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HomeMy WebLinkAboutItem 2E: City Mgr. Eval.ProcessEUGENE CITY COUNCIL AGENDA ITEM SUMMARY Approval of City Manager Evaluation Criteria, Process, and Timeline Meeting Date: May 23, 2005 Agenda Item Number: 2E Department: Human Resource and Risk Services Staff Contact: Lauren Chouinard www. cl. eugene, or. us Contact Telephone Number: 682-5663 ISSUE STATEMENT This is a consent calendar item to approve the recommendations of a City Council subcommittee regarding the criteria (evaluation form), process, and timeline to be used to evaluate the City Manager's performance. BACKGROUND Each year, prior to the City Manager's annual performance evaluation, a subcommittee comprised of the Mayor, council president, and council vice president, convenes to review and make recommendations to the full council on the evaluation criteria, process, and timeline. RELATED CITY POLICIES None. COUNCIL OPTIONS The following five items comprise the recommendations of the council subcommittee: 1. Evaluation Date: Monday, July 11, 2005 2. Evaluation Form: Use the same form as used in the 2004 evaluation (Attachment B). The subcommittee believed that the form was given a thorough review prior to the 2004 evaluation and that it would not need further edits at this time. 3. Input Sources: Consistent with the 2004 evaluation, input will be requested from the Mayor, City Councilors, executive directors, division managers, union representatives, a random sampling of City employees, and the City Manager. The Mayor, councilors and City Manager will all use the evaluation form. Others will use a three-question format. Also, consistent with last year, feedback from the Mayor and each councilor will be identified with the name of the evaluator. All other evaluators' feedback will be submitted anonymously, but will be identified by group (e.g., executive manager, division manager, employee, union name). L:\CMO\2005 Council Agendas\M050523\S0505232E.doc 4. Evaluation Document: All evaluation input will be organized into a master document. That document will include a compilation of the Mayor's and all councilors' input organized into a summary section. The master document will also include the Mayor's and each individual councilor's evaluation forms, the City Manager's self-evaluation, and sections for the other groups. The master document will be provided to the Mayor, councilors and the City Manager prior to the evaluation work session. 5. Evaluation Meeting Process: Consistent with last year, the meeting will be scheduled for 90 minutes, with a 45-minute executive session followed by a 45-minute public session. During the executive session, the Mayor and each councilor will give verbal feedback in timed rounds, beginning with three minutes each. The manager will have the opportunity to respond at the end of all the rounds. The public session will begin with a summary from the manager of his self- evaluation. After the manager's summary, the Mayor and each councilor will have time to offer feedback. CITY MANAGER'S RECOMMENDATION Not applicable. SUGGESTED MOTION Move to approve the council subcommittee recommendation on the City Manager evaluation criteria, process, and timeline. ATTACHMENTS A. Timeline and Workplan B. Evaluation Form FOR MORE INFORMATION Staff Contact: Lauren Chouinard Telephone: 682-5663 Staff E-Mail: lauren, d. chouinard~ci, eugene, or. us L:\CMO\2005 Council Agendas\M050523\S0505232E.doc ATTACHMENT A TIMELINE AND WORKPLAN FOR 2005 CITY MANAGER EVALUATION Item Participants Completed By · Discuss evaluation process and criteria and set Mayor, Council Officers evaluation date and HR staff May 4 · Council adoption of evaluation Mayor, City Councilors process and criteria and HR staff May 23 · Send forms and questions to evaluators HR staff June 13 · Collect feedback from HR staff, Mayor and City evaluators Councilors June 27 · Collate and organize all feedback HR staff July 7 · Evaluation materials to Mayor and Council HR staff and Council staff July 8 · Hold worksession for the evaluation Mayor and City Council July 11 CITY MANAGER PERFORMANCE APPRAISAL FORM Employee Name Appraisal Date: July 11, 2005 Dennis Taylor Annual X Probationary [] Supplemental [] Position Title Employment Date: April 14, 2003 City Manager Reviewer Name Review Period From: 5-26-04 To: 7-11-05 INSTRUCTIONS Using a five point scale, rate the City Manager's performance for each of the indicators listed below each performance category on the following pages. Place an X below the number that best describes your assessment of performance on each indicator. A "1" indicates that you are very dissatisfied with the Manager's performance. A "5" indicates that you are very satisfied with the Manager's performance. Numbers 2, 3 and 4 should be used as a sliding scale to indicate your degree of satisfaction or dissatisfaction along the rating continuum if it doesn't fall into either end of the scale. If you do not have enough information to evaluate one of the indicators, either don't rate it or write NA to the left of the number. Next, give an overall rating for the performance category using the 5 point rating scale again, by placing the number that best describes your overall level of satisfaction for the rating category on the line at the top right hand corner of each page. Note that the overall rating for a category is subjective for each rater as one rater may decide that different indicators carry more or less weight toward the overall rating of a category than another rater. The context for each rater's overall rating of a category will be discussed during the evaluation work session. Use the blank space on each page to give examples that support your ratings of the individual performance indicators and your rating of the overall category. 1 - Very Dissatisfied Work at this level suggests serious performance problems. The employee must make substantial improvement or be subject to appropriate disciplinary action, which may include termination. 5 - Very Satisfied Performance at this level is characterized by overall successful performance in the element with special contributions in a significant number of areas which add value beyond what would be considered satisfactory performance. Examples include: innovative approaches to work; efficiency gains, significant contributions to improvement of department practices, processes, work team or community relationships. Element A: Council Goals and Service Delivery Overall Rating Satisfied 1 2 3 4 5 Indicators ..... 1. Has the Manager achieved service delivery objectives as evidenced by the attainment of performance measures in the Service Profiles? ..... 2. Are Council decisions implemented in a way that reflects Council intent and direction? ..... 3. Do senior staff effectively respond to Council Goals, Action Priorities and Council directives? ..... 4. Does the Manager make tough decisions with sensitivity to political realities? 5. Is the organization moving the community toward the following goals? ..... A. Safe Community ..... B. Sustainable Community Growth and Change ..... C. Healthy Natural and Built Environment ..... D. Accessible and Thriving Culture and Recreation ..... E. Effective, Accountable Municipal Government ..... F. Fair, Stable and Adequate Financial Resources Comments including examples of past performance to support your appraisal 2 Element B: Mayor and Council Support Overall Rating l=Very Dissatisfied .......... 5=Very Satisfied 1 2 3 4 5 Indicators ..... 1. Does the Manager develop an adequate range of clear options and recommendations for Council consideration? ..... 2. Does the Manager seek advice and direction on key issues from Mayor and Council? ..... 3. Does the Manager build positive working relationships with individual Councilors? ..... 4. Do Councilors have equal influence with the Manager? ..... 5. Is Council kept informed of critical issues in a timely manner? ..... 6. Does the Manager's staff provide timely and effective support to Council? ..... 7. Does the Manager choose appropriate and timely items when setting Council agendas? ..... 8. Are the Manager's oral and written communications comprehensive and understandable? ..... 9. Is the Manager receptive to constructive criticism? ..... 10. Are Council information requests followed-up in a timely manner? Comments including examples of past performance to support your appraisal Element C: Leadership and General Management Overall Rating l=Very Dissatisfied .......... 5=Very Satisfied 1 2 3 4 5 Indicators ..... 1. Does the Manager facilitate on-going leadership partnership between elected officials and the Executive Management Team? ..... 2. Does the Manager inform and consult Council about anticipated changes? ..... 3. Does the Manager take a long-term view and initiate and manage organizational change for the future; build the vision with others; spot opportunities to move the organization towards the vision? ..... 4. Does the Manager evaluate City organization, operations and programs and explore new methods for conducting City business and enhancing City effectiveness? ..... 5. Does the Manager actively promote, support and champion efforts to achieve a representative workforce while maintaining a discrimination- free environment? Comments including examples of past performance to support your appraisal 4 Element D: Community and Citizen Relations Overall Rating Satisfied 1 2 3 4 5 Indicators 1. Is the Manager a coalition builder, who works ..... with the community to develop partnerships? 2. Are the City and City Council represented by the ..... Manager in a professional manner? 3. Does the Manager develop and maintain positive relationships with Eugene customers/citizens, community, and public interest groups? ..... 4. Is the Manager a visible presence in the community, developing personal credibility and trust with citizens? ..... 5. Are there ongoing, informed dialogues with the community on critical issues? ..... 6. Are citizens listened to and helped to understand City government and what is possible? ..... 7. Does the Manager's guidance and leadership enhance the organization's openness and availability to the public? Comments including examples of past performance to support your appraisal Element E: Department Operations Overall Rating Satisfied 1 2 3 4 5 Indicators ..... 1. Has the Manager appropriately guided the Central Services Department to be effective and meet community needs? (Finance, Municipal Court, Facilities, Information Services, and City Manager' s Office) ..... 2. Has the Manager appropriately guided the Fire Department to be effective and meet community needs? ..... 3. Has the Manager appropriately guided the Human Resource and Risk Services Department to be effective and meet community needs? ..... 4. Has the Manager appropriately guided the Library, Recreation, and Cultural Services Department to be effective and meet community needs? ..... 5. Has the Manager appropriately guided the Planning and Development Department to be effective and meet community needs? ..... 6. Has the Manager appropriately guided the Police Department to be effective and meet community needs? ..... 7. Has the Manager appropriately guided the Public Works Department to be effective and meet community needs? Comments including examples of past performance to support your appraisal Element F: Financial Management Overall Rating Satisfied 1 2 3 4 5 Indicators ..... 1. Does the Manager develop financial plans that allow City Council to anticipate and respond to changes in the City's finances? ..... 2. Do the budgets developed by the Manager reflect Council priorities? ..... 3. Does the Manager ensure that the City budget is based on a sustainable service and funding strategy so that ongoing expenses are supported by ongoing revenue? ..... 4. Does the Manager control expenditures in accordance with approved budgets? ..... 5. Does the Manager ensure that City financial matters are clear and available to the public? Comments including examples of past performance to support your appraisal Instructions: Use this grid to record your overall ratings from each of the performance categories on the previous pages by placing an X in the appropriate column. Summarize your overall performance rating for the City Manager by placing a 1, 2, 3, 4 or 5 on the line provided at the bottom of the grid. Once again, note that the overall rating for the entire evaluation is subjective for each rater as one rater may decide that different performance categories carry more or less weight toward the overall performance rating than another rater. The context for each rater's overall rating of the City Manager will be discussed during the evaluation work session. l=Very Dissatisfied ...................................... 5=Very Satisfied Performance 1 2 3 4 5 Standard A Council Goals and Service Delivery B Mayor and Council Support C Leadership and General Management D Community and Citizen Relations E Department Operations F Financial Management Overall Rating: Goals, Objectives and General Comments · What are the Manager's most important strengths in performing his job7 · In what areas do you believe the Manager should improve his performance or skills7 · Are there any specific goals and objectives you would like to set for the Manager for the coming year? · Do you have any additional comments about the Manager's performance over the past year or expectations for the coming year?