HomeMy WebLinkAbout02-27-2021 Council RetreatCity of Federal Way 2021 Council Retreat 2/27/2021 Andrew@Mktg-Solutions.com 1 Research-based Growth Strategies www.mktg-solutions.com City of Federal WayCity of Federal Way 2021 Council Retreat 1 © Copyright 2021, Marketing Solutions, Inc. All Rights Reserved Research-based Growth Strategies www.mktg-solutions.com AgendaAgenda >Team  Building Exercise –Vacation guessing game  >Policy Governance –Best practices >Leadership & Communications Development –EQ training  Research-based Growth Strategies www.mktg-solutions.com Vacation Guessing GameVacation Guessing Game On Your  Smart Phone Go To: Kahoot.it 3 1 2 3 City of Federal Way 2021 Council Retreat 2/27/2021 Andrew@Mktg-Solutions.com 2 Research-based Growth Strategies www.mktg-solutions.com City Council Governance 101City Council Governance 101 A Best Practices Conversation Based on the Carver Model – Policy Governance® 4 Research-based Growth Strategies www.mktg-solutions.com 5 Research-based Growth Strategies www.mktg-solutions.com The “Problem”The “Problem” Elected official's face 6 4 5 6 City of Federal Way 2021 Council Retreat 2/27/2021 Andrew@Mktg-Solutions.com 3 Research-based Growth Strategies www.mktg-solutions.com The Brutal TruthThe Brutal Truth No matter how dedicated or intelligent, people  cannot be all they can be in a poor system. ~ John Carver 7 Research-based Growth Strategies www.mktg-solutions.com Challenges of Elected ServiceChallenges of Elected Service >High expectations >Critical and difficult role >Roles & responsibilities are poorly defined >Little or no training or preparation >Few measurements to define success >Elected officials want to “do” and make a difference 8 Research-based Growth Strategies www.mktg-solutions.com Typical Governance ProblemsTypical Governance Problems >Lack of proper focus and forward (future) direction >Lack of role of clarity >Border incursions >Council loses control of its agenda & its distinct role >Administration loses control of management responsibilities >Reactive, backwards looking, “fix‐it” orientation >Getting into operational details and micromanaging 9 7 8 9 City of Federal Way 2021 Council Retreat 2/27/2021 Andrew@Mktg-Solutions.com 4 Research-based Growth Strategies www.mktg-solutions.com The “Solution” – Policy Governance®The “Solution” – Policy Governance® Its intent is to give operational definition to  "leadership" as it applies in the specific  context of a governing body. 10 Research-based Growth Strategies www.mktg-solutions.com Carver on Effective City CouncilsCarver on Effective City Councils >On behalf of the Citizens, see to it that the City achieves what  it should and avoids what is unacceptable. >The Council has a commensurate authority to govern.  Individual Councilmembers do not. >Councils speak as “one voice.” >The Council as a body is obligated to protect its staff from the  Council as individuals. 11 Research-based Growth Strategies www.mktg-solutions.com Policy Governance®OverviewPolicy Governance®Overview >Widely respected model that works well for Cities >Separates policy (Ends) from operations (Means) >Disagree during discussion, vote, no undermining >Performance assessed only on clarified expectations >Council decisions predominately policy (Ends) based 12 10 11 12 City of Federal Way 2021 Council Retreat 2/27/2021 Andrew@Mktg-Solutions.com 5 Research-based Growth Strategies www.mktg-solutions.com Benefits of Clear “Ends” PoliciesBenefits of Clear “Ends” Policies >Allows City Council to provide vision and strategic leadership >The Council and Mayor work together to develop City goals >The Mayor & staff focus on “who, what and when” (Means) 13 Research-based Growth Strategies www.mktg-solutions.com The Relationship between the Mayor & Council *The Relationship between the Mayor & Council * >Mayor‐Council Form of Government –Policy and administration are separated –All legislative and policymaking powers are vested in the City Council –The administrative authority, including a veto power (except in  towns), is vested in the mayor –While the Council sets policy, it is appropriate for the Mayor to share  policy recommendations with the Council Source: AWC and the MRSC 14 Research-based Growth Strategies www.mktg-solutions.com The Relationship between the Mayor & CouncilThe Relationship between the Mayor & Council >Mayor‐Council Form of Government continued –The Mayor also submits a preliminary budget to Council as a  proposed guideline for city priorities –After policy decisions are made by the Council, others perform the  administrative task of implementing the policies. –The council does not make policy in a vacuum, they rely on ideas  from the Mayor, staff, community groups, advisory committees, etc. AWC/MRSC Mayor & Councilmember Handbook 15 13 14 15 City of Federal Way 2021 Council Retreat 2/27/2021 Andrew@Mktg-Solutions.com 6 Research-based Growth Strategies www.mktg-solutions.com The “Work” of the City CouncilThe “Work” of the City Council >Works  for the residence and other stakeholders >Determine the desired ends/results for the city >The Council produces policies in two primary categories of  Policy Governance®: 1. Policies about ends, specifying the results, and strategic direction 2. Policies about how the Council itself will operate, its code of conduct 16 Research-based Growth Strategies www.mktg-solutions.com Governance Process PoliciesGovernance Process Policies >Establishes how the Council will operate as one entity >Establishes standards of conduct, roles, commitments and  code of ethical behavior >Defines City Council’s job description, and ground rules 17 Research-based Growth Strategies www.mktg-solutions.com Governance Policy ExampleGovernance Policy Example >The Council will approach its task with a style which: –Emphasizes outward vision rather than an internal preoccupation –Strategic leadership more than administrative detail –Future orientation, rather than past or present –Proactivity rather than reactivity 18 16 17 18 City of Federal Way 2021 Council Retreat 2/27/2021 Andrew@Mktg-Solutions.com 7 Research-based Growth Strategies www.mktg-solutions.com Council DiscussionCouncil Discussion Observations, Comments, Concerns 19 Research-based Growth Strategies www.mktg-solutions.com 15-minute Morning Break15-minute Morning Break 20 Research-based Growth Strategies www.mktg-solutions.com Emotional Quotient WorkshopEmotional Quotient Workshop Improving Leadership & Communications Effectiveness 21 19 20 21 City of Federal Way 2021 Council Retreat 2/27/2021 Andrew@Mktg-Solutions.com 8 Research-based Growth Strategies www.mktg-solutions.com 22 Executive State Prefrontal Lobe Cognitive, speech, expression Emotional State Limbic System Emotion, learning, memory, habits Survival State Brain Stem (Lizard Brain) Instinctual, flight, fight or freeze Brain of EmotionsBrain of Emotions Research-based Growth Strategies www.mktg-solutions.com Change Management ProcessChange Management Process >The Characteristics of a Healthy Organizational Culture –Depend on the characteristics of healthy people –Change starts with the Emotional Quotient of the leaders >The Four Characteristics of a Heathy EQ: –Self‐Awareness –how well you know yourself –Self‐Management –how well you regulate your emotions –Social Awareness –how well you read others –Relationship Management –how well you engage interpersonal skills 23 Research-based Growth Strategies www.mktg-solutions.com What is Emotional Quotient?What is Emotional Quotient? >Emotional Intelligence (otherwise known as Emotional Quotient  or EQ) is the ability to understand, use, and manage your own  emotions in positive ways to: –relieve stress, –communicate effectively, –empathize with others,  –overcome challenges and –defuse conflict. 24 22 23 24 City of Federal Way 2021 Council Retreat 2/27/2021 Andrew@Mktg-Solutions.com 9 Research-based Growth Strategies www.mktg-solutions.com Emotional Quotient CharacteristicsEmotional Quotient Characteristics 1. Self‐Awareness Efficacy –You  recognize your own emotions and triggers –You  recognize how they affect your thoughts and behavior –You  understanding your strengths and weaknesses –All of these can increase your self‐confidence 25 Research-based Growth Strategies www.mktg-solutions.com Emotional Quotient CharacteristicsEmotional Quotient Characteristics 2. Self‐Management Efficacy –You’re  able to control impulsive feelings and behaviors –You’re  able to manage your emotions in healthy ways –You’re  able to take initiative, follow through on commitments –You’re  able to adapt to changing circumstances 26 Research-based Growth Strategies www.mktg-solutions.com Emotional Quotient CharacteristicsEmotional Quotient Characteristics 3. Social Awareness Efficacy –You  have empathy for others –You  understand the emotions, needs, and concerns of others –You  pick up on emotional cues, feel comfortable socially –You  recognize the power dynamics in a group or organization 27 25 26 27 City of Federal Way 2021 Council Retreat 2/27/2021 Andrew@Mktg-Solutions.com 10 Research-based Growth Strategies www.mktg-solutions.com Emotional Quotient CharacteristicsEmotional Quotient Characteristics 4. Relationship Management Efficacy –You  know how to develop and maintain good relationships –You  communicate clearly, inspire and influence others –You  work effectively in a team environment –You  are able to effectively manage conflict 28 Research-based Growth Strategies www.mktg-solutions.com EQ Self-AssessmentEQ Self-Assessment In the assessment, score yourself between 1 to 10 for each of the 10 following categories 29 Research-based Growth Strategies www.mktg-solutions.com EQ Self-AssessmentEQ Self-Assessment 1. You recognize & can describe  your own emotions 2. You are aware of the emotional  impact you have on others 3. You are able to self‐regulate  and control your emotions  4. You remain positive during  difficult situations 5. You are able to focus and set  your own emotions aside 6. You are attuned to others’  emotional experiences 7. You demonstrate empathy  toward others 8. You are aware and can adapt to  group dynamics 9. You are able to disarm conflict  and solve disagreements 10.You build relationships and  foster collaboration 30 28 29 30 City of Federal Way 2021 Council Retreat 2/27/2021 Andrew@Mktg-Solutions.com 11 Research-based Growth Strategies www.mktg-solutions.com Total all of your scoresTotal all of your scores Don’t share your scores, share what you learned 31 Research-based Growth Strategies www.mktg-solutions.com Emotional Quotient RoadmapEmotional Quotient Roadmap 32 Emotion is  Triggered Programmed  Biological  Events Fight, Flight  or Freeze  Response Awareness  of Physical  Feeling I am Feeling  X Emotion Take   Constructive  Action REACT RESPOND Lizard Brain Kicks In Pause…Frontal Cortex Kicks In Research-based Growth Strategies www.mktg-solutions.com Top Ways to Improve Your EQTop Ways to Improve Your EQ >Confident, not cocky  communications style >Respond instead of react to  conflict situations >Incorporate active listening skill  (two ears, one mouth) >Self‐motivate to present a  positive attitude >Practice self‐awareness through  daily self‐reflection >Be open to critique, understand  before trying to be understood  >Be empathetic by relating to  other’s situations >Remain approachable and  sociable in all settings 33 31 32 33 City of Federal Way 2021 Council Retreat 2/27/2021 Andrew@Mktg-Solutions.com 12 Research-based Growth Strategies www.mktg-solutions.com Final Thoughts or QuestionsFinal Thoughts or Questions Life's Journey According to Mr. Rogers 34 Research-based Growth Strategies www.mktg-solutions.com Wrap UpWrap Up >Next steps –Going forward, what needs to happen >Evaluation –Pros and cos of retreat >Closing comments –Mayor Ferrell and Deputy Mayor Honda 35 © Copyright 2021, Marketing Solutions, Inc. All Rights Reserved 34 35