At some point in a clerk’s or manager’s career, you’re likely going to find yourself in a meeting where a disagreement builds to disruption and derails the meeting.

Dealing with conflict within a city council meeting is never comfortable. When it falls on clerks and managers to be the “adult in the room,” it may feel awkward or stressful. Balancing professionalism with diplomacy takes emotional strength and patience. Your influence comes from guiding process, fostering clear communication, and modeling steady guidance within the bounds of your responsibilities.

The Subtle Power of Process and Support

Upholding Procedural Rules:

When council members interrupt or exceed speaking limits during meetings, a quiet reminder to the chair about meeting protocols (like these from Phoenix, if you need a framework) or a respectful reading of rules can help restore order.

Impartial Record-Keeping:
Clerks maintain unbiased minutes and official records that clarify disputes and promote accountability. These accurate records safeguard the integrity of the council’s proceedings and provide a reliable source of truth when questions arise.

Supporting the Presiding Officer:
In moments of heated debate or decorum breaches, clerks play a quiet but essential role by discreetly alerting the chair to violations such as personal attacks. This respects the presiding officer’s authority to manage member behavior while helping keep meetings on track.

Facilitating Communication:
Ensuring that all council members receive the same agendas, notices, and information helps prevent misunderstandings or misinformation that can exacerbate conflict.

The Manager’s Role as Advisor and Steady Presence

Advising the Council:
Managers provide constructive advice by recommending training, retreats, and conflict resolution resources—supporting teamwork and communication while respecting the council’s autonomy.

Modeling Professionalism:
Managers set the tone through their professional conduct, modeling respect and calm that permeates both staff and council members.

Implementing Council Decisions:
Following through on the council’s directives ensures continuity and stability in governance, regardless of individual dissent.

Protecting Staff:
Managers protect staff from harassment or inappropriate communications by managing interactions carefully while respecting council members’ official roles.

Proactive Approaches to Support Council Functioning

• Scheduling regular training on meeting procedures and codes of conduct builds shared understanding and prevents many conflicts.

• Private, respectful conversations with council members about conduct allow for early intervention without public confrontation.

• Posting clear behavioral expectations and meeting rules promotes transparency and fosters compliance.

Conclusion

Operating within your authority does not diminish your vital role in sustaining effective governance. By guiding process, promoting transparency, and modeling professionalism, clerks and managers provide the steady example your local government needs. Your work ensures the council remains a respectful and effective body, serving the entire community with integrity.