PRINCIPLES OF EFFECTIVE CITY MANAGEMENT

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PRINCIPLES OF EFFECTIVE CITY MANAGEMENT

• Iowa Municipal Professionals Institute
• July 16, 2012

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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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EFFECTIVE CITY MANAGEMENT

• Council Effectiveness

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EFFECTIVE CITY MANAGEMENT - OPERATIONAL

• 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 IMPROVE COUNCIL PERFORMANCE

• Work toward Council improvement
• Exercise appropriate authority
• Connect to community
• Enhance teamwork
• Improve decision-making
• Act strategically

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Council Improvement

• Take advantage of educational/development
  opportunities
• Cultivate leadership
• Council feedback on performance
• Obtain assistance as needed

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Appropriate authority

• Act in accordance with defined roles
• Make clear the relationship between Mayor
  Council Staff
• Define authority through planning
  decision-making
• Define authority through program and performance
  evaluation

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Community connection

• Structure community involvement
• Obtain input
• Explain actions
• Facilitate information flow
• Dont forget to connect to the internal community

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Teamwork

• Teamwork gt functioning cohesively as a group

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Teamwork

• Make clear that Council and staff are working
  together to achieve common objectives (acting
  strategically).

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Teamwork

• Develop and use effective processes for handling
  common issues
• Agenda development
• Meeting management rules of order, policies
• Information flow meeting packets
• Citizen input
• Use of work sessions

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Processes

• Complaint handling
• Making requests of and giving directions to staff
• Financial monitoring reports
• Performance reviews
• New council orientation
• Boards commissions contact information

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Teamwork

• Show respect
• De-personalize issues differences
• Listen carefully
• Honestly express viewpoints

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Decision Making

• Access and use relevant information
• From multiple sources staff community

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Decision Making

• Staff
• Be factual objective
• Provide relevant info
• Craft alternative recommendations
• Facilitate the decision-making process
• Share information among all Council Members

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Decision - making

• Deliberate discussions
• Agree on the way decisions should be made
• Objective, open, systematic
• Frame issues, consider information, consider
  context

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Decision-making

• Give adequate time for decision-making
• Avoid forcing decisions prematurely
• Recognize schedules and timing but dont break
  off discussion prematurely despite pressure for
  action

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Decision making

• Put aside personal differences
• Hear all sides
• Honest forthright exchange of opinions
• Consider alternative actions

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Decision making

• Encourage public involvement without
  capitulation
• Respect the process
• Commit to implement the action approved

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Decision - making

• Reach agreement even without consensus
• Not possible to reach consensus on every issue
• Agree that the problem deserves a solution

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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-Range
• Budget
• Goal-setting
• Action Plan
• Specific project planning

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Act strategically

• Mid-Range
• Capital Improvements program (CIP)
• Equipment Replacement Plan
• Financial Policies

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Act strategically

• Long-Range
• Comprehensive Plan
• Community Visioning

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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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HUMAN RESOURCES ADMIN

• Elements/Practices
• Chain-of-Command
• Personnel Policies
• Job Descriptions
• Safety
• Workforce Planning
• Training and Career Development

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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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IMPORTANT LAWS

• Chapter 20 - Public Employment Law
• Chapter 400 Civil Service
• Fair Labor Standards Act
• Civil Rights Acts Fed State
• Veterans Preference Laws
• Military Leave

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OTHER IMPORTANT LAWS

• ADA
• FMLA
• OSHA
• HIPAA
• ADEA

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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