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
• 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

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

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
319-335-4520 jeff-schott@uiowa.edu