Union of BC Municipalities Council as Policy-Makers, Employers and an Effective Team © George B....

Union of BC Municipalities

Council as Policy-Makers, Employers and an Effective Team

© George B. Cuff, CMC (2006)

Session by George B. Cuff, CMC 2006

2

The Agenda The Challenges What is Expected Why Role Clarity is Important What Techniques Work Tools of Governance

How Policies Contribute Effective Governance

Key Roles, Principles, Expectations, Issues, Styles, Results

Are You Value-Added??


3

The Challenges Facing A Council (1 of 3)

Community The Sense of a Common Vision; Identification of a 2005-08 “Agenda”

Keeping the Focus on the Larger Agenda Willingness to Move Past the Small Stuff

Role of Community Agencies (How Best to Engage)

Need for and Role of UBCM, FCM


4

The Challenges Facing A Council (2 of 3)

OrganizationalArticulation of Clear Roles

Assessing the Governance Model

Identification of Unnecessary Roadblocks

Using Council Resources/Interests Wisely

Understanding Fiduciary ResponsibilitiesTrust in the AdministrationAccessing Information/Assistance


5

The Challenges Facing a Council(3 of 3)

PersonalBalancing Competing Demands on Personal Time

Prioritizing Commitments

Community Service or Ego Fulfillment

Knowing When to Hold and Fold


6

Hurdles to Effectiveness

Completely new role Understanding the motivations of colleagues

Awareness to organization’s protocols

History of local government History of our municipality/region

Legislative envelope Background to current issues Wealth of reading materials


7

What is Expected of Local Government

Leaders


8

Citizens Expect Council to:

Be thoughtful Act in a compassionate manner Focus on the needs of others Use resources prudently Trust people respectfully Make good decisions Act with resolve Protect who we are


9

Governance Roles


10

Governance Roles

Guide: Develop vision, values, goals and priorities

Develop/evaluate policies and programs

Guard: Ensure people & fiscal resources protected

Ensure practices in place to implement Council decisions


11

Governance Roles

Govern: Represent the public Consider well-being & interests of the municipality

Make good choices based on needed services/programs/level of tolerated cost


12

Governance Principles

Clarity of mandate and independent authority

Orientation on the meaning & processes of governance

Comprehensive, sound & transparent decision-making process

Full disclosure of relevant information

Focus on results Trust relationship with the CAO


13

Governance Practices

Identification of Values and Vision

Clarity of Roles Objectives of Meetings Role of the Public Role of Committees Establishment of Current Policies

Involvement in Hiring/Firing Leading the Budget Process


14

Governance Model

A Composite Model Should Reflect Council’s Desire to be Open/Transparent

Primacy of Council as policy-makers Clear, step-by-step process Role of a Council-only Committee system

Use of Public Advisory Committees Role of Senior Management Team Guidelines for all Steps in the Structure


15

Governance: Types of Decision-Making Models

Standing Committee System Council Portfolio System No Committee System Committee of the Whole System

Council Initiatives System


16

Leadership is Not... An extension of administration

Managing departments

Insulting/demeaning the administration

Playing to the media

Seeking your own agenda

Being unwilling to bend on the issues

Sacrificing personal principles


17

Leadership is...There are three basic ingredients to leadership:

A guiding vision and the strength to persist in times of setback

Passion—Tolstoy said that hopes are the dreams of the waking man

Integrity—self knowledge, candor and maturity

On Becoming a Leader Warren Bennis


18

Why Role Clarity is Important


19

Need for Role Clarity Resources are limited Duplicate roles spell confusion and little accountability

Quality senior staff move to where they feel appreciated for their skills

Good teams respect role distinctions

The public misunderstands your role

You aren’t paid enough to manage!


20

Respect for Distinctiveness

Communities are not well served by

elected officials and appointed staff

members striving to duplicate the efforts

of one another. The reason for

establishing two distinct roles ought to

be clear: we need both if our communities

are to function as well as intended. Source: Cuff’s Guide: Volume Two (Published

June 2006)


21

Trust in People and Processes

The effectiveness of a Council’s decision-making processes lies in the willingness of the stakeholders to endorse the decisions of a Council. Whether or not they do will

correspond with its trust in the

people who serve on the Council

and trust in the processes used to

make good governance decisions.


22

What is Governance? The process of exercising corporate leadership: by the Council on behalf of the citizens/stakeholders

to the organization as a whole in terms of its purpose, control and future

while overseeing the organization to ensure that its mandate is achieved


23

The Chief Elected Official

Leader of leaders

Chair of meetings

The public face to the rest of the “world”

The spokesperson of Council issues/policies

Liaison to the Chief Administrative Officer

Advocate of the public


24

Roles of the Chief Administrative Officer

Policy Advisor to the Chief

Elected Official and

CouncillorsConduit of Council Decisions to

AdministrationImplementer of Council Decisions

Mentor to Senior Staff; Team-

Builder


25

Roles of the Chief Administrative Officer

Gatekeeper/Monitor of Civic Resources

Advocate of Administrative Change

Quality Control Counsel

Advisor/Leader on Strategic Plan

Champion of the Administration


26

What Techniques Work


27

What Works Council’s leadership:

on a Business Plan on policies and priorities

Role Clarity Key roles defined One employee principle accepted/respected

Trust Between Councillors and administration


28

What Works

Thorough orientation process Clarity of approach to issues Clear understanding of legislation Roles of ABCs identified/communicated Council well-prepared to make decisions

Accepted and understood decision-making system

Public involvement cherished and sought

Professional administration


29

What Works

A well defined organization structure

A policy of finding the best people in order to bring in new ideas

Departmental responsibilities which are clear and mutually supportive

Sound communication policies/plan Focus on shared successes Clear reporting


30

Teambuilding


31

Governance: It’s About Building a Council Team

•Respect for each other•Vastly different ideas, styles and talents•Comfortable disagreeing on the issues•Unpredictable•Concern for different projects•Sense of common vision•Respect for the rules


32

Governance: It’s About Building a Council-

Management Team•Respect for each other•Vastly different roles and talents•Comfortable disagreeing on the issues•Predictable; honest; open•Concern for different Council’s priorities•Share in setting vision•Desire to serve the public


33

Governance Tools


34

Where Does a Council Impact the System (1 of

2) Agenda Process

Committee System

Appointment of ABCs

Guidance to & Review of Policies

Corporate Strategic Plan &

Priorities

Procedural Bylaw & Agenda Format

Budget/Mill Rate


35

Where Does a Council Impact the System (2 of

2)

Research of Issues; Development

of Policies

Committee, Community & Council

Meetings

Organization Structure

Compensation Plan

CAO Review


36

Make an Impact (1) Clarity of Roles (Role Statement for the Mayor and Councillors)

Council authored 2005-08 Strategic Plan/Priorities (Key Issues Dossier)

Governance Model (Decision-Making)

Specify Budget Timeline (Approve prior to Year End)

Review and Enhance Procedural Bylaw (i.e. make it work for you)


37

Make an Impact (2)

2005-08 Policy Bank 2005-08 Council Code of Conduct Adhere to the “one employee” Principle (Council-CAO Covenant)

Develop and Adhere to “Governance Principles”

Policy on Orientation Useful CAO Review Process/Interaction

Review Organization Structure


38

Make an Impact (3)

Policy on Council Development Policy on Council Compensation Policy on Council Transparency Policy on Appointment of ABCs Communication Policy/Plan Treat Each Other with Respect; Disagree Agreeably!

Add Value


39

Are You Value-Added??


40

Keys to Meaningful Governance

Be Prepared to Lead Commit to a deeper understanding of your role

Focus on the significant Advise the public what is on the agenda

Focus on it; get it done; report! Develop/Enhance the Policy Bank

Assess what is there Identify policy issues Put in place policy mechanisms


41


Discard Outmoded Structures/Systems Critique how decisions are made Examine where/how Council involved Unload useless SPBs Make decision-making work for you

Stress Transparency Assess what you do “in camera” Develop a Policy on Public Accountability


42


Be Respectful Low tolerance for ignorance Develop policy on Respect in Chambers Respect the right of others to be wrong

Recognize power differential vis-à-vis staff

Choose Your Governance Model What value do you add? Are your decisions significant? Do you lead the community agenda?


43


Understand the Value of Collegial

Support

Involve all members, communicate,

anticipate problems, support each

other, recognize achievement,

listen, review where you are

Tolerate differences

Ignore the small issues & minds


44

We’ll Know We Were Successful If...

Our Council/Board Identifies the Key Issues which Make a Difference

Presses the Government to Accept Need for Change

Stays Away from Personal and Party Pettiness

Undertakes the Greatest Good for All


45

We’ll Know We Were Successful If...

Council Communicates with the Public (Two Way)

Takes Steps to Progressive Change Plans Our Legacy in Advance Sees Clearly; Acts Maturely; Thinks Benevolently; Chooses Wisely


46

>Determine to make a difference

>Avoid petty personality attacks

>Cherish your role

>Commit to the best

>Continue your own learning process

>Choose the path ‘less traveled by’

My Challenge to You

Union of BC Municipalities Council as Policy-Makers, Employers and an Effective Team © George B....

Documents

Transcript of Union of BC Municipalities Council as Policy-Makers, Employers and an Effective Team © George B....