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 ELEMENTS Element 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 EFFECTIVENESS Communicate goals and priorities: Staff Boards and Commissions Public Stakeholders, other local governments New team members

STRATEGIES TO ENHANCE EFFECTIVENESS Connect goals and priorities with policy-making, decision-making: Budget CIP Annual Work Programs Performance evaluations Periodically review and monitor

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

PROCESSES Agenda development Information flow and meeting packets Goal and policy implementation review Program, project and financial monitoring and reports Council orientation

PROCESSES Complaint handling Chain-of-Command; making requests and giving direction to staff Intergovernmental relations Negotiations Purchasing Others

KEY ELEMENTS Element 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 ELEMENTS Element 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