PRINCIPLES OF EFFECTIVE CITY MANAGEMENT

Iowa Municipal Professionals Institute July 15, 2013

EFFECTIVE CITY MANAGEMENT - OPERATIONAL

     #1 - Council Effectiveness

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Service Delivery Staff Effectiveness Management of Public Funds Human Resources Administration

EFFECTIVE CITY MANAGEMENT - POLICY

     Strategic Leadership Policy Facilitation Communication Democratic Principles Integrity

STRATEGIES TO ENHANCE COUNCIL EFFECTIVENESS

    Roles and responsibilities Teamwork Effective decision-making Acting strategically – policy leadership

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

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

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

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.

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*

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

Roles and Responsibilities

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

THE TEAM CONCEPT

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

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:

Processes

o o o o o o Agenda development Meeting management – rules of order, policies Information flow – meeting packets Citizen input Use of work sessions Complaint handling

Processes

o o o o Contacting /making requests/ giving directions to staff – without disrupting operations Boards & commissions – contact & information Intergovernmental relations Performance reviews

Teamwork

Support decisions unanimously – regardless of your own views.

Effective Decision-Making – Staff Role

  Urge deliberate discussions o Try to get agreement on the way decisions should be made Give adequate time for decision making  Avoid forcing decisions prematurely– despite pressure for action

Decision – Making

o o o o  o o Staff: Be factual & objective Provide relevant info Frame the issues Craft alternative recommendations Facilitate the decision-making process Share information among all Council Members

Decision–making

  Consider alternative actions  Including the “ Do Nothing ” alternative Encourage public involvement – without capitulation  Responsiveness versus Responsibility

Act strategically

   Address critical issues Identify priorities Develop plan to accomplish priorities

Act strategically

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

Act strategically

Mid-Range Capital Improvements program (CIP) Equipment Replacement Plan Financial Policies

Act strategically

Long-Range Comprehensive Plan

POP QUIZ

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.

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PRINCIPLES OF EFFECTIVE CITY MANAGEMENT

   Definition Elements/Practices Scenarios

SERVICE DELIVERY

 Providing city services efficiently, effectively and economically

SERVICE DELIVERY

Elements/Practices:    Operational effectiveness Operational planning Citizen (customer) service  Quality assurance   Performance measures Citizen/customer satisfaction

STAFF EFFECTIVENESS

 Promoting the development and performance of staff throughout the organization

STAFF EFFECTIVENESS

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

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

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

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

HUMAN RESOURCES ADMIN

 Ensuring that personnel policies and procedures are equitable, legal and current; ensuring practices are adequate to accomplish objectives

HUMAN RESOURCES ADMIN

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

HUMAN RESOURCES ADMIN

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

IMPORTANT LAWS

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

OTHER IMPORTANT LAWS

     ADA FMLA OSHA HIPAA ADEA

STRATEGIC LEADERSHIP

 Positioning the organization and community for events and circumstances anticipated in the future

STRATEGIC LEADERSHIP

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

POLICY FACILITATION

 Helping elected officials and others identify, work toward and achieve common goals and objectives

POLICY FACILITATION

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

COMMUNICATION

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

COMMUNICATION

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

DEMOCRATIC PRINCIPLES

 Demonstrating commitment to democratic principles

DEMOCRATIC PRINCIPLES

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

INTEGRITY

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

INTEGRITY

Elements/Practices:   Personal integrity Professional integrity   Organizational integrity Ethical standards

SCENARIOS