1. City of Guelph Public Presentation of the Corporate Review November 2004 by George B. Cuff, CMC

2. George B. Cuff and Associates Ltd City of Guelph Presentation of the Corporate Review by © George B. Cuff & Associates Ltd. 2 Our Task l Review the present governance and administrative systems impacting Council’s decision-making l Recommend ways by which the present approach might be strengthened

3. George B. Cuff and Associates Ltd City of Guelph Presentation of the Corporate Review by © George B. Cuff & Associates Ltd. 3 Corporate Review l Tends to focus on what needs to improve; not on successes and accomplishments l City’s accomplishments represent a positive collective effort by past and current Councils and their administrations l Recognition that this Review has resulted in some degree of angst throughout the organization l Received cooperation from Council, administration and the public

4. George B. Cuff and Associates Ltd City of Guelph Presentation of the Corporate Review by © George B. Cuff & Associates Ltd. 4 Our Approach l Submitted proposal in June 2004; Council approved proposal in mid-July; met with Council in early August l Established linkages for purpose of collecting information and setting up interviews l Met with senior management group l Conducted extensive round of interviews i.e. Council, CAO, senior management, other levels of the organization

5. George B. Cuff and Associates Ltd City of Guelph Presentation of the Corporate Review by © George B. Cuff & Associates Ltd. 5 Our Approach l Requested to conduct round of meetings with the public (43 individual interviews and numerous phone calls,e-mails and letters) l Met with representatives of Museum, Police Services, Library l Reviewed documentation l Prepared Draft Report; submitted it November 9-10th; receiving responses from staff until 15th (Monday); questions by Council Tuesday (16th) l Prepared this Final Report

6. Corporate Review- Governance Context

7. George B. Cuff and Associates Ltd City of Guelph Presentation of the Corporate Review by © George B. Cuff & Associates Ltd. 7 Governance: It’s Based on Clear Roles of Governing Body l Guide: >Develop a vision, the values, goals and priorities >Develop/evaluate policies and programs l Guard: >Ensure that people and fiscal resources are protected >Ensure practices in place to implement Council decisions l Govern: >Represent the public; consider well-being & interests of the City; assess the needs of all citizens >Determine which services are provided

8. George B. Cuff and Associates Ltd City of Guelph Presentation of the Corporate Review by © George B. Cuff & Associates Ltd. 8 êThe Face of Council êPublic Spokesperson; Advocate of “Council’s” Agenda êThe Conduct of Council Meetings êChairmanship êTeam-Building/Consensus-Seeking êBehaviour Monitor Governance: Roles of the Chief Elected Official

9. George B. Cuff and Associates Ltd City of Guelph Presentation of the Corporate Review by © George B. Cuff & Associates Ltd. 9 Governance Roles of the Chief Elected Official êPolicy Leader êMonitor of Council’s Policies êInitial Point of Contact êPublic; Economic Development êLobbyist/Advocate êContacts with Other Levels of Government

10. George B. Cuff and Associates Ltd City of Guelph Presentation of the Corporate Review by © George B. Cuff & Associates Ltd. 10  Policy Advisor to the CEO and Councillors  Conduit of Council Decisions to Administration  Implementor of Council Decisions  Mentor to Senior Staff; Team-Builder/Protector  Gatekeeper/Monitor of Civic Resources  Advocate of Administrative Change  Quality Control Counsel  Liaison to Counterparts in Region/Province Roles of the Chief Administrative Officer

11. George B. Cuff and Associates Ltd City of Guelph Presentation of the Corporate Review by © George B. Cuff & Associates Ltd. 11 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

12. George B. Cuff and Associates Ltd City of Guelph Presentation of the Corporate Review by © George B. Cuff & Associates Ltd. 12 What Works:Effective Council Leadership l A Council-lead & jointly-developed Business Plan ; evidence of Council ownership of goals, objectives and priorities l Focus on the importance of policies l A “future” focus relative to key issues l The CEO speaking to and supporting key Council initiatives

13. George B. Cuff and Associates Ltd City of Guelph Presentation of the Corporate Review by © George B. Cuff & Associates Ltd. 13 What Works: Role Clarity l Roles of the key participants are well defined l Council’s role in governing the system on behalf of the citizens well-understood l Role of the CAO supported and embraced; respect for the “one employee” principle l Evidence of appropriate involvement by Council in the key issues

14. George B. Cuff and Associates Ltd City of Guelph Presentation of the Corporate Review by © George B. Cuff & Associates Ltd. 14 What Works: Trust between Council & Administration l Atmosphere of confidence & respect between members of Council and its administration l Belief by members of Council that all of the relevant information has been presented l Any criticism by Council of administration kept to an in camera setting

15. George B. Cuff and Associates Ltd City of Guelph Presentation of the Corporate Review by © George B. Cuff & Associates Ltd. 15 What Works: Getting the Basics Right l Orientation process; focus on governance l 60 day Review of Priorities l Council’s choice of the governance model l Protocols on relationship; covenant with CAO l Transparent processes of decision-making l Succinct, apolitical administrative advice l Council preparation

16. George B. Cuff and Associates Ltd City of Guelph Presentation of the Corporate Review by © George B. Cuff & Associates Ltd. 16 What Works: Effective Decision-Making Structure l Step-by-step model of decision-making l Appropriate use of system of decision-making l Recognition for time for Council reflection l Appropriate involvement by the public l Recognition by senior management of need for clear recommendations on all issues

17. George B. Cuff and Associates Ltd City of Guelph Presentation of the Corporate Review by © George B. Cuff & Associates Ltd. 17 What Works: Administrative Principles and Practices l Well-designed Organization Structure l Strong, Confident, Sensitive CAO l Open Systems of Communication l Evidence of Collaborative Approach l Succession Plan l Vetted, Apolitical Advice l Commitment to Non-Interference by Council l Commitment to Professional Development

18. George B. Cuff and Associates Ltd City of Guelph Presentation of the Corporate Review by © George B. Cuff & Associates Ltd. 18 What Works: Public Processes l Clarity of roles: who does what at a public meeting l Rules of procedure for delegations l Opportunity for Council to hear the public before a decision is made l An attempt to find the brightest and best for public ABCs l Rotation of Council appointees on ABCs l Clear roles at ABCs

19. George B. Cuff and Associates Ltd City of Guelph Presentation of the Corporate Review by © George B. Cuff & Associates Ltd. 19 What Works: Communication Practices l Phone calls, letters, faxes are responded to promptly l Public issues are treated as important; these are “our” clients l Consistency in response; policies exist and are followed l Councillors advised of instances where serious public concerns are being voiced l Regular and perhaps creative ways sought to communicate with the public

20. George B. Cuff and Associates Ltd City of Guelph Presentation of the Corporate Review by © George B. Cuff & Associates Ltd. 20 What Works: Performance Measures l Measurements linked to corporate goals, priorities l Measurements are realistic, relevant, timely l Ongoing efforts to improve the measurement system l Accountability is sought in all instances; detailed in departmental and individual performance reviews

21. George B. Cuff and Associates Ltd City of Guelph Presentation of the Corporate Review by © George B. Cuff & Associates Ltd. 21 What Works: Impacting the Broader Environment l Council aware of relationships with regional communities l Mayor involved with other community & civic leaders across the Province l Mayor & Councillors recognized by the Minister l Council an active member of AMO and FCM

22. George B. Cuff and Associates Ltd City of Guelph Presentation of the Corporate Review by © George B. Cuff & Associates Ltd. 22 Governance: What Distinctions are Anticipated? l Elected Officials – Represent the public view – Provide public leadership – Resolve issues – Set priorities based on public desires – Set public policies – Maintain fiduciary control – Report publicly

23. George B. Cuff and Associates Ltd City of Guelph Presentation of the Corporate Review by © George B. Cuff & Associates Ltd. 23 Governance: What Distinctions are Anticipated? l Appointed Officials – Provide competent, balanced advice – Reflect experience and academic insights – Resolve issues – Carry out the motions of Council – Mentor subordinate staff – Set priorities based on political direction – Set administrative policies – Maintain fiduciary control

24. George B. Cuff and Associates Ltd City of Guelph Presentation of the Corporate Review by © George B. Cuff & Associates Ltd. 24 An Overview of the Findings of the Corporate Review

25. George B. Cuff and Associates Ltd City of Guelph Presentation of the Corporate Review by © George B. Cuff & Associates Ltd. 25 Some Background Issues l Council still struggling as a result of the November 2003 election; the choices the public makes are not always easy to accept l Absence of respect and tolerance for the views of others inhibiting Council’s ability to function as an effective governing body l Comments expressed by Councillors at meetings often negative and personalized; addressed towards colleagues and staff

26. George B. Cuff and Associates Ltd City of Guelph Presentation of the Corporate Review by © George B. Cuff & Associates Ltd. 26 Some Background Issues l Addressing key issues at outset took precedence over establishing Council priorities; some reluctance to set goals l Orientation process of limited value: majority of its focus on work of administration; very little on governance l Lack of trust evident between Councillors and CAO/senior management l Lack of rapport and trust impacts degree of support by other staff for the senior management

27. George B. Cuff and Associates Ltd City of Guelph Presentation of the Corporate Review by © George B. Cuff & Associates Ltd. 27 Some Background Issues l Role of CAO as chief policy advisor often over- looked; his advice needs to be considered by Council on all issues l Lack of protocol results in members of Council at liberty to bypass CAO l Governance model limited; affords Council members inadequate opportunity to consider more significant policy issues l Governance model impacts how Council discharges its responsibilities; how decisions are made and communicated

28. George B. Cuff and Associates Ltd City of Guelph Presentation of the Corporate Review by © George B. Cuff & Associates Ltd. 28 Some Background Issues l Resignation of CAO will result in new administrative leadership; opportunity for Council to build a new relationship; this will be critical to Council’s ability to move forward l Work by Council recently on the Strategic Plan potentially of real value; this Council needs to articulate where it is going

29. George B. Cuff and Associates Ltd City of Guelph Presentation of the Corporate Review by © George B. Cuff & Associates Ltd. 29 Observations: Members of Council l Expressed quite candidly their concerns relative to the impact of their divisiveness; same issue plagued prior term but less personal l Most expressed desire to see improvements but not overly hopeful l Most aware that public concerned re: image l Members split re: confidence in staff information; some perceive that information not comprehensive nor provided equally

30. George B. Cuff and Associates Ltd City of Guelph Presentation of the Corporate Review by © George B. Cuff & Associates Ltd. 30 Observations: Members of Council l Most recognize treatment of senior management has not always been fair or professional l Poor budget process; lack of fiscal implications in reports l Need for training on governance recognized by some; reality that no member of Council is the expert on this topic

31. George B. Cuff and Associates Ltd City of Guelph Presentation of the Corporate Review by © George B. Cuff & Associates Ltd. 31 Observations: Members of the Public l Some of those interviewed expressed that: –Council needs to be concerned about “value for money” –Council’s focus should be on key community issues –Change how Council functions; conflicts deep- seated; what values held/expressed by Council –Mistrust between Council members and senior management very evident

32. George B. Cuff and Associates Ltd City of Guelph Presentation of the Corporate Review by © George B. Cuff & Associates Ltd. 32 Observations: Members of the Public l Concerned that Council members allowed to rip into staff at public meetings l Public contacts with staff largely positive l Mayor-bashing not good for the City l Moderates need to find middle road l General need to improve Council’s communication to all of City l Relationships with ABCs important to City well- being; impacted by lack of clear process

33. George B. Cuff and Associates Ltd City of Guelph Presentation of the Corporate Review by © George B. Cuff & Associates Ltd. 33 Key Issue:Leadership l Priority-Setting –Need for Council Led Goals, Priorities –New Term of Office: New Direction –Need to Review Current Projects, Commitments –Need to Assess Priority of Projects, Plans l Policies and Bylaws –New Council Inherits Policy Bank & Bylaws –Need to Review Appropriateness –Administrative Decisions Flow out of Policies/Bylaws

34. George B. Cuff and Associates Ltd City of Guelph Presentation of the Corporate Review by © George B. Cuff & Associates Ltd. 34 Key Issue:Roles and Relationships l Role Clarity Essential to Good Governance –Need to fully understand/appreciate the distinctions –Recognize real roles of the governing body; how are they separate from that of administration –Understand need for Council to develop a “big picture” focus –Appreciate role of Councillors not that of advocate for boards, committees, commissions –Voice of the administration not that of Councillors or committees

35. George B. Cuff and Associates Ltd City of Guelph Presentation of the Corporate Review by © George B. Cuff & Associates Ltd. 35 Role of the Mayor l Leadership –Expected to lead based on Council’s decisions –Expected to voice citizen concerns –Expected to voice own mind; help identify the issues l Chair of Meetings –Critical,difficult task; impacted by lack of experience –Needs to be viewed as a shared responsibility –Opportunity for Councillors to assist –Need for Mayor to be fair in recognizing speakers

36. George B. Cuff and Associates Ltd City of Guelph Presentation of the Corporate Review by © George B. Cuff & Associates Ltd. 36 Role of the Mayor l Guidance –Towards Council priorities –Seeking consensus difficult; need cooperation l Representation –Citizens’ expectations; exceed availability –Ability to delegate; spread recognition to others –Liaison with CAO/organization –Network with other levels of government –Build allies with neighbouring municipalities –Advocacy on the issues

37. George B. Cuff and Associates Ltd City of Guelph Presentation of the Corporate Review by © George B. Cuff & Associates Ltd. 37 Key Issue: Decision-Making Processes (1) l Quality processes generally lead to quality responses l Best decisions based on comprehensive & insightful public comment & administrative advice l Council needs to be able to rely on apolitical, balanced nature of administrative reports; full briefing on background, options

38. George B. Cuff and Associates Ltd City of Guelph Presentation of the Corporate Review by © George B. Cuff & Associates Ltd. 38 Key Issue: Decision-Making Processes (2) l Significance of reflection often overlooked l Focus needs to be on “high level” issues; too much time wasted on the details l Importance of useful dialogue; focus on issues- -not personalities l At the table, not before l Respect for views of others, though these may differ dramatically

39. George B. Cuff and Associates Ltd City of Guelph Presentation of the Corporate Review by © George B. Cuff & Associates Ltd. 39 Key Issue: Decision-Making Processes (3) l Trust in senior management results from belief that advice not slanted l Equal treatment of all Councillors eliminates sense of secretive briefings; too close a relationship between chair of committees and staff not helpful l All Council members should receive same information

40. George B. Cuff and Associates Ltd City of Guelph Presentation of the Corporate Review by © George B. Cuff & Associates Ltd. 40 Key Issue: Council/Committee Meetings l Quality meetings reflect: –Respect for delegations –Quality administrative reports –Good governance questions –Adherence to etiquette –Decorum; repect for the chair –Confidential matters kept in camera –Relaxed approach in committee

41. George B. Cuff and Associates Ltd City of Guelph Presentation of the Corporate Review by © George B. Cuff & Associates Ltd. 41 Key Issue: Public Participation l Current tendency to see the public as reflective of only one viewpoint l Current Council procedures invite delegations throughout the meetings; results in lengthy meetings and likely rushed decisions l Delegations to Council provide one pespective on the issues; not the only one l Council needs to find improved ways of meaningful, balanced engagement

42. George B. Cuff and Associates Ltd City of Guelph Presentation of the Corporate Review by © George B. Cuff & Associates Ltd. 42 Levers of Power l Legislative Responsibilities and Powers l Representation of the Public l Council Vision, Goals, Priorities l Operational and Capital Budgets l Policies & Bylaws l Organization Structure; Personnel; Compensation l CAO Performance l Budget Variances

43. George B. Cuff and Associates Ltd City of Guelph Presentation of the Corporate Review by © George B. Cuff & Associates Ltd. 43 Design Criteria for a New Model of Governance l A Respect for the Primacy of Council l Public Access l Simplicity of Design l Policy Advisory Role of the CAO l Focus on Council Priorities l Coordination of Resources l Flexibility/Openness to Change

44. George B. Cuff and Associates Ltd City of Guelph Presentation of the Corporate Review by © George B. Cuff & Associates Ltd. 44 Design Criteria for a New Model of Governance l Clarity of Authority l Current, Concurrent and Quality Information l Clear Terms of Reference l Clarity of Procedures l Equality of Council Members

45. George B. Cuff and Associates Ltd City of Guelph Presentation of the Corporate Review by © George B. Cuff & Associates Ltd. 45 Governance Design Options Option A:Standing Committees Option B:The Strategic Priorities Committee Option C:Strategic Priorities Committee and a series of Policy Advisory Committees

46. George B. Cuff and Associates Ltd City of Guelph Presentation of the Corporate Review by © George B. Cuff & Associates Ltd. 46 Option A: Standing Committees of Council l Council Leadership Committee l Community/Development Services Committee l Corporate Economic Services Committee l Infrastructure & Environmental Services Committee

47. George B. Cuff and Associates Ltd City of Guelph Presentation of the Corporate Review by © George B. Cuff & Associates Ltd. 47 Option B: Strategic Priorities Committee l All policy issues being placed before Council must first be considered by SPC l SPC will meet on the alternate weeks to regular Council meetings; held in a large committee room l SPC agenda will include any matters wherein the policy guidance of Council is required l Working meetings wherein the focus will be on key policy issues

48. George B. Cuff and Associates Ltd City of Guelph Presentation of the Corporate Review by © George B. Cuff & Associates Ltd. 48 Option C: Policy Advisory Committees on Community Issues l Anchored by the Strategic Priorities Committee l SPC may establish public advisory committees for specified periods of time to undertake additional review of a particular key policy matter (e.g. downtown parking) l Comprised of not more than six members of the public and not more than two members of Council

49. George B. Cuff and Associates Ltd City of Guelph Presentation of the Corporate Review by © George B. Cuff & Associates Ltd. 49 Option C: Policy Advisory Committees on Community Issues l Once a report from the PAC has been tabled, the PAC would cease to exist unless determined otherwise by Council l Key Roles include: –Carry out research –Speak to public and experts –Report back by SPC imposed deadline

50. George B. Cuff and Associates Ltd City of Guelph Presentation of the Corporate Review by © George B. Cuff & Associates Ltd. 50 Recommended Approach - Option C –Enable Council to focus on the key policy issues –Add direction to key strategic directions of Council –Maintain a clear separation between the policy functions & management functions –Provide opportunities for the public to be heard >by Council through its Strategic Priorities Committee >or at Council’s regular meetings >through new strategic Policy Advisory Committees that will delve into key community concerns –Policy leadership THE focus

51. Corporate Review- Administrative Context

52. George B. Cuff and Associates Ltd City of Guelph Presentation of the Corporate Review by © George B. Cuff & Associates Ltd. 52 Significance of CAO’s Role l Ability to function effectively impacted by CAO; defined in Sections 227,229 of Municipal Act l Officers: –implement Council’s decisions –establish administrative policies –provide advice –other duties l CAO: –exercise general control –ensure efficient/effective operation

53. George B. Cuff and Associates Ltd City of Guelph Presentation of the Corporate Review by © George B. Cuff & Associates Ltd. 53 Significance of CAO’s Role l Governed by bylaw and by position description (March 2004) –responsible for all aspects of administration –establish the admin.vision, mission, values, behaviours-in line with corporate directions –quality customer service –team approach –develop sound policies –Mayor and CAO to work together

54. George B. Cuff and Associates Ltd City of Guelph Presentation of the Corporate Review by © George B. Cuff & Associates Ltd. 54 Senior Management l Observations –Generally impressed with overall calibre –Good work being done in approach to business planning; broad cross-section involved –Concern expressed about impact on organization as a result of Council’s lack of confidence –Sense inadequate support at management table if Councillor attacks staff member

55. George B. Cuff and Associates Ltd City of Guelph Presentation of the Corporate Review by © George B. Cuff & Associates Ltd. 55 Relationships l Observations –Need for staff & Councillors to distinguish between colleagues and friends; latter makes unbiased performance assessment difficult –Unfettered access by members of Council having an impact –Most recognize need for a sense of respect between Council and its administration whether in Council chambers or in the environs of the office or worksite

56. George B. Cuff and Associates Ltd City of Guelph Presentation of the Corporate Review by © George B. Cuff & Associates Ltd. 56 Clarity of Focus l Observations –Confusion re: development of administrative decision-making bodies; need clarity of purpose for the 10 leadership groups –Recognition that administration needs to develop increased clarity around a corporate focus i.e. what are the priorities for the City as a whole; how do our departmental plans fit those priorities? –Current structure has been viewed as ever- changing, lacking certainty and causing morale issues amongst even the more senior administrative staff

57. George B. Cuff and Associates Ltd City of Guelph Presentation of the Corporate Review by © George B. Cuff & Associates Ltd. 57 Scope of Structure l Observations –City witnessing significant increase in the number of municipal employees over the past five years –Council needs full information as to any planned administrative structural or staffing changes on an annual basis independent of the budget process –Compensation increases in 2004 budget significant

58. George B. Cuff and Associates Ltd City of Guelph Presentation of the Corporate Review by © George B. Cuff & Associates Ltd. 58 Morale l Observations –Praise for the HPO initiative the CAO brought to the City –Organization needs to understand requirement for unilateral actions –Organization has been open to change and willing to adjust when necessary –Sense that opportunities for promotions and training were increasing

59. George B. Cuff and Associates Ltd City of Guelph Presentation of the Corporate Review by © George B. Cuff & Associates Ltd. 59 Organizational Design l Observations –As with any re-design, critics and supporters –CAO attempted to develop stronger strategic core at the senior level –Current structure resulted in changes in reporting status; not well received by many; questions as to perceived status within the system l Part of our Terms of Reference: review and provide advice

60. George B. Cuff and Associates Ltd City of Guelph Presentation of the Corporate Review by © George B. Cuff & Associates Ltd. 60 Option A: Commissioner Structure (3 Commissioners) l Description:Reporting to the CAO will be the four staff advisory positions of City Clerk, City Solicitor, Director of Economic Development and Corporate Communications Strategist as well as the three Commissioners-Corporate Services, Community Services and Planning, Environment and Transportation

61. George B. Cuff and Associates Ltd City of Guelph Presentation of the Corporate Review by © George B. Cuff & Associates Ltd. 61 Option B: Commissioner Structure (4 Commissioners) l Description:Reporting to the CAO will be the four staff advisory positions of City Clerk, City Solicitor, Director of Economic Development and Corporate Communications Strategist as well as four Commissioners-Corporate Services, Community Services and Environment and Transportation and Development Services

62. George B. Cuff and Associates Ltd City of Guelph Presentation of the Corporate Review by © George B. Cuff & Associates Ltd. 62 Option C: General Manager Structure (5 Operational Departments) l Description: Reporting to the CAO will be the four staff advisory positions of City Clerk, City Solicitor, Director of Economic Development and Corporate Communications Strategist as well as five General Managers –Operational Services, Corporate Services, Community Services, Emergency Services, and Development Services

63. George B. Cuff and Associates Ltd City of Guelph Presentation of the Corporate Review by © George B. Cuff & Associates Ltd. 63 Option D: General Manager Structure (6 Operational Departments) l Description: Reporting to the CAO will be the four staff advisory positions of City Clerk, City Solicitor, Director of Economic Development & Corporate Communications Strategist as well as six General Managers –Environmental Services, Operational Services, Corporate Services, Community Services, Emergency Services, and Development Services

64. George B. Cuff and Associates Ltd City of Guelph Presentation of the Corporate Review by © George B. Cuff & Associates Ltd. 64 Our Observations and Advice

65. George B. Cuff and Associates Ltd City of Guelph Presentation of the Corporate Review by © George B. Cuff & Associates Ltd. 65 Orientation to the Role l Observations –Administration plan orientation process after each election –Orientation Manual assembled by the Clerk’s office with input of other departments –Focus clearly on administrative processes and departments –Very limited focus on the real role of a Council i.e. governance

66. George B. Cuff and Associates Ltd City of Guelph Presentation of the Corporate Review by © George B. Cuff & Associates Ltd. 66 Orientation to the Role l Recommendations –Council adopt a policy on orientation; ensure spotlight on governance responsibilities –Schedule in advance to ensure process begins within 7 days of assuming office –Review governance policies & key bylaws –Review City’s Code of Ethics –Update from CAO as to key City projects and issues –Develop clear description of Council’s “levers of power” vis-à-vis direction to City’s business

67. George B. Cuff and Associates Ltd City of Guelph Presentation of the Corporate Review by © George B. Cuff & Associates Ltd. 67 Current Model of Governance l Observations –traditional, department-based –focus for a few on narrow band of issues –limits any real policy focus –encourages notion of “experts” on Council –has enjoyed measure of support –less fractious than Council

68. George B. Cuff and Associates Ltd City of Guelph Presentation of the Corporate Review by © George B. Cuff & Associates Ltd. 68 Current Model of Governance l Recommendations –change to broader policy focused Strategic Policy Committee (of the whole) –establish policy advisory committees as needed –accept need for governance training –accept new model; 6 month pilot basis; re-assess; adjust as necessary –approve design criteria, principles, terms of reference, agenda committee

69. George B. Cuff and Associates Ltd City of Guelph Presentation of the Corporate Review by © George B. Cuff & Associates Ltd. 69 Council Leadership l Observations –limited focus on policies –just now focusing on need for a strategic plan for Council –caught up in perceived driving issues at outset of term including budget, major projects/issues –leadership limited by focus on personalities

70. George B. Cuff and Associates Ltd City of Guelph Presentation of the Corporate Review by © George B. Cuff & Associates Ltd. 70 Council Leadership l Recommendations –establish an Ad Hoc Committee on Governance Policies –develop a Council-driven Strategic Plan; communicate priorities to the public and administration –seek input of the public on community priorities –Council review and re-affirm its support for the City’s Council Code of Ethics –show respect to the office of the Mayor –delegate some of workload to an Acting Mayor position and rotate to all who are interested

71. George B. Cuff and Associates Ltd City of Guelph Presentation of the Corporate Review by © George B. Cuff & Associates Ltd. 71 Council Relationships l Observations –Too much focus on attacking colleagues –Limited degree of respect being shown for the office –Insufficient effort to identify common ground –Poor treatment of Council-appointed ABCs –Some recognition of need to treat each other with more respect; learn to focus on the issues rather than personalities or media

72. George B. Cuff and Associates Ltd City of Guelph Presentation of the Corporate Review by © George B. Cuff & Associates Ltd. 72 Council Relationships l Recommendations –Re-affirm its support for the City’s Council Code of Ethics –Rotate seating in Chambers on a regular basis –Accept need for proper decorum –Establish an Ad Hoc Committee to review Council appointments to ABCs (i.e. municipally-appointed boards, jointly appointed boards and outside boards) –Develop clear guidelines on the role of members of Council serving on appointed boards and committees/commissions

73. George B. Cuff and Associates Ltd City of Guelph Presentation of the Corporate Review by © George B. Cuff & Associates Ltd. 73 Office of the Mayor l Observations –Newcomer to local government –New to the office of Mayor –Widely supported amongst majority of Council and administration for her efforts –Has made her fair share of mistakes –Needs to treat all members as equals; find ways to build bridges –Has not received the degree of cooperation expected

74. George B. Cuff and Associates Ltd City of Guelph Presentation of the Corporate Review by © George B. Cuff & Associates Ltd. 74 Office of the Mayor l Recommendations –Work on developing improved focus on how the office can move issues forward –Provide clear focus on community concerns/issues –Stay focused on this Council’s priorities –Strive to enable all members equal time at Council meetings –Reach out; seek ideas from all

75. George B. Cuff and Associates Ltd City of Guelph Presentation of the Corporate Review by © George B. Cuff & Associates Ltd. 75 Relationship to CAO l Observations –Limited awareness of value of this role –Lack of protocols relative to his role at meetings, coordinating administrative responses, etc –Commitment to conduct annual assessment –Need to show respect for powers granted by bylaw –Change in leadership affords opportunity to clarify expectations –Take the time to reflect on the type of style likely to be most successful

76. George B. Cuff and Associates Ltd City of Guelph Presentation of the Corporate Review by © George B. Cuff & Associates Ltd. 76 Relationship to CAO l Recommendations –Council immediately undertake a review of the current CAO Bylaw and position description with its solicitor –Retain recruitment firm to undertake full process –Appoint an interim CAO; consider options and weigh choices and potential consequences carefully –Endorse the CAO Covenant “in principle”

77. George B. Cuff and Associates Ltd City of Guelph Presentation of the Corporate Review by © George B. Cuff & Associates Ltd. 77 Lack of Protocols/Policies l Observations l Several of the current perceived deficiencies due to a lack of protocols or policies affecting: –Confidence in the administration –Treatment of the public –Access to information –Treatment of delegations

78. George B. Cuff and Associates Ltd City of Guelph Presentation of the Corporate Review by © George B. Cuff & Associates Ltd. 78 Lack of Protocols/Policies l Recommendations –all of Council briefed concurrently in any briefings, correspondence and awareness of new issues –questions of the administration at a regular meeting of Council be directed through the CAO –all requests for administrative action be directed by Councillors to the CAO or dept. heads – a revised Request for Decision format be implemented effective immediately –proposed Council Committee Report Format be adopted and implemented immediately

79. George B. Cuff and Associates Ltd City of Guelph Presentation of the Corporate Review by © George B. Cuff & Associates Ltd. 79 Advice to Council l Observations –Inadequate time allocated for management to review reports –Reports generally comprehensive & well-written; options lacking –Council seemingly unaware of importance of receiving advice from the CAO –Council needs to understand the implications of the advice it receives –More attention should be placed on “governance implications” of their reports

80. George B. Cuff and Associates Ltd City of Guelph Presentation of the Corporate Review by © George B. Cuff & Associates Ltd. 80 Advice to Council l Recommendations l A revised Request for Decision format be implemented effective immediately; incorporate sections pertaining to: background, proposal, alternative options and an analysis, impact on budget and policies; governance implications; author(s) and department head approval; and a recommendation signed by the CAO

81. George B. Cuff and Associates Ltd City of Guelph Presentation of the Corporate Review by © George B. Cuff & Associates Ltd. 81 A Successful Governing Body l Reflects public opinion and values l Ensures clear focus on fiscal realities l Delivers full range of desired services l Works collegially in support of key priorities l Responds respectfully to each other l Leaves disagreements at the table l Leads in a manner deserving public respect l Achieves progress on priorities

82. George B. Cuff and Associates Ltd City of Guelph Presentation of the Corporate Review by © George B. Cuff & Associates Ltd. 82 A Successful Governing Body l Works as a team with administration l Prepared to change systems if new approach deemed to be better l Desires to serve all of the people l Acts in a collegial manner with neighbours l Gets past setbacks, landmines l Applies attention to the future

83. George B. Cuff and Associates Ltd City of Guelph Presentation of the Corporate Review by © George B. Cuff & Associates Ltd. 83 Thank you Questions??