PRINCIPLES OF EFFECTIVE CITY MANAGEMENT Iowa Municipal Professionals Institute July 15, 2013.
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Transcript of PRINCIPLES OF EFFECTIVE CITY MANAGEMENT Iowa Municipal Professionals Institute July 15, 2013.
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PRINCIPLES OF EFFECTIVE CITY MANAGEMENT
Iowa Municipal Professionals InstituteJuly 15, 2013
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EFFECTIVE CITY MANAGEMENT - OPERATIONAL
#1 - Council EffectivenessBreak
Service Delivery Staff Effectiveness Management of Public Funds Human Resources Administration
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EFFECTIVE CITY MANAGEMENT - POLICY
Strategic Leadership Policy Facilitation Communication Democratic Principles Integrity
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STRATEGIES TO ENHANCE COUNCIL EFFECTIVENESS
Roles and responsibilities Teamwork Effective decision-making Acting strategically – policy leadership
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TEAM MEMBER ROLES AND RESPONSIBILITIES
Mayor & Council City Manager/Administrator City Staff
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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
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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
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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.
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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*
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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
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Roles and Responsibilities
Understand and make clear the relationship between the Mayor – Council – city manager– staff
Act in accordance with defined roles
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THE TEAM CONCEPT
Teamwork = functioning cohesively as a group
The goal – elected officials and staff working together to achieve common objectives
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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:
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Processes
o Agenda developmento Meeting management – rules of order,
policieso Information flow – meeting packetso Citizen inputo Use of work sessionso Complaint handling
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Processes
o Contacting /making requests/ giving directions to staff – without disrupting operations
o Boards & commissions – contact & information
o Intergovernmental relationso Performance reviews
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Teamwork
Support decisions unanimously – regardless of your own views.
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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
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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
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Decision–making Consider alternative actions
Including the “Do Nothing” alternative
Encourage public involvement – without capitulation Responsiveness versus
Responsibility
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Act strategically
Address critical issues Identify priorities Develop plan to accomplish priorities
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Act strategically
Develop/update as needed:
Short-RangeBudgetGoal-settingAction PlanSpecific project planning
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Act strategically
Mid-RangeCapital Improvements program (CIP)Equipment Replacement PlanFinancial Policies
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Act strategically
Long-RangeComprehensive Plan
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POP QUIZ
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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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BREAK
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PRINCIPLES OF EFFECTIVE CITY MANAGEMENT
Definition Elements/Practices Scenarios
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SERVICE DELIVERY
Providing city services efficiently, effectively and economically
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SERVICE DELIVERY
Elements/Practices: Operational effectiveness Operational planning Citizen (customer) service Quality assurance
Performance measures Citizen/customer satisfaction
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STAFF EFFECTIVENESS
Promoting the development and performance of staff throughout the organization
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STAFF EFFECTIVENESS
Elements/Practices: Clearly Defined Roles, Responsibility,
Authority Team Leadership Delegating/Empowerment/
Accountability Appropriate Equipment & Technology Training and Development
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MANAGEMENT OF PUBLIC FUNDS
Ensuring the cost-effectiveness of programs, balancing budgets and securing the financial health of the community
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MANAGEMENT OF PUBLIC FUNDS
Elements/Practices: Budget development & monitoring Payroll administration Purchasing Insurance and Risk Management Project financing Debt issuance & debt service
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MANAGEMENT OF PUBLIC FUNDS
Elements/Practices: Equipment/asset replacement
planning Capital Improvements Programming Financial Analysis
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HUMAN RESOURCES ADMIN
Ensuring that personnel policies and procedures are equitable, legal and current; ensuring practices are adequate to accomplish objectives
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Elements/Practices:Chain-of-CommandPersonnel PoliciesJob DescriptionsSafetyWorkforce PlanningTraining and Career Development
HUMAN RESOURCES ADMIN
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HUMAN RESOURCES ADMIN
Elements/Practices: Hiring/Promotion Performance appraisal Discipline Labor-management relations
(collective bargaining) Important laws
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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
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ADA FMLA OSHA HIPAA ADEA
OTHER IMPORTANT LAWS
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STRATEGIC LEADERSHIP
Positioning the organization and community for events and circumstances anticipated in the future
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STRATEGIC LEADERSHIP
Elements/Practices: Goal-Setting Strategic Planning/Visioning Comprehensive Planning Initiative and Innovation Implementation
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POLICY FACILITATION
Helping elected officials and others identify, work toward and achieve common goals and objectives
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POLICY FACILITATION
Elements/Practices: Effective leadership Collaboration
Other governments Non-profits Public-private partnerships
Facilitating Council effectiveness Negotiation
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COMMUNICATION
Facilitating the flow of ideas, information and understanding among individuals
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COMMUNICATION
Elements/Practices: Information to Mayor/Council Information to the public – two-way Responding to citizen “requests” Media relations Internal communications
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DEMOCRATIC PRINCIPLES
Demonstrating commitment to democratic principles
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DEMOCRATIC PRINCIPLES
Elements/Practices: Respecting elected officials Citizen participation/citizen
engagement Educating citizens Interaction with citizen boards,
commissions, advisory committees Diversity
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INTEGRITY
Demonstrating fairness, honesty, ethical and legal awareness in personal and professional relationships and activities
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INTEGRITY
Elements/Practices: Personal integrity Professional integrity Organizational integrity Ethical standards
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SCENARIOS