Download - DEVELOPING AND MAINTAINING EFFECTIVE WORKING RELATIONSHIPS IOWA LEAGUE OF CITIES SEPTEMBER 24, 2015
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DEVELOPING AND MAINTAINING EFFECTIVE WORKING RELATIONSHIPS
IOWA LEAGUE OF CITIES
SEPTEMBER 24, 2015
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FORMAT
• Review some basic concepts (sit back & enjoy)
• Quiz – 20 Questions - audience interaction
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BASIC PREMISE #1
Effective policy development and
implementation require teamwork.
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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.
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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
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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)
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KEY ELEMENTSElement 1: Team Goals and Direction
Goals are what the city team is striving for.
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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
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STRATEGIES TO ENHANCE EFFECTIVENESSCommunicate goals and priorities:
• Staff• Boards and Commissions• Public• Stakeholders, other local
governments• New team members
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STRATEGIES TO ENHANCE EFFECTIVENESSConnect goals and priorities with policy-making, decision-making:
• Budget• CIP• Annual Work Programs• Performance evaluations
Periodically review and monitor
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KEY ELEMENTSElement 2: Team Member Roles and Responsibilities
For effective teamwork, roles and responsibilities need to be distributed and understood among team members.
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TEAM MEMBER ROLES AND RESPONSIBILITIES
Mayor
City Council
City Administrator
Department Heads
Boards and Commissions
Committees, Task Forces
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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
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KEY ELEMENTSElement 3: Develop and use effective processes for handling common issues
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PROCESSES
Agenda development Information flow and meeting packetsGoal and policy implementation reviewProgram, project and financial monitoring and reportsCouncil orientation
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PROCESSES Complaint handling
Chain-of-Command; making requests and giving direction to staff
Intergovernmental relations
Negotiations
Purchasing
Others
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KEY ELEMENTSElement 4: Understand and follow team norms/”rules of the game”
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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
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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
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TEAM NORMS/ RULES OF THE GAME
Chain-of-command
Confidentiality
Council orientation
Periodically discuss & review
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KEY ELEMENTSElement 5: Open two-way communications
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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
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20 QUESTIONS
How effective is your organization in developing and maintaining effective working relationships?
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1. Does your council set clear goals and priorities for the year ahead?
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2. If council sets goals and priorities, do they clearly communicate them to staff, boards/commissions, stakeholders, the public?
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3. If council sets goals and priorities, do they regularly review the status of implementing goals?
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4. Does your council give adequate consideration to staff recommendations?
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5. Does your council give adequate consideration to recommendations from boards, commissions, committees, task forces?
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6. Does your council have procedures for involving the community in key projects and activities?
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7. Do all council members carefully review council materials before meetings?
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8. Do all council members have the same information on important issues?
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9. Once council makes a decision, do they all work together – with staff - to see that it is accepted and carried out?
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10. Do mayor/council treat each other with mutual respect and courtesy?
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11. Do the elected officials and staff treat each other with mutual respect and courtesy?
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12. Are elected officials and staff consistently able to hold confidential items to themselves?
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13. Does your council receive regular reports regarding city projects and activities?
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14. Are ethical standards well understood and followed throughout the organization – elected officials and staff?
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15. Does your city have a standard process for handling citizen requests and complaints?
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16. Do your mayor/council clearly understand the city’s financial condition and make sound budgetary decisions?
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17. Does your council avoid unbudgeted appropriations?
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18. Does your city have an updated CIP, equipment & asset replacement plan?
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19. Do elected officials and staff attend training programs?
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20. Is there an orientation process for newly elected officials?
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CONTACT INFORMATION
Jeff Schott
Institute of Public Affairs
The University of Iowa
319-335-4520