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HomeMy WebLinkAbout7-27-2021 summer workshop 1 July 27, 2021 IREDELL COUNTY BOARD OF COMMISSIONERS SUMMER WORKSHOP July 27, 2021 The Iredell County Board of Commissioners met in special gathering on Tuesday, July 27, 2021 at 6:00 PM, in the Human Resources Conference Room, 200 South Center Street, Statesville. Board Members Present Chairman James B. Mallory III Vice Chair Melissa Neader Commissioner Scottie Brown Commissioner Gene Houpe Members Participating Remotely Commissioner Marvin Norman Staff present: County Manager Beth Mull, Deputy County Manager Beth Jones, Deputy County Manager Susan Robertson, Assistant County Manager Joe Pierce, County Attorney Lisa Valdez, Carl Stenberg, Peg Carlson, and Clerk to the Board Amy Anderson. Peg Carlson and Carl Stenberg, from UNC School of Government introduced themselves. Chairman Mallory said there are two new members to the Board. There has been some change. Vice Chair Neader and Commissioner Brown came on board just in time for the budget. They have had seven months to get oriented and gain some frame of reference to some of the topics the Board discusses. Elected officials each have different perspectives for what they follow and implement. Often times, that means change. The Board wants to know what that change needs to be or is desired to be then the Board needs to be able to effectively manage the change as a team. Chairman Mallory referenced the strategic goals as previously adopted by the Board. One of the common themes within is effectively and efficiently accomplish goals. Framework for Strategic Planning, Policy and Process Development and Implementation . Strategic Planning Strategic Vision Strategic Objectives Strategic Plan Strategic Communication Annual Goals Policy Adoption Stakeholders County Commissioners County Manager Municipal Boards Mayors Boards of Education Municipal Managers Mitchell College Agricultural Community State Representatives State Agencies Sheriff and Law Enforcement Agencies Policy Formulation and Implementation Policy Research and Development Policy Recommendations Process Development and Management Process Coordination Stakeholders Task Forces County Manager Senior County Staff Elected Officials Various Community Stakeholders Process Formulation and Implementation Process Development Process Recommendations Process Execution Process Coordination Stakeholders County Manager Senior County Staff County Staff Feedback Feedback Direction Direction 2 July 27, 2021 Carlson and Stenberg went through the Strategic Public Leadership, set priorities and get results. Board members held an interactive discussion regarding ways to better communicate and achieve overall goals. Carlson said the different ways citizens communicate with the Board and how they want to be communicated with. This is also a topic between board members and county managers. Everyone has difference preferences about how to receive and how often to receive information. There is no one right answer. Vice Chair Neader likes the weekly update emailed by Mull. Mull said if board members are calling specific department directors to gather information to make a decision, that is information the full board should be made aware of. The information 3 July 27, 2021 would be beneficial to the Board as a whole. Mull suggested she gather the information and send it to the Board. The department director may get caught in the cross hairs of “they told me that, but didn’t tell me this.” Having Mull contact the department directors will allow Board members to get the same information at the same time. Mull does not mind if the Board contacts staff, but does mind if they direct staff. That makes it hard for Mull to manage the director’s workflow. Mull asked to be made aware when Board members contact staff. Mull said there is no problem with citizens contacting board members. She encouraged the Board to let her know so she can take care of the issue. When a board member contacts staff, they automatically think something is wrong and sometimes go into panic mode. Carlson said the transition from campaigning to governing is difficult. Board members campaign as an individual and elected as an individual then they must transform into a governing board. There are no action members can take as an individual board member and make promises that something will happen as an individual board member. The member can advocate and try to get their ideas adopted by a majority to make policy. Carlson said society is a very proud individualistic. Board members speak as a group not individuals. It is the board member’s responsibility to take action that way. It is important to the manager that it is a level playing field and some members aren’t receiving more information than others. Chairman Mallory said board members are sensors and pick up concerns. Sometimes members share them among themselves and sometimes with staff. To have a process that deals the same cards to everybody you need to have a dealer to take a deep dive into the information that will be helpful, and be disseminated in a timely fashion to everyone. Mull said she is very conscience in making sure everyone receives the same information at the same time. The weekly updates are emailed because there is one commissioner that does not text. Email is a form that everyone gets at the same time, although it may not be read at the same time. It is imperative for each board member receive the same information at the same time. Mull explained the importance of the information coming from one source. Commissioner Brown said the County is growing but remains relatively small as a good ol’ boy system. There are lots of citizens that know board members and want to call them personally. Carlson asked Mull to describe what is working and what could use improvement. Mull shared some of her current challenges. Mull asked what expectations the Board has for her and the understanding of what can and cannot be shared. Personnel information and personnel decisions have been a bone of contention. They tend to cause issues between Mull and the Board. Mull would like to have a clear understanding. There was a reorganization that employees were concerned about and reached out to the Board. The resolve was to run reorganizations by Chairman Mallory prior to approval. Mull gave examples of members giving directives to staff members contrary to what she told them. This puts staff in the crosshatch. Staff does not need to be in the middle of the manager and board. Mull then gave the example of Board of Elections. At this time, the Board, Valdez, Carlson and Stenberg entered into Closed Session. 4 July 27, 2021 Upon return from Closed Session, Chairman Mallory wrapped up some of Mull’s concerns. Personnel/Human Resources: When contact about personnel issues, members will tell staff to use the proper chain of command and other processes that are laid out. If staff feels an issue has not been adequately addressed they can take the issue to the Personnel Advisory Committee. Staff is to be advised in writing and sign stating they understand the process and right to appeal. If the Personnel Advisory Committee discerns there is a systemic policy or procedure is sue they will alert the Board – not the specifics but the Board will be given a heads up. Valdez said it was decided to the Personnel Advisory Committee will alert the manager and in turn the manager will report that to the Board as well as what has been done to remedy. Commissioner Houpe said the Personnel Advisory Committee should do both. They will alert the Board that they have notified the manager of issues. Carlson did not recall to the Board agreeing to the Personnel Advisory Committee notifying both. Valdez read her notes. Commissioner Houpe agreed. The committee will notify the manager who will alert the Board that there is an issue identified. Carlson said that will close the loop so the committee will hear back from the manager on what actions are being taken. Directives to Staff: The board agrees to not give directives to staff, but requests better sharing of general information as individual commissioners or manager become aware of a problem so everyone is on the same page. The mechanism will be discussed. Commissioner Brown thought members would report an issue to the Chairman who will inform the manager. Chairman Mallory said the manager will be the clearing house. Once the issue is resolved it should be broadcast to the Board. Example: Request by the Board of Elections. The Board wants to be supportive of their goals. That is an issue the manager can deal with directly without board action unless the manager feels it is necessary. Valdez asked to be provided more of the specifics before the Board vote. Commissioner Houpe suggested the Board meet later to discuss Mull’s expectations of the Board. Chairman Mallory said the Board needs to look at the evaluation to define expectations and have them aligned in the form so it is at the appropriate level. Vice Chair Neader expressed interest in assisting with this. The county manager position is unique and cannot be evaluated with a generic form. Task Force Reports: Task Force Reports will be given during pre-agenda meetings. How often the updates are done will be up to the allowable time available during the meeting. Commissioner Houpe asked that the construction updates be included in the agenda packet and the Board can reach out to Mull or David Saleeby with any questions. The Board agreed to let 5 July 27, 2021 Mull know on Monday before each meeting if they have questions and if Saleeby should attend the meeting. Chairman Mallory said the common theme is giving more Board advice instead of individual. It is helpful for members to have some individual query to be able to get back to citizens. The Board will rely on Mull to give the parameters so they can manage expectations of the citizens. The Board wants to take managing change to another level. Chairman Mallory said today’s meeting has been very helpful and good use of time. The meeting desensitized the Board for what they need to do in the equation of being more effective and appropriately leverage staff resources. RECESS At 6:03pm, the Board recessed until the Report to the People, which is to start once the Board is present, at the Cooperative Extension. __________________________________ ___________________________________ Date Approved Amy B. Anderson, Clerk