- Pay attention to Council members’ preferred methods of communications (written reports, memos, telephone calls, person-to-person contacts, e-mail, other) – and use them.
- Provide the same information to all members of Council. Keep all members as equally informed as possible.
- Do not assume that Council members will keep each other informed.
- Listen carefully to Council members and to residents. Ask questions when you do not understand something. provide answers to problems, when appropriate.
- Always remember that the Mayor and Council.
- Ask Council members to identify solutions or members are the “policy makers”.
- Do not get uptight if a decision is made by Council with which you are not in agreement.
- Take the time that a subject requires to explain or answer questions and refrain from the use of jargon and/or confusing language.
- Maintain daily-to-weekly contact with the Mayor or other-named head of Council.
- Spend informal time with Council members, for example, after Council meetings. Get to know each on a personal basis.
- Prepare a formal orientation program for new Council members and for all Council members following municipal elections.
- Encourage the use of a Committee of the Whole Council structure for discussion of important municipal matters that will require Council decisions.
- Write down as many points as possible that you wish to discuss with Council. Follow up a verbal report with a written memo to clarify the issue(s) further.
- Encourage open, transparent government.
- Treat others the way you wish to be treated.
- Always be honest and ethical.
- Always provide options for Council to consider and respect the decisions that are made.
- Do not evaluate your efforts by the level of Council approval of your recommendations.
- Avoid surprises! Plant the seeds for projects or actions. Go slow, and make sure the Council has the information to fully understand the matters that are being discussed.
- Request decisions on issues. Do not assume that you know what the Council wants.
- Submit regular written reports to the Mayor and Council about important matters that may not necessarily be placed on the Council agenda.
- Use a simple report format that can be identified easily as a Council memorandum or project update.
- Pick up the phone occasionally and just call a councilor rather than to communicate by e-mail. Personal contact is often appreciated.
- Communications should be delivered by placing yourself in the position of the Council member. Many councillors have limited time and / or competing demands from work or other organizations in which they are involved.
- Listen; do not lecture or preach.
- Respect the Mayor and Council’s professionalism and knowledge.
- Follow up on requests for information.
- Be honest, especially about mistakes. Council members usually will be much more understanding when an honest mistake is acknowledged.
- Avoid playing games to bring about decisions you want to have made.
- As CAO, request that Council provide you with feedback on your performance – either annually or semi-annually.
Add to these items and develop your own personal list of communication tips. Follow it as a guide to the building up of an open, respectful and positive team relationship between staff and Council.
Made available by the Federation of Prince Edward Island Municipalities as an information resource for PEI Municipal Government.