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1 26 20 Handouts and Additional NotesSTRUCTIONS Consider situations in which you find your wishes differing from those of another person. How do you usually respond in such situations? The following pages contain 30 pairs of statements describing possible behavioral responses, For each pair, please circle the letter ("A" or "B") of the statement that best characterizes your behavior. In many cases, neither the "A" nor the "B" statement may be very typical of your behavior; but please select the response you would be more likely to use. Copyright © 1974, 2002 by Xicom, Incorporated. Xicom, Incorporated, is a subsidiary of CPP, Inc. This copyrighted publication is not offered for sale; it is for licensed use only. Xicom, Incorporated, reserves all rights beyond the limited scope of this license, including,, with- out limitation, all rights under U.S. and international copyright and trademark laws. No portion of this publication may be reproduced, stored in a retrieval system, or transmitted in any form or media or by any means, electronic, mechanical, photocopying, recording or oth- erwise, without the prior written permission of Xicom, Incorporated, or CPP, Inc., as its agent. This copyrighted publication may not be resold, sublicensed, exported, redistributed, otherwise transferred, or used in any manner by any party other than the person or entity to whom it is licensed for use by Xicom, Incorporated, or CPP, Inc., as its agent; any violation of any of these restrictions may infringe Xicom, Incorporated's copyright under 17 U.S.C. § 166(3), and any such violation shall automatically terminate any license to use this publication. The TKI and CPP logos are trademarks of CPP, Inc. 09 08 07 06 05 55 54 53 52 51 50 49 48 47 MAYOR AND CITY COUNCIL GOVERNANCE 2020: Interview Summary City of Dubuque January 2020 Question 1 1. What is the legacy that I would like to leave for the City of Dubuque? 1. Better future for Dubuque residents 2. City trusted by the community 3. Ethical leadership 4. Respect for confidentiality of information 5. City connected with the entire Dubuque community 6. Advocacy for human rights 7. Safe community for all 8. Quality City infrastructure — well planned, well maintained and prepared for the future 9. Dubuque continuing to move forward 10. Respect for all 11. Responsible City leadership 12. Leading for what is best for all citizens 13. Visionary leadership and decision making 14. Community -minded leadership 15. Value in serving the community 16. Fair treatment for all 17. Explaining decisions and actions Copyright © 2020 Lyle Sumek Associates, Inc. Project 200101 1 18. Used data in making the best decision for the community - community stewardship 19. Asked great questions 20. Growing Dubuque population 21. Retained college graduates 22. Increased wages/salaries for Dubuque residents 23. Become a truly inclusive and equitable community 24. Be the "shining star on the hill" 25. Attracted young population 26. Have affordable housing options for all 27. Vibrant Central Avenue corridor 28. Grocery store in the northend 29. Respect for City government 30. Great place to work - progressive Human Resource policies and processes 31. Greater economic prosperity with poverty reduction throughout the Dubuque community 32. Resilient and sustainable City government and community 33. Protection of the natural environment 34. Involved community in the governance process 35. Mayor and City Council working for the benefit of the entire Dubuque community 36. Policy reflecting the will f the community 37. Effective community outreach through town hall meetings, input to staff on major projects or policies, and other methods 38. Professional performance standards developed and used in evaluating City managers and employees performance Copyright © 2020 Lyle Sumek Associates, Inc. Project 200101 2 MAYOR AND CITY COUNCIL GOVERNANCE 2020: Interview Summary City of Dubuque January 2020 Question 3 3. What is your desired image in the community of the Mayor and City Council? 1. Work together 2. Focuses on the long term 3. Agrees to disagree — nothing personal 4. Is guided by the City vision, mission and plans 5. Is respected by the community - residents and businesses 6. Represents the City in a positive manner 7. Is creating a "community of choice" 8. Trusts City government 9. Acts in an open, transparent mannerr 10. Is above question - acting in an ethical manner 11. Listens and is open to new and different ideas :1-2,--A-cis in-a-tr- s-paren —manner 13. Respects roles and responsibilities under the Council -Manager form of City government 14. Is visible and present in the Dubuque community 15. Emphasizes We over I — no personal agendas or glory 16. Supports each other and the City of Dubuque Copyright © 2020 Lyle Sumek Associates, Inc. Project 200101 1 17. Provides accurate and truthful information 18. Acts in a trustworthy manner 19. Is honest 20. Acts in a respectful manner 21 ieRa .c* forward looking 4 /4 ji$'m 22. Is welcoming to all 23. Has a sense of optimism about Dubuque's future <--4 :-I�-apraaclile 25. Is involved in a variety of community activities 26. Acts with the "best" interests of the Dubuque community in mind 27. Is community -minded and focused 28. Is acting in a professional manner 29. Is not a ing as a gr up - demo strating "groupthink" o i..a irig unazri -u-s \otes 30. Is sharing different ideas and different perspectives 31. Is challenging each other and questioning each other Copyright © 2020 Lyle Sumek Associates, Inc. Project 200101 2 MAYOR AND CITY COUNCIL GOVERNANCE 2020: Interview Summary City of Dubuque January 2020 Question 2 2. What does Mayor and City Council success mean...? (Criteria for judging Mayor and City Council success in six month? V. Mayor and City Council developed, followed and implemented the City vision, mission and plans 2. Mayor and Council Members worked together as a team 3. Mayor and City Council implemen,tedJnLisien Dubuque PlanAction Agenda 4 Mayor and City Council achieved City goals, completed annual work program and measured the results - benefits to the Dubuque community 5. Mayor and City Council used the vision and kept the "big picture" in mind 6. The City — Mayor -City Council, City Management, City Employees and Community acted cohesively 7. Mayor and City Council Members were positive representative for the City of Dubuque 8. Mayor and Council Members were advocates for community issues 9. Mayor and Council Members were prepared 10. Mayor and City Council had the respect and confidence of the Dubuque community 11. The City was moving Dubuque forward 12. Mayor and City Council were able to make tough and bold decisions 1 Mayor and Council Members respected the City institution — laws, roles and responsibilities, and processes t74Mayor and City Council used data to make the best decision for the Dubuque community Copyright © 2020 Lyle Sumek Associates, Inc. Project 200101 1 fr) Mayor and City Council were open and transparent 16. Mayor and City Council had open and honest communications 17. Mayor and City Council were the policy makers — the "Board of Directors" for the City 18. City surveyed the community and sought input and feedback from the community 19. Mayor and Council Members are served as the face of the City institution 20. Mayor and Council Members provided sensitive feedback in private 21. Mayor and Council Members involved in national and state organizations and seeking training and development opportunities 22. Mayor and City Council blended individual ideas and found common themes 23 Mayor and City Council and the City of Dubuque have collaborative relations with Dubuque County and Dubuque Public Schools .ayzrr--arrcl City&earl Mayor and Council Members have positive personal relationships with each other 6. Mayor and Council Members supported the Council decisions and direction 97 Mayor and City Council have developed and used performance metrics to measure success and progress in making a better community [e.g. trending to improve] Copyright © 2020 Lyle Sumek Associates, Inc. Project 200101 2 MAYOR AND CITY COUNCIL GOVERNANCE 2020: Interview Summary City of Dubuque January 2020 Question 4 4. How do you want to be treated by Mayor and other Council Members? 1. Respect others — ideas opinions and comments 2. Communicate in ai/ij direct manner 3. Focus on the issue — avoid personal accusations or attacks/ 4. Be attentive - 'ste b fore judging the comments of others, #1:46* 5. Represent the City in a positive manner 6. Agree to disagree — vote, decide and move to the next issue 7. Support the majority decision even if you voted against it 8. Focus on governing — avoid playing politics 9. Follow the "Golden Rule" 10. Keep confidential information confidential 11. Provide feedback in private 12. Act in an ethical and legal manner 13. . w Council protocols and rules 14. Work as a team 15. Respect the roles and responsibilities of others 16. Have open conversations 17. Be honest and truthful 18. Follow through on commitments 19. Act in a professional manner 20. Participate in open discussions 21. Have an open mind Copyright © 2020 Lyle Sumek Associates, Inc. Project 200101 1 c;2VI c,96 ..sue 097 s( 3a 9eP' MAYOR AND CITY COUNCIL GOVERNANCE 2020: Interview Summary City of Dubuque January 2020 Question 5 5. What are your expectations of: a. Mayor 1. Serve as the City's leader 2. Facilitate and manage Council meetings 3. Serve as a spokesperson for the City and the Mayor -City Council 4. Keep everyone informed 5. Share insights and historical perspective 6. Keep the Council focused on the Vision, Mission and Plans 7. Allow for open, fair discussion on issues 8. Build the Council team 9. Represent the Council to the City Manager 10. Be the "gatekeeper" on the Council agenda 11. Represent the City in the community 12. Represent the City at the state and national levels 13. Set a positive tone for the Council 14. Serve as the face of the City 15. Work closely with the City Manager on critical issues and strategies 16. Seek and support professional training and development opportunities Copyright © 2020 Lyle Sumek Associates, Inc. Project 200101 1 17. Be an advocate for sustainability/resiliency 18. Identify emerging issues and trends 19. Act as a member of the City Council 20. Be a positive "cheerleader" and advocate for the City 21. Share experiences and serve as a mentor to Council Members 22. Serve as the head of City government 23. Set the example and tone for City Council b. City Council 1. Make policy decisions 2. Provide direction on issues 3. Act as a responsible fiscal steward of the public's resources 4. Represent the community 5. Listen to the community 6. Have a visible presence in the community 7. Work as a team and be a team player 8. Make decisions that are in the best interests for the Dubuque immunity 9. Be attentive at meeting 10. Come prepared and ready to work 11. Keep confidential information confidential 12. Act as a corporate "Board of Directors" 13. Represent the policy and direction of the City and Mayor -City Council 14. Attend meetings when you represent the City as a liaison or representative 15. Ask questions 16. Follow adopted protocols and policies Copyright © 2020 Lyle Sumek Associates, Inc. Project 200101 2 li 17. Work through the City Manager - avoid directing City employees 18. Listen to City staff and experts Bring up issues and residents' service and infoiiiiational requests 19. Share differing points of view 20. Build personal relationship as among Mayor and Council Members 21. Be a positive advocate and cheerleader for the City and the Dubuque community 22. Keep the vision and big picture in mind 23. Avoid individual social media presence 24. Listen to difference perspective on issues c. City Manager 1. Act as the City's "Chief Executive Officer" 2. Provide leadership for the City organization 3. Implement the Mayor and City Council policies, directions and annual work program 4. Communicate in a open, direct and complete manner 5. Listen to others - Mayor an Council Members, residents 6. Monitor City performance 7. Define performance standards and goals and hold key managers accountable for their decisions actions, behavior and results 8. Work with the Mayor -City Council to develop and update the Strategic Plan and annual Action Agenda 9. Pursue professional and personal development opportunities 10. Support the professional development of City managers and employees 11. Follow the ICMA Code of Conduct and Standards 12. Anticipate and identify emerging issues and trends 13. Be visible and present in the Dubuque community 14. Serve as the City spokesperson 15. Build relations with Mayor -City Council based upon mutual trust and respect Copyright © 2020 Lyle Sumek Associates, Inc. Project 200101 16. Provide professional recommendations 17. Provide complete staff work and reports 18. Have an open mind 19. Share personal experiences and insights 20. Be an advocate for equitable and sustainable community for all 21. Keep Mayor and City Council informed 22. Instill a inclusive corporate culture in the City organization d. City Attorney 1. Act as the City's attorney 2. Provide legal advise and counsel 3. Complete legal research and share with Mayor -Council in an understandable manner 4. Pursue professional development opportunities 5. Represent the City on legal matters and litigation 6. Develop complex agreements that protect the interests of the City and the Dubuque community 7. Respond to Mayor and Council Members questions 8. Represent the City 9. Provide legal advice on policy issues Copyright © 2020 Lyle Sumek Associates, Inc. Project 200101 4 MAYOR AND CITY COUNCIL GOVERNANCE 2020: Interview Summary City of Dubuque January 2020 Question 6 6. What suggestions do you have to increase the effectiveness of: a. Mayor 1. Show independence from the City Manager 2. Continue presence in the community 3. Serve as a mentor 4. Be open to different potential agenda topics 5. Promote open and full discussions of topics. and agenda items b. City Council 1. Come prepared for meetings 2. Attend meetings when representing the City 3. Keep confidential information confidential 4. Go to City Manager with questions or information requests 5. Follow guidelines for social media 6. Act in an ethical manner - follow the Code of Ethics 7. Pursue training and professional development opportunities — NLC, Iowa League, etc. 8. Develop personal relationships as members of the governing team 9. Focus on the future and things that we can control Copyright © 2020 Lyle Sumek Associates, Inc. Project 200101 1 10. Work together as a team 11. Show up for events in the community 12. Have no social media presence — individually 13. Be visible in the community — attend community events 14. Respect City staff— if you have a problem, go to the City Manager 15. Help, support and mentor each other — we all have something to learn 16. Work together as a team 17. Show up for events in the community 18. Have no social media presence — individually 19. Be visible in the community — attend community events 20. Develop perfoiivance standards for Council appointees and use in the performance evaluation process 21. Second a topic to facilitate Council discussion 22. Follow the open meetings laws 23. Share ideas and have open, thorough discussions c. City Manager 1. Succession Planning for Management 2. Team building for Management Team 3. Sensitivity Training for all manager 4. Public information on Manager actions 5. Openness to opposing points of view 6. Allow Council Members to contact departments with simple information requests 7. Develop a 360 performance evaluation system d. City Attorney 1. Provide time research on a topic Copyright © 2020 Lyle Sumek Associates, Inc. Project 200101 2 MAYOR AND CITY COUNCIL GOVERNANCE 2020: Interview Summary City of Dubuque January 2020 Question 7 7. Any suggestions to improve Council Meeting, Council Workshops or other area? 1. Meeting Time: 6:30 pm 2. Work Session: 5 pm 3. Council Reports: Guidelines 4. Public Comment at Council Meetings - greater public understanding when to speak 5. Council Discussion - More time, slower pace 6. No technology at meetings Executive sessions, Council meetings or work sessions 7. Stack meetings and lessen the number of stand alone meetings Copyright © 2020 Lyle Sumek Associates, Inc. Project 200101 1 MAYOR AND CITY COUNCIL GOVERNANCE 2020: Interview Summary City of Dubuque January 2020 Question 8 8. What are actions need to be taken by the Mayor and City Council during the next 3 months, 6 months? 1. Poverty in the Dubuque Community 2. Food Insecurity 3. Five Flags: Direction 4. City Infrastructure: Avoid Failures and Crises 5. Comiskey Redevelopment Project 6. H & W Building: Direction 7. Central Avenue Corridor Project: Next Steps 8. Grocery Store Attraction — Northend: Direction and City Actions 9. Bee Branch Project: Next Steps 10. Senior Activities Expanded and Senior Center 11. Pet -Friendly Community/Dogs in Parks/Dog Park: Direction 12. Mobile Home Parks 13. Safe Rental Housing and Inspections 14. Engagement on Budget Improvement Packages Copyright © 2020 Lyle Sumek Associates, Inc. Project 200101 1 SECTION 7 MAYOR - CITY COUNCIL - CITY MANAGER PROTOCOLS Copyright CO 2020: Lyle Sumek Associates, Inc. Project 200101 Mayor and City Council Protocol Operating Guidelines Protocol 1 Simple Information Requests 1. Contact the City Manager - email or phone. 2. If the City Manager is unavailable, contact the Assistant City Manager. 3. Share your request and the method of response - memo, report, and phone call. 4. Define your sense of "urgency" or time frame. Protocol 2 Research on a Topic 1. Contact the City Manager. 2. Discuss with the City Manager the nature of your request and level of analysis or research. 3. If the City Manager sees that the request will require a significant amount of time, the request may be taken to the Mayor -Council for discussion and direction. 4. Bring the request up during "Council Reports" for Mayor -Council direction to the City Manager. 5. Individual Councilmembers may conduct their own research especially exploring other points of view. 6. Councilmembers may share the information with Mayor -Council through emails or through the City Attorney - other Councilmembers and the Mayor should NOT reply or discuss with other Councilmembers or the Mayor. Protocol 3 Citizen Service Request A. First Contact 1. Refer the individual to the appropriate City department. 2. Go to the City website and complete the service request. 3. Contact the City Manager and share the nature of the requests, your expectations on follow up information and time frame. B. Unsatisfactory Experience 1. Contact the City Manager. 2. Share information from the citizen contact. 3. Share your expectations for information and follow up. Copyright C 2020: Lyle Sumek Associates, Inc. Project 200101 2 Protocol 3 Citizen Service Request (Continued) 4. City Standard: The City Department will callback acknowledging the request and outlining the actions with a general time frame. 5. Use "Let me check into the matter and I will get back to you". Protocol 4 Council Agenda A. Placing an Item on the Agenda 1. The Mayor sets the final Council agenda. 2. Contact the City Clerk or Mayor. B. Question on Item 1. Contact the City Manager 3. Bring up the request during "Council Reports" for a future agenda. 2. If a .ri ng q'estio � �.r a) a x, a�a ion- ••nt ctt D art en ana:er. Protocol 5 Communications A. Mayor -City Council B. 1. Avoid deliberation and "Rely All". 2. Share infoiiiiation without discussion or reply. 3. On some specific, minor information requests, the information may go only to the individual making the request. 4. If you have a personal issue with another Councihnember, go to the other Councilmember directly and first. 5. Closed Session information is CONFIDENTIAL; the sessions are recorded and may be released under a f r tionl'-req st. Council -City Management/Staff 1. General Rule: All communication from the City Manager and staff will go to all - Mayor and City Council at the same time. 2 Small group meetings will be used to share information and to ask questions. Confidential information should be kept CONFIDENTIAL. Copyright © 2020: Lyle Sumek Associates, Inc. Project 200101 3 Protocol 6 City Employee Contact A. Employee Initiated 1. Refer the employee to the City Manager or Personnel Manager. 2. If information is about the City Manager, City Attorney or City Clerk, contact the Mayor and discuss the issue and direction. 3. Avoid discussion or indicating agreement. B. Mayor -Council Initiated 1. Should be avoided. 2. Keep the interaction social. 3. If you are a member of a work team, participate as a member of the team. Protocol 7 Email 1. Share information. 2. Avoid reply or "Reply All". 3. REMEMBER: All emails regarding City business are public. 4. Write the email, let it sit for 24 hours, and then send or DELETE. Protocol 8 Representative/Liaison 1. Represent the City position. 2. Report on major issues, directions, discussion points and activities. 3. Share City information to the other body. 4. Bring back key issues fo Mayor -Co incil discussion and direction. fl Protocol 9 Closed Sessions an.d Non -Public Meetings 1. 2. 3. 4. Protocol 10 Council Boards and Commissions Appointments and Representations 1. 2. 3. 4. Copyright © 2020: Lyle Sumek Associates, Inc. Project 200101 4