DEVELOPING AND MAINTAINING EFFECTIVE WORKING RELATIONSHIPS

IOWA LEAGUE OF CITIES

SEPTEMBER 24, 2015

FORMAT

• Review some basic concepts (sit back & enjoy)

• Quiz – 20 Questions - audience interaction

BASIC PREMISE #1

Effective policy development and

implementation require teamwork.

BASIC PREMISE #2

The interaction and effectiveness of the team will ultimately determine

whether the city will or will not be able to achieve its

goals.

THE TEAM CONCEPT IN A CITY SETTING

Teamwork = functioning cohesively as a group

The goal: elected officials and staff working together to achieve common objectives

KEY ELEMENTS

A shared direction and set of goals

Clear roles and responsibilities

Effective processes and methods

Agreement to the basic rules of the game

Open communications (two-way)

KEY ELEMENTSElement 1: Team Goals and Direction

Goals are what the city team is striving for.

STRATEGIES TO ENHANCE EFFECTIVENESS

Develop and approve goals and priorities:

• Short-term: Council goal setting• Develop Action Plan

• Longer-term: Strategic planning• Other key plans

STRATEGIES TO ENHANCE EFFECTIVENESSCommunicate goals and priorities:

• Staff• Boards and Commissions• Public• Stakeholders, other local

governments• New team members

STRATEGIES TO ENHANCE EFFECTIVENESSConnect goals and priorities with policy-making, decision-making:

• Budget• CIP• Annual Work Programs• Performance evaluations

Periodically review and monitor

KEY ELEMENTSElement 2: Team Member Roles and Responsibilities

For effective teamwork, roles and responsibilities need to be distributed and understood among team members.

TEAM MEMBER ROLES AND RESPONSIBILITIES

Mayor

City Council

City Administrator

Department Heads

Boards and Commissions

Committees, Task Forces

ROLES AND RESPONSIBILITIES

All team members:

Understand and make clear the relationship between the Mayor – Council – City Adm. – Staff

Act in accordance with defined roles

KEY ELEMENTSElement 3: Develop and use effective processes for handling common issues

PROCESSES

Agenda development Information flow and meeting packetsGoal and policy implementation reviewProgram, project and financial monitoring and reportsCouncil orientation

PROCESSES Complaint handling

Chain-of-Command; making requests and giving direction to staff

Intergovernmental relations

Negotiations

Purchasing

Others

KEY ELEMENTSElement 4: Understand and follow team norms/”rules of the game”

TEAM NORMS/RULES OF THE GAME

Comply with legal requirements

•Open Meetings Law

•Public Records Law

•Gift Law

•Conflict-of-Interest Law

•Local Policies

Practice integrity and behave ethically

TEAM NORMS/RULES OF THE GAME

• Support decisions unanimously – regardless of your own views/votes

• Show respect, civility – elected, staff, public

• Respect the process – agree on the way decisions are made

• Participate with commitment

TEAM NORMS/ RULES OF THE GAME

Chain-of-command

Confidentiality

Council orientation

Periodically discuss & review

KEY ELEMENTSElement 5: Open two-way communications

EXPECTATIONS/ PROCESSES

Share information – when, what?

Equal information to all members

Identify relevant info needed

Role of staff – staff recommendations

Council questions – try to ask for information before the meeting

20 QUESTIONS

How effective is your organization in developing and maintaining effective working relationships?

1. Does your council set clear goals and priorities for the year ahead?

2. If council sets goals and priorities, do they clearly communicate them to staff, boards/commissions, stakeholders, the public?

3. If council sets goals and priorities, do they regularly review the status of implementing goals?

4. Does your council give adequate consideration to staff recommendations?

5. Does your council give adequate consideration to recommendations from boards, commissions, committees, task forces?

6. Does your council have procedures for involving the community in key projects and activities?

7. Do all council members carefully review council materials before meetings?

8. Do all council members have the same information on important issues?

9. Once council makes a decision, do they all work together – with staff - to see that it is accepted and carried out?

10. Do mayor/council treat each other with mutual respect and courtesy?

11. Do the elected officials and staff treat each other with mutual respect and courtesy?

12. Are elected officials and staff consistently able to hold confidential items to themselves?

13. Does your council receive regular reports regarding city projects and activities?

14. Are ethical standards well understood and followed throughout the organization – elected officials and staff?

15. Does your city have a standard process for handling citizen requests and complaints?

16. Do your mayor/council clearly understand the city’s financial condition and make sound budgetary decisions?

17. Does your council avoid unbudgeted appropriations?

18. Does your city have an updated CIP, equipment & asset replacement plan?

19. Do elected officials and staff attend training programs?

20. Is there an orientation process for newly elected officials?

CONTACT INFORMATION

Jeff Schott

Institute of Public Affairs

The University of Iowa

319-335-4520

jeff-schott@uiowa.edu