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HomeMy WebLinkAbout2019 Train the Trainer PPT2019 Ethics Program City of Bozeman TRAIN-THE-TRAINER August 2019 Overview In 2018 we trained 416 staff members and 160 board and commission volunteers Ethics is more integrated into staff and board/commission meetings all year Now equipping any staff interested to facilitate training as an opportunity for professional development The City of Bozeman Code of Ethics is a best practice for local government in Montana 2019 June 06-11-2019 Staff Ethics Team Mtg #1 – Develop Questions 2019 July 07-11-2019 Staff Ethics Team Mtg #2 – Finalize Questions 07-23-2019 Board of Ethics Mtg – Approve Questions 2019 Aug 08-27-2019 Train-the Trainers Mtg #1 08-29-2019 Train-the-Trainers Mtg #2 2019 Sept Board and Department Trainings TBD 2019 Oct Board and Department Trainings TBD 2019 Nov Board and Department Trainings TBD 2019 Dec 12-2019 Annual Ethics Report on December Commission Agenda Timeline Why Facilitate Ethics Training Instead of Online? Equipping staff to facilitate training helps make the material more familiar Engaging in Conversation HELPS US LEARN Probing for More Information (using questions that begin with Who, What, When, Why, Where, and How) Participants have knowledge that we need to draw out Participants are sometimes hesitant to begin the conversation Reaching conclusions will likely lead to more unanswered questions THAT’S OKAY! When in doubt…ask questions like these The benefit of the training is the discussion that happens in the gray areas of each scenario. Become comfortable with these types of questions for effective facilitation of the Ethics Training: What information do we have or not have? Who is involved? When is the occurrence in question? Why might we need to pause and ask the ethics questions to ourselves? Where can we go for help? What are the resources? What to Expect Notes with general answers built in to PowerPoint Questions related to staff scenarios (Blue) Board and Commission-focused scenarios (Green) Varying opinions and what-if questions that will generate lively discussion Frustration by some participants GOAL: An Hour of Discussion The hour will fly by! Resources Code of Ethics Purchasing Policy Montana Code Annotated (MCA) Administrative Orders A Copy of the Employee Handbook (also encourage Employees bring their copy) You can request a staff partner (other Trainer) to accompany you with the training Sign In Sheet for Documentation of Participants Flip Chart for Possible Future Questions or Other Concerns (putting items in the “Parking Lot”) Let’s Get Started! Captain Klink received a call from the manager of Cafe M (777 E Main) to say that she doesn’t think it is right that Detective Howard (who she knows lives in Four Corners) comes through the drive through every morning.? Captain Klink received a call from the manager of Cafe M (777 E Main) to say that she doesn’t think it is right that Detective Howard (who she knows lives in Four Corners) comes through the drive through every morning. Section 2.03.500 Use of city resources No official or employee shall use, or permit the use of, city-owned vehicles, equipment, material or city personnel for personal use of the employee or official or anyone else or to be used in any manner prohibited by state statutes or city ordinance. No city automobile shall be used by a city employee or official going to or from home, except when such use is for the benefit of the city, as in the case of an employee on call outside of the employee’s working hours. Laurie at the Library has a 10:00 am state meeting in Helena tomorrow. Tonight, she works at the Library until 8:00pm. She has been planning to take the new Library car to Helena, so she decides to take the car home after she is done with work tonight. Her son’s 30th birthday is today and he is having a celebration tonight at his house. She decides to take the Library car to her son’s house to celebrate with him and then drive it home for her early departure tomorrow. ? Section 2.03.500 Use of city resources No official or employee shall use, or permit the use of, city-owned vehicles, equipment, material or city personnel for personal use of the employee or official or anyone else or to be used in any manner prohibited by state statutes or city ordinance. No city automobile shall be used by a city employee or official going to or from home, except when such use is for the benefit of the city, as in the case of an employee on call outside of the employee’s working hours. Laurie at the Library has a 10:00 am state meeting in Helena tomorrow. Tonight, she works at the Library until 8:00pm. She has been planning to take the new Library car to Helena, so she decides to take the car home after she is done with work tonight. Her son’s 30th birthday is today and he is having a celebration tonight at his house. She decides to take the Library car to her son’s house to celebrate with him and then drive it home for her early departure tomorrow. Kevin, a city employee, is a city representative board member to the Mental Health Support Foundation Board which meets six times a year. Kevin was asked to serve because of his past work on issues related to homelessness. He often finds that he must miss meetings due to scheduling conflicts but continues to try to make it work. The Foundation Board is hosting a significant long range planning process. Does the Ethics Code address this issue? ? Section 2.03.490 Standards of Conduct C. Each official and employee serving on a multimember is expected to devote the time and effort necessary to the successful functioning of such agency. Kevin, a city employee, is a city representative board member to the Mental Health Support Foundation Board which meets six times a year. Kevin was asked to serve because of his past work on issues related to homelessness. He often finds that he must miss meetings due to scheduling conflicts but continues to try to make it work. The Foundation Board is hosting a significant long range planning process. Does the Ethics Code address this issue? Audrey, a city employee, follows the process to properly contract with a consultant for educational materials that will be used to promote events for a community outreach process. These materials cover topics such as polling the public on the legalization of marijuana and its impact on city zoning. A citizen files an ethics complaint against Audrey for promoting a controlled substance with city taxpayer dollars. ? Audrey, a city employee, follows the process to contract with a consultant for educational materials that will be used to promote events for a community outreach process. These materials cover topics such as educating the public on the legalization of marijuana and its impact on city zoning. A citizen files an ethics complaint against Audrey for promoting a controlled substance on city time with city taxpayer dollars. Section 2.03.470 Definitions 8. Improper governmental action 8c. A properly authorized city program or budgetary expenditure does not become an improper governmental action because a reporting person dissents from or disagrees with the city policy or decision. Jane is a billing clerk at City Hall. One day while at work, Bill, a city resident, called and said that he had sold his house to Fred and Sheila Brown. Jane proceeded to tell Bill that she would finalize his account and put the home into the new owners’ names. Bill said he wanted to keep it in his name because he was renting it from the Browns for a month. When Jane informed him City Ordinance requires that all water and sewer bills have to be in the property owners’ name, Bill was angry and adamantly demanded that it be left in his name, after all it was only one month. Jane finally relented and agreed to leave it in Bill’s name, after all it would save her and the garbage crew significant time. ? Section 2.03.490 Standards of Conduct B. Officials and employees shall conduct themselves with propriety, discharge their duties impartially and fairly, and make continuing efforts towards attaining and maintaining high standards of conduct. Jane is a billing clerk at City Hall. One day while at work, Bill, a city resident, called and said that he had sold his house to Fred and Sheila Brown. Jane proceeded to tell Bill that she would finalize his account and put the home into the new owners’ names. Bill said he wanted to keep it in his name because he was renting it from the Browns for a month. When Jane informed him City Ordinance requires that all water and sewer bills have to be in the property owners’ name, Bill was angry and adamantly demanded that it be left in his name, after all it was only one month. Jane finally relented and agreed to leave it in Bill’s name, after all it would save her and the garbage crew significant time. A City of Bozeman Firefighter walks into Sportsman’s Warehouse on Public Service Appreciation Day where Military Veterans, Police, Fire and Emergency Services workers are offered a 20% discount. The cashier notices their Bozeman FD T-shirt and mentions the available discount. Instead of using his affiliation as a City Firefighter, he displays his current Army National Guard ID card. ? A City of Bozeman Firefighter walks into Sportsman’s Warehouse on Public Service Appreciation Day where Military Veterans, Police, Fire and Emergency Services workers are offered a 20% discount. The cashier notices their Bozeman FD T-shirt and mentions the available discount. Instead of using his affiliation as a City Firefighter, he displays his current Army National Guard ID card. Section 2.03.540 Gifts, gratuities and favors. A gift, gratuity, or favor does not include: 1. Items or services provided an employee or official in their private capacity and without relationship to their employment or official position •Sally receives a gift from a regular patron at the Library when they come in to return their library books. The patron says she got it for free as a part of a gift basket she won from the mall. The item is something Sally would actually use, so she would like to keep it if possible. Sally is a supervisor, so has some control over decisions that are made, but not ultimate authority on policy changes or exceptions. Upon further review, the gift seems to have a value of $17.00 if someone were to purchase it themselves. •Part 2-the gift has a value of $65.00 if someone were to purchase it themselves. •Part 3 –the gift has a value of $65.00 but Sally filled out a gift disclosure form with the City Clerk ? Section 2.03.540 Gifts, gratuities and favors. (review entire Section for answers) •Sally receives a gift from a regular patron at the Library when they come in to return their library books. The patron says she got it for free as a part of a gift basket she won from the mall. The item is something Sally would actually use, so she would like to keep it if possible. Sally is a supervisor, so has some control over decisions that are made, but not ultimate authority on policy changes or exceptions. Upon further review, the gift seems to have a value of $17.00 if someone were to purchase it themselves. •Part 2-the gift has a value of $65.00 if someone were to purchase it themselves. •Part 3 –the gift has a value of $65.00 but Sally filled out a gift disclosure form with the City Clerk. Jessica is the president of the Absarokee Views HOA. She is also a Planner I at the City of Bozeman. Jessica is assigned to review the development application of a large apartment complex across the street from her personal residence. She enjoys walking her dog and playing Frisbee with friends in the now vacant field. In Jessica’s staff report she makes findings that the proposed project is inconsistent with the character of the neighborhood because it does not meet the requirements for providing quality, usable shared open space. ? Jessica is the president of the Absarokee Views HOA. She is also a Planner I at the City of Bozeman. Jessica is assigned to review the development application of a large apartment complex across the street from her personal residence. She enjoys walking her dog and playing Frisbee with friends in the now vacant field. In Jessica’s staff report she makes findings that the proposed project is inconsistent with the character of the neighborhood because it does not meet the requirements for providing quality, usable shared open space. Section 2.03.520 Conflict of Interest D. If an official or employee has a financial or personal interest in the outcome of a transaction or matter coming before the agency of which they are a member or by which they are employed, such official or employee shall: 1. Publicly disclose on the record of the agency, or to their superior or other appropriate authority, the existence of such financial or personal interest; and 2. Except as authorized pursuant to 2.03.520.A and G, shall not engage in deliberations concerning the matter or transaction, shall be disqualified from acting on the matter or transaction and shall not communicate about such matter or transaction with any person who will participate in an action to be taken on such matter or transaction. (review entire Section for answers) Beth is the new Chair of the Midtown UrbanRenewalDistrictBoard.She’s been on the boardforyears,and hasn’t always agreed with thetypesofitemstheboardhastakenupontheagendas,which were managed by the previouschairandstaffliaison.Beth is very involved inthecommunityinavarietyofcapacities,viaconsulting,volunteering,membership,and boardappointments.Through her connections,shebelievesshecanmoreeffectivelyprioritizetheworkoftheboard.She takes over managementoftheagendasandstartstofillthemwithitemsthatshe’d like to prioritize,since she knowsthey’ll be best for the community as a whole.The staff liaison and other board membershavebeguntoexpresssomeconcernthattheagendasaremissingsomediversity,but Bethinformsthemitiswithinherauthoritytosetagendas,so she will continue to do sounilaterallyfortheremainderofherterm. ? Beth is the new Chair of the Midtown UrbanRenewalDistrictBoard.She’s been on the boardforyears,and hasn’t always agreed with thetypesofitemstheboardhastakenupontheagendas,which were managed by the previouschairandstaffliaison.Beth is very involved inthecommunityinavarietyofcapacities,viaconsulting,volunteering,membership,and boardappointments.Through her connections,shebelievesshecanmoreeffectivelyprioritizetheworkoftheboard.She takes over managementoftheagendasandstartstofillthemwithitemsthatshe’d like to prioritize,since she knowsthey’ll be best for the community as a whole.The staff liaison and other board membershavebeguntoexpresssomeconcernthattheagendasaremissingsomediversity,but Bethinformsthemitiswithinherauthoritytosetagendas,so she will continue to do sounilaterallyfortheremainderofherterm. BMC Sec. 2.03.490. -Standards of conduct. D. No official or employee shall improperly use, directly or indirectly, the official or employee's city position to secure any financial interest or personal interest for said official employee, or others. BMC Sec. 2.03.520. -Conflict of interest. C. No official or employee shall take or influence official action if the official or employee has a financial or personal interest in a transaction or matter with the city. G. No official shall act in a private capacity on matters acted upon as an official. Resolution 4377 –Establishing Model Rules of Procedure for Boards The chairperson, staff liaison, or another designated board member shall arrange a list of matters to be brought before the board…The chair person or a majority of board members may add to or remove an item from the agenda. Reggie is a member of the Planning Board,and is also a faculty member in the Architecture Department at MSU.During the summer,he attends a number of conferences required by his employment.He has to miss about half the meetings over the summer,so he informed the Chair of his upcoming absences.The Chair told him that with a current vacancy,it is critical that he attempt to attend more than just half the meetings,as business needs to get done and the board may not have a quorum with his absences.Reggie understands the Chair’s concern,but his job is his top priority.As a compromise,he has arranged for another colleague to attend the meetings in his stead to help maintain quorums,or is willing to Skype in for the nights that don’t work for his stand-in. ? Reggie is a member of the Planning Board,and is also a faculty member in the Architecture Department at MSU.During the summer,he attends a number of conferences required by his employment.He has to miss about half the meetings over the summer,so he informed the Chair of his upcoming absences.The Chair told him that with a current vacancy,it is critical that he attempt to attend more than just half the meetings,as business needs to get done and the board may not have a quorum with his absences.Reggie understands the Chair’s concern,but his job is his top priority.As a compromise,he has arranged for another colleague to attend the meetings in his stead to help maintain quorums,or is willing to Skype in for the nights that don’t work for his stand-in. BMC Sec. 2.03.490. -Standards of conduct. C. Each official or employee serving on a multimember agency is expected to devote the time and effort necessary to the successful functioning of such agency. Resolution 4377 –Establishing Model Rules of Procedure for Boards Unless otherwise provided by law, a quorum shall consist of a majority of existing appointed board members. If a quorum is not present, those in attendance shall be named and the board shall adjourn to a later time…Email, telephonic, or proxy voting shall be prohibited. The City is considering a ballot issue for creation of a new special district to fund and maintain parking services in the city.The proposal is in the later stages and the Parking Commission feels strongly in favor of creation.Many individual members of the Parking Commission want to start outreach by going door-to-door and speaking with citizens.The Parking Commission,via a motion and vote,directs staff to design and print off flyers for this purpose,since the board itself doesn’t have a budget. ? The City is considering a ballot issue for creation of a new special district to fund and maintain parking services in the city.The proposal is in the later stages and the Parking Commission feels strongly in favor of creation.Many individual members of the Parking Commission want to start outreach by going door-to-door and speaking with citizens.The Parking Commission,via a motion and vote,directs staff to design and print off flyers for this purpose,since the board itself doesn’t have a budget. MCA 13-35-226. Unlawful Acts of Employers and Employees (4)A public employee may not solicit support for or opposition to any political committee, the nomination or election of any person to public office, or the passage of a ballot issue while on the job or at the place of employment. However, subject to 2-2-121, this section does not restrict the right of a public employee to perform activities properly incidental to another activity required or authorized by law or to express personal political views. BMC Sec. 2.03.500. -Use of city resources. No official or employee shall use, or permit the use of, city-owned vehicles, equipment, material, or city personnel for personal use of the employee or official or anyone else or to be used in any manner prohibited by state statutes or city ordinance.