Making a difference - How to work with your City Council

There are thousands of cities and towns in this country (and in democratic nations around the world), the majority of which operate under what is called the "Council - Manager" form of government. In each of these cities and towns the citizens elect a group of people to act as their board of directors - their City or Town Council - that is charged with running the operation of the local government in a way to serves the needs of the people who live, work and play in the community.

In the vast majority of cases, the council member's position is a part-time endeavor, a concept that the founders of this country found most agreeable. The idea that people from a community would take up the responsibility for governing themselves was a hallmark of democracy.

Typically the part-time council members will hire a professional manager who is responsible for carrying out the Council's policies and directions. The City Manager is similar to the CEO in a private company.

Every day the business of government is carried out by councils and managers across the nation. Sometimes the public is happy with the results, and sometimes it is not.

However, regardless of how happy (or not) the public may be, there are times when it is necessary for an individual or group to approach the local government to seek help that only the local government can provide. This is when having some knowledge of how to work with the leaders of your community will be most valuable. Getting the relationship off to a bad start can result in the individual or group setting up an adversarial relationship that clouds the issue at hand. Many times, the relationship becomes the problem, taking all energy and focus off of the original issue that brought the parties together in the first place.

With this in mind, here are a few tips on how to work with your local City Council that will improve the odds of gaining positive support, and accomplishing the result you are trying to attain.

1. Be clear on what you want before starting the conversation. In many instances, what appears to be obvious to one person is not to another. Being sure that you understand what it is you need from the local government, and what role you are going to ask the council to play is an important first step. Identifying a need and running to the council without good facts and background will slow progress to a solution.

2. Think broadly - not narrowly. If you have identified a need that benefits one person, or perhaps a small group, at the expense of the community, you need to think about how you can broaden the benefit. Remember, the council is there to represent the community. Putting them in a position where you are asking them to help you at the expense of the larger community is not a strong position.

3. Meet with your council members early and often. If the first time you have met your council members is when you stand up at a council meeting to ask for help, you are starting from a very weak position. These are people, just like you. They are your neighbors. They need to know who you are, what you want, and why the thing you are asking for is good for the community. Meet with your council members before you show up to ask them for help.

4. Write to your council members. Putting your thoughts in writing is a good way to put your case before the council members. Do this before you show up at a council meeting asking for help. A letter to the council gives them a chance to ask the city manager to look into an issue before having to discuss it in a public meeting. Sometimes the city manager can resolve the problem without even needing to get the council involved. And, be sure to copy the city manager on any correspondence that you send to the council.

5. Create a meaningful, broad based support group. Which do you think is stronger: A) you and the Sierra Club, or B) you combined with the Sierra Club, Chamber of Commerce, the PTA, the local youth sports league, and the senior citizens association? If you answered B, you are correct. Broad based support will win every day. Your job is to find how to bring these diverse people together into a position of support for your proposal.

6. Avoid special interest groups with narrow "me at the expense of you" views. Special interest groups, no matter how important their causes may be, are still special interest groups. The narrower the group, the more likely that they will cause a problem by advocating a single, no compromise, position. This will delay, if not totally kill whatever it is you are trying to accomplish. Think broadly. (See #5 above.)

7. Bring suggestions and solutions, not criticism and problems. Standing up in front of a council and berating them for not solving a problem is not the way to gain their trust and support. Start at suggestion #1 above, cultivate your relationship with the council, and bring them solutions. Yes, describe the problem, but also describe the broad based solutions that will help achieve the desired result.

8. Meet with the city or town staff to be sure you understand the nuances and complexities of the issue. Everyone views the world through their own set of mental filters. Our experiences, our heritage, and our culture all contribute to how we see the world, and, of course, how we identify the obvious solutions. If you have ever had the experience of seeing a political body make a decision and asking yourself "What were they thinking!”, then you have experienced the observation of life through your particular set of filters. The political body was acting from a set of values, norms, or data that you didn’t share. This points out the need to fully understand an issue, from all perspectives, before approaching the council with a request. This takes research, unbiased thought, and a willingness to listen.

9. Talk with Council members again. If you are following the concepts outlined here, you can probably see the value in meeting with your council members again. Once you have a good understanding of the issue, you are prepared to talk with the council in more depth about your concerns, and how the council might be able to help. These meetings should be one-on-one type meetings between you and the council members. The council member may want to have the appropriate city staff member attend. That is fine, and probably helps, so don't object. This gives you a chance to have a dialogue with the council member, not a public debate. Remember, council meetings are not set up for meaningful dialogue. They are business meetings usually governed by Roberts Rules of Order, or some other legal procedure. You can’t have a meaningful dialogue at a business meeting. You need some one-on-one time.

10. Don't surprise the City Council. Your cause will start off on shaky ground if the first time the council hears about it is at a public council meeting. You don’t like to be surprised, and neither do they.

11. Include the City or Town Manager in your correspondence and conversations. The no-surprises rule applies to the city or town manager as well. This person can help you through the maze of governmental process. Help the manager help you by including him or her in your conversations and correspondence. You may also find that starting your conversation with the city manager before going to the city council members will speed you on your way to a solution.

12. Be positive. Eliminate snide, sarcastic, negative comments and humor. When people stand up in public and use cutting, sarcastic humor to make their point, we all think it is very funny. Or do we? If you are trying to get someone to work with you, belittling and demeaning comments will not be particularly helpful. Sarcasm doesn't work. It only makes things worse. You should consider sarcasm as the last refuge of the incompetent. Make your point, be positive and constructive, and work with the council. Do not think that attacking the council in this way will move them into a position of support? If they don’t help you, fine. Run for office. Government needs good citizen representatives to make it work well. But don't chase them away by bringing bad behavior into the process.

13. Cultivate your relationship with the City Council and staff. Don’t just talk to the council and staff when you need something. They are people, just like you. They will be better able to help you when you need it if they know and trust you because of existing relationships. Volunteer to help the library or recreation department. Attend public meetings, and be involved.

14. Don't assume that you know the motivation of a Council member. Many times, usually in frustration over some issue, a citizen will stand up in a public meeting and say something like "I know why you voted the way you did. You secretly want (fill in something bad here) to happen! Your have a hidden agenda!” It may be true that council members have hidden agendas; it happens. However, more than likely, they don’t. And, the assumption on your part that you know their agenda without having talked with the council members away from the public meeting arena, is just that – an assumption. Don’t imply motives to the actions of others. If you have first hand knowledge, then you can act on that. If you do not, keep your assumptions to your self. Remember, you may be back in front of these same people asking for something in the near future. Don’t burn the bridge between you and city hall.

15. Speak for yourself. Don't put words in the mouths of others. Say your truth, but do not speak for others. It is tempting to say that “this is what so-and-so thinks.” It is better to have so-and-so there to speak for her or himself.

16. Stick to your point. Don't try to argue with someone  who is not in the room, or who was previously at the microphone. In a public setting it is very easy to be drawn off point by people who come before the council prior to your turn. Do not be tempted to argue with someone who is no longer standing before the council. This is your time to make your point, and your time is short. Stick to your points, don’t get off track, thank the council for their attention, and be ready to answer questions. The council heard the other person, but this is the time for them to hear you; not the time for them to hear you talk about what someone else said.

17. Attend Council Meetings If the first time you go to a council meeting is when you need something, you have already lost ground. Go to council meetings; watch them on TV or on internet feeds. Get used to how the meeting agenda works. Understand the rules that govern how items are brought before the council. And, be comfortable in the council meeting environment before standing at the podium to ask for help. At a minimum, talk with the city staff prior to the meeting about how the meeting will be run so you can be prepared when the time comes for you to speak.

18. Inflammatory words don't help when speaking from the podium (see sarcasm). Angry people tend to use angry words. There are certain words in every language that, when used in a public forum, generate feelings in the listener that may not help your cause. For example, calling the Mayor a “little Hitler” just before asking the council to approve some request, might not be a good idea. (I’ve seen it done.) If you chose to use emotionally laced words, or words that generate deep feelings in others, be ready for the responses you will get. You will have far more success if you stay to the high road. Be professional. And, follow these recommendations.

19. Speak the truth. Identify opinion for what it is. Use caution when determining what the truth is, it is not always easy to find. Don't let bias cloud the real truth. Truth should be universal, right? Well, not always. When you state facts, facts that you can support by good, unbiased research, name them as facts. When you state conclusions, or opinions based on those facts, name them as such. This eliminates the arguments that invariably follow over what is fact and what is not. This sounds easy, but it is not.

20. Act with courage. Develop a clear vision. Recognize reality. Show your ethics through your care for others. Dr. Peter Koestenbaum, a philosopher, author, lecturer, and leadership mentor (and, in my opinion, one of the wisest people on the planet) talks about the characteristics of greatness. Community leaders, and I am not talking just about the people on the council, are people who can help others see a clear vision of the future, and how that vision is the preferable state of things for the community. They understand the realities of the world: economic, cultural, environmental, just to name a few. They do not propose action irrespective of the realities that the community faces. They acknowledge the realities that exist, and look for ways to deal with the challenges that the real world brings. They show their ethics, their concern for others, through the vision and actions that they propose for the community. And, they have the courage to take on the challenge of making a difference in this world. These characteristics will help you in dealing with elected leaders. It is difficult to say no to someone who has painted an enticing vision of the future and enabled the council to find the path.

Good luck in your dealings with your city and town councils.