Discuss the Format and Process for the City Administrator's Performance Evaluation 

The purpose of this discussion is to determine the format and process for the new City Administrator's performance evaluations.  Mr. Hagen's first day as the City Administrator was June 15, 2022.   His contract states, in part, the following:
 

1. SALARY. "...Employer and Employee agree that an initial performance review will be conducted on Employee after 6 months and annually thereafter. The Employer agrees to increase the compensation to the Employee dependent upon the results of the performance evaluation. An increase will be granted if the Employee meets the overall expectations of the Employer. If a performance evaluation is not conducted, then a salary step and COLA adjustment shall automatically occur on the anniversary date.

Previously, under the former City Administrator, the process included an annual 360 degree performance evaluation with feedback from the City Council, the City Administrator himself and his direct reports. Following receipt of the report, the Mayor and the City Administrator would meet to discuss the evaluation, followed by a session with the entire City Council.

Mr. Hagen's employment contract does not provide the level of detail described above; therefore, staff is seeking clarification on the process going forward. Staff would like direction, by consensus, regarding the following questions:

1) Should staff continue with the previous vendor for the collection of the data and the final report or an alternative method?  It should be noted, the approximate cost of this evaluation is $460; but it requires less than 1 hour of staff time to coordinate the process and the results are provided to the City (by the vendor)  immediately following the deadline in PDF format.
2) Should the same individuals complete the evaluation (City Council, Direct Reports, and Mr. Hagen)?
3) Should the Mayor meet with the City Administrator prior to the full City Council?
4) Mr. Hagen's next performance evaluation would occur on his 1-year anniversary date as City Administrator (June 15, 2023) and then each subsequent anniversary date thereafter.

Note: A sample of the Individual Feedback Report - CheckPoint 360 evaluation is attached, as well as the "CheckPoint 360 Management Report". 

Up to 15 minutes.

Not Applicable.

Colleen Lasher, Administrative Services Director

Based on discussion.