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Date: March 11, 2024 Item: 2 <br />Presenter: Adam Edwards, City Administrator / Engineer <br />Section: Work Session Item <br /> <br />Title: Appropriate use of staff time <br /> <br /> <br />1.Purpose: <br />The purpose of this items is to review Elected Official and Staff interactions. <br />2.Background: <br />Open and constructive communication between council members and staff is a critical component <br />to the provision of efficient and effective city government services. Understanding the various <br />roles, rules, and organizational norms are essential to facilitating constructive communications. <br /> <br />Staff and Council interaction was last discussed at council work session on February 27, 2023. It is <br />also a topic briefed by the City Administrator in new elected official orientation the city provides <br />whenever we have new council members. <br />3.Summary: <br />The following are the norms and principles that govern successful and productive council staff <br />interactions: <br /> <br />a. Staff-Council relationship basics. <br />City Council sets policy direction as the direct representative of the community <br />City Staff provide professional expertise and manages execution of the policies and <br />direction of the council. <br />The Council directs the City Administrator and City Administrator directs staff (simple <br />chain of command). <br />Only the Council group, not individual councilmembers, can direct the staff. <br /> <br />b. Outside of council meetings interactions between Council and staff must include the City <br />Administrator. <br />Council members should feel free to reach out directly to department heads for information <br />that is particular to their departments. If by email, carbon copy (cc:) the City Administrator. <br />If by phone, the department head will inform the City Administrator. <br />Council members are encouraged to forward resident concerns or questions to the <br />appropriate department head. Please remember to carbon copy (cc:) the City Administrator. <br />Council members are encouraged to reach out to the authors of council items that the council <br />member has questions on. This will generally be department heads but my also include city <br />planners. This allows the staff to be prepared to answer specific questions during the council <br />meeting. <br />To help manage staff time we have developed the "15 minute rule". If a council member is <br />asking for information that will take 15 minutes or less to provide the staff member will <br />provide the information and let the City Administrator know after the fact. If it will take <br />more than 15 minutes to respond and provide the information the staff member should let the <br />council member know that the query should be directed to the City Administrator. The City <br />AGENDA ITEM <br /> <br /> <br /> <br /> <br />3