ICMA Code of Ethics (June 2023)
This job description is specific to Sallisaw.
YouTube: City Manager (Better Practices). 9:04 minutes
Summarized Description
The city manager is the highest executive in the city’s government and is responsible for enforcing city codes, ordinances and laws and managing the city’s operations. This person has several important duties, including hiring and firing department heads and other administrative workers, overseeing city departments, and preparing the city’s annual budget.
After the budget is approved, the city manager manages its implementation and recommends any necessary changes to the city council. At the end of each fiscal year, the city manager also provides a report to the council detailing the city’s finances and activities.
If the city manager is temporarily unavailable, they can appoint an acting city manager by notifying the city clerk. The city council has the power to appoint someone to fill this role if the manager fails to do so, is suspended, or if there is a vacancy. Additionally, the city council can suspend or remove the city manager or acting city manager with a majority vote from its members.
The city manager is also in charge of purchasing supplies and equipment for the city government while following the rules set by the council. For larger purchases, prior approval from the council is required. The council can establish competitive bidding procedures for these purchases and sales. Furthermore, the city manager can delegate some of their purchasing powers to a subordinate employee.
Lastly, the city clerk supports the city manager and council by keeping records, managing documents, and performing other designated duties. This position is appointed by the city manager and has specific responsibilities outlined by law.
Also see Oklahoma Title 11 Description of City Manager
Also see Sallisaw Code of Ordinances
Also see ICMA Code of Ethics (June 2023)
What to Know?
Several important topics and concepts must be understood by a City Manager. Twenty of these are listed here.
Principles of Municipal Government and Land Use
This refers to the foundational aspects guiding local governance, including zoning and land management practices. The city manager or their designee coordinates with FEMA for flood plain designations and FIRM.
Floodplain administration
NOTE: I do not find a “floodplain administrator” identified at present. That means the function falls on the City Manager’s shoulders. Because we do have flooding issues, I would appoint a qualified person, or recruit a qualified person, to fulfill the needs of this important role.
In Sallisaw, the floodplain administrator is mainly responsible for designating areas that are at risk of flooding. This person is chosen by the city manager or someone who is qualified to handle floodplain management rules and laws. The floodplain administrator reviews all applications for building permits that relate to floodplain management and decides whether to approve or deny them.
They also determine where the boundaries of floodways are and make sure that any new construction follows the floodplain management rules. If there are no designated floodways, the administrator must ensure that any new buildings or significant improvements in certain areas do not raise the base floodwater level by more than one foot. This helps manage flood risks in the community.
The floodplain administrator plays an important role in managing floodplain designations and regulations, working under the direction of the city manager.
Zoning Related
The city manager plays an important role in zoning decisions in Sallisaw. According to the city’s rules, the planning commission is in charge of creating zoning regulations, but it works under the guidance of the city manager. This means that the city manager or a chosen representative can oversee the planning commission and is also responsible for understanding the zoning district boundaries and suggesting changes based on local needs.
In addition, the city manager has the authority to manage the daily operations of zoning and planning. This includes involving the board of commissioners in decisions when needed. The city manager’s involvement in zoning matters helps ensure that local regulations can change to better serve the community, allowing the city to quickly address land use issues.
State laws don’t control all development needs, so the city manager is a key link between the planning process and local governance, helping to make sure zoning decisions match the community’s goals.
Open Meetings Act
A law designed to ensure that meetings of governmental bodies are conducted openly, allowing public access and participation.
Sallisaw’s approach to the Open Meetings Act focuses on making the city’s operations clear and accessible to everyone. The board of commissioners holds regular meetings on the second Monday of each month at 6:00 p.m. If a meeting falls on a holiday, it is moved to the next day that is not a holiday.
Most meetings take place in the city council chambers, but they can also be held in different locations if there is an emergency. This way, citizens can come to the meetings and stay informed about decisions that affect their community.
The meeting rules help organize these gatherings, with a proper way to discuss and make decisions. This process aligns with the goals of the Open Meetings Act, which aims to keep the government accountable and build public trust.
Basics of Municipal Government Meetings
An overview of the procedures and protocols governing how municipal meetings are conducted, including agenda setting and minutes recording.
During these meetings, there is a set agenda that tells everyone what to expect. There are certain rules that must be followed unless three members agree to change them. For example, if any commissioner wants a motion written down, it has to be done. Also, a motion can’t be discussed until someone else supports it by seconding it.
A motion to adjourn the meeting can be made at any time, but it can’t be repeated unless something else is discussed in between. Additionally, it can’t interrupt a person who is already speaking. These rules help make sure the meetings run smoothly and that everyone can take part.
Our practices follow the Oklahoma Open Meetings Act, which is designed to help the government run in an organized way while encouraging community members to get involved in local issues.
Budgeting and Revenue Issues
This encompasses the processes for creating a municipal budget, including revenue sources and financial planning strategies.
Sallisaw has specific rules about budgeting and revenue that focus on careful financial management using different sales taxes for specific projects. Here are some of the key points:
Sales Tax for Education and Infrastructure
There is an extra half-percent sales tax that helps pay for higher education buildings and to settle related debts. This tax will end once enough money has been raised to pay off the debt.
Tax for Water System Improvements
Another half-percent sales tax is specifically for upgrading the city’s water system. Like the previous tax, this one will stop when the related debt is fully paid off.
Funding for Recreational Facilities
A different half-percent sales tax is set aside for building a swimming complex and a skateboard park. If there are extra funds after paying the debts, they will be used to improve soccer and tennis facilities. This tax is scheduled to end on March 31, 2030.
Hospital Funding
There is also a sales tax that supports the local hospital. Half of the money collected from this tax goes toward healthcare, including paying off debts and funding new projects for the hospital.
General Revenue
Overall, this process intends for that the money from these taxes is used for legal and necessary municipal services—to use taxes wisely and support important city projects and services.
Debt Limitations
These are legal constraints on the amount of debt a municipality can incur, aimed at maintaining fiscal responsibility.
The Sallisaw ordinances talk about how the city handles debt through specific taxes. For example, there’s a temporary one-half percent sales tax that helps pay for higher education facilities. This tax will stop once enough money is collected to pay off the debt related to those projects.
There’s also a similar one-half percent sales tax for improving the city’s water system, which will end when the debt for those improvements is paid off.
Additionally, there’s another one-half percent sales tax set aside for building recreational facilities like a swimming complex and a skateboard park. The money from this tax will be used to cover the loans taken out for these projects, and it will finish once the debt is cleared.
Overall, our ordinances demonstrate the intention to manage city debt wisely by matching borrowing with the money expected from taxes to meet public needs while following set debt limits.
Public Trusts
Public trusts are entities established to manage common and shared resources or funds for public benefit, often linked with financial accountability.
The Sallisaw ordinances talk about Public Trusts mainly in relation to how the city funds its projects. One example is the Sallisaw Municipal Authority, which is a public trust responsible for getting money for important projects like building colleges and improving the water system. They have a special tax, called an excise tax, that adds an extra half percent to help pay for these college facilities and pay off any debts.
Another tax, from Ordinance No. 04-9, is aimed at fixing the city’s water system and covers the money needed to pay back loans taken by the Sallisaw Municipal Authority. The ordinances also mention that these taxes will stop being collected once enough money is raised to pay off the debts.
This shows that Sallisaw has a solid plan for handling its money responsibly, making sure that the money it collects is used wisely for specific public projects. In short, the Sallisaw ordinances link Public Trusts to how the city finances its development while keeping track of its debt through specific tax revenues.
Our ordinances only refer to the Sallisaw Municipal Authority (SMA). But the 2023–2025 budgets mention these:
1. Sallisaw Municipal Authority (SMA) – This group manages the city’s finances, especially for the water system and sewage services.
2. Library Trust Authority – This authority takes care of funding and running the library.
3. Sallisaw Economic Authority – This authority works on projects to help the city grow economically.
Budget and Budgeting Processes
Refers to the methodologies employed to prepare, approve, and monitor the municipal budget throughout the fiscal year. The budget development process for a Sallisaw includes several important steps to make sure money is spent wisely. I want to add a step that is not currently performed. That is for department heads to submit a business case for their anticipated needs. This would be step zero on the generlized process described below. Here are the main steps:
1. Input Collection: The Finance Department gathers budget requests from all department leaders. This is when department heads share their needs and what they think is important for their operations.
2. Revenue Estimates: The Finance Department figures out how much money is coming in and going out based on past financial data. They look at the money received and spent in previous years.
3. Review Meetings: The City Manager meets with department leaders to go over all the information collected. They discuss goals, set priorities, and explain their plans. This is a team effort where everyone’s input is carefully considered.
4. Preliminary Budget Preparation: After reviewing everything, an early version of the budget is created and sent to the City Council for consideration.
5. Public Hearing and Deliberation: The City Council and Municipal Authority Trustees hold public meetings to talk about the proposed budget. These meetings are important because they allow people from the community to share their opinions and ask questions.
6. Final Approval: The budget needs to be approved at least a week before the new fiscal year starts so it can be put into action on time. Once adopted, it is entered into the city’s financial system and tracked throughout the year.
7. Progress Monitoring: After the budget is approved, it is regularly checked. Monthly reports on income and spending are presented to the City Council to make sure everyone is sticking to the budget and to make adjustments if needed. This organized process helps ensure that the budget meets the city’s goals and the needs of the community while being responsible with finances.
Purchasing and Bidding Procedures
Guidelines outlining the process for acquiring goods and services, ensuring transparency, competitiveness in bidding, and emergency purchases. Our city has specific rules for buying and bidding. Here are the main points:
Public Competitive Bidding Act: The city follows the Public Competitive Bidding Act 1974. This law tells us when to get competitive bids and how to do it, helping ensure our city buys things fairly and clearly.
City Manager’s Authority: The city manager acts as the purchasing officer. They can choose other purchasing agents to buy things for the city, which helps to make buying processes faster and more organized.
Purchasing Procedures Compliance: To buy goods, services, or larger items, we must follow the guidelines in the City of Sallisaw Purchasing Manual. If we want to spend $20,000 or more, we need to get prior approval from the governing body, which must be recorded in their minutes.
Emergency Purchases: If something needs fixing quickly, the city manager can approve emergency purchases, such as utility services or essential equipment. These emergency purchases must be recorded for approval at the next governing body meeting.
But also Sallisaw follows State Statute (Public Competitive Bidding Act. Chapter 11, section 17) procedures that must be followed when a municipality or public trust seeks to procure goods or services. The Act describes when competitive bidding is required and specifies how bids should be obtained, ensuring fair and transparent practices (such as advertising the project or need in certain publications).
Overview of Employment Regulations
A summary of laws governing workplace practices and employee rights within municipal settings.
Title VII (Civil Rights Act)
A federal law prohibiting employment discrimination based on race, color, religion, sex, or national origin.
Age Discrimination in Employment Act (ADEA)
Legislation aimed at protecting individuals 40 years and older from employment discrimination based on age.
Americans with Disabilities Act (ADA)
A civil rights law that prohibits discrimination against individuals with disabilities in various areas, including employment within a municipality.
Family and Medical Leave Act (FMLA)
This act provides eligible employees with unpaid, job-protected leave for specified family and medical reasons.
Fair Labor Standards Act (FLSA)
A federal law that establishes minimum wage, overtime pay, and child labor standards for employees in both public and private sectors.
Open Records Laws
Laws ensuring public access to government records, promoting transparency and accountability in government operations.
Gifts and Conflicts of Interest
Guidelines governing the acceptance of gifts by public officials and how to manage potential conflicts between personal interests and public duties.
Donations and Contracting Processes
Regulations that outline how municipalities can accept donations and the procedures for entering into contracts with vendors.
Nepotism Policies
Rules designed to prevent favoritism in hiring or promotions based on familial relationships within municipal government.
Ethics Guidelines
Ethics that govern the behavior of public officials and employees, ensuring integrity and accountability in public service.
Public Participation and Community Engagement
The strategies and practices that encourage citizen involvement in municipal decision-making processes, ensuring that residents have opportunities to provide input and influence local governance.