Effective Local Government

Processing financial reports correctly

By Ann Macfarlane / October 30, 2024 /
Close-up of a typewriter with a piece of paper showing the text "Financial Report" being typed, reminiscent of reports in Robert's Rules.

There are three broad types of financial reports that a board of directors needs to process. Here is an explanation of how to handle them. Expenditures requiring board approval before payment Some boards have the responsibility of approving payments before they are made. In this case, the list of checks, warrants, expenditures, etc. will be…

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Is your council puzzled by these 15 issues?

By Ann Macfarlane / September 19, 2024 / Comments Off on Is your council puzzled by these 15 issues?
Four faceless figures in business attire stand with arms crossed in front of a green background, their empty connected speech bubbles forming a large puzzle piece shape, as if the council is puzzled over a difficult decision.

Dear reader, A friend recently sent me this list of 15 issues that are puzzling for the council he staffs. Does your council struggle with any of these? Let us know by sending an email here! This will help us tailor our training to your real needs. Many of these issues are addressed in self-paced…

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Don’t attack or criticize the staff in public

By Ann Macfarlane / November 17, 2022 / Comments Off on Don’t attack or criticize the staff in public
man shaking finger

Several local government officials have recently described to us situations where elected officials are criticizing and attacking the staff during public meetings. This must not happen. Councilmembers and board members must respect the role of the administrative head of the organization (mayor, city manager, general manager, etc.). They may not criticize the staff in public.…

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Ann’s podcast interview, “Running Amazing Council Meetings,” with Jim Hunt

By Ann Macfarlane / September 7, 2022 / Comments Off on Ann’s podcast interview, “Running Amazing Council Meetings,” with Jim Hunt
Flyer titled "Running Amazing Council Meetings" featuring a woman on the left and a man on the right with the text "Building Amazing Cities & Towns" at the top. Logo of Bearing Advisors at the bottom.

I had the pleasure this summer of a lively conversation with Jim Hunt, host of “Amazing Cities and Towns” podcast. Jim is a former mayor and councilmember in Clarksburg, West Virginia, and past president of the National League of Cities. He brought a candid eye,  wide experience, and sharp insights to our discussion. We talked…

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Can the mayor take part in discussion?

By Ann Macfarlane / April 22, 2022 / Comments Off on Can the mayor take part in discussion?
A digital illustration with floating blue cubes and the word "LEADERSHIP" prominently displayed in white letters across the center, posing the question: Can Mayors take part in discussions?

What is the role of the mayor in discussion at city council meetings? The answer to this question is a bit subtle. Download PDF In a large council, mayor does not take part in discussion Robert’s Rules of Order says that in a large group, the chair of the meeting does not take part in…

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Nine planning commission and citizen advisory pitfalls

By Ann Macfarlane / October 1, 2021 / Comments Off on Nine planning commission and citizen advisory pitfalls
A triangular warning sign with an exclamation mark above a rectangular red sign that reads "PITFALL" highlights the potential planning commission pitfalls.

Planning commissions and citizen advisory committees are a key aspect of our society. Whether it’s a library board, a civil service commission, a parks and recreation board, a lodging tax committee, or one of many  more, these dedicated citizens provide the underpinning for our social and civic structures. Sometimes, however, their meetings encounter serious challenges.…

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Lost the vote? Don’t sabotage the council’s action

By Ann Macfarlane / April 20, 2021 /
A black circle contains a white bomb illustration with a lit fuse, symbolizing the explosive impact of a lost-vote.

We’ve had inquiries recently about elected officials who lost a vote, and then actively worked against the outcome. This amounts to trying to sabotage the council. It is wrong, wrong, wrong. Download PDF The majority rules General Henry Martyn Robert, the original author of Robert’s Rules of Order, expresses it this way: The great lesson…

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Are your meetings seven hours long?

By Ann Macfarlane / February 23, 2021 / Comments Off on Are your meetings seven hours long?
A close-up view of Big Ben clock tower illuminated at night, showcasing its intricate architectural details and the time reading 11:15—a perfect reminder that some meetings too long push well past reasonable hours.

  This strange time of COVID-19 is producing some strange situations. We hear reports of local government meetings lasting far into the night, in some cases taking as long as 7 hours. (See this article about San Jose California). Does this happen to you? Are your meetings too long? If yes, what can be done…

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When public pressure is intense, what can you do?

By Ann Macfarlane / January 21, 2021 /
A woman in a green turtleneck holds her glasses and touches her temple, appearing to have a headache or be stressed, likely due to public pressure, with a blurred background.

At a recent workshop, a director from a school board split by pandemic-related decisions asked me what board members can do in the face of intense public pressure. These are tough times for local non-partisan government bodies, for sure. Here are some thoughts about what can be done. Download PDF Listen to your constituents, while…

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When should the clerk speak up?

By Ann Macfarlane / September 10, 2020 /
Two women in professional attire stand facing each other; one, with a microphone, raises her right hand as the other, behind a wooden podium, administers an oath. Notably, this moment underscores when should clerk speak up during such formal proceedings.

The clerk of a local government meeting or the secretary on a nonprofit board has a high calling. Under Robert’s Rules, two persons must be present for a valid meeting: the chair and the secretary. They cannot be the same person, and state law often specifies this as well. The clerk or secretary keeps the…

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