Loading...
8. HANDOUT 02-16-2010 PERSONAL CG~E aF CGNDUCTIETHICS FGA. T~3E CITY' GF FIR.E~AUGH PRE.AILE The residents and businesses of City of Firebaugh are entitled tQ have fair, ethic and accountable local government, Such a government requires that public o~'icials: Comply with both the letter and the spirit of the laws and policies affective operations of the government. ® Be independent, impartial and fair in their judgment and actions. Use their public o~rce for the public gaud, not for personal gain, Conduct public deliberations a processes openly, unless legally confidential, in an atmosphere of respect and civility. Ta this end, the City of Firebaugh City Council has adopted this Code of Ethics to encQUrage public confidence in the integrity of local government and its fair an effective operation. Elected and Appointed officials shall sign this personal code of conduct at time of their election to office. City Staff and'~olunteers shall sign this personal code of conduct at tune of employment. l , Actin the Public Interest Recognizing that stewardship of the public interest must be their principal concern, everyone shall work for the common good of the personal code of the City of Firebaugh and not fox any private or personal interest, and they will endeavor to ~.~eat all persons, claims and transactions in fair an equitable manner. 2, Comply with the Law Everyone shall comply with the laws of the nation, the State of Califo~~ia and the City in the perforznance of theit~ public duties. These laws include, but are not limited to: the United States and California constitutions; the City of Firebaugh General City, laws pe~~taining to conduct of interest, election campaigns, financial disclosures, employer responsibilities and open processes of government; and City ordinance and polies. 3. Conduct of Members Everyone shall ref rain from abusive conduct, verbal attacks upon the character or motives of other members of the City Council, boards, commissions, committees, staff ar the public, d 4, Respect for Process Duties shall be performed in accordance with the processes and rules of order established by the City Council. 5, Conduct of Public Meetings Everyone shall inform themselves of public issues, listen attentively to public discussions before the body and focus on the business at hand. ~, Decisions Dosed on Merit Shall be based upon the merits and substance of the matter at hand, 7, Commu~.cation ~t is the responsibility of everyone to publicly share s~stantive information that is relevant to a matter under consideration that they received from sources outside of the public decision-making processes. 8. Disclosure of Corruption Everyone shall take an oath upon assuming office, pledging to uphold the constitution and laws of the City, the State and the Federal government, As part of this oath, officials commit to disclosing to the appropriate authorities andlor to the City Council any behavior ar action that may qualify as corruption, abuse, fraud, bribery or other violators the law. 9. Conflict of interest ~ order to assure their independence and impartiality on behalf of the public goad, everyone shall not use their official positions to influence government decisions in which they have a financial Merest where they have an organizational responsibility or a personal relationship that would present a conflict of interest under applicable State law, lo. Gifts and Favors Everyone shall not take advantage of services or opportunities personal gain by virtue of their public offices that are not available to the public in general. They shall refrain from accepting gifts, favors or promises of future benefits that might compromise their independence judgment or action ar give the appearance of being compromised, 1l. Canfidentiallnformation Everyone shall respect and preserve the confidentiality of information provided to them concerning the confidential matters of the City. They sha 11 neither disclose con~.dential information without proper legal authorizat~n nor use such information to advance their person's financial or private interests. 12. Representation of Private Interests In keeping with their role as stewards of the public trust, everyone shall not appear an behalf of the private interests of a third-party before the City Council or any board, commission or committee or proceeding the City. 13. Advocacy To the best of their ability, everyone shall represent the official policies and positions of the City Council, when presenting their personal opinions or positions, members shall explicitly state that they do not represent the Council ar the City. 16. Improper Influence Everyone shall refrain from using their position to improperly influence the deliberations or decisions of City staff, boards, commission or committees. 17. Policy Role of Members Everyone shall respect and adhere to the Council-Manager structure of the City of Firebaugh City Government as provided in State law the General City. 18. Positive work Environment Everyone shall support the maintename of a positive and constr~tive environment for residents, businesses and City employees. 19. Implementation Ethics standards shall be included in the regular orientations far Staff and Volunteers, All members shall sign a statement affirming they read and understand the City of Firebaugh City Council Code of Ethics. ~+ ~ 20, Compliance and Enforcement Everyone has the primary responsibility to assure that ethical standards are understond and met and that the public can continue to have full confidence in the integrity of City government. This personal code of conduct shall be considered to be a summary of ethical conduct by Firebaugh Staff and volunteers. I affirm that I have read and understand the City of Firebaugh City Council Personal Code of Conduct, ~ acknowledge that I may be removed from my appointed office or volunteer position by the City Council if my conduct falls below these ethical standards. Signature date Florence City Council- Code of Conduct The citizens of Florence are entitled to have fair, ethical, professional, respectful and accountable local government. Members of the Council must avoid any conduct that impairs the ability of the Council to perform its functions or to enjoy the can~idence of the public, the profession or our City Government. To this end, Council Members are being provided a guideline for conduct. City Council members shall read and comply with this voluntary personal code of conduct to shave citizens their commitment to encourage public confidence in the integrity of our local government. 1. Act in the Public Interest Recognizing that stewardship of the public interest must be their primary concern, council members shall wank for the common good of the citizens of Florence and not for any private or personal interest, and they will endeavor to treat ail persons, claims and transactions in a fair and equitable manner. 2, Conduct of Council Members The achievement of good outcomes for the City of Florence is dependent upon a mature and constructive working relationship based on mutual trust, respect and acceptance of the different but complementary roles between Council members and City Staff. Council members shall respect the diversity of opinions of other members of the City Council and City Staff and recognizing the right of all points of view to be heard with courtesy, respect and an open mind, Embarrassing a Council member or City Staff is counterproductive. Council members should seek to achieve a team approach that values the contribution of each to achieve the desired outcomes for the City of Florence. Council members shall refrain from abusive conduct, personal charges or verbal attacks upon the character or motives of other members of the City Council, City staff or the public. Council members shall maintain decorum and set an example for conduct when the council member is representing the City, Council members shall conduct themselves so as not to bring disgrace or embarrassment upon the City. "If you cannot say something nice or appropriate about someone, then do not say anything at-all." 3. Be Informed Council members should be properly informed on all matters for decision, Council members are provided an opportunity at workshops to ask questions and become informed. Council members are provided information packets before each City Council meeting and shall ensure that the packets are opened, reviewed and is prepared to make decisions based on that information. If a Council member needs additional information to make an informed decision, they should contact the City Manager who will put you in touch with the appropriate City Staff prior to the City Council meeting. 4. Respect for the Process Council members shall respect the process that is set in place for all public meetings, including following agendas and rules of order. Council members shall value their vote, You were elected to represent your constituents in your community and with your conscience in mind, but not your personal opinions and interests, In the interest of time and for the sake of fairness and consistency, the City Council members will respect and follow the rules listed below during Council meetings: 4191207 Page 1 of ~ a, Mayor will present the agenda item b. Mayor will provide Council with any pertinent information c, Mayor will ask the appropriate City Staff member to provide the Council with any additional information cif necessary) d. Mayor will ask for a motion e, Mayor will ask for a second f. Mayor will restate the motion and call for discussion g. Mayor will first turn to the Council member wha made the motion to start the discussion ar ask questions -~ limit 4 minutes h. Mayor will, in turn, ask each of the remaining Council members to continue the discussion or ask questions -~ limit 4 minutes i, Each Council member ~.ay only speak twice on the same motion during one meeting j , The Mayor will then reiterate the question and call far a vote k, In the Mayors absence, the Mayar Pro Tem will lead the meeting. During the discussion, Council members will limit their discussions to the agenda item., the motion proposed and will not repeat themselves. The Mayor may call to order any discussion, which engages in personal attacks or is off point. Similarly, if the meeting starts to get out of hand, the Mayar will make a motion to recess or a motion to adjourn, which is not debatable and must be voted on j~11~'lediately. workshops are mainly used for discussing issues and items coning before the City Council so that Council members may obtain the necessary information to make a sound decision. The City Council members will respect and follow the rules listed below: a, Same rules apply for workshops as stated unde~• the Code of Conduct #2 - Conduct of Members b. The Mayor or City Manager will present the agenda item c. The Mayor or City Manager will ask the appropriate City Staff member to present the information d, The Mayor will ask each Council member to either ask questions ar make a statement ~-limit 5 minutes e, Each Council member will be provided another turn to ask additional clarifying questions or statements -~ limit 5 minutes f. once Council has completed the discussion, the Mayor will continue to the next agenda item During the discussion, Council members will limit their discussion to the agenda item and will not repeat themselves, The Mayor will call to order any discussion, which engages in personal attacks or is off point. 5, Re~resenta~on o~P~rsonal lnte~ests In keeping with their role as stewards of the public trust, Council members shall not represent their awn private interests, political ambitions or personal opinions at any public meeting. when a Council member is speaking in public and voicing opinions of matters that have not gave before the entire Council, the Council member will note that they are speaking on their own behalf not on behalf of the entire City Council. 4/9/2007 Page 2 of 3 6, Communit~~o~e ~.epresentation ~~ The Mayor appoints Council members to mend and represent the City Council at various community meetings. The Council member is just a representative and not at liberty to act on behalf of the Council, As a representative of the City Council your responsibilities are limited to: a. Attending and documenting the meeting by providing a written report for the City Council by use of the Council packets, b. Answer any questions that the committee or board might have c. Bring back any issues, concerns or unanswered questions to the Council far consideration and action. Council members shall refrain from using their position to improperly influence the deliberations or decisions of any outside committee or board. 7. Positive work Environment Council members shall support the maintenance of a positive and constructive environment for citizens, businesses, City Council and City staff. S. dew Issues andlor Items for Consideration b the Council IVienabers City Council members and City Staff will insure that any new issues or items for consideration andlor decision by the Council will be presented to the Council ~. a workshop before being placed on the City Council agenda fox vote (i.e,, new projects, grant considerations, etc}, This does not include payment for bills that have a}ready been voted on or approved by City Council ooday-today or month-to-month ac~.vities. 9. Priorities of Council and Use of_City Staff Before asking City Staff to research or put together action items, Council members will workshop the issues or item with the satire council before expending the use of City Staff time and energy. 10. Compliance Council members themselves have the primary responsibility to assure that these Codes are understood and met and that the public can continue to have full confidence in the integrity of City Government. 419/2007 Page 3 of 3 s City of Evans Code of Conduct for Elected Officials The ree ~ o va overnen Lea ersh~ ae~~ a an~~° °~xe~ and exec The City Charter provides detailed information on the roles and responsibilities of Council members, the Mayor Pro~Tem, and the Mayor, The City's Code of Ethics provides guidance on ethical issues and questions of right and wrong, Until now, what has not been clearly written down is a Code of Conduct far Evans' elected officials. This Code of Conduct is designed to describe the manner in which Council members should heat one another, city staff, constituents, and others they come into contact with in representing the City of Evans, it refi.ects the work of the City Council with defining more clearly the behavior, manners, and courtesies that are suitable far various occasions. The City Council also considered a wide variety of policy changes and clarifications designed to make public meetings and the process of governance run more smoothly, e contents of this Code of Conduct includes: Pa Overview of Roles ~ Res onsibilities 2 Policies ~ Protocol Related to Conduct 3 Council Conduct with one Another Council Conduct with Ci Staff 5 g Council Conduct with The Public 7 ® Council Conduct with ether Public A encies ~ Council Conduct with Boards and Commi.ssians 9 Council Conduct with The Media 10 Sanctions 1 ® Princi les of Pro er Conduct 11 Checklist for Nlonitarin Conduct 12 How Governin Bod Members Can Govern Better 13 i~ Glossas of Terms 17 The constant and consistent theme through all of the conduct guidelines is "respect." Council members experience s~ess in making decisions that impact the lives of the citizens. At times, the impacts of t~.e entire community must be weighed against the impact of only a few. Despite these pressures, elected officials are called upon to exhibit appropriate behavior at all times. Demonstrating respect for each individual through words and actions is the touchstone that can help guide Council members to do the eight thing in even the most difficult situations. 1 Overview f lZales Iles onsib~~li ies Other resources that are helpful in defning the roles and responsibilities of elected off cials can be found in the Evans City Charter, Evans Municipal Code and in the Handbook for Municipal Elected Off~cials, published by the Colorado Municipal League, ~ Elected "atwlarge" for a two year term Evans City Charter, Section 3,4} ® Recognized as head of the City Government for all ceremonial purposes Evans City Charter, Section 3.9} ® Preside over meetings of the City Council Evans City Charter, Section 3.9} Has same speaking and voting rights as any other member Evans City Charter, Section ~.9} ® Shall in no case have the power to veto Evans City Charier, Section 3,9} * Executes and authenticates legal instruments requiring signature Evans City Charter, Section 3.9} ~ Shall be the conservator of peace, and in emergencies may exercise within the City the powers conferred by the Governor of the State of Colorado for purposes of military law, and shall have the authority to command the assistance of all able-bodied citizens to aid ~. the enforcement of the ordinances of the City and to suppress riot and disorder Evans City Charter, Section ~.9} ~ Leads the Council into an. effective, cohesive working team. P.~'ENI Elected by the City Council at the first meetzng following their election (Evans City Charter, Section 3,9} Performs the duties of the Mayor if the Mayor is absent or disabled Evans City Charter, Section 3.9} ALL IJ~fi MBE All members of the City Council, including the Mayor anal Mayor PropTem, have equal votes. No Councilmember has more power than any other Cauncilmember, and all should be treated with equal respect, All Council members should: Fully participate in City Council meetings and other public forums while demonstrating respect, ki.ndn.ess, consideration, and courtesy to others ® Prepare in advance of meetings and be familiar with issues on the agenda Represent the City at ceremonial functions at the request of the Mayor ® Be respectful of other people's time. stay focused and act efficiently during public meetings. 2 Serve as a model of leadership and civility to the community Inspire public confidence in Evans government ® Provide contact information with the City Clerk in case of an emergency or an urgent situation arises while the Councihnember is out of town Demonstrate honesty and integrity in every action and statement Participate in scheduled activities olic es Protocol elite o C uc~ Ceremonial ~v~nts Requests far a City representative at ceremonial events will be handled by City staff. The Mayor will serve as the designated City representative. ~f the Mayor is unavailable, then City staff will determine if event organizers would like another representative from the Council. ~f yes, then the Mayor Pro-Tem will be recommended to serve as the substitute. Invitatians received at City fall are presumed to be for of~.cial City representation. Invitations addressed to Council members at their homes are presumed to be for unofficial, personal consideration. Cvrrespondenee Signares Council members do not need to acknowledge the receipt of correspondence, or copies of correspondence, during Council meetings. City staff will prepare official letters in response to public inquiries and concerns. These letters will carry the signature of the Mayor or the appropriate City staff. ~f correspondence is addressed only to one Councihnember, that correspondence will be shared with the rest of the Council. indorsement of Candidates Council members have the right to endorse candidates for all Council seats or other elected of~.ces. ~t is inappropriate to mention endorsements during Council meetings or other official City meetings or functions. Intergovernmental elatxons The Council values i.ntergovernmentalreiations with neighboring communities and other entities, As a result, Council members should make a concerted effort to attend scheduled meetings with other entities to further promote intergovernnaentalreiations. Legislative Process The City generally follows Roberts Rule of order for meeting management. Public meeting eating Protocol The Mayor will open the public hearing. Staff will make the initial presentation. The applicant or appellant shall have the right to speak first. The Mayor will determine the length of time allowed for this presentation. Speakers representing pro points of view will be allowed to follow. Speakers representing opposing points of view will then follow. The Mayor will determine how much tir~.e will be allowed for each speaker, with 3 to 5 minutes the standard time granted, The Mayor will then ask the Council if any issues need clarification before the public hearing is closed. The Mayor has the responsibility to run an efficient public meeting and has the discretion to modify the public hearing process in order to make the meeting run smoothly. Council members will not express opinions during the public hearing portion of the meeting except to ask pertinent questions of the speaker ar staff, "1 think" and "X feel" comments by Council members are not appropriate until after the close of the public hearing. Council members should refrain. from arguing or debating with the public during a public hearing and shall always show respect for different points of view, fain motions may be followed by amendments, followed by substitute motions, Any Councilmember can call for a point of order. Only Council members who voted on the prevailing side may make motions to reconsider. Travel Expense The purpose of this regulation is to establish the policies and procedures for Council members who travel on official City business either instate or out~of state. Such travel shall include attendance at conferences, seminars, and training sessions on behalf of the City, The City sha11 pay reasonable expenses for registration fees, lodging, meals, transportation, and all allowable miscellaneous expenses for the Council member only, A.11 travel expenses will be handled in the same manner and consistent with the provisions within the City's Employee Handbook. Cacil Conduct °th One Anot er Councils are composed of individuals with a wide variety of backgrounds, personalities, values, opinions, and goals, Despite this diversity, all have chosen to serve in public office in order to preserve and protect the present and the future of the community, In all cases, this common goal should be acknowledged even as Council may "agree to disagree" on contentious Issues. IN PU LAC 1VEET~N~S ®Practice clvty9 professionalism and deco~°u~ in discussions and debate Difficult questions, tough challenges to a particular point of view, and criticism of ideas and information are legitimate elements of a free democracy in action, This does not allow, however, Council members to mare belligerent, personal, impertinent, slanderous, threatening, abusive, or disparaging comments. No shouting or physical actions that could be construed as threatening will be tolerated. Council members should conduct themselves in a professional manner at all times, including dress, Honor the role of the agar in v~ain.tai~~.ng order It is the responsibility of the Mayor to keep the comments of Council members on track during public meetings. Council members should honor efforts by the Mayor to focus discussion on current agenda items. if there is disagreement about the agenda or the Mayor's aeons, those objections should be voiced politely and with reason, following procedures outlined in parliamentary procedure, 4 .Avoid personal comments that could offend ote~° Council members If a Councilmember is personally offended by the remarks of another Councilmember, the offended Councilmember should make notes of the actual words used and call fora "point of personal privilege" that challenges the other Councilmember to justify or apologize for the language used. The Mayor will maintain control of this discussion, demonstrate effective roblem~sol~.ng approaches Council members have a public stage to show how individuals with disparate points of view can find common gxound and seek a compromise that benefits the community as a whale. ®e punctual aid keep comments relative to topics discussed Council members have made a commitment to attend meetings and partake in discussions. Therefore, it is important that Council members be punctual and that meetings start on time, it is equally important that discussions on issues be relative to the topic at hand to allow adequate time to fully discussed scheduled issues. P ATE CT1T ® Continue respectful behavior in private The same level of respect and consideration of differing points of view that is deemed appropriate for public discussions should be maintained in private conversations. e aware of the insec~~rity of written notes, voicernail. messages, and email Technology allows words written or said without much forethought to be distributed wide and far, would you feel comfortable to have this note faxed to others? How would you feel if this voicemail :message was played on a speaker phone in a foil office? what would happen if this e- mailmessage was forwarded to others? written notes, voicemail messages and email should be treated as potentially "public" communication. given private conversations can have a public presence Elected officials are always on display -~ their actions, mannerisms, and language are monitored by people around them that they may not know. Lunch table conversations will be eavesdropped upon, parking lot debates will be watched, and casual comments between individuals before and after public meetings noted. Council ~Concl~ct with City Staff Governance of a City relies on the coope~~ative efforts of elected officials, who set policy, and City staff, who implement and administer the Council's policies. Therefore, every effort should be made to be cooperative and show mutual respect for the contributions made by each individual for the good of the community, Treat all staff as professionals Clear, honest communication that respects the abilities, experience, and dignity of each individual is expected. Poor behavior towards staff is .not acceptable, 5 Limit contact to specific City sta questions of City staff andlor requests for additional background. information should be directed to the City Manager, City Attorney, or Department Heads. The City Manager should be copied. on or informed of any request. Requests far followmup or directions to staff should be made only through the City Manager or the City Attorney when appropriate. when in doubt about what staff contact is appropriate, Council members should ask the City Manger for direction. Materials supplied to a Councilmember in response to a request will be made available to all members of the Council so that all have equal access to information, Do not disrupt City staff from their jobs Council members should. not disrupt City staff while they are i.n meetings, on the phone, or engrossed in performing their job functions in order to have their individual needs met. ®~ever pubi~cly criticize an ~dlvidua~ ennp~oyee Council should never express concerns about the performance of a City employee i.n public, to the e~.ployee directly, or to the employee's manager, Comments about staff performance should only be made to the City Manager through private correspondence or conversation. ®o snot get invai~red in administrative functions Council members must not attempt to in~.uence City staff on the making of appointments, awarding of contracts, selecting of consultants, processing of development applications, or granting of City licenses and permits. The Evans City Charter, Section 4,~, also contains information about the prohibition of Council interference in admin.i.strative functions. Check with City staff on. correspandence before ta%g actioa. Eefore sending correspondence, Council members should check with City staff to see if an official City response has already been sent or is in progress. Igo not attend m.eet~ngs with City staff untess requested by staff. Even if the Councilmember does not say anything, the Councilmember's presence implies support, shows partiality, intimidates staff, and hampers staff s ability tv do their j ob objectively. ® Limit requests for staff support All mail for Council members is opened. by the City Clerk. Mail addressed to the Mayor is reviewed first by the City Manager who notes suggested action andlor follow~up items. Requests for additional staff support -even in high priority or emergency situations -~ should. be made to the City Manager who is responsible for allocating City resources in order to maintain a professional, wellrrun City government. o nit so.cit a 'cai support from staff Council members should not solicit any type of political support financial contributions, display of posters or lawn signs, name on support list, etc,) h~om City staff. City staff may, as private citizens with constitutional rights, support political candidates but all such activities must be done away from the workplace. 6 Council duc with e Pu l p PCJ LI STNS Making the public feel welcome is an important part of the democratic process. No signs of partiality, prejudice or disrespect should be evident on the part of individual Council members toward an individual participating i_n a public forum, Every effort should be made to be fair and impartial in listening to public testimony. e we~cain to speakers and treat he with care and gentleness Speaking in front of Council can be a difficult experience for some people. Some issues the Council undertakes nosy affect people's daily lives and homes, Sorne decisions are emotional. The way that Council treats people during public hearings can do a lot to make them relax or to push their emotions to a higher level of intensity. lie fair and eultab~e ~. a~~ocat~g pubic hearng ~.~ne ~o indl~dua~ speakers The Mayor will determine and announce limits on speakers at the start of the public hearing process, Generally, each speaker will be allocated three~n~inutes with applicants and appellants or their designated representatives allowed more time, rf many speakers are anticipated, the Mayor may shorten the time limit andlor ask speakers to limit the:Cnselves to new information and points of view not already covered by previous speakers. No speaker will be turned away unless he or she exhibits inappropriate behavior. Each speaker may only speak once during the public hearing unless the Council requests additional clarification later in the process. After the close of the public hearing, no mare public testimony will be accepted unless the Mayor reopens the public hearing for a limited and specific purpose, ~lve the appearance o ac~lve lis~en~.g xt is disconcerting to speakers to have Council members not look at them when they are speaking. It is fine to look down at documents or to make notes, but reading for a long period of time gazing around the room gives the appearance of disinterest, ~e aware of facial expressions, especially those that could be interpreted as "smirking," disbelief, anger or boredom. Ash for clarif~caon, but avol.d debate and argument with the pub~,c only the Mayor ~- not individual Council members a~ can interrupt a speaker during a presentation., However, a Cauncilmember can ask the Mayor for a paint of order if the speaker is off the topic or exhibiting behavior or language the Cauncilmember finds disturbing. If speakers become flustered or defensive by Council questions, it is the responsibility of the Mayor to calm and focus the speaker and to maintain the order and decorum of the meeting. Questions by Council members to members of the public testifying should seek to clarify or expand information, ~t is never appropriate to belligerently challenge or belittle the speaker, Council members' personal opinions or inclinations about upcoming votes should not be revealed until after the public hearing is closed, * Na personal aac~s of any ' d, under any clrcus~ance Council members should be aware that their body language and tone of voice, as wail as the words they use, can appear to be intimidating or aggressive. 7 ~'o~Iow parliaen.tary procedure in conduc ' public n~eetings The City attorney serves as advisory parliamentarian for the City and is available to answer questions or interpret situations according to parliamentary procedures. Final rulings an parliamentary procedure are made by the Mayor, subject to the appeal of the full Council, tIFFIC SETT ~ Made no promises on. beha of the Couucll Council members will frequently be asked to explain a Council action or to give their opinion about an issue as they meet and talk with constituents in the community. It is appropriate to give a brief overview of City policy and to refer to City staff for further information. It is inappropriate to overtly or implicitly promise Council action, or to promise City staff will do something specific ~f~ a pothole, remove a library book, plant new flowers in the median, etc,}, g Made na personal co~nen.#s abort other Caunc~ ~neu~.bers It is acceptable to publicly disagree about an issue, but it is unacceptable to make derogatory comments about other Council members, their opinions and actions. em.ember that despite ~~s impressive populatian figures, Evans is a small co~n~unity a~ heart Council members are constantly being observed by the community every day that they serve in af~.ce. Their behaviors and comments serve as models for proper deportment in the City of Evans. Honesty and respect for the dignity of each individual should be reflected ~ every word and action taken by Council members, 24 hours a day, seven days a weep, It is a serious and continuous responsibility. Council conduct wgth Cher Public Agencies n e clear about rcpresenting the cif ar personal ~.ferests If a Councilmember appears before another governmental agency or organization to give a statement on an issue, the Councilmember must clearly state: 1 } if his or her statement reflects personal opinion or is the o~"icial stance of the City; ~} whether this is the majority or minority opinion of the Council. Even if the Councilmember is representing his or her own personal opinions, remember that this still may reflect upon the City as an organization. If the Councilmember is representing the City, the Councilmember must support and advocate the official City position on an issue, not a personal viewpoint. If the Councilmember is representing another organization whose position is different from the City, the Cauncihne~nber should withdraw from voting an the issue if it significantly impacts or is detrimental to the City's interest. Council members should be clear about which organizations they represent anal info~~rn the Mayor and Council of their involvement. S Correspondence also should be cua Y clear abort representation City letterhead may be used when the Councilmember is representing the City and the City's offficial position. A copy of affcial correspondence should be given to the City Clerk to be filed as part of the permanent public record, It is best that City letterhead rat be used for correspandence of Council members representing a personal point of view, or a dissenting pant of view from an official Council position. Council Conduct ith a~.rds and Co ynissio s The City has established several Baards and Cammissions as a means of gathering more cammunity input. Citizens who serve on Boards and Commissions became more involved in government and. serve as advisors to the City Council. They are a valuable resource to the City's leadership and should be treated with appreciation and respect. ~f attendl.ng a oard. or Con~misslon mee~n.g, be careful ®only express personal ol~ons Council members may attend. any Board or Commission meeting, which are always open to any member of the public, However, if the Board or Commission is conducting a public hearing, the Council Member shall remove themselves from. the proceedings. Council members should be sensitive to the way their participation -~ especially ~ it is on behalf of an individual, business ar developer -- could be viewed as unfairly affecting the process, Any public corn~nents by a Councilme~nber at a Board or Commission meeting should be clearly made as individual opinion and not a representation of the feelings of the entire City Council. Also, a Councilmember's presence may affect the conduct of the Board or Commission and limit their role and function. Llml~ contact with oar and Com~.isslon embers ~t is inappropriate for a Cauncilnaember to contact a Baard or Commission member to lobby an behalf of an individual, business, or developer. Council members should contact staff in order to clarify a position taken by the Board ar Commission, emember that oards and Co~nn~lssions serve the cona~nun~ty, not indfvidnal Council n~e~nbers The City Council appoints individuals to serve on Boards and Commissions, and it is the responsibility of Boards and Commissions to follow policy established by the Council. But Board and. Commission members do not report to individual Council members, nor should Council members feel they have the power or right to threaten Board and Commission members with removal if they disagree about an issue. Appointment and reappointment to a Board or Commission should be based on such criteria as expertise, ability to work with staff and the public, and commitment to fulfilling official duties. A hoard or Commission appointment should not be used as a political "reward." ®e respccful o diverse opinions A primary role of Boards and Commissions is to represent many points of view in the community and to provide the Council with advice based on a fiill spectrum of conce~~s and perspectives. Councilmembers must be fair and. respectful of all citizens serving on Boards and Commissions. 9 ® deep political support away from public forums Board and Commission members may offer political support to a Councilmember, but not in a public forum while conducting official duties. Conversely, Council members may support Board and Commission members who are running for office, but not in an official forum in their capacity as a Councilmember. ® inappropriate behavior can lead to removal Inappropriate behavior by a Board or Commission member should be noted to the Mayor, and the Mayor should counsel the offending member. If inappropriate behavior continues, the Mayor should bring the situation to the attention of the Council and the individual is subject to removal from the Board ar Commission. Council Conduct with Tie Me fa Council members may be contacted by the media for background and quotes. ® The best advice for dea ° g with the media is to never go "off the record" Most members of the media represent the highest levels of journalistic integrity and ethics, and can be trusted to keep their word. But one bad experience can be catastrophic. words that are not said cannot be quoted. The Mayor is the official spokesperson for the representative on City position. The Mayor is the designated representative of the Council to present and speak on the official City position. If an individual Councihnember is contacted by the media, the Cauncihnember should be clear about whether their comments represent the official City position or a personal viewpoint. Choose words carefully aid cautiously Comments taken out of context can cause problems. Be especially cautious about humor, sardonic asides, sarcasm, or word play. It is never appropriate to use personal slurs or surear words when tallying with the media. Sanctions Pubic isruptian Members of the public who do not follow proper conduct after a warning in a public hearing may be barred from further testimony at that meeting or removed from the Council Chambers. ®~napropriate staff behavior Council members should refer to the City Manager any City staff who da not follow proper conduct in their dealings with Council members, other City staff, ar the public. These employees may be disciplined in accordance with standard City procedures for such actions, i0 Counc~ n~enabers ehavior and Conduct City Council members who intentionally and repeatedly do not follow proper conduct may be reprimanded or formally censured by the Council, Serious infractions of the Code of Ethics or Code of Conduct could lead to other sanctions as deemed appropriate by Council, Council members should point out to the offending Councihnember infractions of the Code of Ethics or Code of Conduct. ~f the offenses continue, then the matter should be referred to the Mayor in private, If the Mayor is the individual whose actions are being challenged, then the matter should be referred to the Mayor Pra-Tem, I~ is the responsibility of the Mayor to initiate action if a Councilmember's behavior may warrant sanction. If no action is taken by the Mayor, the alleged violations) can be brought up with the full Council in a public meeting. If violation of the Code of Ethics or Code of Conduct is outside of the observed behaviors by the Mayor ar Council members, the alleged violation should be referred to the Mayor, The Mayor should ask the City Manager andlor the City Attorney to investigate the allegation and report the findings to the Mayor. ~t is the Mayor's responsibility to take the next appropriate action, These actions can include, but are not limited to: discussing and counseling the individual on the violations; recommending sanction to the full Council to consider in a public meeting; or forming a Council ad hoc subcommittee to review the allegation; the investigation and its findings, as well as to recommend sanction options for Council consideration, ~nci ~ of er duc ~°oper conduct I ~ a s o beeping promises o Eeing dependable o Euilding a solid reputation o Participating and being available o I]emanstrating patience o Showing empathy o Holding onto ethical principles under stress o Listening attentively o Studying thoroughly o beeping integrity intact o Gvercoming discouragement o Going above and beyond, time and time again v Modeling a professional manner 11 Proper con c e o a ® Showing antagonism or hostility Deliberately lying or misleading Speaking recklessly Spreading rumors ® Stirring up bad feelings, divisiveness Acting in a self righteous manner It all conr~es down to respect Respect for one another as individuals .. ,respect for the validity of different opinions , , , respect for the democratic process , , ,respect far the community that we serve, ~C~1S Y' O 10°1 OIl C will my decisionlstatementlactionviolate the trust, rights or good wi11 of others? what are my interior motives and the spirit behind my actions? ® If I have to justify my conduct in public tomorrow, will I do so with pride or shame? How would my conduct be evaluated by people whose integrity and character I respect? Even if my conduct is not illegal or unethical, is it done at someone else's painful expense? will it destroy their trust in me? will it harm their reputation? ~s my conduct fair? Just? Morally right? if i were on the receiving end of my conduct, would ~ approve and agree, or would I take offense? ® Does my conduct give others reason to trust or distr~i.st me? ® Am i willing to take an ethical stand when it is called for? Am ~ willing to make my ethical beliefs public in a way that makes it clear what I stand for? Do ~ exhibit the same conduct in my private life as ~ do in my public life? Can ~ take legitimate pride in the way I conduct myself and the example I set? Do i listen and understand the views of others? Do ~ question and confront different points of view in a constructive manner? Do 7 work to resolve differences and come to mutual agreement? ® Do ~ support others and show respect for their ideas? will nay conduct cause public embarrassment to someone else? 1Z Ho over Ong ~ bars ~ Gav rn e er The fallowing items are taken from the Colorado Municipal League, Handbook for Municipal Elected officials, and is reprinted from the League of Kansas Municipalities' brochure, "Suggestions for Successful Public Service" Governing is clearly mare of an art than a science. There are n.o ultimate answers on how to govern; different approaches are to be expected, and probably desired. However, there do seem to be some fundamentals. The suggestions that fallow range from practical, common. sense fundamentals to those mare philosophic and theoretical. These tips for successful and effective public service are intended to assist mayors, council members, and board trustees, while most suggestions relate to individual of~.cers others apply to the governing body as a whole. These two applications, however, are interdependent r the capacity of a governing body to govern effectively is dependent on the collective capacities of at least a majority of its membership. These suggestions are not in any priority order, and not all are universally accepted, All of them, however, are worth consideration by anyone who would serve the public through an elective local office. 1. Learn all you can about your city, its history, its operation, its frnancing. Do your homework. Know your city ordinances. Dust off your comprehensive pion. 2. Devote sufi"ioient time to your office and to studying the present and future problems of your community. 3, Don't bum yourself out on the little things but recognize that they are often important to the public. Save some energy -and time ~ far the important matters. 4. .Don't act as a committee of one; governing a city requires team effort -practically and legally. 5. Don't lit honest differences of opinion within the governing body degenerate into personality conflicts, . 6. ~.enaember that you represent all the people of your community, not just neighbors and friends. Be wary of personal experiences coloring your public decisions. 7. Take your budget preparation job seriously, for it determines what your city does or does not do for the coming year and will also influence what happens in future years, ~. Establish policy statements. written policy statements let the public, and the city staff, know where they stand. They help the governing body govern, and writing them provides a process to develop canseu.sus, 9. Make decisions on the basis of public policy, and be consistent. Treat similar situations similarly, and avoid favoritism. 1 ~, Focus your attention on ways to prevent problems, rather than just trying to solve there as they occur. Filling potholes is one approach to governing; developing plans to prevent them is more important. 13 l 1. Don't be misled by the strong demands of special interest groups why want it done now, their way. 'dour job is to end the longterm public interest of the community as a whole, and you may be hearing form the wrong people. 12, Don't rush to judgment. Pew heal actions have to be taken at the first meeting at which they are considered. Avoid "crisis management," 13. Don't be afraid of change. Don't be content to just t'ollow the routine of your predecessors. Charge your appointed officers and employees with being responsible for new ideas and better ways. Listen to what they have to say. 14. Don's give quick answers when you are not sure of the real answer. ~t may be embarrassing to appear ignorant, but it can be more embarrassing, and damaging, to tell a person something which is wrong. 15. As an individual, even if you are the mayor, don't make promises you can't deliver! Nfost decisions and actions require approval of the governing body, and this takes a maj ority vote. 1 ~. Remember that you have legal authority as a governing body member only when the governing body is in legal session. 17. Don't spring surprises on your fellow governing body members ar your city staff, especially at formal meetings, if a matter is worth bringing up far discussion, it's worth being on the agenda, Surprises may get you some publicity, at the embarrassment of others, but they tend to erode the "team" approach to governance. 18. Participate in official meetings with the dignity and decorum fitting Chase who hold a position of public trust. Personal dress and courteous behavior at meetings help create an environment far making sound public decisions. 19, Conduct your official public meetings with some formality, anal follow rules of procedure. H~.ve an agenda, and follow it. lViast governing body members agree that formal meetings expedite the process and promote better decision making. 24. Don't be afraid to ask questions. It is one of the ways we leaz~n. Taut do your homework by studying agenda material before meetings. Z 1. Vote yes or no on motions. Don't cap out by abstaining except when you have a conflict of interest. A pass does not relieve you of responsibility when some decision must be made. Z2. Dnce a majority decision of the governing bady has been made, respect that afhcial position and defend it if needed, even ifyou personally disagreed. 23. Respect the letter ~.nd intent of the open meetings law, but also keep private and confidential matters to yourself, Don't gossip. Z4. Retain competent, key employees, pay there well, trust their professional judgment, and recognize their authority and responsibilities, ~5, Dan't bypass the system! ~f you have a manager or other chief adrnin~.strative officer, stick to policy making and avoid personal involvement in the day~to-day operations of the municipality. ~f you da not have an administrative officer, make 14 suxe you have some management system that of~.cers, employees, and the public u~.derstand. Z~. Don't let others bypass the system, insist that people such as equipment or service suppliers work with your city staff. ~f direct contact with governing body members is necessary, it should be with the governing body as a whole, or a committee, and not on a one~on~one basis. 27. Don't pass the buck to the staff or employees when they are only following your policies or decisions. ~8. Don't always take no for an answer, The right question maybe "How can we do this?" instead of "May we do this?" ~e positives 29, Learn to evaluate recommendations and alterative courses of action. Request that your staff provide options, Encourage imaginative solutions. 30, Avoid taking short-term gains at the expense of longterm losses. ~e concerned with the longterm future of the city. 31. In determining the public interest, balance personal rights and property interests, the possible harm to a few versus the good of the many, Recognize that in some situations, everyone can't be a winner. 3~, Remember that cities are for peopled ~e concerned with the total development physical, economic, and social - of your community, 3 3. Don't act as if the city operates in a vacuum. pities must work within the intergovernmental system to be effective. ~.eep in contact and Cooperate with your federal, state, county, and school officials. 34. Know your neighbors. het to know the officials of neighboring and similar size cities. 'visit other cities, particularly those with a reputation of being well run. 3~. Learn to listen ~ really listen ~ to your fellow governing body members and the public. Hear what they are trying to say, not~ust the words spoken. 3 ~, deep your constituents informed, and encourage citizen participation, 37. ~e friendly and deal effectively with the news media, Make sure what you say is what you mean. Lack of good communication, with the media and the public, can be a maj ar problem for municipal officials. 3 ~. Remember that what you say, privately and publicly, will open be news. You live in a glass house. Avoid over-publicizing minor problems, 3 ~. Expect, and respect, citizen complaints. Make sure that your governing body members and your city, have a way to deal effectively with them. Have a followp up system. ~o, Be careful about rumors. Check them out. Help squelch them when you know they are false, 4l, Appoint citizen advisory committees and task forces when you need them, but be prepared to follow their advice if you use then. ~2. Take care in your appointments to boards and commissions. Make sure they are willing and capable as well as representative of the whole community. 15 43, Never allow a conflict of interest to arise between your public duties and your private interests, Be sensitive to actions you take that might even give the appearance of impropriety. 44. Seek help, Use manuals, guides, and other technical assistance and information available from the Colorado N~unicipal League and other agencies. Attend workshops and conferences put on for the benefit of you and your city. 45, Pace yourself. Limit the number of meetings you attend. Set some priorities, including the need to spend time with your family, Recognize that life ~ and the city ~ is dependent on a lot of things you have little control over, 4b, Establish some personal goals and objectives, what do you want to help accomplish this year? Next year? 47. Help develop some short~term and longterm goals and objectives for your city, and check your progress at least every six months, 4~. Similarly, help your city develop a vision of the future. Plan from the future to the present ~ no vision, no plan. One of the important purposes of a governing body is to establish a vision for the future. 49. Focus on the future, and ~ to leave your city better than that which you inherited as a city o cer, 50. Be a leader, as well as part of the team of elected and appointed officials who were selected to make your city an even better place to live. 51. At least once a year, schedule a governing body discussion about how you are governing. Review the processes and procedures. Sit back and ask, "How are we doing? How can we do things better?" 52, Be enthusiastic about your public service and the privilege you have, and let the public know it. But rnaintain your sense of humor. Don't take yourself or the business of government so seriously that you don't enjoy it. Zt should be fun as well as a rewarding experience, 53, Celebrate! Always focusing on problems and issues may lead you, the governing body, and the public, to believe that nothing positive ever happens. Goad things do happen. Let the public share your successes. 16 lssa f Ter s atti~u.de The manner in which one shows one's dispositions, opinions, and feelings behavior External appearance or action; manner of behaving; carriage of oneself civil~~y Politeness, consideration, courtesy conduct The way one acts; personal behavior courtesy Politeness connected with kindness decorum Suitable; proper; good taste in behavior manners A way of acting; a style, method, or form; the way in which thing are done point of order An interruption of a meeting to question whether rules or bylaws are being broken, such as the speaker has strayed from the mo~.on currently under consideration point of personal A challenge to a speaker to defend or apologise for comments that a priv~ege fellow Councilmember considers offensive proprie~ conforming to acceptable standards of behavior pro~ocoi The courtesies that are established as proper and correct respect The act of noticing with attention; holding in esteem; courteous regard L.sharedlmanagerlcauncillco~e of coad~ct ~7