League of Oregon Cities trains Sweet Home council on roles, rules and teamwork

The League of Oregon Cities led a work session for the Sweet Home City Council and staff to review the council-manager form of government, rules that govern local decisions and practical steps for council teamwork.

The session, presented by Jamie Pierce, general counsel for the League of Oregon Cities, and Robin Klein, assistant general counsel, focused on where elected officials should look for authority (the City of Sweet Home charter and the council rules of procedure), expectations for the city manager and staff, and practical habits for council effectiveness.

The training was timed to the council’s membership change: the council has seven seats and the trainers noted seven members were present. Pierce told the group that the League “do[es] trainings like this across the state,” and tailored the presentation to Sweet Home’s governing documents and recent council turnover. Pierce and Klein said the city charter is the primary source of local authority and repeatedly advised councillors to consult it first. “That is your city’s constitution,” Pierce said of the charter.

Klein outlined eight “habits of highly effective councils,” including shared goals, clear communication, knowing members’ strengths, regular review of strategic documents and continuing education. She urged councillors to use the city’s strategic and comprehensive plans as roadmaps and to align goal-setting with the budget process; staff said the city is working to better align goals and budget timing.

Presenters noted specific local documents and timelines discussed during the session: Sweet Home’s strategic plan (published February 2014) and the council rules of procedure (last reviewed in February 2018). Staff told the trainers that agenda packets are distributed on Thursday for the council’s Tuesday meeting, and that the council typically conducts goal-setting work sessions in the first quarter of the year. Trainers also noted the city manager’s responsibilities, including preparing budget material, overseeing contracting and serving as city recorder; the presenters advised councillors to route operational requests through the city manager rather than approaching individual department heads.

Council members and staff who identified themselves during the session included Mayor Susan Coleman; Councilors Dylan Richards, Ken Bronson, Chelsea Augsberger, Josh Thorstad, Angelita Sanchez and Aaron Heggie; Administrative Services Director/interim City Manager Cecily Priddy; Planning and Building Manager Angela Clegg; City Attorney Blair Larson; Public Works Director Greg Freeman; and Police Chief Jason Ogden. Pierce and Klein also recommended League resources (online trainings, publications and conferences) for continuing education and risk management.

Trainers emphasized practical communication techniques and internal safeguards. Klein recommended the use of “I” statements to reduce conflict and suggested that councillors provide staff with advance questions so staff can prepare substantive answers at public meetings. The trainers also pointed to a charter provision in Sweet Home that discourages council members from attempting to influence the city manager’s administrative decisions and noted that the council may amend its rules of procedure without a public vote if the council chooses to do so.

The session closed with trainers encouraging councillors to review the charter and council rules of procedure at the start of each year and to use the city website resource hub the trainers praised as helpful for councillors and staff. The training ended ahead of a short break and the start of the regular council meeting.