City Manager’s need to establish a regular system of communication with the members of the City Council. Over my years as a manager, it became the root of how I established my relationships with the member, how I reviewed agendas and followed up on previous asks or questions. It was also a key way of making sure there were no “surprises” which would spring up at City Council Meetings.
Before I accepted both of my city manager positions, I literally demanded that I would meet with each council member a minimum of every two weeks and/or before all regular or special meetings. I found these meetings to be invaluable in informing them of the happenings of the city, reviewing key items and issues and helping to educate them and make them successful.
For City Council members, this was a part time job with them juggling their own business/job, family and other community obligations. Typically, we would schedule a set and regular meeting day and time literally any place or any time they were available. The regular meeting was important because it emphasized the critical nature of the meeting, was plugged into their/my schedule and allowed for preparedness by both of us.
Here are the key elements of the City Council briefing:
- Review of the City Council Meeting where I would provide a synopsis and overview of every item on the agenda. I would highlight the key elements of each item, emphasize key pages in the packet, review key spreadsheets or maps, discuss the genesis of the recommendations and/or alternatives and answer any questions they may have on the item.
The briefing was my chance to help educate the council on the multitude of topics we deal with. I have always found that if one council member has a question, others will have the same question which I will cover in other briefings with other members. I will also follow up with others who have been previously met with so they all have the same information.
I also found that it prevents surprises in the City Council Meeting. Covering the agenda in the briefing will bring up questions or issues they may have. It allows me to prepare the Staff for possible questions in the open meeting so they are ready.
- Follow up on previous items. Council members will often ask questions or tasks for the City Manager to get back with them on. I learned a long time ago to not try to just make something up. If they have a question I don’t have an answer for, I will follow up at our next meeting or via email.
- Shares and Happenings. In the briefing, I will often bring the Council “behind the curtain” on things happening at City Hall or in the community. Both good and bad as well as some frustrations or joy. Give them some insight on your job as City Manager. This is also a time for them to share what is going on with them as a Council member.
- Committees and Commissions. City Council members are often tasked with representing the City on outside committees and commissions with regional bodies or internal committees, I always made it a practice of reviewing those agendas, the City’s position and any concerns which they needed to be aware of from “our” perspective. I learned that it is always good to make them well informed walking into their meeting.
- Tours. If time permits, take the council member and show them something or allow a staff member to give them a tour of something new. A visit to the new water well or the wastewater lift station is good for the member and the morale of staff. Getting them a ride on the new fire truck can be a thrill and an important way to show them how tax dollars are being spent.
The City Council briefing became an integral part of my working with the City Council in my tenures. The famous last words of failed City Manager’s is often “I just didn’t know.”