Utilities Section
Newsletter League of Nebraska Municipalities
March 2025
Making Presentations to City Councils or Village Boards By Lash Chaffin, Utilities Section Director One of the most terrifying tasks that a municipal utility or public works staff member can ever face is a presentation to the Village Board, City Council or Board of Public Works. Many utility and public works staff members are hired for their technical skills but rarely for their presentation skills. However, effective communications between elected officials and staff members are essential to the operations of your municipal utility or public works operation. Over the years, I have talked to numerous Nebraska utility and public works staff members who are very comfortable telling League of Nebraska Municipalities staff about how their operations function, but freeze up when they face their own elected officials. Here are a few tips that will hopefully help someone talk as easily and effectively to the Council or Board as they can talk to a League staff member. Remember That People Want To Hear What You Have To Say. I have known utility and public works staff members who are reluctant to talk to their Council or Board because they know that the Council or Board is very busy and often have dozens of controversial items on their meeting agenda. By the time the meeting gets to the staff reports, everyone is tired and sometimes a little distracted. They are not looking forward to a report that is filled with possibly boring 206 S 13th Street, Suite 800 Lincoln, NE 68508 (402) 476-2829 Fax (402) 476-7052
technical information. Being an elected official is a tough and thankless task. But the public knows they need to hear what you have to say. I have talked to hundreds of Nebraska elected officials and have yet to meet one who doesn’t understand how important utility and public works operations are to their municipality. They may all disagree on how the policies of the utilities and public works departments are carried out, but they do understand the importance of the departments. So, no matter how tired your audience is, try to keep a positive speaking attitude, because your audience does want to hear what you have to say. What Are the Points That Need To Be Made? If you want your presentation to be effective, you need to ask yourself two questions before you stand up to give your presentation: 1) Why am I delivering this presentation, and 2) What points would I like to emphasize in this presentation? Before the presentation ever starts, have a clear answer to these two questions. If you are clear on these points, you can always return to the focus of the presentation no matter how many questions you get. It is very discouraging to talk for 20 minutes and discover that you
didn’t make any of your key points to the Council or Board. No matter where the discussion goes, always try to return to the answer to these questions. Make The Important Points Up Front. Cut to the chase. Tell the Council or Board up front what important decisions they have to make, and give them the information that will help them make those decisions. Other information can be handled in handouts or later in the presentation. First Few Seconds Are Important. Do not let their minds wander in the first few seconds. Do not spend this important time fiddling around with a projector, lights, or handouts or telling a story that doesn’t have anything to do with the points that need to be made. Think ahead so you can be prepared to start your presentation in an organized manner so you can catch people’s attention before those elusive few seconds disappear. Face Your Audience. It is important that you catch the attention of your audience. When you give your presentation, face the audience. Do not stare down at your handout. Do not look only at the screen. Do not stare down Continued on page 2 Lash Chaffin Utilities Section Director Jackson Sash Utilities Field Representative