring/Promotion  Performance appraisal  Discipline  Labor-management relations (collective bargaining)  Important laws

39.  Chapter 20 - Public Employment Law  Chapter 400 – Civil Service  Fair Labor Standards Act  Civil Rights Acts – Fed & State  Veterans Preference Laws  Military Leave IMPORTANT LAWS

40.  ADA  FMLA  OSHA  HIPAA  ADEA OTHER IMPORTANT LAWS

41. STRATEGIC LEADERSHIP  Positioning the organization and community for events and circumstances anticipated in the future

42. STRATEGIC LEADERSHIP Elements/Practices:  Goal-Setting  Strategic Planning/Visioning  Comprehensive Planning  Initiative and Innovation  Implementation

43. POLICY FACILITATION  Helping elected officials and others identify, work toward and achieve common goals and objectives

44. POLICY FACILITATION Elements/Practices:  Effective leadership  Collaboration Other governments Non-profits Public-private partnerships  Facilitating Council effectiveness  Negotiation

45. COMMUNICATION  Facilitating the flow of ideas, information and understanding among individuals

46. COMMUNICATION Elements/Practices:  Information to Mayor/Council  Information to the public – two-way  Responding to citizen “requests”  Media relations  Internal communications

47. DEMOCRATIC PRINCIPLES  Demonstrating commitment to democratic principles

48. DEMOCRATIC PRINCIPLES Elements/Practices:  Respecting elected officials  Citizen participation/citizen engagement  Educating citizens  Interaction with citizen boards, commissions, advisory committees  Diversity

49. INTEGRITY  Demonstrating fairness, honesty, ethical and legal awareness in personal and professional relationships and activities

50. INTEGRITY Elements/Practices:  Personal integrity  Professional integrity  Organizational integrity  Ethical standards

51. SCENARIOS