Best Management Practices

Best Management Practices Elyse Ackerman-Casselberry Colorado Department of Local Affairs Regional Manager

Roles and Responsibilities

Elected Officials • Set policy • Use enabling authority and charter to protect public interest • Appoint certain staff and boards that will further the mission of the community • Provide general direction and on-going two-way communication • Interact with constituents, provide forum for public discourse • Make decisions for the good of your community

Elected Officials – Key Elements to Consider: continued • Ethics • Be professional • In this business “perception is reality” • Code of Conduct • Respect each other as professionals • Confidentiality • Be a positive ambassador for the town • Avoid surprises • Consistency • Lack of consistency can create legal, liability and fairness issues • Establish polices & procedures to create a predictable environment for yourselves, staff, and the public

Elected Officials – Key Elements to Consider: • Leadership • You are a community leader! • So are the other 6 people sitting beside you. • The Big Picture • You are mandated by law to make decisions that impact people’s lives • Agree to disagree • Position is a “24/7” obligation • Information/Analysis • Information is the key • Information for evaluation • The right decision is not necessarily the most popular, and sometimes the most popular decision is not the right one

Elected Officials – Key Elements to Consider: • Involvement • Public Service = Involvement! • Be careful of overextending yourself • Resources • Use your professional organizations, neighboring communities and staff to access resources and technical assistance

When Making Decisions: Work from fact, information, debate, discussion NOT EMOTION or HEAR SAY

Elected Official Roles As a member of the board, it is important that you: • Do not favor any particular special interests. • Do not use this board for your own personal advantage or for the advantage of friends or supporters. • Keep privileged information confidential. • Approach all board issues with an open mind • Be cautious in exercising authority as an individual board member on behalf of the entire BOCC. • Respect that decisions are made by majority vote • You may have been elected by followers of certain interests or issues, but you have a duty to the entire community. • Not take things personally, or make things personal!

Administrator/BOCC Governance Structure • Administrator appointed by Board • Delegated responsibility and oversight of operation and management decisions • Manager serves as “CEO” at the pleasure of the Board • Oversees all personnel matters

Administrator • Prepares a budget for the board consideration • Recruits, hires, terminates, disciplines, and supervises staff • Serves as the board’s chief advisor • Carries out the board’s policies and strategic direction • Provides complete and objective information about local operations • Discusses the pros and cons of alternatives and offers an assessment/ consequences of a board’s decisions • Serves at the pleasure of the governing body • Can be fired by a majority of the board, consistent with local laws, or any employment agreements • Traditionally works as an exempt or salaried employee • May make policy recommendations to the board for consideration and final decision. • Is bound by whatever action the board takes

Clarifying Roles of Board-Staff Team

Staff • Hired by the Administrator • Serves under the direction of the Administrator • Provides technical expertise and guidance • Assists with research • Provides staff review and reports • Advises BOCC, Administrator, and other elected officials

Suggestions for Good Relationships with Staff • Do NOT give direct orders to individual employees. • Help ensure effective and efficiency government by passing your complaints, suggestions and orders through the proper chain-of-command. • Understand what the Chain of Command is • Create an understanding of effective follow-through • Take citizen concerns/complaints to the administrative head of the Town. • Listen to the complaint courteously, tell the citizen you will pass it along. • Establish protocol for responses • Honor the governing body-staff partnership. • Staff really wants you to look good!

Good Governance Working Together as a Board

John Nalbandian’s Characteristics of Highly Effective Councils/Boards • Ability to deal with issues AS A TEAM • Willingness to address DIFFICULT issues • Successful relationship with Professional Staff

Keys to Successful Partnerships • Find common ground when setting policy • Clearly define policy goals and outcomes • Manage each others behavior and seek cooperation from each other (Code of Conduct) • Work with each other respectfully when in disagreement • Support the outcomes and decisions made

Best Practices • Criticize the project or the process….not the person (avoid scape-goating staff or fellow council members) • Don’t take things personally. You are here to oversee the business of the town. • Create mechanisms that protect staff from being drawn into intra-council or community conflicts • Share information equally to all BOCC members ALWAYS!! • Support the majority decision of the Board once a vote has been taken

Best Practices • Seek and abide by the Recommendations of Your Legal Counsel • Exercise caution when discussing issues outside of board meetings • Come to Meetings Well Prepared • Avoid Making Promises or Commitments Ahead of Time • Be Time-Conscious and Concise • Ensure that All Interested Parties Feel That They Have Been Heard

Best Practices • Maintain Control of the Discussion with Formality and Protocol • Base all Discussions on the Facts and Relevant Information • Insist on decorum from each other, staff, and participants in discussions

Best Practices • Remind yourself of your role: • Goal Setter – develop a vision for the community; establish goals and milestones • Decision Maker – formulate and adopt policies, programs and budgets • Don’t forget that as an Board you can: • Interpret • Anticipate • Advocate – mobilize support for board decisions • Use your Best Practices • Take care of yourself!!!

CREDITS • Colorado Counties Inc.: www.ccionline.org • Special District Association of Colorado: www.sdaco.org • Department of Local Affairs, Division of Local Government: www.dola.colorado.gov

Sample Code of Conduct • Value each other’s ideas and value each other as a person • Cooperate with others, work together as a team • Keep discussions in the room for executive session or sensitive issues • Avoid personal attacks and personalization • Keep in mind the “Big Picture” in your decisions: our vision and our goals • Respect and support the Board’s decisions or state that you cannot, but do not undermine the decision of the Board • Share credit, we are successful as a town/district team • Treat others with respect: respect the individual, their opinion, support each other and learn from each other • Be a positive ambassador for the town or district – represent the entity’s policies, visions and plans 24 hours a day • Keep each other informed—avoid surprises • HAVE FUN

Sample Code of Conduct • http://www.douglas.co.us/includes/documents/DCBCPolicyManual__March2010update.pdf

Best Management Practices