Best Management Best Management PracticesPractices

Elyse Ackerman-CasselberryElyse Ackerman-Casselberry

Colorado Department of Local Colorado Department of Local Affairs Regional ManagerAffairs Regional Manager

Roles and Roles and ResponsibilitiesResponsibilities

Elected OfficialsElected Officials

Set policySet policy Use enabling authority and charter to protect Use enabling authority and charter to protect

public interestpublic interest Appoint certain staff and boards that will further Appoint certain staff and boards that will further

the mission of the communitythe mission of the community Provide general direction and on-going two-way Provide general direction and on-going two-way

communicationcommunication Interact with constituents, provide forum for Interact with constituents, provide forum for

public discoursepublic discourse Make decisions for the good of your communityMake decisions for the good of your community

Elected Officials – Elected Officials – Key Elements to Consider: Key Elements to Consider:

continuedcontinued

EthicsEthics– Be professional Be professional – In this business “perception is reality”In this business “perception is reality”

Code of ConductCode of Conduct– Respect each other as professionalsRespect each other as professionals– ConfidentialityConfidentiality– Be a positive ambassador for the townBe a positive ambassador for the town– Avoid surprisesAvoid surprises

ConsistencyConsistency– Lack of consistency can create legal, liability Lack of consistency can create legal, liability

and fairness issuesand fairness issues– Establish polices & procedures to create a Establish polices & procedures to create a

predictable environment for yourselves, predictable environment for yourselves, staff, and the publicstaff, and the public

Elected Officials – Elected Officials – Key Elements to Consider:Key Elements to Consider:

Leadership Leadership – You are a community leader!You are a community leader!– So are the other 6 people sitting beside you.So are the other 6 people sitting beside you.

The Big PictureThe Big Picture– You are mandated by law to make decisions that impact You are mandated by law to make decisions that impact

people’s lives people’s lives – Agree to disagree Agree to disagree – Position is a “24/7” obligationPosition is a “24/7” obligation

Information/AnalysisInformation/Analysis– Information is the key Information is the key – Information for evaluationInformation for evaluation– The right decision is not necessarily the most popular, and The right decision is not necessarily the most popular, and

sometimes the most popular decision is not the right onesometimes the most popular decision is not the right one

Elected Officials – Elected Officials – Key Elements to Consider:Key Elements to Consider:

InvolvementInvolvement– Public Service = Involvement!Public Service = Involvement!– Be careful of overextending yourself Be careful of overextending yourself

ResourcesResources– Use your professional organizations, Use your professional organizations,

neighboring communities and staff to neighboring communities and staff to access resources and technical access resources and technical assistanceassistance

When Making Decisions:When Making Decisions:

Work from fact, information, Work from fact, information,

debate, discussiondebate, discussion

NOTNOT

EMOTION or HEAR SAYEMOTION or HEAR SAY

Elected Official RolesElected Official Roles

As a member of the board, it is important that you:

Do not favor any particular special interests.

Do not use this board for your own personal advantage or for the advantage of friends or supporters.

Keep privileged information confidential.

Approach all board issues with an open mind

Be cautious in exercising authority as an individual board member on behalf of the entire BOCC.

Respect that decisions are made by majority vote

You may have been elected by followers of certain interests or issues, but you have a duty to the entire community.

Not take things personally, or make things personal!

Administrator/BOCC Administrator/BOCC Governance StructureGovernance Structure

Administrator appointed by Board Administrator appointed by Board Delegated responsibility and Delegated responsibility and

oversight of operation and oversight of operation and management decisionsmanagement decisions

Manager serves as “CEO” at the Manager serves as “CEO” at the pleasure of the Boardpleasure of the Board

Oversees all personnel mattersOversees all personnel matters

AdministratorAdministrator Prepares a budget for the board consideration

Recruits, hires, terminates, disciplines, and supervises staff

Serves as the board’s chief advisor

Carries out the board’s policies and strategic direction

Provides complete and objective information about local operations

Discusses the pros and cons of alternatives and offers an assessment/ consequences of a board’s decisions

Serves at the pleasure of the governing body

Can be fired by a majority of the board, consistent with local laws, or any employment agreements

Traditionally works as an exempt or salaried employee

May make policy recommendations to the board for consideration and final decision.

Is bound by whatever action the board takes

Clarifying Roles of Board-Staff TeamClarifying Roles of Board-Staff Team

Role of the BoardRole of the Board Role of the ManagerRole of the ManagerElected and accountable to the citizensElected and accountable to the citizens Appointed by and accountable to the BoardAppointed by and accountable to the Board

Appoints the Administrator (and possibly Appoints the Administrator (and possibly others)others)

Appoints all remaining staffAppoints all remaining staff

Represents the organization to the wider Represents the organization to the wider community/stakeholderscommunity/stakeholders

Manages day-to-day contactManages day-to-day contact

Ensures the organization is abiding by the Ensures the organization is abiding by the lawlaw

Manages the organization in order to Manages the organization in order to ensure its complianceensure its compliance

Governs the organizationGoverns the organization Manages the organizationManages the organization

Responsible for policy formationResponsible for policy formation Responsible for policy implementation, Responsible for policy implementation, informing and guiding the Board on informing and guiding the Board on realistic and achievable goalsrealistic and achievable goals

Develops and prioritizes long term goalsDevelops and prioritizes long term goals Delivers on short-term goals and Delivers on short-term goals and implements long-term Board goalsimplements long-term Board goals

Approves annual budgetApproves annual budget Prepares annual budgetPrepares annual budget

Establishes financial and other governance Establishes financial and other governance policiespolicies

Implements financial and other policiesImplements financial and other policies

Ensures annual audit is completeEnsures annual audit is complete Serves as liaison with auditors and provides Serves as liaison with auditors and provides all financial recordsall financial records

Sets Agendas and Manages Board/Council Sets Agendas and Manages Board/Council MeetingsMeetings

In conjunction with the BOCC, sets and In conjunction with the BOCC, sets and executes agenda for meetingsexecutes agenda for meetings

Self GovernsSelf Governs Manages Staff not BOCCManages Staff not BOCC

StaffStaff Hired by the AdministratorHired by the Administrator

Serves under the direction of the AdministratorServes under the direction of the Administrator

Provides technical expertise and guidanceProvides technical expertise and guidance

Assists with researchAssists with research

Provides staff review and reportsProvides staff review and reports

Advises BOCC, Administrator, and other elected Advises BOCC, Administrator, and other elected officialsofficials

Suggestions for Good Suggestions for Good Relationships with StaffRelationships with Staff

Do NOT give direct orders to individual employees. Do NOT give direct orders to individual employees. – Help ensure effective and efficiency government by passing Help ensure effective and efficiency government by passing

your complaints, suggestions and orders through the proper your complaints, suggestions and orders through the proper chain-of-command.chain-of-command.

– Understand what the Chain of Command is Understand what the Chain of Command is – Create an understanding of effective follow-throughCreate an understanding of effective follow-through

Take citizen concerns/complaints to the administrative Take citizen concerns/complaints to the administrative head of the Town. head of the Town. – Listen to the complaint courteously, tell the citizen you will Listen to the complaint courteously, tell the citizen you will

pass it along.pass it along.– Establish protocol for responsesEstablish protocol for responses

Honor the governing body-staff partnership. Honor the governing body-staff partnership. – Staff really wants you to look good!Staff really wants you to look good!

Good GovernanceGood Governance

Working Together as a Working Together as a BoardBoard

John Nalbandian’s Characteristics John Nalbandian’s Characteristics of Highly Effective Councils/Boardsof Highly Effective Councils/Boards

Ability to deal with issues AS A TEAMAbility to deal with issues AS A TEAM Willingness to address DIFFICULT Willingness to address DIFFICULT

issuesissues Successful relationship with Successful relationship with

Professional StaffProfessional Staff

Keys to Successful PartnershipsKeys to Successful Partnerships Find common ground when setting policyFind common ground when setting policy

Clearly define policy goals and outcomesClearly define policy goals and outcomes

Manage each others behavior and seek Manage each others behavior and seek cooperation from each other (Code of cooperation from each other (Code of Conduct)Conduct)

Work with each other respectfully when in Work with each other respectfully when in disagreementdisagreement

Support the outcomes and decisions made Support the outcomes and decisions made

Best PracticesBest Practices Criticize the project or the process….not the person (avoid Criticize the project or the process….not the person (avoid

scape-goating staff or fellow council members)scape-goating staff or fellow council members)

Don’t take things personally. You are here to oversee the Don’t take things personally. You are here to oversee the business of the town. business of the town.

Create mechanisms that protect staff from being drawn into Create mechanisms that protect staff from being drawn into intra-council or community conflictsintra-council or community conflicts

Share information equally to all BOCC members ALWAYS!!Share information equally to all BOCC members ALWAYS!!

Support the majority decision of the Board once a vote has Support the majority decision of the Board once a vote has been takenbeen taken

Best PracticesBest Practices Seek and abide by the Recommendations of Your Legal Seek and abide by the Recommendations of Your Legal

Counsel Counsel

Exercise caution when discussing issues outside of board Exercise caution when discussing issues outside of board meetingsmeetings

Come to Meetings Well PreparedCome to Meetings Well Prepared

Avoid Making Promises or Commitments Ahead of Time Avoid Making Promises or Commitments Ahead of Time

Be Time-Conscious and Concise Be Time-Conscious and Concise

Ensure that All Interested Parties Feel That They Have Been Ensure that All Interested Parties Feel That They Have Been HeardHeard

Best PracticesBest Practices Maintain Control of the Discussion with Formality Maintain Control of the Discussion with Formality

and Protocoland Protocol

Base all Discussions on the Facts and Relevant Base all Discussions on the Facts and Relevant InformationInformation

Insist on decorum from each other, staff, and Insist on decorum from each other, staff, and participants in discussionsparticipants in discussions

Best PracticesBest Practices Remind yourself of your role:Remind yourself of your role:

– Goal Setter Goal Setter – develop a vision for the community; – develop a vision for the community; establish goals and milestonesestablish goals and milestones

– Decision Maker Decision Maker – formulate and adopt policies, – formulate and adopt policies, programs and budgetsprograms and budgets

Don’t forget that as an Board you can:Don’t forget that as an Board you can:– Interpret Interpret – Anticipate Anticipate – AdvocateAdvocate – mobilize support for board decisions – mobilize support for board decisions

Use your Best PracticesUse your Best Practices

Take care of yourself!!!Take care of yourself!!!

CREDITSCREDITS

Colorado Counties Inc.: Colorado Counties Inc.: www.ccionline.org

Special District Association of Special District Association of Colorado: Colorado: www.sdaco.org

Department of Local Affairs, Department of Local Affairs, Division of Local Government: Division of Local Government: www.dola.colorado.gov

Sample Code of ConductSample Code of Conduct Value each other’s ideas and value each other as a personValue each other’s ideas and value each other as a person Cooperate with others, work together as a teamCooperate with others, work together as a team Keep discussions in the room for executive session or sensitive Keep discussions in the room for executive session or sensitive

issuesissues Avoid personal attacks and personalizationAvoid personal attacks and personalization Keep in mind the “Big Picture” in your decisions: our vision and Keep in mind the “Big Picture” in your decisions: our vision and

our goalsour goals Respect and support the Board’s decisions or state that you Respect and support the Board’s decisions or state that you

cannot, but do not undermine the decision of the Boardcannot, but do not undermine the decision of the Board Share credit, we are successful as a town/district teamShare credit, we are successful as a town/district team Treat others with respect: respect the individual, their opinion, Treat others with respect: respect the individual, their opinion,

support each other and learn from each othersupport each other and learn from each other Be a positive ambassador for the town or district – represent the Be a positive ambassador for the town or district – represent the

entity’s policies, visions and plans 24 hours a dayentity’s policies, visions and plans 24 hours a day Keep each other informed—avoid surprisesKeep each other informed—avoid surprises HAVE FUNHAVE FUN

Sample Code of ConductSample Code of Conduct

http://www.douglas.co.us/includes/http://www.douglas.co.us/includes/documents/documents/DCBCPolicyManual__March2010updatDCBCPolicyManual__March2010update.pdfe.pdf