PRINCIPLES OF EFFECTIVE CITY MANAGEMENT

Iowa Municipal Professionals InstituteJuly 15, 2013

EFFECTIVE CITY MANAGEMENT - OPERATIONAL

#1 - Council EffectivenessBreak

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 Agenda developmento Meeting management – rules of order,

policieso Information flow – meeting packetso Citizen inputo Use of work sessionso Complaint handling

Processes

o Contacting /making requests/ giving directions to staff – without disrupting operations

o Boards & commissions – contact & information

o Intergovernmental relationso Performance reviews

Teamwork

Support decisions unanimously – regardless of your own views.

Effective Decision-Making – Staff Role

Urge deliberate discussionso 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

Staff:o Be factual & objectiveo Provide relevant info o Frame the issueso Craft alternative recommendations o Facilitate the decision-making processo 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-RangeBudgetGoal-settingAction PlanSpecific project planning

Act strategically

Mid-RangeCapital Improvements program (CIP)Equipment Replacement PlanFinancial Policies

Act strategically

Long-RangeComprehensive 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.

BREAK

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

Elements/Practices:Chain-of-CommandPersonnel PoliciesJob DescriptionsSafetyWorkforce PlanningTraining and Career Development

HUMAN RESOURCES ADMIN

HUMAN RESOURCES ADMIN

Elements/Practices: Hiring/Promotion Performance appraisal Discipline Labor-management relations

(collective bargaining) 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

IMPORTANT LAWS

ADA FMLA OSHA HIPAA ADEA

OTHER IMPORTANT LAWS

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