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HomeMy WebLinkAbout4.3 A RESOLUTION APPROVING THE 2021-2022 GOVERNANCE GUIDE FOR THE MAYOR AND BOARD OF TRUSTEES FOR THE VILLAGE OF MOUNT PROSPECTt�.f)AAI1C 1�d'+rn�iect Item Cover Page Subject• ... •2021-2022 GOVERNANCE GUIDE FOR• BOARD OF TRUSTEES FOR• MOUNT PROSPECT Meeting June 15, 2021 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - Fiscal Impact Dollar Amount Budget Source Category MAYORS REPORT Type Action Item Information Each year since 2015, Village staff and Village Board work together to complete the Village's Strategic Plan. Short and long-term goals are identified and help ensure the board, staff, and public are each working toward consistent and measurable goals. These items are discussed over several days of workshops with a hired consultant, noting key milestones for each action item and associated accomplishment dates. The Village Board and staff recently attended workshops on May 11 & 12 and June 8 & 91 2021 to develop the details of the Village's next Strategic Plan. The 2021 - 2022 plan will carry over some of the 2020 plan elements, as well as a new set of top and high priorities for 2021 - 2022. The attached Governance Guide was also created and finalized by the Mayor and Village Board during the workshops. The Governance Guide's purpose is to have an operational framework that is grounded in governance focused principles versus the less effective alternative of leading by politics. This resource establishes the criteria for what success and effectiveness means for the new Village Board and identifies the Village Board's desired image in the community. The Guide includes the Village Board's Code of Conduct and Civility. These 10 'House Rules' set the Village Board expectations for working as team and how the 1 Board shall carry out business. In addition, the Operating Guidelines section outlines protocols for various communication channels, sharing information, and interacting with the community. Staff recommends approval of the Governance Guide for 2021-2022. Alternatives 1. Approve the Governance Guide 2021 - 2022 2. Discretion of the Village Board ATTACHMENTS: Governance Guide 2021 - 2022 Governance resolution.pdf 2 GOVERNANCE GUIDE wk, "Will Copyright 0 2021: Lyle Sumek Associates, Inc. Project 210502 1 Mayorand Board Framework ' Effectiveness 10► Mayor and Board of Trustees Success means ... 1. Mayor and Village Board accomplished Village Goals, Action Agenda and Projects 2. Mayor and Village Board work together as a Team 3. Mayor and Village Board respected each other and others 4. Mayor and Village Board acted with integrity 5. Mayor and Village Board did their homework and came prepared 6. Mayor and Village Board make data -based decisions 7. Mayor and Village Board acted in the best interests of the entire Mount Prospect community 8. Mayor and Village Board assured exceptional service at a lowest cost 9. Mayor and Village Board strived for consensus 10. Mayor and Village Board acted in a financially responsible manner 11. Mayor and Village Board was leading our Mount Prospect community to the future 12. Mayor and Village Board were confident 13. Mayor and Village Board focus on the Village's agenda over a personal agenda 14. Mayor and Village Board focused on facts over emotions Copyright © 2021: Lyle Sumek Associates, Inc. Project 210502 2 4 15. Mayor and Village Board have supported Village staff as they implement Village Board decisions and direction — avoid attacking Village and Village staff on social media 16. Mayor and Village Board provided clear, consistent direction to Village commissions and staff Copyright © 2021: Lyle Sumek Associates, Inc. Project 210502 5 00 Mayor and Board of Trustees Desired Community Image 1. Mayor and Village Board are fair 2. Mayor and Village Board are responsive 3. Mayor and Village Board act with confidence 4. Mayor and Village Board have compassion for others 5. Mayor and Village Board are honest and act with integrity 6. Mayor and Village Board are competent 7. Mayor and Village Board respect others 8. Mayor and Village Board listen to all residents and respond to community needs 9. Mayor and Village Board are approachable 10. Mayor and Village Board come prepared 11. Mayor and Village Board work for the best interests of the entire Mount Prospect community 12. Mayor and Village Board work together as a Team and work with the Village staff as a Team 13. Mayor and Village Board provide clear direction for the future 14. Mayor and Village Board has a strategic plan with vision, goals and action agenda 15. Mayor and Village Board debate issues, vote and move on to the next issue 16. Mayor and Village Board are open to ideas, comments, opinions and feedback 17. Mayor and Village Board are creating an equitable community for all Copyright © 2021: Lyle Sumek Associates, Inc. Project 210502 4 L -M 1 Respect others -the individual; their ideas, experiences and opinions 2 Communicate in an open, truthful and direct manner 3 Come prepared and ready to work 4 Act with integrity 5 Represent the Village in a positive manner 6 Debate issue, make a decision and move on 7 Support the decisions and actions of the Village Board, and each other 8 Use data to make the best decisions for the entire Mount Prospect community 9 Keep each other and the Village Manager informed 10 Have empathy and compassion for others being sensitive to the impacts of your behavior and action on others 5/11/21: Signed by Mayor and Village Board, Village of Mount Prospect Copyright © 2021: Lyle Sumek Associates, Inc. Project 210502 5 7 Mayor aBoardProtocols: Operating Guidelines Protocol 1 Simple Information —Readily Available 1. Text, call or email the Village Manager 2. Share your information request including urgency and method of communications Protocol 2 Research on a Topic 1. Contact the Village Manager 2. Discuss and focus the request, parameters and time frame 3. If the request will take significant amount of time, the topic will be presented to the Village Board for direction — majority decides 4. The report on the request will go to all — Mayor and Trustees Protocol 3 li� Citizen Service Request A. First Contact 1. Text, email or call the Village Manager's Office 2. Share the request and your level of involvement and follow-up 3. Village will contact the individual within 24 hours — business day 4. "Let me check into it" and avoid commitments 5. Refer the resident to the Village CRM System — go to the website first and enter their request B. Unsatisfactory Village Actions 1. Text, email or call the Village Manager 2. Share your information, your expectations and your level of involvement 3. Village Manager will report back to you on the issues and actions Copyright © 2021: Lyle Sumek Associates, Inc. Project 210502 6 Protocol 4 11 Agenda A. Placing an Item on Agenda 1. Text or email the Mayor and Village Manager 2. Make the request at a Village Board Meeting or COW meeting B. Question on an Agenda Item 1. Contact the Village Manager 2. Bring up your questions early — this will allow Village staff to respond or to incorporate the answer in their presentation Protocol 5 Urgent Information A. Criteria 1. Major event in the community — will make the news or be on social media 2. School event 3. Train incident 4. Mass casualty event B. Method of Communications 1. Mayor — Call or Text 2. Colleen - Text 3. Richard - Text 4. Peggy - Text 5. Augie — Call or Text 6. Terri — Text or Call 7. John - Call Protocol 6 1 Communications: Trustee/Trustee and Trustee/Staff 1. Board communications go through the Village Manager — avoid communicating with other Village staff 2. Village Manager will communicate the same information to all — Mayor and Trustee 3. Avoid serial conversations or polling among Mayor and Trustees 4. Avoid "Reply All" 5. Remember: All of your communications is open — FIOA 6. Use personal or business devices — phones or computers Copyright © 2021: Lyle Sumek Associates, Inc. Project 210502 7 9 Protocol 7 Employee Contact A. Employee Initiated 1. Keep the conversation social 2. Avoid directing or asking questions 3. Advise the Village Manager 4. Advise the Village Manager on autonomous email/communications from individuals who claim to a be Village employee B, Trustee Initiated 1. Trustees should avoid contacting Village staff Proto4 Email 1. Use Mount Prospect email for Village business 2. Remember: all emails are open records/public information 3. Any email could be headlines — social media or print 4. Avoid comments/statements agreeing with the individual before you have checked into it Protocol Representative/Liaison 1. Represent the Village policies and Board direction 2. Communicate back to the Board —information, policies and actions 3. Avoid representing a personal opinion 4. If the Board has not discussed the matter, bring the topic back to the Board for discuss and direction Protoco110 Social Media 1. You are a Village Trustee and represent Village government — others may not separate your personal comments and Village/Board positions 2. Once shared, you lose control of your comments and use by others 3. Exercise caution 4. Notify the Village Manager trending messages 5. If there is misinformation or disinformation, there may be a need for a tactical response from Village government 6. Avoid comments/statements agreeing with the individual before you have checked into it Copyright © 2021: Lyle Sumek Associates, Inc. Project 210502 8 10 Protocol 11 Community Presence 1. Listen to the many voices in our community 2. Attend events and represent the Village 3. If asked to speak, "On behalf of the Mayor and Board of Trustees" 4. Relax and enjoy Protoco112 Village Commissions — Partners in Governance 1. Provide clear direction, task assignments and policy parameters 2. Listen and consider their input and recommendations as we make a decision 3. Respect their roles and responsibilities and their contributions to the Village Copyright © 2021: Lyle Sumek Associates, Inc. Project 210502 9 11 RESOLUTION NO. A RESOLUTION APPROVING THE 2021-2022 GOVERNANCE GUIDE FOR THE MAYOR AND BOARD OF TRUSTEES FOR THE VILLAGE OF MOUNT PROSPECT WHEREAS, the Mayor and Village Board of Trustees participate in planning workshops each year to plan and develop the Village Strategic Plan; and WHEREAS, the 2021-2021 Strategic Plan was finalized on June 9, 2021 by the Mayor and Board of Trustees and includes a Governance Guide and Code of Conduct and Civility signed by the members of the Board establishing a sound guideline for successful, effective and productive leadership. NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND BOARD OF TRUSTEES OF THE VILLAGE OF MOUNT PROSPECT, COOK COUNTY, ILLINOIS: SECTION ONE: The Mayor and Board of Trustees of the Village of Mount Prospect do hereby approve the 2021-2022 Governance Guide including the Code of Conduct and Civility, a copy of which is attached hereto and hereby made a part hereof as Exhibit "A". SECTION TWO: That this Resolution shall be in full force and effect from and after its passage and approval in the manner provided by law. AYES: NAYS: ABSENT: PASSED and APPROVED this 15th day of June, 2021. Paul Wm. Hoefert Mayor ATTEST: Karen M. Agoranos Village Clerk 12