Tues-Effective Gov-Precon
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6/18/18 Effective Governance Tues, June 19, 2:30-4:30 CML 96th Annual Conference Sam Mamet, Executive Director, CML June 19-22, 2018 Vail Tami Tanoue, General Counsel/ Deputy Executive Director, CIRSA Dianne Criswell, Legislative Counsel, CML Karen Goldman, Municipal Clerk Advisor Empowered cities and towns, united for a strong Colorado. Empowered cities and towns, united for a strong Colorado. Contents of this presentation reflects the view of the presenter, not of CML. Contents of this presentation reflects the view of the presenter, not of CML. Session Agenda Public Policy: An Overview Presented by Sam Mamet - Overview and introductions - Liability and governance/quasi-judicial/staff-elected The primary job of the governing body: relations Set public policy - Open meetings - Parliamentary procedures It’s a challenging task requiring a good understanding - Your Clerk as a resource of what municipal government can accomplish and an understanding of the best interests of the public. - Ethics/conflict of interest - Q&A Empowered cities and towns, united for a strong Colorado. Empowered cities and towns, united for a strong Colorado. Contents of this presentation reflects the view of the presenter, not of CML. Contents of this presentation reflects the view of the presenter, not of CML. Professionalism Accountability The public expects an efficient government: • Once elected – councilmembers/trustees • Rational, analytical decision making required represent the entire community • For best results - utilize staff expertise • All citizens have a right to be heard • Programs and policies should achieve intended • Viewpoints expressed by citizens should be outcomes accepted and acknowledged The goal is finding the proper balance to: • Public involvement is essential for the legitimacy • Being responsive to public expectations of governing processes • While being good stewards of public resources Empowered cities and towns, united for a strong Colorado. Empowered cities and towns, united for a strong Colorado. Contents of this presentation reflects the view of the presenter, not of CML. Contents of this presentation reflects the view of the presenter, not of CML. 1 6/18/18 Governance Roles Governance Roles Big Picture Thinker Stewardship • Making decisions that will have significant impact • Listen to and respect citizen views on municipality – both short and long term • Represent all citizens – and those of the future • Focus on the future impacts – what actions will • Some decisions will be uncomfortable as they will make a difference run counter to the wishes of some citizens • Think beyond present data and constraints • Decisions should be made for the greater good • See possible connections and relationships Empowered cities and towns, united for a strong Colorado. Empowered cities and towns, united for a strong Colorado. Contents of this presentation reflects the view of the presenter, not of CML. Contents of this presentation reflects the view of the presenter, not of CML. Governance Roles Governance Roles Representative/Advocate Community Builder • Acting in role of “customer service representative” • Provide leadership in relationship and consensus building • Elected official acts as a conduit between citizens and city services • Foster relationships that help people work through differences • Citizens see council/board members as most responsive to their concerns • Provide a forum for all aspects of an issue to be heard and considered Empowered cities and towns, united for a strong Colorado. Empowered cities and towns, united for a strong Colorado. Contents of this presentation reflects the view of the presenter, not of CML. Contents of this presentation reflects the view of the presenter, not of CML. Governance Roles Governance Roles Decision Making Oversight • Decision making role can be similar to acting as a • Hires manager in council-manager system judge • Hires town clerk and other staff in mayor-council • Decisions based on information presented – then system voted up or down • Holds staff accountable • Often not an easy role – but vital to municipal • Careful to respect proper roles of governing body government versus roles of staff members Empowered cities and towns, united for a strong Colorado. Empowered cities and towns, united for a strong Colorado. Contents of this presentation reflects the view of the presenter, not of CML. Contents of this presentation reflects the view of the presenter, not of CML. 2 6/18/18 Ethics High Standard of Conduct In summary the public expects: • Never use confidential information for personal gain • Honesty • Do not accept gifts above the Amendment 41 • Decisions that put the community first limits ($59 a year from non-family individuals) • Open and fair decision making process • Do not participate in any decision that directly • Respect for individuals and the community benefits you personally or your business • Accountability • Do not hold an interest in any contract entered into • Decorum and professionalism by the governing body • Personal character and lawful behavior Empowered cities and towns, united for a strong Colorado. Empowered cities and towns, united for a strong Colorado. Contents of this presentation reflects the view of the presenter, not of CML. Contents of this presentation reflects the view of the presenter, not of CML. Governance vs. Management Where are you focusing your efforts? Presented by Tami Tanoue Ownership • Is the governing body’s focus on governance rather than management or administration? | Governance – Management is not the same thing as governance! Being a “super-manager” is still not governing. | – Governance is policy-setting, big picture, and forward- Management looking, rather than making reactive, case-by-case | decisions as issues arise, or after-the-fact after a problem surfaces Supervision | • Boards should develop “a taste for the grand | expanse of the big picture,” says John Carver Front Line Employment (“Boards That Make a Difference”) Empowered cities and towns, united for a strong Colorado. Empowered cities and towns, united for a strong Colorado. Contents of this presentation reflects the view of the presenter, not of CML. Contents of this presentation reflects the view of the presenter, not of CML. Where are you focusing your efforts? Governance characteristics • Does the governing body speak with one voice? • Time Horizons: Yours should be the – “Deliberate in many voices, but speak with one” furthest out! – Recognize that, while there may be dissension or disagreement, the CEO (e.g. the City/Town • Dealings within Chain of Command: Manager/Administrator and/or other direct report) Don’t jump more than one level! is accountable only for directions given by the body as a whole • No Redundancy: Unlike other levels in – Is the voice directed at the CEO, the governing the organization, there is no one else who body’s primary employee? can step in and do your job! Empowered cities and towns, united for a strong Colorado. Empowered cities and towns, united for a strong Colorado. Contents of this presentation reflects the view of the presenter, not of CML. Contents of this presentation reflects the view of the presenter, not of CML. 3 6/18/18 Honoring the Governance- Legislative v. Quasi-Judicial Management Distinction Presented by Tami Tanoue • Why is this a liability issue? • The actions you take as a governing body can generally be – Public officials have protection from liability when they are within the “scope “pigeonholed” into the following categories: legislative, quasi- of employment” – term used in Colorado Governmental Immunity Act judicial, and “other” – “Scope of employment” means everyone must respect the parameters of your job description • By correctly “pigeonholing” the nature of the action, you can – So to the extent you have organizational parameters that include an observe the differing rules that apply to each type of action allocation of responsibilities, those parameters are part of your job description; honoring those parameters will help keep you within the “scope • Quasi-judicial actions require the greatest care and caution of employment” from a procedural perspective, because the property rights of – Liability coverages also hinge on your being within the scope of your individuals can be affected, triggering constitutional “due authorized duties process” requirements – If you are going outside the parameters, you could be outside the scope of your job description…and outside the scope of your liability protections! • The essence of “due process” is notice and a hearing before a neutral decision-maker, with a decision that is based upon the – If you’re doing management/administration, then who’s doing the governance? And what about those who are supposed to be doing the evidence gained at a hearing and the application of the proper management/administration? What are they doing? legal criteria Empowered cities and towns, united for a strong Colorado. Empowered cities and towns, united for a strong Colorado. Contents of this presentation reflects the view of the presenter, not of CML. Contents of this presentation reflects the view of the presenter, not of CML. A Legislative Decision A Quasi-Judicial Action • Reflects public policy relating to matters of a • Determines rights, duties or obligations of a specific permanent or general character individual or entity • Not normally restricted to particular individual or • Based on facts developed at a hearing to resolve entity the particular interests in