HomeMy WebLinkAboutCouncil Retreat presentation
Westlake Town Council
May 30, 2014 Ron Cox Consulting
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Governance Retreat
May 30, 2014
Retreat Agenda
May 30, 2014
•DISC Inventory
•Governance
•Principles of Good Governance
•Governance Policies- Board Relations
Policy
•Best Practices - Leadership Model
•How are we doing? Self-assessment
May 30, 2014 Ron Cox Consulting
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Review Results of DISC
For
Each Council member
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DISC Exercise
•Draw another person’s name
•Review that person’s DISC Report
•Prepare to discuss the following
–The overall DISC pattern
–Their highest dimension(s)
–Their “intensity index” for the highest dimension
–The person’s motivation and insights (according to
DISC – last page summary)
•Agree or disagree? Why?
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Laura Wheat
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Carol Langdon
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Rick Rennhack
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Michael Barrett
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Wayne Stoltenberg
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Alesa Belvedere
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Tom Brymer
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Amanda De Gann
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Amanda Tom Alesa Wayne
Michael Rick Carol Laura
Leadership Team Staff
Development
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DISC Council
and
Town Manager
D I
C S
Tom
Laura
Carol
Ric
k Michael
Wayne
Amanda
Alesa
Leadership Team Staff
Development
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DISC Council
and
Town Manager
D I
C S
Tom
Laura
Carol
Ric
k Michael
Wayne
Amanda
Alesa
Ron
Retreat Agenda
May 30, 2014
DISC Inventory
•Governance
•Principles of Good Governance
•Governance Policies- Board Relations
Policy
•Best Practices - Leadership Model
•How are we doing? Self-assessment
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Governance
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Governance
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Governance Defined (Cuff)
“The process of exercising corporate and community
leadership by the policy-making authority on behalf of
the community to the organization as a whole in terms
of its purpose, control and future and overseeing the
organization to ensure that its mandate is achieved.”
George Cuff (2010)
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Governance Defined (Cox)
“The process of governing an organization”
–Every organization regardless of size has a governance
process
–Governance applies at both the policy and administrative
levels
–In order to function well, every organization must have a
predictable consistent governance process
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Rules of Good Governance
(Cuff)
1.Have clarity of mandate
2.Have clarity of authority
3.Show public accountability and responsiveness
4.Have a clear sense of purpose
5.Give full disclosure
6.Be certain the organization and its components are integrated
7.Have a sound relationship between Council and Town Manager
8.The Town Council acts responsibly, independently and appropriately
9.The governing body properly orients new members and plans for its
succession
10.There is ongoing performance assessment (accountability)
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Hallmarks of Effective Governance
(Cuff, 2010)
1.There is a learning environment
2.Council members have a servant mindset
3.They respect the views of others
4.Council members challenge ideas
5.The Council has a focused agenda
6.Each member is prepared
7.They respect the role of others
8.Don’t be afraid to ask a question
9.The oversight responsibility of Council is respected by others
10.Decision-making is the result of a thorough process
11.There is a focus on the community
12.Council members have personal integrity
13.Council sets the vision of the Town
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Hallmarks
of
Effective Governance (Carl Neu, 1997)
1.Think Strategically
2.Understand and demonstrate the elements of teams and teamwork
3.Master small-group decision making
4.Clearly define roles and responsibilities
5.Establish and abide by a Council-staff partnership
6.Make a systematic evaluation of policy implementation
7.Allocate Council time and energy appropriately
8.Set clear rules and procedures for Council meetings
9.Get a valid assessment of the public’s concerns and evaluation of the
Council’s performance
10. Practice continuous personal learning and development as a leader
11. Be accountable to yourself, other members of council and the citizens.
(Cox and Brymer)
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Governance is about…
Proactive vision and planning
Understanding roles and fulfilling expectations
Effective Leadership
Meaningful communication
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Governance is about…
Proactive Vision and Planning
Town of Westlake
Vision
Mission
Values
Strategic Plan – Balanced Scorecard - Budget
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“Things that matter most should never be at the
mercy of things that matter least”
Goethe
So, what does matter most?
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Town
Vision Statement
“An oasis of natural beauty that maintains our
open spaces in balance with distinctive
development, trails, and quality of life amenities
amidst an ever expanding urban landscape. “
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Town
Mission Statement
“Westlake is a unique community blending
preservation of our natural environment and
viewscapes, while serving our residents and
businesses with superior municipal and
academic services that are accessible, efficient,
cost -effective, and transparent.”
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“One-of-a-kind community; natural oasis
– providing an exceptional level of
service.”
Municipal Mission
Tag Line
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•Innovation
•Educational Leaders
•Family Friendly & Welcoming
•Informed & Engaged Citizens / Sense of Community
•Preservation of our Natural Beauty
•Strong Aesthetic Standards
•Transparent / Integrity-driven Government
•Fiscal Responsibility
•Planned / Responsible Development
Town
Value Statements
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Retreat Agenda
May 30, 2014
DISC Inventory
•Governance
Principles of Good Governance
•Governance Policies- Board Relations
Policy
•Best Practices - Leadership Model
•How are we doing? Self-assessment
May 30, 2014 Ron Cox Consulting
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Governance is about…
Proactive vision and planning
Understanding roles and fulfilling expectations
Effective Leadership
Meaningful communication
May 30, 2014 Ron Cox Consulting
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Governance is about…
Understanding Roles and Fulfilling
Expectations
Role and expectations of Town Council
Role and expectations of Town Staff
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Understanding the Role of Council
Defined by Statutes for General Law Cities
Carried out by policy and process
Communicated by actions
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Policy decisions and directives
- Corporately in open session of formal meetings
- Through the Town Manager
Individual actions speak louder than words
- Informal directives from individual members
- Communications with department heads and supervisors without knowledge or consent of Town Manager
Individual actions can be destructive and counterproductive
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Role of Town Council
Town Council’s expectations of
each other
What do we expect of each other?
“The Town Council expect …”
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Council’s expectations
What does Council expect of staff?
“Council expects staff to…”
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Council’s expectations
What does Staff expect Council to (as defined by
Council members)…
“Staff expects Council to…”
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Role of the Town Council
•Board Relations and Code of Ethics
–Adopted by Town Council, 2008, 2011 (amended)
–Describes
•Mayor and Board Responsibilities and Relationships
•Board and Staff Conduct and Relationships
•Media Relations
•Board Code of Ethics
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Board Relations
and Code of Ethics
Mayor’s responsibilities
1. The presiding officer at all meetings.
2. The Mayor Pro-tem shall preside in his/her absence.
3. Shall have a voice in all matters before the Board.
4. Shall preserve order and decorum
5. Spokesperson for the Board
6. Encourages all Board members to participate in Board discussion and gives
each member an opportunity to speak
7. May limit each speaker to five minutes to ensure an efficient use of time.
8. Responsible for keeping the meetings orderly
9. Should a conflict arise, the Mayor will serve as the mediator.
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Board Relations
and Code of Ethics
Mayor and Board Responsibilities
1.Any Board member may request … an agenda item for a future meeting.
(Procedure for the item is detailed).
2.Each Board member is responsible for being prepared, to attend the
meetings, and discuss the agenda.
3.Each is encouraged to attend at least one Texas Municipal League
sponsored conference each year.
4.Board members are to be informed about previous action taken by the
Board in their absence.
5.Board members shall first be recognized by the Mayor, confine
himself/herself to the question under debate, avoid reference to
personalities, and refrain from impugning the integrity or motives of any
other Board member or Staff member in his/her argument or vote.
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Board Relations
and Code of Ethics
Mayor and Board responsibilities
6.A Board member may move to change the order of business.
7.The affirmative vote of a majority of the Board members present and
voting shall be necessary to approve the motion.
8.Any Board member may appeal to the Board as a whole from a ruling by
the Mayor. (Procedure is detailed.)
9.Any Board member may ask the Mayor to enforce the rules established
by the Board. Should the Mayor fail to do so, a majority vote of the Board
members present shall require him/her to do so.
10.A Board member serving as liaison to a Board is responsible for keeping
all Board members informed .
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Board Relations
and Code of Ethics
Board Code of Conduct
1.Board members shall preserve order and decorum, shall not interrupt or
delay proceedings, and shall not refuse to obey the orders of the Mayor or
the rules of the Board.
2.Board members shall demonstrate respect and courtesy to each other, to
Town staff members, and to members of the public appearing before the
Board.
3.Board members shall refrain from rude and derogatory comments and shall
not belittle staff members, other Board members, or members of the public.
4.They should not use their position to secure special privileges and should
avoid situations that could cause any person to believe that they may have
brought bias or partiality to a question or issue before the Board.
5.Members of the Board will not condone any unethical or illegal activity.
6.All members of the Board agree to uphold the intent of this policy and to
govern their actions accordingly.
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Board Relations
and Code of Ethics
Board and Staff Relations (Board/Town Manager)
1.Questions arising from Board members after receiving their information
packet should be… presented to the Town Manager for staff consideration
prior to the Board meeting.
2.The Town Manager shall designate the appropriate staff member to address
each agenda item.
3.The Town Manager is directly responsible for providing information to all
the Board concerning any inquiries by a specific Board member.
4.If the Town Manager or his/her staff’s time is being dominated or
misdirected by a Board member, it is his/her responsibility to inform the
Mayor.
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Board Relations
and Code of Ethics
Board and Staff Relations (Staff relations)
5.The Town Manager is responsible for the professional and ethical
behavior of himself/ herself and the discipline of his/her staff.
6.The Town Manager is also responsible for seeing that his/ her staff
receives the education necessary.
7.Any conflicts arising between the Town staff and the Board will be
addressed by the Mayor and the Town Manager.
8.All staff members shall show each other, each Board member, and the
public respect and courtesy at all times.
9.Staff are also responsible for making objective, professional
presentations to ensure public confidence in the process.
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Board Relations
and Code of Ethics
Board and Staff Relations (Board orientation)
10.Provide information needed for the orientation of new Board
members and inform them of any Texas Municipal League
conferences and seminars available.
11.The Town Manager will also be responsible for meeting
personally with new members and informing them about
Town facilities and procedures.
12.The Town Manager is responsible for the orientation of all
new Board members after an election.
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Board Relations
and Code of Ethics
Media Relations
1.During the conduct of official business, the news media shall occupy
places designated for them or the general public.
2.All reporters will have access to an agenda and will be furnished support
material needed for clarification if requested.
3.The media are requested to refrain from conversing privately with other
people in the audience and to conduct any interview with the public
outside the meeting room while the Board is in session.
4.All reporters new to Board meetings meet with the Town Manager, Mayor,
or the designated media relations representative prior to covering their
first meeting.
5.On administrative matters, the Town Manager is the spokesperson, unless
he/she has appointed a media relations person to present staff
information on the agenda.
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Board Relations
and Code of Ethics
Media Relations
6.The Mayor, or his/her designee, is the primary spokesperson for the Town on
matters regarding policy decisions or any Board information pertaining to issues on
the agenda. In order to ensure fair treatment of an issue, any clarifications requested
by the media on the issue should be addressed after the meeting.
7. The Town of Westlake Board of Aldermen is made up of five Board members and a
Mayor, each elected by the residents of Westlake. In respect to each Board member
and his/her constituents, his/her views as presented on an issue before the Board
should provide equitable representation from all members. Even though Board
members may express differing ideas, equitable representation helps promote unity of
purpose by allowing the public to be informed of each member’s position during
his/her term of office and not only during an election campaign.
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Board Relations
and Code of Ethics
Code of Ethics
1.Be dedicated to the highest ideals of honor and integrity in
all public and personal relationships in order that the
member may merit the respect and confidence of the
residents of Westlake;
2.Recognize that the chief function of local government at all
times is to serve the best interests of all of the people;
3.Be dedicated to public service by being cooperative and
constructive, and by making the best and most efficient use
of available resources;
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Board Relations
and Code of Ethics
Code of Ethics
4.Refrain from any activity or action that may hinder one’s ability to be
objective and impartial on any matter coming before the board. Do not seek
nor accept gifts or special favors; believe that personal gain by use of
confidential information or misuse of public funds or time is dishonest;
5.Recognize that public and political policy decisions, based on established
values, are ultimately the responsibility of the board; and
6.Conduct business in open, well publicized meetings in order to be directly
accountable to the residents of Westlake. It is recognized that certain
exceptions are made by the State for executive sessions; however, any action
as a result of that type of meeting will be handled later in open session.
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Retreat Agenda
May 30, 2014
DISC Inventory
•Governance
Principles of Good Governance
Board Relations Policy
•Best Practices - Leadership Model
•How are we doing? Self-assessment
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Governance is about…
Proactive vision and planning
Understanding roles and fulfilling expectations
Effective Leadership
Meaningful communication
May 30, 2014 Ron Cox Consulting
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Governance is about…
Effective leadership
Leadership by Council
Leadership by staff
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Observations about Leadership
Have clarity of purpose
Be an influence for a great work
Do not be discouraged by negative influences
Mike McAlister, UH Campus Minister
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Enemies of leadership
Lack of commitment and trust
Lack of creativity
Lack of wisdom
Mike McAlister, UH Campus Minister
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Effective Leaders…
1.Have personal integrity and honesty
2.Have vision with defined goals
3.Take action and produce results
4.Are decisive – willing to make tough decisions
5.Listen to others
6.Are collaborative – work with their partners
7.Communicate clearly and concisely
8.Lead by example
9.Are willing to learn and adjust
10.Take responsibility and share success
Marty Vanacour, President, Dynamic Relations, L.L.C.
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Leaders must encourage an atmosphere of…
Understanding
Each Town Council member has his/her own personality
Each Town Council (as a group) has its own personality
Respect
For Town Council members and their interests
For Town Council members and their experience
Trust
Council and Town Council share the same goal-to serve
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“The moment we think of
something or someone as the
enemy – we lose”
Mike Murray, Management Consultant
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Leadership Qualities
Council Retreat May 2013
•Ability to communicate
•Good listener
•Strong ethics & character
•Be willing to make tough
decisions
•To inspire others
•Able to delegate
•Create a shared vision
•Best for the community
•Patience / Sacrificial
•Ability to drive results
•Predictable & consistent
•Believable & trustworthy
•Open & approachable
•Admit what you don’t know
•In face of difficult situations
•Able to make tough
decisions
•Ability to deal with conflict
•Teamwork
•Understanding the context /
impact of decisions
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Define the Characteristics
of
Effective Leaders
How will we lead?
“The Westlake Town Council will lead …”
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Leadership Statements
Council Retreat May 2013
1.To communicate openly and to engage in lively debate in a constructive
manner – giving all members an opportunity to voice areas of concern or
disagreement. Strive to find a consensus and move the discussion
forward.
2.Do the right thing: Council members should be able to put the interests
of the town and school ahead of any personal interest in the policy
making process.
3.Collaboratively work with the Council members to arrive at decisions that
are consistent with the town’s vision that demonstrate integrity in the
face of conflict if necessary.
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Leadership Statements
Council Retreat May 2013
4.Work toward common and defined goals together for the
betterment of our town & stakeholders.
5.The ability to listen, engage in thoughtful dialogue and
respect differing points of view…But at the end of the day,
make decisions, drive actions, and measure deliverables that
are tied to the strategy and vision.
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Governance is about…
Proactive vision and planning
Understanding roles and fulfilling expectations
Effective Leadership
Meaningful communication
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Governance is about…
Meaningful Communication
–To and with the citizens
–To and with the Council
–To and with the Town staff
Meaningful decisions can only be made after
meaningful communication
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Communication Qualities
Council Retreat May 2013
•Good listener first
•Clear & concise – accurately
(facts)
•Communicate reality
•Consideration of alternate
viewpoints
•Appropriate timing
•Be willing - slow process
•Be positive
•Understand – the issue,
implications, opposing
views
•Tone
–Courtesy
–Respectful
•How (medium) should we
communicate (depending
on audience)?
•“We” not “I”
•Ask
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Define your communications expectations?
How will we communicate?
“The Westlake Town Council will communicate…”
With citizens…
With other Council members…
With Town staff…
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Communication Statements
Council Retreat May 2013
1.Communicate respectfully in the manner best suited to the
situation and the audience, seeking an understanding of any
opposing views and being willing to alter my opinions based
on any new information.
2.The ability to communicate a shared vision that will inspire,
energize and engage our customers…While being able to
communicate reality and strive for understanding and
consensus on the goals and objectives.
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Communication Statements
Council Retreat May 2013
3.Council members will communicate courteously ,
actively consider alternate or opposing viewpoints
and debate issues in a respectful manner, ultimately
coming to a consensus decision.
4.Listen first, reflect second, then be clear, consistent,
measured and brief in your response.
5.An effective communicator is one who can listen
first, learn and understand the facts/situation and
respond with clear, concise, honest and selfless
responses.
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•Overall Governance Philosophy
–What are the key elements of the Westlake
Council’s leadership philosophy?
–The Leadership Philosophy of the Westlake Town
Council is….
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Governance is about…
Proactive vision and planning
Effective Leadership
Meaningful communication
Understanding roles and fulfilling expectations
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Retreat Agenda
May 30, 2014
DISC Inventory
•Governance
Principles of Good Governance
Governance Policies- Board Relations
Policy
Best Practices - Leadership Model
•How are we doing? Self-assessment
May 30, 2014 Ron Cox Consulting
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Retreat Agenda
May 30, 2014
DISC Inventory
Governance
Principles of Good Governance
Governance Policies- Board Relations
Policy
Best Practices - Leadership Model
How are we doing? Self-assessment
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Thank you for your participation
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