City Council Governance
Norms, Relationships, and Staff
City Council Study Session
August 24, 2023
❖ Reflect on the unique characteristics of
our organization and the environment
in which we work
❖ Review procedural rules for decision-
making and giving direction
❖ Discuss and identify norms to guide
how we work together
City Council Governance
Purpose of Today’s Session
2 1. Introduction
2. Local Government Context
3. Robert’s Rules of Order
4. Council Motion Exercise
5. Council Norms Discussion
6. Council and Staff Communication
and Relationship
7. Next Steps and Closing
City Council Governance
Our Agenda
3 1. Introduction
4 This job requires elected leadership to
hit the ground running (fast!), and
because of that, you have
accomplished a lot already.
5 Largest City Council
Transition in Decades…
Introduction
A Lot of Accomplishments
6 ✓ Labor and Retirement
✓ Council Priorities / Focus Areas
✓ Sunshine Requirements
✓ Public Record Act
✓ Gifts and Reporting
✓ Cyber Security and Privacy
✓ Communications, Website, and
Social Media
✓ Process
✓ Racial Equity
✓ Emergency Management
✓ Brown Act
✓ Political Reform Act
✓ City Service Areas
• Community and Economic
Development
• Environmental and Utilities Service
• Public Safety
• Neighborhood Services
• Transportation and Aviation
Services
• Strategic Support
Introduction
Mayor & City Council Orientation
While responding to emergency needs in the City, you were also orientating yourselves and your staff to a large organization—over 7,000 employees, over $6 Billion budget, over 264 service lines serving nearly 1 Million people, operating under specific government rules 7 2. Local Government Context
8 Today’s session is unusual for our type of
organization—we’ll be focusing not on
content (the what), but rather on
how we can effectively work together
to advance community interests, while
navigating a highly complicated
working environment .
9 Political Viability Administrative
Sustainability
Effective governance bridges the gap between
political viability and administrative
sustainability. Clearly defining roles,
responsibilities, and communication norms
can help build this bridge.
10 Characteristics of a high-performing governing
body can include…
✓ Collaboratively addressing difficult policy problems
✓ Effectively building capacity to work together
✓ Cultivating productive relationships with staff
Sources: Good Local Government/University of Kansas, Bloomberg/Harvard City Leadership Initiative, National League of City, and CA League of Cities Local Government Context
City Council’s Role: The High-Performance Governing Body …but realizing this high-performing governing body is challenging in a local government context
11 Obstacles
▪ Values drive policy making
▪ Conditions that make public
policymaking difficult
▪ Perspectives of elected officials +
staff differ
Local Government Context
Why is it different? Obstacles
12 Decision Making Driven by Democratic Values
Responsiveness =
✓ Representation/Participation
✓ Efficiency/Professionalism
✓ Social Equity
✓ Individual Rights
Local Government Context
Why is it different? Decision-Making
13 Governing Body’s
Working Conditions
• No hierarchy
• No Job Description
• No specialization
• Little Professional Feedback
• Open meetings
Local Government Context
Why it is different? The Job
14 Institutions Ecosystems
• Political Vision
• Agenda
• Expectations
• Potential
• Existing Flows of Relationships
From: To:
Local Government Context
The Power Shift in Policymaking
15 Because the working environment is so challenging
and dynamic, and because we operate in an
interconnected ecosystem, the rules and norms
we establish and abide by are crucial to enable us
to conduct the community’s work.
16 3. Robert’s Rules of Order
17 • Form a parliamentary procedure
• System for conducting business as a deliberative body • Helps group to come to a decision
• Focus on a single issue until resolved
• Protects minority view(s)
Robert’s Rules of Order
Why it is used
18 • A motion is the topic under discussion
• After being recognized by the Chair, any member can introduce a motion when no other motion is on the table (under
consideration)
• A motion requires a second to be considered if no second, motion is not considered
• Each motion must be resolved
Robert’s Rules of Order
Motions
19 ▪ When recognized by the Chair and usually after making comments… • “I move that…” (we accept the staff recommendation; we take a particular action; we defer the matter for further community outreach; etc.) ▪ Amendment – request a maker of the motion to amend motion in some fashion; requires approval of second.
• Maker of the motion does not have to accept
▪ Substitute motion – Replaces the main motion for consideration if there is a second; is debated before the original motion.
Robert’s Rules of Order
Making a Motion
20 • More community outreach:
“Move to direct staff to do more community outreach”
• More study and/or analysis of a topic:
“Move to refer to a committee for additional research and analysis” • More time to study proposal:
“Move to postpone to a definite time or date”
• Enough discussion:
“Move to close the debate (“call the question”)
- Requires 2/3’s vote”
Robert’s Rules of Order
Other Actions
21 4. Council Motion Exercise
22 • Objective is for the City Council to pass a motion giving the Clerk direction on what to order for dinner.
• Lee will act as the chair.
• For this exercise Jennifer and Nora will be members of the City Council.
City Council Motion Exercise
23 • Direct the City Clerk to order sandwiches for the
December 19, 2023, City Council Meeting.
City Council Motion Exercise
Staff Recommendation
24 1. A member obtains the floor to make a motion
2. Another member seconds the motion
3. The Chair states the motion
4. Members debate the motion
5. Chair puts the motion to a vote ✓ Right Time
✓ Clear Motion
✓ Flexibility
City Council Motion Exercise
Principles of a Motion
25 5. Council Norms Discussion
26 • Norms are rules or standards that guide the behavior of a group. They often come out of a set of shared values and establish common expectations for how people work together. • Staff has compiled a list of potential norms from sources on public administration, management theory, and examples from other cities.
City Council Norms Discussion
What is a Council Norm?
27 • Treat others with
respect
• Respect each
member’s role as a
representative of their
constituents
• Be honest
• Be patient
• Be compassionate
• Be willing to question
assumptions
• Try to maintain a
positive tone
• Try to maintain
positive relationships
with colleagues
• Debate the issues,
not motives
• Try to assume good
intent
• Be a good listener
• Do not interrupt while
others are speaking
• Come to meetings
prepared
• Ask clarifying
questions
• Welcome public
participation
• Be attentive during
public comment
• Be mindful of equity
consideration
• Be respectful of
other’s time
• Be succinct
• Value good
questions
• Confidentiality
City Council Norms Discussion
Menu of Norms
28 City Council Norms Exercise
• Council will break into small groups
• In your small group, develop a list of
norms that you can all agree on
• The Council will then reconvene, and
each group will report out on the list it
developed
29 Report Out
30 • Staff will compile the results of this exercise and follow-up with an info memo that includes the list of norms that the City Council identified.
• If there's interest from the Council, staff can also
agendize an item at a future council meeting and bring a memo compiling the results of the exercise back for
Council consideration.
City Council Norms Discussion
Next Steps
31 6.Council and
Staff Communication
and Relationship
32 To effectively work together, we must bridge the gap in a dynamic social and political environment.
How? 33
To Effectively Work Together, We Must Consistently…
Communicate and Translate Information
Align Governing Body and Staff to
Deliver Services to the Community
Strategically Use Available Tools
%!*
34 Characteristic Politics Administration
Activity Game/Problem Solving Problem Solving
Players Representatives Experts
Conversation “What do you hear?” “What do you know?”
-Passion
-Dreams
-Stories
-Data
-Plans/goals
-Reports
Pieces Intangible: Interests and
Symbols
Tangible: Information, money, people,
equipment
Currency Power Knowledge
Dynamics Conflict, compromise, change Predictability, cooperation, continuity Political Acceptability/Viability Administrative Sustainability Council and Staff Communication and Relationship
Characteristics of Politics and Administration
Our roles are defined by different characteristics
35 How Might We Work to Have Complimentary Roles?
• Translate the logic of politics and administration
• Bridge the gap between what is politically acceptable and administratively sustainable
• Align
• Staff priorities with governing body goals
• Governing body and staff expectation
Budget, Council Priorities
One Team Leadership Values
and Expectations
Council Briefing and
Communication Norms
Bridge Building
Characteristics of Politics and Administration
36 1. Provide information, answer inquiries, and follow through promptly.
2. Be intentional by thinking about what the City Councilmember needs to their job.
3. Listen and seek to understand.
4. Nurture relationships.
5. Show empathy and be kind.
6. Establish two-way respect and professionalism.
7. Keep City Councilmembers equally informed.
8. Treat City Council staff as an extension of the City Council.
9. Partner & collaborate.
10. Delegate City Councilmember communications to other executive staff.
Council and Staff Communication and Relationship
Communication and Briefing Norms
37 Governing body
needs from staff
Staff needs from
governing body
Governing body will
provide staff
Staff will provide to
governing body
Council and Staff Communication and Relationship
Aligning Governing Body and Staff
38 7. Next Steps and Closing
39