2.2.
CC Work Session
- Meeting Date:
- 06/14/2016
Information
Title:
Discussion Regarding the Process for the City Administrator’s Annual Review
Purpose/Background:
The purpose of this discussion is to review the process for the City Administrator’s annual performance evaluation which will occur later this fall. Staff is seeking feedback from the City Council regarding the process, steps, methods, and/or core competencies to be evaluated. It is the hope that by having discussions now it will provide the City Council with an opportunity to suggest and discuss any needed revisions for the next review period. Moreover, improvements on the front end will very likely make for a more meaningful exchange between the City Council and the City Administrator; all in pursuit of the City’s mission to work together to responsibly grow our community, and to provide quality, cost-effective, and efficient government services.
The current process is conducted in such a way as to comply with the City Administrator’s Employment Agreement and Minnesota Statute 13D.05 Subd. 3a.
Mr. Ulrich’s employment agreement states, in part,:
6. Performance Evaluation. EMPLOYER and EMPLOYEE agree that a performance review will be conducted on EMPLOYEE six (6) months after hire, one (1) year after hire, and annually thereafter. Said review shall be in accordance with specific criteria developed jointly by CITY and EMPLOYEE. Said criteria may be added to or deleted from as the COUNCIL may from time to time determine, in consultation with the EMPLOYEE. Further, the CITY’S Mayor shall provide the EMPLOYEE with a summary written statement of the findings of the COUNCIL and provide an adequate opportunity for the EMPLOYEE to discuss his evaluation with the COUNCIL.
Annually, the COUNCIL and EMPLOYEE shall define such goals and performance objectives that they determine necessary for the proper operation of the CITY and for the attainment of the COUNCIL’S policy objectives and shall further establish a relative priority among those various goals and objectives to be reduced to writing. The goals and objectives shall generally be attainable within the time limitations specified and within the annual operating and capital budgets and appropriations provided.
In effecting the provisions of this Section, the COUNCIL and EMPLOYEE mutually agree to abide by the provisions of applicable law.
7. The COUNCIL shall conduct an annual 360 degree performance review of EMPLOYEE. Upon said performance review, the City Council may, in its sole discretion, review the terms of this agreement and increase EMPLOYEE’s salary and/or benefits.
Minnesota Statute 13D.05, Subd. 3a states:
“A public body may close a meeting to evaluate the performance of an individual who is subject to its authority. The public body shall identify the individual to be evaluated prior to closing a meeting. At its next open meeting, the public body shall summarize its conclusions regarding the evaluation. A meeting must be open at the request of the individual who is the subject of the meeting.”
Summary of the Annual Process
In October of each year, the Human Resources Manager prepares a confidential 360 degree performance evaluation. The evaluation covers the time period from September to September but is largely tied to the annual strategic plan and goals. The process is completed when a resolution is passed accepting the City Administrator’s annual performance evaluation and professional development plan, usually in December.
Details of the Annual Process
The current process is conducted in such a way as to comply with the City Administrator’s Employment Agreement and Minnesota Statute 13D.05 Subd. 3a.
Mr. Ulrich’s employment agreement states, in part,:
6. Performance Evaluation. EMPLOYER and EMPLOYEE agree that a performance review will be conducted on EMPLOYEE six (6) months after hire, one (1) year after hire, and annually thereafter. Said review shall be in accordance with specific criteria developed jointly by CITY and EMPLOYEE. Said criteria may be added to or deleted from as the COUNCIL may from time to time determine, in consultation with the EMPLOYEE. Further, the CITY’S Mayor shall provide the EMPLOYEE with a summary written statement of the findings of the COUNCIL and provide an adequate opportunity for the EMPLOYEE to discuss his evaluation with the COUNCIL.
Annually, the COUNCIL and EMPLOYEE shall define such goals and performance objectives that they determine necessary for the proper operation of the CITY and for the attainment of the COUNCIL’S policy objectives and shall further establish a relative priority among those various goals and objectives to be reduced to writing. The goals and objectives shall generally be attainable within the time limitations specified and within the annual operating and capital budgets and appropriations provided.
In effecting the provisions of this Section, the COUNCIL and EMPLOYEE mutually agree to abide by the provisions of applicable law.
7. The COUNCIL shall conduct an annual 360 degree performance review of EMPLOYEE. Upon said performance review, the City Council may, in its sole discretion, review the terms of this agreement and increase EMPLOYEE’s salary and/or benefits.
Minnesota Statute 13D.05, Subd. 3a states:
“A public body may close a meeting to evaluate the performance of an individual who is subject to its authority. The public body shall identify the individual to be evaluated prior to closing a meeting. At its next open meeting, the public body shall summarize its conclusions regarding the evaluation. A meeting must be open at the request of the individual who is the subject of the meeting.”
Summary of the Annual Process
In October of each year, the Human Resources Manager prepares a confidential 360 degree performance evaluation. The evaluation covers the time period from September to September but is largely tied to the annual strategic plan and goals. The process is completed when a resolution is passed accepting the City Administrator’s annual performance evaluation and professional development plan, usually in December.
Details of the Annual Process
- Staff provides information via email or during the Mayor/Staff Input portion of a worksession to let the City Council know that the performance evaluation is coming up and that the online link will be available. Staff believes this is an area for improvement.
- The performance evaluation is updated and sent to the entire City Council, the City Administrator and all of the City Administrator’s direct reports via a Survey Monkey link
- The City Administrator completes his self-evaluation and it is forwarded to the City Council for reference while completing their evaluation of the City Administrator’s performance.
- After all surveys are completed the link is closed and the results are compiled.
- The Mayor is provided with the results and meets one-on-one with the City Administrator to discuss his performance.
- The City Council meets in closed session to review and discuss the City Administrator’s performance; as well as the goals and professional development plan for the next review period. The City Council determines, by consensus, if the City Administrator’s performance is acceptable.
- The draft professional development plan is sent to the City Council via email, giving each Council Member an opportunity to provide feedback.
- The process is completed at the next regular meeting when a resolution is passed to accept the City Administrator’s annual performance evaluation and professional development plan.
Timeframe:
20 minutes
Funding Source:
Not Applicable
Responsible Party(ies):
Colleen Lasher, Human Resources Manager
Outcome:
To arrive at a consensus regarding the process for the City Administrator’s annual performance evaluation and any desired revisions.
Attachments
Form Review
| Inbox | Reviewed By | Date |
|---|---|---|
| Kurt Ulrich | Kurt Ulrich | 06/08/2016 04:12 PM |
- Form Started By:
- Colleen Lasher
- Started On:
- 06/03/2016 04:13 PM
- Final Approval Date:
- 06/08/2016