HomeMy WebLinkAboutItem A: City Manager Annual Performance Review
ECC
UGENE ITY OUNCIL
AIS
GENDA TEM UMMARY
Work Session: City Manager Annual Performance Review
Meeting Date: May 27, 2009 Agenda Item Number: A
Department: Central Services-Human Resources Staff Contact: Denise Smith
www.eugene-or.gov Contact Telephone Number: 682-5731
ISSUE STATEMENT
Jon Ruiz was hired as the City of Eugene City Manager on April 14, 2008. This agenda item is for the
council to review the process and materials to be used in City Manager Jon Ruiz’s first annual
performance review. Decisions and discussion points for the council’s consideration include finalizing
the process, finalizing the forms, and review of the listings of participants from the community, and City
employees, who will be invited to contribute feedback. The council will also have the opportunity to
work with staff to finalize the dates and timing for the process.
BACKGROUND
In the fall, the council gave direction to Human Resources around a process it would like to use for
giving annual performance feedback to the City Manager. Councilors had agreed on the dimensions,
basics of the process and the groups who would be asked to contribute feedback.
Human Resources has taken the council’s direction and refined the process and forms to meet the
council’s goals of a timely and informed performance review with the City Manager in the next few
months.
RELATED CITY POLICIES
The City Council has historically conducted an annual performance review of the City Manager. This
process is a continuation for City Manager Jon Ruiz.
COUNCIL OPTIONS
City Council members may evaluate and discuss the following decision points and direct staff
accordingly:
?
Upon reviewing the proposed lists of contributors from the community and organization, the
council may supply feedback to Human Resources with any list adjustments.
?
The council may direct staff to provide the collected feedback summaries to councilors for their
review prior to each councilor’s completion of their individual reviews, or they may just have
this information included as part of the final notebook before the actual review is given.
Z:\CMO\2009 Council Agendas\M090527\S090527A.doc
?
The council may decide how much time they would like to have to complete their individual
evaluations and direct staff to factor that timeframe into the final timeline for the process (e.g.
one week, etc.).
?
The council may discuss the following options for conducting the performance review with City
Manager Jon Ruiz and then decide on which option would be appropriate:
1.Option 1: All public session
2.Option 2: Executive session only (must have agreement of both the council and City
Manager)
3.Option 3: A combination of public session and executive session
?
The council may approve a proposed review date of July 13, 2009, with feedback collection
starting June 8, 2009, or agree to an alternate date.
CITY MANAGER’S RECOMMENDATION
The City Manager recommends that:
1.The council use all of the submitted and summarized feedback to inform their own evaluations,
and
2.Option 3: a combined executive session and public session format be used for the performance
review discussion.
SUGGESTED MOTION
Move to accept the annual performance review process and begin the process on June 8, to culminate
with the City Manager’s performance review on July 13, 2009.
ATTACHMENTS
A.Summary of Process
B.Copies of On-Line Surveys for Three Feedback Groups
C.Copy of the Form Used by City Manager and City Council for City Manager’s Self-Evaluation
D.List of Proposed Community Members to Invite for Feedback
FOR MORE INFORMATION
Staff Contact: Denise Smith, Human Resources
Telephone: 682-5731
Staff E-Mail: denise.d.smith@ci.eugene.or.us
Z:\CMO\2009 Council Agendas\M090527\S090527A.doc
ATTACHMENT A
City Manager Performance Review-2009
Process Flow
?
Council finalizes all components with HR
Establish Dimensions
and process
May 27
Finalize participants and
?
Community members- Dimension 3-see list
contact information
?
Executive Leaders-Dimensions 1-4
Community Leaders
?
?
Division Managers-Dimensions 2 and 4
City of Eugene
?
?
Employees/Union Leaders-Dimensions 2 and 4
Employees
Feedback from:
?
On-line surveys
?
See Attached copies of the on-line surveys
Community Leaders and
Attached copy of the City Manager self-evaluation form
?
Employees
?
City Manager-self
evaluation
Send out June 8th
After 2 weeks:
Create summary for Council
?
Question: What information would the Council
on on-line data feedback.
Like included to inform their individual evaluations?
June 24
City Council submits their individual
evaluations based on their
perceptions and feedback summaries
By July 1
HR summarizes all data, creates
final ratings summaries
?
By July 9
Notebooks will be produced for Council before the
Review meeting
Council Delivers Evaluation to
City Manager
July 13
5/27/2009
City of Eugene City Manager Performance Review
Dimensions
Dimension 1:
The City Manager is effective at policy facilitation and implementation
Definition:
Supports elected officials to work towards, and achieve, common goals and objectives and
implementation of policies which support City government operations.
Some behaviors that exemplify this dimension:
Cultivates effective relationships with the elected officials.
?
Keeps elected officials informed of upcoming initiatives, current successes, and current
?
challenges of the organization.
Focuses his work on how he and the organization can contribute towards achieving the council
?
goals
Works as a partner with elected officials, offering perspective and engaging in creative and
?
collaborative problem solving.
Guides the organization to translate council goals to activities and work of the City of Eugene
?
employees.
Dimension 2:
The City Manager is effective at Financial Management for the City organization.
Definition:
The City Manager guides preparation of and submits the annual budget, including capital projects, to
the Mayor and City Council. Directs ongoing analysis of the City’s financial affairs, ensuring fiscal
stability to meet current and future needs.
Some behaviors that exemplify this dimension:
Directs the development of a City budget that reflects elected officials goals, community values
?
and organizational fiscal health.
Uses Innovative fiscal planning and implementation to support growing and changing needs for
?
City services
Supplies on-going financial information to help elected officials with policy decisions.
?
Makes financial plans that have both short term and long term considerations for the effective
?
operations of City services
Dimension 3:
The City Manager actively participates, and models effective Community Leadership.
Definition:
Focuses on creating effective relationships with citizens, leaders and partners throughout the
community. Utilizes these relationships for strategic partnerships, identification of citizen needs and
guiding effective service delivery for the City of Eugene.
5/27/2009
Some behaviors that exemplify this dimension:
Proactively develops relationships with community leaders and actively engages partnering on
?
community development for short and long term community success.
Provides for stakeholder and community member input for better organizational understanding
?
of values, interests and needs.
Initiates engagement in collaborative problem solving on community issues.
?
Utilizes his relationships with community members and leaders to build bridges with staff and
?
the organization.
Is open and honest in his communication with others, including the elected officials,
?
employees, citizens and other community and business leaders.
Represents the elected official’s interests to the community.
?
Dimension 4:
The City Manager is an effective organizational leader.
Definition:
Leads the City of Eugene organization to accomplish service delivery goals through the
implementation of effective staff and City service operations. Supports and motivates creative and
innovative delivery of City services.
Some behaviors that exemplify this dimension:
Motivates innovation in employees leading to creative solutions and continuous improvement
?
of City services.
Committed to employee safety, development and growth. Creates an environment of
?
maximizing employee capability and opportunity.
Effectively guides staff to accomplish the City service outcomes valued by the elected officials
?
and the community.
Sets high expectations and supports the City of Eugene employees to deliver service
?
excellence across the organization.
5/27/2009
Copy of City Manager Evaluation-ExecutivesCopy of City Manager Evaluation-ExecutivesCopy of City Manager Evaluation-ExecutivesCopy of City Manager Evaluation-Executives
1. City Manager Feedback Survey-Executives
The Eugene City Council is inviting members of the community and the City of Eugene organization to contribute
feedback to their annual performance review for Eugene City Manager Jon Ruiz.
As a direct report to the City Manager, your feedback will be invaluable. We ask you to be a contributor by taking a
few moments to fill out this survey. Your candid input is valued and respected. Please respond to the following
sections of the survey and then "submit" it. The responses will be collected by Denise Smith in the Human Resources
Department and summarized for the City Council.
The Council will use this summary in order to inform their overall evaluation of City Manager Ruiz's performance this
past year and to set future goals with him for the coming year.
If you have any questions regarding completion of this survey, please contact Denise Smith at X5731 or
denise.d.smith@ci.eugene.or.us.
Once again, we appreciate your taking time to contribute to this important process.
2. Dimension-The City Manager is effective at policy facilitation and
implemen...
Definition:
Supports elected officials to work towards, and achieve, common goals and objectives and implementation of
policies which support City government operations.
Some behaviors that exemplify this dimension:
Cultivates effective relationships with the elected officials.
Keeps elected officials informed of upcoming initiatives, current successes, and current challenges of the
organization.
Focuses his work on how he and the organization can contribute towards achieving the council goals
Works as a partner with elected officials, offering perspective and engaging in creative and collaborative problem
solving.
Guides the organization to translate council goals to activities and work of the City of Eugene employees.
*
Please mark the appropriate overall rating of the City Manager's performance:
3. Dimension-City Manager is effective at Financial Management for the City
or...
Copy of City Manager Evaluation-ExecutivesCopy of City Manager Evaluation-ExecutivesCopy of City Manager Evaluation-ExecutivesCopy of City Manager Evaluation-Executives
Definition:
The City Manager guides preparation of and submits the annual budget, including capital projects, to the Mayor and
City Council. Directs ongoing analysis of the Citys financial affairs, ensuring fiscal stability to meet current and
future needs.
Some behaviors that exemplify this dimension:
Directs the development of a City budget that reflects elected officials goals, community values and
organizational fiscal health.
Uses Innovative fiscal planning and implementation to support growing and changing needs for City services
Supplies on-going financial information to help elected officials with policy decisions.
Makes financial plans that have both short term and long term considerations for the effective operations of City
services
*
Please mark the appropriate overall rating of the City Manager's performance:
4. Dimension-The City Manager actively participates, and models effective
Comm...
Definition:
Focuses on creating effective relationships with citizens, leaders and partners throughout the community.Utilizes
these relationships for strategic partnerships, identification of citizen needs and guiding effective service delivery for
the City of Eugene.
Some behaviors that exemplify this dimension:
Proactively develops relationships with community leaders and actively engages partnering on community
development for short and long term community success.
Provides for stakeholder and community member input for better organizational understanding of values, interests
and needs.
Initiates engagement in collaborative problem solving on community issues.
Utilizes his relationships with community members and leaders to build bridges with staff and the organization.
Is open and honest in his communication with others, including the elected officials, employees, citizens and other
community and business leaders.
Represents the elected officials interests to the community.
Copy of City Manager Evaluation-ExecutivesCopy of City Manager Evaluation-ExecutivesCopy of City Manager Evaluation-ExecutivesCopy of City Manager Evaluation-Executives
*
Please mark the appropriate overall rating of the City Manager's performance:
5. Dimension-The City Manager is an effective organizational leader.
Definition:
Leads the City of Eugene organization to accomplish service delivery goals through the implementation of effective
staff and City service operations. Supports and motivates creative and innovative delivery of City services.
Some behaviors that exemplify this dimension:
Motivates innovation in employees leading to creative solutions and continuous improvement of City services.
Committed to employee safety, development and growth.
capability and opportunity.
Effectively guides staff to accomplish the City service outcomes valued by the elected officials and the
community.
Sets high expectations and supports the City of Eugene employees to deliver service excellence across the
organization.
*
Please mark the appropriate overall rating of the City Manager's performance:
Copy of City Manager Evaluation-ExecutivesCopy of City Manager Evaluation-ExecutivesCopy of City Manager Evaluation-ExecutivesCopy of City Manager Evaluation-Executives
6. Thank you!
We appreciate your taking the time to contribute to this process! Thank you.
Questions contact Denise Smith, Human Resources, denise.d.smith@ci.eugene.or.us
Copy of Copy of City Manager Evaluation-EmployeesCopy of Copy of City Manager Evaluation-EmployeesCopy of Copy of City Manager Evaluation-EmployeesCopy of Copy of City Manager Evaluation-Employees
1. City Manager Feedback Survey-Employees
The Eugene City Council is inviting members of the community and the City of Eugene organization to contribute
feedback to their annual performance review for Eugene City Manager Jon Ruiz.
We invite you to be a contributor by taking a few moments to fill out this survey. Your candid input is valued and
respected. Please respond to the following sections of the survey and then "submit" it. The responses will be
collected by Denise Smith in the Human Resources Department and summarized for the City Council.
The Council will use this summary in order to inform their overall evaluation of City Manager Ruiz's performance this
past year and to set future goals with him for the coming year.
If you have any questions regarding completion of this survey, please contact Denise Smith at 682-
denise.d.smith@ci.eugene.or.us.
Once again, we appreciate your taking time to contribute to this important process.
2. Dimension-City Manager is effective at Financial Management for the City
or...
Definition:
The City Manager guides preparation of and submits the annual budget, including capital projects, to the Mayor and
City Council. Directs ongoing analysis of the Citys financial affairs, ensuring fiscal stability to meet current and
future needs.
Some behaviors that exemplify this dimension:
Directs the development of a City budget that reflects elected officials goals, community values and
organizational fiscal health.
Uses Innovative fiscal planning and implementation to support growing and changing needs for City services
Supplies on-going financial information to help elected officials with policy decisions.
Makes financial plans that have both short term and long term considerations for the effective operations of City
services
*
Please mark the appropriate overall rating of the City Manager's performance:
3. Dimension-The City Manager is an effective organizational leader.
Definition:
Copy of Copy of City Manager Evaluation-EmployeesCopy of Copy of City Manager Evaluation-EmployeesCopy of Copy of City Manager Evaluation-EmployeesCopy of Copy of City Manager Evaluation-Employees
Leads the City of Eugene organization to accomplish service delivery goals through the implementation of effective
staff and City service operations. Supports and motivates creative and innovative delivery of City services.
Some behaviors that exemplify this dimension:
Motivates innovation in employees leading to creative solutions and continuous improvement of City services.
Committed to employee safety, development and growth.
capability and opportunity.
Effectively guides staff to accomplish the City service outcomes valued by the elected officials and the
community.
Sets high expectations and supports the City of Eugene employees to deliver service excellence across the
organization.
*
Please mark the appropriate overall rating of the City Manager's performance:
4. Thank you!
We appreciate your taking the time to contribute to this process! Thank you.
Questions contact Denise Smith, Human Resources, denise.d.smith@ci.eugene.or.us
City Manager Evaluation-CommunityCity Manager Evaluation-CommunityCity Manager Evaluation-CommunityCity Manager Evaluation-Community
1. City Manager Feedback Survey-Community Members
The Eugene City Council is inviting members of the community and the City of Eugene organization to contribute
feedback to their annual performance review for Eugene City Manager Jon Ruiz.
We invite you to be a contributor by taking a few moments to fill out this survey. Your candid input is valued and
respected. Please respond to the following sections of the survey and then "submit" it. The responses will be
collected by Denise Smith in the Human Resources Department and summarized for the City Council.
The Council will use this summary in order to inform their overall evaluation of City Manager Ruiz's performance this
past year and to set future goals with him for the coming year.
If you have any questions regarding completion of this survey, please contact Denise Smith at 682-
denise.d.smith@ci.eugene.or.us.
Once again, we appreciate your taking time to contribute to this important process.
2. Dimension-The City Manager actively participates, and models effective
Comm...
Definition:
Focuses on creating effective relationships with citizens, leaders and partners throughout the community. Utilizes
these relationships for strategic partnerships, identification of citizen needs and guiding effective service delivery for
the City of Eugene.
Some behaviors that exemplify this dimension:
Proactively develops relationships with community leaders and actively engages partnering on community
development for short and long term community success.
Provides for stakeholder and community member input for better organizational understanding of values, interests
and needs.
Initiates engagement in collaborative problem solving on community issues.
Utilizes his relationships with community members and leaders to build bridges with staff and the organization.
Is open and honest in his communication with others, including the elected officials, employees, citizens and other
community and business leaders.
Represents the elected officials interests to the community.
*
Please mark the appropriate overall rating of the City Manager's performance:
City Manager Evaluation-CommunityCity Manager Evaluation-CommunityCity Manager Evaluation-CommunityCity Manager Evaluation-Community
3. Thank you!
We appreciate your taking the time to contribute to this process! Thank you.
Questions contact Denise Smith, Human Resources, denise.d.smith@ci.eugene.or.us
ATTACHMENT C
City of Eugene City Manager Performance Evaluation
Sample of form-5/27/09
Employee Name: Jon Ruiz Appraisal Date: July 13, 2009
??
X Annual Probationary Supplemental
Position Title: City Manager Employment Date: April 14, 2008
Reviewer: (this form is for all of the Review Period
following)
From: April 14, 2008 To: July 13, 2009
Elected Officials individually/Jon Ruiz self
evaluation/ Summary of Elected Officials
The following is the rating scale used in this performance review. The definitions give guidelines for
deciding your rating for each element. Use the narrative sections to cite specific examples that support
your ratings.
Meets Expectations
Work at this level is characterized by successful performance of all the indicators for the element,
or in the case of an employee in a training or probationary position, evidence of steady progress
Meets Expectations is the full performance requirement for the
toward full performance.
A@
element.
Exceeds Expectations
Performance at this level is characterized by overall successful performance in the element and
special contributions in a significant number of areas which add value beyond what is expected
for the Meets Expectations standard. Examples include: innovative approaches to work;
A@
efficiency gains, significant contributions to improvement of public safety practices, processes,
work team or community relationships; solving of complex problems.
Below expectations
Work at this level shows the need for specific improvement in order to meet the full performance
expectation for the element. Continued performance at this level into the next appraisal period
can mean an "Unacceptable Performance" rating for that element at the next appraisal.
Page | 1
Dimension 1:
The City Manager is effective at policy facilitation and implementation
Definition:
Supports elected officials to work towards, and achieve, common goals and objectives and
implementation of policies which support City government operations.
Some behaviors that exemplify this dimension:
Cultivates effective relationships with the elected officials.
?
Keeps elected officials informed of upcoming initiatives, current successes, and current
?
challenges of the organization.
Focuses his work on how he and the organization can contribute towards achieving the council
?
goals
Works as a partner with elected officials, offering perspective and engaging in creative and
?
collaborative problem solving.
Guides the organization to translate council goals to activities and work of the City of Eugene
?
employees.
Accomplishments/comments specific to this dimension:
List any improvement suggestions for this dimension:
What would be some specific goals in this dimension for the coming year?
Rating:
_____ Below Expectations ____ Meets Expectations ____ Exceeds Expectations
Page | 2
Dimension 2:
The City Manager is effective at Financial Management for the City organization.
Definition:
The City Manager guides preparation of and submits the annual budget, including capital projects, to the
Mayor and City Council. Directs ongoing analysis of the City’s financial affairs, ensuring fiscal stability to
meet current and future needs.
Some behaviors that exemplify this dimension:
Directs the development of a City budget that reflects elected officials goals, community values
?
and organizational fiscal health.
Uses Innovative fiscal planning and implementation to support growing and changing needs for
?
City services
Supplies on-going financial information to help elected officials with policy decisions.
?
Makes financial plans that have both short term and long term considerations for the effective
?
operations of City services
Accomplishments/comments specific to this dimension:
List any improvement suggestions for this dimension:
What would be some specific goals in this dimension for the coming year?
Rating:
_____ Below Expectations ____ Meets Expectations ____ Exceeds Expectations
Page | 3
Dimension 3:
The City Manager actively participates, and models effective Community Leadership.
Definition:
Focuses on creating effective relationships with citizens, leaders and partners throughout the
community. Utilizes these relationships for strategic partnerships, identification of citizen needs and
guiding effective service delivery for the City of Eugene.
Some behaviors that exemplify this dimension:
Proactively develops relationships with community leaders and actively engages partnering on
?
community development for short and long term community success.
Provides for stakeholder and community member input for better organizational understanding of
?
values, interests and needs.
Initiates engagement in collaborative problem solving on community issues.
?
Utilizes his relationships with community members and leaders to build bridges with staff and the
?
organization.
Is open and honest in his communication with others, including the elected officials, employees,
?
citizens and other community and business leaders.
Represents the elected official’s interests to the community.
?
Accomplishments/comments specific to this dimension:
List any improvement suggestions for this dimension:
What would be some specific goals in this dimension for the coming year?
Rating:
_____ Below Expectations ____ Meets Expectations ____ Exceeds Expectations
Page | 4
Dimension 4:
The City Manager is an effective organizational leader.
Definition:
Leads the City of Eugene organization to accomplish service delivery goals through the implementation
of effective staff and City service operations. Supports and motivates creative and innovative delivery of
City services.
Some behaviors that exemplify this dimension:
Motivates innovation in employees leading to creative solutions and continuous improvement of
?
City services.
Committed to employee safety, development and growth. Creates an environment of maximizing
?
employee capability and opportunity.
Effectively guides staff to accomplish the City service outcomes valued by the elected officials
?
and the community.
Sets high expectations and supports the City of Eugene employees to deliver service excellence
?
across the organization.
Accomplishments/comments specific to this dimension:
List any improvement suggestions for this dimension:
What would be some specific goals in this dimension for the coming year?
Rating:
_____ Below Expectations ____ Meets Expectations ____ Exceeds Expectations
Page | 5
ATTACHMENT D
Community members to supply feedback for City
Manager Performance Review process
Last Name First name Organization
1 Barofsky John Budget Committee Member
2 Brown John EWEB Board
3 Dyke Frances UO
4 Evans Greg LTD Board
5 Forster Chuck Lane Workforce Partnership
6 Frohnmayer Dave UO
7 Gill Colt Bethel School District
8 Gould Priscilla United Way
9 Grimaldi Gino City of Springfield
10 Hauser Dave Eugene Chamber
11 Kloeppel George LCOG
12 Lee Bobby Hynix
13 Leonard Annette Human Rights Committee
14 McDonald Terry St. Vincent de Paul
15 Mehlum Ann Marie Summitt Bank
16 Pangborn Mark LTD
17 Pierce Gretchen Arts Community
18 Pyne Mel Peace Health
19 Roberts Jack Lane Metro
20 Russell George 4J School District
21 Shaver Will Sustainability Commission
22 Spartz Jeff Lane County
23 Spilde Mary LCC
24 Syrett Claire Budget Committee
25 Tate Jean Bus./Community Member
26 Ulum Jenny Community Member
27 Urbina Carmen 4J School District
28 Vanlandingham Jon Community Member
29 Westlund Kari Travel Lane County
30 Zako Rob Community Member
5/27/2009