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Section 9 - Updated 8.23.24SECTION 9 GOVERNANCE: OUR MAYOR — CITY COUNCIL AND CITY MANAGER IN ACTION [Updated: 8/26/24] Copyright © 2024: Lyle Sumek Associates, Inc. Project 240801 1 Governance Topics City of Dubuque Mayor and City Council L Mayor and City Council Compensation 2. Filtering Noise 3. Leadership and Management Succession Planning 4. Boards and Commissions Vacancies 5. Light Meal before Work Sessions 6. Council Member Requests of City Manager and City Staff: Protocol 7. Council Member Requests of City Manager and City Staff: Folio Up Communications Template 8. Residents' Service Requests and Concerns to City Manager and City Staff: Protocol . Residents' Service Requests and Concerns to City Manager and City Staff: Follow - Up Communications Template 10. Federal and State Leadership and Presence through National and State Organizations and Committees — Advocacy and Relationship Building; Networking and Learning about Best Practices Copyright CD 2024: Lyle Sumek Associates, Inc. Project 240801 2 Council — Manager Model Working Model Mayor/City Council Boards/Task Forces City Manager Department Managers Division Heads Supervisor Employees Volunteers GOVERNANCE "WHAT" MANAGEMENT "HOW" Needs/Desires Information Expectation Advocacy Feedback SERVICE Results "ACTIONS" Impact Copyright © 2024: Lyle Sumek Associates, Inc. Project 240801 3 The City GOVERNANCE • Listening to the citizens • Anticipating and focusing issues • Determining vision and values • Decision making on direction and resources • Setting the "tone" for the city • Monitoring staff performance • Educating the citizenry • Mobilizing support in the community MANAGEMENT means... • Analyzing issues • Developing professional recommendation • Decision making on programs and resources • Setting the "tone" for the organization • Developing programs and systems • Determine implementation plans and strategies • Educating and developing employees • Evaluating and adjusting performance SERVICE DELIVERY means .. , • Developing operational plans and tactics • Organizing the work unit • Implementing decisions and programs • Responding to citizen problems • Maintaining equipment and facilities • Providing quality services and products • Developing work unit and employees • Evaluating services and citizen impact Copyright © 2024: Lyle Sumek Associates, Inc. Project 240801 4 Board of Directors Responsibilities OVERVIEW 1. Determine Your Core Businesses 2. Define Goals for 5 Years. 3. Develop Strategies 4. Establish Annual Agenda — "To Do" List 5. Make Policy Decisions 6. Listen to Community — the Stakeholders 7. Be an Advocate 8. Delegate to City Staff 9. Monitor Performance and Results 10. Set the "Corporate" Tone 11. Hire/Fire Chief Executive Officer Copyright © 2024: Lyle Suniek Associates, Inc. Project 240801 5 Effective Teams Model Effective TEAMS Are: Goals Roles E xecute Attitude T rust "Unifying Purpose and Goals" • Goals — Outcomes • Work Programs — Game Plan • Strategy — Action Steps "Individual Contribution" • Valuing Individuality • Responsibilities Defined • Practicing Teamwork "Produce Results through Actions" • Analyze ► Decide • Act ► Impact • Evaluate ► Adjust "Willingness to Work Together" • Respect for Each Other • Cooperation and Openness • Celebrating Success: Momentum "Commitments Becomes Reality" • Learning from Setbacks • Guidelines • Support Each Other Copyright 0 2024: Lyle Sumek Associates, Inc. Project 240801 Winning Teams LOSER Conflict — Turmoil No Hope for Future Internal Fighting Personal COMPETITIVE Okay Short Term Compete, but Do Not Win SUSTAINING WINNER Achieve a Goal Claim Success A Leader Game Plan Guided by Achievement CHAMPION Refocus Direction and Goals Share Successes Many Leaders Strategy Guided by Outcomes Copyright © 2024: Lyle Sutnek Associates, Inc. Project 240801 7 12 Points of an Effective Mayor -and City Council 1. Focus on and Use Vision, Goals and Priority • Define the city's preferred future •--Establish-outcome-based-goals- - • Think about value to the community • Use to allocate resources, to develop plans and policies, to invest in the future 2. Make Timely and Courageous Decisions • Use vision, goals and priorities to use decisions • Seek and use input from community and city staff • Evaluate options through committees and work sessions • Decide on what is "best for the city" 3 Provide Clear Direction and Expectations • Obtain clear closure • Define outcomes, measures of success and time frames • Delegate assignments to Boards and Councils, and to city staff • Make sure to summarize and test closure to make sure that everyone has the same understanding 4. Negotiate • Know your own bottom line • Look for common ground and areas of agreement first • Use work session and committees to negotiate • Win with grace, lose with grace 5. Treat Others with Respect • Be courteous, polite and trustworthy — avoid personal attacks • Deliver on your commitments • Act within your defined roles • Value the contributions of others 6. Have Open Communications • Communicate using direct, open messages • Keep everyone informed and avoid surprises or hidden agendas • Listen and understand before judging • Use simple and focused messages that people can remember Copyright 0 2024: Lyle Sumek Associates, Inc. Project 240801 7. Monitor Performance • Obtain regular progress updates/status reports • Meet quarterly to review and refine direction • Evaluate the outcome and actions, and make modifications • Take responsibility for the actions and be accountable for the results. 8. Have a Community Presence • Be accessible to the citizens and community • Go into the community beyond your political supporters • Take time to develop effective working relationships with community partners • Be a positive advocate for the city 9. Act as a Board of Directors • Know your community — view it as the "market place" • Focus on providing policy direction • Delegate clear responsibility to the city Manager as the C.E.O. • Avoid micromanaging and the daily operations 10. Think Strategically • Institutionalize the goal setting process • Identify key partners who can bring resources to the table • Define alternative routes and steps to destination — the vision • Keep the "big" picture in mind 11. Align the City Organization • Appoint individuals to Boards and Councils who share your passion for the city and the vision for the future • Define the core values to guide "how the city should operate and be managed" • Employ the "right" city Manager for your city • Hold other accountable for their behaviors, actions and the results 12. Share Success and Celebrate • Communicate "Our City Success" in terms that the average citizen will understand • Use celebrations that create a positive memory — value that the city has added to people's lives • Recognize others who have contributed to the city's success • Remember people want to be associated with "winners" Copyright © 2024: Lyle Sumek Associates, Inc. Project 240801 9